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14-036 - 04-17 - establish teen committee Resolution 14-36 April 17, 2014 Member Snope introduced the following resolution and moved its adoption: RESOLUTION REGARDING TEEN COMMITTEE AUTHORIZING OPEN SPACE AND RECREATION COMMISSION TO ESTABLISH A COMMITTEE REFERRED TO AS THE TEEN COMMITTEE AND PROVIDING THEREFORE WHEREAS, it has come to the attention of the City Council that teens in grades 8 through 12 have an interest in certain city government matters and a perspective to share with the City; and WHEREAS, the City desires to obtain the teen perspectives on various matters and provide therefore; NOW, THEREFORE, BE IT RESOLVED, by the City Council for the City of Golden Valley, that it authorizes the City's Open Space and Recreation Commission to create a Committee referred to as the Teen Committee within the City of Golden Valley subject to the following provisions: 1. The purpose of the Teen Committee shall be to promote and advise on teen perspectives on matters referred to it by the Open Space and Recreation Commission or the City Council; 2. That any actions or positions taken by the Teen Committee shall be submitted to the Open Space and Recreation Commission for review and approval; and 3. That the organization and operation of the Teen Committee shall be in accordance with the By-Laws attached hereto and promulgated by the City Council. Shep rd M. Harris, y r ATTEST: � Susan M. Virnig, City Clerk The motion for the adoption of the foregoing resolution was seconded by Member Clausen and upon a vote being taken thereon, the following voted in favor thereof: Clausen, Fonnest, Harris, Schmidgall and Snope; and the following voted against the same: none, whereupon said resolution was declared duly passed and adopted, signed by the Mayor and his signature attested by the City Clerk. Resolution 14-36 - Continued April 17, 2014 CITY OF GOLDEN VALLEY, MINNESOTA TEEN COMMITTEE BY-LAWS Approved by the City Council April 17, 2014 Article 1: The Committee Name of Committee. The name of the Committee shall be the "Golden Valley Teen Committee," which is referred to herein as the "Committee." Mission, Vision, and Values Statements. Mission: Help promote teen issues and activities for the City and advise the Open Space and Recreation Commission and City Council as needed. Vision: The Committee adheres to the vision set forth by the City. Values: The Committee adheres to the values set forth by the City. Article II: Membership A. Composition. The Committee shall be an advisory Committee to the Open Space and Recreation Commission, composed of up to nine regular members. All Committee members shall be appointed as set forth in this section. B. Regular Members. Regular members of the Committee must be residents of the City of Golden Valley and enrolled in school grades 8 through12. C. Term. Each Committee member appointed shall serve a term of one year or a shorter term if no longer actively enrolled in school grades 8 through 12. Committee members can serve more than one term; however need to be reappointed annually. D. Appointments. The terms of all Committee members shall be fixed and determined at the time of appointment. The Open Space and Recreation Commission will review member applications annually, conduct interviews and recommend Committee members to the City Council for appointment. The City Council shall appoint the members of the Committee and may fill vacancies for unexpired terms. Article III: Orqanization A. Officers. The officers of the Committee shall be Chair, Vice-Chair, and Secretary elected from the members of the Committee. Resolution 14-36 - Continued April 17, 2014 Chair. The Chair's position rotates annually and serves for one year. The Chair may not serve consecutive terms as Chair. The responsibilities of the Chair are: a. preside at all meetings of the Committee in a productive and time efficient manner; b. ensure that the Committee conducts its activities within the stated mission and by-laws of the Committee; c. Develop meeting agenda with staff liaison; d. report to Open Space and Recreation Commission; e. report to City Council. Vice-Chair. The Vice-Chair rotates annually and serves for one year. The Vice-Chair may not serve consecutive terms as Vice-Chair. The responsibilities of the Vice- Chair are: a. perform the duties of the Chair in the absence or incapacity of the Chair. Secretary. The Secretary rotates annually and serves for one year. The Secretary may not serve consecutive terms as Secretary. The responsibilities of the secretary are: a. responsible for taking the official meeting minutes and submitting to staff liaison; b. If Secretary is absent from scheduled meeting, chair will appoint Committee member to fulfill Secretary duties. 6. Staff Liaison. A staff liaison to the Committee shall be appointed by the Parks & Recreation Director. The staff liaison's responsibilities are: a. facilitate or assist in the meetings; b. keeping of the Committee's meeting agendas and minutes in accordance with the City's record keeping procedures and Minnesota Statutes; c. Work with Chair to set meeting agendas; d. keeping the Open Space and Recreation Commission informed of the Committee's business; and e. Assist Chair C. Delegation of Duties. Officers may delegate duties of their position to other Committee members as deemed appropriate by the Committee. D. Subcommittees. Subcommittees shall not consist of a majority or more of currently appointed Committee members. Article IV: Election of Officers A. Elections and Terms of Office. The Chair, Vice-Chair and Secretary shall be elected from the Committee membership by its members at its regular September Meeting. Terms of office shall be for one year and shall rotate. The Chair, Vice-Chair and Secretary shall not serve consecutive terms. Resolution 14-36 - Continued Aprii 17, 2014 B. Vacancies. Should the office of Chair, Vice-Chair or Secretary become vacant, the Committee shall elect a successor from its membership at the next regular meeting and such election shall be for the unexpired term of said office. Article V: Meetinqs A. Open Meetings. All meetings of the Committee shall be conducted in accordance with the Minnesota Open Meeting Law. This means all business and discussion occurs at a meeting which has been posted and is open to the public. A quorum of the members should not discuss Committee business by email, forms of social media, telephone or informal meetings. B. Annual Meeting. The Annual Meeting of the Committee shall be a regular meeting, typically the first meeting of the new school year, September. C. Regular Meetings. The regular meetings of the Committee shall be held on the fourth Monday of the month at Brookview Community Center at 6 pm during the months of September, October, November, January, February, March and April. The Committee may, by a majority vote, change its regular meeting dates or times for any reason provided proper public notice of the changed meeting is provided. D. Special Meetings. Special meetings of the Committee may be called by the Chair or two Committee members, or by the Open Space and Recreation Commission, for the purpose of transacting any business designated in the meeting notice. The notice for a special meeting shall be posted in compliance with the Minnesota State Statutes governing public meetings. The staff liaison shall notify Committee members at least three days prior to the meeting of the date, time, place and purpose of the special meeting. A special meeting must also be posted in accordance with the requirements of the Minnesota Open Meeting Law. E. Quorum and Voting. The presence of a majority of all regular members currently appointed to the Committee shall constitute a quorum for the purpose of conducting its business and exercising its powers and for all other purposes. In the event a quorum is not reached, Committee meetings will be canceled. F. Subcommittee Meetings. Subcommittee meetings shall be held at a date and time that does not conflict with the Committee's regular and special meetings. The staff liaison shall be notified of the date, time, location and topic of all Subcommittee meetings. G. Meeting Cancellation. Committee meetings may be cancelled by the staff liaison if there are no items on the agenda for discussion or if a quorum is not reached. Article VI: Aqendas and Minutes A. Agenda Preparation. The agenda for regular and special meetings of the Committee shall be prepared by the Committee Chair and the staff liaison. Items to be placed on the agenda may be proposed by the Chair, a Committee member, the staff liaison, Open Resolution 14-36 - Continued April 17, 2014 Space and Recreation Commission or at the request of the City Council. Residents, businesses, or other interested parties may contact individual Committee members or the staff liaison to request that an item be placed on the agenda for consideration. All agenda topics presented by the City Council will be placed on an appropriate agenda; requests from other parties will be placed on an appropriate future agenda at the discretion of the staff liaison. B. Approval of the Agenda. The agenda shall be approved at each meeting prior to discussion of any item on the agenda. At the time of agenda approval, items may be removed and the order of business may be modified by a majority vote of inembers present at the meeting. No items shall be added to the agenda unless deemed as urgent by the staff liaison. Prior to adjournment, members present may communicate items recommended for inclusion on future agendas. C. Record of Proceedings. All minutes and resolutions shall be in writing and shall be kept in accordance with City procedures, Minnesota Statute and Rules regarding preservation of public records and the Minnesota Data Privacy Act. Article VII: Attendance and Performance of Duties A. Attendance. Regular attendance at meetings is a requirement for continued membership. Committee members are expected to attend regular and special Committee meetings and assigned Subcommittee meetings. Committee attendance shall be in accordance with the adopted Guidelines for Advisory Commissions, Committees, Boards and Councils and as amended. B. Reporting. The Open Space and Recreation Commission will be informed if a Committee member does not meet attendance guidelines. Committee members not meeting attendance guidelines may be removed from the Committee by the Open Space and Recreation Commission. C. Performance of Duties. Committee members are expected to adequately prepare for meetings. Committee members unable to complete an assigned task should notify the Committee chair or Subcommittee chair as soon as possible. D. Orientation. Each Committee member shall be provided an orientation in accordance with the adopted Guidelines for Advisory Commissions, Committees, Boards and Councils and as amended. Article VIII: Commission Activities A. Annual Work Plan. The Committee may draft an annual work plan that details activities and projected timelines for the upcoming year. • The Chair may appoint Committee members to be primarily responsible for each work plan activity. • The Committee may establish Subcommittees to oversee work plan activities. The Subcommittees will be chaired by Committee members appointed by the Chair. Resolution 14-36 - Continued April 17, 2014 • The Committee's work plan will be submitted to the Open Space and Recreation Commission, typically during the third quarter of the calendar year. The Chair and/or Committee members will attend Council/Manager, Council meetings and Commission meetings as requested. • The Committee's work plan will be submitted and reviewed by the Open Space and Recreation Commission. B. Subcommittees. The Committee may create Subcommittees to plan and direct activities related to topics of interest to the Committee and to oversee work plan activities. • Subcommittees will be chaired by Committee members appointed by the Chair. • Subcommittees shall not consist of a majority or more of currently appointed Committee members. A majority of the Subcommittees must be present to conduct business, including the Subcommittees chair. • The Committee may consolidate or dissolve Subcommittees at any time. • The Subcommittees chair may appoint other Committee members and representatives from the broader community to the Subcommittees, provided that the Subcommittees at no time consists of a majority or more of currently appointed Committee members. • The Subcommittees chair shall report back to the Committee about its activities as an agenda item at regular Committee meetings. C. Annual Report to Open Space and Recreation Commission. The Committee shall submit an annual report to the Open Space and Recreation Commission summarizing the past year's activities. The report will highlight information the Committee feels appropriate to convey to the Commission. • The Chair and Vice-Chair will prepare the report for approval by the Committee. • Open Space and Recreation Commission will review and accept annual report and adopt in Commission official minutes. Article IX: Bv-Laws and Rules A. Amendments. Proposed amendments to these By-Laws may be forwarded to the Open Space and Recreation Commission for recommendation to the City Council for approval. Proposed Amendments must be moved forward by a majority of all voting members of the Committee. Committee members must be given one month's advance notice regarding proposed amendments prior to formal Committee action. Amendments to these procedures can only be considered at a regular meeting of the Committee. B. City Council Approval. These by-laws are subject to the City Council's approval and must comply with the Golden Valley City Code.