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16-1136 Adopting Updated MYAC BylawsCITY OF MERIDIAN RESOLUTION NO. 1 6 a 11 BY THE CITY COUNCIL: BIRD, BORTON, CAVENER, LITTLE ROBERTS, MILAM, PALMER A RESOLUTION ADOPTING THE UPDATED BYLAWS OF THE MAYOR'S YOUTH ADVISORY COUNCIL; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, at its meeting on April 25, 2016, the Mayor's Youth Advisory Council voted unanimously to recommend to City Council that it approve the `Bylaws of Mayor's Youth Advisory Council of the City of Meridian, Idaho, as Amended on April 25, 2016," attached hereto as Exhibit A; WHEREAS, the City Council of the City of Meridian deems the approval of such bylaws to be in the best interest of MYAC, in that they provide a framework for efficient operation of that organization; NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN, IDAHO: Section 1. That the City Council of the City of Meridian hereby approves the Bylaws of Mayor's Youth Advisory Council of the City of Meridian, Idaho, as Amended on April 25, 2016, attached hereto as Exhibit A. Section 2. That this Resolution shall be in full force and effect immediately upon its adoption and approval. ADOPTED by the City Council of the City of Meridian, Idaho, on May 3, 2016. APPROVED by the Mayor of the City of Meridian, Idaho, on May 3, 2016. APPROVED: y de Weerd ATTEST: Cita ur _ E rDIAN IDAHO By: m SEAL Jacy Jones, City­CTe RESOLUTION ADOPTING UPDATED MYAC BYLAWS Page 1 of 6 EXHIBIT A BYLAWS OF THE MAYOR'S YOUTH ADVISORY COUNCIL OF THE CITY OF MERIDIAN, IDAHO As Amended on April 25, 2016 WHEREAS, the youth of the City of Meridian, Idaho (hereinafter "the City") constitute a resource of ideas, knowledge and experience with respect to the City and its affairs; and WHEREAS, the Mayor of the City of Meridian (hereinafter "the Mayor") desires and seeks input from the youth into the affairs and issues of the City through a Mayor's Youth Advisory Council; and WHEREAS, the students of Meridian area high schools are willing to devote their time and energy into improving the City and the community and to encourage local youth to become more familiar with the workings of local government through education and participation through the Mayor's Youth Advisory Council; WHEREAS, the Mayor's Youth Advisory Council was established on February 15, 2005, and the City Council of the City of Meridian subsequently adopted Resolution nos. 05-461, 06- 537, 07-568, 08-637, which effectuated previous iterations of the Bylaws of the Mayor's Youth Advisory Council; NOW, THEREFORE, the Mayor's Youth Advisory Council hereby adopts the following bylaws, as amended. ARTICLE I. INTENT The intent in preparing and adopting these bylaws is to provide a framework for organization of the Mayor's 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 or quasi -public entity. ARTICLE 11. OFFICES The principal location of the Mayor's Youth Advisory Council shall be at the Office of the Mayor, 33 E. Broadway Avenue, Meridian, Idaho 83642, The Mayor's Youth Advisory Council may have such other offices as the Executive Committee may designate or as the business of the Mayor's Youth Advisory Council may require from time to time. ARTICLE III. MEMBERSHIP AND MEETINGS Section 1. Monthly Meetings. The Mayor's Youth Advisory Council shall hold eighteen (18) meetings during the school year, two (2) in each of the months between September and May of the school year. The meetings shall be held the 2"d and 4`h Monday of each month. These meetings will be held as regularly scheduled unless otherwise noticed. MYAC BYLAWS — UPDATED APRIL 25, 2016 Page 1 of 5 Section 2, Special Meetings, Special meetings of the members, for any purpose or purposes, may be called by the Executive Committees. Section 3. Place of Meeting. The Executive Committee may designate any place as the place of 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 Mayor's Youth Advisory Council. Section 4. Notice of Meeting. Written notice stating the place, day and hour of the meeting and, shall be delivered not less than forty-eight (48) hours nor more than thirty (30) days before the date of the meeting, either personally, by e-mail, or by regular mail, by or at the direction of the chairperson, or the secretary, to each member of record entitled to vote at such meeting. The notice of a regular or special meeting of the Mayor's Youth Advisory Council shall specify the purpose of the meeting, including amendment to these bylaws, or business to be transacted at such meeting and the agenda to be considered, Section 5. Quorum. A quorum of the Executive Committee shall constitute a quorum for purposes of conducting a duly noticed Mayor's Youth Advisory Council meeting. Section 6. Membership, Membership on the Mayor's Youth Advisory Council is open to all high school students in the 9th through 12`h grades who either: attend a West Ada School District school located in Meridian; or another high school located in Meridian; or who live in the City limits of Meridian with a strong interest to be involved in the future of the City of Meridian and attend a school outside the City of Meridian. Representation and involvement is encouraged from the following schools: Mountain View High School, Meridian Academy, Central Academy, Meridian Technical Charter High School, Cole Valley Christian School, Meridian Medical Arts Charter School, Meridian High, or Rocky Mountain High School. Section 7. Voting. All Members present shall be the voting members of the Mayor's Youth Advisory Council. ARTICLE IV. EXECUTIVE COMMITTEE Section 1. General Powers and duties. The business and affairs of the Mayor's Youth Advisory Council shall be managed by the Executive Committee, The Executive Committee, along with the Mayor, shall be responsible for planning the agenda for the school year and for each of the monthly meetings of the Mayor's Youth Advisory Council, setting and proposing potential subcommittees, and discharging any other responsibilities assigned by the Executive Committee. Section 2. Officers: Number, Tenure and Qualifications. There shall be nine (9) members from the body of membership of the Mayor's Youth Advisory Council who serve as officers on the Executive Committee. Officers shall be elected by the membership at the last meeting of the year for the next school year. The officers of the Executive Committee shall consist of a chairperson, a vice -chairperson (or chairman -elect), secretary, treasurer, and historian. The chairperson may not serve for more than two consecutive terms. Officers are to MYAC BYLAWS — UPDATED APRIL 25, 2016 Page l of 5 be selected as "at -large" representatives. At the first meeting of the subsequent school year, the remaining members of the Executive Committee shall be elected and shall consist of a representative from each of the traditional high schools in the City (Meridian, Mountain View, and Rocky Mountain) as well as one "at large" representative from one of the remaining high schools or high school students within the City. If no candidate(s) from the respective schools applies then the candidate(s) may be selected "at large," The remaining members as detailed above shall constitute the rest of the Executive Committee. The non -officers can be assigned specific duties or may assist the designated officers with their respective duties. Section 3. Regular Meetings. A regular meeting of the Executive Committee may be held without notice other than this bylaw, at times and dates established by the Executive Committee, The Executive Committee shall provide, by resolution, the time and place for the holding one (1) additional regular meeting during the months of June, July or August immediately following the school year without notice other than such resolution. Additional regular meetings shall be held at the principal office of the Mayor's 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 officer, and shall be held at the principal office of the Mayor's 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 bylaws. The notice shall specify the purpose, agenda, or business to be transacted at, the meeting. Section 6. Quorum. A majority of the number of Executive committee members as fixed by these bylaws (i.e,: five) shall constitute a quorum for the transaction of business at any meeting of the Executive Committee. If the quorum is Lost during the course of the meeting the official meeting is over. Section 7. Election and Term of Office. The officers to be elected annually as described in Article IV, Section 2. Each officer shall hold office until resignation, termination and removal, or disqualification as herein provided, Section 8. Vacancies. Any vacancy occurring on the Executive Committee because of resignation, removal, disqualification, or other reason shall be filled in the same manner as required for the election of officers by these bylaws. An officer elected to fill a vacancy shall serve the unexpired term of the predecessor in office. Resignation is the voluntary choice of the Committee member to relinquish his or her duties and position. Termination and removal is an action taken by the Mayor's Youth Advisory Council acting at regular meeting and must be by motion and second to remove the Executive Committee member for cause for failure or refusal to perform the duties of his or her respective office. A two-thirds majority of the members present must be in the affirmative to terminate and remove the Committee member, Disqualification shall apply when a member no longer is a student eligible to participate in this Council by suspension or expulsion from the School or moving from the School District. No MYAC BYLAWS — UPDATED APRIL 25, 2016 Page 2 of 5 action by the Mayor's Youth Advisory Council is necessary other than acknowledging proof that the Committee member is no longer qualified to hold office. Section 9. Powers and Duties. In addition to the powers and duties enumerated below, powers and duties of the several officers shall be as provided from time to time by resolution or directives of the members. The chairperson shall preside over and conduct all meetings of the Mayor's Youth Advisory Council. and of the Executive Committee, determining agendas for the monthly meetings of the Mayor's Youth Advisory Council and the Executive Committee, act as spokesperson for the Mayor's Youth Advisory Council, act as signatory on all documents for which the Mayor's Youth Advisory Council provides authorization to sign, delegate authority to any officer or member of the Mayor's Youth Advisory Council if circumstances so warrant, and act upon any other matters and in the manner authorized by the Mayor's Youth Advisory Council. The vice -chairperson shall act in the place of the chairperson upon the chairperson's absence or inability to act as authorized herein, and take action as delegated by the chairperson. The secretary shall prepare the minutes of each meeting of the Mayor's Youth Advisory Council and Executive Committee prior to the next monthly meeting, prepare and mail the notices of each meeting and prepare and enclose the agendas for each meeting with the notice of such meetings. The treasurer shall be responsible for all financial matters of the Mayor's Youth Advisory Council including the budget and financial reports. The historian shall act as the record keeper of all activities of the Mayor's Youth Advisory Council, shall keep archives of the minutes and agendas, create a yearly scrapbook of the activities of the Mayor's Youth Advisory Council. Section 10. Agendas. Any member of the Mayor's Youth Advisory Council may submit a request for placement of any item on the agenda to any member of the Executive Committee for consideration at the next monthly meeting. Such request shall be placed on the agenda at the discretion of the chairperson and, if placed upon the agenda, shall be considered at a monthly meeting determined by the Executive Committee, provided adequate and sufficient notice of the item for consideration has been given as set forth herein. ARTICLE V. SUBCOMMITTEES Section L Standing committees. The Executive Committee shall be the only standing committee of the Mayor's Youth Advisory Council. Section 2. Ad hoc committees. Any other subcommittees the Mayor's 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's Youth MYAC BYLAWS — UPDATED APRIL 25, 2016 Page 3 of 5 Advisory Council. Such subcommittees shall be created by a majority vote of a quorum of members at any of the scheduled meetings of the members. ARTICLE VI. AMENDMENTS These bylaws may be altered, amended, or repealed, and new bylaws may be adopted by the Executive Committee with prior written notice to the members as provided herein; provided, however, that such alternations, amendments or repeals first be authorized by a two-thirds (2/3) vote of all members of the Mayor's Youth Advisory Council, and provided further that a vote by proxy shall not be permitted. ARTICLE VII. SPONSORS The Mayor's Youth Advisory Council shall not accept sponsorships, gifts, or any other benefit offered by any entity whose primary focus or message is or includes the sale or promotion of alcoholic beverages or tobacco or e -cigarette products. ARTICLE VIII. ADOPTION AND EFFECTIVE DATE The foregoing amended bylaws were regularly adopted at the meeting of the Mayor's Youth Advisory Council, and thereafter ratified by the City Council of. the City of Meridian. These bylaws shall be effective as of the date of adoption by the City Council. MYAC BYLAWS — UPDATED APRIL 25, 2016 Page 4 of 5 EXHIBIT A MYAC BYLAWS – UPDATED APRIL 25, 2016 Page 1 of 5 BYLAWS OF THE MAYOR’S YOUTH ADVISORY COUNCIL OF THE CITY OF MERIDIAN, IDAHO As Amended on April 25, 2016 WHEREAS, the youth of the City of Meridian, Idaho (hereinafter “the City”) constitute a resource of ideas, knowledge and experience with respect to the City and its affairs; and WHEREAS, the Mayor of the City of Meridian (hereinafter “the Mayor”) desires and seeks input from the youth into the affairs and issues of the City through a Mayor’s Youth Advisory Council; and WHEREAS, the students of Meridian area high schools are willing to devote their time and energy into improving the City and the community and to encourage local youth to become more familiar with the workings of local government through education and participation through the Mayor’s Youth Advisory Council; WHEREAS, the Mayor’s Youth Advisory Council was established on February 15, 2005, and the City Council of the City of Meridian subsequently adopted Resolution nos. 05-461, 06- 537, 07-568, 08-637, which effectuated previous iterations of the Bylaws of the Mayor’s Youth Advisory Council; NOW, THEREFORE, the Mayor’s Youth Advisory Council hereby adopts the following bylaws, as amended. ARTICLE I. INTENT The intent in preparing and adopting these bylaws is to provide a framework for organization of the Mayor’s 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 or quasi-public entity. ARTICLE II. OFFICES The principal location of the Mayor’s Youth Advisory Council shall be at the Office of the Mayor, 33 E. Broadway Avenue, Meridian, Idaho 83642. The Mayor’s Youth Advisory Council may have such other offices as the Executive Committee may designate or as the business of the Mayor’s Youth Advisory Council may require from time to time. ARTICLE III. MEMBERSHIP AND MEETINGS Section 1. Monthly Meetings. The Mayor’s Youth Advisory Council shall hold eighteen (18) meetings during the school year, two (2) in each of the months between September and May of the school year. The meetings shall be held the 2 nd and 4 th Monday of each month. These meetings will be held as regularly scheduled unless otherwise noticed. MYAC BYLAWS – UPDATED APRIL 25, 2016 Page 1 of 5 Section 2. Special Meetings . Special meetings of the members, for any purpose or purposes, may be called by the Executive Committees. Section 3. Place of Meeting . The Executive Committee may designate any place as the place of 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 Mayor’s Youth Advisory Council. Section 4. Notice of Meeting . Written notice stating the place, day and hour of the meeting and, shall be delivered not less than forty-eight (48) hours nor more than thirty (30) days before the date of the meeting, either personally, by e-mail, or by regular mail, by or at the direction of the chairperson, or the secretary, to each member of record entitled to vote at such meeting. The notice of a regular or special meeting of the Mayor’s Youth Advisory Council shall specify the purpose of the meeting, including amendment to these bylaws, or business to be transacted at such meeting and the agenda to be considered. Section 5. Quorum . A quorum of the Executive Committee shall constitute a quorum for purposes of conducting a duly noticed Mayor’s Youth Advisory Council meeting. Section 6. Membership . Membership on the Mayor’s Youth Advisory Council is open to all high school students in the 9 th through 12 th grades who either: attend a West Ada School District school located in Meridian; or another high school located in Meridian; or who live in the City limits of Meridian with a strong interest to be involved in the future of the City of Meridian and attend a school outside the City of Meridian. Representation and involvement is encouraged from the following schools: Mountain View High School, Meridian Academy, Central Academy, Meridian Technical Charter High School, Cole Valley Christian School, Meridian Medical Arts Charter School, Meridian High, or Rocky Mountain High School. Section 7. Voting. All Members present shall be the voting members of the Mayor’s Youth Advisory Council. ARTICLE IV. EXECUTIVE COMMITTEE Section 1. General Powers and duties . The business and affairs of the Mayor’s Youth Advisory Council shall be managed by the Executive Committee. The Executive Committee, along with the Mayor, shall be responsible for planning the agenda for the school year and for each of the monthly meetings of the Mayor’s Youth Advisory Council, setting and proposing potential subcommittees, and discharging any other responsibilities assigned by the Executive Committee. Section 2. Officers: Number, Tenure and Qualifications . There shall be nine (9) members from the body of membership of the Mayor’s Youth Advisory Council who serve as officers on the Executive Committee. Officers shall be elected by the membership at the last meeting of the year for the next school year. The officers of the Executive Committee shall consist of a chairperson, a vice-chairperson (or chairman-elect), secretary, treasurer, and historian. The chairperson may not serve for more than two consecutive terms. Officers are to MYAC BYLAWS – UPDATED APRIL 25, 2016 Page 2 of 5 be selected as “at-large” representatives. At the first meeting of the subsequent school year, the remaining members of the Executive Committee shall be elected and shall consist of a representative from each of the traditional high schools in the City (Meridian, Mountain View, and Rocky Mountain) as well as one “at large” representative from one of the remaining high schools or high school students within the City. If no candidate(s) from the respective schools applies then the candidate(s) may be selected “at large.” The remaining members as detailed above shall constitute the rest of the Executive Committee. The non-officers can be assigned specific duties or may assist the designated officers with their respective duties. Section 3. Regular Meetings . A regular meeting of the Executive Committee may be held without notice other than this bylaw, at times and dates established by the Executive Committee. The Executive Committee shall provide, by resolution, the time and place for the holding one (1) additional regular meeting during the months of June, July or August immediately following the school year without notice other than such resolution. Additional regular meetings shall be held at the principal office of the Mayor’s 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 officer, and shall be held at the principal office of the Mayor’s 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 bylaws. The notice shall specify the purpose, agenda, or business to be transacted at, the meeting. Section 6. Quorum . A majority of the number of Executive committee members as fixed by these bylaws (i.e.: five) shall constitute a quorum for the transaction of business at any meeting of the Executive Committee. If the quorum is lost during the course of the meeting the official meeting is over. Section 7. Election and Term of Office . The officers to be elected annually as described in Article IV, Section 2. Each officer shall hold office until resignation, termination and removal, or disqualification as herein provided. Section 8. Vacancies . Any vacancy occurring on the Executive Committee because of resignation, removal, disqualification, or other reason shall be filled in the same manner as required for the election of officers by these bylaws. An officer elected to fill a vacancy shall serve the unexpired term of the predecessor in office. Resignation is the voluntary choice of the Committee member to relinquish his or her duties and position. Termination and removal is an action taken by the Mayor’s Youth Advisory Council acting at regular meeting and must be by motion and second to remove the Executive Committee member for cause for failure or refusal to perform the duties of his or her respective office. A two-thirds majority of the members present must be in the affirmative to terminate and remove the Committee member. Disqualification shall apply when a member no longer is a student eligible to participate in this Council by suspension or expulsion from the School or moving from the School District. No MYAC BYLAWS – UPDATED APRIL 25, 2016 Page 3 of 5 action by the Mayor’s Youth Advisory Council is necessary other than acknowledging proof that the Committee member is no longer qualified to hold office. Section 9. Powers and Duties . In addition to the powers and duties enumerated below, powers and duties of the several officers shall be as provided from time to time by resolution or directives of the members. The chairperson shall preside over and conduct all meetings of the Mayor’s Youth Advisory Council and of the Executive Committee, determining agendas for the monthly meetings of the Mayor’s Youth Advisory Council and the Executive Committee, act as spokesperson for the Mayor’s Youth Advisory Council, act as signatory on all documents for which the Mayor’s Youth Advisory Council provides authorization to sign, delegate authority to any officer or member of the Mayor’s Youth Advisory Council if circumstances so warrant, and act upon any other matters and in the manner authorized by the Mayor’s Youth Advisory Council. The vice-chairperson shall act in the place of the chairperson upon the chairperson’s absence or inability to act as authorized herein, and take action as delegated by the chairperson. The secretary shall prepare the minutes of each meeting of the Mayor’s Youth Advisory Council and Executive Committee prior to the next monthly meeting, prepare and mail the notices of each meeting and prepare and enclose the agendas for each meeting with the notice of such meetings. The treasurer shall be responsible for all financial matters of the Mayor’s Youth Advisory Council including the budget and financial reports. The historian shall act as the record keeper of all activities of the Mayor’s Youth Advisory Council, shall keep archives of the minutes and agendas, create a yearly scrapbook of the activities of the Mayor’s Youth Advisory Council. Section 10. Agendas . Any member of the Mayor’s Youth Advisory Council may submit a request for placement of any item on the agenda to any member of the Executive Committee for consideration at the next monthly meeting. Such request shall be placed on the agenda at the discretion of the chairperson and, if placed upon the agenda, shall be considered at a monthly meeting determined by the Executive Committee, provided adequate and sufficient notice of the item for consideration has been given as set forth herein. ARTICLE V. SUBCOMMITTEES Section 1. Standing committees . The Executive Committee shall be the only standing committee of the Mayor’s Youth Advisory Council. Section 2. Ad hoc committees . Any other subcommittees the Mayor’s 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’s Youth MYAC BYLAWS – UPDATED APRIL 25, 2016 Page 4 of 5 Advisory Council. Such subcommittees shall be created by a majority vote of a quorum of members at any of the scheduled meetings of the members. ARTICLE VI. AMENDMENTS These bylaws may be altered, amended, or repealed, and new bylaws may be adopted by the Executive Committee with prior written notice to the members as provided herein; provided, however, that such alternations, amendments or repeals first be authorized by a two-thirds (2/3) vote of all members of the Mayor’s Youth Advisory Council, and provided further that a vote by proxy shall not be permitted. ARTICLE VII. SPONSORS The Mayor’s Youth Advisory Council shall not accept sponsorships, gifts, or any other benefit offered by any entity whose primary focus or message is or includes the sale or promotion of alcoholic beverages or tobacco or e-cigarette products. ARTICLE VIII. ADOPTION AND EFFECTIVE DATE The foregoing amended bylaws were regularly adopted at the meeting of the Mayor’s Youth Advisory Council, and thereafter ratified by the City Council of the City of Meridian. These bylaws shall be effective as of the date of adoption by the City Council.