2024-04-08 SYAC PacketSouthlake Youth Action Commission
April 08, 2024
MEMORANDUM
March 26, 2024
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, April 08, 2024, at 4:15 pm
The meeting will be held on Monday, April 08, 2024, 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@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 March 18, 2024, 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.Ordinance 1228B Presentation - This item allows a discussion of the
changes to the City of Southlake’s Boards and Commissions as per
Ordinance 1228B. No packet document.
B.Intern Day Update - This item allows for a discussion on the SYAC Intern
Day date. No packet document.
C.Club Metro Prom Finalization with Guest Speaker, Sara Farris, Programs
Supervisor - This item allows for SYAC members to finalize their
contributions to the Club Metro Prom program with Programs Supervisor,
Sara Farris. No packet document.
D.City Council Presentation Prep - This item allows for the Southlake Youth
Action Commission members to prepare their annual presentation for City
Council and practice presenting. No packet document.
Southlake Youth Action Commission
April 08, 2024
E.Final SYAC Meeting Planning- This item allows for SYAC members to
plan their final activity for the school year. No packet document.
4.Agenda Item No. 4. Consider
A.Approve the revised SYAC Bylaws- This item allows for consideration of
the updated SYAC Bylaws as per Ordinance 1228B. The bylaws and the
ordinance are included in your packet.
B.Reschedule the May SYAC meeting to May 20- This item allows for
consideration of rescheduling the May SYAC meeting to May 20.
5.Agenda Item No. 5. Adjournment
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
13
CITY OF
SOUTHLAKE
SOUTHLAKE YOUTH ACTION COMMISSION MEETING: MONDAY, April 08, 2024
LOCATION: The Marq Southlake—Champions Club— Hall of Fame Classrooms
285 Shady Oaks Dr.
Southlake, TX 76092
TIME: 4:15 P.M.
AGENDA:
1.Call to Order
2.Consent
A. Approve the minutes from the March 18, 2024, SYAC Meeting
3.Discussion
A. Ordinance 1228B Presentation
B.Intern Day Update
C. Club Metro Prom Finalization with Guest Speaker, Sara Farris, Programs
Supervisor
D. City Council Presentation Prep
E. Final SYAC Meeting Planning
4.Consider
A. Approve the revised SYAC Bylaws
B. Reschedule the May SYAC meeting to May 20
5. 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, April 05, 2024, by 5:00 P.M. pursuant to
Chapter 551 of the Texas Government Code.
ceer Amy Shelley, TRMC crt
City Secretary j—D
CI)
If you plan to attend this public meeting and ha 9 adispbility that jatluire, special needs, please advise the City Secretary 48 hours
in advance at 817.748.8016 reasonable accomnffJatio s`wilkbe lnadeeta assist you.
aaoo°o°°°
e
City of Southlake Values:
Integrity Innovation Accountability Commitment to Excellence Teamwork
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
SOUTHLAKE YOUTH ACTION COMMISSION MEETING MINUTES: MONDAY,
MARCH 18, 2024
LOCATION: The Marq Southlake - Champions
Community Rooms
600 State Street
Southlake, Texas 76092
TIME: 4:15 P.M.
BOARD MEMBERS PRESENT: Chair Srishthi Das, Secretary Allison Bedwell, and
Vice-Chair Safiy Islam, as well as SYAC members Anya Reddy, William Zhang, and
Kanha Jain
BOARD MEMBERS ABSENT: Annika Rao
ALTERNATES PRESENT: Tyler Koo, Maya Perera, Malika Kumbhat, Greer
McDevitt, Anushka Velala
ALTERNATES ABSENT: Shreyas Dharani, Praneel Veerabathina, Sanvi
Kishinchandani, and Claire Schilsky
CITY STAFF PRESENT: Assistant to the Director of Community Services Milenka
Lopez, Community Relations Manager Vicky Schiber, and Assistant to the City
Manager Bora Sulollari
AGENDA:
1. Call to Order – The meeting was called to order at 4:15 P.M. by Srishthi Das.
2. Consent
A. Approve the minutes from the Southlake Youth Action Commission
meeting held February 12, 2024 - The motion to approve the minutes
with no corrections was made by Safiy Islam and seconded by Kanha
Jain. Motion carried (7-0). Board members that voted: Allison Bedwell,
Srishthi Das, Safiy Islam, Anya Reddy, William Zhang, and Kanha
Jain. Alternates that voted: Anushka Velala
3. Discussion
A. Adopt-A-Street Update -
Assistant to the Director, Milenka Lopez, presented potential dates for
the last Adopt-A-Street cleanup.
Southlake Youth Action Commission
Meeting Date –March 18, 2024
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Direction to Staff – The Next Cleanup will be on Monday, April 15 at
4:15 PM.
B. City Council Presentation -
Assistant to the Director of Community Services, Milenka Lopez
reminded members of the Commission that their presentation to City
Council is scheduled for Tuesday, April 16 at 5:30 PM in the City
Council Chambers. SYAC members were reminded to bring their
laptops and prep for the presentation on April 8th.
Direction to Staff - None
C. Intern Day Discussion -
Assistant to the Director, Milenka Lopez presented item 4C for
discussion and was available to answer questions. SYAC members
decided on a date for the 2024 Intern Day that wouldn’t conflict with the
AP testing schedule.
Direction to Staff – Host intern day for April 17th, 12:00-4:00 PM
D. City Manager’s Office Operations with Guest Speaker Bora Sulollari,
Assistant to the City Manager -
Assistant to the City Manager Bora Sulollari presented about the City
Manager’s Office and discussed the role that office plays in the
creation of the budget and the CIP and was available to answer
questions.
Direction to Staff- None
4. Adjournment – Srishthi Das adjourned the meeting at 4:49 P.M.
SYAC Representative
______________________________
Staff Liaison
2021-2022 SYAC Attendance Report
First Name Last Name Attendance %10/9/2023 11/13/2023 12/11/2023 1/8/2024 2/12/2024 3/18/2024 4/8/2024 5/13/2024 Total Hours Intern Day
Allison Bedwell Absent Present Present Absent Present Present 3
Srishthi Das Present Present Absent Present Absent Present 3.25
Safiy Islam Present Present Present Absent Present Present 4.25
William Zhang Present Present Present Present Absent Present 4.25
Annika Rao Present Absent Absent Present Present Absent 3.25
Anya Reddy Present Present Present Absent Present Present 4.25
Kanha Jain Present Present Present Absent Present Present 4.25
Maya Perera Present Present Present Present Absent Present 4.25
Tyler Koo Present Present Present Present Present Present 5.25
Shreyas Dharani Present Absent Present Present Present Absent 4.25
Praneel Veerabathina Present Present Present Present Present Absent 5.25
Sanvi Kishinchandani Absent Present Absent Present Present Absent 3
Malika Kumbhat Present Present Present Absent Present Present 4.25
Misha Rizvi Present Present Present Present Absent Absent 4.25
Greer McDevitt Present Present Present Present Present Present 5.25
Anushka Velala Present Present Absent Present Present Present 4.25
Claire Schilsky Present Present Absent Absent Absent Absent 2.25
Attendance Rate 88%88%76%65%70%59%
Total Hours 1.25 1 1 1 1 1
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
March 26, 2024
To: Southlake Youth Action Commission
From: Milenka Lopez, Assistant to the Director
Subject: Approve the revised SYAC Bylaws
Action
Requested: Southlake Youth Action Commission approval of the revised
Southlake Youth Action Commission (SYAC) Bylaws
Background
Information: The purpose of this item is for the Southlake Youth Action
Commission to consider proposed revisions to the SYAC Bylaws.
The existing bylaws were adopted by the City Council on May 1,
2018. Ordinance 1228B was adopted by the City Council on
December 19, 2023, to standardize all boards, commissions, and
committees in a single section of the Code of Ordinances. The
revisions to the SYAC bylaws reflect the changes outlined in
Ordinance 1228B.
The proposed revisions establish SYAC as a program for 9th-12th
graders to generate broad-based public awareness of and support
for youth. The Commission shall consist of seven (7) students who
reside in the City of Southlake or attend Carroll Independent School
District (CISD).
The revisions also increase participation by allowing an unlimited
number of alternates to participate. Historically, SYAC has limited its
number of alternates to 13.
The revisions further define the duties and responsibilities of SYAC.
The Commission shall:
1. Evaluate the current issues affecting youth in the City and
bring those issues to the attention of the City Council and
other boards, commissions, or committees, as necessary.
2. Participate in community service projects to encourage
youth to make a difference in the community through
volunteerism.
3. Prepare and submit to the City Council an annual report of
youth-related programs and services.
Southlake Youth Action Commission
Meeting Date – April 08, 2024
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Financial
Considerations: Revisions to SYAC bylaws will have no impact on the City budget.
Strategic Link: Approval of the permit is linked to the City Council Focus Areas of
Performance Management and Service Delivery as well as
Partnerships and Volunteerism. The permit also addresses the
corporate objectives of achieving strong outcomes through continual
evaluation and pursuit of better practices that improve core business
operations, and providing opportunities for partnerships and
volunteer involvement, and providing attractive and unique spaces
for the enjoyment of personal interests.
Citizen Input/
Board Review: Southlake Youth Action Commission consideration and approval of
the revised SYAC Bylaws on April 08, 2024.
Legal Review: NA
Alternatives: Approve the bylaws as presented
Approve the bylaws with modifications
Decision not to approve the bylaws
Supporting
Documents:
• Copy of revised SYAC Bylaws- redlined
• Copy of revised SYAC Bylaws
• Copy of Ordinance 1228B
Recommendation: Southlake Youth Action Commission approval of the revised
Southlake Youth Action Commission (SYAC) Bylaws
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 affecting youth programs and iIssues.
Section 1.2 Powers
In fulfillment of its purpose, the Southlake Youth Action Commission shall be governed by
Ordinances Nos. 610, 723, and 969, 1228A and 1228B.
ARTICLE II
COMMISSION MEMBERS
Section 2.1 Membership
(a) (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 an unlimited
number of alternate members. 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 and alternates are appointed to the Commission by the Community Services
Director or appointee are appointed after submitting an application at the beginning of
each school year. Members and alternates are appointed for a one-year term.
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.of the
school year (October-May).
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.
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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.
Section 2.3 Special Meetings
Upon the request of any Commission member, the Chairman or Vice-Chair 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. A vote of the simple majority of the quorum shall be required for any action
taken by 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 the 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.
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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 a one yearone-
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
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The roles duties and responsibilities of the Southlake Youth Advisory Commission are advisory
in nature. The 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.
Evaluate the current issues affecting youth in the City and bring those to the
attention of the City Council and other boards, commissions, or committees, as
necessary.
(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. Participate in community service projects to
encourage youth to make a difference in the community through volunteerism.
(c) Recommend policies to improve youth services Prepare and submit to the City
Council an annual report of youth-related programs and 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 10th day of January, 2018 08th day of April,
2024.
PASSED AND APPROVED at a regular meeting of the City Council of the City of
Southlake, Texas this 1st day of May, 2018.
Historical Tracking
May 9, 1997 Southlake Youth Action Commission
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March 2, 2010 City Council
May 1, 2018 City Council
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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 affecting 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, 969, 1228A and 1228B.
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 an unlimited number of alternate
members. 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 and alternates are appointed to the Commission by the Community Services
Director or appointee after submitting an application at the beginning of each school
year. Members and alternates are appointed for a one-year term.
Section 2.2 Meetings of the Commission
The Commission shall hold meetings monthly on the 2nd Monday of each month of the school
year (October-May).
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 Chair of the Commission by 12:00 noon of the meeting day.
Section 2.3 Special Meetings
Upon the request of any Commission member, the Chair or Vice-Chair shall call a special
meeting of the Commission. The Chair 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. A vote of the simple majority of the quorum shall be required for any action
taken by 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 the 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 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
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 a one-year
term 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 duties and responsibilities of the Southlake Youth Advisory Commission are advisory in
nature. The Commission shall:
(a) Evaluate the current issues affecting youth in the City and bring those to the
attention of the City Council and other boards, commissions, or committees, as
necessary.
(b) Participate in community service projects to encourage youth to make a difference in
the community through volunteerism.
(c) Prepare and submit to the City Council an annual report of youth-related programs
and services.
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 08th day of April 2024.
PASSED AND APPROVED at a regular meeting of the City Council of the City of
Southlake, Texas.
Historical Tracking
May 9, 1997 Southlake Youth Action Commission
March 2, 2010 City Council
May 1, 2018 City Council