2022-10-10 SYAC packetSouthlake Youth Action Commission
October 10, 2022
13CITY OF
SOUTHLAKE
MEMORANDUM
October 6, 2022
TO: Southlake Youth Action Commission
FROM: Milenka Lopez, Assistant to the Director
SUBJECT: Agenda Item Comments for the Southlake Youth Action Commission
meeting on Monday, October 10, 2022, at 4:15pm
The meeting will be held on Monday, October 10, 202Z at Southlake Town Hall in the 31
Floor Training Rooms C&D. If you are not able to attend this meeting, please notify staff at
817.748.8963 or m1o13ezCcDci.south1ake.tx.us
Regular Agenda:
Agenda Item No. 1. Call To Order
2. Agenda Item No. 2. Consent
A. ADDroval of the minutes from the Mav 9. 2022. Southlake Youth Action
Commission meeting - Please make any corrections to the minutes part of the
motion for consideration.
3. Agenda Item No. 3. Discussion
A. Staff and Student Introductions- This item allows for the staff liaisons, members
and alternates of the Southlake Youth Action Commission to introduce
themselves. No packet document.
B. Expectations and Bylaws Review- This item allows for a discussion about SYAC
participation expectations and a review of the Bylaws. A copy of the SYAC
Bylaws is included in your packet.
C. 2022-2023 Activities- This item allows for a discussion of planned SYAC
activities for the 2022-2023 school year. No packet document.
D. Local Government 101 with Operations Manager, Special Protects Robert
Briggs- This item allows for a discussion with City Manager's Office staff about
the fundamentals of municipal government and the impact it can have in our
communities. No packet document.
4. Agenda Item No. 4. Adjournment
Southlake Youth Action Commission
October 10, 2022
For your Information- Attendance Report- A copy of the Southlake Youth Action Commission
attendance report is included in your packet.
We appreciate your commitment and service to the City.
Liaison Contact Information:
Milenka Lopez
Assistant to the Director
STAFF CONTACT INFORMATION:
Telephone- (817) 748-8963
Facsimile- (817) 748-8027
285 Shady Oaks Drive, Southlake, Texas 76092
Milenka Lopez, Assistant to the Director, mlopez@ci.southlake.tx.us
Vicky Schiber, Community Relations Manager, vschiber@ci.southlake.tx.us
CITY OF
SOUTHLAKE
SOUTHLAKE YOUTH ACTION COMMISSION MEETING: MONDAY, OCTOBER 10, 2022
LOCATION: SOUTHLAKE TOWN HALL
3RD Floor Training Rooms C-D
1400 Main Street
Southlake, Texas 76092
TIME: 4:15 p.m.
AGENDA:
Call to Order
2. Consent
A. Approve the minutes from the May 9, 2022, SYAC meeting
3. Discussion
A. Staff and Student Introductions
B. Expectations and Bylaws Review
C. 2022-2023 Activities
D. Local Government 101 with Operations Manager, Special Projects
Robert Briggs
4. Adjournment
CERTIFICATE
I hereby certify that the above agenda was posted on the official bulletin boards at Town
Hall, 1400 Main Street, Southlake, Texas, on Friday, October 7, 2022, by 6:00 p.m.
pursuant to Chapter 55'l,(Atha!T xas Government Code.
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City Secretary
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If you plan to attend this pulilid� @timo and have a disability that requires special needs, please advise
the City Secretary 48 hours in advance at 817.748.8016 reasonable accommodations will be made to
assist
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
CITY OF
SOUTHLAKE
SOUTHLAKE YOUTH ACTION COMMISSION MEETING MINUTES: MONDAY, MAY 9, 2022
LOCATION: THE MARQ SOUTHLAKE
Champions Club- Hall of Fame Classroom
285 Shady Oaks Drive
Southlake, Texas 76092
TIME: 4:15 p.m.
MEMBERS PRESENT: Srishthi Das, Noor-E-Saher Ahmed, Sana Khan, Sophia Wilwayco,
Ayana Perera, Sophia Ahmed, Sara Jamal, Sarah Ali, Eesha Bethi, Saarim Syed, Katy Lin,
Surina Kishinchandani, and Ria Singh
AGENDA:
Call to Order — Meeting was called to order at 4:23 PM by Chair Katy Lin.
2. Consent
A. Approve the minutes from the April 11, 2022- Motion to approve the minutes
with no corrections was made by Sana Khan and seconded by Allison
Bedwell Motion carried (5-0).
3. Discussion
A. Intern Day 2022-
Assistant to the Director, Milenka Lopez presented information about the
upcoming Intern Day and was available to answer questions.
B. Ideas and Recommendations for SYAC next year -
Assistant to the Director, Milenka Lopez presented Item 3B for discussion
and suggestions and was available to answer questions.
C. CIP Project Wrap Up -
Assistant to the Director, Milenka Lopez and Chair Katy Lin presented the
wrap up of the 2022 CIP Project and was available to answer questions.
4. Adjournment — Motion to adjourn the meeting at 5:31 p.m. was made by Safiy Islam
and seconded by Allison Bedwell. Motion carried (5-0)
SYAC Representative
Staff Liaison
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 2A-1
BY-LAWS
OF THE
SOUTHLAKE YOUTH ACTION COMMISSION
ARTICLE I
PURPOSE AND POWERS
Section 1.1 Purpose
The Southlake City Council established the Southlake Youth Action Commission to act as an
advisory board to the City Council in all matters effecting youth programs and Issues.
Section 1.2 Powers
In fulfillment of its purpose, the Southlake Youth Action Commission shall be governed by
Ordinances Nos. 610, 723, and 969.
ARTICLE II
COMMISSION MEMBERS
Section 2.1 Membership
(a) The youth action commission shall consist of seven (7) students enrolled in school
grades nine (9) through twelve (12) that reside in the city of Southlake or attend
Carroll Independent School District.
(b) The youth action commission may appoint up to thirteen (13) alternates. Alternates
must also be enrolled in grades nine (9) through twelve (12), and reside in the city of
Southlake or attend Carroll Independent School District.
(b) Members are appointed after submitting an application at the beginning of each
school year.
Section 2.2 Meetings of the Commission
The Commission shall endeavor to hold meetings monthly on the 2nd Monday of each month
except during June, July, August, and September at times and places it may designate.
All meetings and deliberations of the commission shall be called, convened, held and
conducted, and notice shall be given to the public, in accordance with Chapter 551 of the Texas
Local Government Code.
Members not able to attend a regular meeting or special meeting shall notify the Community
Services staff liaison or the Chairman of the Commission by 12:00 noon of the meeting day.
Item 3B-1
Section 2.3 Special Meetings
Upon the request of any Commission member, the Chairman shall call a special meeting of
the Commission. The Chairman shall fix a place and time for such special meetings of the
Commission subject to posting public notice in compliance with Chapter 551 of the Texas Local
Government Code.
Section 2.4 Quorum
A simple majority of the Commission shall constitute a quorum to conduct official business
of the Commission.
Section 2.5 Conduct of Business
(a) At the meeting of the Commission, matters pertaining to the business of the
Commission, as posted on the agenda, shall be considered in accordance with the
rules of procedure as from time to time prescribed by the Commission.
(b) At all meetings of the Commission, the Chair shall preside. In the absence of the
Chair, the Vice Chair shall preside. In absence of both the Chair and the Vice Chair,
the secretary shall reside.
(c) The Chair shall be a voting member of the Commission.
(d) Minutes of each Commission meeting shall be filed with the City Secretary and made
available upon request.
Section 2.6 Vacancies
Any vacancy occurring in the board shall be filled by remaining Standing members for the
length of the unexpired term. Should no qualified Standing members seek election to one of the
replacement positions then any alternate member shall be eligible to seek the position.
Section 2.7 Staff Liaisons
The City Manager shall designate a staff member to attend the SYAC Commission meetings
and communicate between the Commission and the city.
Item 36-2
ARTICLE III
OFFICERS
Section 3.1 Officers and Terms of Office
(a) The Officers of the Commission shall be a Chair, Vice -Chair, and Secretary.
(b) At the second regular meeting of each year, the commission shall elect by majority
vote from the Standing members, the officers. The officers shall serve one year terms
or until their successors are elected.
(c) Any officer shall be subject to removal from office at any time by a vote of the
majority of the Commission.
(d) A vacancy in the office of any elected officer shall be filled by a vote of the majority
of the commission members at the next regular meeting, following the effective date
of the vacancy.
Sections 3.2 Powers of the Chair
The Chair shall preside at all meetings of the commission and perform all duties incident to
the office of the chair.
Section 3.3 Vice Chair
In the absence of the Chair, or in the event of his/her inability or refusal to act, the Vice -
Chair shall perform the duties of the Chair. And when so acting shall have all the powers of and
be subject to all the restrictions upon the Chair.
Section 3.4 Compensation
SYAC members shall not receive any salary or compensation for their services as SYAC
members.
ARTICLE IV
ROLES AND RESPONSIBILITIES
Section 4.1 Roles and Responsibilities
The roles and responsibilities of the Southlake Youth Advisory Commission shall be to:
(a) Act in an advisory capacity to the City Council, City Manager and other city Boards
and Commissions on youth programs and issues affecting the youth of Southlake.
Item 36-3
(b) Planning, organizing, coordinating and carrying out other activities for the youth of
the community, including establishing guidelines, rules and procedures for
participation in such activities.
(c) Recommend policies to improve youth services.
(d) Participate in community service projects to encourage youth to make a difference in
the community through volunteerism.
(e) SYAC shall review and submit by May 31 of each year a written report of its
activities for the previous year and an annual plan of work for the ensuing year.
ARTICLE V
AMENDMENTS TO BYLAWS
Section 5.1 Amendments to Bylaws
These bylaws may be altered, amended or repealed and new bylaws may be adopted by a
majority of the SYAC members present at any regular meeting, or any special meeting, if at least
two (2) days written notice is given of an intention to alter, amend, or repeal these bylaws or to
adopt new bylaws at such meeting.
PASSED AND APPROVED at a regular meeting of the Southlake Youth Action
Commission of the City of Southlake, Texas the loth day of January, 2018.
PASSED AND APPROVED at a regular meeting of the City Council of the City of
Southlake, Texas this 1 st day of May, 2018.
Historical Tracking
May 9, 1997 Southlake Youth Action Commission
March 2, 2010 City Council
May 1, 2018 City Council
Item 36-4
2021-2022 SYAC Attendance Report
Noor-E-Saher
Sophia
Sarah
Allison
Nicole
Eesha
Srishthi
Safiy
Sara
Emily
Sana
Surina
Katy
Ayana
Ria
Saarim
Sophia
Attendance Rate
Total Hours
Ahmed
Ahmed
Ali
Bedwell
Beres
Bethi
Das
Islam
Jamal
Jia
Khan
Kishinchandani
Lin
Perera
Singh
Syed
Wilwayco
..nce %
78%
78%
56%
89%
100%
78%
89%
78%
33%
11%
56%
67%
78%
67%
78%
78%
100%
10/11/2021 11/11/2021
Absent
Absent
Present
Present
Present
Present
Present
Present
Absent
Absent
Absent
Present
Present
Present
Present
Present
Present
72%
0.75
12/13/2021
Present
Present
Present
Present
Present
Present
Present
Absent
Present
Present
Present
Present
Present
Present
Present
Present
Present
94%
1
1/10/2022
Present
Present
Absent
Present
Present
Present
Present
Present
Absent
Absent
Present
Present
Absent
Absent
Present
Absent
Present
65%
1.25
2/14/2i
Present
Present
Absent
Present
Present
Present
Present
Present
Absent
Absent
Present
Absent
Present
Present
Present
Present
Present
76%
1.25
Present
Present
Present
Present
Present
Present
Present
Present
Present
Absent
Absent
Present
Present
Present
Absent
Present
Present
82%
1
Present
Present
Absent
Present
Present
Present
Present
Present
Absent
Absent
Absent
Present
Present
Present
Present
Present
Present
76%
0.75
i22 519/2022
Present
Present
Present
Absent
Present
Present
Present
Absent
Present
Absent
Present
Present
Present
Present
Present
Present
Present
82%
1
Absent
Absent
Absent
Present
Present
Absent
Absent
Present
Absent
Absent
Present
Absent
Present
Absent
Absent
Presenti
Presenti
41 %
1
Total Hours
5.5
Intern D.
Present
Present
Present
Present
Present
Absent
Present
Present
Absent
Absent
Absent
Absent
Absent
Absent
Present
Absent
Present
6.25
3.75
7.00
8.00
7.00
7.00
6.25
3.00
1.00
5.5
5.75
6.75
5.75
6.00
6.75
8.00
8 total hours