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HomeMy WebLinkAbout65A - YOUTH COMMISSION BYLAWSREQUEST FOR COUNCIL ACTION' CITY COUNCIL MEETING DATE: NOVEMBER 17, 2015 TITLE: APPROVE YOUTH COMMISSION BYLAWS AND PROVIDE POLICY DIRECTION ON AGE REQUIREMENT OF REGULAR MEMBERS AND ELIGIBILITY OF COLLEGE STUDENTS RELOCATED OUTSIDE OF CITY LIMITS (STRATEGIC PLAN NO. 5, 1) RECOMMENDED ACTIONS: CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1" Reading ❑ Ordinance on 2 "d Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO 7 [11LTOM. 1. Approve the bylaws of the Youth Commission as proposed by the Youth Commission members. 2. Provide policy direction, on following issues: a. Should the age requirement of Regular Members be increased to 16 -24 years of age? 1. Yes. Approve Youth Commission recommendation to amend the current age limit requirement of Regular Members to 16 -24 years of age and direct staff to prepare ordinance amending said provision, or 2. No. Maintain age requirement of Regular Members status quo of 16 -20 years of age. 3. Pleasure of the City Council. b. Should Youth Commission members relocated outside of City limits to attend college /university be able to continue serving on the Commission? 1. No. Support past practice of vacating their seat when they relocate outside of the City limits. 2. Yes. Allow a commission member to participate in meetings either physically or via teleconference. as able. 3. Pleasure of the City Council. 65A -1 Youth Commission Bylaws and Policy Direction November 17, 2015 Page 2 DISCUSSION On September 7, 1999, the Santa Ana City Council established the Youth Commission with the goal of being a catalyst for the positive development of our younger population. The Commission would offer an opportunity to participate in the community's development by making recommendations on issues facing the youth of today. The composition of the Commission has changed over the years to be able to attract youth of varying age and different perspectives. Currently, regular members are required to be 16 -20 years of age, alternate members 14 -18 years of age and associate members 11 -14 years of age. On October 15, 2015, the Youth Commission held a regular meeting to approve their bylaws. They seek support to increase the age requirement of regular members to 16 -24 years of age to offer more stability in their membership. The Commission has a multi -year history of failure to achieve a quorum as a result of members not vacating their seats when leaving for college outside the City. Also, recently the current Chair of the Commission relocated to Sacramento to attend college. He has expressed interest in continuing to serve on the Commission via teleconference. Current practice would not allow him to continue serving since he has temporarily relocated out of the City limits. Experience has shown that it is of particular importance for the Commission Chair to be present in order to properly carry out the particular responsibilities of his /her position and to maintain current awareness of City issues especially relating to youth. The question before the City Council is whether they would like to ratify the current practice, allow a commissioner to continue serving if they relocate or any other variation at the pleasure and discretion of the City Council. As background, The Board, Commission and Committee Handbook currently has the following provision as it relates to college students, "OUT -OF -CITY RESIDENCY (COLLEGE STUDENTS) Due to the City's residency requirement, students attending college outside of the City limits automatically forfeit their seat on the board, commission or committee. However, the City Council strongly encourages re- engagement upon graduation or return to the City." Although a college student may continue to have a legal address in the City limits, they are not physically here to be active participants in meetings and /or City events. Policy direction is requested as to whether the age requirement of Regular Members should be increased and whether those relocated outside of City limits should be allowed to continue serving on the Youth Commission. 65A -2 Youth Commission Bylaws and Policy Direction November 17, 2015 Page 3 STRATEGIC PLAN Approval of this item supports the City's efforts to meet Goal #5. Community Health, Livability, Engagement & Sustainability, Objective #1, (Establish a comprehensive community engagement initiative to expand access to information and create opportunities for stakeholders to play an active role in discussing public policy and setting priorities). FISCAL IMPACT There is no fiscal impact associated with this item. Maria D. Huizar, Clerk of the Council Gerardo Mouet, Executive Director Parks, Recreation and Community Services Agency Exhibit 1: Proposed Bylaws 65A -3 65A -4 To: Santa Ana City Council Santa Ana From: Youth Commission Date: 10/06/2015 Subject: Student Representatives for City Council Boards and Commissions Dear Santa Ana City Council Members, We, as the Santa Ana Youth Commission, write this letter to offer our assistance in the process of screening and selecting student representatives for City Council Boards and Commissions. As your nominated Youth Commission appointees, we would like the opportunity to be able to assist you and give recommendations on students whom we believe would be a good addition to our City. Our goal is to find passionate students whose optimism will contribute to this city's bright future. We would greatly appreciate this opportunity to showcase our preparedness and dedication to our city as we conduct a thorough search for the most dedicated students to fill the City Council Boards and Commissions. Respectfully, Santa Ana Youth Commission City Of Santa An Youth Commission Bylaws I. Name and Authorization II. Purpose III. Duties IV. Membership and Voting V. Offices VI. Meetings and Procedures VII. Attendance VIII, Amendments Section I- Name and Authorization The name of this commission shall be the "Youth Commission of the City of Santa Ana ". The Youth Commission has been established by the Santa Ana Municipal Code (SAMC 2 -450 — 2 -457), having the powers set forth therein. Section 11- Purpose The purpose of the Youth Commission is to advise the Santa Ana City Council on legislative policies, needs, assessments, priorities, and programs concerning the Youth of the City of Santa Ana. Section III- Duties A. Identify the concerns and needs of the children and youth of the City of Santa Ana. Examine educational, social, economic, and recreational programs for the youth in the city of Santa Ana. Develop and propose plans that support or improve youth programs. B. Encourage and prepare the youth of Santa Ana to become civically responsible and be active citizens by educating them on their local government. C. Make recommendations and provide assistance to those community agencies engaged in fostering mutual understanding and respect for youth. D. Provide the youth of the city with both the opportunity to make recommendations relative to policies that affect their lives, as well as a forum in which to exchange ideas and information while interacting within the environment of the municipal government; 65A -6 C. The term for each member shall be four (4) years and until their respective successors are appointed and qualified, but in no event shall any person be eligible for reappointment who has served three (3) consecutive terms of four (4) years each or until they turn 20(4 „Pe6 dtng,Muntcipal,Code Amendment; years of age. D. A member who wishes to resign from the Youth Commission is required to submit a resignation letter to his /her appointing council member or supervisor. Section V- Offices 1. No member shall hold more than one office at a time. 2. The commission shall elect from its members a chairperson and vice chairperson, each of whom shall serve in such position for the term of one (1) year. No member shall serve in the position of chairperson for more than one (1) term. 3. Only regular members may serve as Chairperson or Vice - chairperson. Alternate and Associate members are eligible to hold other offices on Ad Hoc Committees. 4. Regular members shall have priority when being nominated to hold office, A. Chairperson • Preside at all youth commission meetings • Call special meetings of the Commission when necessary • Bring Youth Commission Meetings to order • Keep the City Council informed of Youth Commission actions • Assist new Commission member orientation • Provide leadership in setting the Commission's goals and objectives • Be responsible for presenting an annual report to the City Council B. Vice- Chairperson • Perform the duties and exercise the power of the Chairperson during the absence of the Chairperson • Provide an update to members who missed a meeting • Keep track of meeting attendance and inform the commission when members fail to attend 3 or more meetings without justification 3 65A -7 Matter must receive a second before discussion occurs. C. Agenda and Comments 1. Staff shall set the agenda for the Commission 2. Any Youth Commission member can propose agenda items for the upcoming Youth Commission meeting by making a request during Commissioner Comments. 3. The Youth Commission shall hold meetings open to the public in full compliance with state and local laws. Public comments and participation are encouraged by the Youth Commission. 4. Each person wishing to speak on an item at the Youth Commission shall have to fill out a speaker request form in order to do so. Section VII - Attendance A. Automatic Resignation of Members 1. Members are reminded not to abuse the attendance policy. Unexcused absences or lateness may result in automatic resignation from the Youth Commission as described below: B. Attendance 1. Refer to SAMC 2 -450 2. Any Youth Commission member who has 3 unexcused absences within a six -month period shall be deemed to have resigned from the Youth Commission. 3. The Youth Commission shall not authorize any absences in excess of three (3) regularly scheduled meetings during the fiscal year. 4. To authorize an absence prior to a scheduled Youth Commission meeting, the member seeking authorization must send an email to the Youth Commission staff at least twenty -four (24) hours in advance. The voting members of the Youth Commission will vote on the authorization of the absence. 5. An extended leave of absence must be approved by the voting members of the Youth Commission. Only two (2) extended leaves of absence are permitted per s 65A -8 Youth Commission term, except for in emergencies approved by the full Youth Commission. Such request must be submitted in writing or email. The extended leave may only be for 2 months. Section Vill- Amendments A. The Youth Commission can create, repeal, amend, or reword its bylaws with a majority vote of the voting Youth Commission members. Changes made to the bylaws must be placed on the agenda and noticed at least ten (10) days prior. B. A record of all changes of any kind of the bylaws must be documented. The exact change must be recorded and have the Chairperson and Vice - Chairperson's signatures, the date, and amendments reflected. The undersigned appointed regular and alternate members of the Santa Ana Youth Commission approve these Bylaws to be used by the Youth Commission and all future Youth Commissions from the City of Santa Ana, The Youth Commission approves these bylaws with their signatures. Adopted this 16`h day of October 2015 by the undersigned City Of Santa Ana Youth Commission Members: Regular Members: Associate Members: dim Anais Behavides — Ward 4 T 65A -9 Alternate Members: Ro Rodriguez — Mayoral 65A -10