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HomeMy WebLinkAbout2008-07-07 Youth Advisory Committee(rescheduled from June 26, 2008) YOUTH ADVISORY COMMISSION AGENDA July 7, 2008 7:00 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) Summer of the Arts Wrap up report 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) Planning for 2008 8) Staff update Contact information Meeting times and quorums 9) Review of present By -laws 10) Public Discussion 11) Announcements /Invitations Events and opportunities 12) Meeting Schedule MINUTES DRAFT Youth Advisory Commission May 14, 2008 Lobby Conference Room, City Hall Members Present: Green, Malatek, Nelson, Weeks Members Absent: Segar, Han Others Present: City Clerk Karr, City Council Liaison Wilburn Call to Order: 7:34 P.M Approve Minutes: Nelson moved to approve the minutes as amended. Malatek seconded. The minutes were approved 4 -0. Update on Website: Nelson reminded the Commission to update their biographies and submit events to the calendar. Youth Empowerment Grant: There were no new applications for the Youth Empowerment Grant. Nelson clarified that a member of the Commission could in fact apply for a grant. A new press release was planned, as well as Facebook ads. Weeks agreed to make a facebook ad for West, Green agreed to make ads for City and Regina, and Malatek agreed to make an ad for the Kirkwood network. Summer of the Arts Update: Weeks stated that he and Segar would meet to plan activities and submit the plan and estimated costs to Karr ahead of the June 7th date. Nelson and Green said that they would each find volunteers for the event. Nelson suggested that pictures be taken to be posted on the website. Make up of 2008 Subcommittees: There were no changes to the subcommittees. Review of Present Bylaws: Weeks suggested that the requirement for making a quorum be changed to a majority of filled positions, rather than counting the vacancies as well. Wilburn pointed out that such a change could allow a minority of the Commission to disproportionately affect votes, as well as allowing Commission members to skip meetings by anticipating a quorum being there. A plan to reserve spots on the Commission for specific schools was discussed. Nelson suggested a combination scheme with some positions reserved for schools and others open or at large. City Clerk Karr will provide the Commission with an electronic copy of the by -laws and Commission members agreed to review (with an emphasis on membership) submit their changes for discussion at the next meeting. Wilburn reminded the Commission that amending the by -laws required a two- thirds majority vote. Wilburn also spoke about a youth conference and said he would alert the Commission when he had more information. Malatek noted that she attended a similar conference during the creation of the YAC. Public Discussion: None Announcements /Invitations: The Neighborhood Centers of Johnson County thanked the Commission for helping with their Road Race. Nelson and Karr suggested that a member of the Commission be at the welcoming party for the new city manager. Wilburn announced that the downtown concert series was starting for the summer. Meetinq Schedule: The next meeting was scheduled for Thursday, June 19 at 7:30 pm. Adjournment: Motioned by Nelson, seconded by Weeks. Approved 4 -0. Meeting was adjourned at 8:12 pm. Minutes prepared by Weeks YOUTH ADVISORY COMMISSION ATTENDANCE RECORD YEAR 2008 (Meeting Date) NAME TERM 1/16 2/25 4/21 5/14 EXP. 12/31/09 O/E O/E O/E X Hannah Green 12/31/09 X X O/E O/E Michelle Han 12/31/08 X X X X Michael Nelson David Segar 12/31/08 X X X O/E Lin Weeks 12/31/08 X X X X Danielle 12/31/09 - -- - -- X X Malatek 12/31/09 - -- - -- - -- - -- Vacant KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting - -- = Not a Member r �� ®o; CITY OF IOWA CITY - '��-�' MEMORANDUM DATE: June 9, 2008 TO: Youth Advisory Commission FROM: Marian K. Karr, City Clerk RE: Global Village Costs I believe all expenses have been paid for this event, and are outlined below: Art supplies 34.28 Printing of Flags (crafts) 18.00 Supplies Hy -Vee 104.25 CVS 19.89 TOTAL 176.42 Budget approved by City Council for event: $500 * Pencils will used a give away and were left from last year (paid $117.04 in 2007) Page 1 of 2 Marian Karr From: Lisa Barnes [lisajb.sota @yahoo.comj Sent: Wednesday, June 18, 2008 1:58 PM To: Annie Kellerman; Audrey Arp; Dan Coglan; Marian Karr; Beth Deninger; Jill Cronbaugh; Lee Johnson; Miranda Barnes Cc: Rachel Stewart Subject: Global Village Participation Attachments: GV Eval08.doc I realize that the past week has been very traumatic for many people and sincerely apologize for not getting this email sent to everyone before the waters took over the area (thank goodness the IAF wasn't a week later!). First, thank you to ALL of you for your participation in this year's Global Village. Since this was my first time coordinating this part of the IAF, I want to make sure I get as much feedback from the participants as possible. I've attached an evaluation form and would appreciate it if you could each complete the form at your earliest convenience and return it to me. This will help with planning for next year. Also, please remember that you can be reimbursed for up to $200 for the supplies purchased for your booth. Receipts should be sent to Mary Frieden at the SotA office, PO Box 3128, IC 52244 -3128. I have passed along the receipts from the Girl Scouts troops and Mary plans on trying to process everything next week. Dispite the heat and very brief rain shower, I think we had pretty good participation. One of the things I was looking at in going around to the booths is how we can better represent these different countries to make sure the kids actually learn something, without providing a handout (they don't go over at all). I noticed some really great things and some things that maybe could've been improved (including the booths I helped with). I'd love to hear from all of you as to your thoughts. The other question I had is how you felt the family stage related to what we were doing with the booths. I think we had some great entertainment, but didn't always feel it tied in with the global concept. Again, thanks to all of you and I hope you're all above water! LEE -- I bet you're glad you're moving to NY! 6/18/2008 Page 2 of 2 Lisa Lisa Barnes, CMP Volunteer -- City of Iowa City's Summer of the Arts www.summ_eroft6earts.org lisajb.sota @yahoo. com Cell: 319 - 621 -8081 6/18/2008 Page 1 of 1� Marian Karr From: Marian Karr Sent: Saturday, June 21, 2008 8:27 AM To: Alexis Swedlund; Danelle Malatek; David Segar; Hannah Green; Lin Weeks; Marian Karr; Michael Nelson; Michelle Han; Ross Wilburn; Tyler Gunn Subject: FW: by -laws Attachments: bylaws0406.doc I have received a suggestion for a revision to the bylaws from Danielle. If any of you wish to submit a suggestion, and have it included in the packet for Thursday's meeting, please send to me no later than noon Monday. I will include in the packet being distributed later that same day. Thanks. rX..JKM City Clerk City of Iowa City Population 62,380 (phone) 319- 356 -5041 (fax) 319- 356 -5497 From: Marian Karr Sent: Thursday, May 15, 2008 1:15 PM To: Alexis Swedlund; Danelle Malatek; David Segar; Hannah Green; Lin Weeks; Marian Karr; Michael Nelson; Michelle Han; Ross Wilburn; Tyler Gunn Subject: by -laws At the meeting last night you requested I forward the word version of the bylaws for review and input. "Membership" section has been identified as an area that should be reviewed. Please submit any changes back to me no later than June 10 for inclusion in the materials going out for the June 19th packet. Review of the bylaws will be an agenda item for that meeting and it will be helpful if changes could be distributed with meeting materials. Please contact me with questions ✓I2alal w X. 9fim City Clerk City of Iowa City Population 62,380 (phone) 319 - 356 -5041 (fax) 319- 356 -5497 6/21/2008 [Danielle Malatek] 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 students of schools located 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: Special meetings may be called by the Chairperson, or by a consensus of two [2] of the sitting membership of the Commission. Section F: Meeting shall be held, monthly, but not limited to. Article V - Elections Section A: Elections of new officers to a term will occur at the first meeting of the Commission after the first of each calendar year. Section B: Officers will be elected by a majority vote of the commission. Section C: Terms of all officer positions shall be for one [1] year, but all persons are eligible for re- elections. Article VI - Officers 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. Page 1 of 1 Marian Karr From: Hannah Green [nanner22 @earthlink.net] Sent: Saturday, June 21, 2008 5:08 PM To: Marian Karr Subject: Re: FW: by -laws t my only suggestion for review is that there should be a high schooler from west, city, home school, and regina on the yac. I can't make it to this week's meeting. but hope to read the notes and get caught up soon! - - - -- Original Message---- - From: Marian Karr Sent: Jun 21, 2008 8:27 AM To: Alexis Swedlund , Danelle Malatek , David Segar, , Hannah Green , Lin Weeks , Marian Karr, Michael Nelson, Michelle Han , Ross Wilburn , Tyler Gunn Subject: FW: by -laws I have received a suggestion for a revision to the bylaws from Danielle. If any of you wish to submit a suggestion, and have it included in the packet for Thursday's meeting, please send to me no later than noon Monday. I will include in the packet being distributed later that same day. Thanks. Marian K Karr City Clerk City of Iowa City Population 62,380 (phone) 319 - 356 -5041 (fax) 319 - 356 -5497 From: Marian Karr Sent: Thursday, May 15, 2008 1:15 PM To: Alexis Swedlund; Danelle Malatek; David Segar; Hannah Green; Lin Weeks; Marian Karr; Michael Nelson; Michelle Han; Ross Wilburn; Tyler Gunn Subject: by -laws At the meeting last night you requested I forward the word version of the bylaws for review and input. "Membership" section has been identified as an area that should be reviewed. Please submit any changes back to me no later than June 10 for inclusion in the materials going out for the June 19th packet. Review of the bylaws will be an agenda item for that meeting and it will be helpful if changes could be distributed with meeting materials. Please contact me with questions. Marian K. Karr City Clerk City of Iowa City Population 62,380 (phone) 319 - 356 -5041 (fax) 319 - 356 -5497 6/22/2008 [Lin Weeks] 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 beginning at the start of the school year and seats shall be filled accordingly to the requirements, as set below: Four [4] persons persons All ages shall be calculated on the date of the filing of applications, and all members shall be residents of Iowa City or attending a school in the Iowa City Community School District, 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, the number of persons constituting a majority of filled positions on the Commission present at one time shall constitute a quorum. 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: Special meetings may be called by the Chairperson, or by a consensus of two [2] of the sitting membership of the Commission. Section F: Meeting shall be held, twice monthly, but not limited to Article V - Elections Section A: Elections of new officers to a term will occur at the first meeting of the Commission after the first of each school year. Section B: Officers will be elected by a majority vote of the commission. Section C: Terms of all officer positions shall be for one [1] year, but all persons are eligible for re- elections.