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HomeMy WebLinkAboutYouth Advisory Board Bylaws_5.10.2011Section 1.1 Name: The Youth Advisory Board (the "Board" or "GYAB") Section 1.2 Purpose. The Board is established for the purpose of working, in its advisory capacity, within the community to promote healthy decision, leadership skills and community involvement among the youth in the community. See Ordinance Chapter 2.108. Section 2.1 Dumber of Members. The Board will consist of up to twenty four (24) Members representing each grade level from eighth through twelfth grade and a maximum of four members representing each of these levels. The Board will also 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 Eligibility. Each Member shall reside within the Georgetown Independent School District. Section 2.3 Appointment of Board Members. Members of the Board shall be appointed in accordance with the City Charter. In 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 the three officers of the Youth Advisory Board will review applications and will forward recommendations to the City Council for approval. Section 2.4 Terms of Office. Terms of office for each Member shall be two (2) years., except for graduating seniors. Members are limited to one two-year term, unless otherwise approved by City Council. Vacancies will be filled in August. Section 2.5 Vacancies. Vacancies that occur during a term shall be filled as soon as reasonably possible and in the same manner as an appointment in accordance with the City Charter. If possible, the Member shall continue to serve until the vacancy is filled. Youth Advisory Board Bylaws Revised May 2011 Page 1 of 7 Appointment to fill a vacated term is not included as a term for purposes of counting consecutive terms. Section 2.6. Compensation and Expenditure of Funds. Members serve without compensation. The Board has no authority to expend funds or incur an obligation on behalf of the City unless approved by the City Council. Members may be reimbursed for expenses authorized and approved by the City Council and the Board. Section 2.7. Compliance with City Policy. Members will comply with City Ordinances, Rules and Policies applicable to the Board and the Members. Section 2.8. Removal. Any Member may be removed from their position on the Board for any reason, or for no reason, by a majority vote of the City Council. See Ordinance Section 2.36.070. Section 3.1. Officers. The Board Officers are Chairman, Vice -Chairman, Secretary, Treasurer and Sergeant at Arms. The officers are elected by a majority vote of the Members at the first meeting after the annual appointment process. The Chairman is then appointed by the City Council based on the election and recommendation of the Board. In the event of dereliction of duty or impropriety, a two-thirds majority vote of the Members will remove an officer from office. Section 3.2. Terms of Office for Board Officers. Board Officers serve for a term of one year. In the event of vacancy in the office of Chairman, the Vice -Chairman shall serve as Chairman until the City Council appoints a replacement Chairman. A vacancy in the other offices shall be elected by majority vote of the Members at the next regularly scheduled meeting, or as soon as reasonably practical for the unexpired term. If possible, an officer shall continue to serve until the vacancy is filled. a. The Chairman presides at Board meetings. The Chairman shall generally manage the business of the Board. The Chairman shall perform the duties delegated to the Chairman by the Board. Youth Advisory Board Bylaws Revised May 2011 Page 2 of 7 b. The Vice -Chairman shall perform the duties delegated to the Vice -Chairman by the Board. The Vice -Chairman presides at Board meetings in the Chairman's absence. The Vice -Chairman shall perform the duties of the Chairman in the Chairman's absence of disability. c. The Secretary keeps records of proceedings of all meetings and shall perform the duties delegated to the Secretary by the Board. d. The Treasurer is to keep track of all money accounts receivable and payable in conjunction with the Staff Liaison. e. The Sergeant at Arms is responsible for maintaining order in meetings by ensuring that Board guidelines are followed and keeping and reviewing attendance records. y Section 4.1. Time and Bate of Regular Meeting. The Board shall meet twice a month on the same weeks of the month, the same day of the week, at the same time, and at the same place. The regular date, time and place of the Board meeting will be decided by the Members at the first meeting of the Board after the annual appointment process. Section 4.2. Agenda. Items may be placed on the agenda by the Chairman, the City Manager or designee, or at the request of a Member. The party (or individual) requesting the agenda item will be responsible for preparing an agenda item cover sheet and for the initial presentation at the meeting. Items included on the agenda must be submitted to the Staff Liaison no later than one week before the Board meeting at which the agenda item will be considered. Agenda packets for regular meetings will be provided to the Members in advance of the scheduled Board meeting. Agenda packets will contain the posted agenda, agenda item cover sheets, and written minutes of the last meeting. Section 4.3. Special Meetings. Special meetings may be called by the Chairman or by two fifth (2/5) of the Members. Section 4.4. Quorum. A quorum shall consist of a majority of the Members. A quorum is required for the Board to convene a meeting and to conduct business at a meeting. Youth Advisory Board Bylaws Revised May 2011 Page 3 of 7 Section 4.5. Call to Order. Board meetings will be called to order by the Chairman or, if absent by the Vice -Chairman. In the absence of both the Chairman and Vice - Chairman, the meeting shall be called to order by the Secretary, and a temporary Chairman shall be elected to preside over the meeting. Section 4.6. Conduct of Meeting. Board meetings will be conducted in accordance with these Bylaws and City Council Meeting Rules and Procedures, as applicable to the Board. See Ordinance Chapter 2.24. Section 4.7. Voting. Each Member shall vote on all agenda items, except on matters involving a conflict of interest, substantial financial interest or substantial economic interest under state law, the City's Ethics Ordinance, or other applicable Laws, Rules and Policies. In such instances the Member shall make the required disclosures and shall refrain from participating in both the discussion and vote on the matter. The Member may remain at the dais or leave the dais, at the Member's option, while the matter is being considered and voted on by the other Board Members. Unless otherwise provided by law, if a quorum is present, an agenda item must be approved by a majority of the Board Members present at the meeting. Section 4.8. Minutes. A recording or written minutes shall be made of all open sessions of Board meetings. The Staff Liaison is the custodian of all Board records and documents. Section 4.9. Attendance. a. 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 consecutive meetings or 25% 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 from a meeting. Members are expected to fulfill all duties and responsibilities assigned to them and failure to do so will result in removal from the Board. Absences will be reviewed quarterly by the Sergeant at Arms to ensure Members are fulfilling their attendance requirements. b. Members are also required to attend 50 percent of all Board activities (committee meetings, community service and teen events). Attendance will be reviewed Youth Advisory Board Bylaws Revised May 2011 Page 4 of 7 quarterly by the Sergeant at Arms to ensure Members are fulfilling their attendance requirement. c. Excessive absenteeism will be subject to action under Council policy and may result in the Member being replaced on the Board. See Ordinance Section 2.36.010D. Excessive absenteeism means failure to attend at least 75% of regularly scheduled meetings, including Board meetings and Subcommittee meetings. Section 4.10. Public Participation. In accordance with City policy, the public is welcome and invited to attend Board meetings and to speak on any item on the agenda. A person wishing to address the Board must sign up to speak in accordance with the policy of the Council concerning participation and general public comment at public meetings. Sign-up sheets will be available and should be submitted to the Chairman prior to the start of the meeting. If any written materials are to be provided to the Board, a copy shall also be provided to the Staff Liaison for inclusion in the minutes of the meeting. Speakers shall be allowed a maximum of three minutes to speak, but may take up to six minutes if another individual who signs up to speak yields the time to the speaker. If a person wishes to speak on an issue that is not posted on the agenda, they must file a written request with the Staff Liaison no later than one week before the scheduled meeting. The written request must state the specific topic to be addressed and include sufficient information to inform the Board and the public. A person who disrupts the meeting may be asked to leave and be removed. Section 4.11. Open Meetings. Public notice of Board meetings shall be provided in accordance with the provisions of the Texas Open Meetings Act. All Board meetings and deliberations shall be open to the public, except for properly noticed closed session matters, and shall be conducted in accordance with the provisions of the Texas Open Meetings Act. Section 4.12. Closed Sessions. The Board may conduct closed sessions as allowed by law, on properly noticed closed session matters, such as consultation with attorney on legal matters, deliberation regarding the value of real property, competitive utility matters, and economic development negotiations. A recording or certified agenda shall be made of all closed sessions of Board meetings. Youth Advisory Board Bylaws Revised May 2011 Page 5 of 7 The Board shall meet with City Council, as requested, to determine how the Board may best serve and assist City Council. City Council shall hear reports from the Board at regularly scheduled Council meetings. Section 6.1. Formation. When deemed necessary by a majority of the Board, Subcommittees may be formed for specific projects related to Board matters. Subcommittees comprised of non -Members may only be formed with the prior consent and confirmation of the City Council. Section 6.2. Expenditure of Funds. No Subcommittee, or member of a Subcommittee, has the authority to expend funds or incur an obligation on behalf of the City or the Board. Subcommittee expenses may be reimbursed if authorized and approved by the Board or by City Council. Section 6.3. Open Meetings. Subcommittee meetings and deliberations shall be open to the public, except for properly noticed closed session matters, and shall be conducted in accordance with the provisions of the Texas Open Meetings Act. These Bylaws may be amended by majority vote of the Board Members at any regular meeting of the Board. The Board's proposed amendments to the Bylaws must be approved by City Council at the next Council meeting after the Board's approval. Bylaw amendments are not effective until approved by City Council. Approved adopted at a meeting of the City Council on the day of 20 L) rA City Soetary Youth Advisory Board Bylaws Revised May 2011 Page 6 of 7 Approved and adopted at a meeting , �. 20-fl—. ATTEST: Board Secretary Youth Advisory Board Bylaws Revised May 2011 Page 7 of 7 "III of the Board on the TI Iday of BOARD Board Chairman