HomeMy WebLinkAbout2008-05-14 Youth Advisory CommitteeYOUTH ADVISORY COMMISSION
AGENDA
May 14, 2008
7:30 p.m.
Lobby Conference Room, City Hall
410 East Washington Street
1) Call to Order
2) Approve minutes
3) Update on website
Bios and pictures
General update
4) Youth Empowerment Grant
Changes to forms /updates
Press Release /Facebook
5) Planning for 2008
Summer of the Arts Update
6) Make up of 2008 Subcommittees
Summer of the Arts ( Segar, Weeks, Han)
Website & Advertising (Nelson, Han, Malatek)
Empowerment Grant (Nelson, Segar, Han)
Recruitment ( Malatek)
Others
7) Review of present By -laws
8) Public Discussion
9) Announcements /Invitations
Events and opportunities
MINUTES
Youth Advisory Commission
Apri121, 2008
Lobby Conference Room, City Hall
Members Present: Malatek, Nelson, Segar, Weeks
Members Absent: Green, Han
Others Present: City Clerk Karr, City Council Liaison Wilburn
Call to Order: 7:33 P.M.
1��_
DRAFT
Introduction of New Member: Malatek introduced herself to the commission. She is an active
member in the creation of the Youth Advisory Commission but was unable to serve because she
lived outside of Iowa City. The other Commission members briefly introduced themselves to
Malatek.
Approve Minutes: Nelson moved to approve the minutes. Segar seconded. The minutes were
approved 4 -0.
Update on Website: Karr stated that she had received Segar's picture. She mentioned that she
needed a picture from Malatek and a parental release form from Green.
Youth Empowerment Grant: There were no new applications for the Youth Empowerment
Grant. Nelson summarized the Grant program for Malatek. Nelson and Karr discussed issuing
another press release before the end of the year, as well as changing the application requirements
for the Grant. Malatek inquired whether recipients had to actually live in Iowa City or only to
attend school there. Karr clarified that recipients must reside in Iowa City. Malatek then asked
whether a member of the YAC could apply for a grant. The group agreed that the issue was not
addressed or discouraged in the application, so it would not be a problem, but would probably be
preferable that the applicant not be on the Youth Empowerment Grant subcommittee. Nelson
suggested another round of Facebook ads for the Grants, and stated that he would send out
instructions for posting the ads.
Summer of the Arts Update: Segar and Weeks shared their ideas for the Egypt booth with the
committee. Ideas included flags; toilet paper mummies; pyramid building with sugar cubes,
Popsicle sticks, or clay; Pharaoh -type headdresses; and hieroglyphic translation. Segar said that
the subcommittee was and would continue to be in contact with organizer Lisa Barnes. Karr
reminded Segar and Weeks the procedures available to pay for supplies.
Make up of 2008 Subcommittees: Nelson explained the sub - committees to Malatek, and
pointed out that any subcommittee meeting with four or more members would constitute a
quorum, and be an official meeting. Malatek joined the Summer of the Arts subcommittee and
suggested a subcommittee to deal with recruitment for the Youth Advisory Commission. Segar
motioned to create a recruitment subcommittee, Nelson seconded. Malatek joined the
subcommittee. Weeks pointed out that Green and Han should be given a chance to join since
they are some of the newest members.
Youth Advisory Commission
April 21, 2008
Page 2
Public Discussion: Wilburn reiterated the importance of contacting administrative officials at
the high schools and junior highs about participation in the YAC. Karr asked whether it would be
a good idea to revisit the commission's by -laws and stated that she would send a copy to the
members of the commission for review. Wilburn informed the committee of several different
organizational arrangements of various commissions of the city government.
Announcements /Invitations: Segar, Nelson and Karr spoke about their NCJC Road Race
experience. Nelson mentioned that the Commission was very active in volunteering at various
community events.
Meeting Schedule: The next meeting was scheduled for Wednesday, May 14th at 7:30 pm.
Adjournment: Motioned by Nelson, seconded by Segar. Approved 4 -0. Meeting was adjourned
at 8:08 pm.
Minutes prepared by Weeks.
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The Iowa City Youth Advisory Commission
By -Laws
Article I - Name
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 will empower, engage, and
foster 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. Members shall
be initially appointed for staggered terms as outlined in Res. # 05 -371.
Thereafter, members shall be appointed for two year terms and seats shall be
filled accordingly to the requirements, as set below:
• Four [4] persons ages fifteen - seventeen [15 -17]
• Three [3] persons ages eighteen- twenty -one [18 -21]
All ages shall be calculated on the date of the filing of applications, and all
members shall be residents of Iowa City.
Article IV - Meetings
Section A: Shall be run in accordance will the most current edition of
Roberts Rules of Order.
Section B: Quorum must be attained before business can transpire;
thus, four [4] commissioner present at one time shall
constitute a quorum.
Youth Advisory Commission
By -Laws
Page 2
Section C: Notice of official Commission meetings needs to be in
accordance with Iowa Open Meetings Laws.
Section D: 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.
Section E:
Section F
Article V - Elections
Section A:
Section B
Section C:
Article VI - Officers
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.
Elections of new officers to a term will occur at the first meeting of
the Commission after the first of each calendar year.
Officers will be elected by a majority vote of the
commission.
Terms of all officer positions shall be for one [1] year,
but all persons are eligible for re- elections.
Officers of the Commission shall consist of, but not limited to, Chair, Vice - Chair,
and Secretary.
Article VII - Duties
Section A: The 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.
Section B: The Vice -Chair shall chair all committees on special subjects,
except as designated by the Chair; shall 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.
Section C: The Secretary shall be responsible preparing the minutes and
forwarding them to the City Clerk for distribution; shall assist the
Youth Advisory Commission
By -Laws
Page 3
Chair and Vice -Chair in their activities; shall work hand -in -hand
with the City Clerk.
Article VIII - Vacancies, Resignations, Dismissal
Section A: Resignations shall be submitted to the City Clerk in
writing.
Section B: Prior notice of absences 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 IX - Committees
The 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 three [3] Commission members may serve at once
on a committee.
Article X - Amendments
Section A: These by -laws may be amended when necessary by two- thirds
[2/3] majority of the Commission membership.
Section B: Proposed amendments must be submitted to the Commission in
writing, with possible decision and action to be scheduled
for the following meeting.
Section C: All changes are subject to approval by the Iowa City
Council.
These By -Laws of the Iowa City Youth Advisor Commission were approved at the
meeting of the Commission on April 13, 2006; and approved by the City Council at their
meeting July 18, 2006.