38/04-24
CITY OF SIMI VALLEY
MEMORANDUM
M
ay 20, 2024
TO
: City Council
F
ROM: Office of the City Manager
S
UBJECT: ADOPTION OF A RESOLUTION AMENDING THE BYLAWS GOVERNING
THE SIMI VALLEY YOUTH COUNCIL
STAFF RECOMMENDATION
T
he Youth Council recommends that the City Council adopt the attached Resolution No. 2024-17 (page 3) amending the bylaws governing the Simi Valley Youth Council.
BACKGROUND AND OVERVIEW
I
n 1970, the City Council established a Youth Council pursuant to Resolution No. 70-39. At its November 14, 2023, Youth Council meeting, the Youth Council established a Youth Council Bylaw Review Ad Hoc Committee to complete a thorough review of its Bylaws . Subsequently at the January 16, 2024, Youth Council meeting, members discussed the recommendations brought forward by the Committee to clarify officer duties, strengthen the meeting attendance policy, provide options for traditionally vacant Apollo High School designated school representative position, address the Youth Council’s online presence, and clarify ad hoc committee responsibilities and meeting attendance policies. The Youth Council unanimously voted to recommend that the City Council amend the Youth Council by-laws.
FINDINGS AND ALTERNATIVES
T
he revised bylaws would allow the Simi Valley Youth Council to clarify member responsibilities, strengthen attendance policy, and allow a means of addressing membership issues. The revisions include:
• Addi
ng office duties for the Vice Chair position fun draising as an activity of the Youth Council (Article IV, Section 2B);
• Establishing a stronger attendance policy (Article V, Section 2); • Addition of clarifying language for selection of incumbents and returning nominees (Article VI, Section 2 and 3);
• Expand Apollo High School designated position to include other alternative high school education options and policy when no applications are received in that designation (Article VI, Section 5, Section 6A, and Section 7); • Removal of references to the reclas sified Department of Community Services (Article VI, Section 2 and Article VIII);
AGENDA ITEM NO.
9A
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• Establishing rules related to online presence (Article IX, Section 3B); • Clarifying Youth Council order of succession (Article X, Section 1); and • Establishing attendance rules for ad hoc committees (Article X, Section 9F and 9G).
T
he bylaw revisions and resolution have been reviewed by the City Attorney’s Office. The Youth Council recommends the City Council approve the revised By -Laws to facilitate a stronger and more effective Council.
T
he following alternatives are available to the City Council:
1. A
dopt the attached resolution amending the bylaws governing the Simi Valley Youth Council to allow fundraising activities and to establish a Treasurer position to the Executive Board;
2. R
eturn the draft By-Laws to the Youth Council with comments; or
3. P
rovide staff with further direction.
The Youth Council recommends Alternative No. 1
SUGGESTED CITY COUNCIL MOTION
I move to adopt a Resolution No. 2024-17 amending the bylaws governing the Simi Valley Youth Council to allow fundraising activities and to establish a Treasurer position to the Executive Board.
SUMMARY
On January 16, 20 24, the Simi Valley Youth Council voted to recommend that the City Council amend the Youth Council bylaws to clarify member responsibilities, strengthen the attendance policy, and allow a means of addressing membership issues. The Youth Council is recommending that the City Council consider adopting the attached resolution amending the bylaws governing the Simi Valley Youth Council. ___
_________________________________
Linda Swan
Assistant City Manager
P
repared by: Kristin Miller, Management Analyst
INDEX Page
R
esolution No. 2024-17 .................................................................... 3 31/03-24
RESOLUTION NO. 2024-17
A
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SIMI VALLEY ADOPTING AN AMENDMENT TO THE SIMI
VALLEY YOUTH COUNCIL BYLAWS
W
HEREAS, the City Council established a Youth Council pursuant to Resolution No. 70-39 as thereafter replaced, modified, or amended by Resolution Nos. 70-124, 71-80, 72-83, 73-84, 75-77, 79-44, 81-155, 84-156, 86-189, 2000-28, and 2011-14, 2018-28 and
W
HEREAS, the City Council finds and determines that amending the bylaws on attendance, member representation, on online presence, updating the hierarchy list of officers to preside over meetings during absences, and ad hoc committee membership is consistent with the mission and goals of the Youth Council.
NO
W, THEREFORE, THE CITY COUNCIL OF THE CITY OF SIMI VALLEY DOES HEREBY RESOLVE AS FOLLOWS:
S
ECTION 1. The City hereby approves the adoption of the amendments to the bylaws of the Youth Council of the City of Simi Valley which shall be as set in “Exhibit 1” attached hereto.
S
ECTION 2. The provisions of “Exhibit 1” attached hereto shall be effective upon adoption of this resolution.
S
ECTION 3. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed with the Office of the City Clerk.
PASSED
and ADOPTED this
A
ttest:
Lucy Blanco, City Clerk Fred D. Thomas, Mayor of the City of Simi Valley, California
A
pproved as to Form: Approved as to Content:
Algeria R. Ford, City Attorney Brian Paul Gabler, City Manager ___
_____________________________
Linda Swan
Assistant City Manager
3 23/01-24
Youth Council Bylaws
Article I. Creation
Resolution No. 70- 39 of the City Council of Simi Valley created a Youth Council. The Council shall be called the Simi Valley Youth Council.
Article II. Purpose
Section 1. Purpose
The purpose of this Council shall be to investigate and report to the City Council on all local matters of concern to Simi Valley youth, and such other duties and functions as may be specifically assigned to the Youth Council by the City Council.
This shall also include reports with recommendations for any action that the Youth Council concludes that the City Council should or might consider.
Section 2. Goals
A. To encourage young residents to actively participate in their City government in a positive and productive manner.
B. To provide a mechanism which facilitates communication and a spirit of involvement by youth in City government.
C. Provide a learning experience for Youth Council members that is conducive to leadership growth.
Article III. Membership
Section 1. Qualifications
Youth Council memberships shall be limited to residents of the City of Simi Valley who are in a school grade level no earlier than 7th and no more than 12th, and meet the provisions specified in Article VI of these bylaws.
Section 2. Responsibilities
The responsibilities of all Youth Council Members and alternates shall be to:
A. Attend all Youth Council meetings and other Council functions.
B. Participate in Youth Council communication(s) to the City Council.
C. Be a member of and participate actively in at least one ad hoc advisory committee.
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D. Solicit, receive, and relay to the City Council input and suggestions about any matters of concern to the youth of Simi Valley.
E. Participate in publicity, fundraising, and recruitment activities of the Youth Council.
F. Complete any activity which the Chair or Coordinator may assign to the Youth Council.
G. Attend all orientations and training programs.
H. Seek reliable and complete information on all subjects.
I. Subject to Article IX, Section 2, cooperate with other Youth Council members by sharing information; considering other opinions; and utilizing each other’s talents and backgrounds during each Youth Council meeting.
Section 3. Appointments
Members and alternates to the Youth Council shall be appointed by the Mayor, with the approval of the City Council, from nominees recommended by the interview panels as specified in Article VI Sections 2 and 3.
Article IV. Organization
Section 1. Organization
The Youth Council shall consist of 21 members and up to three alternates appointed by the Mayor with the approval of the City Council. Five members shall occupy the offices of Chair, Vice Chair, Sergeant -at-Arms, Secretary, and Treasurer.
Section 2. Youth Council Officers
A. The duties of the "Chair" shall be to:
1. Preside over all regular meetings of the Youth Council.
2. Work with the Coordinator in developing agendas for
meetings.
3. Provide for the completion of all projects undertaken by the Youth Council.
B. The duties of the "Vice Chair" shall be to:
1. Perform said duties of the Chair in his/her absence.
2. Provide for the completion of all projects undertaken by the Youth Council.
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C. The duties of the "Sergeant-at-Arms" shall be to:
1. Maintain order at regular meetings of the Youth Council.
2. Notify all members prior to general meeting dates.
D. The duties of the "Secretary" shall be to:
1. Provide minutes for all general Youth Council meetings.
2. Keep accurate permanent roll call records of Youth Council members, guests, and staff attending each meeting.
3. Document in the official minutes that a quorum was present.
E. The duties of the "Treasurer" shall be to:
1. Oversee Youth Council expenses and revenues.
2. Keep an accurate and detailed financial record.
3. Provide financial reporting at all general Youth Council meetings.
4. Work with the Coordinator in funding and fundraising.
Section 3. Officer Limitations
A. The Chair shall not be allowed to chair an ad hoc advisory committee but shall be allowed to join any ad hoc advisory committee.
Article V. Terms of Office
Section 1. Appointed Term
Except as otherwise provided in Article VI, Youth Council members and alternates will be appointed to serve a term of one year, commencing on July 1 and ending on June 30 of the subsequent calendar year.
Section 2. Attendance
If there are a total of any six (6) absences (excused or unexcused) during the term by a member or alternate, the seat of such member shall be deemed immediately vacant. Extreme special circumstances that cause a Youth Council member to not attend meetings, such as a medical emergency, will not be counted as an absence, with the approval of the Youth Council Coordinator. If Youth Council members are tardy without an excuse by more than fifteen minutes, an absence will be counted.
If a Youth Council member has an excused tardy, they must contact the Youth Council Coordinator for approval. An approved excused tardy shall not be considered an absence.
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Section 3. Vacated Seats
When a selection district or at Large seat on the Youth Council becomes vacant, alternates shall be called upon to fill the vacancy following in the order of their appointment.
Section 4. Communications
Members of the Youth Council shall coordinate all official communications to the City Council and staff through the coordinator.
Section 5. Limitations of Alternates
A. Alternates shall not be allowed to vote, except to fill a quorum.
B. Alternates shall not be allowed to hold the following offices: Chair, Vice Chair, Sergeant -at-Arms, Secretary, and Treasurer, unless so appointed by a majority of the Council.
Section 6. Quorum
A quorum of the Youth Council shall consist of one more than 50 percent of the current members appointed to the Youth Council. A quorum must be present at any meeting during which business is transacted, or a vote taken. In the absence of a quorum, meetings may be held to only present information and conduct discussions on matters of interest to members.
Article VI. Selection Procedure
Section 1. Members and Alternates
Members and alternates will be restricted to youth who express an interest in representing their peers as members of the Youth Council, and who are able and prepared to participate in Youth Council activities and make the required commitment of time and energy.
Reasonable effort shall be made to ensure that members and alternates are representative of the youth population as a whole.
Section 2. Selection of Incumbents
The selection of up to nine of the nominees for retention shall be made by an interview panel consisting of the Youth Council Coordinator, one City Council Member and up to two non- returning Youth Council members, which shall be designated by their respective bodies.
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Section 3. Selection of Remaining Nominees
Selection of the remaining nominees shall be made by an interview panel consisting of up to four returning incumbent Youth Council members of individuals expressing an active interest in participating and demonstrating an ability to make meaningful contributions.
Section 4. Selection of Alternates
Selection of three alternate nominees shall be made by an interview panel consisting of up to four returning incumbent Youth Council members of individuals expressing an active interest in participating. The alternates will be placed on an appointment list and will be called in order of listing to serve when a vacancy occurs. The alternate list will remain valid for the Youth Council term for which it was composed.
Section 5. Selection Districts
To achieve geographic representations and to facilitate th e dissemination of information and selection of nominees to the Youth Council, the following schools within the Simi Valley Unified School District are designated Selection Districts: an alternative education high school, Royal High School, Santa Susana High School, Simi Valley High School, Hillside Middle School, Sinaloa Middle School, and Valley View Middle School.
Section 6. Selection District Representation
Schools designated as Selection Districts shall be allocated representation as follows:
A. Apollo High School; Monte Vista, an Independent Study/Homeschool Academy; or other home school shall be allocated one
representative. If no applications are received from any of these alternative education schools , the Community at Large will be allocated an additional representative for that term.
B. Royal High School shall be allocated two representatives.
C. Santa Susana High School shall be allocated two representatives.
D. Simi Valley High School shall be allocated two representatives.
E. Hillside Middle School shall be allocated one representative.
F. Sinaloa Middle School shall be allocated one representative.
G. Valley View Middle School shall be allocated one representative.
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Section 7. At Large Representation
Eleven (11) or twelve (12) (Subject to Article VI, Section 6A) members shall be selected from the Community at Large.
Article VII. Duration
The Youth Council shall continue its duties and functions as originally established by Resolution No. 70-39, except as herein modified, and shall serve an indefinite period until dissolved by the City Council.
Article VIII. Assistance
The Youth Council may request and receive reasonable assistance from the City staff.
Article IX. Rules
Section 1.
All meetings, minutes, and records of each Youth Council shall be open to the public.
Section 2.
Citizen input will be recognized at each meeting on all agenda items as well as other information that may be brought before the Youth Council.
Section 3.
a. No member of the Youth Council shall use his/her position as a Board member, or the name of the Youth Council, to endorse, or imply endorsement, for any enterprise, except as authorized by the Youth Council members. b. If a Youth Council member has an explicit reference to the Youth Council in their online presence, such as username or within their social media bio or profile, there must be sufficient clarification that posts are not made on behalf of the Youth Council.
Section 4.
No Youth Council meeting or activity shall be used as a forum for personal gain, partisan or non-partisan politics or to circularize the members of the Youth Council for anything other than Youth Council projects, unless such meeting or activity is specifically designed for such a purpose.
Section 5.
Formal contacts, written or oral, on behalf of Youth Councils to individuals or organizations engaged in City business with the City of Simi Valley, shall be made 9 RES. NO. 2024-17
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by or through the Youth Council Coordinator, or by the Youth Council Chair, or designee, with the prior knowledge of the Youth Council Coordinator.
Section 6.
Youth Council business with other governmental agencies shall be conducted by or in conjunction with the Youth Council Coordinator.
Section 7.
The rules of parliamentary procedure codified in
Robert’s Rules of Order, Newly
Revised 12th Edition, shall govern the conduct of all meetings not otherwise governed by these bylaws, provided however, that failure to follow any procedural rule shall not invalidate any action or decision of the Youth Council. The purpose of such rules is for the consistency of the Youth Council in order to run an orderly meeting and shall not be deemed to be substantive in nature.
Section 8.
Youth Council shall not present or purport to present positions, policies or direction for the City of Simi Valley or its City Council without the prior approval of the City Council.
Article X. Meetings
Section 1.
The Chairshall preside over the Youth Council meetings. If the Chair is absent, the order of officers to preside over meetings will be as follows: Vice Chair, Sergeant-at-Arms, Treasurer and Secretary. If all Youth Council officers are absent, another member of the Youth Council shall preside over the meeting at the discretion of the Youth Council Coordinator.
Section 2.
The Youth Council shall meet at least once every month at a regularly scheduled designated time and place during the school year.
Section 3.
All meetings of the Youth Council shall be duly noticed and open to the public.
Section 4.
The Youth Council may act or conduct official business only at duly called meetings operating under established procedures as set forth in this article and under the provisions of the Ralph M. Brown Act.
Section 5.
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Youth Council recommendations will be made by motions adopted by the affirmative vote of a majority of the members of the Youth Council voting on the issue.
Section 6.
All communications from the Youth Council shall be approved by their members.
No Youth Council member may use the title of Youth Council member on any form of communication unless authorized by the entire Youth Council and channeled through the Youth Council Coordinator.
Section 7.
The Youth Council Chair, in conjunction with the Youth Council Coordinator, shall establish the agenda for Youth Council meetings. However, at any regular meeting of a Youth Council, any member may request the inclusion of any specific agenda item for specific future meetings, and upon concurrence of a majority vote of the members of the Youth Council, such item will be placed on the agenda as requested.
Section 8.
Any item on which the City Council has taken action within the past year is not an appropriate item for discussion, unless specifically requested by the City Council.
Section 9. Ad Hoc Advisory Committees
A. Ad hoc advisory committees may be appointed by the Youth Council Chair as needed for a specif ied task, or to research and investigate issues or develop recommendations which are reported back to the full Youth Council. Ad hoc advisory committees shall not have a quorum of the Youth Council in attendance and are disbanded upon completion of their task or assignment.
B. No ad hoc advisory committee shall represent a position for the Youth Council or present any findings and/or recommendations except at the direction of the Youth Council.
C. Each ad hoc advisory committee shall communicate all reports and recommendations to the Youth Council and such recommendations should be put to a vote.
D. Each ad hoc advisory committee shall be responsible for the completion of all aspects of programs and projects duly assigned to it by the Youth Council.
E. The Chair of each ad hoc advisory committee will be responsible for:
scheduling meetings, ,
keeping the Youth Council advised of all
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committee activities, and completion and submission of committee reports to the Youth Council and Coordinator.
F. The Vice Chair of eac h ad hoc advisory committee will be responsible for: notifying committee members of meetings and keeping record of committee member meeting attendance.
G. A total of three (3) unexcused absences from a specific ad hoc committee during the term constitutes a vacancy of that seat on that ad hoc committee
Article XI. Amendments
The Youth Council bylaws may be amended by a two- thirds vote of the general membership at any regularly scheduled meeting where a quorum is present. Notice of a proposal to amend the bylaws, and a reading of the proposed amendment(s), must be given to the Chair one meeting prior to any discussion and/or vote on the issue.
Article XII. Code Of Conduct For Youth Council Members
A. Youth Council members shall abide by all Youth Council bylaws.
B. Youth Council members shall actively participate in programs/projects sponsored by the Youth Council.
C. Youth Council members shall treat anyone appearing before the Youth Council courteously and fairly and shall allow presentations without undue interruptions.
D. Youth Council members shall, to the best of their knowledge, accurately represent City policy to residents and shall accurately represent recommendations from their Youth Council to the City Council.
E. No Youth Council meetings sh all be used as a forum for personal gain and/or partisan or non-partisan politics.
F. Youth Council members shall refrain from personal character attacks upon other members of the Youth Council, community, or City Officials.
G. Youth Council members shall abide by the “Code of Ethics and Conduct for Elected Officials and Members of Appointed Boards, Commissions, and Committees” as adopted by the Simi Valley City Council.
H. Failure to abide by these bylaws may be cause for removal from the Youth Council.
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Article XIII. Funds
In conformance with state law; subject to both the limitations on the acceptance of gifts set forth in Simi Valley Municipal Code Section 2- 9.110(f), and the requirements for solicitation for charitable purposes set forth in Chapter 12 of Title 5 of the Simi Valley Municipal Code; and with the approval of the City Manager: The Youth Council may raise funds to pay for expenses incurred in the operation of any special or general project of the Youth Council. All Funds received, including donations, will be allocated to the City’s General Fund, Youth Council Revenue Account, in order to offset operating expenses. If funds earned are allocated to a specific project, all disbursement of said funds shall be approved by the Youth Council and City Manager.
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