HomeMy WebLinkAbout2006-04-13 Youth Advisory Committee
Revised
YOUTH ADVISORY COMMISSION
AGENDA
April 13, 2006
*6:30 p.rn. - 8:30 p.rn.
* City Attorney Conference Room
Lower Level, City Hall
410 East Washington Street
1) Call to Order
2) Approve minutes
3) By-Laws Subcommittee Report
Motion to approve and forward to City Council
4) Scheduling introductions with City Council
Proclamation
Remarks
5) Discussion of five top themes/projects
6) Development of Logo
7) Public Discussion
8) Announcements/Invitations
Human Rights Awards
Johnson County Justice Policy Board
9) Set Next Meeting
* Note: new location and start time
City of Iowa City
PROCLAMATION
Whereas, millions of youth from all 50 states and the District of Columbia will
participate in the 18th Annual National & Global Youth Service Days, April 21-
23,2006; and
Whereas, the City of Iowa City established a Youth Advisory Commission in
November, 2005 to promote understanding and awareness of Iowa City among
our community youth; and
Whereas, the Youth Advisory Commission allows a select group of youth to make
decisions concerning them and their peers, enables members to utilize and expand
on their leadership abilities, serves as a mechanism for communication between
youth and adults in our community, and creates a bridge whereon youth and
adults can develop partnerships; and
Whereas, young people should be viewed as the hope not only of the future, but also
of today, and should be valued for the idealism, energy, creativity, and
commitment they bring to the challenges found in their communities.
Now, therefore, I, Ross Wilburn, Mayor of the City of Iowa City, Iowa, do
hereby proclaim, April 21-23, 2006, as
National Youth Service Days
in Iowa City, and commend all the youth volunteers of our community for their devoted
an honorable service to our City.
Mayor
Signed in Iowa City, Iowa,
this 18th day of April, 2006
MINUTES
Youth Advisory Commission (YAC)
March 30, 2006 - 7:00 P.M.
Harvat Hall, City Hall
DRAFT
Call to Order: Meeting called to order at 7:00 P.M.
Members Present: Abboud Kamps, Ziegenhorn (7:05), Bleam, Subramanian,
Stubbers, Nelson, Keranen
Members Absent: None
Others Present: City Council Liaison Correia;
UISG Student Council Rep. Schreiber
Staff: City Clerk Karr, and Temporary Staff Joelle Osterhaus (Intern)
Recommendations to Council (effective only after separate Council action)
None
Approval of Minutes
Moved by Bleam, seconded by Kearnan, to approve the minutes. Motion carried
unanimously, 6/0, Ziegenhorn absent.
Election of Temporary Chair
(Ziegenhorn arrived) Council liaison Correia explained that facilitating the meeting is not
something that the liaison or staff should continue to do. Until the by-laws are adopted,
by the Commission and City Council, a temporary chair should be elected. City Clerk
Karr explained the process of nominations and voting. One may nominate others or
themselves, and then everyone has a vote after the nominations cease. Subramanian
nominated Kearnan, Bleam seconded. Kearnan nominated Subramanian, and
Subramanian seconded. No other nominations were made. City Clerk Karr explained
that it would take four, a majority of those present to elect a temporary chair.
City Clerk Karr called for a vote on the nomination of Kearnan as temporary chair, and
announced the vote, 6/0, with Bleam, Abboud Kamps, Ziegenhorn, Stubbers,
Subramanian and Nelson voting in the affirmative. City Clerk Karr called for a vote on
the nomination of Subramanian as temporary chair, and announced the vote as Kearnan
voting in the affirmative. City Clerk Karr declared Kearnan temporary chair.
Chair Kearnan now presiding.
Discussion with City Attorney
City Attorney (CA) Eleanor Dilkes stated she was open to questions throughout the
discussion. CA Dilkes explained that as Iowa Law states the business of government is
to be done in the "open", with some limited exceptions. She explained that all City
Boards and Commissions, including Youth Advisory Commission, is a government body
Youth Advisory Commission
March 30, 2006
Page 2
and therefore is subject to those laws; and documents as well are also to be public
documents, with limited exception.
The City Attorney distributed two handouts "Open Meetings, Open Government" from
the League of Cities, and her memo "Open Meetings, Public Records and Commissions
Meetings".
CA Dilkes explained that open meetings are generally anytime when four of the
commissioners are talking about business, then it is subject to being an open meeting
and that means that it is illegal for commissioners to have that conversation unless the
public has been given notice of meeting, right to attend, and minutes have been kept.
Subramanian asked about if they met at school and talked, would that be a problem.
Dilkes explained that it cannot be business related at all; no problem if it's social.
Dilkes explained that emails pose a problem because it is so instantaneous and
responses can be done quickly and therefore can be problematic. She advised to avoid
using email communication where there are, or could be, four of you talking
simultaneously. City Clerk Karr asserted that she was overly-careful with Council emails
and often cuts and pastes multiple times to avoid the potential or the appearance of
sending or receiving a response from four members. CA Dilkes encouraged
commissioners to use the safest route and rather than email amongst each other, just
email once directly to City Clerk or. staff because when communication goes through the
Clerk there's a record and can respond to the inquires.
In response to Kearnan, CA Dilkes explained that a quorum was a majority of the body.
For the YAC four would be a quorum. You can't have a meeting without a majority; and
a majority of those present, or a majority of a quorum is needed to pass something.
UISG Student Council Rep. Schreiber encouraged commissioners to read Robert's
Rules of Order because it is a good guide for order of a meeting. CA Dilkes explained
that the State Code will be the starting place for the commission by-laws and then
Robert's rules will be the second place. Robert's Rules are handy for an issue or
procedure that we are unsure about and looks to the Rules for guidance, however, some
things about it just make sense like not interrupting others, majority for a meeting, and so
on. CA Dilkes and City Clerk Karr shared a copy of "I Move That...." , a booklet on
parliamentary procedure published by Iowa State University, and stated copies could be
made available if requested.
CA Dilkes explained that public records were anything in writing, generated in any form,
and is a public record which has to be provided to any person who requests it. She
suggested that a good way to keep track of emails is to make a folder for all Y AC items
or not retain them. Also Dilkes said it was a good idea to put at note on your emails, if
you're communicating with the public about YAC matters, that emails to and from you
are subject to the Open Records law as well. City Clerk Karr explained that unlike a
phone call, an email is a document.
The City Attorney noted that there are different City boards and commissions, and as the
name suggests, the YAC is here to make recommendations to Council on matters within
Youth Advisory Commission
March 30, 2006
Page 3
their purview. Some commissions have more independent roles from Council
established by Iowa Law, but all are subject to the open records laws.
CA Dilkes explained the public discussion item on an agenda was a time when the
public can come and make a comment or suggestion, but it is not a time for the
commission to discuss that item or issue because the public has not had notice of that
discussion and would need to be put onto another agenda. The Chair should ask
commissioners at that time if they were interested in discussing the item at another
meeting and if it looked like there was interest, than they could put it on an upcoming
agenda.
City Clerk Karr suggested if approached about a potential YAC item recommend they
come to a meeting or submit something in writing that can be submitted and shared with
the commission.
Bv-Laws Subcommittee Report
Commissioners Bleam and Stubbers passed out their first draft of by-laws and explained
their process. Changes were made as follows:
1. Commission could choose to put a nickname, "Y AC", in by-laws
2. Language of resolution would be used as the mission and then
specific purposes added
3. Membership section was revised to reflect four individuals, ages 15-
17; and three individuals, 18-21, all serving 2 year terms. See
resolution for clarity.
4. Council liaison assumed as ex-officio members so does not need to
be included, but may be included as a source of information.
5. Meeting section changed quorum number to four. Notice of meetings
changed in accordance with Iowa Code. Strike last paragraph. The
date, location, and time changed striking all after City Clerk and kept
section e as a mechanism if the chair is out of town, ill, etc. Section f,
strike "at least monthly unless otherwise indicated" as it sets a
minimum. Part e also changed to chair or two members.
6. Elections section changed new year to read January 1 and majority
vote of the commission
7. Officers section changed chair appointing committees or public
relations persons to approval of the commission. A part of their duties
of the vice-chair will include acting in the absence of the chair
8. The duties of the secretary would be limited to the preparing minutes,
forwarding them to the clerk, and assisting the chair and vice-chair.
The City Clerk will handle records, correspondence of commission,
announcements, distribution and posting of minutes and agendas,
and so forth.
9. Resignation shall be given in writing to the City Clerk. Absences will
be seen as excused if notice is received by the City Clerk prior to a
meeting. In addition, processes for recommending dismissal will be
discussed by the commission, and voted upon and in cases of a
super/extraordinary majority (2/3 of the commission, or 5) voting in
agreement forwarded to the City Council for cases of unexcused
Youth Advisory Commission
March 30, 2006
Page 4
absences, misconduct, and other instances that may arise not
mentioned here, when seen fit. The final decision on dismissal will be
up to the City Council.
10. Committees section changed Board to Commission for consistency.
No more than four changed to three for serving on a committee.
11. Amendments section changed that amendments would be submitted
to the commission (not the chair) at least 30 days or one month prior
to adoption.
12. Clerk Karr and Liaison Correia brought up electronic meetings and
voting and the Iowa Code which already covered that. Must show
impractically or impossibility of participating in person to be
admissible. Also cannot have quorum of members present via
electronics. Commissioners determined not to clarify that any further.
It was noted that there should be plenty of notice to the City Clerk so
as to set-up for such meetings.
13. CA Dilkes said individual commissioners should be careful about
when they say they are representing the commission or just their
individual opinion. The Commission as a whole should be consulted if
a commissioner signs correspondence as a Commissioner.
CA Dilkes commended Y AC for writing their own by-laws and taking ownership of that
rather than asking her to do it as other commissions have done. Commissioner Bleam
will make an updated draft for the next agenda and staff will put the motion to approve
them on the next agenda.
SchedulinCl introductions with Citv Council
After discussion Commissioners agreed to direct City Clerk Karr to prepare a
proclamation for National Youth Service Days. YAC members would introduce
themselves to the City Council at the Council meeting of April 18, and accept the
proclamation. Commissioners should arrive at 6:45, fifteen minutes ahead of the
meeting, for a brief reception with Council.
Discussion of five top themes/projects
Subramanian indicated that she thought the commissioners could interact with
community more by going to volunteer activities, like the Ronald MacDonald House run.
She felt it would put them out there for improved communication. Stubbers said she'd
also had that on her list.
Kearnan noted her idea about working with Mecca's alcohol awareness media campaign
as another way to volunteer.
Nelson noted he'd made a top five list. The first item was creating a mini-grant program
that the commission could facilitate so youth could be supported in a long lasting
manner. He then mentioned that he thought the teen center was a great idea. He was
also interested in expanding the live music events downtown to later hours or more
Youth Advisory Commission
March 30, 2006
Page 5
frequent to be more accommodating to youth. Indicated he was very in favor of the on-
line digital drop box as well as cleaning up the Iowa River - at least in some way.
Kearnan asked about the teen center definition and asked if it would be different than
UA Y teen center as more of a night club setting, or a cafe. Subramanian and Liaison
Correia mentioned that a group could came to talk later about issue areas, recreation
opportunities, and so forth. Liaison Correia also mentioned getting Parks and
Recreation in as another resource.
Kearnan noted that she thought that although the cleaning of the river was a lofty goal,
action by way of recommendations now would still gain them a louder voice sooner
rather than later. City Clerk Karr suggested researching more of the logistics about
certain projects to see what is already being done in those areas of interest.
Subramanian recalled that the UA Y was a major component in initiating this commission
and their coordinator there, Janie Jeffries, was wondering how UA Y could be
incorporated into what the commission does. Kearnan noted that the UAY was
fundraising and thought that might be a way to help them out. Stubbers thought that this
could be another part of getting involved in the community. Members noted this was a
way in which the commission would be recognized in the community. Name tags or t-
shirts were mentioned for Commission visibility. Commissioners expressed an interest in
developing a logo for a more professional presentation on letterheads and so forth when
soliciting help from people, etc. Kearnan noted that the City's logo, while great, might
not represent the goals of this group. It was agreed that it be discussed at the next
meeting.
Clerk Karr mentioned that the City Manager wished to be a resource and would be
available to speak to the Commission. Liaison Correia suggested he could present
information on many aspects of city government.
Stubbers and Bleam requested that a top five list of things to accomplish in the next year
be done as soon as the by-laws are finished. Kearnan summarized and said that with
the by-laws, concrete ideas, a logo, and getting out in the community, they'd be well on
their way to that.
Public Discussion
None
Set next meetina time
Majority agreed to meet in two weeks, 6:30 p.m., April 13. Liaison Correia stated she
could not attend. This meeting will be right before the introductions to the Council and
therefore the commissioners chose to prepare for that by including it on their next
agenda.
Prepared by Osterhaus and Karr
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YOUTH ADVISORY COMMISSION
ADDITIONAL PACKET MATERIALS
HANDED OUT DURING THE MEETING
Article I - Name
The Iowa City Youth Advisory Commission
By-Laws
The official name of the organization shall be The Iowa City Youth
Advisory Commission.
Article II - Purpose
. The mission of the Youth Advisory Commission is to promote
understanding and awareness of Iowa City among Iowa City youth.
allow a select group of youth to help make decisions concerning
them and their peers, enable youth members to utilize and expand
on their leadership abilities, to serve as a mechanism for
communication between youth and adults in Iowa City and create a
bridge whereon youth and adults can develop partnerships.
. The Iowa City Youth Advisory Commission is organized exclusively
for empowering, engaging, and fostering Youth participation in
its local community. More specifically to provide a 'sounding
board- for youth issues affecting the Iowa City community youth.
Article III - Membership
Shall consist of seven [7] members appointed by the City Council. All
members shall be residents of Iowa City. Seats shall be filled
accordingly to the requirements. asset below.
. Two [2] persons appointed to the age fifteen-seventeen [15-17]
seats for two [2] year terms.
. Two (2] persons appointed to the age eighteen-twenty-one (18-21J
seats for two (~ year terms.
. Two [2] persons appointed to the age fifteen-seventeen seats for
[~ year terms.
. One (1J person appointed to the age eighteen-twenty-one rr8-21J
seats for a one [~ year term.
Elections of new officers to a term will occur as the first
item of business, at the first meeting of the Commission,
after the first of each year.
Officers will be elected by a majority vote of the
commission.
Terms of all officer positions shall be for one (1J year,
but all persons are eligible for re-elections.
Article VI - Officers
Article IV - Meetings
Section A:
Section B:
Section C:
Section D:
Section E:
Section F:
Article V - Elections
Section A:
Section B:
Section c:
Shall be run in accordance will the most current edition of
Roberts Rules of Order.
Quorum must be attained before business can transpirei
thus. four [4] commissioner present at anyone time shall
constitute that a quorum have been achieved to conduct
business.
Notice of official Commission meetings needs to be in
accordance with Iowa Open Meetings Laws.
The date/location/time of meetings shall be set by the
Chairperson of the Commission (subject to approval by the
Commission members] in conjunction with the City Clerk.
Special meetings may be called by the Chairperson, or by a
consensus of two (2] of the sitting membership of
the Commission.
Meeting shall be held, monthly, but not limited to.
Officers of the Commission shall consist of, but not limited to, Chair,
Vice-Chair, and Secretary.
Artic1e VII - Duties
Chair: Shall preside and convene regularly scheduled Commissions
meetings,
Shall direct the business of the Commission,
Shall work in conjunction with the City Council liaison and City
Clerk to facilitate all work of the Commission in accordance with
the City of Iowa City Ordinances and State Laws,
Shall appoint all committees, and appoint other posts within the
Commission, except those already mandated, with subject to
approval by the commission.
Vice-Chair: Shall chair all committees on special subjects, except as
as designated by the Chair,
Sha11 assist the Chair in all work of the Commission,
Shall oversee all work of the Commission; provide ideas,
and projects, for the Commission to undertake.
Shall preside in the absence of the chair.
Shall be responsible preparing the minutes and forwarding
them to the City Clerk of distribution,
Shall assist the Chair and Vice-Chair in their activities,
Sha11 work hand-in-hand with the City Clerk.
Secretary:
Article VIII - Vacancies, Resignations, Dismissal
Section A: All absences, resignations shall be submitted to the
City Clerk.
Section B: Prior notice to the City Clerk shall be sufficient for an
excused absence.
Sections C: Two-thirds (2/3] of the Commission may recommend dismissal
to the City Council.
Article XI - Committees
1be commission may create various committees as needed. The Chair shall
appoint all committee members, subject to approval by the rest of the
commission. No more than thee [~ Commission members may serve at once on
a committee.
Article X - Amendments
Section C:
These by-laws may be amended when necessary by two-thirds
[2/3] majority of the Commission membership.
Proposed amendments must be submitted to the Commission a
month in advance of a scheduled meeting.
All changes are subject to approval by the Iowa City
Council.
Section A:
Section B:
These By-Laws of the Iowa City Youth Advisor Commission were approved at the
meeting of the Commission on
Chair:
Secretary:
Advisor:
City Clerk:
City Council Liaison: