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HomeMy WebLinkAbout8.1 Parks & Comm Svc Bylaws~oFDU~~r~ CITY CLERK ~~1 File # ^©©^0 '^~ ~- ~~ sz ~J ~ ~C~// .c,~TT,.~~,~1~ AGENDA STATEMENT CITY COUNCIL MEETING DATE: September 1, 2009 SUBJECT: Proposed Amendments to the Bylaws and Rules of Procedure for the Parks and Community Services Commission, Heritage and Cultural Arts Commission, Senior Center Advisory Committee and Youth Advisory Committee Report by Diane Lowart, Parks & Community Services Director ATTACHMENTS: 1. Resolution Adopting Amended Bylaws and Rules of Procedure for the Parks and Community Services Commission and Rescinding Resolution 160-08 2. Resolution Adopting Amended Bylaws and Rules of Procedure for the Heritage and Cultural Arts Commission and Rescinding Resolution 161-08 3. Resolution Adopting Amended Bylaws and Rules of Procedure for the Senior Center Advisory Committee and Rescinding Resolution 162-08 4. Resolution Adopting Amended Bylaws and Rules of Procedure for the Youth Advisory Committee and Rescinding Resolution 159-08 RECOMMENDATION: Adopt the Resolutions in Attachments 1-4 Amending the Bylaws and Rules of Procedure for the Parks and Community Services ~, Commission, Heritage and Cultural Arts Commission, Senior Center ;~, ~~~ Advisory Committee and Youth Advisory Committee. T~ r, FINANCIAL STATEMENT: None DESCRIPTION: At the February 7, 2009 City Council/Commission Goals and Objectives Workshop, the City Council determined that it would be a good idea for each of the Commissions and Committees to review and validate their particular scope of responsibilities. COPY TO: Pcsaxcaciscac~Ac Page 1 of 5 ITEM NO. S~ I G:\COLTNCIL,\Agenda Statements\2009\9-1 Revisions to Bylaws.DOC ~ } At the June 16, 2009 meeting of the City Council, the City Council reviewed the proposed Planning Commission changes. The Planning Commission proposed, and the City Council concurred, that the position of Chair and Vice Chair be rotated every year. Further the Council directed Staff to include the same change in the other Commissions and Committees Bylaws. Over the past few months, the Parks and Community Services Commission, Heritage and Cultural Arts Commission, Senior Center Advisory Committee and Youth Advisory Committee have reviewed the scope and responsibility of each Commission/Committee as outlined in the respective Bylaws and Rules of Procedure. The proposed amendments recommended by each Commission/Committee are summarized below. Parks and Community Services Commission The Parks and Community Services Commission discussed their Bylaws and Rules of Procedure on May 18 and July 20, 2009 and the Commission proposes the following amendments: V. OFFICERS A. Election and Term of Office. The Commission shall elect a Chairperson and Vice Chairperson at the first meeting in ~~ January of each year or, if a quorum is not present, at the next meeting at which a quorum is present. The Chairperson and Vice Chairperson shall serve until their successors are elected, or until their terms as members of the Commission expire, whichever is first. The Commission shall. unless no As is shown in bold in the last sentence above, the Commission does not concur with the direction of the City Council that the position of Chair and Vice-Chair should be rotated every year. The Commission felt strongly that there is a benefit to the Commission in having a Chair serve for more than one year as the experience gained in the first year can be built upon in the second year. VII. GENERAL RESPONSIBILITIES OF THE COMMISSION A. The Commission shall consider and make recommendations as it deems necessary to the City Council and to City Staff in all matters pertaining to the operation and maintenance of an effective, efficient, and adequate program of parks, recreation and community services for the citizens of Dublin. Such recommendations would include, but are not limited to the following: recommendations for the development, improvement and/or modification of recreation and community services and facilities; future recreation and community service needs; conduct of persons using park and recreation facilities; rules for the use of park and recreation facilities by the public; and annual review of the Parks and Community Services Strategic Plan. B. The Commission shall also accept and consider recommendations from the Senior Center Advisory Committee, and the Youth Advisory Committee, and forward the recommendations to the City Council, as appropriate. Although not reviewed by the Parks and Community Services Commission, Staff proposes that, as a clean-up measure in the Bylaws, the language regarding the student member of the Commission be modified to allow youth who reside in Dublin but do not go to a Dublin Unified School District school to serve on the Commission. There have been occasions when the student representative was attending a private school and not a student from the Dublin Unified School District. Page 2 of 5 II. COMMISSION COMPOSITIONAND METHOD OFAPPOINTMENT A. The Parks and Community Services Commission shall be composed of six (6) members, one of whom is a high school student residing in the Citv of Dublin. Attachment 1 is a Resolution Adopting the Amended Bylaws and Rules of Procedure for the Commission; the Bylaws are Exhibit A to the Resolution. Heritage and Cultural Arts Commission The Heritage and Cultural Arts Commission discussed the Bylaws and Rules of Procedure on June 11 and July 9, 2009 and proposes the following amendments: V . OFFICERS A. Election and Term of Office. The Chairperson and Vice Chairperson are elected by the majority of the Commission fora 1-year term and hold office until their successors are elected, or until their terms as members of the Commission expire. The officers are elected at the first meeting of the Commission in ~~ January of each year. Elections, whether regular or to fill vacancies shall be held only if a simple majority of the Commission members are present. The Commission shall. unless no Commissioners meet the criteria, elect Commissioners to the positions that have not previously served in the position and that have not declined the appointment. with the intent that no one should serve in the position for two consecutive years. The Heritage & Cultural Arts Commission did concur with the direction of the City Council that the position of Chair and Vice-Chair should be rotated every year. VII. GENERAL RESPONSIBILITIES OF THE COMMISSION A. The Commission shall consider and make recommendations, as it deems necessary to the City Council in all matters pertaining to: 1. The restoration, maintenance and operation of the Heritage Center. Such recommendations would include, but are not limited to the following: recommendations for the development, improvement and/or modification of Heritage Center facilities or programs; recommendations for policies on heritage preservation, artifact acquisition, conduct of persons using the Heritage Center facilities; and rules for the use of the Heritage Center by the public. 2. The promotion and support of the arts within the community. Such recommendations would include, but are not limited to the following: recommendations on art in public places including City facilities and new developments within the City; exhibits at the Civic Center, Heritage Center and Public Art Venue; and recommendations for policies on art, cultural activities and facilities. Attachment 2 is a Resolution Adopting the Amended Bylaws and Rules of Procedure for the Commission; the Bylaws are Exhibit A to the Resolution. Senior Center Advisory Committee The Senior Center Advisory Committee discussed the Bylaws and Rules of Procedure on June 11 and July 2, 2009 and proposes the following amendments: Page 3 of 5 II. COMMITTEE COMPOSITIONAND METHOD OFAPPOINTMENT C. One member of the Parks and Community Services Commission shall serve as a nen- -~°*~~~- ~--°m'~er-e€ liaison to the Advisory Committee. V . OFFICERS A. Election and Term of Office. The Chairperson and Vice Chairperson are elected by the majority of the Advisory Committee fora 1-year term and hold office until their successors are elected, or until their terms as members of the Advisory Committee expire. The officers are elected at the first meeting of the Advisory Committee in ~~ January of each year. Elections, whether regular or to fill vacancies shall be held only if a majority of the Advisory Committee members are present. The Advisory Committee shall, unless no Committee Members meet the criteria. elect Committee Members to the positions that have not previously served in the position and that have not declined the appointment, with the intent that no one should serve in the position for no more than two consecutive years. As is shown in bold in the last sentence above, the Committee, like the Parks and Community Services Commission, does not concur with the direction of the City Council that the position of Chair and Vice- Chair should be rotated every year. The Committee felt strongly that there is a benefit to the Committee in having a Chair serve for more than one year as the experience gained in the first year can be built upon in the second year. C. Duties of Officers. The Chairman performs the following duties: 1. Presides at all meetings of the Advisory Committee. 2. Appoints sub-committees and chairpersons of sub-committees as necessary. 3. Signs correspondence on behalf of the Advisory Committee. 4. Represents the Advisory Committee before the Parks and ~ Community Services Commission and City Council, or designates a representative. 5. Performs other duties as necessary or customary to the office. Attachment 3 is a Resolution Adopting the Amended Bylaws and Rules of Procedure for the Committee; the Bylaws are Exhibit A to the Resolution. Youth Advisory Committee The Youth Advisory Committee discussed the Bylaws and rules of Procedure on June 24, 2009 and proposes the following amendments: V. OFFICERS A. Election and Term of Office. The Chairperson and Vice Chairperson are elected by the majority of the Youth Advisory Committee for cone-year term and hold office until their successors are elected, or until their terms as Members of the Advisory Committee expire. The officers are elected each year at the ~be~ June meeting of the Advisory Committee. Elections, whether regular or to fill vacancies shall be held only if a simple majority of the Advisory Committee Members are present. The Advisory Committee shall. unless no Committee Members meet the criteria elect Committee Members to the positions that have not previously served in the position and that have not declined the a pointment. with the intent that no one should serve in the position for two consecutive Page 4 of 5 Attachment 4 is a Resolution Adopting the Amended Bylaws and Rules of Procedure for the Committee; the Bylaws are Exhibit A to the Resolution. RECOMMENDATION: Staff recommends that the City Council adopt the Resolutions in Attachments 1-4 Amending the Bylaws and Rules of Procedure for the Parks and Community Services Commission, Heritage and Cultural Arts Commission, Senior Center Advisory Committee and Youth Advisory Committee. Page 5 of 5 i~ i~ RESOLUTION NO. - 2009 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ADOPTING AMENDED BYLAWS AND RULES OF PROCEDURE FOR THE PARKS AND COMMUNITY SERVICES COMMISSION AND RESCINDING RESOLUTION NO. 160-08 WHEREAS, Resolution No. 57-83 was adopted by the City Council on October 10, 1983 which created a Parks and Recreation Commission and adopted Bylaws and Rules of Procedure for said Commission; and WHEREAS, the Bylaws and Rules of Procedure were amended by Resolution No.'s 137-88, 135- 90, 129-92, 137-92, 93-94, 130-98, 178-02, 218-02 and 160-08; and WHEREAS, it is necessary to periodically review the Bylaws and Rules of Procedure to insure that they are still reflective of the Commission's charge; and WHEREAS, the Parks and Community Services Commission has reviewed the Bylaws and Rules of Procedure and recommends changes to Section II, V and VII; NOW, THEREFORE, BE IT RESOLVED that the City Council hereby adopts the amended Bylaws and Rules of Procedure for the Parks and Community Services Commission as contained in Exhibit A, attached hereto. BE IT FURTHER RESOLVED that the provisions contained in Resolution No. 160-08 are hereby rescinded. PASSED, APPROVED AND ADOPTED this 1st day of September, 2009. AYES: NOES: ABSENT: ABSTAIN: ATTEST: Caroline Soto, City Clerk Tim Sbranti, Mayor I~r~~~~~ ~I~E~~ ATTACHMENT 1 ~ ~ ~~ CITY OF D UBLIN PARKS AND COMMUNITY SERVICES COMMISSION BYLAWSAND RULES OF PROCEDURE I. GENERAL PROVISIONS A. These Rules of Procedure shall be known as the Bylaws and Rules of Procedure of the Parks and Community Services Commission of the City of Dublin. A copy of these Rules and amendments thereto, shall be filed in the offices of the City Clerk for examination by the public. B. These Rules and any amendments hereto shall be effective on the date of the adoption hereof, and shall govern the meetings and activities of the Commission. II. COMMISSION COMPOSITIONAND METHOD OFAPPOINTMENT A. The Parks and Community Services Commission shall be composed of six (6) members, one of whom is a high school student residing in the City of Dublin. B. The Mayor shall make all appointments to the Commission, with the approval of the City Council. C. Commission members may resign at any time by giving written notice to the Mayor and City Clerk. III. TERM OF OFFICE AND REMOVAL A. Commission members shall be appointed for terms which run four (4) years beginning in December of even numbered election years and ending in December of an even numbered election year. At the end of a Commissioner member's term, the Commission member may be reappointed to the Commission in the same manner as the initial appointment. Commission members shall be eligible to serve a maximum of eight (8) years with two (2) 4-year terms. B. The term of the student member shall be for one (1) year, commencing July 1st and terminating on the following June 30th. C. Any member of the Commission may be removed from office by the Mayor, with the approval of a majority of the City Council. Removal and appointment of Commissioners shall be made only at a regularly scheduled meeting of the City Council. D. Commission members must attend 75% of all regular and special meetings in a 12 month period. The Secretary to the Commission shall provide the Mayor with monthly attendance reports and a quarterly overview of attendance by Commission members. The Secretary to the Commission shall notify the Mayor if a Commission member is absent from three consecutive meetings. The Commission member shall also be notified that they may be removed from the Commission. E. If a Commission member ceases to reside in the City of Dublin, said Commissioner's office shall be declared vacant. Bylaws and Rules of Procedure Parks and Community Services Commission Page 1 of 3 September 1, 2009 EXHIBIT n ~ ~ i~ IV. VACANCIES A. Vacancies on the Commission occurring other than by expiration of term shall be filled for the unexpired portion of the term in the same manner as the original appointment. V . OFFICERS A. Election and Term of Office. The Commission shall elect a Chairperson and Vice Chairperson at the first meeting in January of each year or, if a quorum is not present, at the next meeting at which a quorum is present. The Chairperson and Vice Chairperson shall serve until their successors are elected, or until their terms as members of the Commission expire, whichever is first. The Commission shall, unless no Commissioners meet the criteria, elect Commissioners to the positions that have not previously served in the position and that have not declined the appointment, with the intent that no one should serve in the position for no more than two consecutive years. The secretary to the Commission will be the City Manager or his/her designee. B. Vacancies. In case of any vacancy in the Office of Chairperson or Vice Chairperson, the vacancy shall be filled by an election held at the first regular meeting after the occurrence of such vacancy. The person so elected shall serve the balance of the term. C. Duties of Officers. The Chairman performs the following duties: 1. Presides at all meetings of the Commission. 2. Appoints committee and chairpersons of committees as necessary. 3. Signs correspondence on behalf of the Commission. 4. Represents the Commission before the City Council. 5. Performs other duties necessary or customary to the office. In the event of the absence of the Chairperson or his/her inability to act, the Vice Chairperson presides in place of the Chairperson. In the event of the absence of or the inability to act of both the Chairperson and the Vice Chairperson, the remaining members shall elect one of their members to act as temporary Chairperson. D. The Committees. The Commission or the Chairperson, upon direction of the Commission, may appoint several of its members, but fewer than a quorum, to serve as a Committee. On certain occasions, such as when a particular kind of expertise or public representation is desirable, the Commission may appoint non-members to the Committee. Committee's make recommendations directly to the Commission. A Committee may not represent the Commission before the Council or other bodies unless it has first received the authorization of the Commission to do so. VI. MEETINGS A. The Commission shall hold regular meetings at least once per month at a designated time and place which shall be fixed and determined by the Commission and entered upon its minutes. All meetings of the Commission shall be open to the public. Special meetings of the Commission may be called by a majority of the members thereof, or by the Chairperson thereof. Notice of any such special meeting shall be given as required by law. B. A majority of the voting members of the Commission shall constitute a quorum for the purpose of transacting business. The secretary shall keep minutes of all regular and special meetings of Bylaws and Rules of Procedure Page 2 of 3 Parks and Community Services Commission September 1, 2009 ~°fi~ the Commission, and these shall be sent to all members and administrative officers in advance of the meeting in which they are to be approved. VII. GENERAL RESPONSIBILITIES OF THE COMMISSION A. The Commission shall consider and make recommendations as it deems necessary to the City Council and to City Staff in all matters pertaining to the operation and maintenance of an effective, efficient, and adequate program of parks, recreation and community services for the citizens of Dublin. Such recommendations would include, but are not limited to the following: recommendations for the development, improvement and/or modification of recreation and community services and facilities; future recreation and community service needs; conduct of persons using park and recreation facilities; rules for the use of park and recreation facilities by the public; and annual review of the Parks and Community Services Strategic Plan. B. The Commission shall also accept and consider recommendations from the Senior Center Advisory Committee and the Youth Advisory Committee, and forward the recommendations to the City Council, as appropriate. VIII. DUTIES OF COMMISSION TO BE ADVISORY ONLY A. It is intended that the Commission shall be an advisory body to the City Council. Nothing herein contained shall be construed as a limitation on the power of the City Council or the Administrative Staff of the City or any other agency in their supervision, or authority over property or personnel which are under their respective jurisdictions. IX. STAFF ASSISTANCE A. The City Manager shall provide the Commission with such information and Staff assistance as the Commission may, from time to time request, subject to the limitations imposed by the City Council. X. AMENDMENTS A. These Bylaws and Rules of Procedure may be amended in the same manner as originally adopted. Bylaws and Rules of Procedure Page 3 of 3 Parks and Community Services Commission September 1, 2009 5 ~ ie RESOLUTION NO. - 2009 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ADOPTING AMENDED BYLAWS AND RULES OF PROCEDURE FOR THE HERITAGE AND CULTURAL ARTS COMMISSION AND RESCINDING RESOLUTION NO. 161-08 WHEREAS, Resolution No. 132-99 was adopted by the City Council on July 6, 1999 which created a Heritage and Cultural Arts Commission and adopted Bylaws and Rules of Procedure for said Commission; and WHEREAS, the Bylaws and Rules of Procedure were amended by Resolution No. 219-02 and Resolution No. 161-08; and WHEREAS, it is necessary to periodically review the Bylaws and Rules of Procedure to insure that they are still reflective of the Commission's charge; and WHEREAS, the Heritage and Cultural Arts Commission has reviewed the Bylaws and Rules of Procedure and recommends changes to Section V and VII; NOW, THEREFORE, BE IT RESOLVED that the City Council hereby adopts the amended Bylaws and Rules of Procedure for the Heritage and Cultural Arts Commission as contained in Exhibit A, attached hereto. BE IT FURTHER RESOLVED that the provisions contained in Resolution No. 161-08 are hereby rescinded. PASSED, APPROVED AND ADOPTED this 1st day of September, 2009. AYES: NOES: ABSENT: ABSTAIN: ATTEST: Tim Sbranti, Mayor Caroline Soto, City Clerk ATTACHMENT 2 ~ ~ i~ CITY OF D LIBLIN HERITAGE AND CULTURAL ARTS COMMISSION BYLAWSAND RULES OF PROCEDURE I. GENERAL PROVISIONS A. These Rules of Procedure shall be known as the Bylaws and Rules of Procedure of the Heritage and Cultural Arts Commission of the City of Dublin. A copy of these Rules and amendments thereto, shall be filed in the offices of the City Clerk for examination by the public. B. These Rules and any amendments hereto shall be effective on the date of the adoption hereof, and shall govern the meetings and activities of the Commission. II. COMMISSION COMPOSITIONAND METHOD OFAPPOINTMENT A. The Heritage and Cultural Arts Commission shall be composed of seven (7) members. B. The Mayor shall make all appointments to the Commission, with the approval of the City Council. When making appointments to the Commission, consideration shall be given to members of the Dublin Fine Arts Foundation and Dublin Historical Preservation Association (or similar groups) and to persons who are specifically qualified by reason of training, experience, interest or involvement in arts and/or heritage, particularly as related to artistic and cultural activities in the City. C. All members shall be residents of the City and shall be committed to furthering public art, and historical and cultural life in the community. D. Commission members may resign at any time by giving written notice to the Mayor and City Clerk. III. TERM OF OFFICE AND REMOVAL A. Commission members shall be appointed for terms which run four (4) years beginning in December of even numbered years and ending in December of an even numbered year. At the end of a Commissioner member's term, the Commission member may be reappointed to the Commission in the same manner as the initial appointment. Commission members shall be eligible to serve a maximum of eight (8) years with two (2) 4-year terms. B. Any member of the Commission may be removed from office by the Mayor, with the approval of a majority of the City Council. Removal and appointment of Commissioners shall be made only at a regularly scheduled meeting of the City Council. C. Commission members must attend 75% of all regular and special meetings in a 12 month period. The Secretary to the Commission shall provide the Mayor with monthly attendance reports and a quarterly overview of attendance by Commission members. The Secretary to the Commission shall notify the Mayor if a Commission member is absent from three consecutive meetings. The Commission member shall also be notified that they may be removed from the Commission. D. If a Commission member ceases to reside in the City of Dublin, said Commissioner's office shall be declared vacant. Bylaws and Rules of Procedure Page 1 of 3 Heritage and Cultural Arts Commission EXHIBIT A September 1, 2009 ~ ~ i~ IV. VACANCIES A. Vacancies on the Commission occurring other than by expiration of term shall be filled for the unexpired portion of the term in the same manner as the original appointment. V . OFFICERS A. Election and Term of Office. The Chairperson and Vice Chairperson are elected by the majority of the Commission fora 1-year term and hold office until their successors are elected, or until their terms as members of the Commission expire. The officers are elected at the first meeting of the Commission in January of each year. Elections, whether regular or to fill vacancies shall be held only if a simple majority of the Commission members are present. The Commission shall, unless no Commissioners meet the criteria, elect Commissioners to the positions that have not previously served in the position and that have not declined the appointment, with the intent that no on should serve in the position for two consecutive years. The secretary to the Commission will be the City Manager or his/her designee. B. Vacancies. In case of any vacancy in the Office of Chairperson or Vice Chairperson, the vacancy shall be filled by an election held at the first regular meeting after the occurrence of such vacancy. The person so elected shall serve the balance of the term. C. Duties of Officers. The Chairman performs the following duties: 1. Presides at all meetings of the Commission. 2. Appoints committee and chairpersons of committees as necessary. 3. Signs correspondence on behalf of the Commission. 4. Represents the Commission before the City Council. 5. Performs other duties necessary or customary to the office. In the event of the absence of the Chairperson or his/her inability to act, the Vice-Chairperson presides in place of the Chairperson. In the event of the absence of or the inability to act of both the Chairperson and the Vice-Chairperson, the remaining members shall elect one of their members to act as temporary Chairperson. D. The Committees. The Commission or the Chairperson, upon direction of the Commission, may appoint several of its members, but less than a quorum, to serve as a Committee. On certain occasions, such as when a particular kind of expertise or public representation is desirable, the Commission may appoint non-members to the Committee. Committees make recommendations directly to the Commission. A Committee may not represent the Commission before the Council or other bodies unless it has first received the authorization of the Commission to do so. VI. MEETINGS A. The Commission shall hold regular meetings at least once per month at a designated time and place, which shall be fixed and determined by the Commission and entered upon its minutes. All meetings of the Commission shall be open to the public. Special meetings of the Commission may be called by a majority of the members thereof, or by the Chairperson thereof. Notice of any such special meeting shall be given as required by law. B. A majority of the voting members of the Commission shall constitute a quorum for the purpose of transacting business. The secretary shall keep minutes of all regular and special meetings of Bylaws and Rules of Procedure Page 2 of 3 Heritage and Cultural Arts Commission September 1, 2009 ~ ~ Ib the Commission, and these shall be sent to all members and administrative officers in advance of the meeting in which they are to be approved. VII. GENERAL RESPONSIBILITIES OF THE COMMISSION A. The Commission shall consider and make recommendations, as it deems necessary to the City Council in all matters pertaining to: The restoration, maintenance and operation of the Heritage Center. Such recommendations would include, but are not limited to the following: recommendations for the development, improvement and/or modification of Heritage Center facilities or programs; recommendations for policies on heritage preservation, artifact acquisition, conduct of persons using the Heritage Center facilities; and rules for the use of the Heritage Center by the public. 2. The promotion and support of the arts within the community. Such recommendations would include, but are not limited to the following: recommendations on art in public places including City facilities and new developments within the City; exhibits at the Civic Center, Heritage Center and Public Art Venue; and recommendations for policies on art, cultural activities and facilities. VIII. DUTIES OF COMMISSION TO BE ADVISORY ONLY A. The Commission shall be an advisory body to the City Council. Nothing herein contained shall be construed as a limitation on the power of the City Council or the Administrative Staff of the City or any other agency in their supervision, or authority over property or personnel which are under their respective jurisdictions. IX. STAFF ASSISTANCE A. The City Manager shall provide the Commission with such information and Staff assistance as the Commission may, from time to time request, subject to the limitations imposed by the City Council. X. AMENDMENTS A. These Bylaws and Rules of Procedure may be amended in the same manner as originally adopted. Bylaws and Rules of Procedure Page 3 of 3 Heritage and Cultural Arts Commission September 1, 2009 ~ ~ ~~ RESOLUTION NO. - 2009 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ADOPTING AMENDED BYLAWS AND RULES OF PROCEDURE FOR THE SENIOR CENTER ADVISORY COMMITTEE AND RESCINDING RESOLUTION NO. 162-08 WHEREAS, Resolution No. 48-92 was adopted by the City Council on Apri127, 1992 which created a Senior Center Advisory Committee and adopted Bylaws and Rules of Procedure for said Commission; and WHEREAS, the Bylaws and Rules of Procedure were amended by Resolution No.'s 130-92, 138- 92, 213-03 and 162-08; and WHEREAS, it is necessary to periodically review the Bylaws and Rules of Procedure to insure that they are still reflective of the Committee's charge; and WHEREAS, the Senior Center Advisory Committee has reviewed the Bylaws and Rules of Procedure and recommends changes to Section II and V; NOW, THEREFORE, BE IT RESOLVED that the City Council hereby adopts the amended Bylaws and Rules of Procedure for the Senior Center Advisory Committee contained in Exhibit A, attached hereto. BE IT FURTHER RESOLVED that the provisions contained in Resolution No. 162-08 are hereby rescinded. PASSED, APPROVED AND ADOPTED this 1st day of September, 2009. AYES: NOES: ABSENT: ABSTAIN: ATTEST: Tim Sbranti, Mayor Caroline Soto, City Clerk ATTACHMENT 3 io ~ ~b CITY OF D UBLIN SENIOR CENTER ADVISORY COMMITTEE B YLA WS AND R ULES OF PROCED URE I. GENERAL PROVISIONS A. These Rules of Procedure shall be known as the Bylaws and Rules of Procedure of the Dublin Senior Advisory Committee of the City of Dublin. A copy of these Rules and amendments thereto, shall be filed in the offices of the City Clerk for examination by the public. B. These Rules and any amendments hereto shall be effective on the date of the adoption hereof, and shall govern the meetings and activities of the Advisory Committee. II. COMMITTEE COMPOSITION AND METHOD OF APPOINTMENT A. The Advisory Committee shall be composed of five members. The Mayor shall make all appointments to the Committee, with the approval of the City Council. B. Committee members may resign at any time by giving written notice to the Mayor, City Clerk, and Senior Center Staff. C. One member of the Parks and Community Services Commission shall serve as a liaison to the Advisory Committee. III. TERM OF OFFICE AND REMOVAL A. Committee members shall be appointed for terms which run four (4) years beginning in December of even numbered election years and ending in December of even numbered election years. At the end of a Committee member's term, the Committee member may be reappointed to the Committee in the same manner as the initial appointment. Committee Members shall be eligible to serve a maximum of eight (8) years with two (2) four-year terms. B. Any member of the Advisory Committee may be removed from office by the Mayor, with the approval of a majority of the City Council. Removal and appointment of Senior Center Advisory Committee Members shall be made only at a regularly scheduled meeting of the City Council. C. Members must attend 75% of all regular and special meetings in a 12-month period. The Secretary to the Advisory Committee shall provide the Mayor with monthly attendance reports and a quarterly overview of attendance by Committee Members. The Secretary to the Advisory Committee shall notify the Mayor if a Committee Member is absent from three (3) consecutive meetings. The Committee Member shall also be notified that they may be removed from the Advisory Committee. D. If a Committee member ceases to reside in the City of Dublin, said Committee member's office shall be declared vacant. Bylaws and Rules of Procedure Page 1 of 3 Senior Center Advisory Committee September 1, 2009 EXHIBIT A ~i~~~ IV. VACANCIES A. Vacancies on the Advisory Committee occurring other than by expiration of term shall be filled for the unexpired portion of the term in the same manner as the original appointment. V. OFFICERS A. Election and Term of Office. The Chairperson and Vice Chairperson are elected by the majority of the Advisory Committee fora 1-year term and hold office until their successors are elected, or until their terms as members of the Advisory Committee expire. The officers are elected at the first meeting of the Advisory Committee in January of each year. Elections, whether regular or to fill vacancies shall be held only if a majority of the Advisory Committee members are present. The Advisory Committee shall, unless no Committee Members meet the criteria, elect Committee Members to the positions that have not previously served in the position and that have not declined the appointment, with the intent that no one should serve in the position for no more than two consecutive years. The secretary to the Advisory Committee will be the City Manager or his/her designate. B. Vacancies. In case of any vacancy in the office of Chairperson or Vice Chairperson, the vacancy shall be filled by an election held at the first regular meeting after the occurrence of such vacancy. The person so elected shall serve the balance of the term. C. Duties of Officers. The Chairman performs the following duties: 1. Presides at all meetings of the Advisory Committee. 2. Appoints sub-committees and chairpersons ofsub-committees as necessary. 3. Signs correspondence on behalf of the Advisory Committee. 4. Represents the Advisory Committee before the Parks and Community Services Commission and City Council, or designates a representative. 5. Performs other duties as necessary or customary to the office. In the event of the absence of the Chairperson or his/her inability to act, the Vice Chairperson presides in place of the Chairperson. In the event of the absence of or the inability to act of both the Chairperson and the Vice Chairperson, the remaining members shall elect one of their members to act as temporary Chairperson. D. The Sub-Committees. The Advisory Committee or the Chairperson, upon direction of the Advisory Committee, may appoint several of its members, but fewer than a quorum, to serve as a Sub-Committee. On certain occasions, such as when a particular kind of expertise or public representation is desirable, the Advisory Committee may appoint non-members to the Sub- committee. Sub-Committee's make recommendations directly to the Advisory Committee. A Sub-Committee may not represent the Advisory Committee before the Parks and Community Services Commission and the City Council or other bodies unless it has first received the authorization of the Advisory Committee to do so. Bylaws and Rules of Procedure Page 2 of 3 Senior Center Advisory Committee September I, 2009 N~ ~ r~ VI. MEETINGS A. The Advisory Committee shall hold regular meetings at least once per month at a designated time and place, which shall be fixed and determined by the Advisory Committee and entered upon its minutes. All meetings of the Advisory Committee shall be open to the public. Special meetings of the Advisory Committee may be called by a majority of the members thereof, or by the Chairperson thereof. Notice of any such special meeting shall be given as required by law. B. A majority of the voting members of the Advisory Committee shall constitute a quorum for the purpose of transacting business. The secretary shall keep minutes of all regular and special meetings of the Advisory Committee, and these shall be sent to all members and administrative officers in advance of the meeting in which they are to be approved. VII. GENERAL RESPONSIBILITIES OF THE COMMITTEE A. The Advisory Committee shall consider and make recommendations, as it deems necessary to the Parks and Community Services Commission, City Council, and to City Staff in all matters pertaining to the operation and maintenance of an effective, efficient, and adequate Senior Center for the citizens of Dublin. Such recommendations would include, but are not limited to the following: recommendations for the development, improvement and/or modification of senior services and facilities; future senior needs; conduct of persons using the Senior Center; and rules for the use of the Senior Center by the public. VIII. DUTIES OF COMMITTEE TO BE ADVISORY ONL Y A. It is intended that the Advisory Committee shall be an advisory body to the Parks and Community Services Commission and City Council. Nothing herein contained shall be construed as a limitation on the power of the City Council or the Administrative Staff of the City or any other agency in their supervision, or authority over property or personnel which are under their respective jurisdictions. IX. STAFF ASSISTANCE A. The City Manager shall provide the Advisory Committee with such information and Staff assistance as the Advisory Committee may, from time to time request, subject to the limitations imposed by the City Council. X. AMENDMENTS A. These Bylaws and Rules of Procedure may be amended in the same manner as originally adopted. Bylaws and Rules of Procedure Page 3 of 3 Senior Center Advisory Committee September 1, 2009 i3 ~ i~ RESOLUTION NO. - 09 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ADbPTING AMENDED BYLAWS AND RULES OF PROCEDURE FOR THE YOUTH ADVISORY COMMITTEE AND RESCINDING RESOLUTION NO. 159-08 WHEREAS, the Youth Advisory Committee was approved by the City Council on October 21, 1997; and WHEREAS, Resolution 7-98 establishing Bylaws and Rules of Procedure for said Committee was adopted by the City Council on January 6, 1998; and WHEREAS, the Bylaws and Rules of Procedure were amended by Resolution No. 77-00 and Resolution No.159-08; and WHEREAS, it is necessary to periodically review the Bylaws and Rules of Procedure to insure that they are still reflective of the Committee's charge; and WHEREAS, the Youth Advisory Committee has reviewed the Bylaws and Rules of Procedure and recommends changes to Section V; NOW, THEREFORE, BE IT RESOLVED that the City Council hereby adopts the amended Bylaws and Rules of Procedure for the Youth Advisory Committee contained in Exhibit A, attached hereto. BE IT FURTHER RESOLVED that the provisions contained in Resolution No. 159-08 are hereby rescinded. PASSED, APPROVED AND ADOPTED this 1st day of September 2009. AYES: NOES: ABSENT: ABSTAIN: ATTEST: Caroline Soto, City Clerk Tim Sbranti, Mayor ATTACHMENT 4 -~I ~ i~ CITY OF D UBLIN YOUTH ADVISORY COMMITTEE BYLAWS AND RULES OF PROCEDURE GENERAL PROVISIONS A. These Rules of Procedure shall be known as the Bylaws and Rules of Procedure of the Youth Advisory Committee of the City of Dublin. A copy of these Rules and amendments thereto, shall be filed in the offices of the City Clerk for examination by the public. B. These Rules and any amendments hereto shall be effective on the date of the adoption hereof, and shall govern the meetings and activities of the Advisory Committee. II. COMMITTEE COMPOSITIONAND METHOD OFAPPOINTMENT A. The Youth Advisory Committee shall be composed of a minimum of nine (9) and a maximum of thirteen (13) youth members and three (3) alternates. At least three (3) of the Committee Members must be from Middle School and six (6) from High School. Additionally, there shall be four (4) non-voting adult members representing Dublin Police Services, Dublin Unified School District, Dublin Chamber of Commerce, and At-Large Community. The Mayor, with the approval of the City Council, shall appoint the youth members, the one at- large adult member and the two alternates to the Advisory Committee. The remaining three adult members shall be appointed by their representing agency/body. In the event that there are insufficient applications to meet the Middle School-High School ratio, the Mayor may make appointments from any of the grade levels. B. Committee Members may resign at any time by giving written notice to the Mayor, City Clerk, and Parks and Community Services Director or his/her designate. C. One member of the Parks and Community Services Commission shall serve as anon-voting member of the Advisory Committee. III. TERM OF OFFICE AND REMOVAL A. Youth Advisory Committee Members shall serve a one (1) year term, commencing June 1 and terminating on the following May 31 (or until their successors are appointed). During the months of June through August meetings will be held as necessary. At the end of a Committee Member's term, the Committee Member may be reappointed to the Advisory Committee in the same manner as the initial appointment. There shall be no limit to the number of terms a Committee Member may serve. B. Advisory Committee Members may be removed from office by the Mayor, with the approval of a majority of the City Council. Removal and appointment of Committee Members shall be made only at a regularly scheduled meeting of the City Council. C. If a member of the Advisory Committee is absent from two (2) consecutive meetings or three (3) meetings during the term without permission from said Advisory Committee, or if a Committee Member ceases to reside in the City of Dublin or, in the case of youth members, ceases to be enrolled in school, said Committee Member's office shall be declared vacant. Additionally, if a Committee Member is late by more than 20 minutes to two meetings without permission from said Advisory Committee, this shall constitute one absence. Bylaws and Rules of Procedure Youth Advisory Committee Page 1 of 3 September 1, 2009 EXHIBIT A i5 ~ i~ IV. VACANCIES A. Vacancies on the Youth Advisory Committee occurring other than by expiration of term shall be filled for the unexpired portion of the term by the alternates. In the event that there are more than two vacancies on the Advisory Committee, vacancies shall be filled in the same manner as the original appointment. V . OFFICERS A. Election and Term of Office. The Chairperson and Vice Chairperson are elected by the majority of the Youth Advisory Committee for aone-year term and hold office until their successors are elected, or until their terms as Members of the Advisory Committee expire. The officers are elected each year at the June meeting of the Advisory Committee. Elections, whether regular or to fill vacancies shall be held only if a simple majority of the Advisory Committee Members are present. The Advisory Committee shall, unless no Committee Members meet the criteria, elect Committee Members to the positions that have not previously served in the position and that have not declined the appointment, with the intent that no one should serve in the position for two consecutive years. The secretary to the Advisory Committee will be the City Manager or his/her designate. B. Vacancies. In case of any vacancy in the Office of Chairperson or Vice Chairperson, the vacancy shall be filled by an election held at the first regular meeting after the occurrence of such vacancy. The person so elected shall serve the balance of the term. C. Duties of Officers. The Chairperson performs the following duties: 1. Presides at all meetings of the Advisory Committee. 2. Appoints subcommittees and chairpersons of subcommittees as necessary. 3. Signs correspondence on behalf of the Advisory Committee. 4. Represents the Advisory Committee before the Parks and Community Services Commission and City Council. 5. Performs other duties necessary or customary to the office. In the event of the absence of the Chairperson or his/her inability to act, the Vice Chairperson presides in place of the Chairperson. In the event of the absence of or the inability to act of both the Chairperson and the Vice Chairperson, the remaining Members shall elect one of their Members to act as temporary Chairperson. VI. SUBCOMMITTEES A. The Advisory Committee or the Chairperson, upon direction of the Advisory Committee, may appoint several of its Members, but fewer than a quorum, to serve as a Subcommittee. The Advisory Committee may appoint non-committee members to the Subcommittee in an effort to obtain additional public involvement as needed. Subcommittees make recommendations directly to the Advisory Committee. A Subcommittee may not represent the Advisory Committee before the Commission or Council or other bodies unless it has first received the authorization of the Advisory Committee to do so. VII. MEETINGS A. The Youth Advisory Committee shall hold regular meetings at least once per month at a designated time and place which shall be fixed and determined by the Advisory Committee and entered upon its minutes. All meetings of the Advisory Committee shall be open to the public. Bylaws and Rules of Procedure Page 2 of 3 Youth Advisory Committee September 1, 2009 i~~i~ Special meetings of the Advisory Committee may be called by a majority of the members thereof, or by the Chairperson thereof. Notice of any such special meeting shall be given as required by law. B. A majority of the voting members of the Advisory Committee shall constitute a quorum for the purpose of transacting business. The secretary shall keep minutes of all regular and special meetings of the Advisory Committee, and these shall be sent to all members and administrative officers in advance of the meeting in which they are to be approved. VIII. GENERAL RESPONSIBILITIES OF THE COMMITTEE A. Provide input on youth services and programming to the Parks and Community Services Commission, City Council and to City Staff. B. Address issues that affect youth in the community. C. Assist with the promotion and implementation of youth activities. D. Generate an annual report on the progress of the Youth Advisory Committee. Additionally, Committee Members are expected to attend all regular meetings and subcommittee meetings as assigned; attend the activities planned and sponsored by the Advisory Committee; and promote youth activities and provide support for successful implementation of youth activities and programs. IX. DUTIES OF COMMITTEE TO BE ADVISORY ONL Y A. It is intended that the Youth Advisory Committee shall be an advisory body to the Parks and Community Services Commission and City Council. Nothing herein contained shall be construed as a limitation on the power of the City Council or the Administrative Staff of the City or any other agency in their supervision, or authority over property or personnel which are under their respective jurisdictions. X . STAFF ASSISTANCE A. The City Manager shall provide the Youth Advisory Committee with such information and Staff assistance as the Advisory Committee may, from time to time request, subject to the limitations imposed by the City Council. XI. AMENDMENTS A. These Bylaws and Rules of Procedure may be amended in the same manner as originally adopted. Bylaws and Rules of Procedure Page 3 of 3 Youth Advisory Committee September 1, 2009