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06-537 Mayor's Youth Advisory Council By-Laws CITY OF MERIDIAN RESOLUTION NO. tJ 6 - ~ J 7 BY THE CITY COUNCIL: BIRD, BORTON, ROUNTREE, WARDLE A RESOLUTION ADOPTING AMENDED BY-LAWS OF THE MAYOR'S YOUTH ADVISORY COUNCIL; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, a Mayor's Youth Advisory Council of the City of Meridian and it's By-Laws were established and adopted on February 15,2005; and WHEREAS, the youth of the City of Meridian constitute an underutilized resource of ideas, knowledge and experience with respect to the City and its affairs; and WHEREAS, the students of Meridian area high schools are willing to devote their time and energy into improving the City and the community 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; and WHEREAS, on September 27, 2006, the Mayor's Youth Advisory Council prepared and adopted Amended By-Laws, as attached Exhibit "A", to provide . 'II organization of the Mayor's Youth Advisory Council, its act~~ms and agenda; and WHEREAS, on October 10, 2006, the City Council of the City of Meridian, upon the recommendation of the Mayor' s Youth Council, approved adoption of said Amended By-Laws of the Mayor's Youth Advisory Council. NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN, IDAHO: Section 1. The City Council of the City of Meridian has adopted the Amended By-Laws of the Mayor's Youth Advisory Council attached as exhibit "A". Section 2. That this Resolution shall be in full force and effect immediately upon its adoption and approval. RESOLUTION ADOPTING THE AMENDED BY -LAWS OF THE MAYOR'S YOUTH ADVISORY COUNCIL Page 1 of2 "- ADOPTED by the City Council of the City of Meridian, Idaho this day 2006. APPROVED by the Mayor of the City of Meridian, Idaho, this day of 2006. APPROVED: ~R: STATE OF IDAHO ) County of Ada, ) On this <~~ day of'~~m'~'.' mm m...........----mmmm< 2006, before me, the undersigned, a Notary Puolic in and for saId State-,I)ersonaUy appeared TAMMY de WEERD and WILLIAM G. BERG, JR., known or identified to me to be the Mayor and City Clerk, respectively, for the City of Meridian, and the persons whose names are subscribed to the within instrument, and acknowledged to me that they executed the same on behalf of the City of Meridian. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year in this certificate first above written. (SEAL) n 0' ~~ . :..~ ";, . ..:--.:.:........:.:.::::-.-. ~ .$0-::3"...:.:::::::::....:.:.:.:......... .. "'""!-. . Notary Public for idaho. Residing at:,__' ~ My Commission Expires: ...... .~~.. ':;"l:!",:"::i~---: RESOLUTION ADOPTING THE AMENDED BY-LAWS OF THE MAYOR'S YOUTH ADVISORY COUNCIL Page 2 of2 :(: ,. ~ ~-- .-" !II MAYOR'S YOUTH COUNCIL OF THE CITY OF MERIDIAN, IDAHO BY-LAWS WHEREAS the youth of the City of Meridian, Idaho (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 Meridian (hereinafter "the ltItayor") desires and seeks input from the youth into the affairs and issue 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 Meyor's Youth Advisory Council; NOW THEREFORE, the Mayor and the City Council of the City of Meridian hereby establish the Mayor's Youth Advisory Council and 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 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. Idaho, Meridian, Idaho 83642. The Mayor's Youth BY-LAWS - MAYOR'S YOUTH ADVISORY COUNCIL AMENDED 10-06 Page 1 of 8 :i~ '& ~ -~ -, '- - 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 Meeting. 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 2nd Monday and the fourth Wednesday at 7 p.m. unless otherwise noticed. Section 2. Special Meetings. Special meetings of the members, for any purpose or purposes, may be called by the Executive Committees. . 1~ 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, 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 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 By-Laws, or business to be transacted at such meeting and the agenda to be considered. Section 5. Quorum. At least nine members shall constitute a quorum at a ~~ meeting of the members. There must be a minimum of at least three students BY-LAWS - MAYOR'S YOUTH ADVISORY COUNCIL AMENDED 10-06 Page 2 of 8 c ii ~I from both Meridian and Mountain View High Schools, and a total of three students from a minimum of two additional high schools (charter, alternative, or private). 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 Mayor's Youth Advisory Council to take action upon any time set forth in the approved agenda, Should the votes be evenly split, the I Mayor shall cast a deciding vote. If a quorum is lost after the meeting has been called to order and attendance taken, members present may continue to transact business until adjournment. ,t' Section 6. Membelship. Membership on the Mayor's Youth Advisory Council is open to all students with a strong interest to be involved in the future of the City of Meridian. Representation and involvement is encouraged from the following high schools (Mountain View High School, Meridian Academy, Central Academy _I High School, 'Meridian Technical Charter High School, Cole Valley Christian High School, Meridian Medical Arts Charter High School, and Meridian High School). c. Section 7. Voting. Voting shall consist of all members present once a quorum has been determined. Members are asked to serve on a minimum of one MY AC committee, city committee or project as assigned. It is important that they miss no more than two of these meetings during the year to assure the youth has proper representation and a voice at these meetings. 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 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 BY-LAWS - MAYOR'S YOUTH ADVISORY COUNCIL AIPJIENDED 10-06 Page 3 of 8 il!iil g F- V' along with the Mayor, 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 Mayor's Youth Advisory Council. Section 2. Officers: Number, Tenure and Qualifications. There shall be five (5) members among the Mayor's Youth Advisory Council who serve as officers on the Executive Committee. Officers shall be elected by secret ballot at the last meeting of the school year. The term of office for each officer shall begin thereafter serving through the next year. A minimum of two (2) schools shall be represented on the Executive Committee. The Executive Committee shall consist of a chairperson, a vice-chairperson, secretary, treasurer, and historian. Section 3. Regular Meetings. A regular meeting of the Executive Committee may i~ be held without notice other than this bylaw, during or immediately following, and at the same place as each of the eighteen (18) monthly meetings of the members. The Executive Committee shall provide, by resolution, the time and place for 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 Meatings. 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 at the Mayor's Youth Advisory Councilor at such other place as the Executive Committee may determine. I,~ . 9. Section 5. Notice. Notice of any additional or special meeting of the Executive . Committee shall be given as outlined about in Article III, Section 4 of these by- BY-LAWS - MAYOR'S YOUTH ADVISORY COUNCIL AMENDED 10-06 Page 4 of 8 :CI ~ ~ c ,. II , - .- ~ ; ~, ~ laws. The notice shall specify the purpose, agenda, or business to be transacted, at the meeting. 00 Section 6. Quorum. A majority of the number of officers fixed by these By-Laws (Le.: three) 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. ;J Section 7. Election and Term of OffiC8. The officers shall be elected annually by the members at the last meeting of the school year. Each officer shall hold office until resignation or termination in the manner herein provided. 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 rMayor's Youth Advisory Council. An officer so elected to fill a vacancy shall serve the unexpired term of the predecessor in office. Section 9. Powers and Duties. The powers and duties of the officers shall be as provided from time to time by resolution or directives of the members. The chairpfirson 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 Council. BY-LAWS - MAYOR'S YOUTH ADVISORY COUNCIL AMENDED 10-06 Page 5 of 8 O~. j'"~ , I ~ ~J ~1 ;11 ~ 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 administrative assistant 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 MY AC including the budget, financial reports, vouchers, and the books or ledgers. The historian shall adhas the record keeper oPal! activities of the MYAC, keep archives, and deal with media relations as chair of the standing Mayor's Public ;oJ Relations Committee of the MY AC. 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 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. BY-LAWS - MAYOR'S YOUTH ADVISORY COUNCIL AMENDED 10-06 Page 6 of 8 C-.-' -, .~ II '= 4 & ~" I.-J ::......: !! ARTICLE V. SUBCOMMITTEES S&ction 1. Standing Committees. The following subcommittees shall be standing committees, and their term shall be perpetual: the Executive Committee and the Mayor's Public Relations Committee of the Mayor's Youth Advisory Council. Section 2. Ad Hoc Committees. Any other subcommittees the -Mrayor's Youth Advisory Council determines are necessary shall be created for a limited term of the remainder of the school year and shall continue during such school year at the discretion of the Mayor's Youth Advisory Council. Such subcommittees shall be created by a majority vote of a quorum of members at any of the monthly 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 Mayor's Youth Executive Council 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. ADOPTION AND EFFECTIVE DATE The foregoing By-Laws were regularly adopted at the meeting of the Mayor's Youth Advisory Council, and thereafter ratified and adopted by resolution at the meeting of the City Council of the City of Meridian and shall be effective thereafter. Adopted by the Mayor's Youth Advisory Council on {~,"A-r} k,/ , 2006. +~ 9 day of BY-LAWS - MAYOR'S YOUTH ADVISORY COUNCIL AMENDED 10-06 Page 7 of 8 ~^; .~r: :~. '~-".) (I...."; ~~ .........J 'i: ...... -,....) '" '~, ,J, ~.~~ :..{~ 2006-07 members of the Meridian Mayor's Youth Advisory Council: ~:.:.:: :::::.:.....:.: .~l:::::::::~~::: ~I, ........_ ,__ .~ 'i.:.:.. .....J-. ::::.: ,~:.:,.,.....:: ................:.:....,.~:... _...... :__ .............. "..... ............. _"':;" ":J:" .::::::.:.:.:..:.:.:.:.:.:--..... ::::~~::: ..~.. 0..:;. ...... ....=...~..... :::::.....:.~':..~:::~~~:::~~~~::::"":::~~:::::::....... ............ ..:.~ .....--------:.:=====.~I' ::":":::- ~~~.:. .. . . . . . . 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'.~A ...~~.~. "'.1< Approved and Adopted by the City Council of the City of Meridian on of 9c-,>~o~r ,2006 by Resolution NO'~m~'__ ""t-1-- i1Q day BY-LAWS -MAYOR'S YOUTH ADVISORY COUNCIL AMENDED 10-06 Page 8 of 8