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HomeMy WebLinkAbout6.g. Approval of Modifications to the Establishment of Youth Commission,ft A6 ROSEMOUNT EXECUTIVE SUMMARY CITY COUNCIL City Council Meeting: May 21, 2013 AGENDA ITEM: Approval of Modifications to the AGENDA SECTION: Establishment of Youth Commission Consent PREPARED BY: Emmy Foster, Assistant City AGENDA NO. ' Administrator ATTACHMENTS: Proposed Resolution; Resolution 2009- APPROVED BY: 60, Youth Commission By-laws RECOMMENDED ACTION: Motion to Approve a Resolution Modifying the Establishment of the Youth Commission, and Determining its Membership, Officers and Meetings, and Duties. ISSUE Staff is requesting that the City Council approve modifications to the establishment of the Youth Commission. The proposed changes are a result of the Bylaw changes approved by the Youth Commission at their May 15, 2013 meeting. BACKGROUND The City Council formally approved the establishment of the Youth Commission by resolution on October 20, 2009. The Youth Commission was established to advise the City Council on ways to improve the well -being of youth within the City of Rosemount. The resolution adopted outlined the Youth Commission membership, officers, meetings and duties. SUMMARY The major changes to the establishment of the resolution include the following: • The Commission will consist of the number of members as appointment by Council; • A vacancy may be declared by the City Council because of lack of attendance; • The Officers of the Commission will now consist of a Chair, First Vice Chair and Second Vice Chair; • Minutes of the Commission proceedings will be kept and distributed by City staff; • The Commission will inform the City Council of any bylaw amendments; • The City Council may designate more than one City Council Liaison; and • The Commission will provide an annual report to the City Council. RECOMMENDATION Staff recommends approval of the above - stated motion. Council Member Weisensel will be in attendance at the meeting to answer any questions related to the changes. CITY OF ROSEMOUNT DAKOTA COUNTY, MINNESOTA RESOLUTION NO. 2013 — A RESOLUTION MODIFYING THE ESTABLISHMENT OF THE YOUTH COMMISSION, AND DETERMINING ITS MEMBERSHIP, OFFICERS AND MEETINGS, AND DUTIES WHEREAS, The City Council adopted a Resolution Establishing the Youth Commission and Determining its Membership, Officers and Meetings, and Duties on October 20, 2009; WHEREAS, The Youth Commission amended and approved its Bylaws on May 15, 2013; and WHEREAS, based upon the changes to the Youth Commission Bylaws, the City Council recommends certain changes to the establishment of the Youth Commission as listed below. NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF ROSEMOUNT, MINNESOTA THAT: 1. Establishment of Commission. A Youth Commission is hereby established to advise the City Council on ways to improve the well-being of youth in the City of Rosemount. 2. Composition. The Commission shall consist of the number of members appointed by the City Council. The youth members shall be residents of the city of Rosemount and shall be appointed by the City Council; and shall not be less than 14 years of age or greater than 18 years of age at the time of appointment or re- appointment. Terms. The regular term of the Commission shall be one (1) year unless a longer term is specified by the City Council. Members may be re- appointed. 4. Vacancies. In the case of a vacancy during the term of office of any youth member of the Commission, the Council may appoint an age eligible new member to serve the remainder of the term. A vacancy may be declared by the Council if any of the following occur: death, disability, residence outside of the City, lack of attendance, resignation or removal by a majority vote of the City Council. 5. Officers. The Commission shall elect from among its members a Chair, a First Vice Chair, and a Second Vice Chair. 6. Minutes. Minutes of the Commission shall be kept and distributed by City Staff. 7. Rules. The Commission will inform the City Council of by -law amendments. The Commission shall meet at regular intervals as outlined in the by -laws. All meetings of the Commission shall be open to the public. 8. Duties and Functions. The duties and functions of the Commission shall be as follows: a. to report annually, or as otherwise specified by City Council, and confer with and advise the Council on matters concerning youth within the City, including: (1) building commitment for youth issues in the City; (2) promoting public interest in and an understanding of youth issues and activities; (3) fostering youth involvement in municipal decision - making by creating a forum or a focus group for youth to raise issues and provide input to City of Rosemount Council Members, departments, and policy formulation; (4) fostering cooperation and interaction amongst social, health and recreational programs offered by the City; (5) developing realistic goals and outcomes for improving conditions and prospects for youth in the City, including developing a methodology for monitoring progress on achieving these improvements; b. to take under advisement, study, hold hearings and make written recommendations to the Council on all matters of youth interest or activities referred to the Commission or initiated by the Commission. Compensation. Members of the Commission shall serve without compensation, except such as is specifically authorized by resolution of the City Council. 10. Council Representative. The City Council shall designate a City Council Liaison(s) each year to be a liaison with the Youth Commission. 11. City Staff Liaison. The Assistant City Administrator and /or a designated representative shall provide additional liaison and City staff support for the Youth Commission. ADOPTED this 21st day of May, 2013, by the City Council of the City of Rosemount. William H. Droste, Mayor ATTEST: Amy Domeier, City Clerk CITY OF ROSEMOUNT DAKOTA COUNTY, MINNESOTA RESOLUTION NO. 2009 — 60 A RESOLUTION ESTABLISHING A YOUTH COMMISSION, AND DETERMINING ITS MEMBERSHIP, OFFICERS AND MEETINGS, AND DUTIES WHEREAS, many issues arise in City government and the community as a whole that may be of interest to youth or may affect youth in the community; and, WHEREAS, it is beneficial for the community and the youth to develop the citizenship skills of youth in the community by working with local government on such issues; and, WHEREAS, The City government can directly benefit from the advice and efforts of youth in the community on the issues that confront the City; NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF ROSEMOUNT, MINNESOTA THAT: 1. Establishment of Commission. A Youth Commission is hereby established to advise the City Council on ways to improve the well-being of youth in the City of Rosemount. 2. Composition. The Commission shall consist of up to seven (7) youth members. The youth members shall be residents of the city of Rosemount and shall be appointed by the City Council; and shall not be less than 14 years of age or greater than 18 years of age at the time of appointment or re- appointment. 3. Terms. The regular term of the Commission shall be one (1) year unless a longer term is specified by the City Council. The appointment of the youth members shall normally be made in September of each year and end in August of the nest year. Members may be re- appointed. 4. Vacancies. In the case of a vacancy during the term of office of any youth member of the Commission, the Council shall appoint an age eligible new member to serve the remainder of the term. A vacancy shall exist if any of the following occur: death, disability, residence outside of the City, resignation or removal by a majority vote of the City Council. 5. Officers. The Commission shall elect from among its members a chair, a vice chair, and a secretary. RESOLUTION NO. 2009- 60 6. Minutes. Minutes of the Commission shall be kept by the Secretary and copies furnished by the staff liaison. 7. Rules. The Commission may make recommendations to the City Council for adoption of by -laws or rules of procedure. The Commission shall meet at regular intervals; the time and place to be established by rule adopted from time to time. All meetings of the Commission shall be open to the public. 8. Duties and Functions. The duties and functions of the Commission shall be as follows: a. to report quarterly, or as otherwise specified by City Council, and confer with and advise the Council on matters concerning youth within the City, including (1) building commitment for youth issues in the City; (2) promoting public interest in and an understanding of youth issues and activities; (3) fostering youth involvement in municipal decision- making by creating a forum or a focus group for youth to raise issues and provide input to City of Rosemount Council Members, departments, and policy formulation; (4) fostering cooperation and interaction amongst social, health and recreational programs offered by the City; (5) developing realistic goals and outcomes for improving conditions and prospects for youth in the City, including developing a methodology for monitoring progress on achieving these improvements; b. to take under advisement, study, hold hearings and make written recommendations to the Council on all matters of youth interest or activities referred to the Commission or initiated by majority vote of the Commission. 9. Compensation. Members of the Commission shall serve without compensation, except such as is specifically authorized by resolution of the City Council. RESOLUTION NO. 2009- 60 W. Council Representative. The City Council shall designate a Council Coordinating Representative each year to be a liaison with the Youth Commission. 11. Liaison. The ,:assistant City Administrator or a designated representative shall provide additional liaison and staff support for the Youth Commission. ADOPTED this day of , 2009, by the City Council of the City of Rosemount. William H. Droste, Mayor ATTEST: Amold W Amy Domeier, City Clerk Motion by: DeBetticrnies Second by: Shoe — Corrigan Voted in favor: DeBettianies, Shoe— Corrigan, Droste, Weisensel, Bills Voted against: None Member absent: None 1 ROSEMOUNT YOUTH ADVISORY COMMISSION BY -LAWS The purpose of the Rosemount Youth Advisory Commission is to serve as an advisory body to the Rosemount City Council. These By -laws are adopted to assist the Youth Commission to function and make meaningful recommendations to the Mayor and City Council. Section I. Membership a. Representation: The Youth Commission shall seek in its membership a diverse representation reflecting the community. The Commission shall consist of the number of members appointed by the City Council. Members must be residents of Rosemount. Members will be selected with emphasis on diversity. b. Membership qualifications: Commission members will be 14 to 18 years old at the time of selection. C. Term duration and limits: Members shall serve a one -year term. Terms shall run between the May Annual meetings of each year. Members in good standing may be reappointed for an unlimited number of terms provided they still meet the membership qualifications. d. Annual Meeting: The Annual Meeting will be the designated regular meeting in May. Special meeting revising date, time and location is permitted. e. The City Council shall designate a Council Member to serve as Council Liaison to the Commission. The Assistant City Administrator or a staff representative selected by the City Administrator shall provide additional support for the Commission as Staff Liaison. A City staff member will serve as the Recording Secretary at each regular meeting. Section II. Attendance a. Regular attendance at Commission meetings is expected from all regular Commission members. b. Three absences are allowed per year for each regular Commission member. After the third absence, the member will meet with the Commission to determine if the member remains in good standing or will be recommended to the City Council for removal from the Commission. Exceptions may be made by the Commission if special circumstances exist. c. All Commissioners are expected to attend one event per year in conjunction with the City Council. These events may include Arbor Day, Night to Unite, or the Leprechaun Days Parade or Golf Event. Section III. Duties and Functions. a. Report annually, or as otherwise specified by City Council, and confer with and advise the Council on matters concerning youth within the City, including: 1. building commitment for youth issues in the City; 2. promoting public interest in and an understanding of youth issues and activities; Youth Commission By -laws, Approved 5/15/13 3. fostering youth involvement in municipal decision - making by creating a forum or a focus group for youth to raise issues and provide input to City of Rosemount Council Members, departments, and policy formulation; 4. fostering cooperation and interaction amongst social, health and recreational programs offered by the City; 5. developing realistic goals and outcomes for improving conditions and prospects for youth in the City, including developing a methodology for monitoring progress on achieving these improvements; b. Take under advisement, study, hold hearings and make written recommendations to the Council on all matters of youth interest or activities referred to the Commission or initiated by the Commission. Section IV. Application Process a. Members of the Commission shall be chosen or appointed through an application and potential interview process. The City Council is responsible for both re- appointment and appointment of new members for the new term year. b. Applications will be available in early March. Section V. Officers a. The officers of the Commission shall be Chair, First Vice Chair, and Second Vice Chair. Section VI. Officer Duties a. Chair 1. The Chair shall be charged with the administration of the affairs of the Commission with assistance from the Council and Staff Liaisons. 2. The Chair shall preside over all meetings of the Commission. 3. The Chair shall appoint committees when necessary to address issues before the Commission. b. First and Second Vice Chairs 1. A Vice Chair shall assume the duties of the Chair during the Chair's absence. 2. A Vice Chair shall assist the Chair to perform duties when needed, including presiding over sub - committee meetings. 3. A Vice Chair shall be familiar with the By -Laws and inform Commission members of what needs to be adhered to. C. Additional Officer Responsibilities 1. An annual report of the activities of the Commission shall be prepared by the Chair near the end of a term. 2. The reports shall be presented to both the Commission and to the City Council. Youth Commission By -laws, Approved 5/15/13 Section VII. Election of Officers a. The Chair, First Vice Chair, and Second Vice Chairs, shall be elected by the membership annually at either the first or second meeting of the new term and shall serve until their successors have been duly selected and sworn in. b. The officers of the Commission shall be elected by a majority vote provided that two- thirds of the members are in attendance. Section VIII. Meetings a. The Commission shall set a date to meet at least once a month during the school year, and shall otherwise establish time and frequency of regular meetings as deemed appropriate by the membership. b. The meetings shall include: review of proposed agenda, minutes from the previous meeting, and reports; and discussion of other issues before the Commission. C. The Chair may call special meetings of the Commission with at least three days' notice. The call shall state the subject matter to be considered at the meeting. Section IX. General Rules a. All meetings shall be conducted in general conformance with Robert's Rules of Order. b. The presence of at least a third of the membership shall constitute a quorum.. A quorum is necessary to transact official business at any meeting. C. The Commission shall be responsible for its own procedures and order of business and may initiate or carry out activities addressing community concerns as they deem relevant and important with City Council approval. Section X. Role of City Council a. The City Council shall communicate upcoming issues to the Commission, so the Commission may respond accordingly. b. The City Council shall educate the Commission on how city government operates. C. The City Council shall appoint a City Council Liaison(s) to the Commission. d. The City Council shall provide support staff to the Commission to assist the Commission in carrying out its duties. Section XI. By -Laws and Amendments Commission By -Laws may be amended at any regularly scheduled meeting provided that two- thirds of the members of the Commission approve the amendment, and provided further that the amendment is part of the agenda for the meeting and the membership has been notified of the proposed amendment in writing. The Commission will inform the City Council of by -law amendments. Youth Commission By -laws, Approved 5/15/13