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07-568 MYAC Amended Bylaws CITY OF MERIDIAN RESOLUTION NO. tJ7-ae BY THE CITY COUNCIL: BIRD, BORTON, ROUNTREE, ZAREMBA A RESOLUTION ADOPTING THE 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 was established 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 May 14, 2007, the Mayor's Youth Advisory Council prepared and adopted Amended By-Laws, as attached Exhibit "A", to provide organization ofthe Mayor's Youth Advisory Council, its actions and agenda; and WHEREAS, on June 19,2007, the City Council of the City of Meridian, upon the recommendation of the Mayor' s Youth Advisory Council, approved adoption of said Amended By-Laws of the Mayors 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 ofthe 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 I 'I "'~day of J~ ,2007. APPROVED by the Mayor of the City of Meridian, Idaho, this ! r~ day of J~ ,2007. APPROVED: Il MAYOR A \ \ \ " \ \ \ \ l ~ I I ,! I \\\\\\. (if fl,i, _ ,-v .:\-{ __-.. ~l ", ATTEST: /-.. c) . ,..(Yl""'~0f1..t h ~1- '':;:;. 2 ~'*"'- ~o -::; J~P-~'~ ~ SEAL R. J WILLIAM G. BERG, JR., Y LE~~~r- ..~. '\ D.$ -;.. 1.......~ " '/ ~,- .....' ......... ~......_- "'" ,-' /1111 .~'(. \\\\'- 111/11I/llll1\\I\\\\\ STATE OF IDAHO) County of Ada, ) On this ---19 tl-, day of :h"-1 nL.- , 2007, before me, the undersigned, a Notary Public in and for said State, personally 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~mjp' this certificate first above written. ....... G .. ~. PJ,. .b :... . ;---~:~~. .."r:,'''O' 'tAb<~'~. .~' , ~ q .. ; yo . . ...." """ .,- \ . ..J " , " . (SEAL): : ~ : . I I . . " " . . \ , . . \ .' . ..~\,~}9,'~~. "'-;i1tE---~ t\)~. ... OF .. -.- ,~~ -Notary Public for Idaho ~ Residing at: r ~ '('"lIt .Ll'l I l U My Commission Expires: 1(')1 \-11 RESOLUTION ADOPTING THE AMENDED BY-LAWS OF THE MAYOR'S YOUTH ADVISORY COUNCIL Page 2 of2 .. ;,..,- 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 Mayor") 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 Mayor'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 Advisory Council may BY-LAWS of the MAYOR'S YOUTH ADVISORY COUNCIL - Page 1 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 at a specified date and time as determined by the Council at the first meeting of the school year. These meetings will be held as regularly scheduled unless otherwise noticed. 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, 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. The Quorum is established for the meeting by the majority of the members of the Executive Committee present. The number present is established by BY.LAWS of the MAYOR'S YOUTH ADVISORY COUNCIL - Page 2 the current number of elected members of the Committee. If the quorum is lost during the course of the meeting the official meeting is over. Section 6. Membership. 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 High School, Meridian Technical Charter High School, Cole Valley Christian High School, Meridian Medical Arts Charter High School, and Meridian High School). Section 7. Voting. Voting shall consist of all members of the Executive Committee present. Voting shall be in the public meeting and may not be by secret ballot. Section 8. Participation. Members are asked to serve on a minimum of one MYAC committee, city committee or project as assigned. It is important that they may miss no more than two of these meetings during the school 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 along with the Mayor, 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 BY-LAWS of the MAYOR'S YOUTH ADVISORY COUNCIL - Page 3 membership at the last meeting of the school year. The term of office for each officer shall begin thereafter serving through the next school year. The Executive Committee shall consist of a representative from each of the traditional high schools in the City (Meridian, Mountain View, and Rocky Mountain [during the 2007-08 school year the representative for Rocky Mountain will just be an "at-large" member]) as well as one "at large" representative for the remaining high schools or high school students within the City (Cole Valley, Technical Charter, Medical Arts, Alternative, Academies, home schooled, or a student from any area high school that lives within the City). If no candidate(s) from the respective schools applies than the candidate(s) may selected "at-large." The officers of the Executive Committee shall consist of a chairperson, a vice-chairperson (or chairman-elect), secretary, treasurer, historian. 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 officer's with their respective duties. The chairperson may not serve for more then two consecutive terms. 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 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 at the Mayor's Youth Advisory Councilor at such other place as the Executive Committee may determine. BY-LAWS of the MAYOR'S YOUTH ADVISORY COUNCIL - Page 4 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-laws. 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 are fixed by these By-Laws (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 shall be elected annually by the members at the last meeting of the school year. Each officer shall hold office until resignation, termination and removal, or disqualification in the manner herein provided. Section 8. Vacancies. Any vacancy occurring on the Executive Committee because of resignation, removal, and disqualification or otherwise shall be filled in the same manner as required for the election of officers by these by-laws. An officer so 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 their 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 their 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 action by the Council is necessary other than acknowledging proof that the Committee member is no longer qualified to hold office. BY-LAWS of the MAYOR'S YOUTH ADVISORY COUNCIL - Page 5 '. 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 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 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 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 act as the record keeper of all activities of the MY AC, keep archives, and deal with media relations as chair of the standing Mayor's Public Relations Committee of the MY AC. 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 of the MAYOR'S YOUTH ADVISORY COUNCIL - Page 6 ! ~ ARTICLE V. SUBCOMMITTEES Section 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 Mayor'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 amended By-Laws were regularly adopted at the meeting of the Mayor's Youth Advisory Council, and thereafter ratified at the meeting of the City Council of the City of Meridian held on the Fourteenth day of May, 2007. These By-Laws shall be effective as of the date of adoption by the City Council. BY-LAWS of the MAYOR'S YOUTH ADVISORY COUNCIL - Page 7 -' /.../ r~ i ftAMy ~~. '~~ ~~jJtJr ft\iJ't) c:.. -Rp)J _ --- LR~ ~~lJ~ ~ tz~-- (~ 'YJUJAt;!; 2006-07 members of the Meridian Mayor's Yout ~~ C ~ - - ~~ Ugeev-d BY-LAWS of the MAYOR'S YOUTH ADVISORY COUNCIL - Page 8 {/ BY-LAWS of the MAYOR'S YOUTH ADVISORY COUNCIL - Page 9