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RES 1674 06/11/2024O IF CI& O Vsr O ''''�y�bij'NNN////N1AA111111LN X T 7 "City of Choice" CITY OF CIBOLO RESOLUTION NO. l v' -7'q A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CIBOLO, TEXAS, ESTABLISHING THE CITY OF CIBOLO YOUTH ADVISORY COUNCIL ("CYAC"); APPROVING BYLAWS FOR THE CIBOLO YOUTH ADVISORY COUNCIL; PROVIDING FOR SEVERABLITY; PROVIDING FOR REPEAL; DECLARING ADOPTION IN COMPLIANCE WITH THE TEXAS OPEN MEETINGS ACT: AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City Council of the City of Cibolo, Texas finds that establishing a youth advisory council and approving its bylaws are in the best interest of the citizens and encourages students participation local government through participation on the Council and through its mission to educate other youth regarding local government; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF CIBOLO, TEXAS: SECTION 1. The recital above is true and accurate and is hereby adopted s if fully recited verbatim herein; and, SECTION 2. The City of Cibolo youth advisory council is hereby established and is named the "Cibolo Youth Advisory Council" to by referred to as ("CYAC") (pronounced "Kayak"); and, SECTION 3. The Cibolo Youth Advisory Council bylaws attached hereto are adopted as written. SECTION 4. Severability. If any section, paragraph, sentence, clause, or phrase of this Resolution shall for any reason be held to be unconstitutional or invalid by a court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Resolution. SECTION 5. Repeal. This Resolution shall be and is hereby cumulative of all other resolutions of the City, and this Resolution shall not operate to repeal or affect any such other resolutions except insofar as the provisions thereof might be inconsistent or in conflict with the provisions of this Resolution, in which event, such conflicting provisions, if any, in such other resolution or resolutions are hereby repealed. SECTION 6. Open Meeting Compliance. The City Council finds that the meeting at which this Resolution passed was conducted in compliance with the Texas Open Meetings Act. SECTION 7. Effective Date. This Resolution shall take effect upon passage. ATTEST: Peggy Cimics, TRMC City Secretary Hyde Kel ey LLP City Attorney BYLAWS OF THE CIBOLO ADVISORY YOUTH COUNCIL "CYAK" MISSION STATEMENT Develop a group of youth leaders, who are committed to making a difference in our community and the lives of other youth, learn about local government and the roles youth can serve and use their voices to represent our youth In the City of Cibolo. ARTICLE I: APPOINTMENT OF MEMBERS & ADULT ADVISORS SECTION I -I: REPRESENTATION The Cibolo Youth Advisory Council (CYAC) will consist of no less than eight (8) total members, consisting of at least six regular youth members, at least two adult advisors and no more than two (2) alternate youth members. At least one advisor shall be a City employee, and at least one advisor shall be a person other than a City official, officer or employee. The City Council shall designate the members and advisors. SECTION I-II: CYAC ROLES Each regular youth member shall be assigned a mentor. All CYAC jobs, positions, and responsibilities shall mirror the roles of their mentors. The regular youth members of the CYAC will elect a Chair and Vice Chair, at its second regular meeting after creation. Going forward, the regular youth members of the CYAC will elect a Chair and Vice Chair at its first meeting, and then annually thereafter. The Chair and Vice Chair shall establish a rotating schedule for regular youth members to represent the different city departments (i.e. Economic Development, Public Works, Finance, People & Performance, City Manager's Office, City Secretary's Office, City Attorney's Office, Police Department, Fire Department, etc.). SECTION I -III: MEMBERSHIP QUALIFICATIONS To be eligible for youth membership on the CYAC, potential candidates must reside within the city limits or the extraterritorial jurisdiction of Cibolo, must be enrolled in grades 7-12 and must be under the age of 18 years old. In addition to the above, selection will be based on the following: 1. Strength of the candidate's application and letter(s) of recommendation 2. Schedule and availability of the candidate 3. Candidate's willingness to commit the time and effort required to participate in the program 4. The candidate's performance in the interview process. SECTION I-IV: APPLICATION & SELECTION All members of the CYAC shall be selected via an open application process. Applications must be submitted through the City Secretary's Office. Deadlines for submitting applications shall be established by City Council. The City Council will designate no more than 3 members to serve as the interview panel. Once the panel has made its selections, it will present the recommended candidates to the full City Council for consideration. City Council will make final selection decisions regarding candidates. To participate, a member and a parent or guardian of the member must document in writing that the member is good standing with the school which the member attends. "Good Standing" shall mean the student has passed all classes in the prior grading session; is in compliance with all school discipline, behavior and attendance expectations; and is not suspended or expelled. Youth members shall be required to report to one of the adult advisors if the member falls out of good standing within two weeks of such occurrence. Each youth member shall be required to provide documentation of Good Standing after each grading period during the member's membership in the CMAC. SECTION I-V: TERM LIMITS Terms shall last for one year provided the member is still eligible and remains in compliance with the CYAC bylaws. Members may re -apply annually. Should a vacancy arise on the CYAC before the end of a term, any person wishing to fill the position and meeting the appropriate requirements may apply. The interview panel will interview all such applicants, shall make a recommendation to City Council and City Council shall select the new member. The new member will serve through the end of the original member's term. SECTION I -VI: CONDUCT When representing the City, all members of the CYAC must conduct themselves in a positive, friendly, and law-abiding manner at all times. Inappropriate conduct, as determined on an individualized basis by the City Council in its sole discretion, may lead to repercussions up to and including dismissal from the CMAC. Involvement in illegal activity, as determined by the City Council, in its sole discretion is grounds for immediate dismissal from the CMAC. All members serve at the pleasure of the City Council and may be removed or replaced for any reason or no reason only by the City Council. SECTION I -VII: GUIDELINES FOR ADULT PARTICIPATION IN CYAC ACTIVITIES: These guidelines are adopted to better ensure a safe and comfortable environment for adult participation with the member(s) of the CYAC during CYAC activities. Adopted Guidelines for Adult Participation in CYAC Activities: A. All potential volunteer advisors or chaperones must be at least 25 years of age or older. B. All potential volunteer advisors or chaperones should be the parent or guardian of a member of the Youth Advisory Council, or members of City staff or City Council. C. All volunteer advisors or chaperones must undergo a criminal background check using a criminal history database for each volunteer's permanent residence. D. All volunteer advisors or chaperones must undergo a sex offender background check using the sex offender registry available at Texas Department of Public Safety - Crime Records Service. E. The background check and sex offender registry check shall be completed annually to ensure strict compliance. F. A volunteer chaperone shall be disqualified from service if the person has the following types of convictions or deferred adjudications: a misdemeanor or felony under Texas Penal Code Title 5 (Offenses Against the Person), Title 6 (Offenses Against the Family), Chapter 29 (Robbery) of Title 7, Chapter 43 (Public Indecency) or §42.072 (Stalking) of Title 9, §15.031 (Criminal Solicitation of a Minor) of Title 4, §38.17 (Failure to Stop or Report Aggravated Sexual Assault of Child) of Title 8, or any like offense under the law of another state or under federal law. G. If selected, the volunteer advisors or chaperone must attend a detailed pre -trip briefing outlining the logistics and health and safety protocols of the trip. H. The student to advisors or volunteer chaperone ratio shall not exceed 8 students to 1 chaperone. I. Volunteer chaperones must take precautions not to be alone with a student for both the safety of the child as well as the chaperone. J. Volunteer advisors or chaperones should also avoid one-on-one digital contact with a student through games, social media, etc. Advisors or Chaperones are expected to copy another advisor or chaperone, city staff, and parent on all digital communications with a student. K. In the event of overnight stays, the volunteer chaperone(s) should not retire their room for the night until all the minors / students are accounted for and in their assigned rooms. ARTICLE II MEETINGS SECTION II -I: REGULAR MEETINGS SECTION II -II: QUORUM SECTION II-III: VOTING A date and time for regular meetings of the CYAC shall be established by the CYAC at its first meeting and may be amended as determined necessary and appropriate by a vote in favor of the change by a majority of the Board at one of its meetings. Regular meetings will be held once a month and may be rescheduled in the event of a conflict or the anticipated lack of a quorum as determined by the Chair or Vice Chair, with consent by the CYAC advisors. Matters for consideration by the CYAC shall be presented only at CYAC meetings. Before convening a meeting of the CYAC, public notice of the meeting should be posted by the Cibolo City Secretary at least 72 hours prior to the meeting. As a recommendation only body, the Texas Open Meetings Act is not applicable to its meetings, but its meetings shall be open to the public. Additional meetings and workshops may be held as necessary to conduct business. A quorum is necessary to transact official business at any CYAC meeting. A CYAC quorum will consist of a number constituting at least half of the total youth members and advisors of the CYAC. Advisors are counted when determining a quorum to conduct business. The affirmative vote of a majority of the members present shall be necessary to take any action as a Board. Recommendations to the Cibolo City Council must be passed by a motion to adopt a Resolution approving the recommendation, which will include a record of each member's vote to be forwarded to the Cibolo City Council with the recommendation for consideration and possible action by the City Council. SECTION II -IV: ORDER OF BUSINESS The Chair or Vice Chair of the CYAC, as determined by the Chair if present, shall, when present, call the members of the CYAC to order and preside over the meeting. Before proceeding to business, the role shall be called and entered into the minutes. If a quorum is present, the order of business shall be: a. Moment of reflection b. Pledge of allegiance c. Citizens to be Heard d. Approval of the minutes of the previous meeting e. Meeting specific agenda items f. Discussion of specific items to be scheduled for future agendas. g. Adjournment SECTION II -V: ATTENDANCE Any member of the CYAC who is absent from three consecutive meetings, or 25% of the regularly scheduled meetings during any twelve-month (12 month) period immediately preceding the offending absence, without sufficient explanation acceptable to a majority of the other members of CYAC, shall forfeit their position on the CYAC. Members shall advise the City Secretary by writing (e-mail, fax, letter, etc.) giving the reason for the absence. The City Secretary shall advise the Chair or the presiding officer if the Chair is not present prior to the opening of the meeting of the absence and reason for the absence. The Presiding Officer will announce to the remaining members the absence and reason. The Commission than will vote to either approval or disapprove the absence. Failure to notify the City Secretary of an absence is recorded as an unexcused absence. The minutes will reflect whether the absence was approved or unexcused. This policy is the same for both regular and alternate members. SECTION II -VI: OBJECTIVE AND DUTIES It shall be the purpose of the CYAC to learn about local government and use that knowledge to educate other youth about local government, to provide participation and inclusion of local youth in municipal government, and to routinely report about CYAC activities to the Cibolo City Council so it may consider the viewpoints of young adults in the community. Members of the CYAC may take initiatives directed toward effective change that benefit local youth and provide positive community impact through organized participation and various sponsored activities events approved by City Council. The CYAC shall be consultative in nature and, may be charged with evaluating issues, relevant to youth and submitting recommendations to the Cibolo City Council, and other pertinent parties for advisement or consideration. Specifically, the CYAC may be responsible for the following: A. Promoting participation in an understanding of local government by youth. B. Working, as necessary, with certain special events, projects, and fundraisers. C. Periodically attending Cibolo City Council and other city boards meetings to better understand local government operations. D. "Shadowing "Cibolo City Council members and certain City Staff in order to better understand their roles in serving citizens and setting policy. E. Conducting "pseudo "City Council meetings on an as needed basis to obtain feedback from youth in the community related to issues of concern to them or related to counsel assigned projects. F. Monitoring municipal programs and City Council's and other city boards' agenda topics in regard to their bearing on youth and the Cibolo community. G. Making recommendations to Cibolo City Council relative to programs and activities affecting youth in the community. H. Providing access for comment and input from the youth of the Cibolo community. I. Performing other duties as assigned by the Cibolo City Council, designated council liaison, or staff liaison. ARTICLE III: ROLE OF THE CIBOLO CITY COUNCIL SECTION III -I: ROLE OF THE CIBOLO CITY COUNCIL The Cibolo City Council may receive recommendations from the CMAC. The Cibolo City Council will direct the City Manager to provide support staff to the CYAC to assist them in carrying out their duties. The Cibolo City Council will refer issues to the CYAC for consideration and recommendation. CLE IV: BYLAWS AND AIVIENDMENTS & AMENDMENTS The bylaws of the CYAC shall be reviewed at least once a year by the Board. The bylaws may be amended at a regularly scheduled meeting, provided two-thirds of the members of the CYAC approve the amendment in a roll -call vote; providing further that the amendment is part of the agenda for the meeting and the membership has been notified in writing. The Cibolo City Council must consent to any bylaw amendment, for the amendment to take effect. ;SOLUTION OF THE CITY COUNCIL OF THE CITY OF this day of May 2024. Mark Allen, Mayor