2024-10-14 SYAC PacketSouthlake Youth Action Commission
October 14, 2024
MEMORANDUM
October 11, 2024
TO: Southlake Youth Action Commission
FROM: Milenka Lopez, Business Manager
SUBJECT: Agenda Item Comments for the Southlake Youth Action Commission
meeting on Monday, October 14, 2024, at 4:15 pm
The meeting will be held on Monday, October 14, 2024, at the Legends Hall
Legacy Meeting 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 May 20, 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. Introductions- This item allows members of the Southlake Youth Action
Commission Board to become acquainted with the other group members.
No packet document.
B. Ice Breaker Activity- This item allows for an activity to break the ice
between the members of the Southlake Youth Action Commission. No
packet document.
C. Calendar Review- This item allows for a discussion on the upcoming
annual events. No packet document.
D. Bylaw Review and Expectations- This item allows for the Southlake Youth
Action Commission members to discuss, review, and learn the Bylaws and
expectations of being a part of the Southlake Youth Action Commission.
The document is included in your packet.
Southlake Youth Action Commission
October 14, 2024
4. Agenda Item No. 4. 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
Business Manager
STAFF CONTACT INFORMATION:
Telephone- (817) 748-8963
Facsimile- (817) 748-8027
285 Shady Oaks Drive, Southlake, Texas 76092
Milenka Lopez, Business Manager, mlopez@ci.southlake.tx.us
Vicky Schiber, Community Relations Manager, vschiber@ci.southlake.tx.us
Taygan McBurney, Administrative Assistant, tmcburney@ci.southlake.tx.us
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
SOUTHLAKE YOUTH ACTION COMMISSION MEETING MINUTES: MONDAY, MAY
20, 2024
LOCATION: The Marq Southlake - Champions
Club Hall of Fame Rooms
600 State Street
Southlake, Texas 76092
TIME: 4:15 P.M.
BOARD MEMBERS PRESENT: Vice-Chair Safiy Islam, as well as SYAC members,
Anya Reddy, William Zhang, and Kanha Jain
BOARD MEMBERS ABSENT: Secretary Allison Bedwell, Chair Srishthi Das,
Annika Rao
ALTERNATES PRESENT: Tyler Koo, Maya Perera, Shreyas Dharani, and Praneel
Veerabathina, and Misha Rizvi
ALTERNATES ABSENT: Sanvi Kishinchandani, Malika Kumbhat, Greer McDevitt,
Anushka Velala, and Claire Schilsky
CITY STAFF PRESENT: Assistant to the Director of Community Services Milenka
Lopez, Community Relations Manager Vicky Schiber
AGENDA:
1.Call to Order – The meeting was called to order at 4:19 P.M. by Safiy Islam.
2. Consent
A.Approve the minutes from the Southlake Youth Action Commission
meeting held April 08, 2024
Vice Chair Safiy presented item 2A for SYAC consideration and
Assistant to the Director Milenka Lopez was available to answer
questions. Alternates Maya Perera, Tyler Koo, and Praneel
Veerabathina voted as alternates.
APPROVED
A motion was made to approve the minutes from the Southlake Youth
Action Commission meeting held on April 08, 2024.
Motion: Jain
Second: Reddy
Southlake Youth Action Commission
Meeting Date –May 20, 2024
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Ayes: Islam, Zhang, Reddy, Jain, Perera, Koo, Veerabathina
Nays: None
Abstain: None
Vote: 7-0
Motion passed.
3.Discussion
A.Rehearse City Council Presentation -
SYAC members recorded an audio presentation for the City Council as
part of their Daily Update Email.
Direction to Staff – NA
B.Brainstorm Service Project for Next Year -
Assistant to the Director of Community Services, Milenka Lopez led a
discussion on brainstorming ideas for a Service Project members will
participate in for the upcoming year. She was available to answer
questions.
Direction to Staff - None
C.End-of-the-year Wrap-Up and Celebration
Vicky Schiber led the discussion on improvements for next year.
Direction to Staff- None
4. Adjournment – S. Islam adjourned the meeting at 5:00 P.M.
SYAC Representative
______________________________
Staff Liaison
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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.
Item 3D
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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
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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-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.
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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 8th day of April 2024.
PASSED AND APPROVED at a regular meeting of the City Council of the City of Southlake,
Texas the 4th day of June 2024.
Original May 9, 1997 Approved By: SYAC
1st Amendment March 2, 2010 Approved By: City Council
2nd Amendment May 1, 2018 Approved By: City Council
3rd Amendment April 8, 2024
June 4, 2024
Approved By: SYAC
City Council