The URL can be used to link to this page

2014_06.04 YAC Packet ic KENNEDALE You're Here,Your Home www.cityofl,cennedale.com KENNEDALE YOUTH ADVISORY COUNCIL AGENDA REGULAR MEETING June 4, 2014 CITY HALL CONFERENCE ROOM, 405 MUNICIPAL DRIVE REGULAR SESSION - 3:00 PM I. CALL TO ORDER II. ROLL CALL III. MINUTES APPROVAL IV. REPORTS/ANNOUNCEMENTS A. Member introductions. B. Discuss the process for the election of the 2014-2015 Chair, Vice Chair, Secretary, and Historian. C. General information and announcements. V. REGULAR ITEMS A. Discuss and approve a regular meeting date and time. B. Discuss and consider approval of an official attendance policy. C. Discuss and consider adopting priorities for the 2014-2015 YAC. VI.ADJOURNMENT In compliance with the Americans with Disabilities Act, the City of Kennedale will provide for reasonable accommodations for persons attending City Council meetings. This building is wheelchair accessible, and parking spaces for disabled citizens are available. Requests for sign interpreter services must be made forty-eight (48) hours prior to the meetings. Please contact Amethyst Cirmo, City Secretary, at 817.985.2104 or(TDD) 1.800.735.2989 CERTIFICATION I certify that a copy of the June 4,2014,agenda was posted on the City Hall bulletin board next to the main entrance of the City Hall building, 405 Municipal Drive,of the City of Kennedale, Texas, in a place convenient and readily accessible to the general public at all times and said agenda was posted at least 72 hours preceding the schedule time of said meeting, in accordance with Chapter 551 of the Texas Government Code. 405 Municipal Drive, Kennedale, TX 76060 1 Telephone: 817-985-2100 1 Fax: 817-478-7169 Amethyst G. Sloane, City Secretary ic KENNEDALE You're Here,Your Home www.cityofl,cennedale.com Staff Report to the Board of Directors Date:June 4, 2014 Agenda Item No: REPORTS/ANNOUNCEMENTS-A. I. Subject: Member introductions. II. Originated by: Amethyst G. Sloane, City Secretary and Communications Coordinator III.Summary: At this time all members will introduce themselves. Ashley Luu Emily Beck Nadeya Patel Morgan Biscoe Samantha Randolph Nicholas Johnson Danielle Quaye Shelby Flowers Alison Villaire Jillian Melbourne IV. Recommendation: None V. Alternative Actions: VI. Attachments: ic KENNEDALE You're Here,Your Home www.cityofl,cennedale.com Staff Report to the Board of Directors Date:June 4, 2014 Agenda Item No: REPORTS/ANNOUNCEMENTS- B. I. Subject: Discuss the process for the election of the 2014-2015 Chair, Vice Chair, Secretary, and Historian. II. Originated by: Amethyst G. Sloane, City Secretary and Communications Coordinator III.Summary: The following positions are available: (1) Chair:The person, elected by the members of the YAC, who is responsible for running meetings, developing agenda items, and helping all officers with their duties. (2)Vice Chair:The person, elected by the members of the YAC, who is responsible for running meetings when the Chair is not present and helping all officers with their duties. (3) Secretary:The person, elected by the members of the YAC,who is responsible for taking minutes and malting sure the YAC city staff liaison has the updated minutes. (4) Historian:The person, elected by the members of the YAC,who is responsible for keeping track of the history of the YAC, including event documentation, photography, and website content submittal. If you would like to be considered for any of the above positions, of if you would like to nominate another member for one of the above positions, please be prepared to speak in front of the YAC at the next meeting to describe why you believe that you/another member would be the best candidate for the position. The YAC will vote on each position and the individual with the majority of votes for each will be considered elected to that position. The election votes will begin with the Chair, so,for example, if you are interested in being the Chair but another member receives more votes, you may still run for Vice Chair or another office. This election will take place at the next regular meeting. IV. Recommendation: None V. Alternative Actions: VI. Attachments: ic KENNEDALE You're Here,Your Home www.cityofl,cennedale.com Staff Report to the Board of Directors Date:June 4, 2014 Agenda Item No: REPORTS/ANNOUNCEMENTS-C. I. Subject: General information and announcements. II. Originated by: Amethyst G. Sloane, City Secretary and Communications Coordinator III.Summary: Please see the attached board and commission handbook. Much of this information does not relate directly to the YAC, however you need to be familiar with general board expectations and this document is a great introduction to the City. Please pay particular attention to the parliamentary procedures at the end, as the YAC will be following these general guidelines during all regular meetings. Our other meetings will be in a more relaxed setting. IV. Recommendation: None V. Alternative Actions: VI. Attachments: 1. 113oard Handbook 113oard Member Handbook-ALL 10.16.2013.pdf KENNEDALE You're Here,Your Home MMkEM3RIFPN33M( Page 2 of 33 TABLE OF CONTENTS Welcome from the Mayor..................................... 5 Introduction to the City......................................... 7 Governance....................................................... 9 Member Requirements & Expectations.................. 13 Basic Requirements........................................ 13 BoardTypes................................................... 15 Advisory................................................... 15 Quasi-Judicial........................................... 18 Separate Entity.......................................... 19 Ad-Hoc.................................................... 20 Training & Education............................................ 21 Procedures......................................................... 23 Policies............................................................... 27 Attendance Ethics Statement Additional Resources........................................... 31 Appendices Official Parliamentary Procedures Board Attendance Policy (Resolution 362) Page 3 of 33 Page 4 of 33 Dear Board Member, Congratulations on your appointment. On behalf of our City Council and residents, we welcome you and thank you for your service commitment. Your time, energy, and active participation are important to the future of Kennedale. We have a great community, and your involvement will ensure that we will continue to prosper and meet the challenges of the future. Resident participation in government is of vital importance, and we want your time in service to be valuable, useful, and rewarding. Always keep in mind that the actions and recommendations of your board are paramount to Kennedale's success as a city, and that your position as a representative of Kennedale residents should always come first. The knowledge and perspective that you bring to the table will have a great effect on both short and long term city goals. As a public servant, it is your responsibility to arm yourself with additional tools and knowledge necessary to fulfill the obligations of your position. There are numerous resources available to assist you with familiarization of city government and processes, and this handbook will serve as a general introduction and guide as you begin your tenure of service. City staff is always available to assist you in any way, and other board members will be a wealth of knowledge. Thank you for your dedication to Kennedale and we value your commitment to our continued excellence. We hope that you find your time in service to the city and our residents a positive accomplishment, and we thank you again for your commitment. Sincerely, _ 6�� Mayor John Clark Page 5 of 33 INTRODUCTION TO THE CITY The City of Kennedale is located in Tarrant County, Texas and is part of the Dallas-Fort Worth Metroplex. Located just 10 miles southeast of Fort Worth and bordering both Arlington and Mansfield, the city occupies approximately six square miles of land in a very strategic location in the Metroplex. oan. i%mn ca.ik45 rwt xtorti knc Named after Oliver S. Kennedy who originally platted the area, Kennedale was settled in the 1880s at the site of a mineral water well. By 1904 Kennedale had a population of 312. With the growth of nearby Fort Worth during the development of the defense industry, Kennedale began to expand, and by 1965 its population had grown to 1800 residents and over 50 businesses. The city of Kennedale has continued a steady growth and had approximately 5800 residents at the turn of the millennium. According to the most recent 2010 census, Kennedale currently has a population of 6930. Page 7 of 33 Demographics Incorporated 1947 Home Rule Charter 1998 Government Council/Manager (5 members + Mayor) Total Population 6930 Male 3498 Female 3432 Median Age 37.7 years Unemployment 2.90 Median House Value $146,100.00 Average Household Size 2.75 Average Family Size 3.28 Median Household Income $56,529.00 Median Family Income $66,402.00 Families Below Poverty Level 7.20 Individuals Below Poverty Level 10.4% US CENSUS BUREAU, 2010 Last Revised: 1011612013 Page 8 of 33 GOVERNANCE The City of Kennedale promotes the concept of `Exemplifying Excellence.' Through a well-balanced set of policy governance principles that, when applied correctly, allow governing boards and bodies to operate and function in a manner that realizes true board accountability. Policy governance is a precise system and therefore requires buy-in from all players and strict adherence to the model. A carefully crafted governance model forms the heart of an effective board. Part of the development of this model includes producing documentation that outlines the purpose of governance itself and provides a clear blueprint for a board to follow. The City of Kennedale is dedicated to providing superior services to Kennedale residents, business owners, and visitors. In doing so, Council has adopted an Ends Statement that each employee of the City of Kennedale strives to achieve on a daily basis. The ends statement is as follows: "Kennedale is a family-oriented community providing a refuge from the hectic pace of the Dallas Fort-Fort Worth Metroplex. Open spaces, green belts, and trails enhance our serenity, quality of life and community. With easy access from major roadways, Kennedale is economically prosperous, business friendly and conveniently located, providing opportunities to shop, work and play." INTRODUCTION TO CITY GOVERNMENT STRUCTURE Home Rule Charter The structure of city government in the state of Texas was founded on the premise that local communities know best how to run their local affairs. Consequently, Texas State Law (Article XI, Section 5) provides that any city with a population over 5,000 may adopt a home rule charter which promotes local autonomy. Last Revised: 1011612013 Page 9 of 33 If a city is home ruled, it means that the city looks to state constitution and state statutes to determine what they are unable to do. Thus, if a home rule city action has not been prohibited or preempted by the state, the city, as a rule, can proceed with the action. Although city charters enlarge local power, charters must not conflict with state constitutions or statutes enacted prior to the adoption of a charter. The City of Kennedale developed and adopted a Home Rule charter in 1998. This charter established a council/manager form of government, which authorizes the City Council to enact legislation, approve and adopt budgets, determine policies, and appoint a city manager. Kennedale's Home Rule Charter Provides for the Following Positions: City Manager Appointed by the City Council, the city manager is the chief executive officer of the city, and is responsible for the overall management of city operations. These responsibilities include execution of laws and governmental administration of city operations and functions. The city manager is responsible for appointing all department heads, with the exception of the city secretary and the city attorney, who are directly appointed by the city council. Mayor The mayor is responsible for reviewing government activities, providing leadership and making recommendations to the council. The mayor only votes in the case of a tie. The position has veto power, but a veto may be overturned by council vote. City Council The governing body of the city is known as "The City Council of the City of Kennedale". The council is composed of one (1) mayor and five (5) council seats. Council members are elected to a two-year term from a majority vote from the city at large. Elections are staggered, with Places 1, 3, and 5 up for election in odd years and the Places of Mayor, 2, and 4 elected in even years. Last Revised: 1011612013 Page 10 of 33 City Secretary The city secretary is the clerical officer of the city council and keeps the minutes, agenda, ordinances, attendance record, and other clerical records of the city and city council. The city secretary is appointed by the city council; however, the city manager designates administrative duties to be performed by the city secretary. City Attorney The city attorney is the legal advisor of the city council, offices and departments of the city and represents the city in all legal proceedings. This position is appointed by the city council. City Boards and Commissions: In order to assist the City Council with the functions of city government the City of Kennedale maintains several types of boards and commissions (henceforth referred to collectively as `boards' for the purposes of this handbook). Boards are composed of qualified residents and are relied upon to provide unique perspective, insight, experience, and expertise that enhances the existing knowledge and perspectives of various elected and appointed officials and city staff. This work is a valuable part of establishing workable, responsive, and effective city governance. The boards established by the city council are intended to assist the council in pursuing their overall vision. Some boards serve in a quasi-judicial fashion and have the power to make official decisions and rulings. Others serve in an advisory capacity, and work closely with city staff to formulate knowledgeable policy recommendations to the council that help the city achieve the overall vision. All boards and board members are vitally important to the city's success and should strive to represent the residents of Kennedale to the best of their ability. Last Revised: 1011612013 Page 11 of 33 Last Revised: 1011612013 Page 12 of 33 MEMBER REQUIREMENTS AND EXPECTATIONS BASIC REQUIREMENTS Qualifications to Serve • Registered City voter • Resident of the City for at least one (1) year • Continue City residency during term of office • Demonstrate effective communication with residents, fellow board members, City Council members, city management, and city staff Time Commitment • Attend regular meetings • Meeting duration is typically one to four hours, but may be longer when significant discussion is necessary • Any member that is absent for 25% or more meetings in one (1) year will reviewed by the City Council and may be subject to removal • Attend special meetings and/or workshops as called • Attend training sessions on Open Meetings Act, the Public Information Act, Board Governance, and other trainings deemed necessary. Some training will be available online. Typical Duties • Proactively solicit resident input in the development of policy • Influence the development of a "sense of place" in Kennedale • Recommend, and periodically update long-range plans • Maintain active and positive relationships with community organizations • Coordinate activities, and/or events with other boards Last Revised: 1011612013 Page 13 of 33 General Expectations of Members • Understand the role and scope of board member responsibilities and be informed of the individual board, commission or committee's purpose and of its operating procedures • Perform functions in the best interest of the city residents as a whole, never self- interest or special interest group(s) • Serve as liaison between City government and residents to reconcile opposing viewpoints and to build a consensus around common goals and objectives • Speak with `one voice' or not at all when representing the majority views of a board • Review agendas and information packets prior to board meeting to make the best use of limited board time • Avoid all legal impropriety, or appearance of impropriety, in the performance of public duties Compensation • All City Council and city board members for the City of Kennedale will receive a reimbursement payment for each regular meeting attended. Reimbursement is made for regular meetings only and does not include payment for special or attendance at events or other functions. These payments will be made once per year, at the end of the term in October, unless another payment schedule is necessary. Last Revised: 1011612013 Page 14 of 33 BOARD TYPES, SETUP, & RESPONSIBILITIES There are four types of boards in the City of Kennedale: • Advisory • Quasi-Judicial • Separate Entity • Ad-Hoc All city boards exist to provide a linkage between the City Council and Kennedale's residents and to coordinate with other boards to develop recommendations for city services, programs, and policies. TYPE 1 : ADVISORY BOARDS The city currently maintains five (5) advisory boards. Four (4) of these are advisory to City Council and are tasked with providing Council with feedback, updates, and recommendations on relevant topics. They are: 1. Keep Kennedale Beautiful Commission 2. Parks and Recreation Board 3. Planning and Zoning Commission 4. Youth Advisory Council One (1) of these boards is advisory to staff and is tasked with providing staff with feedback, updates, and recommendations on relevant topics. It is: 5. Library Advisory Board Last Revised: 1011612013 Page 15 of 33 1. Keep Kennedale Beautiful Commission (KKB) • Nine (9) regular members • One (1) Chair and one (1) Vice-Chair, annually selected in November by majority vote • Meets at least ten (10) times per year • Requires a quorum of five (5) members to take action The KKB engages city residents and businesses to take greater responsibility for improving the community's appearance and environment. This board is responsible for development and coordination of beautification related programming, outreach, and events. The KKB also serves as the Tree Advisory Board and the Tree City USA support Group. In order to accomplish these duties this board may establish subcommittees as necessary, whose membership shall be chosen by the members of the KKB. 2. Parks and Recreation Advisory Board (PRB) • Nine (9) regular members • One (1) Chair and one (1) Vice-Chair, annually selected in November by majority vote • Meets at least ten (10) times per year • Requires a quorum of five (5) members to take action The PRB advises and formulates recommendations to Council for the use, improvement, and growth of parks and recreation activities and community events within the City. This includes but is not limited to park planning, grant acquisition, rules, regulations and recommended fees, park and open space beautification, maintenance, and expansion, and development and implementation of community events. In order to accomplish these duties this board may establish subcommittees as necessary, whose membership shall be chose by the members of the PRB. 3. Planning and Zoning Commission (P&Z) • Seven (7) regular members • Two (2) alternate members • One (1) Chair and one (1) Vice-Chair, annually selected in November by majority vote • Meets at least ten (10) times per year • Requires a quorum of four (4) members to take action Last Revised: 1011612013 Page 16 of 33 The Planning and Zoning Commission advises and formulates recommendations to the City Council for development of land in the city with regard to changes in zoning districts, approval of plats, and other applicable policy areas. Areas of responsibility include but are not limited to the development and advancement of city facilities, layouts, and appearances, active awareness of land use and development of land bordering the city, consultation with private property owners pertaining to location and erection of private structures and zoning to ensure compliance with the comprehensive plan, planning for streets and routes of transportation, approving or rejecting plans, plats or re-plats of additions, holding appropriate public hearings, establishment of zoning, planning for health and safety of residents, and generally making recommendations to Council regarding the above topics. Members of the Planning & Zoning Commission may have additional time commitments, including time spent visually inspecting sites under consideration for zoning activity. 4. Youth Advisory Council (YAQ • Up to fifteen (15) regular members who must meet the following qualifications: - Be between the ages of 15 and 19 - Reside within the boundaries of the City of Kennedale, the boundaries of the Kennedale Independent School District, and attend a state- recognized school or homeschool within the corporate boundaries of the City of Kennedale. • One (1) Chair, one (1) Vice-Chair, one (1) Historian, and one (1) Secretary, annually selected by majority vote The YAC is assigned with identifying areas for community and policy improvement related to youth, including the development of programs and services that empower, support, and inform youth; that create a family friendly community; that enable and encourage youth to be productive members of the community; and that bridge the generational gap and elevate youth interest and participation in city government. In order to achieve these goals, the YAC facilities the planning of events, builds partnerships with individuals, groups, and organizations, and carries out other directives from the Mayor, City Council, and staff. Last Revised: 1011612013 Page 17 of 33 5. Library Advisory Board (LAB) • Five (5) regular members • One (1) Chair and one (1) Vice-Chair, annually selected in November by majority • Meets at least four (4) times per year • Requires a quorum of three (3) members to take action The LAB advises and formulates recommendations to city staff for all facets of library operations and planning. These responsibilities include but are not limited to the development of the library, library programs, literacy programs, community events, and maintaining relationships with regional library partners and private groups. TYPE 2: QUASI-JUDICIAL The city currently maintains two* (2) quasi-judicial boards tasked with the enforcement of public policy and making legally-binding decisions based on the authority given to the board by state law. These boards also provide feedback and updates to City Council on relevant topics. These boards are: 1. Board of Adjustment 2. Building Board of Appeals *While these are technically two separate boards, for the purposes of the City of Kennedale, all individuals appointed to the Board of Adjustment shall also serve as members of the Building Board of Appeals. 1. Board of Adjustment (BOA) • Five (5) regular members • Four (4) alternate members • One (1) Chair and one (1) Vice-Chair, annually selected by majority vote of the board • Meets at least two (2) times per year • Requires a quorum of four (4) members to take action The BOA hears resident requested appeals regarding decisions made by the city staff in their interpretation of the city's planning and zoning ordinances, hears appeals on zoning boundary disputes, issues decisions on nonconforming uses, including Last Revised: 1011612013 Page 18 of 33 termination and/or extension of such uses in conformance with city and state laws, or resumption of such uses, and makes decisions on when to allow variances to the development regulations contained in the city's planning and zoning ordinances. In order to meet these responsibilities, board members must develop expertise in the formation and/or enforcement of ordinances. 2. Building Board of Appeals (BBA) • As noted in the previous section, the membership of the Board of Adjustment also serves as the Building Board of appeals. The same organizational structure applies. The BBA hears appeals of orders, decisions, or determinations made by the building official in his/her application or interpretation of the technical provisions of the various building codes adopted by the city, and demolition of sub-standard structures. In short, the BBA hears appeals on alleged errors in city staff decisions, enforces provisions of the Substandard Building Ordinance, and carries out the functions established by that ordinance to abate substandard buildings. In order to meet these responsibilities, members are expected to have some experience in the various fields of building construction and building standards, including building construction, mechanical design, plumbing systems, or electrical systems. TYPE 3: SEPARATE ENTITY The city currently maintains two (2) separate entity boards, which serve as advisory to the City Council but are separate legal entities from the City of Kennedale, tasked with the oversight of an independent but affiliate organization. They are: 1. Kennedale Economic Development Corporation 2. TownCen ter Development District 1. Kennedale Economic Development Corporation (EDC) • Seven (7) regular members • One (1) President and one (1) Vice-President, annually selected in November by majority vote Last Revised: 1011612013 Page 19 of 33 • Meets at least ten (10) times per year • Requires a quorum of four (4) members to take action The EDC is responsible for the development and implementation of a comprehensive economic development plan. Responsibilities include but are not limited to industrial, retail, tourism, and commercial development for the city, including proactively soliciting businesses, organizational, and resident input in the development of Kennedale and ensure the coordination of economic development activities with the Kennedale Chamber of Commerce, Dallas Chamber of Commerce, and other regional and state economic development related entities. Members of the EDC may have additional time commitments, including time spent visually inspecting sites under consideration for funding assistance, participation in trade shows, and attendance at training related to 4A and 413 sales tax cities 2. Town Center Development District (TDD) • Five (5) regular members • Membership on this board is based on membership on other boards as follows: - Place l: EDC President - Place 2: EDC Board Member - Place 3: Mayor - Place 4: City Councilmember - Place 5: City Councilmember • One (1) Chair, filled by the EDC President, and one (1) Vice-Chair, filled by the Mayor • Meets at least one (1) time per year • Requires a quorum of three (3) members to take action The TDD functions as the oversight board for the Kennedale Municipal Management District (MMD) created in 2009 by the Texas State Legislature to assist in the development of the Kennedale Town Center. The terms `Municipal Management District' and `TownCenter Development District' (MMD and TDD) are used interchangeably. Last Revised: 1011612013 Page 20 of 33 TYPE 4: AD-HOC COMMITTEES, SUBCOMMITTEES, ETC At any time, the City Council or authorized boards may initiate an ad-hoc committee to provide a linkage between the City Council/Board and Kennedale resident to address a specific need for a limited duration. Initiation of these committees is left to the discretion of City Council or the authorized board. Past examples of this type of committee include: • Water/Sewer Rate Committee • Long-Range Comprehensive Land Use Plan Committee • Strategic Plan Committee -Imagine Kennedale 2015 TRAINING & EDUCATION The Texas Open Meetings Act (Govt. Code Chapter 551) and the Public Information Act (Govt. Code Chapter 552) require that all meetings of a board or commission, and all meetings of any committee of a board or commission, be open to the public at all times, except when the board or commission is meeting in a validly convened executive session. Failure to comply with either the Open Meetings Act or Public Information Act may result in civil and criminal penalties for public officials, and can also lead to a general breakdown of confidence in our governing bodies. In an attempt to promote openness and increase compliance to the open government laws, public officials are required to participate in training. This training consists of at least two hours of open government training: a one-hour educational course on the Open Meetings Act and a one-hour educational course on the Texas Public Information Act. Officials and others subject to the training requirements must complete a course of training at least once. There is no requirement for continuing education or refresher courses. However, this training must be completed within 30 days of taking office. Certificates of completion for these courses must be filed with the City Secretary. Last Revised: 1011612013 Page 21 of 33 The Office of the Attorney General provides free training for all public officials through online video courses. For more information regarding the mandatory training, please refer to the Attorney General: https://www.oag.state.tx.us/open/og training.shtml For your convenience, links to the required training are included below: Open Meetings Act Training Video (running time: approx. 1 hour) Public Information Act Training Video (running time: approx. 1 hour Certain boards will be required to complete additional training. For example, quasi- judicial boards will be required to complete training specific to their legal decision- making duties. City staff will schedule this training with the necessary members. Last Revised: 1011612013 Page 22 of 33 Last Revised: 1011612013 Page 23 of 33 PROCEDURES It is important that boards and commissions conduct their meetings in a manner that is procedurally correct. This section describes several procedural processes by which all boards and board members must abide. Parliamentary Procedures The City of Kennedale has adopted a customized set of parliamentary procedures by which all boards, including the City Council, operate. These procedures were drawn from a variety of sources, including Roberts Rules of Order and Rosenberg's Rules of Order, and have been combined, simplified, and updated for more relevant use today. A copy of this document can be found in the appendix. Open Meetings All meetings of any board shall be open to the public at all times, except when the board or commission is meeting in a legally convened executive session. The term 'meeting' is defined as a gathering of a quorum or three or more members,* whichever is fewer, of any board or commission, or any committee of such board or commission, at which any public business is discussed or at which any formal action may be taken. This does not include a chance meeting or social gathering at which the discussion of public business is not the central purpose. V is important to remember that the open meeting requirements apply to more than just in-person gatherings. They also apply to telephone conference calls, electronic `chat room' or `text' conferences, or any other means of communication where conference-like communication can take place. Last Revised: 1011612013 Page 24 of 33 Public Forums, Public Hearings & Input Each board shall, at or near the beginning of each regular meeting, offer members of the public an opportunity to speak on any matter within the scope of responsibility of that board, regardless of whether such matter is scheduled for consideration on the agenda at that particular meeting. Time limitations may be implemented by the chairperson of the board or commission on these public input sessions, as necessary, to conduct the business of the board in a timely and efficient manner. Public forums are open speaking times that allow members of the public an opportunity to express and present their opinions on issues to the appropriate board. Although formal public hearings/appeals are only conducted by certain boards, all boards should welcome informal resident participation and input. Please note that formal public hearings may require legal notices and official notice publications, which staff will manage. Unless required by law, the swearing in of witnesses and citizens is not necessary. This process is appropriately limited to City Council and Board of Adjustment meetings only. Agenda Preparation The order of business of each meeting of a board shall be contained in a written agenda, which shall consist of a list of the topics to be discussed. The agenda will be prepared by the board's staff liaison, in conjunction with the board's chair and the City Secretary, and will be posted at least seventy-two (72) hours before any open meeting. Board members will be provided with agenda materials as much in advance of the meeting as possible. Meeting Minutes The actions and discussions of each board should be compiled into written minutes, which will be reviewed and approved by the board or commission at a succeeding Last Revised: 1011612013 Page 25 of 33 meeting. The City of Kennedale has specific staff members who are responsible for taking and transcribing the minutes. Those board and commissions that do not have a staff member designated to such tasks may select a person to serve in in this capacity from among their own membership. The minutes must be open to public inspection and a copy must be filed with the City Secretary upon approval. The minutes of a meeting must contain, at a minimum, the following information: • Date, time, and location of the meeting • Listing of members present and absent • General outline of each major topic discussed, considered, and the outcome • Detailed information on all formal action taken • Start time of the meeting as well as time of adjournment Any additions, deletions, or corrections to the minutes should be presented to the board when the minutes are on the agenda for approval. All approved minutes should be signed by the chairperson and secretary of the board or commission and filed with the City Secretary. Quorum A quorum is defined as the minimum number of members needed to officially conduct business. A quorum is generally established by ordinance, resolution or other document that creates the board or commission. In order for a board to conduct any business or take any formal action, it is necessary that a quorum of the membership be present at the meeting. This quorum requirement does not change even if a position on the board or commission is vacant and the City Council has not appointed a replacement. In the event that a quorum is not present for a meeting, those present can adjourn the meeting to a later date and time. Last Revised: 1011612013 Page 26 of 33 Board Chair Participation Chairs of city boards and commissions shall be permitted to participate in the debate of matters presented to boards and commissions. Chairs shall also be permitted to vote on all motions made by members of boards and commissions, to the same extent and with the same effect as other members. Last Revised: 1011612013 Page 27 of 33 POLICIES ATTENDANCE & PARTICIPATION The City of Kennedale has high expectations for its boards and their members. Members are most effective when they are active participants and their attendance is regular. Many agenda items and board topics span several months, and attendance is paramount to members' full understanding of important issues. The required annual attendance for each board or commission member, regular and alternate, is 75%. As such, each member must be present for 75% of all meetings held by the board or commission on which they serve. The City Council will review attendance annually and may remove any member falling below the 75% attendance threshold. The City Secretary is responsible for monitoring attendance and reporting to City Council. A copy of this policy can be found in the appendix. ETHICS It is the desire of the Kennedale City Council to promote and encourage the highest standard of conduct for elected City officials and officials appointed to City Boards and Commissions who represent the citizens of Kennedale. The members of the Kennedale City Council support the philosophy that elected officials and officials appointed to boards and commissions act in a manner which avoids even the appearance of impropriety. Each elected or appointed official shall, at a minimum, comply with all state laws and City ordinances and policies regarding ethical behavior. Elected or appointed official shall always act in the public interest rather than in the furtherance of self-interest or those of special interest. Last Revised: 1011612013 Page 28 of 33 The Kennedale City Council recognizes that it cannot, by policy, define ethical behavior but it expects each elected or appointed official to act conscientiously in public service, recognizing that the public is best served when officials make decisions and act in a manner which promotes confidence by the residents of Kennedale in the process of city government. Ethics Guideline and Procedures The following provisions apply to: 1. The members of the city council, and 2. The members of any board, commission or committee established pursuant to the Charter or the ordinances of the city, or the laws of this state. Council and Appointed Board Members Within thirty days of election or appointment to a board or commission, each official shall sign a copy of the code of ethics which shall be filed with the City Secretary. In addition, each official shall complete the open meetings training sponsored by the Texas Attorney General within the same thirty-day period. Certificates of completion from these training sessions must also be filed with the City Secretary. Acceptance of Gratuities No person subject hereto shall knowingly solicit or accept, from any source, any gift, favor, service, or thing of value, including a promise of future employment, in consideration of any person subject hereto exercising or having exercised any official power or performing or having performed any official duty on behalf of the city. Use of City Facilities, Personnel, Equipment, Etc No person subject hereto shall knowingly use city facilities, personnel, equipment, or supplies, or utilize any confidential information concerning the property, operations, policies or affairs of the city, for his or her private financial gain. Last Revised: 1011612013 Page 29 of 33 Conduct in Commercial Transactions No person subject hereto shall knowingly be an interested party to any exchange, purchase, or sale of property, goods, or services with the city, or enter into any contract with the city, except in full and impartial compliance with State statutes, the city Charter, ordinances and regulations applicable thereto and subject to any restrictions of the city Charter; provided further that such persons shall receive no favor or special concession or inducement not customarily available and granted by the city in such a transaction; and provided further that any discretion by officers or employees of the city, in connection with any such transaction, shall be exercised impartially and upon the same standards applied to all Kennedale citizens. Representing Interests Contrary to Those of City No person subject hereto shall knowingly represent, directly or indirectly, another person, or any group or entity, in any action or proceeding against the interests of the city or in any litigation in which the city or any department, agency, commission or board thereof is a party. Conflicting Interests in Legal Proceedings No person subject hereto shall knowingly represent, directly or indirectly, another person, or any group or entity, in any action or proceeding in the municipal court of this city which was instituted by a city officer or employee in the course of official duties, or in any criminal proceeding in which any city officer is a material witness for the prosecution. Conflicts of Interest Disclosure and Voting Abstentions If any city officer has a personal financial interest, direct or indirect, in any matter pending before such officer or employee, or the city council or a department, agency, commission, or board of which the officer or employee is a member, then the officer or employee shall not render any decision and shall abstain from voting upon the matter Last Revised: 1011612013 Page 30 of 33 and shall publicly disclose the fact of such interest in the applicable permanent city files or minutes prior to any consideration or determination of the matter in the manner. Conflict of interest questionnaires can be acquired from and must be appropriately filled out and turned into the City Secretary. Award of Bids or Contracts to Entity Employing Former City Officers The city council shall not approve or award any bid or contract for the city's purchase of goods or services from any person, group or entity which, within the six months prior to such award or approval, has hired a person who, at any time within such six-month period, was either a member of the city council or the chief or assistant administrator of any city department or agency that had direct or indirect review or consideration, or recommending or approval authority, for the award of such bid or contract. Violations; Censure or Reprimand The failure of a city officer to comply with or the violation by such officer of any of the applicable standards of conduct set forth herein shall constitute, in addition to any other penalties and forfeitures that may be provided by law, grounds for public censure and reprimand by the city council. Such decision of censure and/or reprimand shall be made only upon the affirmative vote of all members of the city council, excluding only those council members who are the subject of any inquiry. Last Revised: 1011612013 Page 31 of 33 ADDITIONAL RESOURCES There are a variety of regional associations and other resources that are available to all board members to enhance their knowledge of a variety of subjects. REGIONAL & NATIONAL ASSOCIATIONS American Planning Association http://www.plannina.ora APA is an independent, not-for-profit educational organization that provides leadership in the development of vital communities. Congress for New Urbanism http://www.cnu.ora The Congress for the New Urbanism (CNU) is the leading organization promoting walkable, mixed-use neighborhood development, sustainable communities and healthier living conditions. Mayor's Council of Tarrant County Area development, redevelopment or renewal, other activity aimed at combating community deterioration. National League of Cities http://www.nlc.ora The National League of Cities (NLC) is dedicated to helping city leaders build better communities. National Parks and Recreation Association http://www.npra.ora NRPA's mission is to advance parks, recreation, and environmental conservation efforts that enhance the quality of life for all people. North Central Texas Council of Governments http://www.nctcoa.ora The North Central Texas Council of Governments (NCTCOG) is a voluntary association of, by and for local governments, established to assist local governments in planning for Last Revised: 1011612013 Page 32 of 33 common needs, cooperating for mutual benefit, and coordinating for sound regional development. North Texas Commission httr)://www.ntc-dfw.ora The North Texas Commission unites businesses, municipalities, chambers of commerce and higher education institutions to network and collaborate in addressing regional topics and issues. Regional Transportation Council http://www.nctcoa.ora/trans/committees/rtc/ The Regional Transportation Council is the independent transportation policy body of the Metropolitan Planning Organization. Tarrant Regional Transportation Council httrp://www.trtcmobility.ora/ A broad-based, non-profit group committed to finding solutions to the mobility challenges facing the western half of the DFW Metroplex. Vision North Texas httr)://www.visionnorthtexas.ora/main.html Vision North Texas is an award winning partnership of private, public, and academic organization Last Revised: 1011612013 Page 33 of 33 Parliamentary Procedur J( FOR THE CITY ®F KENNEDALE KENNEDALE You're Here,Your Home or Board Chair that is charged with 2nd following that agenda format, the he Qty of I�nnedale is applying the rules of conduct. The Mayor/Chair should invite the dedicated to excellent service Mayor or Chair should be well versed in y appropriate individuals to report on the and development for its those rules, because the Mayor/Chair, item, including any recommendation residents. In order to conduct for all intents and purposes, makes the they might have. The appropriate effective meetings, the City Council has final ruling n the rules. In fact, all g individual may be the Mayor/Chair, a adopted the following set of the Ma or/Chair are final member of the governing body, a staff y parliamentary procedures. These decisions b y unless overruled by the governing body person, or a committee chair charged procedures are supported by the or board itself. following four principles: with providing information about the Because the Mayor/Chair conducts the agenda item. 1. Mules should establish order. The first meeting, it is common courtesy for him purpose of the rules of parliamentary 3rd the Mayor/Chair should ask or her to take a less active role than members of the body f the have an procedure is to establish a framework other members of the body in debates y y y for the orderly conduct of meetings. technical questions for clarification. At and discussions. This does ■oCmean this point, members of the governing 2. Mules should be dear. 9mple rules that the Mayor/Chair should not p � lead to wider understanding and body may ask clarifying questions to the participate in the debate or discussion. who reported on the item, and participation. Complex rules create On the contrary, as a member of the people p two classes: those who understand they should be given time to respond. body,the Mayor/Chair has full rights to and participate and those who do not participate in the debates, discussions 4th if the item includes a public hearing, fully understand and do not fully and decision-making. The Mayor/Chair the Mayor/Chair should invite public participate. should, however,strive to be the last to comments at the appropriate time. If 3. Rules should be user friendly. That is, speak at the discussion and debate numerous members of the public the rules must be simple enough that stage,and should not make or second a indicate a desire to speak to the subject, citizens feel they have been able to motion unless he or she is convinced the chair may limit the time of each participate in the process. that no other member of the body will public speaker. At the conclusion of the 4. Rulesshouldenforcethewill of the do so. public comments, the Mayor/Chair majority while protectingthe rights should announce that the public hearing of the minority.The ultimate purpose The Basic Format for an Agenda Item of the rules of procedure is to Discussion has closed. encourage discussion and to facilitate Meetings have a written published 5th the Mayor/Chair should invite a decision-making by the body. Ina agenda,the meeting is governed bythe motion from the governing body democracy,the majority rules. The agenda and the agenda constitutes the members. The Mayor/chair should rules must enable the majority to , body's agreed-upon road map for the announce the name of the member who express itself and fashion a result meeting. And each agenda item can be makes the motion. while permitting the minority to also express itself(but not dominate)and handled by the Mayor/Chair in the 6th the Mayor/Chair should determine if fully participate in the process. following basic format. any member of the body wishes to The Mayor or Board Chair Should Take a 1St the Mayor/Chair should dearly second the motion. The Mayor/Chair Back Seat During Discussions announce the agenda item number and should announce the name of the should clearly state what the subject is. member who seconds the motions. It is While all members of the governing body The Mayor/Chair should then announce normally a good practice for a motion to should know and understand the rules of the format that will be followed. require a second before proceeding with parliamentary procedures, it is the Mayor it, to ensure that it not just one member form: "The motion passes by a vote of 3 annual fundraiser." And perhaps, after of the body who is interested in a -2,with 9-nith and ones dissenting. We further discussion, a member makes yet particular approach. If there is no second have passed the motion requiring 10 another motion "to amend my motion to the motion,the Mayor/Chair must ask days' notice for all future meetings of that we not have an annual fundraiser three additional times before the motion this governing body." this year." The proper procedure would is dismissed. be as follows. The Two Basic Motions 7th if the motion is made and seconded, First,the Mayor/Chair would deal with the Mayor/Chair should make sure Three motions are the most common: the Cdr (the last)motion on the floor everyone understands the motion. This is 1. The basic motion. The basic motion (the second amended motion).After done in one of three ways: is the one that puts forward a discussion and debate,a vote would be decision for consideration. A basic taken first on the d* motion. If this 1. The Mayor/Chair can ask the maker of the motion to repeat it; motion might be: "I move that we motion.:lffsf, it would be a substitute create a five-member committee to for the basic motion and would eliminate 2. The Mayor/Chair can repeat the motion;or plan and put on our annual it.The first motion would be moot,as would the second motion which sought 3. The Mayor/Chair can ask the secretary fundraiser. ( g 2. The motion to amend. A motion to to amend the first motion),and the of the body to repeat the motion action on the agenda item would be amend takes the basic motion that � 8th the Mayor/Chair should now invite is before the body and seeks to complete. No vote would be taken on discussion of the motion by the member change it in some way. If a member the*fir fs§fo■r motions. of the governing body. If there is no wants to change a motion that is On the other hand,if the second motion desired discussion or the discussion has already under discussion, he or she to amend 246 the Mayor/chair would ended, the chair should announce that must request an amendment proceed to consideration of the fs§famf the body will vote on the motion. If there through the individual who made (now the last)motion on the floor(the has been no discussion or a very brief the original motion. A motion to first motion to amend). The discussion discussion, the vote should proceed amend might be: "I would like to and debate would focus strictly on the immediately, and there is no need to amend my motion to have a 10- first motion to amend(should the repeat the motion. If there has been member committee." committee be five or 10 members). If the substantial discussion, it is normally best first motion to amend J*fsf, it would to make sure everyone understands the When Multiple Motions Are Before Y be a substitute for the basic motion and motion by repeating it. The Governing Body Y re p g would eliminate it. The Afanotion 9th the Mayor/Chair takes a vote.Votes Up to three motions may be on the would be moot and the action on the floor simultaneously. The Mayor/Chair agenda item would be complete. are typically done by a show of hands or may reject a fourth motion until the by using the vote button. If members of three that are on the floor have been If the first motion to amend zA the the body do not vote,then they resolved. Mayor/Chair would now move to "abstain" and not state the reason for consider the main motion(the first abstaining from the vote. Unless the When two or three motions are on the motion)in its original format, not rules of the body provide otherwise or floor (after motions are seconded) at amended. And the questions on the the same time, the first vote should be floor for discussion and decision would unless a majority determines whether the motion passes or is defeated. on the EjIC motion made. 3D for be whether a five-member committee example, assume the AfCmotion is a should plan and put on the annual 10th the Mayor/Chair should announce basic "motion to have a five-member fundraiser. the result of the vote and should committee to plan and put on our annual fundraiser." During the To Debate or Not to Debate announce what action (if any) the body g has taken. In announcing the result, the discussion of this motion, a member The basic rule of motions is that they are Mayor/Chair should indicate the names might make a fs§fcmf motion to"amend subject to discussion and debate. of the members, if any,who voted in the my motion to have a 10-member Accordingly, basic motions, motions to amend,and other motions are all minority on the motion. This committee, not a five-member eligible,each in their turn,for full announcement might take the following committee, to plan and put on our discussion before and by the body.The debate can continue as long as return of the item, the item will be thirds majority(a super majority)to pass: members of the body wish to discuss an posted for consideration at the next item,subject to the decision of the A motion to table an Motion to limit debate.Whether a Mayor/Chair that it is time to move on regular meeting. member says,"I move the previous and take action. item (or to bring it back to the body) question," "I move the question," "I call requires a simple majority vote. for the question" or"I move to limit There are exceptionsto the general rule A motion to limit debate.The most debate," it all amounts to an attempt to of free and open debate on motions. common form of this motion is to say: cut off the ability of the minority to The exceptions all apply when there is a "I move the previous question" or"I discuss an item,and it requires a two- desire of the body to move on. The move the questions"or"I call for the thirds vote to pass. following motions are not debatable question."When a member of the body The Motion to Reconsider (that is,when the following motions are makes such a motion,the member is made and seconded,the Mayor/Chair really saying: "I've had enough debate. There is a special and unique motion that must immediately call for a vote of the Let's get on with the vote."When such requires a bit of explanation all by itself: body without debate on the motion): a motion is made,the Mayor/Chair the motion to reconsider. A tenant of A motion to adjourn. This motion, if should ask for a second to the motion parliamentary procedure is finality. After passed, requires the body to to limit debate. The motion to limit vigorous discussion, debate and a vote, immediately adjourn to its next debate requires a two-thirds vote of the there must be some closure to the issue. regularly scheduled meeting. This body. Note that a motion to limit And so, after a vote is taken, the matter motion requires a simple majority vote. debate could include a time limit. For is deemed closed, subject only to example: "I move we limit debate on reopening if the Mayor places the item A motion to recess. This motion, if on a future agenda. passed, requires the body to this agenda item to 15 minutes. Even � in this format the motion to limit A motion to reconsider requires a immediately take a recess. Normally, the Mayor/Chair determines the length debate requires a two-thirds vote of the majority vote to pass, but there are two of the recess, which may range from a body(normally four votes for Council special rules that apply only to the few minutes to an hour. It requires a and five votes for a seven member motion to reconsider. board).Asimilar motion is a od6■� simple majority vote. Rrst is the matter of timing.A motion to oL'4l'C�rame4sn4C6■oz,�■ G Efhis A motion to fix the time to adjourn. motion is not debatable,and if passed, reconsider must be made at the meeting This motion if passed, requires the body precludes the body from even where the item was first voted upon or at to adjourn the meeting at the specific considering an item on the agenda. It the very next meeting of the body. A time set in the motion. For examples, also requires a two-thirds vote. motion to reconsider made at a later the motion might be: "I move we time is untimely. In order to be Majority and 9uper-Majority Votes considered at the very next meeting,adjourn this meeting at midnight. It Y g, a requires a simple majority vote. In a democracy, decisions are made motion to reconsider must be properly with a simple majority vote. A tie vote posted in accordance with the Open A motion to table. This motion, if p s Law. Moreover, a motion to Meetings means the motion fails. For example, in g passed, requires discussion of the agenda item to be halted and the a seven-member body, a vote of 4-3 reconsider may not be used to reconsider passes the motion. A vote of 3-3 with any item that requires special notice or agenda item to be placed on "hold."The public hearing procedures that cannot be g p motion may contain a specific time in one abstention means the motion fails. p which the item can come back to the If one member is absent and the vote is met by reconsideration. body: "I move we table this item until 3-31 the motion still fails. Second,a motion to reconsider may be our regular meeting in October;" or the All motions require a simple majority made only by certain members of the motion may seek to delay an item until but there are a few exceptions. The body.Accordingly,a motion to after a certain occurrence: "I move to exceptions occur when the body is reconsider may be made only by a table this item until the Planning and taking an action that effectively cuts off member who voted$dls A$'r4&on Zoning Commission has made a the ability of a minority of the body to the original motion. If such a member has recommendation." If the motion to take an action or discuss an item. The table contains no specific time for the extraordinary motions require a two- a change of heart,he or she may make body. Can a member of the body Mule Three: When the body has acted, the motion to reconsider(any other interrupt the speaker?The general rule tell the public what the body did. member of the body may second the is no.There are, however,exceptions.A public input is essential to a health motion). If a member who voted$dts speaker may be interrupted for the democracy,and community participation �6'4&seeks to make the motion to following reasons: during the Visitor/Qtizens Forums and reconsider,it must be ruled out of Order.The proper interruptions would Public Hearings is an important element order. The purpose of this rule is finality. If a member of the minority could make be: "Point of order." Again, the Mayor/ of that input. The challenge for anyone Chair would ask the interrupter to chairing a public meeting is to a motion to reconsider,then the item p "state our point." Appropriate oints accommodate public input in a timely could be brought back to the body again Y p p of order relate to anything and again,which would defeat the Yt g that would and time-sensitive way,while staying on not be considered appropriate purpose of finality. pp riate conduct task and maintaining focus on p of the meeting; for example if the overarching policy goals and community If the motion to reconsider passes, then Mayor/chair moved on to a vote on a vision. the original matter is back before the motion that permits debate without body, and a new original motion is in allowing that discussion or debate. order. The matter may be discussed and debated as if it were on the floor for the Appeal. If the Mayor/chair makes a ruling that a member of the body We hope that these parliamentary first time. g Y disagrees with, that member may procedures will be useful and effective in Courtesy and Decorum appeal the ruling of the Mayor/Chair. If maintaining a highly transparent process The rules of order are meant to create the motion is seconded and after for all of the city's governing and an atmosphere where the member of debate, if it passes by a simple majority advisory bodies and will allow all board the body and the members of the public vote,then the ruling of the Mayor/Chair an commission members to function as can attend to business efficiently, fairly is deemed reversed. effectively as possible. and with full participation. And at the Withdraw a motion. During ebate and g Thank you for your service to the city of same time, it is up to the Mayor/Chair discussion of a motion,the maker of the Kennedale and the members of the body to motion on the floor, an any time, may maintain common courtesy and interrupt a speaker to withdraw his or decorum. Unless the setting is very her motion from the floor. The motion informal, it is always best for only one (�s�s s■�1'nF .�Jinl'srj'rs� Ars is immediately deemed withdrawn, based on both Rosenberg's Rule of Order person at a time to have the floor,and it although the Ma or/Chair may ask the g Y Y and Robert's Rule of Order. is always best for every speaker to be person who seconded the motion if he first recognized by the Mayor/Chair or she wishes to make the motion, and before proceeding to speak. any other member may make the The Mayor/Chair should always ensure motion if properly recognized. that debate and discussion of an agenda Special Notes About Public Input item focus on the item and the policy in question, not on the personalities of the The rules outlined here help make members of the body. Debate on policy meetings very public-friendly. But in is healthy; debate on personalities is addition, and particularly for the not. The Mayor/Chair has the right to Mayor/Chair, it is wise to remember cut off discussion that is too personal, three special rules that apply to each too loud,or too crude. agenda item: Debate and discussion should be Rule One: Tell the public what the body focused, but free and open. In the will be doing. interest of time, the Mayor/Chair may, Rule Two: Keep the public informed however, limit the time allotted to while the body is doing it. speakers, including members of the RESOLUTION NO. 362 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF KENNEDALE, TEXAS ESTABLISHING AN ATTENDANCE POLICY FOR ALL MEMBERS OF ALL CITY BOARDS AND COMMISSIONS AND PROVIDING AN EFFECTIVE DATE. Whereas, the City of Kennedale has high expectations for its advisory boards and their members; and Whereas, contributions by members can best be done by regular attendance and active participation. Now, Therefore Be It Resolved by the City Council of the City of Kennedale that: Section 1. The preamble is true and correct Section 2. The required annual attendance for each board or commission member is 75%. Section 3. The City Council will review attendance annually and may remove any member falling below the 75% attendance threshold. Section 4. The City Manager is directed to monitor attendance and inform the City Council in six- month intervals if any board or commission member is failing to the attendance requirement. Passed, approved and adopted on thj3Ahe 11 day of August 2011. Mayor, Bryan Lankhorst ATTEST: City Secretary APPROVED AS TO FORM AND LEGALITY: t:�I olx-�-- City Attorney ic KENNEDALE You're Here,Your Home www.cityofl,cennedale.com Staff Report to the Board of Directors Date:June 4, 2014 Agenda Item No: REGULAR ITEMS-A. I. Subject: Discuss and approve a regular meeting date and time. II. Originated by: Amethyst G. Sloane, City Secretary and Communications Coordinator III.Summary: As per City Ordinance and the Open Meetings Act, the Youth Advisory Council will need to establish a regular meeting date and time. This regular meeting will need to be at least once per month, on the same date and time each month. The YAC will also have other special meetings, but a regular meeting schedule must be established. The YAC meets in City Hall. Generally speaking the YAC meets at around 3:30PM, and meetings last between 30 minutes and 2.5 hours, depending on the topics of discussion, upcoming events or projects, etc. IV. Recommendation: Approve V. Alternative Actions: VI. Attachments: ic KENNEDALE You're Here,Your Home www.cityofl,cennedale.com Staff Report to the Board of Directors Date:June 4, 2014 Agenda Item No: REGULAR ITEMS- B. I. Subject: Discuss and consider approval of an official attendance policy. II. Originated by: Amethyst G. Sloane, City Secretary and Communications Coordinator III.Summary: Regular attendance to meetings is paramount to the YAC's success. The following has been discussed and is up for approval. Attendance will be taken at every meeting. Absences from regular meetings will be used to determine each member's attendance. Unexcused Absence=when a member does the following: Does not provide 24 hours notice to the Chair. Schedules work or another meeting during a regular YAC meeting time Does not show up for a YAC event. For YAC events, all members must be present, at least for a portion of the time. Excused Absence=when a member has/does the following... Unavoidable Doctor's Appointment Prior commitment that has been cleared by the Chair (family vacation, etc). Emergency situations The decision as to whether or not your absence is excused or unexcused is up to the discretion of the Chair. 2 Unexcused Absences=a written warning from the Chair and probationary member status. 3 Unexcused Absences=A discussion and vote by the YAC on your membership status. Each member of the YAC will receive a form that they, along with a parent or guardian, will need to sign.This form is your statement that you understand and are prepared to adhere to the attendance policy of the YAC. IV. Recommendation: Approve V. Alternative Actions: VI. Attachments: ic KENNEDALE You're Here,Your Home www.cityofl,cennedale.com Staff Report to the Board of Directors Date:June 4, 2014 Agenda Item No: REGULAR ITEMS-C. I. Subject: Discuss and consider adopting priorities for the 2014-2015 YAC. II. Originated by: Amethyst G. Sloane, City Secretary and Communications Coordinator III.Summary: The YAC's adopted mission statement is the following: "The City of Kennedale is a community where youth are valued and involved in planning for the future;the Kennedale Youth Advisory Council is a select group of young leaders who, through research, peer discussion, and community interaction, provide a youth perspective to City Council on a wide variety of community and youth- related issues." The YAC's general purpose according to City Ordinance 514 is the following: The YAC shall study, investigate,plan, implement, and advise the city of matters related to youth. Specifically, the YAC is assigned with identifying areas for improvement related to youth, including developing programs and services that empower, support, and inform youth; that create a family-friendly community;and that enable and encourage youth to be productive members of the community. The YAC shall serve as an advisory body to the city on all matters that relate to youth. In order to reach these objectives,the YAC is involved in several different types of activities, including events, research, meetings/tours with government officials/facilities, presentation of recommendations to City Council. A discussion will be held on the following list. At the end,the YAC will rank each in terms of ability to achieve, usefulness to the community, useful to youth, cost, etc. Events -Food Truck Event (twice per year) -Movie Nights in TownCenter Park/Community Center Research What would keep kids&families in Kennedale? - Food Establishments: sit-down,family, casual dining options, ethnic food, cafe/bakery - Entertainment/Shopping: drugstore, bookstore, mini-golf, grocery store,farmer's market -Sports/Recreation: Sand volleyball court, basketball court, nature/biking trails Surveys& Data Collection -on the topics above and other issues that Kennedale faces Meetings/Tour s -Tours of: Police, Fire, Public Works, City Hall, Library, etc - Meet: Mayor, City Manager, Finance Director, Police Chief, Fire Chief, etc The YAC will also need to discuss fundraising options. IV. Recommendation: Approve V. Alternative Actions: VI. Attachments: