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HomeMy WebLinkAbout01-19-04 Youth Advisory Council Minutes e e Minutes of the Regular Meeting of the La Porte Youth Advisory Council January 19, 2004 1. Members of the Council were nominated for Executive Board positions. Clemea Donaldson, Mayor LaSadra Hillman, Mayor Pro-Tern Mia Parisi, Secretary - Attendance Brandy Hickey, Secretary IT Shelby Barnett, Public Relations Representative Brandon Lunsford, Treasurer Chaise Merritt, Historian Gregory Riley, Sergeant at Arms Pierr Castillo, Alternate Sergeant at Arms Hiba Haroon, Assistant Public Relations Representative Carol Parmer, Research Coordinator Amanda Gass, Youth Speaker Committee Chairperson Marc Vanderbrink, Youth Recognition Committee Chairperson Laura Low, Community Service Committee Margo Curette, Fund Raising Committee 2. The meeting was called to order at 6:43 pm by Mayor Pro Tern LaSadra Hillman Members of the Y AC present LaSadra Hillman, Mia Parisi, Brandy Hickey, Shelby Barnett, Brandon Lunsford, Chaise Merritt, Hiba Haroon, Carol Parmer, Amanda Gass, Marc Vanderbrink, Laura Low, and Margo Curette Staff present: Councilperson Peter Griffiths, Martha Gillett, Crystal Scott, James Eastep 3. Mayor Malone welcomed the Y AC members. 4. The Y AC members introduced themselves to the group. 5. Ms. Scott overviewed the resolution creating the YAC. 6. Ms. Scott overviewed the draft bylaws. The Board discussed the changing the meeting dates to Tuesdays.. The Executive Board will review the bylaws for modifications. The Board will vote on this item at the next meeting. 7. The group discussed possible upcoming events for the Y AC to organize. The Board decided to host a fashion show in early April and a skate event this summer. 8. Ms. Scott overviewed the budget that was approved in this year's budget. 1 e e 9. Ms. Scott informed the group about the Y AC Summit this year in Mesquite. At the next meeting, the Executive Board will appoint 2 male and 2 female representatives to attend the summit. Ms. Scott informed the group the 2005 Summit is tentatively scheduled to be held in La Porte. 10. The next meeting is tentatively scheduled for January 27. 11. The meeting was adjourned at 8:27 pm. Respectfully submitted, Mia Parisi Y AC Secret~ . . ~~ Passed and approved on this 3rd day of February 2004 {lL 1. ~~ Clemea Donaldson, Y AC Mayor 2 e e BY-LAWS OFTBELAPORTEYOUTHAD~SORYCOUNCa OF THE CITY OF LA PORTE, TEXAS WHEREAS, the youth of the City of La Porte, Texas (hereinafter "the City") constitute an underutilized resource of ideas, knowledge and experience with respect to the City and its affairs; and WHEREAS, the Mayor of the City of La Porte (hereinafter "the Mayor") desires and seeks input from the youth into the affairs and issues of the City through the La Porte Youth Advisory Council; and WHEREAS, the students of La Porte High School are willing to devote their time and energy into improving the City and the community through a La Porte Youth Advisory Council; NOW THEREFORE, the Executive Board of the La Porte Youth Advisory Council hereby adopt the following By-Laws. ARTICLE I. INTENT The intent in preparing and adopting these By-Laws is to provide a framework for organization of the La Porte Youth Advisory Council, its actions and agenda. It is not the intent of the City, or the officers and members hereinafter described to create a legal entity of any sort including without limitation, a corporation, non-profit corporation, limited liability company, partnership nor any other business, public or quasi-public entity. ARTICLE II. OFFICES The principal location of the La Porte Youth Advisory Council shall be at the City Hall, 604 West Fairmont Parkway, La Porte, Texas 77571. The La Porte Youth Advisory Council may have such other offices as the Executive Committee may designate or as the business of the La Porte Youth Advisory Council may require from time to time. ARTICLE ill. ME~mERS Section 1. Regular Meetings. The La Porte Youth Advisory Council shall hold (18) eighteen meetings during the school year, two (2) in each of the months between September and Bv-Laws of the La Porte Youth Advisory Council- Page 1 e e May of the school year. The meetings shall be held on the first and third Wednesdays of the month at 6:00 p.m. unless otherwise pursuant to these By-Laws. Section 2. Special Meetings. Special meetings of the members, for any purpose or purposes, may be called by the Executive Committee. Section 3. Place of Meeting. The Executive Committee may designate any place as the place of meeting for any meeting called by the Executive Committee. If no designation is made, or if a special meeting be otherwise called, the place of meeting shall be the principal location of the La Porte Youth Advisory Council. Section 4. Notice of Meeting. Written or printed notice stating the place, day and hour of the meeting and, shall, unless otherwise prescribed by statute, be delivered not less than forty- eight (48) hours nor more than thirty (30) days before the date of the meeting, either personally, bye-mail, or by regular mail, by or at the direction of the Mayor, Mayor Pro Tern, or the Secretary, to each member of record entitled to vote at such meeting. The notice of a regular or special meeting of the La Porte Youth Advisory Council shall specify the purpose of the meeting, including amendment to these By-Laws, or business to be transacted at such meeting and the agenda to be considered. Section 5. Quorum. At least six (6) members entitled to vote shall constitute a quorum at a meeting of the members. If less than a quorum of such members is represented at a meeting, the members present shall adjourn the meeting. The members present at a duly organized meeting may continue to transact business until adjournment, notwithstanding the withdrawal of enough members to leave less than a quorum, but only if a quorum was present at the time of the agenda has been approved and attendance of the members has been taken. If a quorum is present at the time the agenda has been approved and attendance of the members has been taken, a majority of the members comprising the quorum is required for the La Porte Youth Advisory Council to take action upon any item set forth in the approved agenda. Should the votes be evenly split, the Mayor shall cast a deciding vote. Section 6. Proxies. At all meetings of members, a member may vote by proxy executed in writing by the member. Such proxy shall be left with the Secretary prior to or at the time of the meeting. Section 7. Membership and Voting Rights. Membership on the La Porte Youth Advisory Council shall be comprised of seven (7) voting members and four (4) alternate Bv-Laws of the La Porte Youth Advisorv Council- Page 2 e e members. All eleven (11) members shall attend regular meetings. Members shall serve until they resign or are otherwise ineligible for membership under these By-Laws. Nominees to fill vacancies in membership shall be made by the existing Executive Committee members. Ifthere is no Executive Committee members, the members shall make the nomination. Nomination for membership shall be subject to confirmation of the City Council. Members shall designate their voting and alternate members which designation shall last for one year (1) year. In the absence of any voting member at any meeting, and where the absent voting member has arranged to vote by proxy pursuant to Section 6 of this Article, an alternate shall be deemed a voting member for that meeting. Section 8. Termination of Membership. Any member of the La Porte Youth Advisory Council may resign at any time, provided, however, that for courtesy and efficiency purposes, notice of resignation shall be in writing and copies given to the chairperson and the Mayor. Any member of the La Porte Youth Advisory Council shall be deemed to have voluntarily resigned his/her membership automatically upon the occurrence of any of the following: 1) failing to be present at any four (4) or more regular meetings, unless reasonable excused acceptable to both a majority of the Executive Committee and the Mayor is proved~ 2) failing to be enrolled at La Porte High School~ and 3) failing to maintain good standing at the school in which such member is enrolled~ provided, however, that a graduating senior may retain membership on the La Porte Youth Advisory Council through August following such senior's graduation. ARTICLE IV. EXECUTIVE COMMITTEE Section 1. General Powers and duties. The business and affairs of the La Porte Youth Advisory Council shall be managed by the Executive Committee. The Executive Committee shall be responsible for planning the agenda for the school year and for each of the regular meetings of the La Porte Youth Advisory Council, setting and proposing potential subcommittees, and discharging any other responsibilities assigned by the Executive Committee or determined by majority vote of a quorum of the members of the La Porte Youth Advisory Council. Section 2. Number, Tenure and Qualifications. The number of executives on the Executive Committee shall be eleven (11) members of the La Porte Youth Advisory Council. Executives shall be elected by secret ballot at the first regular meeting of the members of the By-Laws of the La Porte Youth Advisorv Council- Page 3 e e school year, and the term of office of each director shall be two (2) years, commencing September 1 and continuing through August 31 of the following year, or until the first regular meeting of members of the following school year and the election and qualification of successors. The executives shall be nominated from among the members of the La Porte Youth Advisory Council. The Executive Committee shall consist of a Mayor, a Mayor Pro Tern, a historian, a treasurer, two (2) secretaries, one (1) public relations representative, each of whom shall be elected by secret ballot of the members of the La Porte Youth Advisory Council. Section 3. Regular Executive Committee Meetings. A regular meeting of the Executive Committee may be held without other notice than this By-Law, during or immediately following, and at the same place as each of the eighteen (18) regular meetings of the members. The Executive Committee shall provide, by resolution, the time and place for the holding of three (3) additional regular meetings during the months of June, July and August immediately following the school year without other notice than such resolution. Additional regular meetings shall be held at the principal office of the La Porte Youth Advisory Council in the absence of any designation in the resolution. Section 4. Special Meetings. Special meetings of the Executive Committee may be called by or at the request of the chairperson or other executive, and shall be held at the principal office of the La Porte Youth Advisory Council or at such other place as the Executive Committee may determine. Section 5. Notice. Notice of any additional or special meeting of the Executive Committee shall be given as outlined above in Article III, Section 4 of these by-laws. The notice shall specify the purpose of, or business to be transacted at, such a meeting and the agenda thereof Section 6. Quorum. A majority of the number of executives fixed by these By-Laws shall constitute a quorum for the transaction of business at any meeting of the Executive Committee, but if less than such majority is present, the attending executives may adjourn the meeting. Section 7. Election and Term of Office. The executives to be elected by the members shall be elected annually by the members at the first meeting of the school year. Each executive shall hold office until resignation of termination in the manner herein provided. By-Laws of the La Porte Youth Advisory Council- Page 4 . , e e Section 8. Vacancies. Any vacancy occurring on the Executive Committee because of resignation, removal, disqualification or otherwise shall be filled by secret ballot of a majority of the remaining members of the La Porte Youth Advisory Council. An executive so elected to fill a vacancy shall be elected for the unexpired term of the predecessor in office. Section 9. Powers and Duties. The powers and duties of the several officers shall be as provided from time to time by resolution or directives of the members. In any event, the Mayor shall preside over and conduct all meetings of the La Porte Youth Advisory Council and of the Executive Committee, determine agendas for the regular meetings of the La Porte Youth Advisory Council and the Executive Committee, act as spokesperson for the La Porte Youth Advisory Council, act as signatory on all documents for which the La Porte Youth Advisory Council provides authorization to sign, delegate authority to any executive or member of the La Porte Youth Advisory Council. The Mayor Pro-Tern shall act in the place of the Mayor upon the Mayor's absence or inability to act as authorized herein, and take action as delegated by the Mayor. The Historian shall act as the record keeper of all activities of the La Porte Youth Advisory Council and keep archives. The Public Relations Representative shall deal with media relations as chair of the standing La Porte Public Relations Committee of the La Porte Youth Advisory Council. The Treasurer shall chair the standing Finance Committee and be responsible for all financial matters of the La Porte Youth Advisory Council including the budget, financial reports, vouchers, and the books or ledgers. The Secretaries shall prepare the minutes of each meeting of the La Porte Youth Advisory Council and Executive Committee prior to the next regular meeting, prepare and mail the notices of each meeting and prepare and enclose the agendas for each meeting with the notice of such meetings. A member of the Executive Committee who fails or refuses to fulfill the duties associated with his/her position may be removed from the Executive Committee by a two-thirds (2/3) majority vote of the voting members of the Youth Advisory Council. Section 10. Agendas. Any member of the La Porte Youth Advisory Council may submit a request for placement of an item on the agenda to any member of the Executive Committee for consideration at the next following regular meeting. Such request shall be placed on the agenda at the discretion ofthe chairperson and, if placed upon the agenda, shall be considered at a regular meeting determined by the Executive Committee, provided adequate and sufficient notice of the item for consideration has been given as set forth herein. By-Laws of the La Porte Youth Advisory Council- Page 5 e e Section 11. Reports. By May 3181 of each year, the La Porte Youth Advisory Council shall submit to City Council a written report of its activities for the previous year and an annual plan of work for the ensuing year. These documents shall be retained as a part of the official City records. ARTICLE V. SUBCOMMITTEES Section 1. Standing committees. The following subcommittees shall be standing committees, and their term shall be perpetual: the Executive Committee, Finance Committee and the La Porte Public Relations Committee of the La Porte Youth Advisory Council. Section 2. Ad hoc committees. Any other subcommittees the La Porte Youth Advisory Council determines are necessary shall be created for the limited term of the remainder of the school year and shall continue during such school year at the discretion of the Mayor' Youth Advisory Council. Such subcommittees shall be created by a majority vote of a quorum of members at any of the regular meetings of the members. ARTICLE VI. AMENDMENTS These By-Laws may be altered, amended, or repealed, and new By-Laws may be adopted by the La Porte Executive Council with prior written notice to the members as provided herein; provided, however, that such alterations, amendments or repeals first be authorized by a two- thirds (2/3) vote of all members of the La Porte Youth Advisory Council, and provided further that vote by proxy shall not be permitted. ARTICLE VIT. ADOPTION AND EFFECTIVE DATE The foregoing By-Laws were regularly adopted at a meeting of the La Porte Youth Advisory Council, and thereafter ratified at a meeting of the City Counci I of the City of La Porte. These By Laws shall be effective as of _ day of ,2004 as from time to time amended. Mayor, La Porte Youth Advisory Council Bv-Laws of the La Porte Youth Advisorv Council- Page 6 ... i.~:-""" ~.....-, /~".'. " . ~:_:.:~ ;;,,:;,' :;,' -C~.~. ~"7' :\ 1 \. .i~" ......, e e Why should I attend? WHAT IS THE VAC SUMMIT? The annual Texas Youth Advisory Commission Summit is a two day statewide event sponsored by The Texas Municipal league. This year's Summit takes place in Mesquite on March 6th and 7th and will be hosted by the City of Mesquite YAC. The Summit's sched- ule overflows with workshops, speakers, team building games, a talent show, and a community service project. SUMMIT PURPOSE The Summit brings cities together to share the experiences of their YAC program and the impact it makes on their community. As a result, the Summit has been organized overall to promote a fun environment for cities to learn from and network with each other. Adults and students alike will walk away from the Summit with the knowledge to begin their own YAC program or expand their current program to new horizons. PLANNING AHEAD... Plans are underway to make this year's Summit fun, exciting and educational! With this thought in mind, a talent show will take place during lunch on Saturday called "YAK Attack." Every YAC program is encouraged to scout out their talent and sign students up to perform. Each act has up to three minutes to display their talent during the show. Students must return the "YAK Attack" entry form by the registration deadline on February 20th to be included in the show. Please note that participants will not have the opportunity to practice prior to the show. We definitely look forward to seeing the talent of Texas! At the Summit, established YAC programs will have the opportunity to display what their program is all about. Before coming to the Summit, please take some time to collect your display board, scrapbook, newspaper articles and anything else you can think of that expresses the identity of your YAC program. Each city will have the opportunity to display their materials throughout the Summit. ADULT SPONSORS TAKE NOTE... To build unity and communication between the cities, the students will be encouraged to exchange city pins throughout the Summit. Please plan ahead and order at least 300 pins for your students. Please make time before the Summit to screen your city's" YAK Attack II participants to make sure dances, song lyrics and costumes are appropriate. When making your travel arrangements, please note that the Summit will begin at 9:00 a.m. on Saturday morning and will come to a close by 11 :30 on Sunday. DRESS CODE.... All Summit attendees and staff must obey the following dress code: · Tank tops, spaghetti strap tops, strapless tops, tops which expose the midriff or under garments are not allowed. · Clothing may not advertise or depict tobacco products, alcoholic beverages, drugs or any other prohibited substance · Clothing may not depict gangs or signify membership in a gang HOTEL ACCOMMODATIONS Rooms have been reserved under Mesquite Youth Services Summit Hampton Inn & Suites Rodeo 1 700 Rodeo Drive Center 972-329-3100 Additional hotel accommodations can be located at the Greater Mesquite Chamber of Commerce Web site: www.mesquitechamber.com WilL I RECEIVE TMLI CREDIT? TMlI credit will be given to elected officials. HAVE ANY QUESTIONS? Feel free to contact Dana Mitchell with the City of Mesquite at 972-222..3198 with arJ q::es1ions yeLl rr.a~ l1a':I', 4TH ANNUAL TEXAS YOUTH ADVISORY COM~JnSSION SUMMIT MARCH 6 -7, 2004 · MESQUITE, TEXAS Registration: Registration fee is $10 per youth attending the summit. with a limit of 300 students. There is not a fee for adult sponsors/chaperones, but we do ask that sponsors/chaperones register. The registration fee includes a T-shirt, Saturday breakfast and lunch, Saturday evening dinner and dance, and Sunday breakfast. Please complete one form per individual attending. Make checks payable to City of Mesquite - Youth Services and mail along with your payment to: r----------~---------_________~________________~ CITY OF MESQUITE YOUTH SERVICES, Attn: Youth Summit P.O. Box 850137, Mesquite, TX 75185-0137 Once your registration foon and fee are received they will be processed on afir.st-cDme-first-served basis. Full Name: Badge Name: City/Organization: Title: Address: City: Phone: E-mail: State: Zip: Fax: Will your city need a display table? 0 Yes 0 No Check one: 0 Youth 0 Adult T-shirt size: 0 Small 0 Medium 0 Large 0 Ex Large o 1X 02X ----------------------------------------------~ Registration Deadline February 20,2004. 4TH ANNUAL TEXAS YOUTH ADVISORY COMMISSION SUMMIT 2004 All entry forms are due by the registration deadline on February 20th. Name of Participant(s): Representing the City of : Type of Entry (dance, song, etc.): Title of Entry: Equipment Needed: Please write a short script to be used by the Master of Ceremonies to introduce your ta.lent: Rules: · All talent must be pre-screened by adult sponsors for lyrics and appropriateness. · No talent entry may exceed 3 minutes. · Remember, this is a Talent SholJlJ, not a Talent Contest... Everyone is a WINNER! Proper respect and encouragement should be shown to all participants. · Summit Dress Code applies during the Talent Show. · Due to time restraints, practice time will not be available prior to the show.