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HomeMy WebLinkAbout13. Discuss & Approve Updated City of Downey Youth Commission GuidelinesI 101"l APPROVED BY CITY a ER TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: OFFICE OF THE CITY MANAGER BY: VANIAH DE ROJAS, ASSISTANT TO THE CITY MANAGER DATE: SEPTEMBER 24, 2019 SUBJECT: DOWNEY YOUTH COMMISSION GUIDELINES RECOMMENDATION That the City Council discuss and approve the updated City of Downey Youth Commission Guidelines. 7F7T*TFZ0 The Downey City Council approved the formation of the Downey Youth Commission in June 28, 2011. 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 In additional to the established goals, Attachment A includes the approved City of Downey Youth Commission Guidelines. As the Downey Youth Commission enters its 8t" year and appointments are needed for the new school year, staff is recommending to update the Youth Commission Guidelines. Attachment B includes the modified City of Downey Youth Commission Guidelines. The new Guidelines include non -substantive clean up items, such as the date of meetings and updated formatting, etc. Other changes, listed below, include clarifications that were not previously stated in the Youth Commission Guidelines or consistently practiced. 1. Eligibility eguirements • Maintain that applicants must reside in Downey. • Allow students who reside in Downey, but attend a high school outside of the City to apply to the Youth Commission. DOWNEY YOUTH COMMISSION PAGE 2 2. Number of Appointees • Include language that in 'accordance with the Downey City Charter at least one Commissioner shall be appointed from each of the five Council districts. 3. Selection Process- • Include language that each Downey City Council member shall review submitted' applications from their respective districts. • Include language that each Downey City Council member shall appoint up to three (3) applicants to the Youth Commission from their district. There is no fiscal impact associated with the recommended action; CITY COUNCIL PRIORITIES Public Engagement ATTACHMENT Attachment A —City of Downey Youth Commission Guidelines Attachment B — City of Downey Youth Commission Guidelines September 2019 city of Downey Guiii 1*- NAME The name of this Committee shall be the Downey Youth Commission. MINEFORT-574 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. 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. 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. 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. ATTACHMENT A 4. Commission members may request and be reappointed for up to 2 terms of 2 years, provided the Commissioner still resides in Downey and is enrolled in 9th -12th grades at school located in Downey. 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 Terml Commission member terms run concurrently with the City's fiscal year, beginning on July 1. Terms expire either 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. 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. 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. 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 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. • The Chair may establish sub -committees as needed to accomplish a Commission project. The Chair shall appoint all sub -committee members from the Commission. 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. City of Downey Youth Commission Guidelines Updated: September 2019 nIIIIIIIIIIIIFW� The name of this Committee shall be the Downey Youth Commission.. The Commission's purpose shall be: • Leadership development • Civic/local government education (including planning Student Government Day) • Provide input to the City Council regarding youth issues • 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. 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 A. Eligibility Requirements 1. Commission members must live in Downey. 2. Commission members must be enrolled in high school and entering grades 9 through 12. B. Number of Appointees 1. The Commission shall be comprised of a minimum of five (5) voting members 2. The Commission shall be comprised of a maximum of fifteen (15) voting members, with each Council member appointing up to three (3) Commissioners. ATTACHMENT B Im 3. In accordance with the Downey City Charter, at least one Commissioner shall be appointed from each of the five Council districts. C Selection 1. Applicants shall submit an application to the City. 2. Each Downey City Council member shall review submitted applications from their respective districts. 3. Each Downey City Councilmember shall appoint up to three (3) applicants to the Youth Commission from their district. 4. Applicants shall be appointed at a Downey City Council meeting. D Term 1 Commission members entering grades 9-11 shallserve for a two-year term. Commission members entering grade 12 shall be limited to a one-year term. 2. Commission members may request and be reappointed for up to 2 terms of 2 years, provided the Commissioner member still meets the Eligibility Requirements as stated in IV. MEMBERSHIP — A. Eligibility Requirements. E. 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 or ongoing marketing for the program. Long-term absences, due to extenuating circumstances, may be excused by the Staff liaison. Such request must be submitted in writing. F 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. A. Meetings The Commission shall meet on the third Thursday of each month from September through May to coincide with Downey Unified School District's school year. The Commission shall select a meeting time that is 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. Page 2 of 4 B Officers In September of 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. i.- Duties: 1. The Chair shall preside at Commission meetings, shall represent the Commission at various City 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 a City Council meetings. 2. 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 City Council meetings. a. In the absence of both the Chair and Vice Chair, the Staff Liaison shall chair the meeting. 3._ 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. A 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. 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 and in turn the City Clerk's Office. 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 Youth Commission Guidelines. Page 3 of 4 The Commission will operate under parliamentary procedure. 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. The Chair may establish sub -committees as needed to accomplish a Commission project. The Chair shall appoint all sub -committee members from the Commission. t- _ Amendments to the Youth Commission Guidelines may be recommended to the Downey City Council by City staff or upon a 2/3 -majority vote of the Youth Commission members. All amendments to said guidelines must be approved by the Downey City Council. Page 4 of 4