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