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2023-10-09 SYAC PacketSouthlake Youth Action Commission October 09, 2023 13CITY OF SOUTHLAKE MEMORANDUM October 6, 2023 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 09, 2023, at 4:15pm The meeting will be held on Monday, October 10, 2022, at the Legends Hall Legacy Meetinq Rooms at the Marg Southlake. If you are not able to attend this meeting, please notify staff at 817. 748.8963 or mlopez(cb-ci.southlake.tx.us Regular Agenda: Agenda Item No. 1. Call To Order 2. Agenda Item No. 2. Consent A. Approval of the minutes from the Mav 8. 2023. 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. 2023-2024 Activities- This item allows for a discussion of planned SYAC activities for the 2023-2024 school year. A draft calendar is included in your packet. D. Guest Speaker and Activity: Community Events Planning with Festivals and Events Coordinator, Dylan Duque- This item allows for a discussion with Economic Development staff about the fundamentals of community events planning. A planning activity for the 2023 Home for the Holidays community event will follow the discussion. No packet document. Southlake Youth Action Commission October 09, 2023 4. Agenda Item No. 4. Adjournment 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 285 Shady Oaks Drive, Southlake, Texas 76092 Milenka Lopez, Assistant to the Director, mlopez@ci.southlake.tx.us CITY OF SOUTHLAKE SOUTHLAKE YOUTH ACTION COMMISSION MEETING: MONDAY, OCTOBER 9, 2023 LOCATION: LEGENDS HALL LEGACY MEETING ROOMS THE MARQ SOUTHLAKE 285 Shady Oaks Drive Southlake, Texas 76092 TIME: 4:15 p.m. AGENDA: 1. Call to Order 2. Consent A. Approve the minutes from the May 8, 2023, SYAC meeting 3. Discussion A. Staff and Student Introductions B. Expectations and Bylaws Review C. 2023-2024 Activity Overview D. Guest Speaker and Activity: Community Events Planning with Festivals and Events Coordinator, Dylan Duque 4. Adjournment CERTIFICATE I hereby certify that the above agenda was posted on the official bulletin boards at Town Hall, 1400 Main StreRt�%SwWjqke, Texas, on Friday, October 6, 2023, by 6:00 p.m. pil uant to Chapter &qhe �` "s Government Code. C) ®co cn® A y el y, TRUQ ° s Cit ecretary ;'J'• •',� If you plan to attend this public meeting and have a disability that requires special needs, please advise the City Secretary 48 hours in advance at 817.748.8016 and reasonable accommodations will be made to assist you. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTH LAKE SOUTHLAKE YOUTH ACTION COMMISSION MEETING MINUTES: MONDAY, MAY 8, 2023 LOCATION: THE MARQ SOUTHLAKE Champions Club- Hall of Fame Rooms 285 Shady Oaks Drive Southlake, Texas 76092 TIME: 4:15 p.m. BOARD MEMBERS PRESENT: Vice Chair Srishthi Das, Secretary Allison Bedwell, Ryan Brown, and Anthony Thomas BOARD MEMBERS ABSENT: Chair Eesha Suri, Sarah Ali, and Sanvi Kishinchandani ALTERNATES PRESENT: Diya Sunil, William Zhang, Anya Reddy, and Sophia Wilwayco ALTERNATES ABSENT: Maya Perera, Annika Rao, Maya Kalra, Kanha Jain, Arya Kalra, and Sara Jamal CITY STAFF PRESENT: Assistant to the Director of Community Services, Milenka Lopez AGENDA: Call to Order — Meeting was called to order at 4:21 PM by Secretary Allison Bedwell. 2. Consent A. ADDrove the minutes from the Southlake Youth Action Commission m held April 10, 2023- Motion to approve the minutes with no corrections was made by Vice Chair Srishthi Das and seconded by Secretary Allison Bedwell. Motion carried (7-0), with Sophia Wilwayco, Diya Sunil, Annika Rao, and Anya Reddy voting as alternates. 3. Discussion A. Guest Speaker City of Southlake Mayor John Huffman - City of Southlake Mayor John Huffman spoke to the Southlake Youth Action Commission members about the role of City Council in local government, the policy side of governance, and the importance of gaining public speaking skills. The Mayor then was available to answer questions. Direction to Staff- None. B. End of Year Wrap Up Assistant to the Director, Milenka Lopez presented ideas for next year's project and was available to answer questions and take suggestions. Having booths in upcoming City Events, collaboration with local charities, and helping with event planning were all suggested by members. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Item 2A-1 Southlake Youth Action Commission Meeting Date —May 08, 2023 Page 2 of 2 Direction to Staff- None. 4. Adjournment — Vice Chair Das adjourned the meeting at 5:20 p.m. SYAC Representative Staff Liaison City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Item 2A-2 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. (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 3B-4 S)(A(: )(earl Even S 2023-2024 October November December Oct. 9 Welcome Meeting • Nov. 13: Second Meeting Dec. 11: Monthly Meeting • Nov. 18: Home for the Holidays 4:30 PM- 8:30 PM • TBD: Adopt -A -Street January February March • Jan. 11: Monthly Meeting • TBD: YAC Summit • March 11: Monthly Meeting • TBD: Adopt -A -Street • Feb 12: Monthly Meeting • TBD: Adopt -A- Street April May • April 8: Monthly Meeting • May 13: Monthly Meeting • April 11: Intern Day (TBD) • April 16: City Council Southlake Youth Presentation (TBD) Action Commission Item 3C-1