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HomeMy WebLinkAboutMinutes Community Youth Development (78415) Program Steering Committee - 08/21/1999 - Special loo COMMUNITY YOUTH DEVELOPMENT STEERING COMMITTEE SPECIAL-CALLED MEETING SATURDAY, AUGUST 21, 1999 - 1:30 P.M. CAFETERIA—SOUTH PARK MIDDLE SCHOOL - 3001 MCARDLE MEMBERS PRESENT MEMBERS ABSENT STAFF Jackie Martin Oscar Martinez Linda Cavazos Sylvia F. Martinez Eloisa Garcia Norma Hernandez Richard Medina Daniel Davila,Jr. Anita McFarland Terri Salas Janet Scott Christina Davila Lupita Galvan Linda Villarreal Belinda Cisneros CALL TO ORDER:Chair Norma Hernandez called the special-called meeting of the Community Youth Development Steering Committee to order at 1:37 p.m. ROLL CALL: The roll was called and a quorum was present. APPROVAL OF THE MINUTES: Chair Hernandez called for approval of the minutes for the special-called meeting of July 15, 1999. Jackie Martin moved to accept the minutes for the July 151h meeting of the CYD Steering Committee. Eloisa Garcia seconded and the minutes were approved. ACTION ON ABSENT MEMBERS: Chair Hernandez called for action on absences. Chair Hernandez reported that she had been absent in April and May because she had been in an automobile accident. Anita McFarland moved to excuse Chair Hernandez in April and May. Jackie Martin seconded the motion and the motion carried. DISCUSSION COMBINING THE COMMUNITY YOUTH DEVELOPMENT AND WEED &SEED STEERING COMMITTEES: Discussion was held on joining the CYD and Weed and Seed Steering Committees into one committee. Sylvia Martinez explained the process of combining the steering committees. She stated that a written ballot would be taken from all steering committee members to determine if combining the steering committees is acceptable to a majority of the members. DIRECTOR'S REPORT: Ms. Martinez reported on the statewide CYD meeting in Austin held on August 17-18, 1999. Vice Chair Janet Scott,who had also attended the meeting,reported how the other CYD communities were faring. She commended the City of Corpus Christi and Reba George,the CYD Project Coordinator, for doing a good job. Vice Chair Scott also mentioned that some of the other sites were having problems with their fiscal agent. Discussion was held on the changes to the conflict of interest policy. CURRENT CONCERNS: Listened to the tape produced by South Park Middle School faculty and students singing the song SPK 78415. HEAR FROM THE PUBLIC: None ADJOURNMENT: As there was no further business, Chair Henandez called for adjournment. Vice Chair Scott moved for adjournment. Daniel Davila seconded and the motion carried. The meeting adjourned at 2:05 p.m. SCANNED SY 1 • . Martinez Superintendent of Support Services Park & Recreation Department DRAFT Rules and Regulations of the Community Youth Development Steering Committee Article 1. Authority The Community Youth Development (CYD) Steering Committee shall function in accordance with the ordinance(s) of the City of Corpus Christi to include the Community Youth Development Steering Committee adopted on May 27, 1997. The Rules and Regulations of the Committee are binding on its members; however, the Committee has no binding authority or decision making power on matters external to the Committee. Article 2. Function The Community Youth Development Steering Committee will advise the City Council on a periodic basis, as requested by the Council, regarding the progress of the Community Youth Development (CYD) Program and make recommendations to the Council on programs to be provided through the CYD grant. The Committee will develop a Request for Proposals and evaluation tool to utilize in the proposal review process. The Committee will review and approve the plan of operation and budget prior to submission to the Department of Protective and Regulatory Services. The Committee will be responsible for the mission and vision of the CYD program and will communicate these in a positive manner to the community. The Committee will ensure that the community is apprised of the overall status of CYD programs. The Committee will know and learn what the community needs. Article 3. Membership, Officers, Attendance, Duties, Code of Ethics 1. MEMBERSHIP. The Committee consists of fifteen (15) residents of Corpus Christi appointed by the City Council. The standard term of office is two years with a maximum term limit of six years. Membership on subcommittees shall be by appointment of the Committee Chair. Fifty-one percent (51%) of the Committee membership must reside in the 78415 zip code area. The Corpus Christi Park and Recreation Staff is recognized as the ex-officio member of the Committee. 2. OFFICERS. The Officers of the Committee are the Chair and the Vice Chair. Each shall be elected from the membership of the Committee at its first regular meeting in August or as soon thereafter as a full Committee membership has been appointed by the City Council. The term of the Chair and Vice Chair will be for one year. The Chair and the Vice Chair may be re-elected. 3. ATTENDANCE. Members of the Committee are expected to comply with City Code Section 2-61 that attendance will be regular. An automatic vacancy shall be declared upon the fourth unexcused absence. The Chair will notify the City Secretary's Office in writing when a Committee member is no longer in compliance with City Code Section 2-61. An absence shall be deemed unexcused unless excused by the Committee for good cause no later than its next meeting after absence. The absence rule applies only to regularly scheduled meetings. Special called meetings or subcommittee meetings are not included in calculating member absences. The decision as to whether a Committee member is absent from a particular meeting will be left to the discretion of the Chair, subject to overrule by vote of the Committee. 4. DUTIES. The duties of the Committee are cited in Article 2. The duties of the Chair are to preside over all meetings of the Committee, to insure that all matters before the Committee are handled appropriately and in a timely manner, to appoint members to subcommittees as necessary, and to meet with the appropriate ex-officio members to develop the agenda for all meetings. The duties of the Vice Chair are to assist the Chair as needed, and to act as Chair in the absence of the elected Chair. 5. CODE OF ETHICS. Rules of conduct apply to all Committee members including special privileges, gifts, conflicts of interest, program site visits, and actions adverse to the city. Each Committee member will be required to sign and adhere to a Statement of Confidentiality/Conflict of Interest statement. C:\CYD\CYDDOCS\rules&regs.doc Article 4. Meetings, Agenda, Program Site Visits 1. REGULAR MEETINGS. Regular meetings of the Committee will be held on the third Thursday of each month at 5:30 p.m. in the Corpus Christi City Hall Committee Room, 1201 Leopard Street. Each member will be mailed a written notice of the regular meeting which will include an agenda as well as materials related to the agenda times. Agendas must be posted 72 hours before a meeting is held. A meeting will not be held if there is not any business for the Committee to address. All regular meetings shall be held in accordance with the Open Meetings Act. 2. SPECIAL MEETINGS. Special meetings may be called by the Chair or upon request of two members of the Committee. When time permits, an agenda shall be prepared and distributed in accordance with the provisions cited in paragraph (1) above. Special meetings shall be conducted in accordance with the Open Meetings Act. 3. SUBCOMMITTEE MEETINGS. The Chair of the subcommittee will notify the Committee Chair of the date, time, and place of subcommittee meetings at least three days prior to the meeting. 4. AGENDA. The Committee Chair will develop the agenda with the appropriate ex-officio members and insure its proper distribution as stipulated above. The format for the agenda will be: Call to Order II. Roll Call of Members III. Adoption of Minutes IV. Action on Absent Members V. Business VI. Committee/Staff Reports VII. Director's Report and Committee Concerns VIII. Requests for Agenda Items, Information IX. Hear from the Public X. Adjournment Members of the Committee or citizens wishing to place an item on the agenda must submit their request to the Chair at least two weeks prior to the scheduled meeting. Citizens wishing to address the Committee may do so during the "Hear from the Public" section if they are recognized by the Chair. 5. PROGRAM SITE VISITS. Committee members are encouraged to visit CYD program sites during program hours but are required to adhere to the following protocol: prior arrangements must be made through the Fiscal Agent; while visiting a program site, a Committee member may not interfere with the program or discuss program changes directly with staff at the program site; any requests for program changes must be directed to the Fiscal Agent who in turn will present it for review and approval to the Committee. Article 5. Subcommittees,Voting, Quorum, Proposal Review 1. SUBCOMMITTEES. Subcommittees shall be appointed by the Chair as needed. 2. VOTING. All votes will be voice votes. If the Chair is uncertain of the decision as a result of a voice vote, he/she may request a (re)vote by show of hands. Members of the Committee must be present to vote. Any conflicts of interest will be recognized in advance of a vote or any discussion concerning the vote. The Chair may not vote unless there is a tie vote. Should a tie vote occur, the Chair may call for additional discussion or a motion to table the issue. 3. QUORUM. A majority (51%) of the Committee membership holding office will constitute a quorum. 4. PROPOSAL REVIEW. The Committee will develop and utilize a Request for Proposals to solicit CYD grant proposals from the community. The Committee will develop and utilize an evaluation tool to score and rank the proposals for selection. The Fiscal Agent will serve as a liaison between the Committee and proposers concerning any questions about proposals. C:\CYD\CYDDOCSVules&regs.doc Article 6. Minutes A member of the Corpus Christi Park and Recreation Department staff will keep minutes at all regular and special meetings of the Committee. Subcommittee Chairs are expected to provide minutes to the Committee in the form of Subcommittee Reports. Article 7. Staff Support The duties of the Committee make it necessary that staff members be available to discuss agenda items as needed. Requests for staff support should be directed to the ex-officio Committee members. When a Committee has a major document to present, the Chair may request staff support in its preparation. Article 8. Committee Handbook The new members of the Committee will be provided a Handbook containing the Ordinances, Rules and Regulations, informational materials, and policies as they are developed. Article 9. Changes to the Rules and Regulations Changes to the Rules and Regulations of the Community Youth Development Steering Committee may be made by a majority vote of the full membership of the Committee. The intent of the Committee is to adhere to contract requirements with the Department of Protective and Regulatory Services, and to refer to applicable requirements outlined in the "City of Corpus Christi Boards, Commissions and Committees Orientation Manual". Article 10. Rules of Order Except as noted in the Articles of the Rules and Regulations of the Community Youth Development Steering Committee, Roberts Rules of Order will be followed. ADOPTED: C:\CYD\CYDDOCS\rules&regs.doc