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HomeMy WebLinkAbout17. Downey Youth Commission AGENDA MEMO DATE: June 13, 2011 TO: Mayor and Members of the City Council FROM: Office of the City Manager By: Shannon DeLong, Assistant to the City Manager SUBJECT: FORMATION OF A DOWNEY YOUTH COMMISSION RECOMMENDATION That the City Council approve the formation of a Downey Youth Commission. DISCUSSION Council members requested a revised proposal for a Downey Youth Commission. The City Council majority recommendations included: - Youth Commission should report directly to the City Council - Youth Commission should not be limited to 5-10 Commissioners thth - Youth should be defined as students in 9 – 12 grades - Youth Commissioners should live in Downey and be enrolled in a public or private school located in the City of Downey The goals of the Downey Youth Commission are: - Leadership development - Civic/local government education (including planning Youth in Government Day) - Provision of youth input to the City Council - Completion of annual assignments/priorities from the City Council City staff is recommending that the members of the Downey Youth Commission be selected through an application process. At minimum, representatives will be chosen from all five high schools in Downey, but the total number of commissioners will be proportionate to the number of applications received each year. Commission terms will run concurrent with the fiscal year (July 1 – June 30). Commissioners will serve for two-year terms and will be eligible to re-apply provided they continue to meet the residency and high school enrollment requirements. The Commission will select a Chair, Vice Chair and Secretary from among its members. Monthly meetings will be held throughout the year. A Community Services Department staff member will be the liaison between the City Council and Downey Youth Commission. Staff will develop a framework for the Youth Commission that incorporates leadership development and civic education goals, empowering Youth Commission to develop as a forum for discussion of city-related youth topics. Commissioners will also develop recommendations for the City Council and organize the annual Youth in Government day. CITY OF DOWNEY, CALIFORNIA Mayor and Members of the City Council Downey Youth Commission June 13, 2011 Page 2 Additionally, the City Council may elect to assign one or two tasks to the Youth Commission each year. Depending upon the priorities of the City Council, assignments might be thematic (such as a year-long incorporation of the six Pillars of Character into Commission activities) or issue-based (e.g.: addressing youth obesity or youth tobacco use prevention). FISCAL IMPACT No Commission members will receive compensation for their time served on the Youth Commission. Funds needed for the facilitation of the Downey Youth Commission will come from 10-4-4310-0140. Total staff time to support the Commission is estimated at 15-20 hours per month. Attachments: Youth Commission Guidelines Youth Commission Application City of Downey Youth Commission Guidelines I. NAME The name of this Committee shall be the Downey Youth Commission. II. PURPOSE The Commission’s purpose shall be: - Leadership development - Civic/local government education (including planning Youth in Government Day) - Provision of youth input to the City Council - Completion of annual assignments/priorities from the City Council The Commission shall serve in an advisory capacity to the Downey City Council. Commissioners shall not receive payment for their service and shall not have the authority to expend City funds. III. AUTHORITY This Commission is created under the jurisdiction of the Downey City Council. The Chair or Vice-Chair of the Commission or her/his representative shall attend the Downey City Council meetings to: - Provide reports on Youth Commission recommendations and/or actions; and - To hear & report back the City Council’s directives to the Youth Commission. IV. MEMBERSHIP The Commission shall be comprised of a minimum of five (5) voting members. Commissioners must live in Downey and be enrolled in a high school (grades 9-12) located in Downey. A. Selection 1. Potential commissioners shall submit an application to the City. 2. Commission members shall be enrolled in high school and entering grades 9 through 12. 3. Commission members entering grades 9-11 shall serve for a two-year term. Commission members entering grade 12 shall be limited to a one-year term. 4. Commission members may request and be reappointed for up to 2 terms of 2 years, provided the Commissioner still resides in thth Downey and is enrolled in 9-12 grades at school located in Downey. B. Vacancies If a member is absent from a total of three meetings per fiscal year (July-June) without notice, her/his office shall automatically become vacant. Commission vacancy is filled by the eligibility list created through the annual application process. Long-term absences, due to extenuating circumstances, may be excused by the Staff liaison. Such request must be submitted in writing. C. Expiration of Terms Commission member terms run concurrently with the City’s fiscal year, beginning on July 1. Terms expire either 2 years or 1 year following initial appointment, on June 30th. The term of a Commission member appointed mid-year shall expire June 30 unless reappointed. V. ORGANIZATION A. Meetings The Commission shall meet regularly each month. The Commission will select a meeting time and date convenient to most members and adhere to that schedule. The Chair will have power to call special meetings, but all members shall have at least three days notice for a special meeting. B. Officers At the July meeting each year, the Commission shall organize by electing a Chair, Vice Chair, and Secretary from its membership to serve for one year. Successful candidates must receive a majority vote of members present. Elected officers may be re-elected to serve in the same capacity for two consecutive years. 1. Duties: a. The Chair shall preside at Commission meetings, shall represent the Commission at various functions, and make necessary decisions affecting the Commission when a meeting is not possible. It is his/her responsibility to attend or send another Commission member to represent him/her to all City Council meetings. b. The Vice Chair shall assume the Chair’s duties in the Chair’s absence or inability to perform duties. In the absence of the Chair, the Vice Chair will attend or send another Commission member to represent her/him at all City Council meetings. c. In the absence or the disability of both the Chair and Vice Chair, the Staff Liaison shall chair the meeting. d. The Secretary shall record the minutes for each meeting, keep accurate record of attendance and notify the Chair and Staff Liaison of members missing three (3) total meetings. e. Staff Liaison shall be a member of the City of Downey staff. The duties shall include: providing staff assistance as necessary for the conduct of the Commission’s business and acting as the principal staff advisor. C. Rules, Regulations and Records All rules and regulations governing the Commission shall be approved by the Downey City Council and shall be kept on file with the City. The Commission shall keep written record of its transactions, findings, and determinations. Copies of such materials, as well as minutes of each meeting, shall be forwarded to the Staff Liaison. The designated staff liaison may recommend removal of a Commission member as a result of derogatory or inappropriate comments, inappropriate behavior or failure to comply with the established guidelines. Commission will operate under parliamentary procedure. D. Quorum A simple majority of the Commission members shall constitute a quorum for the transaction of business. The affirmation or negative vote of the majority of the members present shall be necessary for the final transaction of any business. E. Sub-Committees The Chair may establish sub-committees as needed to accomplish a Commission project. The Chair shall appoint all sub-committee members from the Commission. F. Amendments Amendments to these guidelines may be recommended to the Downey City Council upon a 2/3-majority vote of the Youth Commission members. All amendments to said guidelines must be approved by the Downey City Council. Downey Youth Commission 2011-12 Application Please type or print (in blue or black ink) your responses. If additional pages are needed to answer the questions, please attach additional pages to this application. This application is also available in a fillable form at www.downeyca.org. Click on the link for Downey Youth Commission and then click on the link “How to get involved with the Downey Youth Commission”. Type in your responses and the print a copy of the entire application to submit. Name: _________________________________ Date of Birth: ____________________ Address: ____________________________________ City: ______________________ Email Address: __________________________________________________________ Telephone: (Home) _______________________ Alternate: ______________________ Emergency Contact: __________________________________Phone:______________ School: _____________________________________Grade (2011/2012):___________ Please list and briefly describe any classes, skills, and experience that you feel would qualify you to be a member of the Youth Commission. Please list and briefly describe your school and community activities (clubs, volunteer activities, athletics, and classes). Why do you wish to serve on the Youth Commission? What do you feel is the biggest problem facing the youth of Downey today and what do you think the Youth Commission can do to address the problem? Any additional comments: I have read the application packet and understand the time commitment and responsibilities involved with serving as a Downey Youth Commission Member. I also understand I must attend all Commission meetings, activities and programs unless excused by the Chair of the Downey Youth Commission or City Staff. I declare that all statements contained in this application are true and that any misrepresentation or omission may result in rejection of my application or removal from the Downey Youth Commission. I hereby acknowledge that I have read and understand the above statements. Applicant Signature: ________________________________________ Date: ____________ I understand the time commitment involved with serving as a Downey Youth Commission and I consent to my daughter/son’s participation with on the Downey Youth Commission. I give my consent for my child to be photographed, videotaped, or recorded by any means, by the City of Downey, or by the City’s employees or agents, in connection with her/his participation on the Downey Youth Commission. I further consent to the use of my child’s name, photograph, video, audio, or other recordings made in connection with my child’s participation on the Downey Youth Commission for promotional purposes, which includes posting on the City’s website, or on City flyers, publications and other City promotional documents. Parent/Guardian Signature: ___________________________________Date:_____________ Print Name: ______________________________