HomeMy WebLinkAbout2008-09-15 Youth Advisory CommitteeYOUTH ADVISORY COMMISSION
AGENDA
September 15, 2008.
Harvat Hall, City Hall, 7:30 PM
410 East Washington Street
1) Call to Order
2) Approve minutes
3) Introduction of new member
4) Election of new Secretary
5) Review and approve annual report
6) Update on website
Bios and pictures; General update
7) Youth Empowerment Grant
Changes to forms /updates
Press Release /Facebook
8) Make up of 2008 -09 Subcommittees
Summer of the Arts ( Segar, Han)
Website & Advertising (Nelson, Han, Malatek)
Empowerment Grant (Nelson, Segar, Han)
Recruitment ( Malatek, Green)
Others
9) Public Discussion
10) Continued review of present By -laws
11) Goals and planning for 2008
12) Student Citizenship Awards
Roosevelt Elementary - October 6
Weber Elementary - October 21
Mark Twain Elementary - November 3
Shimek Elementary - November 18
Lincoln Elementary - December 2
Horace Mann Elementary - December 16
Lucas Elementary - January 20
Hoover Elementary - February 3
Regina Elementary - February 17
Grant Wood Elementary - March 3
Helen Lemme Elementary - April 7
Longfellow Elementary - April 21
13) Staff update
14) Announcements /Invitations /Events /Opportunities
15) Meeting Schedule
"No quorum was present for the June 26 meeting, re- scheduled to July 7. No quorum was present for the
July 7, re- scheduled to July 8"
MINUTES DRAFT
Youth Advisory Commission
July 8, 2008
Lobby Conference Room, City Hall
Members Present: Green, Han, Malatek, Weeks
Members Absent: Segar, Nelson
Others Present: City Council Liaison Wilburn, City Clerk Karr
Recommendations to Council: Removing the Iowa City residency restriction and opening up
the high school age positions for all those currently enrolled in West, City, Regina, and Tate.
Call to Order: Nelson and Segar were absent. Green nominated Malatek as temporary chair,
Han seconded. Approved 4 -0. 8:05 P.M.
Approve Minutes: Green moved to approve the minutes. Han seconded. The minutes were
approved 4 -0.
Update on Website: Karr reminded the Commission to submit pictures and release forms for
the website.
Youth Empowerment Grant: There were no new applications for the Youth Empowerment
Grant.
Summer of the Arts Update: Weeks informed the Commission that the event had been a
success. Han added that painting flags and writing hieroglyphics had been a popular activity,
but mummy- making was not, most likely because of the heat and the wind. Wilburn apologized
for not being able to make it to the booth. Karr stated that the excess toilet paper had been
donated to the Salvation Army for flood relief, and added that the cost for the event was well
under the allotted budget. Malatek suggested that in the future the Commission take pictures to
document the event and post on the website.
Make up of 2008 Subcommittees: Green joined the recruitment subcommittee.
Planning for 2008: Item was skipped until a meeting with more Commission members present.
Staff Update: Karr noted the usefulness of a phone tree, but added that putting out cell phone
numbers created a public record, and voiced concerns. The Commission agreed to share
contact information on their own, so as to have a way to contact each other, check meeting
times, and ensure quorums. Karr wondered whether email was the most effective way to
transmit information such as upcoming meeting notices and materials. The Commission agreed
that it would be best for information to be sent both by mail and electronically. Malatek
suggested amending the bylaws to include either an incentive for attendance or a consequence
for absences. Green opined that it would be easier to attend meetings if there were a set time,
i.e. the second Monday of each month. Wilburn agreed, adding that a set meeting time would
allow people to check their schedules several months ahead, thus avoiding last minute
cancellations.
Youth Advisory Commission
July 8, 2008
Page 2
Review of Present Bylaws: The Commission discussed suggestions submitted by Commission
Member Weeks:
Article III - Membership
1) Start terms at the beginning of the school year, rather than January first, in order to avoid the
loss of Commission members to college or career half -way through their terms. Karr added that
this would work well with 9 -month terms with a three month hiatus, starting in September or
October and going until May or June; and the end of the term could be the Global Village event.
Karr noted that this change would require a change in the resolution establishing the
Commission.
2) Changing the age requirements to grade requirements in order solidify the trend the
Commission has taken with three college -age members and four high schoolers, and to make it
easier to recruit new members from the schools. Han and Malatek pointed out that more
exposure for the Commission at the school and community levels is still needed.
3) Requiring at least one high - school age Commission member from West High and City High in
order to represent both (a balance) of the most common high school experiences. In response
to questions Weeks clarified that Regina, Tate, and home schooled were left off the list because
to guarantee them spots would lead to disproportionate representation of those experiences -
Regina, Tate, and home school students would still be able to serve on the Commission, but
would not be guaranteed spots. Majority suggested a revision to read as follows: Persons
currently in Iowa City high schools or high school equivalent, with consideration given to the
diversity between schools.
4) Removing the Iowa City residency restriction and opening up the high school age positions
for all those currently enrolled in West, City, Regina, and Tate. The majority of the Commission
felt:
• that a resident of Coralville attending West High and a resident of Iowa City have much
the same youth experience;
• YAC is a unique Commission in the community;
• to exclude uniquely qualified members based solely on a residency which they have no
control over (as students) seems self- defeating; and
• That home school students living in Coralville, North Liberty, Hills, etc, would still not
meet requirements to be on the Commission, since their youth experience varies
drastically from that of a student of an Iowa City -based school.
Members expressed support for the proposal. Council Member Wilburn and City Clerk Karr
reviewed the City policy to appoint Iowa City residents to City Boards and Commissions. After
discussion, Council Member Wilburn offered to approach the City Council at their next meeting
and get a feel of how they might feel about such a change, and report back to the Commission
at their next meeting.
5) Having a quorum be the majority of filled positions, rather than a majority of all positions. The
Commission was not in favor of this proposal.
6) Scheduling a regular meeting and an alternate time each month.
City Clerk Karr outlined the procedure to amend the by -laws as follows:
a,) Commission action /recommendation to Council
b) Council referral to the Council Rules Committee
c) Formal action by City Council at formal meeting
Youth Advisory Commission
July 8, 2008
Page 3
The City Clerk was directed to prepare a mock up of the by -laws for further discussion at the
next meeting.
Public Discussion: None
Announcements /Invitations: Wilburn suggested that he contact representatives from the
schools to attend one of the Commissions upcoming meetings
Meeting Schedule: The next meeting was scheduled for August 20th at 7:30 PM.
Adiournment: Motioned by Han, seconded by Weeks. Approved 4 -0. Meeting was adjourned at
9:17 pm.
Minutes prepared by Weeks.
YOUTH ADVISORY COMMISSION
ATTENDANCE RECORD
YEAR 2008
(Meeting Date)
NAME
TERM
1/16
2125
4121
5/14
6/26
7/7
7/8
EXP.
12/31/09
O/E
O/E
O/E
X
O/E
X
X
Hannah
Green
12/31/09
X
X
O/E
O/E
X
X
X
Michelle
Han
12/31/08
X
X
X
X
X
O/E
O/E
Michael
Nelson
David Segar
12/31/08
X
X
X
O/E
O/E
O
O/E
Lin Weeks
12/31/08
X
X
X
X
X
X
X
Danielle
12/31/09
- --
- --
X
X
O
O/E
X
Malatek
12/31/09
- --
- --
- --
- --
- --
- --
- --
Vacant
KEY: X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
- -- = Not a Member
�0
YOUTH ADVISORY COMMISSION G
GENERAL RESPONSIBILITIES
Established in November of 2005, by resolution #05 -371, the Iowa City Youth Advisory Commission
consists of seven 7 members appointed by the City Council. All members of the Commission shall be
residents of Iowa City. Four (4) members shall be ages 15 to 17 and three (3) members shall be ages
18 to 21. The Council shall choose one (1) council member to serve as the Council liaison and one (1)
council member to serve as an alternate liaison. Said liaison shall attend the Commission meetings.
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
ACTIVITIES AND ACCOMPLISHMENTS FOR FISCAL YEAR 2007/2008
Meetings
The YAC holds monthly meetings and special meetings as necessary. During the reporting period the
Board scheduled fourteen meetings; holding eleven and rescheduling three due to lack of quorum .
Accomplishments /Presentations /Projects
Developed budget and appeared before Council on request
Development and enhancement of Website, including addition of youth events calendar
Participation in PAR Group input session for City Manager Search
Coordinated, designed, and staffed Egypt booth at the Arts Fest Global Village
Participated in Council Citizenship Awards
Publicized and awarded Youth Empowerment Grant; Face book, Daily Iowan, and KXIC promotions
Volunteered for Neighborhood Centers of Johnson County (NCJC) Road Race & Relay
Participated in Parks & Recreation Master Planning Process
Goals for 2008
Due to quorum and turnover issues, postponed until after by -law review in fall 2008
BOARD MEMBERS
Maison Bleam
Audrey Keranen / Michelle Han
Michael Nelson
Jacqueline Stubbers / Danielle Malatek
Sarah Ziegenhorn / Hannah Green
David Segar
Lin Weeks
Amy Correia / Ross Wilburn, Council Liaison
Regenia Bailey / Connie Champion, Alternate Council Liaison
115
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CITY OF IOWA CITY
MEMORANDUM
DATE: August 14, 2008
TO: Youth Advisory Commission
FROM: Marian K. Karr, City Clerk
RE: Report from Chair on Facebook Ads.
Chair Michael Nelson is unable to attend the meeting the 20th but asked that the following
information be shared with the Commission:
" ... the facebook ads I placed have received over 200,000 views and 43 clicks on the
link since the ads were first placed back in June. The ads link to information about the
Youth Empowerment Grant."
Date Total Impressions Total Clicks Total Spent (US$)
5/11/08
970
0
0.2
5/18/08
279
0
0
5/25/08
2847
0
0.01
6/1/08
9740
3
4.15
6/8/08
12130
3
3.11
6/15/08
6174
1
0
6/22/08
9334
0
0.01
6/29/08
19983
7
7.17
7/6/08
27156
5
4.8
7/13/08
26200
4
3.63
7/20/08
24305
3
3.16
7/27/08
25996
7
7.31
8/3/08
23150
7
6.12
8/10/08
32861
5
4
8/17/08
69300
25
26.89
8/24/08
139168
37
40.4
8/31/08
138393
35
39.2
9/7/08
142054
58
58.48
9/14/08
16472
10
10
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DRAFT # 12008
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 October
1 of each school year (requires change in resolution as well), and seats
shall be filled accordingly to the requirements, as set below:
• Four [4] persons currently enrolled in an Iowa City high schools or high
school equivalent with consideration given to the diversity between
schools (requires change in resolution as well).
• Three [3] persons ages eighteen- twenty -one [18 -21]
All ages shall be calculatedd, o�nr the date of the filing of applications, and all
mom orccrs shall be rc FesidentS of to a Gifig *
I c�
Article IV - Meetings
Section A: Shall be run in accordance will the most current edition of
Roberts Rules of Order.
* Council Member Wilburn to report on Council discussion of this item
Youth Advisory Commission
By -Laws
Page 2
Section B: Quorum must be attained before business can transpire;
thus, four [4] commissioner 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, 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.
Youth Advisory Commission
By -Laws
Page 3
Section C: The Secretary shall be responsible preparing the minutes and
forwarding them to the City Clerk for distribution; shall assist the
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 --- - - - - -- ; and approved by the City Council at their
meeting ------------
Prepared by Eleanor M. Dilkes, City Attorney, 410 E. Washington St., Iowa City, IA 52240 (319) 356 -5030
RESOLUTION NO. n5_371
RESOLUTION ESTABLISHING A YOUTH ADVISORY COMMISSION FOR THE
CITY OF IOWA CITY, IOWA AND REPEALING RESOLUTION NO. 05 -334.
WHEREAS, the City Council of the City of Iowa City, Iowa deems it to be in the public interest
that the City Council establish a Youth Advisory Commission for the City of Iowa City, Iowa to
serve as an advisory body to the City Council.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF IOWA
CITY, IOWA, as follows:
1. A Youth Advisory Commission is hereby established for the City of Iowa City.
2. 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.
3. The Youth Advisory Commission shall consist of seven (7) members appointed by the
City Council. All members of the Commission shall be residents of Iowa City. Four (4)
members shall be ages 15 to 17 on the date of filing of the application. Three (3)
members shall be ages 18 to 21 on the date of filing of the application. Said age
requirements may be waived by the Council due to a lack of applicants. All members
shall serve without compensation, except for reimbursable expenses.
4. The City Council shall appoint members o ms,hexce rt folr the initial staggered appointments which
appointments shall be for two (2) y P
shall be as follows:
a. Two (2) persons appointed to the age 15 -17 seats for two (2) year terms.
b. Two (2) persons appointed to the age 18 -21 seats for two (2) y ear terms.
C. Two (2) persons appointed to the age 15 -17 seats for one (1) year terms.
d. One (1) person appointed to the age 18 -21 seats for a one (1) year term.
[5. A parent or guardian must sign the application of a person applying for an age 15 -17
seat on the Commission.
e Council shall choose one (1) council member to serve as the Council liaison to the
Youth Advisory Commission and one (1) council member to serve as an alternate
liaison. Said liaison shall interview persons applying to serve on the Commission and
make a recommendation to Council. Said liaison shall attend the Commission's
meetings.
Resolution No. 05 -371
Page 2
7. The City Clerk of the City of Iowa City, Iowa shall be authorized to take whatever
administrative action is necessary to provide staff assistance and information necessary
to aid the Commission in the performance of its duties.
8. The Commission shall adopt a set of By -Laws to be approved by the City Council which
the Commission deems necessary and advisable for conducting the business of the
Commission, subject to the ordinances of the City of Iowa City, and in accordance with
the Iowa Open Meetings law.
9. Resolution No. 05 -334 is hereby repealed.
Passed and approved this 15th day of NovemhPr , 2005.
AYOR
roved y ATTEST:
U�"� q CITY—CLERK
City Attorney's Office
It was moved by x ; i Pv and seconded by Wilburn— _ the
Resolution be adopted, and upon roll call there were:
AYES: NAYS: ABSENT:
Bailey
x
x Champion
Elliot
X
Lehman
— X O'Donnell
— x Vanderhoef
--x Wilburn
x
Eleanodres/YouthAdvComm Il.doc