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Millcreek Youth City Council Bylaws Mission Statement The mission of the Millcreek Youth Council is to serve our community in meaningful ways in a fun and educational environment, and to provide public outreach through media and events. Vision Statement The vision of the Millcreek Youth Council is to give young people a voice in city affairs and to help them prepare for future life experiences. Article 1—City Council and Youth City Council Relationship 1. The Role of the City Council The Millcreek City Council (city council) shall receive recommendations from the Millcreek Youth City Council (youth council). The city council shall provide support staff to the youth council to assist them in carrying out their duties. The city council shall appoint a city council liaison as a youth advisor and communicate upcoming issues to the youth council so they may respond accordingly. 2. The Role of the Youth Council The Youth Council shall provide such services to the community that would draw the community together serving the youth, young adult, and senior community with wholesome activities. The youth council shall provide opportunities to explore the duties and responsibilities of the city council in order to be prepared to serve in the community in the future. Article 2—Membership 1. Representation A total of no more than twenty (20) youth will serve on the youth council. This number excludes any adult advisors whether they be city council members or a city citizen. Efforts should be made to include youth from all areas of Millcreek, representing the three high school areas located within the city. 2. Member Qualifications ---PAGE BREAK--- All members must live within the city limits and must be in 9th to 12th grade at the start of the school year following their appointment to the youth council. 3. Term Limits There is no limit to the number of terms a member may serve as long as the individual upholds the requirements as stated in the entirety of these bylaws. Members must reapply for each term. Membership will be dissolved if the member moves out of the city or submits a letter of resignation. 4. Application Process Members of the youth council shall be chosen through an application process. Interested parties shall complete an application found on the city website or at city hall. Applications shall be submitted to the youth mayor, youth advisor(s), or dropped off at city hall. Applications are due by April 30th unless that date is a Saturday or Sunday at which time they would be due on the last Friday of April. Applicants will be selected following an interview by the youth mayor, youth mayor pro tem, and youth advisor(s). The interview process will take place either before the new term begins, or as any positions become available throughout the year. 5. Term of Office Term length is one year beginning June 1 and ending on May 31 of the following year. 6. Conduct Members of the youth council must conduct themselves in a positive, respectable, friendly, and law-abiding manner at all times. There will be no smoking, vaping, drinking alcoholic beverages, or using illegal drugs by any member of the youth council. Such behavior will not be tolerated and is grounds for dismissal from the youth council. 7. Participation in City Events Youth council members are expected to volunteer at a minimum of five summer activities and one city event. Youth council members are expected to volunteer at all youth council planned service and activity events. ---PAGE BREAK--- Article 3—Offices 1. Offices The youth council consists of the following officers: mayor, mayor pro tem, secretary, recorder, historian, service committee chair, public outreach committee chair, events committee chair, Skyline High School liaison, Olympus High School liaison, and Cottonwood High School liaison. Co-recorder or deputy recorder may be added as needed. 2. Officer Duties The duties of the officers shall include but are not limited to the following: Mayor: Preside over and conduct all youth council meetings and activities. Set agenda in cooperation with adviser, provide agenda to secretary two business days prior to each meeting, communicate with and report to the city council, and perform other such necessary duties as they arise. Mayor Pro Tem: Assist the mayor in all duties, perform the duties of the youth mayor in his/her absence, prepare to assume all duties as mayor for the following term, fulfill any other such assignments as given by the youth mayor or youth advisor(s), and perform other such necessary duties as they arise. Secretary: Provide notice to members one business day prior to all meetings and activities, provide agenda to advisor to post on city website, organize and keep all necessary items, perform the duties of the recorder in his/her absence, fulfill any other such assignments as given by the youth mayor or youth advisor(s), and perform other such necessary duties as they arise. Recorder: Take minutes of each meeting complying with the requirements to report the minutes of the prior meeting and sign when approved by vote of the youth council, maintain copies of all minutes making them available to city officials upon request, provide original approved documents to the City Recorder, put approved minutes on website, fulfill any other such assignments as given by the youth mayor or youth advisor(s), and perform other such necessary duties as they arise. Deputy Recorder: This position may be added as needed. Responsibilities will be the same as that of the recorder. The deputy recorder will assume the duties and responsibilities of the recorder in the recorder’s absence. Historian: Document all activities in a binder for each term, photograph activities, fulfill any other such assignments as given by the youth mayor or youth advisor(s), and perform other such necessary duties as they arise, such as creating graphics, posters, flyers, etc. ---PAGE BREAK--- Service Committee Chairman: Work with the service committee to plan and execute at least but not limited to, three pre-approved service projects or events during the year, fulfill any other such assignments as given by the youth mayor or youth advisor(s), and perform other such necessary duties as they arise. Public Outreach Committee Chairman: Work with the public outreach committee to communicate with the youth of Millcreek via Facebook, Instagram or other social media platforms, assist city communications director in providing and updating content for youth council web page on the city website, oversee youth council submissions to the weekly city email and the quarterly printed newsletter, publicize Millcreek events to the youth of the city, fulfill any other such assignments as given by the youth mayor or youth advisor(s), and perform other such necessary duties as they arise. Events Committee Chairman: Work with the events committee to plan and execute events targeted to the youth of Millcreek, work with the service committee to assist in their planned service events, fulfill any other such assignments as given by the youth mayor or youth advisor(s), and perform other such necessary duties as they arise. School Liaisons: Act as a source of information both from the youth council to their respective schools and from the schools to the youth council and city council, fulfill any other such assignments as given by the youth mayor or youth advisor(s), and perform other such necessary duties as they arise. 3. Appointment of Officers The following officers shall be appointed by the youth mayor, youth mayor pro tem, and youth advisor(s): mayor pro tem, secretary, recorder, deputy recorder(s), historian, service committee chairman, public outreach committee chairman, events committee chairman, Skyline liaison, Olympus liaison, and Cottonwood liaison. The office of mayor shall be assumed by the mayor pro tem of the prior term. In the event the youth mayor pro tem is unable to assume the office of youth mayor, the position will be filled by the same application and interview process as defined herein. Officer positions shall be filled by application and interview process. Any member interested in this office shall fill out an application which shall be turned in to the youth advisor(s). The applicant will then be interviewed by the youth mayor, youth mayor pro tem, youth advisor(s), and city mayor. Officers shall be chosen by majority vote of the interview panel with approval by the Millcreek City Council. 4. Vacancies of Offices Should a vacancy occur in an office of the youth council by resignation, removal, or any other reason, the office shall be filled by appointment of the interview panel at the next regular meeting. ---PAGE BREAK--- Article 4—Meetings 1. Regular Meetings Regular meetings of the youth council shall be held on the first and third Monday of each month from 5:00 pm to 6:00 pm. The principal meeting place of the youth council shall be at Millcreek City Hall. The agenda shall be approved by the youth mayor, youth mayor pro tem, and the youth advisor(s) prior to the meeting and provided to the secretary for posting 48 hours in advance of the meeting. The agenda can be altered by majority vote at any time during the meeting. All meeting dates and times shall be posted on the City’s website and the city’s email. All meetings of the youth council shall be open to the public and be subject to all requirements of Utah open meetings laws. Meeting schedules may be adjusted to accommodate for national and summer holidays. 2. Special Meetings Special meetings may be called by the youth mayor or youth advisor(s). Prior notification of at least twenty-four hours shall be given by the secretary. 3. Quorum and Voting A simple majority of the council must be present for decisions to be made. Decisions will be made by motion. Any member may make a motion and a second to the motion is necessary before the motion may be discussed or a vote taken. A majority of those present must vote in the affirmative for a motion to pass. 4. Order of Business The youth mayor shall preside over and conduct all meetings when present; when not present the youth mayor pro tem will assume these duties. Meetings will follow the approved agenda. Roll shall be taken at each meeting by the secretary, and a list of attendees will be included in the minutes of the meeting. 5. Recordings of Meetings Written minutes shall be kept of the proceedings of youth council meetings by the youth recorder; if not present the deputy recorder (or secretary) shall assume these duties. Written minutes shall be provided to the city recorder once approved. Minutes may be posted on the city website on the youth council page. ---PAGE BREAK--- 6. Attendance Each member of the youth council is expected to attend all meetings and youth activities. If they are unable to attend due to extenuating circumstances, they must notify the youth mayor or youth advisor(s) prior to the day of the meeting or activity. If they fail to provide notice it will be recorded as an unexcused absence which is recorded as two absences instead of one. Before or after a meeting or activity, an absence may be excused and recorded as one absence or may be excused and not count as an absence at the discretion of the advisors. After accruing five absences from meetings or two absences from activities, the youth council member will receive a probationary letter from the youth mayor and youth council advisor(s). While on probation, the member’s vote will be suspended. Member will be removed from probation after attending three consecutive meetings. If a member of the youth council accrues seven absences from meetings or four absences from activities, they will be dismissed from their position on the youth council. One meeting can be made up by two hours of pre-approved community service; one activity can be made up by three hours of pre-approved community service. Three meetings and one activity can be made up each term. Article 5—Bylaws and Amendments The bylaws of the youth council shall be reviewed once each term. The bylaws may be amended at any time throughout a term, if a proper need is found. Amendments must be approved by a majority vote through a roll call vote of the youth council. Any changes or amendments shall be approved by resolution of the city council.