2022-11-14 SYAC packetSouthlake Youth Action Commission
November 14, 2022
13CITY OF
SOUTHLAKE
MEMORANDUM
November 14, 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, November 14, 2022, at 4:15pm
The meeting will be held on Monday, November 14, 2022, at the Champions Club Hall of
Fame Rooms. If you are not able to attend this meeting, please notify staff at 817.748.8963 or
mloPez(a)ci. southlake. tx. us
Regular Agenda:
1. Agenda Item No. 1. Call To Order
2. Agenda Item No. 2. Consent
A. Approval of the minutes from the October 10, 2022, Southlake Youth Action
Commission meeting - Please make any corrections to the minutes part of the
motion for consideration.
3. Agenda Item No. 3. Consider
A. Election of Southlake Youth Action Commission Chair— The purpose of this item is
to elect from the Board a Chair to serve a one-year term for SYAC. Your packet
memo contains a description of the duties for the officer position.
B. Election of Southlake Youth Action Commission Vice Chair— The purpose of this
item is to elect from the Board a Vice Chair to serve a one-year term for SYAC.
Your packet memo contains a description of the duties for the officer position.
C. Election of Southlake Youth Action Commission Secretary— The purpose of this
item is to elect from the Board a Secretary to serve a one-year term for SYAC.
Your packet memo contains a description of the duties for the officer position.
D. Renewal of Adopt -A -Street Commitment with Community Services Department -
The purpose of this item is for the SYAC Board to decide if they want to renew
their Adopt -A -Street Agreement commitment for another 2-year term. Information
about the Adopt -A -Street Program and responsibilities are included in your packet.
Southlake Youth Action Commission
November 14, 2022
4. Agenda Item No. 4. Discussion
A. Choose Adopt -A -Street Clean Up Date- This item allows for discussion of the
Adopt -A -Street Clean Up. No packet document.
B. Budget Activity with Assistant to the City Manager Major Youngblood- This item
allows for a discussion on the City's budgeting process presented by Assistant to
the City Manager Major Youngblood and an interactive group budget activity. No
packet document.
5. Agenda Item No. 5. Adiournment
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, NOVEMBER 14, 2022
LOCATION: THE MARQ SOUTHLAKE
285 Shady Oaks Drive
Southlake, Texas 76092
TIME: 4:15 p.m.
AGENDA:
Call to Order
2. Consent
A. Approve the minutes from the October 10, 2022, Southlake Youth Action
Commission meeting
3. Consider
A. Election of SYAC Chair
B. Election of SYAC Vice -Chair
C. Election of SYAC Secretary
D. Renewal of Adopt -A -Street Commitment with Community Services
Department
4. Discussion
A. Choose Adopt -A -Street Clean Up Date
B. Budget Activity with Assistant to the City Manager Major Youngblood
5. Adjournment
CERTIFICATE
I hereby certify that the above agenda was posted on the official bulletin boards at Town Hall,
1400 Main Street, SoutNokOlrey4s, on Friday, November 11, 2022, by 6:00 p.m. pursuant to
Chapter 551 of the T�S3 Code.
cn=
%mell FR
City Secretary
If you plan to attend this ¢up)l�c li.•.i���and have a disability that requires special needs, please advise
the City Secretary 48 hours ir'Wv nce 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, OCTOBER
10, 2022
LOCATION: SOUTHLAKE TOWN HALL
3rd Floor Training Rooms C&D
1400 Main Street
Southlake, Texas 76092
TIME: 4:15 p.m.
BOARD MEMBERS PRESENT: Ryan Brown, Eesha Suri (late arrival 4:30pm), Srishthi
Das, Sanvi Kishinchandani, Anthony Thomas, and Sarah Ali
BOARD MEMBERS ABSENT: Allison Bedwell
ALTERNATES PRESENT: Maya Perera, Diya Sunil, William Zhang, Maya Kalra, Kanha
Jain, Anya Reddy, Arya Kalra, Sophia Wilwayco, and Annika Rao
ALTERNATES ABSENT: Safiy Islam and Sara Jamal
CITY STAFF PRESENT: Assistant to the Director of Community Services Milenka Lopez
and Operations Manager, Special Projects Robert Briggs
AGENDA:
1. Call to Order — Meeting was called to order at 4:18 PM by staff liaison Milenka Lopez.
2. Consent
A. Approve the minutes from the May 9, 2022- Motion to approve the minutes
with no corrections was made by Sarah Ali and seconded by Sanvi
Kishinchandani Motion carried (5-0).
3. Discussion
A. Staff and Student Introductions -
Assistant to the Director, Milenka Lopez introduced staff liaisons; board
members and alternates introduced themselves. Assistant to the Director
Lopez was available to answer questions.
B. Expectations and Bylaws Review -
Assistant to the Director, Milenka Lopez presented Item 3B for discussion
and was available to answer questions.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 2A-1
Southlake Youth Action Commission
Meeting Date —October 10, 2022
Page 2 of 2
C. 2022-2023 Activities -
Assistant to the Director, Milenka Lopez presented an overview of the
activities for the 2022-2023 school year and was available to answer
questions.
D. Local Government 101 with Operations Manager, Special Projects Robert
Briggs -
Operations Manager of Special Projects, Robert Briggs from the City
Manager's Office presented the fundamentals of municipal government and
the impact it can have in our communities and was available to answer
questions.
4. Adjournment — Motion to adjourn the meeting at 5:10 p.m. was made by Sarah Ali
and seconded by Srishthi Das. Motion carried (6-0)
SYAC Representative
Staff Liaison
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 2A-2
CITY OF
SOUTHLAKE
MEMORANDUM
November 14, 2022
TO: Southlake Youth Action Commission
FROM: Milenka Lopez, Assistant to the Director
SUBJECT: Election of Southlake Youth Action Commission Chair
Action Requested: Election of Southlake Youth Action Commission Chair.
Background
Information: The Southlake Youth Action Commission Bylaws address
the process for selection of the Chair for SYAC. Annually,
following the appointments of new SYAC members, the
Board shall select a Chair to serve one year until the next
annual election.
Any sitting member of the Board may be considered for the
officer positions. The current Board members are:
• Ryan Brown
• Eesha Suri
• Srishthi Das
• Sanvi Kishinchandani
• Anthony Thomas
• Allison Bedwell
• Sarah Ali
A brief summary of the Chair's duties is listed below for your
consideration.
Chair
• Preside at all meetings of the commission and perform all
duties incident to the office of the chair
Financial
Considerations: None
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 3A-1
Youth Action Commission
Meeting Date — November 14, 2022
Page 2 of 2
Strategic Link: N/A
Citizen Input/
Board Review: SYAC consideration of SYAC Chair November 14, 2022
Legal Review: N/A
Alternatives: Any commentary as appropriate.
Supporting
Documents: N/A
Staff
Recommendation: SYAC election of SYAC Chair
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 3A-2
CITY OF
SOUTHLAKE
MEMORANDUM
November 14, 2022
TO: Southlake Youth Action Commission
FROM: Milenka Lopez, Assistant to the Director
SUBJECT: Election of Southlake Youth Action Commission Vice Chair
Action Requested: Election of Southlake Youth Action Commission Vice Chair.
Background
Information: The Southlake Youth Action Commission Bylaws address
the process for selection of the Vice Chair for SYAC.
Annually, following the appointments of new SYAC
members, the Board shall select a Vice Chair to serve one
year until the next annual election.
Any sitting member of the Board may be considered for the
officer positions. The current Board members are:
• Ryan Brown
• Eesha Suri
• Srishthi Das
• Sanvi Kishinchandani
• Anthony Thomas
• Allison Bedwell
• Sarah Ali
A brief summary of the Vice Chair's duties is listed below for
your consideration.
Vice Chair
• Perform the duties of the Chair in the absence of the
Chair or in the event of his/her inability or refusal to act,
and when so acting shall have all the powers of and be
subject to all the restrictions upon the Chair
• In general, shall perform all duties incident to the office
as prescribed by the Chair and Board
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 3B-1
Youth Action Commission
Meeting Date — November 14, 2022
Page 2 of 2
Financial
Considerations: None
Strategic Link: N/A
Citizen Input/
Board Review: SYAC consideration of SYAC Vice Chair November 14,
2022
Legal Review: N/A
Alternatives: Any commentary as appropriate.
Supporting
Documents: N/A
Staff
Recommendation: SYAC election of SYAC Vice Chair
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 36-2
CITY OF
SOUTHLAKE
MEMORANDUM
November 14, 2022
TO: Southlake Youth Action Commission
FROM: Milenka Lopez, Assistant to the Director
SUBJECT: Election of Southlake Youth Action Commission Secretary
Action Requested: Election of Southlake Youth Action Commission Secretary.
Background
Information: The Southlake Youth Action Commission Bylaws address
the process for selection of the Secretary for SYAC.
Annually, following the appointments of new SYAC
members, the Board shall select a Secretary to serve one
year until the next annual election.
Any sitting member of the Board may be considered for the
officer positions. The current Board members are:
• Ryan Brown
• Eesha Suri
• Srishthi Das
• Sanvi Kishinchandani
• Anthony Thomas
• Allison Bedwell
• Sarah Ali
A brief summary of the Secretary's duties is listed below for
your consideration.
Secretary
• Take minutes during each meeting
• In general, shall perform all duties assigned by the Chair
or the Council
• In absence of Chair and Vice Chair, or their inability or
refusal to act, shall perform duties of Chair
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 3C-1
Youth Action Commission
Meeting Date — November 14, 2022
Page 2 of 2
Financial
Considerations: None
Strategic Link: N/A
Citizen Input/
Board Review: SYAC consideration of SYAC Secretary November 14, 2022
Legal Review: N/A
Alternatives: Any commentary as appropriate.
Supporting
Documents: N/A
Staff
Recommendation: SYAC election of SYAC Secretary
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 3C-2
CITY OF
SOUTHLAKE
MEMORANDUM
November 14, 2022
TO: Southlake Youth Action Commission
FROM: Milenka Lopez, Assistant to the Director
SUBJECT: Renewal of Adopt -A -Street Commitment with Community
Services Department
Action Requested: Renewal of Adopt -A -Street Commitment with Community
Services Department
Background
Information: The City of Southlake's Keep Southlake Beautiful Program
manages the City's Adopt -A -Street Program. Adopt -A -Street
is a free program that allows organizations, businesses,
groups, families, and individuals to adopt and maintain areas
within the Southlake community.
The Southlake Youth Action Commission adopted Shady
Oaks Drive as part of the Adopt -A -Street program in the
summer of 2021 to increase volunteer opportunities for
SYAC members. The current contract with Adopt -A -Street is
set to expire on December 31, 2022.
If SYAC renews its contract with Adopt -A -Street, the
following commitment is expected:
• Participation is a minimum of three cleanups per
year- Winter, Spring, and Fall. Trash bags, gloves,
and safety vests will be provided to you at no
charge
• Completion of a Quarterly Cleanup Report after
each event- The Quarterly Cleanup Report will
require you to record the number of volunteers,
cumulative volunteer hours and bags of trash
collected during each cleanup event.
Contract renewals must be submitted no later than
December 31, 2022.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 3D-1
Youth Action Commission
Meeting Date — November 14, 2022
Page 2 of 2
Financial
Considerations: None
Strategic Link: Partnerships and Volunteerism
Citizen Input/
Board Review: SYAC consideration of Adopt -A -Street Renewal on
November 14, 2022
Legal Review: N/A
Alternatives: Renew Adopt -A -Street Contract
Do not renew Adopt -A -Street Contract
Supporting
Documents: N/A
Staff
Recommendation: Renew Adopt -A -Street Commitment with Community
Services Department.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 3D-2
2021-2022 SYAC Attendance Report
Ryan
Eesha
Srishthi
Sanvi
Anthony
Allison
Sarah
Maya
Diya
Safiy
William
Annika
Maya
Kanha
Anya
Arya
Sara
Sophia
Attendance Rate
Total Hours
Brown
Suri
Das
Kishinchandani
Thomas
Bedwell
Ali
Perera
Sunil
Islam
Zhang
Rao
Kalra
Jain
Reddy
Ka I ra
Jamal
W ilwayco
100%
Present
100%
Present
100%
Present
100%
Present
100%
Present
0%
Absent
100%
Present
100%
Present
100%
Present
0%
Absent
100%
Present
100%
Present
100%
Present
100%
Present
100%
Present
100%
Present
0%
Absent
100%
Present
83%
0.75
0.75
0.75
0.75
0.75
0.75
0.00
0.75
0.75
0.75
0.00
0.75
0.75
0.75
0.75
0.75
0.75
0.00
0.75
0.75