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Item 4C Memo M E M O R A N D U M April 23, 2018 TO: Shana K. Yelverton, City Manager FROM: Chris Tribble, Director of Community Services SUBJECT: Approve Revisions to the Southlake Youth Action Commission (SYAC) Bylaws Action Requested: City Council approval of the revisions to the Southlake Youth Action Commission (SYAC) Bylaws Background Information: The purpose of this item is for City Council to consider proposed revisions to the SYAC Bylaws. The existing bylaws were adopted by City Council on March 2, 2010. SYAC recently reviewed the current bylaws and recommended revisions to enhance the youth experience and to compliment the Southlake Kids in Leadership (SKIL) program. The proposed revisions establish SYAC as a program for 9th & 10th graders. In doing so, the program will complement the SKIL program, which is designed for 11th graders. The revisions also increase participation by allowing an option for up to 13 alternates. Historically over the past three (3) program years, SYAC has had 7 board members, plus 1- 5 additional students who attend the meetings. Establishing alternates formally incorporates the additional students into the program. It allows for an increase in student participation, but does not limit the ability of the board to meet due to quorum requirements. By maintaining a board of seven (7) with a quorum of four (4), it helps ensure meetings can be conducted on a regular basis. The number thirteen was chosen in order to mirror SKIL participation numbers (SKIL selects 20 students). It allows for program growth while maintaining a good balance to ensure effectiveness. The proposed revisions also make changes to the application and meeting schedule in order to better align with the academic calendar. Revisions establish the meeting schedule as October through May and moves the application period from the end of the school year to the beginning of Shana Yelverton, City Manager Meeting Date – May 1, 2018 Page 2 of 3 Item 4I - 2 the school year. This mirrors the SKIL application period and has proven to be most effective in reaching students and signing them up for the program. Revisions also move the election of officers to the second regular meeting, once the board membership has been established. The proposed revisions move the meeting date from Wednesday to Tuesday. CISD offers extracurricular programming on Wednesday and students were unable to participate in SYAC and school-sponsored extracurricular activities. Moving the program to Tuesday will reduce extracurricular conflicts. Additional revisions include updating the officers to remove the need for Senior High, High School, and Middle School Representatives. Instead, officers will be elected from the standing board members, regardless of school affiliation. SYAC allows for all CISD or City of Southlake 9 th and 10th grader participation, which encompasses students in private schools. The original structure for school representatives omitted representation from private schools. The new structure eliminates the school specific representatives all together, allowing for any standing board member to hold an office. Financial Considerations: Revisions to SYAC bylaws will have no impact to the City budget. Strategic Link: This item is linked to the City’s Strategy Map related to the Focus Areas of Performance Management & Service Delivery and Partnerships and Volunteerism and meets the Corporate Objectives to Promote opportunities for partnerships and volunteer involvement and Collaborate with Select Partners to Implement Service Solutions Citizen Input/ Board Review: SYAC recommended approval of the revisions to the Southlake Youth Action Commission Bylaws at their January 10th, 2018 meeting. All students who attended the meeting voted in favor (9-0); however, the official board vote was 7-0. Legal Review: N/A Alternatives: Alternatives include:  City Council approval as presented  City Council approval with input as desired  City Council decision not to approve Shana Yelverton, City Manager Meeting Date – May 1, 2018 Page 3 of 3 Item 4I - 3 Supporting Documents: Copy of revised SYAC Bylaws – redlined Copy of revised SYAC Bylaws Staff Recommendation: City Council approval of the revisions to the Southlake Youth Action Commission (SYAC) Bylaws