Bylaws _ a
Tigard Youth Advisory Council
CITY OF TIGARD
Vision: The youth of Tigard will be equal partners empowered and OREGON
involved in the community helping the youth in Tigard.
Mission: To empower, improve and connect the lives of Tigard's
youth.
Guiding Principles:
■ Through empowerment young people know they are valued by the adults in their
community.
■ Through involvement, young people serve useful roles in their school, family and
community.
■ Through volunteering, young people provide service to others in the community.
■ Through respect, young people feel safe in their community.
Bylaws:
The Youth Advisory Council shall consist of 30 members. Any youth that are in grade 6 -12 and a
Tigard resident is eligible for membership. Any vacancies left after the normal application process
should be filled as soon as possible through the announcement of openings. The Youth Advisory
Council will maintain relations with local businesses and organizations with a common interest in the
Youth Advisory Council. Council members may attend meetings of these groups to serve as a
resource to the community. Any member of the Youth Advisory Council may propose an amendment
to the Bylaws at any regular meeting of the Youth Advisory Council. The amendment shall be voted
on by the members present but requires a vote of 3/of the total membership to pass.
Structure and responsibilities of the Tigard Youth Advisory Council:
A. Officers:
There shall be four(4) elected officers, the President, Vice President, Treasurer, and
Secretary. Terms are for one year. No officer shall serve more than 2 consecutive terms.
Candidates for elected office must be members of the Youth Advisory Council and are
elected by majority vote of the membership. Members may only hold one elected office at
a time. All officers must also serve as meeting coordinators. Each candidate for elected
office must make a brief speech to the full membership prior to the election of officers even
if running unopposed. Speeches shall run less than 5 minutes each and shall include
information about the candidates' background, interests, and how their goals for the Tigard
Youth Advisory Council relate to the Tigard Youth Advisory Council's vision, mission, and
goals. Elections shall be held at the first Youth Advisory Council meeting in September of
each year.
Duties of Elected Officers:
President—The President shall be responsible for facilitating meetings and ensure the
Council is working together toward its goals, mission, and vision. He/she is responsible for
creating agendas based on current issues of the Council and topics from previous
meetings.
13125 SW Hall Blvd., Tigard, OR 97223 (503)639-4171 TDD(503)684-2772
Vice President–The Vice President shall assume the duties of the President, Secretary,
and Treasurer in his/her absence. He/She is responsible for ensuring that Youth Advisory
Council projects and programs are assigned to the appropriate subcommittee.
Secretary–The Secretary's duty is to take notes of the meetings and assist the President
in setting the agenda. He/she is also responsible for distributing meeting agendas to
members. He/she must have good note-taking and organizational skills. .
Treasurer–The Treasurer's duty is to keep track of the Council's monetary assets.
He/she reports on the Council's finances at each meeting and is in charge of fundraising.
Mid-Term Resignations
In the event of the resignation of the President during his/her term, the Vice President shall
assume the office of President. A special election shall be held at the next regular Youth
Forum meeting to elect a new Vice President. In the event of the resignation of any
other elected officers, a special election shall be held at the next regular meeting of
the Youth Advisory Council following the effective date of the resignation. N izY�—
B. Committees: KCrul YnVJ
Committees are organized based on the collective interests and talents of the members of
the Youth Advisory Council and reflect the Council's vision, mission and goals. Committee
appointments are for one year. Each committee consists of three subcommittees.
Subcommittees are focused on a specific area of interest and are in charge of the
Council's effort in that area. All committees and subcommittees are to serve as resources
for the adults of the community whenever possible.
Selection of Committee Members
When applying for membership to the Youth Advisory Council, applicants must select(at
least) one committee to serve on. Committee members are selected by the Committee
Chairs who will review the applicants and select members based on interests and talents.
Committee Chairs–Committee Chairs are responsible for the organization of their
respective committees. They report to the Council about their committee's efforts. They
also serve as meeting coordinators.
Subcommittee Chairs–Subcommittee chairs organize their respective subcommittees.
They report to the Committee Chairs and Council about the projects of their respective
committees. They also serve as meeting coordinators.
Meeting Coordinators–The Committee Chairs, Subcommittee Chairs and Elected Officers
form the Meeting Coordinators Board. The role of the Meeting Coordinators is to ensure
that meeting agendas accommodate the needs of each committee and subcommittee for
speaking and presentation time. The Coordinators are responsible for ensuring that
committees and subcommittees coordinate their activities when projects and programs
overlap. The meeting Coordinators are responsible for setting annual goals for the Youth
Advisory Council and developing and maintaining a Strategic Plan based on input from the
general Youth Advisory Council membership and outreach to the youth of the community.
Outreach Committee–The Outreach Committee is responsible for community relations. It
consists of the Education, Service, and Community Connection subcommittees.
Education Subcommittee—The Education Subcommittee is responsible for the
Council's involvement in the schools. It serves as a resource to the school boards of
both public and private schools. The Education Subcommittee works with the
Community Connection Subcommittee to inform students about the Council.
Community Connection Subcommittee—The Community Connection Subcommittee is
in charge of the Council's communication with the community. It is responsible for
maintaining the Council's web page, newsletter column, flyers, and posters. The
Community Connection Subcommittee is responsible for getting information about the
events the Council is hosting out to the community.
Service Subcommittee—The Service Subcommittee organizes service projects for
other subcommittees and the general Council. Areas of service for the Youth Advisory
Council may include but are not limited to schools, the arts, athletics, the environment
and parks. The Service Subcommittee may also organize its own projects as it deems
fit.
Recreation Committee—The Recreation Committee's duty is to provide the youth of
Tigard with extracurricular activities and try to ensure the survival of existing programs
in the community.
Arts Subcommittee—The Arts Subcommittee oversees the Council's involvement in
the area's arts programs. It organizes outreach events in the community and schools
with local arts organizations.
Athletics Subcommittee—The Athletics Subcommittee oversees the Council's
involvement in the area's athletics programs. It organizes community events and inter-
school sporting events.
Events Subcommittee—The Events Subcommittee is in charge of coordinating the
Youth Advisory Council events. It plans the events and works with the Community
Connection Subcommittee to get information about the event out to the community. It
also plans fundraisers and works with the treasurer to make sure the necessary
amount of funds for an event are available.
Membership on Community Boards and Committees
Mayor's Youth Forum —The President and up to two Youth Advisory Council members
shall serve as liasions to the Mayor's Youth Forum. Members interested in serving as
liasions t the Yputh Forum shall file interest applications with the Youth Advisory
Executive Committee by the deadline set by the committee. The Executive Committee
shall select the representatives based on criteria set by the Executive Committee in
advance.
Community Based Boards and Committees—Youth Advisory Council members interested
in serving as a liaison on Community Boards and Committees (School Board, Tigard-
Tualatin based non-profits) shall file interest applications with the Outreach Committee
by the deadline set by the committee. The Outreach Committee shall select
representatives based on criteria set by the specific Board or Committee.
Election of Members:
The term of membership to the Youth Advisory Council runs from initial election to membership
through graduation from the 12th grade. Election for membership is held in September of each year.
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Youth interested in membership shall file an application with the Youth Advisory Council. Applications
shall be reviewed and admission voted on by the general membership of the Tigard Youth Council.
Member Duties and Responsibilities:
A. Attendance:
Members are expected to attend all meetings of the Youth Advisory Council and the
meetings of any committees or subcommittees which they are a member. If a member
needs to miss a meeting due to illness or another important event, the member is
responsible to notify the President, Committee or Subcommittee Chair in advance
whenever possible. Prior notice of an illness, important event, and family emergency shall
constitute an excused absence. Members who have 3 absences will be removed from the
Youth Advisory Council. Members are responsible to obtain notes and/or assignments
from any general or committee meetings they miss.
B. Duties:
■ Each member of the Youth Advisory Council shall serve on a minimum of one
committee or subcommittee.
■ Each member of the Youth Advisory Council is expected to conduct himself/herself in
accordance with the following ground rules:
i. This Youth Advisory Council belongs to YOU and its success rests largely on
YOU.
ii. Enter into the discussion ENTHUSIASTICALLY.
iii. GIVE FREELY of your experience.
iv. CONFINE your comments to the issue under discussion.
v. Say what you THINK.
vi. Only ONE PERSON should talk at a time (Avoid private conversations while
someone else is speaking.)
vii. LISTEN ALERTLY to the discussion.
viii. BE PATIENT with other members.
ix. APPRECIATE the other person's point of view.
x. BE PROMPT and REGULAR in attendance.
A. ASK A QUESTION when you have one.
xii. Think of how you can apply and/or pass along the information.
■ Each member of the Youth Advisory Council must reaffirm the Council's Bylaws by
signing a copy at the meeting in which election of Officers is held each year. New
members whose membership begins mid-year must sign a copy of the Bylaws at the
meeting at which they become members.
C. Meetings:
Regular meetings of the Tigard Youth Advisory Council shall be held at least monthly and
more often as agreed to by a majority of the members. The meeting time and place shall
be determined by consensus of the membership. One meeting each month shall be open
to all youth in the community.
Committee and subcommittee meetings shall be held at least monthly, at a time and place
agreed to by a consensus of the committee members.
Training:
The Youth Advisory Council shall identify training needs and the Meeting Coordinators shall
determine how and when specific training will be provided based on the recommendations of the full
membership.
Service to the Community:
Volunteer service shall be encouraged (but not required)for Youth Advisory Council members.
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