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HomeMy WebLinkAboutMinutes_YAB_01.11.2005Notice of Meeting of the Georgetown Youth Advisory Board City of Georgetown, Texas Tuesday, January 11, 2005 The Georgetown Youth Advisory Board will meet on Tuesday, January 11, 2005 at 04:30 PM in the Conference Room at the Parks and Recreation Building, located at 1003 N. Austin Ave. Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Georgetown Youth Advisory Board Members: Candice Butler, Amanda Hanson-Emerson, Rebecca Counts, Elissa Delmatier, Phillip May, Meredith Morrow, Jonathan Soape, Steffanie Sikes, Kammie Wolfman, Jacob Wolfman, Rachel McNutt, Melissa McNutt, Jonathan Patterson Georgetown Youth Advisory Board meeting dates/times to be determined. Call to Order at 04:30 PM NOTICE OF MEETING OF THE YOUTH ADVISORY BOARD CITY OF GEORGETOWN, TEXAS Tuesday, January 11, 2005 Youth Advisory Board Mission Statement The Georgetown Youth Advisory Board provides a means for youth to unite the community, promote healthy decisions and create leadership skills to create solutions for the benefit of all. Notice is hereby given that the Georgetown Youth Advisory Board will hold a meeting on Tuesday, January 11, 2005, at 4:30 p.m. in the Conference Room at the Parks and Recreation Building, located at 1003 N. Austin Ave. Georgetown, Texas. AGENDA 1.Board meeting call to order – Rebecca Counts 2.Review and approve Meeting Minutes –Candice Butler 3.Discussion and possible action on Spring schedule – Traci Stengle 4.Discussion and possible action on Bylaws – Brenda J. Culver 5.Discussion and possible action on Calendar – Rebecca Counts 6.Discussion and possible action on Attendance – Jonathan Soape 7.Adjourn – Elissa Delmatier Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2005, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Georgetown Youth Advisory Board City of Georgetown, Texas Tuesday, January 11, 2005 The Georgetown Youth Advisory Board of the City of Georgetown, Texas, met on Tuesday , January 11, 2005. Board Members Present: Candice Butler, Amanda Hanson-Emerson, Rebecca Counts, Elissa Delmatier, Phillip May, Meredith Morrow, Jonathan Soape, Steffanie Sikes, Kammie Wolfman, Jacob Wolfman Melissa McNutt, Rachel McNutt Board Members Absent: Jonathan Patterson Staff Present: Brenda J. Culver, Traci Stengle Minutes Regular Meeting I.CALL MEETING TO ORDER Rebecca Counts calls the meeting to order at 4:38 PM at the Parks and Recreations Conference room. II.DISCUSSION AND POSSIBLE ACTION ON SPRING SCHEDULE Traci Stengle discusses the joint venture between The City and The Georgetown Project through a grant that funds the Open Rec. Nights as well as Co-sponsoring the National Youth Service Day and Teen Fest. Traci asked the Board if they wanted to continue participating in the Teen Fest. Meredith Morrow made a motion to continue GYAB's co-sponsoring the event after some discussion about the date. Elissa Delmatier seconds. Vote; 11-0 in favor. III.DISSCUSSION AND POSSIBLE ACTION ON BYLAWS Brenda opens discussion on revisions to the Bylaws. Changes are sent too the City Council for their approval at a council meeting. Revision are as follows: REVISED BY-LAWS FOR THE GEORGETOWN YOUTH ADVISORY BOARD Article I.NAME AND PURPOSE Section 1.1 The Georgetown Youth Advisory Board. Section 1.2 The Georgetown Youth Advisory Board (GYAB) in its advisory capacity will work within the Community to promote healthy decisions, leadership skills and community involvement among the youth in the community. Article II.MEMBERSHIP Section 2.1 The board will consist of up to 20 24 members, with at least two (2) members representing each grade level from eighth through twelfth grade. and a maximum of four (4) members representing each of these grade levels. The Board will include at least one home-schooled, or privately- schooled member and at least one member from Richarte High School, provided there are qualified applicants for those positions. Section 2.2 All members must reside within the city limits of Georgetown or within its extraterritorial jurisdiction (which currently extends two miles from the city limit border). In the absence of qualified candidates from any of these categories, the Mayor may recommend other qualified applicants for this position. Section 2.3 The annual selection of the board will be through an application and interview process. In May and April of each year, GYAB applications will be distributed to area schools and will be available at City Hall, the Public Library, Parks and Recreation and on the City’s website. A Subcommittee composed of three officers of the Youth Advisory Board will review applications and recommendations for appointment will be forwarded to the City Council for approval. Applications will be reviewed; the Mayor and members of the City Council will then interview qualified applicants. The Mayor will then recommend names for approval by the full City Council. Section 2.4 The term of membership shall be for two years with a maximum of two consecutive terms allowable an option to reapply . Vacancies left by graduating seniors will be filled in September August . Section 2.5 If for any reason a Board Member’s position becomes vacant, then the position shall be filled in accordance with the City Charter. In the event the position is not filled immediately upon expiration of the prior term or when a vacancy occurs, the member serves in a holdover capacity until the position is filled. If any member of the board shall be unable to fulfill his duties and resigns or is removed, then the Mayor shall be notified in writing of the vacancy. A list of qualified applicants will be given to the Mayor for consideration. The Mayor will then recommend a person for appointment to be approved by the full City Council. Section 2.6 Members of the Board serve without compensation. The Board and its members have no authority to expend funds or make an obligation on behalf of the city. Upon advance approval of the Council, Members may be reimbursed for authorized expenditures. Section 2.7 Members shall make meeting attendance a high priority. A member who except in case of illness or extenuating circumstances, as determined by the board, misses two (2) consecutive meetings or (1/4) of all regular meetings in a twelve month period may be removed from the board. Extenuating circumstances shall be for the following reasons: school activities, church activities, family emergencies, community involvement and to attend work. A Board Member will contact the Chairperson or the Staff Liaison in the event of their absence form from a meeting. Members’ are expected to fulfill all duties and responsibilities assigned to them. Failure to do so will result in removal from the board. Absences will be reviewed in December and June quarterly by the Board Sergeant at Arms to ensure members are fulfilling their attendance requirements. Section 2.8 Members are required to attend 50 percent of Board activities (committee meetings, community service and teen events). Attendance will be reviewed in December and June quarterly by the Board Sergeant at Arms to ensure members are fulfilling their attendance requirements. Article III. OFFICERS Section 3.1 Titles of elective officers shall be Chairperson, Vice-Chairperson, Secretary, Treasurer and Sergeant at Arms. The Chairperson shall be appointed by the Mayor. The City Council shall confirm the current membership and appoint new members at the first second City Council Meeting in September July. The Board shall elect the Chairperson, Vice-Chairperson, Secretary, Treasurer, and Sergeant at Arms at the next regular board meeting following the Council Meeting. Section 3.2 Board elections will be held at the Annual Georgetown Youth Advisory Board Retreat annually in April August . Elections will be open to all GYAB members. Section 3.3 Officers serve for a term of one year. Vacancies in an office shall be handled as follows: In the event of vacancy in office of the Chair, the City Council shall appoint the Vice-Chair to serve as Chair the Board shall recommend to the City Council a suitable replacement to serve as Chair . Vacancies in the other offices will be filled by election held at the next regularly scheduled meeting or as soon as practicable for the unexpired term. In the event an office is not filled immediately upon the expiration of the prior term, that officer shall serve in a holdover capacity until the position is filled. Section 3.4 The Chairperson presides at all meetings and performs all other duties pertaining to the office, including voting. The Vice-Chairperson, in the absence of the Chairperson, performs all duties of that office and shall be appointed by the City Council to succeed in office of Chairperson in case of vacancy. The Secretary keeps records of proceedings of all meetings. The Treasurer is to keep track of all money accounts receivable and payable in conjunction with the staff liaison. The Sergeant at Arms is responsible for maintaining order in meetings by ensuring that board guidelines are followed and keeping and reviewing attendance records . Staff liaison will keep custody of all records and documents of the board. In the event of dereliction of duty or impropriety, a two-thirds majority vote from the entire Board (all members) will remove an officer from his/her office. Article IV.MEETINGS Section 4.1 Two regular monthly meetings will be held on the first Tuesday and third Tuesday Monday of the month at 5:00 4:30 p.m. in the Parks and Recreation Center Conference Room located at 1003 North Austin Avenue. All meetings of the board shall be in accordance with the Texas Open Meetings Law and all regular and special meeting notices shall be posted. Meeting time and dates can be changed to accommodate holidays, school vacations, unexpected events, etc. by a simple majority vote of the attending board members. Section 4.2 Special meetings may be called by the Chair or by 2/5th (two-fifths) of the Board. Section 4.3 A quorum shall consist of half the membership plus one and shall be required for the Board to convene a meeting as well as conduct business. No business may be convened, nor business conducted without a quorum. Section 4.4 Board members are required to attend 75% of the Board meetings, based on excused absences, and attend 67% of the meetings considering the total absences. The Board Chair in conjunction with the staff liaison shall determine excused absences. Attendance shall be reported to the Mayor in January and June of each year, and excessive absenteeism will be subject to action under the Council policy. Section 4.5 Board members shall vote on all items, except on matters involving direct personal interest or matters which create an appearance of impropriety. In these, instances, the Member shall abstain. Any Board Member excused from voting for these reasons shall announce at commencement of consideration of the matter and shall refrain from any discussion or debate on the matter. Section 4.6 All Board meetings and deliberations shall be open to the public and shall be conducted in accordance with provisions of the open meetings Act, the Texas Conflict of Interest Statutes, the City of Georgetown’s Ethics Ordinance and Council Policy. Section 4.7 Board meetings will be conducted in accordance with council policy, these by-laws and Robert’s Rules of Order. Section 4.8 Board meetings will be called to order by the Chair, or if absent, by the Vice-Chair. In the absence of both, the meeting shall be called to order by the secretary, and a temporary Chair shall be elected to preside over the meeting. Article V.MEETING AND PROCEDURES AND POLICIES Section 5.1 Items may be placed on the agenda by the Chair or at the request of any Board Member. The Board Member requesting the agenda item will be responsible for preparation of an agenda cover sheet and the initial presentation at the meeting. Section 5.2 Items to be included on the Regular agenda must be submitted to the staff liaison no later than 4 p.m. 6 calendar days before the scheduled Board meeting. Section 5.3 Agenda packets for all regular meetings will be provided to all the Board members five days in advance of the scheduled Board meeting. These packets will contain the posted agenda, agenda item cover sheet, and written minutes of the last meeting. Sections 5.4 In accordance with City Council policy, Citizens are encouraged to sign up at Board meetings to speak on any item on the agenda. Sign-up sheets will be available and should be submitted to the Chair prior to the start of the meeting. If any written materials are to be provided to the Board, a copy shall be provided to the staff liaison for inclusion in the meeting minutes. Speakers are limited to three minutes. If a citizen wishes to speak on an issue that is not posted on the agenda, they must file a written request with the staff liaison at 1101 College St. (Parks and Recreation Administration Building) 400 Serenada (Tennis Center) no later than 4:00 p.m., six days before the scheduled meeting. To comply with the Open Meetings Act, the written request must state the specific topic to be addressed and include sufficient information to inform the Board and the public. Section 5.5 At regular intervals (at least once a year), the City Council shall meet with the Board for the purpose of establishing specific tasks for the Board to undertake, as per the language of the Charter which grants authority for the creation of this Board in its advisory role. Article VI.SUBCOMMITTEES Section 6.1 When deemed necessary by a majority of the Board, Subcommittees may be formed to handle specific projects related to Board matters. Subcommittees comprised of non-members may only be formed with prior consent and confirmation of the Council. Board members will serve as Chairpersons of said committees and serve until completion of work for which they are appointed. Recommendations of the subcommittee may be forwarded to the City Council, upon action taken by the Board approving such a request. Section 6.2 No subcommittee has the authority to expend funds or be reimbursed for expenses on behalf of the Board without prior authorization of the City Council. Section 6.3 Subcommittee meetings shall comply with the Open Meetings Act. Article VII.BY-LAW AMENDMENTS These by-laws may be amended by a majority vote at any regular monthly meeting of the Board. After passage by the Board, all revisions to the By-laws must be sent to the City Council for final approval. By-law revisions are not in effect until approved by the City Council. Board votes to approve revisions 11-0 in favor. VII.ADJOURN Rebecca Counts motions to adjourn the meeting a 5:32. Candice Butler seconded.