MERCED YOUTH COUNCIL General Guidelines Background The The Merced Merced City City established established a a task task force force in in 2013 2013 to to research researchand and get get youth youth input input on on wher wher or or not not a a was needed was in needed Merced in and Merced if so and what if it so should what it consist should. consist In 2014. In 2014 ficially established ficially established Merced Merced at recommendation recommendation Task Force. Task Force. Mission We, We, Merced Merced,, are are here here to to represent represent youth youth Merced Merced by by communicating communicating with with City City in order in order to promote to promote youth youth involvement, involvement, ir ir general general welfare welfare and to and improve to improve overall overall quality quality life for life for youth youth Merced. Merced. General Functions Both Both social social and and policy policy oriented oriented Communicate with with City s City s youth youth to to gauge gauge needs needs and and desires desires youth youth Work Work with with City City to to meet meet youth youth needs needs and and wants wants Act Act as as a liaison a liaison tween tween youth youth and and City City Collaborate and/or and/or engage engage with with or or community agencies, agencies, advisory advisory bodies bodies or or youth youth groups groups in in areas areas mutual concern mutual and concern nefit and nefit Identify Identify concerns, concerns, interests interests and and needs needs youth youth and and make make recommendations to to Parks Parks and and Recreation staff, staff Commission and City and City Memrship The The is is made made up up 7 7 memrs memrs and and may may appoint appoint up non-voting to non-voting junior high junior high high school or high memrs school to memrs help achieve to help ir achieve goals. ir Two goals. memrs Two from memrs each from each three Measure three C Measure districts C and districts one memr and one at memr large at large appointed. appointed. Applicants Applicants are interviewed are interviewed by existing by existing memrs memrs after completion after completion an application an application and and n n reviewed reviewed by by staff. staff for final recommendation to City. Qualifications 13-19 13-19 years years old old (memrs may carry out ir term if y age out during ir term) City City resident resident Length Term Memrs Memrs appointed appointed to to a a year year terms, term, with with a a maximum maximum terms terms ing ing served. served. After After first first year year service, service, memrs memrs reviewed reviewed by by City to determine to determine ir ir suitability suitability for continued for continued service. service. Meeting Schedule Public Public meetings meetings held held second second Thursday Thursday every every month month in in City City Chamrs Chamrs at at 7PM. Fewer meeting may held during summer months if decided by. Additional closed planning sessions held when needed. 1
Attendance Policy memrs are are expected to to attend attend all all meetings. In In case case that that a a meeting meeting has has to to missed, missed, memrs should should give give at at least least 24hrs 24hrs notice notice to to staff staff that that y he/she not not in attendance. in attendance. Memrs Memrs are allowed are allowed unexcused unexcused absences from absences public from and public planning and meetings planning per meetings year fore per year ing fore terminated. ing terminated. Time Involved memrs should should expect expect to to devote devote a a minimum 8 8 hours hours per per month month on on related related activities. Additional time may required for special events. Communication Communication with with or or memrs and and staff staff is is extremely important to to success. memrs are are expected to to communicate regularly with with regards to to meetings, events events and and or or activities. Failure Memrs to communicate are expected regularly to respond with to emails staff or texts grounds from City for termination staff a timely from manner.. Failure to communicate regularly with staff grounds for termination from. Positions When a a memr is is appointed and and accepts a a positions (Secretary, Historian, etc.), Chairperson, y accept Treasurer, responsibility Vice Chairperson, understanding Public Coordinator, and fulfilling Sergeant roles at and Arms duties Task Manager) that position. he/she At accepts any time responsibility if a memr is unable to understanding carry out ir and duties, fulfilling y are responsible roles and duties for finding that a position. temporary At replacement any time if within memrs are unable. to carry out ir duties, y are responsible for finding a temporary replacement within. Parent/Memr Agreement Each memrs memr and and ir ir parent parent or guardian or guardian review review and and sign sign a Parent/Memr a Parent/Memr Agreement. Agreement. The The purpose purpose this this agreement is is to to ensure ensure that that memr memr and and his ir or parent her parent fully fully understand understand and accept accept responsibility responsibility placed placed upon upon m she by or he ing by ing a part a part.. Mandatory Activities There There mandatory mandatory activities, activities, trainings, trainings, excursions excursions and and trips trips that that memrs memrs expected expected to to attend. attend. If If memrs memrs have have more more than than unexcused unexcused absences, absences, or or are are regularly regularly tardy tardy for for se se events, events, y y can can dismissed dismissed from from.. 2
MERCED YOUTH COUNCIL Positions and Duties CHAIRPERSON Spokesperson for group Reports future plans and ideas to City Appoints committees when necessary to research issues Provides leadership and direction The last approval or tie breaker group Attends as many committee meetings as possible VICE CHAIRPERSON Assumes duties Chairperson during Chairperson s absence May serve in a variety positions Works closely with Chairperson SECRETARY Records and maintains minutes all meetings Maintains a roster ficers and or board memrs with current address, email, and telephone information Maintains complete and up to date copies organizational documents Maintains all memrship records Records all memr attendance Sends correspondence and thank you letters TREASURER Oversees finances Assists in preparing budget for future projects Keeps records up to date Always obtains a receipt for any expenditures SEARGEANT AT ARMS, TASK MANAGER Keeps group on task Maintains order in meetings HISTORIAN Keep record or history achievement and/or activities Take pictures as a record keeping for future references 3
PUBLIC COORDINATOR Publicizes activities through email, social media, newspaper, etc. Develops and maintains emails, websites, and social media for 4
MERCED YOUTH COUNCIL Parent/Memr Agreement PURPOSE The purpose this agreement is to establish criteria for memrs Merced. This agreement assist memrs and ir parents in understanding acceptable standards havior in order to remain in good standing within. ATTENDANCE Attendance at meetings is mandatory. It is a major part ing a memr. The currently meets second Thursday each month at 7PM., unless orwise stated. The meetings are one avenues used to conduct ficial business and receive and disseminate or information to memrs. Closed sessions are held prior to public meeting at 6 PM. Special meetings may called when necessary. o More than 2 unexcused absences is grounds for recommendation that a memr removed from. memrs shall notify staff if he/she is unable to attend a required meeting, special meeting or assigned event, at least, when possible, 24 hours in advance. If a 24-hour notice is not possible, n notification should done as soon as possible. Failure to contact anyone regarding an absence may grounds for an Unexcused Absence. CONDUCT memrs must conduct mselves in a respectful, pressional and appropriate manner at all times and treat fellow memrs with respect at all times. Use pranity or fensive expressions, as well as fighting and verbal confrontations are strictly prohibited. No memr shall display affection yond general or common courtesy while acting in capacity a memr. When at City Hall or or city facilities for conducting business, memrs shall exhibit pressional havior. memrs shall address city personnel appropriately (Mayor Thurston, man Pedrozo, Ms. Segura, etc.), ing courteous and respectful at all times. 5
During meetings cell phones and computers turned f except for ficial business unless given permission by staff. PERSONAL GROOMING memrs shall maintain excellent grooming standards at all times. Each memr shall wear his or her shirt at meetings and or functions in community when y are representing. Whatever style clothing memrs wear, it should clean, pressed and presentable. memrs must dress appropriately for occasion. When attending or making presentations at City meetings, shorts, pants with holes, ach sandals, tank tops, etc. would not appropriate attire and should not worn by memrs. DUTIES It is responsibility each memr to understand and perform his/her charge duty as a memr. Each memr shall familiarize him/herself with s purpose, current goals and objectives and any or city information (i.e., resolutions, ordinances, charter). Each memr shall make an effort to come familiar with parliamentary procedures and Rort s Rules Order. Periodic training provided. When assigned to a sub-committee, it shall responsibility each memr to follow-up on his/her assignments and take an active part in carrying out goals sub-committee. It is duty each memr to participate in all activities and events outside meetings. memrs respond to communications with City staff and fellow memrs business communications in a timely manner. Repeated failure to communicate can grounds for termination from. TRAVEL memrs, when privileged to travel on half City, shall conduct mselves in a respectful, pressional, and appropriate manner. All travel shall for purpose conducting City/ business. 6
When traveling as a representative for City Merced s, each memr must abide by all City standards and must conduct mselves per guidelines as here stated. o When re is overnight travel, each memr is expected to respect all hotel property and premises. No memr shall deface, vandalize or remove any hotel items or property. o Each memr shall keep assigned rooms throughout travel stay unless prior approval is received from adult supervisor. o No memr shall leave premises without prior knowledge and approval from adult supervisor. o Curfews are enforced during travel. memrs generally must in ir assigned rooms by 10:00 p.m. The adult supervisor has authority to extend or shorten that curfew hour as circumstances allow. o These guidelines apply to all memrs regardless age while traveling as a representative City Merced s. o Any abuse se travel guidelines may result in suspension from travel for one year and/or or appropriate action. All memrs are required to submit a parent permission slip prior to any and all travel out City. TRANSPORTATION While effort made to provide transportation for various events, it is responsibility each memr to coordinate transportation to and from meetings, special events and or activities. It is personal responsibility memr to secure all appropriate and legal driving requirements (i.e., driver s license, insurance). Each memr shall make appropriate arrangement to picked up in a reasonable amount time after any activity. CONSEQUENCES Any disregard se guidelines may result in a recommendation from staff and/or or memrs that said violator removed as a memr. Any memr who has or more unexcused absences or who fails to participate and/or attend special events without prior approval, may result in a recommendation that said memr removed from. 7
AMENDMENTS Additions or deletions may made to se guidelines as warranted. I certify that we have read above guidelines and consequences regarding my son/daughter s performance as a memr City Merced. Date: Parent/Guardian Signature I certify that we have read above guidelines and consequences regarding my performance as a memr City Merced. Date: Memr Signature 8