The URL can be used to link to this page

Home My WebLink AboutOrdinance 6694113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Ordinance: 6694 File Number: 2023-1134 FAYETTEVILLE YOUTH ADVISORY COUNCIL (ORDINANCE): AN ORDINANCE TO ENACT ARTICLE XXVI FAYETTEVILLE YOUTH ADVISORY COUNCIL IN §33 DEPARTMENTS, BOARDS, COMMISSIONS AND AUTHORITIES OF THE FAYETTEVILLE CODE WHEREAS, many municipalities use youth councils to inject fresh ideas and youth perspectives into local decision - making; and WHEREAS, youth councils can promote community service and foster a better understanding among young people of how municipal government works; and WHEREAS, youth councils are an excellent means of promoting regular and active civic engagement among young people, which is vitally important to provide the knowledge, skills and abilities to the next generation of local leaders; and WHEREAS, the City of Fayetteville desires to create a youth council. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby enacts Article XXVI Fayetteville Youth Advisory Council in Chapter 33, Departments, Boards, Commissions and Authorities as shown below: "33.380 Purpose The purpose of the Fayetteville Youth Advisory Council is to advise and make appropriate recommendations to the City Council regarding issues of special interest to youths within the City. 33.381 Composition; Membership (A) The Fayetteville Youth Advisory Council shall consist of eight members who are residents of the City of Fayetteville and are actively enrolled in a public or private high school in grades nine through twelve. One member shall be a City Council member appointed by the Mayor. (B) The members shall be appointed by the City Council and each member appointed shall serve a term of two years, unless grade twelve is completed during the term, at which time the position shall be declared vacant. (C) Terms shall be staggered for the initial members appointed to the Fayetteville Youth Advisory Council and those initial terms shall end on either March 31, 2025 or March 31, 2026. Page 1 Ordinance: 6694 File Number.- 2023-1134 (D) Irregular vacancies shall be filled as they occur and regular vacancies shall be filled by appointment so that the new member's term begins on April 1 of each year. 33.382 Officers The Fayetteville Youth Advisory Council shall elect a chairperson to conduct meetings and a vice chairperson to conduct meetings in the absence of the chairperson. The Fayetteville Youth Advisory Council may also elect a secretary to take minutes. Elections shall be held at the first regular meeting after annual appointments are made by the City Council. 33.383 Duties and Responsibilities The Fayetteville Youth Advisory Council shall have the duties and responsibilities to: (A) Evaluate and review problems facing youth in the city. (B) Facilitate neighborhood meetings with youth to discuss problems, needs and suggested improvements for our community. (C) Meet regularly with the Mayor's representative and the appointed City Council member to share ideas and discuss issues, concerns and needed improvements. (D) Attend, if desired, City Council meetings and participate in vision and goal sessions. (E) Present recommendations to the City Council and Mayor on important public projects and programs affecting the youth of Fayetteville. (F) Assist in planning youth/recreation activities. (G) Evaluate and advise the City Council and Mayor on issues forwarded to the Fayetteville Youth Advisory Council for advice. 33.384 Meetings The Fayetteville Youth Advisory Council shall hold at least one regular meeting per month during the school year, with the option to meet more often as needed or desired. All meetings shall be public and public records of such meetings shall be kept by the office of the City Clerk." PASSED and APPROVED on October 17, 2023 Page 2 Attest: Vila Z Kara Paxton, City C erk reasurer CITY OF FAYETTEVILLE ARKANSAS MEETING OF OCTOBER 17, 2023 TO: Mayor Jordan and City Council THRU: FROM: DATE: CITY COUNCIL MEMO 2023-1134 SUBJECT: Establishment of the Fayetteville Youth Advisory Council RECOMMENDATION: Council Member D'Andre Jones is sponsoring an ordinance to establish the Fayetteville Youth Advisory Council BACKGROUND: DISCUSSION: BUDGET/STAFF IMPACT: ATTACHMENTS: Agenda Request - Youth Advisory Council - Council Member Jones (#3), ARML - Establishing a Youth Council (3) (#4), Youth_Council_2023_06_WEB Arkansas Municipal League (#5) Mailing address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Legislation Text File #: 2023-1134 Establishment of the Fayetteville Youth Advisory Council AN ORDINANCE TO ENACT ARTICLE XXVI FAYETTEVILLE YOUTH ADVISORY COUNCIL IN §33 DEPARTMENTS, BOARDS, COMMISSIONS AND AUTHORITIES OF THE FAYETTEVILLE CODE WHEREAS, many municipalities use youth councils to inject fresh ideas and youth perspectives into local decision -making; and WHEREAS, youth councils can promote community service and foster a better understanding among young people of how municipal government works; and WHEREAS, youth councils are an excellent means of promoting regular and active civic engagement among young people, which is vitally important to provide the knowledge, skills and abilities to the next generation of local leaders; and WHEREAS, the City of Fayetteville desires to create a youth council. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby enacts Article XXVI Fayetteville Youth Advisory Council in Chapter 33, Departments, Boards, Commissions and Authorities as shown below: "33.380 Purpose The purpose of the Fayetteville Youth Advisory Council is to advise and make appropriate recommendations to the City Council regarding issues of special interest to youths within the City. 33.381 Composition; Membership (A) The Fayetteville Youth Advisory Council shall consist of eight members who are residents of the City of Fayetteville and are actively enrolled in a public or private high school in grades nine through twelve. One member shall be a City Council member appointed by the Mayor. (B) The members shall be appointed by the City Council and each member appointed shall serve a term of two years, unless grade twelve is completed during the term, at which time the position shall be declared vacant. Page 1 Ordinance: 6691* File Number: 2023-1134 (C) Terms shall be staggered for the initial members appointed to the Fayetteville Youth Advisory Council and those initial terms shall end on either March 31, 2025 or March 31, 2026. (D) Irregular vacancies shall be filled as they occur and regular vacancies shall be filled by appointment so that the new member's term begins on April 1 of each year. 33.382 Officers The Fayetteville Youth Advisory Council shall elect a chairperson to conduct meetings and a vice chairperson to conduct meetings in the absence of the chairperson. The Fayetteville Youth Advisory Council may also elect a secretary to take minutes. Elections shall be held at the first regular meeting after annual appointments are made by the City Council. 33.383 Duties and Responsibilities The Fayetteville Youth Advisory Council shall have the duties and responsibilities to: (A) Evaluate and review problems facing youth in the city. (B) Facilitate neighborhood meetings with youth to discuss problems, needs and suggested improvements for our community. (C) Meet regularly with the Mayor's representative and the appointed City Council member to share ideas and discuss issues, concerns and needed improvements. (D) Attend, if desired, City Council meetings and participate in vision and goal sessions. (E) Present recommendations to the City Council and Mayor on important public projects and programs affecting the youth of Fayetteville. (F) Assist in planning youth/recreation activities. (G) Evaluate and advise the City Council and Mayor on issues forwarded to the Fayetteville Youth Advisory Council for advice. 33.384 Meetings The Fayetteville Youth Advisory Council shall hold at least one regular meeting per month during the school year, with the option to meet more often as needed or desired. All meetings shall be public and public records of such meetings shall be kept by the office of the City Clerk." Page 2 CivicClerk ID No.: 2023-1134 AGENDA REQUEST FORM FOR: Council Meeting of October 17, 2023 FROM: Council Member D'Andre Jones ORDINANCE OR RESOLUTION TITLE AND SUBJECT: AN ORDINANCE TO ENACT ARTICLE XXVI FAYETTEVILLE YOUTH ADVISORY COUNCIL IN CHAPTER 33 DEPARTMENTS, BOARDS, COMMISSIONS AND AUTHORITIES OF THE FAYETTEVILLE CODE APPROVED FOR AGENDA: Approved by email 9/30/2023 Council Member D'Andre Jones Date IFAA�& Sr. Asst. City Attorney Blake Pennington Approved as to form 10/1 /2023 Date ORDINANCE NO. AN ORDINANCE TO ENACT ARTICLE XXVI FAYETTEVILLE YOUTH ADVISORY COUNCIL IN CHAPTER 33 DEPARTMENTS, BOARDS, COMMISSIONS AND AUTHORITIES OF THE FAYETTEVILLE CODE WHEREAS, many municipalities use youth councils to inject fresh ideas and youth perspectives into local decision -making; and WHEREAS, youth councils can promote community service and foster a better understanding among young people of how municipal government works; and WHEREAS, youth councils are an excellent means of promoting regular and active civic engagement among young people, which is vitally important to provide the knowledge, skills and abilities to the next generation of local leaders; and WHEREAS, the City of Fayetteville desires to create a youth council. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby enacts Article XXVI Fayetteville Youth Advisory Council in Chapter 33, Departments, Boards, Commissions and Authorities as shown below: "33.380 Purpose The purpose of the Fayetteville Youth Advisory Council is to advise and make appropriate recommendations to the City Council regarding issues of special interest to youths within the City. 33.381 Composition; Membership (A) The Fayetteville Youth Advisory Council shall consist of eight members who are residents of the City of Fayetteville and are actively enrolled in a public or private high school in grades nine through twelve. One member shall be a City Council member appointed by the Mayor. (B) The members shall be appointed by the City Council and each member appointed shall serve a term of two years, unless grade twelve is completed during the term, at which time the position shall be declared vacant. (C) Terms shall be staggered for the initial members appointed to the Fayetteville Youth Advisory Council and those initial terms shall end on either March 31, 2025 or March 31, 2026. (D) Irregular vacancies shall be filled as they occur and regular vacancies shall be filled by appointment so that the new member's term begins on April 1 of each year. 33.382 Officers The Fayetteville Youth Advisory Council shall elect a chairperson to conduct meetings and a vice chairperson to conduct meetings in the absence of the chairperson. The Fayetteville Youth Advisory Council may also elect a secretary to take minutes. Elections shall be held at the first regular meeting after annual appointments are made by the City Council. 33.383 Duties and Responsibilities The Fayetteville Youth Advisory Council shall have the duties and responsibilities to: (A) Evaluate and review problems facing youth in the city. (B) Facilitate neighborhood meetings with youth to discuss problems, needs and suggested improvements for our community. (C) Meet regularly with the Mayor's representative and the appointed City Council member to share ideas and discuss issues, concerns and needed improvements. (D) Attend, if desired, City Council meetings and participate in vision and goal sessions. (E) Present recommendations to the City Council and Mayor on important public projects and programs affecting the youth of Fayetteville. (F) Assist in planning youth/recreation activities. (G) Evaluate and advise the City Council and Mayor on issues forwarded to the Fayetteville Youth Advisory Council for advice. 33.384 Meetings The Fayetteville Youth Advisory Council shall hold at least one regular meeting per month during the school year, with the option to meet more often as needed or desired. All meetings shall be public and public records of such meetings shall be kept by the office of the City Clerk. PASSED and APPROVED this APPROVED: M. day of 92023. ATTEST: LIONELD JORDAN, Mayor KARA PAXTON, City Clerk/Treasurer Arkansas Municipal League Establishing a Youth Council Table of Contents 5 What is a youth council? 5 Why create a youth council? 5 Youth councils enable local councils/commissioners to: 6 Who serves on the youth council? 6 First Meeting —Orientation 6 Second Meeting —Swearing In of Council Members 7 Third Meeting —Team Building and Bylaws 7 Fourth Meeting —Additional Team Building and Action Plan 8 What should the youth council do? 9 Appendix 1: Sample resolution creating a Youth Council 10 Appendix 2: Sample letter inviting students to apply for a newly established Youth Council 11 Appendix 3: Sample Youth Council application form 15 Appendix 4: Sample Youth Council oath of office 16 Appendix 5: Sample Youth Council bylaws 20 Appendix 6: Sample Youth Council mission statement 5 What is a youth council? A youth council is an advisory body composed of local youth (usually high school students). They provide advice and counsel to the local governing body and its affiliated advisory and regulatory boards, as well as other community organizations. Additionally, youth councils can implement and participate in a variety of youth -identified community initiatives. Why create a youth council? According to the Census Bureau, 24.6 percent of the U.S. population is under the age of 18. Young people are the future of our communities. Therefore, it is vitally important that they are vested with the knowledge, skills and abilities to be the next generation of local leaders. Youth councils are an excellent means of doing so because they promote regular and active civic engagement among youth. Youth councils promote civic engagement among youth by: • Giving them formal decision -making experience; • Offering real -world experiences with elected and advisory bodies; • Teaching them about the role of councils, boards and commissions; • Providing them with an opportunity to develop leadership skills and learn how local government operates; • Increasing communication between youths and adults, and among youths themselves; • Increasing youth volunteerism; and • Enhancing classroom civic education. Youth councils enable young people to: • Communicate their concerns regarding local matters that affect them; • Directly participate in local government; and • Make decisions and take action to potentially improve their community. Youth councils enable local councils/commissioners to: • Be more representative of the community as a whole; • Gain insight into the dynamic perspective of the community's young people; • Encourage youths to be more actively engaged in the political process; • Improve services that directly affect young people; and • Be more sustainable. C Who serves on the youth council? • At least one, and as many as three, representatives from each grade (grades 9-12). • Include a representative from private, charter and home school. • Include students from diverse backgrounds. • Minimum GPA of 2.5 on a 4 point scale. • Recruit students from a variety of Fayetteville High Schools. • Potential council members should be students who have a proven record of leadership, goal setting, commitment to community service and community values, and who want to create positive opportunities for other youth in the community. First Meeting —Orientation Once youth council members have been selected, the first order of business should be to hold an orientation meeting to establish the youth council as a safe, fun forum that members will look forward to attending. The initial meeting should essentially be a "get to know you session" where youth council members have an opportunity to learn more about each other and the youth council liaison. In order to do so, students can participate in an icebreaker activity and team -building exercises. The orientation meeting also should have an informational component where members learn more about the purpose and mission of the youth council and discuss some of the member/meeting requirements. Of course, youth council members should be able to contribute their own ideas regarding the purpose, mission and requirements of the youth council and its members. The first meeting should last about two hours, setting the standard for time requirements for future meetings. Second Meeting —Swearing In of Council Members After the orientation meeting, youth council members should be required to attend the next scheduled city council/board of directors meeting. At the meeting, the youth council should be welcomed as an official advisory board and youth council members should be sworn in by the local government officials (youth council facilitators will need to place this on the meeting agenda in advance). 7 Third Meeting —Team Building and Bylaws The next youth council meeting should begin with some additional icebreaker and team -building exercises, followed by member creation of their own youth council bylaws. Have members consider the following topics when discussing and codifying the bylaws: • Purpose/mission/goals. • Membership and membership requirements. • Member at -large requirements. • Meetings (structure, length, frequency). • Attendance requirements. • Officers/roles (members are likely to need to be placed in additional representative capacities such as voting seats on advisory boards). • Parliamentary authority (the procedural rules for the conduct of meetings). • Quorum (the number of members who must be present in order to conduct the business of a meeting). • Subcommittees. • Programs and activities. (See Appendix 6 for example of youth council bylaws/procedural guidelines.) (See Appendix 7 for example of a mission statement.) Fourth Meeting —Additional Team Building and Action Plan Begin the fourth meeting with a team -building activity. Next, discuss with council members issues they want to address and goals they wish to accomplish as a council throughout the year. Use the information to create an "Action Plan," which will help in planning topics for future meetings. You will then be able to coordinate activities and guest speakers accordingly. For example, if students are interested in discussing the issues of teen drug and alcohol use or gang violence in schools, you can schedule a law enforcement officer specializing in one of these areas as a guest speaker during the appropriate meeting. Or, if students express interest in funding the development of a new park, you can schedule a parks and recreation employee and/or a local developer to discuss implications and potential costs. What should the youth council do? Aside from advising local government officials, youth councils can implement and participate in a variety of activities. Some of these activities may include: • Conduct a youth forum for all local high school students on topics of concern for youths. • Raising Student Voice & Participation (RSVP), a student engagement program sponsored by the National Association of Student Councils and the National Association of Secondary School Principals provides a format for student -led youth forums. More information is available online at www.nasc.us. • Create a youth council publication to be distributed at local middle and high schools or as a leaflet in a local newspaper. • Organize community service projects such as: • Stream and/or street cleanups. • Senior center volunteering. • Tutoring or mentoring youths (e.g., "big brother/big sister" programs). • Organizing drives (e.g., for food, clothes, school supplies, holiday gifts, etc.) • Volunteering at a food bank or shelter. • Lead a citywide educational or advocacy campaign addressing a youth -identified issue of concern (e.g., water conservation, global warming, school bullying/violence, reduce, reuse, recycle, etc.). • Conduct interviews with local government officials and city staff to be aired on local public access channels. • Advocate for development projects on behalf of local youth (e.g., building a skate park or athletic field). • Plan and organize fundraising events for youth -related development projects and/or charitable causes. • Job shadowing day with city elected officials and department heads. • Organize a "Careers in City Government" career day at local schools. • Act as liaisons between city council and local youth through school announcements. Promote civic involvement of other local youth by spearheading civic -minded clubs/organizations in school. • Attend city council/board meetings (perhaps one member could be present at each meeting and report back to the youth council on topics covered). • Maintain a local youth council website that provides relevant information to local youth. • Attend professional development workshops on leadership, setting goals, public speaking, etc. • Attending or hosting city forums, conferences and events in order to represent youth perspectives. • Evaluate and advise the city council and mayor on issues forwarded to the city youth council for advice. E Appendix 1: Sample resolution creating a Youth Council A RESOLUTION OF THE CITY OF FAYETTEVILLE, ARKANSAS CREATING THE YOUTH COUNCIL AND PROVIDING FOR AN EFFECTIVE DATE WHEREAS, many municipalities use youth councils to inject fresh ideas and youth perspectives into local decision -making; and WHEREAS, youth councils can promote community service and foster a better understanding among young people of how municipal government works; and WHEREAS, youth councils are an excellent means of promoting regular and active civic engagement among young people, which is vitally important to provide the knowledge, skills and abilities to the next generation of local leaders; and WHEREAS, as such, the City of Fayetteville desires to create a Youth Council; and WHEREAS, the City of Fayetteville finds that this resolution is in the best interest and welfare of the residents of Fayetteville. NOW, THEREFORE, BE IT RESOLVED BY THE CITY OF FAYETTEVILLE, ARKANSAS, AS FOLLOWS: Section 1. Recitals. The above recitals are true and correct and are incorporated herein by this reference. Section 2. Creation of the Youth Council Committee. The City Council hereby creates a citizens committee, to be known as the Fayetteville Youth Council to advise and make appropriate recommendations to the City Council regarding issues of special interest to youths within the city. City Council member is hereby appointed liaison to the Youth Council and shall report to the City Council as to the Youth Council's activities on a regular basis. Section 3. Composition of the Council. The Youth Council shall consist of 10 students and shall be appointed as follows: Ten students to be elected by Fayetteville Youth Council Section 4. Effective Date. The resolution shall take effect immediately upon adoption. PASSED and ADOPTED this day of , 2023 10 Appendix 2: Sample letter inviting students to apply for a newly established Youth Council Dear Parent/Guardian, The City of Fayetteville is proud to announce a new and exciting opportunity for rising 9th — 12th grade students. The city's new Youth Council will provide our youth with an opportunity to increase their knowledge of civic education through practical hands-on experience. The Youth Council will be composed of 12 9th-12th grade students who will be charged with representing youth in the City of Fayetteville The Youth Council will: • Involve youth in local government though participation on local boards and commissions; • Increase youth voice and communication in the city's future direction; • Increase volunteerism among youth and adults in civic affairs; and • Enhance civic education through education and training. Youth Council members will be selected through an application process. An ideal Youth Council will be composed of a diverse group of young people that represent all youth in Fayetteville. Our primary criterion for selection will be a demonstration that the young person wants to make a difference in Fayetteville and we will give them an opportunity to do just that. Youth Council members will be voting members from the 9th-12th grades. Members will take part in all council activities and learn the role of a city council member. All members will be required to attend monthly meetings. We will be distributing Youth Council applications through the schools in early March. Applications will be due in late May with our first meeting in July. Please discuss this exciting opportunity with your high school students and encourage them to apply for service on the Youth Council. If you have additional questions about the Youth Council process, please contact at 11 Appendix 3: Sample Youth Council application form City of Fayetteville Youth Council Application The vision for the Youth Council is to empower caring youth dedicated to personal development and servant leadership. If you are interested in applying for membership to the council, please complete the following application. Applicants MUST be a city resident and be in the grades 9 through 12. Please type or print clearly in blue or black ink. You may attach additional sheets if necessary. ALL information must be completed in order to be considered for the Youth Council. Name: School: Age: _ Grade: Home Address: Zip: Telephone: Cell: E-mail: Parent/Guardian: Optional Information: The City of Fayetteville does not discriminate based on race, ethnicity, sex, creed, national origin or disability. This information need not be provided. It is requested to facilitate the City of Fayetteville's goal of assembling a diverse group. Omitting this information will not affect your application. Race or ethnic group: American Indian African American Asian White Middle Eastern Hispanic If Other, please specify Gender: Female Male Other, please specify Pronouns: 12 Birth date: Please check all that apply: I have transportation to get to Youth Council meetings/events. I initiated my interest in this program. I was asked to apply for this program. If the third box was checked, who asked you to apply? Their position: Their organization: Why do you want to serve as a member of the Youth Council? (Feel free to attach a sheet of paper.) What are the three most important issues to you, your friends and your family concerning your neighborhood? 1. 2. 3. 13 Please list any other activities you will be involved in during the school year. Include employment, sports, community, school and religious groups. What personal skills and characteristics do you possess that would make you a good representative? If you could bring one thing to this city or change one thing, what would it be? Are you willing to attend the meetings, events and activities of the Youth Council for one year and commit to making a difference in our city? Yes No Please list two adult references (non -relatives) with phone numbers. You must also attach letters of recommendation from these individuals. Please include one letter from your school principal or other school based personnel or one letter from a community member who is familiar with you. Name of Recomendaer 14 Position of Recomender Relation to Recomender Phone number of Recomender I have read and understand the commitment required for the Youth Council. I also realize the importance of teamwork and cooperation and I am willing to make this commitment. Student signature: Date: Parent/Legal Guardian permission: I give my permission for position of representative on the Youth Council. Signature of Parent/Guardian: Date: Emergency phone number: Emergency cell number: Name of emergency contact and relationship to youth: Deadline to apply: September 15th Mail to: City of Fayetteville to seek the 15 Appendix 4: Sample Youth Council oath of office The following is a sample oath of office for new members of your Youth Council. Oath of Office City of Fayetteville, Arkansas I, Fayetteville Youth Council do solemnly swear or affirm that I will support, uphold and defend the Constitution of the United States of America, and the laws thereof, that I will support, uphold and defend the Constitution and laws of the State of Arkansas, not inconsistent therewith, that I will observe and obey the laws and ordinances of the City of Fayetteville, Arkansas; that I will faithfully perform and discharge the duties incumbent upon me as member of the Fayetteville Youth Council fairly and honestly and to the best of my skills and abilities. Council Member Executed the day of 520 IR Appendix 5: Sample Youth Council bylaws ARTICLE I MEMBERSHIP Section 1—Representation The City Youth Council shall seek in its membership a diverse representation reflecting the community of Fayetteville. Section 2—Membership Qualification All members must live within the city limits of Fayetteville and must be between the grades of 9-12. Section 3—Term Limits Terms shall be for one year, or until the student transfers or graduates from high school. Members may re -apply provided they remain within the grade limits of the membership qualifications. Section 4—Application Process Members of the City Youth Council shall be chosen through an application process. Interested parties shall complete a simple application form. The current Youth Council shall review the application and select new members of the Youth Council Section 5—Conduct Each member of the Youth Council must conduct themselves in a positive, friendly and law-abiding manner at all times. Unruly and abusive behavior will not be tolerated and is grounds for dismissal from the Youth Council. ARTICLE II OFFICES Section 1—Offices The City Clerk shall serve as temporary chair for purposes of presiding over the election of the Youth Council Chairperson. The Youth Council shall elect from its members a Chairperson, Vice Chairperson, Secretary, and Treasurer. The candidate receiving a majority vote of the Youth Council members shall be elected. Section 2—Officer Duties The duties of the officers shall be as follows: A. The Chairperson shall preside at the meetings of the Youth Council and shall be charged with the administration of the affairs of the Youth Council with assistance from the office of the City 17 Clerk. The Chairperson shall perform such other duties as provided by these bylaws or by rule of the Youth Council. B. The duties of the Vice Chairperson shall be to perform the duties and exercise the power of the Chairperson during the absence of the Chairperson. C. The Secretary shall determine a quorum for the meeting and report back to the City Clerk. The Secretary shall conduct the roll call at the start of the meeting. The Secretary shall preside at the meetings of the Youth Council and perform the duties and exercise the power of the Chairperson during the absence of both the Chairperson and the Vice Chairperson. D. The treasurer shall report on the finances of the Youth Council and on fundraising activities. Section 3—Election of Officers The officers of the Youth Council shall be elected annually. The officers of the Youth Council shall be elected by a majority vote of the voting members present. Section 4—Term of Officers The term of all offices provided for in Article II hereof shall be for one year; however, all officers shall continue to hold office until their successors are elected. Officers of the Youth Council shall be elected at the first Youth Council meeting held in October of each calendar year. Section 5—Vacancies of Officers Should a vacancy occur in an office of the Youth Council by resignation, removal or by some other reason, the office shall be filled by an election for the vacant office at the next regular meeting of the Youth Council. ARTICLE III MEETINGS Section 1—Regular Meetings Regular meetings of the Youth Council shall be held once a month. The principal meeting place of the Youth Council shall be at Fayetteville City Hall. Robert's Rules of Order shall govern the proceedings of the Youth Council in all cases to which they are applicable, and in which they are not inconsistent with these bylaws. Matters for consideration by the Youth Council shall be presented only at Youth Council meetings. Before convening a meeting of the Youth Council, the Chairperson of the Youth Council shall inform the office of the City Clerk of the subject matter of the meeting. The office of the City Clerk shall give public notice of the Meeting in accordance with the requirements of the Arkansas Freedom of Information Act. This notice shall include posting on the city's official website. Section 2—Special Meetings Special meetings may be called upon the request of the Chairperson. Requests for special meetings shall be sent via electronic mail, or by telephone, to the office of the City Clerk at least 48 hours before the time of the meeting. This request shall include the reason or reasons for requesting the special meeting. The office of the City Clerk shall notify every member of the Youth Council via electronic mail or by telephone. No subjects other than those stated in the notice shall be considered at the special meeting. Section 3—Open meetings All meetings of the Youth Council shall be open to the public and be subject to all requirements of the Arkansas Freedom of Information Act. Section 4—Quorum The presence of a majority of the entire membership of the Youth Council shall constitute a quorum for a meeting of the Youth Council. A quorum is necessary to transact official business at any meeting. Section 5—Voting The affirmative vote of a majority of the members present shall be necessary to adopt a recommendation to be forwarded to the Youth Council for review and/or possible action. Section 6—Order of Business The Chairperson of the Youth Council shall, when present, call the members of the Youth Council to order. Before proceeding to business, the role of the members shall be called, and the names of those present (and absent) entered in the minutes. If a quorum is present, the order of the business shall be: A. Pledge of Allegiance. B. Approval of the minutes of the previous meeting. C. Unfinished business. D. Matters for consideration. E. Announcements. F. Adjournment. Section 7—Recordings of Meetings The proceedings of the Youth Council shall be recorded by the Secretary. Records shall be preserved in accordance with the record retention schedule established by the office of the City Clerk. 19 Section 8—Conduct of Members No member of the Youth Council shall interfere with the orderly progress of the meeting by leaving their seat or engaging in unnecessary conversation. Any member exercising any unprofessional conduct shall be reported to the City Council. Section 9—Attendance Attendance at regular Youth Council meetings is expected from all members. If a member cannot attend due to sickness or for a duly authorized reason, the member shall notify the office of the City Clerk who shall notify the Chairperson of the Youth Council. Any member who fails to appear and answer to their name when the roll is called at any regular meeting or special meeting shall be recorded as absent (excused or unexcused). Any member of the Youth Council who misses three consecutive meetings (excused or unexcused) shall be reported to the City Council. ARTICLE IV REPORTS Section 1—Annual Report to the Youth Council The Chairperson or their designee shall make a report to the City Council of the activities and business of the Youth Council at least once each calendar year. ARTICLE V ROLE OF THE CITY COUNCIL Section 1—Role of the City Council The City Council shall receive recommendations for the 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 communicate upcoming issues to the Youth Council so they may respond and participate accordingly. ARTICLE VI BYLAWS AND AMENDMENTS Section 1—Bylaws and Amendments The bylaws of the Youth Council shall be reviewed once each year. The bylaws may be amended at a regular stated meeting provided two-thirds of the members of the Youth Council 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. Bylaws and amendments must be approved by the City Council in order to take effect. 20 Appendix 6: Sample Youth Council mission statement Mission Statement of the Fayetteville Youth Council To provide Fayetteville youth with the opportunity to participate in the city's decision -making process through recommendations to the City Council that address youth issues, promote existing positive programs, and develop programs, projects, and activities for the young people if the City of Fayetteville, thereby promoting and encouraging the youth to become effective leaders in the community by helping shape the future of Fayetteville. Arkansas Municipal League Establishing a Youth Council S jAUNICI ��'1A KE A , G June 2023 Table of Contents INTRODUCTION......................................................5 What is a youth council?...............................................6 Why create a youth council?............................................6 Youth councils enable local councils/commissioners to: ...................... 6 Is your city ready for a youth council?.....................................6 Who creates and oversees the youth council? ..............................7 Who serves on the youth council?........................................7 How do you establish a youth council?....................................7 NowWhat?..........................................................9 First Meeting—Orientation..............................................9 Second Meeting —Swearing In of Council Members .........................9 Third Meeting —Team Building and Bylaws.................................9 Fourth Meeting —Additional Team Building and Action Plan ..................10 What should the youth council do?......................................10 Appendix 1: Sample ordinance creating a Youth Council ....................11 Appendix 2: Sample resolution creating a Youth Council.....................12 Appendix 3: Sample letter inviting students to apply for a newly established Youth Council...........................................................13 Appendix 4: Sample Youth Council application form ........................14 Appendix 5: Sample Youth Council oath of office ...........................16 Appendix 6: Sample Youth Council bylaws................................17 Appendix 7: Sample Youth Council mission statement ......................20 Appendix 8: Sample publicity action plan.................................20 Appendix 9: Sample ideas for new and existing youth councils ...............21 3 INTRODUCTION In January of 2007, Mark Stodola was sworn in as mayor of the city of Little Rock and served until Janu- ary of 2019. During his time as mayor of the state's capital city he was elected to serve as president of the Arkansas Municipal League and as president of the National League of Cities. As president, he made promoting civic education one of his priorities, recognizing that the future success of cities lies in the hands of our youth. He spoke about how students are receiving little or no civic or educational instruc- tion on local or state government. Surveys and studies have shown that a large percentage of high school students know little about their governments. While many of Arkansas' cities already have youth councils, we wanted to create a document that would serve as a "road map" for other municipalities that want to increase youth engagement through similar programs. These special citywide councils are composed of students, often from different high schools within the city, and serve as an advisory board to your city council or board of directors. These students are the leaders of tomorrow and it is important to expose them to municipal government at an early age. We hope that your city or town will consider forming a youth council. The Arkansas Municipal League would like to thank the Florida League of Cities and the North Carolina Youth Advisory Council for providing information for this document. For more information, contact Mark Stodola, League consultant, at mstodola@barberlawfirm.com or by phone at 501-375-6725. 5 What is a youth council? A youth council is an advisory body composed of local youth (usually high school students). They provide advice and counsel to the local governing body and its affiliated advisory and regulatory boards, as well as other community organizations. Additionally, youth councils can implement and participate in a variety of youth -identified community initiatives. Why create a youth council? According to the Census Bureau, 24.6 percent of the U.S. population is under the age of 18. Young people are the future of our communities. Therefore, it is vitally important that they are vested with the knowl- edge, skills and abilities to be the next generation of local leaders. Youth councils are an excellent means of doing so because they promote regular and active civic engagement among youth. Youth councils promote civic engagement among youth by: • Giving them formal decision -making experience; • Offering real -world experiences with elected and advisory bodies; • Teaching them about the role of councils, boards and commissions; • Providing them with an opportunity to develop leadership skills and learn how local government operates; • Increasing communication between youths and adults, and among youths themselves; • Increasing youth volunteerism; and • Enhancing classroom civic education. Youth councils enable young people to: • Communicate their concerns regarding local matters that affect them; • Directly participate in local government; and • Make decisions and take action to potentially improve their community. Youth councils enable local councils/commissioners to: • Be more representative of the community as a whole; • Gain insight into the dynamic perspective of the community's young people; • Encourage youths to be more actively engaged in the political process; • Improve services that directly affect young people; and • Be more sustainable. Is your city ready for a youth council? The following three components serve as positive indicators that your city is poised to establish a local youth council: • Concern —Local leaders recognize some degree of need for youth insight in public decision making. • Trust —Local leaders envision youth in a meaningful, visible and advisory role. • Change —Local leaders are willing to modify existing codes or adopt specific ordinances to promote youth involvement on councils, boards and commissions. 0 Who creates and oversees the youth council? It is up to the governing body to decide exactly who will create and oversee the youth council. In some communities a department such as parks and recreation is given the task. In others, a full-time city employee (such as the public information officer or assistant city manager) is vested with the task as part of their job responsibilities. Whatever the governing body decides, the youth council should be aligned with the mayor or city clerk's office for the purposes of housing the council's meetings and funding various initiatives. It is important to keep in mind that the primary purpose of the youth council is to advise local govern- ment officials, to learn about the community and give back to the community through volunteerism. Therefore, it is important that the council is truly viewed as an essential part of the local government structure and not relegated to the side. Who serves on the youth council? When thinking about the composition of the student component of a youth council, the following should be considered: • Include at least one, and as many as four, representatives from each grade of the local high schools (grades 9-12). • Include a representative from private, charter and home school. • Include students from diverse backgrounds. • Consider minimum requirements in terms of GPA and number of excused school absences. (It is often not the students with the highest GPAs and attendance rates who would benefit most from be- ing selected for the youth council. Along the same lines, the city may benefit more from the feedback of students who may not be the highest academic achievers.) • Think about the geographic area from which you will be recruiting. If your city plans on recruiting through the schools, make sure you consider that not all students in the school district live within the city limits. The important thing is that you are recruiting from a variety of geographic areas within your city. • Potential council members should be students who have a proven record of leadership, goal setting, commitment to community service and community values, and who want to create positive oppor- tunities for other youth in the community. • Consider representatives from local youth organizations already in existence. • Consider students who are not necessarily "the usual suspects.' Do not simply select all student government presidents. How do you establish a youth council? A. Make it official —First and foremost, a municipality should adopt a resolution or ordinance that establishes a youth council. The resolution/ordinance should include sections that specify the following: • Establishment of youth council. • Membership composition (How many representatives should the youth council have? How many representatives should there be from each school? From each grade level?). • Appointment (What will the application process entail? Who will make the final selection of members?). • Length of terms. • Member rights, powers, duties, authority, discretion and privileges. • Compensation for the youth council liaison if not included in scope of work. 7 • Organizational structure. • Meeting requirements and procedures. • Fundraising. (See Appendix 1 for an example ordinance establishing a youth council.) B. Invest in the youth council —Align your youth council with the mayor's or city clerk's office through provision of funding and staffing. Develop a thoughtful, inclusive and rigorous application process. C. Connect, publicize, recruit —Work with parents and schools to publicize the program: • Send a letter to all parents/guardians describing the purpose and goals of the youth council, the application and selection process, and a contact person for further questions. (See Appendix 3 for an example of a parent letter. See Appendix 4 for an example of a youth council application form.) • Ask civics and economics teachers to share with students information about the purpose and importance of youth councils and the details on applying for the local youth council. • Ask school counselors to actively solicit student applications for the youth council. • Have an elected official visit classrooms and clubs. • Request an assembly in which the youth council liaison can discuss specifics with potential candidates. • Develop posters or flyers for classrooms and counselors' offices. • Post information on websites that are visited frequently by high school students (e.g., school web - sites, Facebook, etc.). Make efforts to advertise in the community (outside of schools): • Contact supervisors of local youth programs/groups, such as Boy Scouts, Girl Scouts, church youth groups, youth sports teams, etc. • Partner with local youth outreach programs, such as the YMCA and 4-H. • Run an advertisement in local newspapers/publications. • Make announcements at youth conferences or summits. • Put flyers up in popular youth "spots;' such as the mall, local record stores, athletic fields, etc. • Ask local radio disc jockeys (or perhaps your local NPR affiliate) to make a short plug on air. D. Make Decisions —Thoroughly evaluate applicants in a competitive process. You may wish to hold interviews, either in person or over the phone, to narrow down prospective candidates. You may also want to have a small committee of people, including youth, evaluate the final applicants. Once decisions have been made, the youth council liaison should return to the schools to acknowledge the selected members, send acceptance letters and/or make congratulatory phone calls, Additionally, the decision should be honored through a formal vote by the council/commissions. Likewise, a polite letter should be sent to all applicants who were not selected, encouraging them to apply again in the future. 0 Now What? First Meeting —Orientation Once youth council members have been selected, the first order of business should be to hold an orienta- tion meeting to establish the youth council as a safe, fun forum that members will look forward to attend- ing. The initial meeting should essentially be a "get to know you session" where youth council members have an opportunity to learn more about each other and the youth council liaison. In order to do so, students can participate in an icebreaker activity and team -building exercises. The orientation meeting also should have an informational component where members learn more about the purpose and mission of the youth council and discuss some of the member/meeting require- ments. Of course, youth council members should be able to contribute their own ideas regarding the purpose, mission and requirements of the youth council and its members. The first meeting should last about two hours, setting the standard for time requirements for future meetings. Second Meeting —Swearing In of Council Members After the orientation meeting, youth council members should be required to attend the next scheduled city council/board of directors meeting. At the meeting, the youth council should be welcomed as an official advisory board and youth council members should be sworn in by the local government officials (youth council facilitators will need to place this on the meeting agenda in advance). Third Meeting —Team Building and Bylaws The next youth council meeting should begin with some additional icebreaker and team -building exercises, followed by member creation of their own youth council bylaws. Have members consider the following topics when discussing and codifying the bylaws: • Purpose/mission/goals. • Membership and membership requirements. • Member at -large requirements. • Meetings (structure, length, frequency). • Attendance requirements. • Officers/roles (members are likely to need to be placed in additional representative capacities such as voting seats on advisory boards). • Parliamentary authority (the procedural rules for the conduct of meetings). ■ You may want to ask a member of your municipality's governing body to attend this meeting and present a workshop regarding parliamentary authority and procedural rules. Students can use what they learn to establish their own procedures based on the city council's procedures. • Quorum (the number of members who must be present in order to conduct the business of a meeting). • Subcommittees. • Programs and activities. (See Appendix 6 for example of youth council bylaws/procedural guidelines.) (See Appendix 7 for example of a mission statement.) Additional note: the bylaws members create may require amendments to the city's resolution/ordinance establishing the youth council. 0 Fourth Meeting —Additional Team Building and Action Plan Begin the fourth meeting with a team -building activity. Next, discuss with council members issues they want to address and goals they wish to accomplish as a council throughout the year. Use the information to create an "Action Plan," which will help in planning topics for future meetings. You will then be able to coordinate activities and guest speakers accordingly. For example, if students are interested in discussing the issues of teen drug and alcohol use or gang violence in schools, you can schedule a law enforcement officer specializing in one of these areas as a guest speaker during the appropriate meeting. Or, if students express interest in funding the development of a new park, you can schedule a parks and recreation employee and/or a local developer to discuss implications and potential costs. What should the youth council do? Aside from advising local government officials, youth councils can implement and participate in a variety of activities. Some of these activities may include: • Conduct a youth forum for all local high school students on topics of concern for youths. ■ Raising Student Voice & Participation (RSVP), a student engagement program sponsored by the National Association of Student Councils and the National Association of Secondary School Principals, provides a format for student -led youth forums. More information is available online at www.nasc.us. • Create a youth council publication to be distributed at local middle and high schools or as a leaflet in a local newspaper. • Organize community service projects such as: ■ Stream and/or street cleanups. ■ Senior center volunteering. ■ Tutoring or mentoring youths (e.g., "big brother/big sister" programs). ■ Organizing drives (e.g., for food, clothes, school supplies, holiday gifts, etc.) ■ Adopt -a -pet. ■ Volunteering at a food bank or shelter. • Lead a citywide educational or advocacy campaign addressing a youth- identified issue of concern (e.g., water conservation, global warming, school bullying/violence, reduce, reuse, recycle, etc.). • Conduct interviews with local government officials and city staff to be aired on local public access channels. • Advocate for development projects on behalf of local youth (e.g., building a skate park or athletic field). • Plan and organize fundraising events for youth -related development projects and/or charitable causes. • Job shadowing day with city elected officials and department heads. • Organize a "Careers in City Government" career day at local schools. • Act as liaisons between city council and local youth through school announcements. • Promote civic involvement of other local youth by spearheading civic -minded clubs/organizations in school. • Attend city council/board meetings (perhaps one member could be present at each meeting and report back to the youth council on topics covered). • Maintain a local youth council website that provides relevant information to local youth. • Attend professional development workshops on leadership, setting goals, public speaking, etc. • Attending or hosting city forums, conferences and events in order to represent youth perspectives. 10 Appendix 1: Sample ordinance creating a Youth Council An ordinance of the City of ARTICLE Sec. Creation. creating the city's Youth Council. BOARDS AND COMMISSIONS CITY YOUTH COUNCIL There is created a board to be known as the city youth council which shall consist of members from each high school in the city. The members will be city residents who are actively enrolled in a public or private high school in grades nine through twelve. The members shall be appointed by the city council and each member appointed shall serve a term of two years, unless grade twelve is completed during the term, at which time the position shall be declared vacant. Of the initial members appointed to the first board, shall serve for a term of two years and shall serve for a term of one year. Unlike other boards, the term of the members of the city youth council will expire and be appointed in the month of each year. The members will attend board meetings and, along with city staff, coordinate activities. Sec. . Elections of officers. The city youth council shall elect a chairman to conduct meetings and a vice chairman to conduct meetings in the absence of the chairman. The city youth council will also elect a secretary to take minutes and a treasurer to report on finances. Elections shall be held at the first regular meeting after annual appointments are made by the city commission. Sec. . Vacancies. Irregular vacancies on the city youth council shall be filled as they occur and regular vacancies shall be filled by appointment in the month of of each year. Sec. . Meetings; records. The city youth council shall hold at least one regular meeting per month during the school year, with the option to meet more often as needed or desired. Public records of such meetings shall be kept by the office of the city clerk. All meetings shall be public under the Arkansas Freedom of Information Act. Sec. . Absences from meetings. Absences from three consecutive regular meetings of the city youth council shall cause a member to be automati- cally removed from their seat, unless such absence is excused by a majority vote of the council, with such excuse duly entered upon its minutes. Sec. . Duties and responsibilities. The city youth council shall have the duty and responsibilities to: Evaluate and review problems facing youth in the city. Facilitate neighborhood meetings with youth to discuss problems, needs and suggested improvements for our community. Meet regularly with the mayor and city council to share ideas and discuss issues, concerns and needed improvements. Attend city council meetings and participate in vision and goal sessions. 1. Present recommended improvements to the city council and mayor of public projects and programs. 2. Assist in planning youth/recreation activities. 3. Evaluate and advise the city council and mayor on issues forwarded to the city youth council for advice. 11 Appendix 2: Sample resolution creating a Youth Council RESOLUTION A RESOLUTION OF THE CITY OF , ARKANSAS CREATING THE YOUTH COUNCIL AND PROVIDING FOR AN EFFECTIVE DATE WHEREAS, many municipalities use youth councils to inject fresh ideas and youth perspectives into local decision -making; and WHEREAS, youth councils can promote community service and foster a better understanding among young people of how municipal government works; and WHEREAS, youth councils are an excellent means of promoting regular and active civic engagement among young people, which is vitally important to provide the knowledge, skills and abilities to the next generation of local leaders; and WHEREAS, as such, the City of desires to create a Youth Council; and WHEREAS, the City of finds that this resolution is in the best interest and welfare of the resi- dents of NOW, THEREFORE, BE IT RESOLVED BY THE CITY OF , ARKANSAS, AS FOLLOWS: Section 1. Recitals. The above recitals are true and correct and are incorporated herein by this reference. Section 2. Creation of the Youth Council Committee. The City Council hereby creates a citizens com- mittee, to be known as the Youth Council to advise and make appropriate recommendations to the City Council regarding issues of special interest to youths within the city. City Council member is hereby appointed liaison to the Youth Council and shall report to the City Council as to the Youth Council's activities on a regular basis. Section 3. Composition of the Council. The Youth Council shall consist of _ students and shall be appointed as follows: student(s) to be appointed by the City Council (two per council member) and students to be selected from high schools in the city. Section 4. Effective Date. The resolution shall take effect immediately upon adoption. PASSED and ADOPTED this day of , 2023 Mayor of Attest: City Clerk APPROVED AS TO FORM City Attorney 12 Appendix 3: Sample letter inviting students to apply for a newly established Youth Council A sample letter inviting students to apply for a newly established Youth Council. Dear Parent/Guardian, The City of is proud to announce a new and exciting opportunity for rising 9th - 12th grade students. The city's new Youth Council will provide our youth with an opportunity to increase their knowledge of civic education through practical hands-on experience. The Youth Council will be composed of 20 9th-12th grade students who will be charged with representing youth in the City of The Youth Council will: • Involve youth in local government though participation on local boards and commissions; • Increase youth voice and communication in the city's future direction; • Increase volunteerism among youth and adults in civic affairs; and • Enhance civic education through education and training. Youth Council members will be selected through an application process. An ideal Youth Council will be composed of a diverse group of young people that represent all youth in . Our primary criterion for selection will be a demonstration that the young person wants to make a difference in and we will give them an opportunity to do just that. Youth Council members will be voting members from the 9th-12th grades. Members will take part in all council activities and learn the role of a city council member. All members will be required to attend monthly meetings. We will be distributing Youth Council applications through the schools in early August when the students return to school. Applications will be due in with our first meeting in . Please discuss this exciting opportunity with your high school students and encourage them to apply for service on the Youth Council. If you have additional questions about the Youth Council process, please contact at Sincerely, 13 Appendix 4: Sample Youth Council application form City of Mayor's Youth Council Application The vision for the Mayor's Youth Council is to empower caring youth dedicated to personal development and servant leadership. If you are interested in applying for membership to the council, please complete the following application. Applicants MUST be a city resident and be in the grades 9 through 12. Please type or print clearly in blue or black ink. You may attach additional sheets if necessary. ALL information must be completed in order to be considered for the Mayor's Youth Council. Name: School: Home Address: Telephone: E-mail: Parent/Guardian: Optional Information: Age: Grade: Zip: Cell: The City of does not discriminate based on race, ethnicity, sex, creed, national origin or disability. This information need not be provided. It is requested to facilitate the City of goal of assembling a diverse group. Omitting this information will not affect your application. Race or ethnic group: American Indian African American Asian White Middle Eastern Hispanic Other, please specify Gender: Female Male. Birth date: Please check all that apply: I have transportation to get to Youth Council meetings/events. I initiated my interest in this program. I was asked to apply for this program. By whom? Position: Organization: Why do you want to serve as a member of the Mayor's Youth Council? (Feel free to attach a sheet of paper.) What are the three most important issues to you, your friends and your family concerning your neighborhood? 1. 2. 3. 14 Please list any other activities you will be involved in during the school year. Include employment, sports, community, school and religious groups. What personal skills and characteristics do you possess that would make you a good representative? If you could bring one thing to this city or change one thing, what would it be? Are you willing to attend the meetings, events and activities of the Youth Council for one year and commit to making a difference in our city? Yes No Are you interested in community service points for this project? Yes No Please list two adult references (non -relatives) with phone numbers. You must also attach letters of recom- mendation from these individuals. Please include one letter from your school principal or other school - based personnel or one letter from a community member who is familiar with you. I have read and understand the commitment required for the Mayor's Youth Council. I also realize the importance of teamwork and cooperation and I am willing to make this commitment. Student signature: Date: Parent/Legal Guardian permission: I give my permission for of representative on the Mayor's Youth Council. Signature of Parent/Guardian: Date: Emergency phone number: Emergency cell number: Name of emergency contact and relationship to youth: Deadline to apply: Mail to: City of Thank You to seek the position 15 Appendix 5: Sample Youth Council oath of office The following is a sample oath of office for new members of your Youth Council. Youth Council Oath of Office City of , Arkansas I, do solemnly swear or affirm that I will support, uphold and defend the Constitution of the United States of America, and the laws thereof; that I will support, uphold and defend the Constitution and laws of the State of Arkansas, not inconsistent therewith, that I will observe and obey the laws and ordinances of the City of , Arkansas; that I will faithfully perform and discharge the duties incumbent upon me as member of the Youth Council fairly and honestly and to the best of my skills and abilities. Council Member Executed the day of 2023. 16 Appendix 6: Sample Youth Council bylaws ARTICLE I MEMBERSHIP Section 1—Representation The City Youth Council shall seek in its membership a diverse representation reflecting the community of Section 2—Membership Qualification All members must live within the city limits of and must be between the grades of 9-12. Section 3—Term Limits Terms shall be for two years, or until the student transfers or graduates from high school. Members may re -apply provided they remain within the grade limits of the membership qualifications. Section 4—Application Process Members of the City Youth Council shall be chosen through an application process. Interested parties shall complete a simple application form. The City Council shall review the application and select members of the Youth Council Section 5— Appointment of Members Each member of the City Council shall appoint two members to the Youth Council. Section 6—Conduct Each member of the Youth Council must conduct themselves in a positive, friendly and law-abiding manner at all times. Unruly and abusive behavior will not be tolerated and is grounds for dismissal from the Youth Council. ARTICLE II OFFICES Section 1—Offices The City Clerk shall serve as temporary chair for purposes of presiding over the election of the Youth Council Chairperson. The Youth Council shall elect from its members a Chairperson, Vice Chairperson, Secretary And Treasurer. The candidate receiving a majority vote of the Youth Council members shall be elected. Section 2—Officer Duties The duties of the officers shall be as follows: A. The Chairperson shall preside at the meetings of the Youth Council and shall be charged with the administration of the affairs of the Youth Council with assistance from the office of the City Clerk. The Chairperson shall perform such other duties as provided by these bylaws or by rule of the Youth Council. B. The duties of the Vice Chairperson shall be to perform the duties and exercise the power of the Chairperson during the absence of the Chairperson. C. The Secretary shall determine a quorum for the meeting and report back to the City Clerk. The Secretary shall conduct the roll call at the start of the meeting. The Secretary shall preside at the meetings of the Youth Council and perform the duties and exercise the power of the Chairperson during the absence of both the Chairperson and the Vice Chairperson. D. The treasurer shall report on the finances of the Youth Council and on fundraising activities. Section 3—Election of Officers 17 The officers of the Youth Council shall be elected annually. The officers of the Youth Council shall be elected by a majority vote of the voting members present. Section 4—Term of Officers The term of all offices provided for in Article II hereof shall be for one year; however, all officers shall continue to hold office until their successors are elected. Officers of the Youth Council shall be elected at the first Youth Council meeting held in of each calendar year. Section 5—Vacancies of Officers Should a vacancy occur in an office of the Youth Council by resignation, removal or by some other reason, the office shall be filled by an election for the vacant office at the next regular meeting of the Youth Council. ARTICLE III MEETINGS Section 1—Regular Meetings Regular meetings of the Youth Council shall be held once a month. The principal meeting place of the Youth Council shall be at City Hall. Robert's Rules of Order shall govern the proceedings of the Youth Council in all cases to which they are applicable, and in which they are not inconsistent with these bylaws. Matters for consideration by the Youth Council shall be presented only at Youth Council meetings. Before convening a meeting of the Youth Council, the Chairperson of the Youth Council shall inform the office of the City Clerk of the subject matter of the meeting. The office of the City Clerk shall give public notice of the Meeting in accordance with the requirements of the Arkansas Freedom of Information Act. This notice shall include posting on the city's official website. Section 2—Special Meetings Special meetings may be called upon the request of the Chairperson. Request for special meetings shall be sent via electronic mail, or by telephone, to the office of the City Clerk at least 48 hours before the time of the meeting. This request shall include the reason or reasons for requesting the special meeting. The office of the City Clerk shall notify every member of the Youth Council via electronic mail or by telephone. No subjects other than those stated in the notice shall be considered at the special meeting. Section 3—Open meetings All meetings of the Youth Council shall be open to the public and be subject to all requirements of the Arkansas Freedom of Information Act. Section 4—Quorum The presence of a majority of the entire membership of the Youth Council shall constitute a quorum for a meeting of the Youth Council. A quorum is necessary to transact official business at any meeting. Section 5—Voting The affirmative vote of a majority of the members present shall be necessary to adopt a recommendation to be forwarded to the Youth Council for review and/or possible action. Section 6—Order of Business The Chairperson of the Youth Council shall, when present, call the members of the Youth Council to order. Before proceeding to business, the roll of the members shall be called, and the names of those present (and absent) entered in the minutes. If a quorum is present, the order of the business shall be: A. Pledge of allegiance. B. Approval of the minutes of the previous meeting. C. Unfinished business. 18 D. Matters for consideration. E. Announcements. F. Adjournment. Section 7—Recordings of Meetings The proceedings of the Youth Council shall be recorded by the Secretary. Records shall be preserved in accordance with the record retention schedule established by the office of the City Clerk. Section 8—Conduct of Members No member of the Youth council shall interfere with the orderly progress of the meeting by leaving their seat or engaging in unnecessary conversation. Any member exercising any unprofessional conduct shall be reported to the City Council. Section 9—Attendance Attendance at regular Youth Council meetings is expected from all members. If a member cannot attend due to sickness or for a duly authorized reason, the member shall notify the office of the City Clerk who shall notify the Chairperson of the Youth Council. Any member who fails to appear and answer to their name when the roll is called at any regular meeting or special meeting shall be recorded as absent (excused or unexcused). Any member of the Youth Council who misses three consecutive meetings (excused or unexcused) shall be reported to the City Council. ARTICLE IV REPORTS Section 1—Annual Report to the Youth Council. The Chairperson or their designee shall make a report to the City Council of the activities and business of the Youth Council at least once each calendar year. ARTICLE V ROLE OF THE CITY COUNCIL Section 1—Role of the City Council The City Council shall receive recommendations for the 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 com- municate upcoming issues to the Youth Council so they may respond and participate accordingly. ARTICLE VI BYLAWS AND AMENDMENTS Section 1—Bylaws and Amendments The bylaws of the Youth Council shall be reviewed once each year. The bylaws may be amended at a regular stated meeting provided two-thirds of the members of the Youth Council 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. Bylaws and amendments must be approved by the City Council in order to take effect. Adopted on this day of , 202_. Chairperson Secretary 19 Appendix 7: Sample Youth Council mission statement Mission Statement of the Youth Council To provide youth with the opportunity to participate in the city's decision -making process through recommendations to the City Council that address youth issues, promote exist- ing positive programs, and develop programs, projects and activities for the young people if the City of , thereby promoting and encouraging the youth to become effective leaders in the community by helping shape the future of Appendix 8: Sample publicity action plan PUBLICITY ACTION PLAN There are several steps that can be taken to promote and publicize your youth council: ✓ Get the local media involved from the beginning! ✓ Be sure to designate a contact person for your youth council who can be reached by the media (ideally this would be your youth council coordinator, someone who works for the city). ✓ Write a guest editorial that talks about your youth council and its activities and submit it to your newspaper's opinion page editor. ✓ Schedule an editorial board meeting with your local newspaper(s) to formally discuss your city's youth council. Be sure to include city and school representatives. ✓ Notify the education reporter or one that covers city activities for your local newspaper. Invite the reporter to sit in on or be a part of any meetings or activities you have. ✓ Keep reporters informed of your activities. Send the local newspaper(s), television and radio stations(s) a media advisory to alert them to upcoming activities and a press release(s) to publicize your activities. ✓ As you coordinate with school officials and other groups, encourage them to assist you in generative publicity. ✓ Consider scheduling an interview about your projects/activities on local television or radio talk shows and/or your cable public access channel. ✓ Highlight your activities on your city's website or social media sites, with a link to the city council website. Be sure to put your website address on all communications with the media. ✓ If you conduct an event during Arkansas City Government Week, you can publicize participation and pride in the city government. Your event can be coordinated with other Arkansas City Govern- ment Week activities. ✓ Be sure to send thank you letters to the newspaper reporter/editor if you receive favorable press on the event. ✓ Dont forget to plan for and take good quality photos for reprint in local publications and for dis- semination. The Arkansas Municipal League would be interested in these photos for possible use in their publications. 20 Appendix 9: Sample ideas for new and existing youth councils Getting started/first-year councils: 1. Get to know your youth council members. Learn each member's skills and interests. 2. Hold meetings and focus groups with community members to receive ideas on what the com- munity needs from the council. (Reach out to all groups in your city to make sure that you are representing the broadest possible base.) 3. Compile data for decision -making. (Examples: demographics, existing resources and services, and effectiveness of current services.) 4. Teach new members how city government works. (See steps 43-51.) 5. Create a mission statement. 6. Create a youth council logo. 7. Design a shirt to wear for special events. 8. Plan fundraisers to provide funds for council projects. 9. Establish youth council duties and positions. Hold mock municipal elections with the youth of the city. 10. Report regularly to the city council or commission. 11. Provide additional training to council members in areas such as college prep, leadership, team- work, diversity, healthy habits or professional image. Community Service Projects: 12. Create a "shop squad" to pick up groceries or medicine for the elderly or disabled. 13. Host a 5K run to support a charity. 14. Make gifts for kids in the hospital. (Examples: Distribute valentines, Halloween candy or holiday toys.) 15. Sponsor food and clothing drives. 16. Start a recycling program in your schools. 17. Donate food to families in need for the holidays. 18. Sponsor trash cleanup days for parks, streets or waterways. (Examples: Hold a citywide cleanup day, or have the council adopt a city street.) 19. Build community or school garden. 20. Create a website or social media campaign for a cause. 21. Partner with a local homeless shelter. 22. Host social and recreational activities that are drug- and alcohol -free, such as educational lock -ins. 23. Hold recycling collection dates for hazardous items, technology, etc. 24. Help with local events such as parades or festivals. 25. Connect low-income children or youth with local members of law enforcement during the holiday season to "Shop with a Cop." 26. Establish a "buddy program" to hang out with youth who have special needs. 27. Create a mural that depicts the values of your community. 21 Education/Outreach to Community: 28. Promote civic involvement with other youth through social media platforms. 29. Promote voting among youth. 30. Establish relationships with businesses and nonprofit organizations. (Example: Work with a local newspaper or radio or television station to promote and educate citizens on the work of your youth council.) 31. Lobby for issues important to youth. 32. Hold workshops on peer pressure, bullying or other problems facing teens. 33. Teach other interested groups about government via articles, seminars or videos. 34. Create a brochure about your council to give to local schools. 35. Reach out to younger youth to encourage them to join the youth council. (Invite them to a youth council meeting.) 36. Hold citywide study sessions for specific subjects or general exams. 37. Help your city promote and participate in Arkansas City Government Week. 38. Host an online scavenger hunt that promotes city services or your city's history. 39. Create videos about your city government or its staff. 40. Host a competition to find the best solution to a municipal problem. Getting to Know Your Government: 41. Hold mock city council meetings and elections. 42. Hold a meet and greet with city staff. 43. Attend youth council conferences including the one held at National League of Cities' annual conference. 44. Have a "City Day" when municipal leaders meet with the youth in the community to speak on what municipal leaders do or to discuss issues in the community. 45. Create a shadow council. (Spend the day with a city council member, board members or city administrator.) 46. Invite guest speakers to talk about government, voting, mentoring or leadership. 47. Spend a day touring the state capitol, city departments or local history museums. 48. Attend the National League of Cities Civic Education Program during the Legislative Action Day. 49. Attend city council meetings or open houses. 22 23 MuN►c��gt tt. �Q' 9 yQr C IT V H ALL �11 C% TAA T r�r,Fs MARE P V��P Arkansas Municipal League P.O. Box 38 North Little Rock, AR 72115-0038 501-374-3484 www.arml.org Establishing a Youth Council Form v1 39 NoRTHWESTARKANsAs `�'' /i Fv Account #: NWCL5004205 Company: CITY OF FAYETTEVILLE-CLERKS OFFI 113 W MOUNTAIN FAYETTEVILLE, AR 72703 Ad number #: 338870 PO #: Matter of: ORD 6694 AFFIDAVIT • STATE OFARKANSAS RECEIVED OCT 2 3 2023 CITY OF FAYETTEVLLE CITY CLERK'S OFFICE 1. Carla Gardner, do solemnly swear that I am the Finance Director of the NWA Democrat Gazette, a daily newspaper printed and published in WASHINGTON/BENTON county, State of ARKANSAS; that I was so related to this publication at and during the publication of the annexed legal advertisement in the matter of: ORD 6694 Pending in the court, in said County, and at the dates of the several publications of said advertisement stated below, and that during said periods and at said dates, said newspaper was printed and had a bona fide circulation in said County, that said newspaper had been regularly printed and published in said county, and had a bona fide circulation therein for the period of one month before the date of the first publication of said advertisement; and that said advertisement was published in the regular daily issues of said newspaper as stated below. And that there is due or has been paid the NWA Democrat Gazette for publication the sum of $300.96. (Includes $0.00 Affidavit Charge). NWA Democrat Gazette 10122123; NWA nwaonlrne.eom 10122123 Finance Director State ofARKANSAS, County of WASHINGTON, Subscribed and sworn to before me on this 23rd day of October, 2023 NOTARY PUBLIC CATHERINE STAGGS , I MY COMMISSION # 12402772 9 EXPIRES: February 28, 2025 Washington County Ordinance: 6694 File Number: 2023-1134 FAYETTEVILLE YOUTH ADVI- SORY COUNCIL (ORDINANCE): AN ORDINANCE TO ENACT ARTICLE XXVI FAYETTEVILLE YOUTH ADVISORY COUNCIL IN §33 DEPARTMENTS, BOARDS, COMMISSIONS AND AUTHORI- TIES OF THE FAYETTEVILLE CODE WHEREAS, many municipali- ties use youth councils to inject fresh ideas and youth perspec- tives into local decision -making; and WHEREAS, youth councils can promote community service and foster a better understanding among young people of how municipal government works; and WHEREAS, youth councils are an excellent means of promot- ing regular and active civic en- gagement among young people, which is vitally important to pro- vide the knowledge, skills and abilities to the next generation of local leaders; and WHEREAS, the City of Fayet- teville desires to create a youth council. NOW, THEREFORE, BE IT OR- DAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayet- teville, Arkansas hereby enacts Article XXVI Fayetteville Youth Advisory Council in Chapter 33, Departments, Boards, Commis- sions and Authorities as shown below: "33.380 Purpose The purpose of the Fayet- teville Youth Advisory Council is to advise and make appropriate recommendations to the City Council regarding issues of spe- cial interest to youths within the City. 33.381 Composition; Mem- bership (A) The Fayetteville Youth Ad- visory Council shall consist of eight members who are resi- dents of the City of Fayetteville and are actively enrolled in a public or private high school in grades nine through twelve. One member shall be a City Council member appointed by the Mayor. (6) The members shall be ap- pointed by the City Council and each member appointed shall serve a term of two years, un- less grade twelve is completed during the term, at which time the position shall be declared vacant. (C) Terms shall be staggered for the initial members ap- pointed to the Fayetteville Youth Advisory Council and those ini- tial terms shall end on either March 31, 2025 or March 31, 2026. (D) Irregular vacancies shall be filled as they occur and reg- ular vacancies shall be filled by appointment so that the new member's term begins on April 1 of each year. 33.382 Officers The Fayetteville Youth Advi- sory Council shall elect a chair- person to conduct meetings and a vice chairperson to conduct meetings in the absence of the chairperson. The Fayetteville Youth Advisory Council may also elect a secretary to take min- utes. Elections shall be held at the first regular meeting after annual appointments are made by the City Council. 33.383 Duties and Responsi- bilities The Fayetteville Youth Advi- sory Council shall have the du- ties and responsibilities to: (A) Evaluate and review prob- lems facing youth in the city. (8) Facilitate neighborhood meetings with youth to discuss problems, needs and suggested improvements for our commu- nity. (C) Meet regularly with the Mayor's representative and the appointed City Council member to share ideas and discuss is- sues, concerns and needed im- provements. (D) Attend, if desired, City Council meetings and partici- pate in vision and goal sessions. (E) Present recommendations to the City Council and Mayor on important public projects and programs affecting the youth of Fayetteville. (F) Assist in planning youth/recreation activities. (G) Evaluate and advise the City Council and Mayor on is- sues forwarded to the Fayet- teville Youth Advisory Council for advice. 33.384 Meetings The Fayetteville Youth Advi- sory Council shall hold at least one regular meeting per month during the school year, with the option to meet more often as needed or desired. All meetings shall be public and public records of such meetings shall be kept by the office of the City Clerk." PASSED and APPROVED on October 17, 2023 Approved: Lioneld Jordan, Mayor Attest: Kara Paxton, City Clerk Treasurer This publication was paid for by the City Clerk -Treasurer of the City of Fayetteville, Arkansas. Amount paid: S300.96 Oct. 22, 2023 338870 I'VE D OCT 2 3 2023 CITY CfLERK'S OEFIC�L-�E