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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. 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'" '" = -= '" bJJ ~ >< = = ~._ C) =.....~tl~ '" ~ ~ "'s " 1;1) 1;1) (I} ..... ~.c.coo =-<<zz II II II II II ~of::!~ oz >< ~ 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: