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HomeMy WebLinkAbout2014-09-08 YC Adjourned Meeting Agenda; � PALM DESERT YOUTH COMMITTEE AGENDA MONDAY, SEPTEMBER 8, 2014 — 6:00 P.M. ADMINISTRATIVE CONFERENCE ROOM 73-510 FRED WARING DRIVE, PALM DESERT, CA 92260 1. CALL TO ORDER II. ROLL CALL III. ORAL COMMUNICATIONS Any person wishing to discuss any item not on the agenda may address the Youth Committee at this point by giving his/her name and address for the record. Remarks shall be limited to a maximum of five minutes, unless, additional time is authorized by the Committee. This is the time and place for any person who wishes to comment on agenda items. It should be noted that at the Youth Committee's discretion, these comments may be deferred until such time on the agenda as the item is discussed. Remarks shall be limited to a maximum of five minutes, unless, additional time is authorized by the Committee. �"` IV. PRESENTATIONS A. Brown Act and Parliamentary Procedure V. APPROVAL OF MINUTES A. MINUTES of the June 2, 2014, Youth Committee meeting Rec: Approve as presented Action: VI. NEW BUSINESS A. ELECTION of Chair for the 2014/15 School Year Action: B. ELECTION of Co-Chair for the 2014/15 School Year Action: C. CONSIDERATION of Activities and Subcommittee Appointments for 2014/15 '� Action: %►'�GENDA PALM DESERT YOUTH COMMITTEE SEPTEMBER 8, 2014 VII. OLD BUSINESS None VIII. CONTINUED BUSINESS None IX. REPORTS AND REMARKS A. STAFF Youth Committee Reports to City Council B. COMMITTEE MEMBERS X. ADJOURNMENT I hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda for the YOUTH COMMITTEE was posted on the City Hall bulletin board not less than 72 hours prior to the meeting. Dated this 3�d day of September, 2014. ����� y La nce, Recording Secretary/Advisor Reports and documents relating to each of the items listed on the agenda, including those received following posting/distribution, are on file in the Special Programs Department and are available for public inspection during normal business hours, Monday-Friday, S a.m, to 5 p.m., 73510 Fred Waring Drive, Palm Desert, California, 92260, telephone (760) 346-0611, ext 425. Assisted Listening Devices available on request. CITY OF PALM DESERT � PALM DESERT YOUTH COMMITTEE MEMORANDUM TO: Palm Desert Youth Committee FROM: Amy Lawrence, Administrative Secretary DATE: September 3, 2014 SUBJECT: GUIDELINES FOR VOTING FOR CHAIR AND CO-CHAIR In compliance with The Ralph M. Brown Act (California's Open Meetings Law), below are guidelines intended for electing the Palm Desert Youth Committee Chair and Co-Chair. The following steps will be taken at the first meeting in September of each year: 1. The Youth Committee Advisor will call the meeting to order. 2. After Roll Call and Oral Communications, the Youth Committee Advisor will suspend the agenda and move ahead to items A(Appointment of Youth Committee Chair) and B (Appointment of Youth Committee Co-Chair) under New Business. 3. The Youth Committee Advisor will request self nominations (from appointed members only that have served on the Youth Committee for at least one year) for the position of Chair. Those candidates will then stand up and provide a brief statement as to why they feel they should be elected. 4. Once all self nominations have been made and statements have been given, the Youth Committee Advisor will request a vote from the members, by show of hands, for each candidate alphabetically. The member with the highest number by show of hands will be elected as Chair. 5. Once the Chair has been elected, the Youth Committee Advisor will request self nominations from appointed members only for the position of Co-Chair. Those candidates will then stand up and provide a brief statement as to why they feel they should be elected. Same procedure as above will follow. 6. Once the Co-Chair has been elected, the newly elected Chair will take over running the meeting. Please note: 1) self nominated candidates cannot vote to elect themselves to the position they are running for; and 2) Chair and Co-Chair will be required to meet briefly with fhe City Clerk on a dafe to be determined fo go over meeting procedures. CITY OF PALM DESERT PALM DESERT YOUTH COMMITTEE MEMORANDUM TO: Palm Desert Youth Committee FROM: Amy Lawrence, Administrative Secretar �� Y DATE: SUBJEGT: September 4, 2013 GUIDELINES FOR VOTING FOR CHAIR AND CO-CHAIR In compliance with The Ralph M. Brown Act (California's Open Meetings Law), below are guidelines intended for electing the Palm Desert Youth Committee Chair and Co-Chair. The following steps will be taken at the first meeting in September of each year: 1. The Youth Committee Advisor will call the meeting to order. 2. After Roll Call and Oral Communications, the Youth Committee Advisor will suspend the agenda and move ahead to items A(Appointment of 2013/14 Youth Committee Chair) and B(Appointment of 2013/14 Youth Committee Co-Chair) under New Business. ;y�,; 3. The Youth Committee Advisor will request self nominations from appointed members only for the position of Chair. Those candidates will then stand up and provide a brief statement as to why they feel they should be elected. 4. Once all self nominations have been made and statements have been given, an appointed member can make a motion to appoint one of the candidates by stating "I move that we appoint (candidate's name) to the position of Youth Committee Chair for the 2013/14 year". Upon second by another appointed member, and majority vote by show of hands (at least six or more appointed members voting affirmatively), the motion will pass and the candidate will be elected Youth Committee Chair for the year. 5. However, if someone makes a motion, and there is no second, the motion fails. Also, if someone makes a motion, and there is a second, but less than six appointed members vote affirmatively, the motion will also fail. In this case, another appointed member can make a motion to appoint a different candidate. 6. Once the Chair h nominations from candidates will the should be elected. as been elected, the Youth Committee Advisor will request self appointed members only for the position of Co-Chair. Those n stand up and provide a brief statement as to why they feel they Same procedure as above will follow. 7. Once the Co-Chair has been elected, the newly elected Chair will take over running the meeting. P/ease note: self nominated candidates cannot make a motion, second, or vote to elect '�`�'" themselves to the position they are running for. �'` ► n 41-� � M,c-�- ,� � `�- P�s� �`io� 4� G�.a-r'� �d��- co -�rl� M�sf b�- or -f'�-� Co� w��- -�v�- �(�� �- � ,v� �- M��s� I�.u-fi �l Ct� C.�� �� � ll�� -� �"'��'`� � � � City of Palm Desert Briefing on Pa�liamentary Procedure �`�' �nd The Ralph M. Brown Act (California Open Meetings) � �,ti, ����� ���<< � - � _. .� � _ '� � � � � �= � �'"�'� �t,�.+� s�"`�� ��t� � Parliamentary Procedure The set of rules for conducting business at meetings and public gatherings. Originated in the early English Parliaments, coming to America with the first European settlers. Henry M. Robert published his manual on Parliamentary Law in 1876, and it became a uniform set of "Rules" (Robert's Rules of Orderj, which are still very widely used and relied upon for this purpose. Parliamentary Procedure allows everyone to be heard and to make decisions without confusion. It can be adapted to fit the needs of any organization. �,, (City Government has adapted a certain style.) The group works off a fixed agenda to consider and transact business. ■► Make Motions that are in order. � Obtain the floor properly. w Speak clearly and concisely. � Obey the rules of debate. Always be courteous! ■ How do members get their sav? THEY MAKE MOTIONS. A motion is a proposal that the assembly take a stand or take action on some issue. Members have a right to: 1. Present Motions (make a proposal). • Your motion must relate to the business at hand and be presented at the right time. • You obtain the floor by waiting until the previous speaker is finished. • Address the Chair: Say "Mr. (or Madam) Chair," or "Mr. (or Madam) President." • Give your name; the Chair will recognize you by repeating it. • Make your motion: Speak clearly and concisely. �* State your motion affirmatively: Say, "I move that we do....." (instead of "I move that we do not..."). * Stay on the subject and avoid personal attacks. C� of Paim Desert - Briefing - Pariiamentary Procedure/Brown Act 2. �iecond Motions (express support for discussion of another member's m�►ition). �, • VN:�it for a second. Another member will say, "I second the motion," or the Ch��ir ��vill call for a second. If there is no second, your motion wili not be co�n�sidiered. 3. �rebate Motions (discuss and give opinions about the motion). 4. �v''ot� On Motions (make a decision). �� Voice - Chair asking those in favor to say "Aye," those opposed to say "N�.�," for majority votes. (This is most widely used by City Cornmittees/Commissions.) �� R411 Call - If a record of each person's vote is needed, each member an�wers "Yes," or "No," (or "Present" indicating the choice notto vote)as their nar��e is called from the Roll. �� General Consent- When a motion isn't likely to be opposed, the Chair can sta�e, `' If there is no objection...," and members show consent by their silence. If sc>meone objects, it must be put to a formal vote. u Show of Hands The Ralph M. Brown Act 1. �'Vhat is it? California's Brown Act is its "open meeting" or "sunshine law." All rneetings of the legislative body of a local agency shall be open and public. 2. �Jha does it a�pl�? The Mayor and City Council, All Advisory Bodies, and Sta� ��ding Committees. 3. N/'Nhat is a"meeting?" Any congregation of a majority of the members atthe san��e twme and place to hear, discuss, or deliberate upon any item within the juri:>diction of the public entity (Council, Gommittee or Commission, Advisory Bor�y). •� R�gardless of the kind of outside gathering, best to avoid discussion of �opics that fall under the jurisdiction of the legislative body. Exception: �auk�committee of the legislative body that is constituted of less than a ��uorum ofthe whole, whose recommendations are presented tothe entire I egislative body for formal action. �J Th� Br�wn Act In Brief: - M�etings must be held within the City limits. - Ac�enda for regular meetings must be posted at least 72 hours in advance. - Aqenda must contain a brief description of each item. - M�etings must be open to the public. � r. � �• City of Palm Desert - Briefing - Pariiamentary ProcedurelBrown Act - Agendas for special meetings must be posted no less than 24 hours in advance. �- Public must be given an opportunity to speak on any item. ■ Agenda must include the meeting time and place. ■ The legislative body cannot require members of public to register name, provide info, orfill outa questionnaire as a condition of attending the meetinq. ■ Public has the right to speak on items on the agenda and the right to speak on matters unrelated to the agenda, if it's a regular meeting. - However, it is appropriate to ask a member of the public who wishes to speak either on a topic not on the agenda or one on the agenda to give their name and address for the record. tf they do not wish to give their specific address for privacy concerns, that is acceptable. ■ No secret ballots. ■ Public has rightto review agendas and writings distributed to the body, and it may record the proceedings. 4. What ha�pens if there's a violation of the Brown Act? - Invalidation of action taken. `�' - Civil injunctive action. - Misdemeanor charges against individual members. - Bad public image and loss of credibility with the constituency. - There is ability to cure, however. It's our goal to always do it right every time! � � 3 � � � � A � � ORDER OF ADJOURNMENT REGULAR MEETING PALM DESERT YOUTH COMMITTEE NOTICE IS HEREBY GIVEN that due to observance of the Labor Day holiday, the regular meeting of the Palm Desert Youth Committee scheduled for Mondav, September 1, 2014, at 6:00 p.m. will be adjourned to Monday, September 8, 2014, at � 6:00 p.m. in the Administrative Conference Room at City Hall, 73-510 Fred Waring Drive, Palm Desert, California 92260. The agendas for the Adjourned Regular Meeting will be posted/mailed separately. I hereby certify under penalty of perjury under the laws of the State of California that the foregoing Notice for the Palm Desert Youth Committee was posted on the City Hall bulletin board not less than 72 hours prior to the meeting. Dated this 18th day of August, 2014 n/ / / � K/ K. L ENCE, RECORDING SECRETARY CITY OF PALM DESERT, CALIFORNIA �