Youth Council 2006: Membership, Selection Process, Functions and Relationships Between the Youth Council and the General Assembly of Youth

Recommendation:
That the May 29, 2006, City of Edmonton Youth Council report 2006CAYC01 be received for information.

Report Summary

This report responds to Council’s request for additional informationto be submitted to Community Services Committee.

Previous Council/Committee Action

At the January 17, 2006, City Council meeting, the following motions were passed:

7. That the membership, selection process, functions and relationships between the Youth Council and the General Assembly of Youth return to the Community Services Committee for review.

8. That the Youth Council provide the Community Services Committee with:

a. 2006 work plan; and

b. information on structures and responsibilities of other Youth Councils in Canada.

Report

  • Bylaw 14126, City of Edmonton Youth Council Bylaw, established the City of Edmonton Youth Council as a Committee of Council on January 1, 2006.
  • For the purpose of this report, “Youth Council” refers to the larger organization of youth – both the Executive and the General Assembly of Youth; and “Executive” refers to the eight-member body of elected members.
  • The Community Services Department has reviewed this report and is in support of it.

Membership and Selection Process

  • Initial members of the General Assembly will consist of the former members of the Administrative Youth Council. In turn, the General Assembly will select an interim Executive to serve until additional General Assembly delegates have been recruited.
  • Attachment 1 summarizes the membership and selection process for the Executive and General Assembly.
  • A list of the elected Executive members will be submitted to City Council for official appointment.
  • The recruitment for General Assembly delegates will involve:
  • circulating information on the opportunity to serve on the Youth Council through an extensive network of youth and youth-serving organization contacts;
  • postering in a variety of public areas;
  • advertising on the City’s web site; and,
  • a “street team” approach where current members talk directly to interested youth.
  • The culmination of these efforts will be a broad and diverse number of youth in Edmonton being aware of the opportunity to be involved with the Youth Council.
  • All recruitment activities will emphasize that membership is open to and welcomes individuals of all genders, ethnicities, interests, experience and education and employment status as outlined in the Delegate Selection Matrix (Attachment 2).
  • Special attention will be paid to the selection of youth who fit the criteria of Aboriginal, visible minority, new Canadian and special needs.
  • It is anticipated that membership and selection processes for the Executive and General Assembly will be reviewed in 2007, with the Office of the City Clerk, to ensure that the policies and procedures in place work optimally for the needs of the Youth Council.
  • Bylaw 14126 describes Associate Delegates and Honorary Delegates; however, there will be no Associate or Honorary Delegates this year, as the Youth Council is not in a position to develop those roles at this point. The roles will be developed once the General Assembly becomes more established.

Functions and Responsibilities

  • The relationship between the Executive and the General Assembly is outlined by Attachment 3.
  • It is anticipated that the functions and responsibilities of both the Executive and the General Assembly will be reviewed in 2007, to determine the effectiveness of the Youth Council on the whole.

2006 Work Plan

  • The Youth Council’s 2006 Work Plan (Attachment 4) is limited due to time. It focuses primarily on the promotion and establishment of the new Youth Council, which will involve orienting/training the General Assembly, as well as networking with other youth organizations, City departments and initiatives.

Information on Structures and Responsibilities of other Canadian Youth Councils

  • Information was gathered via telephone interviews with the coordinators of the following youth councils/cabinets: Calgary, Toronto and Hanna (Attachment 5).
  • Information on the City of Edmonton Youth Council is included for reference and comparison.

A Special Case: Vancouver’s Youth Outreach Team

  • Vancouver’s youth council equivalent is a paid team of staff called the Youth Outreach Team.
  • This document (Attachment 6) was drawn up because the questions asked of other research respondentsdid not apply well to Vancouver’s staff model. It was determined that it was valuable to be informed about their model, which is being used only after attempting a more traditional youth council model.

Bylaw 14126, City of Edmonton Youth Council Bylaw

  • Included for reference. (Attachment 7)

Justification of Recommendation

The City of Edmonton Youth Council has provided the attached information in response to a request for information.

Background Information Attached

  1. Membership and Selection Process for the Executive and the General Assembly
  2. General Assembly Delegate Selection Criteria and Matrix
  3. Functions and Relationships between the Executive and the General Assembly
  4. City of Edmonton Youth Council 2006 Work Plan
  5. Information on Structures and Responsibilities of Other Youth Councils in Canada
  6. A Special Case: Vancouver’s Youth Outreach Team
  7. Bylaw 14126, City of Edmonton Youth Council Bylaw

(Page 1 of 3)

Attachment 1

Membership and Selection Process for the Executive and General Assembly

Executive / General Assembly Delegates
Composition: / 8 members: 1 Councillor and 7 Citizens
  • First Executive will be nominated by the initial members of the General Assembly
  • Executive members will hold office until after the first recruitment cycle, and may re-apply for the Executive
/ Up to 100 youth
  • Will take more than one or two recruitment cycles to obtain maximum number of delegates
Note: Initial members of the General Assembly will consist of the former members of the Administrative Youth Council.
Recruitment: / Selected from amongst General Assembly Delegates – all Delegates will be eligible to apply.
  • Appointments to Executive will be done in two phases, with the Chair and three members selected each Spring, and three members selected each Fall
  • Staggering of selection will assist with succession planning and mentoring new Executive members
/ Twice each year – Spring and Fall
Advertising campaign and other awareness activities will be used to announce opportunities.
Method of Application: / Delegates complete a nomination form a week prior to the election date – the nomination will require the support of five members of the General Assembly and five city youth that are not members of the General Assembly. / Applicants complete an application form.
Selection Criteria: / Must be in good standing with the General Assembly. Ineligible for election if their General Assembly term would expire during their term in office. / Based on selection criteria and matrix (Attachment 2)
Selection Committee: / Selection Committee is the General Assembly. Selection will be put to a vote. / Will be composed of a member of the Executive and four General Assembly members with varying experience with the General Assembly.
Appointments: / Executive will forward the names of the proposed individuals to City Council for appointment. / Made by the Executive.
Terms: / One year from their selection – renewed annually to a maximum of three years / One year from their selection – renewed annually to a maximum of four years.
Re-Appointments: / Same as initial method of application. / Delegates will provide a self-evaluation and a letter of intent to the Selection Committee one month prior to the expiration of their terms.
Consideration of Re-Appointments: / Members applying for re-appointment will be evaluated in accordance with the position profile and evaluation criteria to be developed by the General Assembly. / Recommendation of re-appointments from the Selection Committee to the Executive will be based on a Delegate’s attendance throughout the year, the general selection criteria, profile and matrix.

Attachment 1 - Page 1 of 1

Attachment 2

General Assembly Delegate Selection Criteria and Matrix

General Selection Criteria:

  • must be between the ages of 13 and 23
  • must be a resident of the City of Edmonton
  • must be able to attend all meetings of the General Assembly
  • must be willing to participate in the activities of the General Assembly

Gender / Male
Female
Educational Status / Junior High
High School
Post Secondary - Academic
Post Secondary - Occupational
Not in School
Employment
Sept-summer / Part time
Full time – Academic/Professional
Full time – Trades/Occupational
Not employed
Special Categories / Aboriginal
Visible Minority
New Canadian
Special Needs
Geography / Central Edmonton
North Edmonton
South Edmonton
Interest / General Youth
Social/Political Issues
Public Relations
Governance
Experience / Volunteer/Community
Sports
Arts/Culture
Politics/Advocacy
Working with youth
No experience
Skills / Communication
Interpersonal
Leadership
Teamwork

Selection Matrix:

Attachment 2 - Page 1 of 1

Attachment 3

Functions and Responsibilities of the Executive and the General Assembly

Executive / General Assembly
Responsibilities: /
  • Act in accordance with the vision of the General Assembly
  • Report to City Council any resolutions passed by the General Assembly
  • Review expenditures for approval by the Administration
  • Establish a meeting schedule for the Youth Council and the General Assembly
  • Coordinate all sub-committees
/
  • Serve as a deliberative body from which the Youth Council will speak and provide advice to City Council
  • Nominate members of the Executive
  • Develop Youth Council budget
  • Approve meeting schedule for Youth Council and General Assembly
  • Propose the development of sub-committees
  • Approve any solicitation of input from the public

Functions: /
  • Advise Council on issues that affect Youth in the city of Edmonton
  • Oversee the General Assembly of Youth
  • Report annually to Council
  • Coordinate the researching and writing of policy proposals for presentation to Council
  • Coordinate networking opportunities and the education of Youth on City governance, procedures and policy-making
  • Upon request, coordinate the consultation of City Departments, committees, and outside organizations working on Youth initiatives
  • Oversee the Executive and General Assembly’s community events that profile local Youth issues
  • Put forward nominations for appointments to other Agencies, Boards, and Committees as directed by Council
  • Submit for vote of the General Assembly the proposed names of nominees for the Executive and submit the names of the successful nominees to City Council for appointment
/
  • Encourage and promote the well-being of Youth in the city of Edmonton
  • Vote on the membership of the Executive
  • Serve on internal and external committees
  • Facilitate networking with individuals or organizations that are addressing issues of concern to the Youth Council
  • Research, deliberate and write policy proposals

Attachment 3 - Page 1 of 1

Attachment 4

2006 Work Plan

Item / Goal / Description / Timeframe
Education/
Youth Councillor Training / To train youth councilors to represent youth views in a professional and productive manner / Will provide mandatory training for youth councilors in the form of a half-day orientation such that:
  • Representatives become familiar with the policies and procedures of the Youth Council and the City of Edmonton.
  • Each member is well-informed of his or her responsibilities and role with the Youth Council.
The half-day orientation will include four sessions:
  1. The structure of the City of Edmonton government
  2. Youth Council structure and meeting conduct
  3. Robert’s Rules
  4. How to research an issue
/ Training delivered in October 2006
Networking / To link and communicate with various groups in the city so that the Youth Council has an understanding of the city’s needs and desires concerning youth, andyouth are well-informed of the Youth Council’s goals and objectives / There are 3 components:
  1. Community meetings – to gather input and disseminate information
  2. Website – to serve as an awareness and recruitment tool
  3. Mailing List – to serve as an awareness and recruitment tool
/ 1. July
2006
2. August
2006
3. already
established
Research & Policy
Writing / To improve Youth Council advocacy at the municipal level such that the views of youth in Edmonton are represented and the youth are given the opportunity to become effective advocates and active citizens. / Policy topics can be determined in four ways:
  1. City Council or City Administration can bring an issue to the attention of the Executive
  2. The Youth Council Coordinator can bring an issue to the attention of the Executive
  3. The Executive can present issues to the General Assembly for discussion
  4. Members of the General Assembly can submit new issues of their own initiative to the Executive.
The General Assembly will debate the issues that come before it, and make recommendations for policy changes when appropriate.
The Executive will act on the resolutions of the General Assembly in
  • Striking working groups of General Assembly delegates to develop strategies for implementing changes
  • Undertaking to have youth speak at public consultative meetings
  • Undertaking to increase public awareness of policy changes that the General Assembly has identified as a priority
  • Communicating with Councilvia reports to the Standing Committee. Reports will either provide advice that would require some action, or act as informative, non-action reports.
/ Ongoing
Representation / To increase the General Assembly’s representation on committees, such that the views of youth in Edmonton are represented and youth are given the opportunity to become effective advocates and active citizens. / The Youth Council will seek to establish members of its General Assembly to other Agencies, Boards, and Committees as directed by Council.
The focus is on accountable, competent, and continuous representation. To this end it is intended that:
  • The performance of committee representatives be monitored to ensure quality, dedication and efficacy
  • A fair and dependable selection process be used for nominating candidates for committee representation
  • Term limits on external committees will be set at a length that allows for as many General Assembly members as possible the opportunity to serve, but also allows representatives to establish themselves on the committee and become productive.
  • A back-up person be appointed for every representative appointed, who would remain informed of the committee’s work.
/ Ongoing

Attachment 4 - Page 1 of 2

Attachment 5

Information on Structures and Responsibilities of other Canadian Youth Councils

Edmonton (in transition towards) / Calgary
Name / City of Edmonton Youth Council / Mayor's Youth Council
Website / / mayorsyouthcouncil.asp
Express/Primary
Purpose / To advise City Council and the Community Services Department on issues that affect youth; To work with other departments, agencies and organizations working on youth initiatives; To encourage and promote the well-being of youth. / To provide a voice for youth within the City of Calgary Council; to empower youth; to allow youth to develop important skills.
Composition / 7 elected Executive members, 1 City Councillor and 30-100 General Assembly members / 30 members, who make up 3 committees: one to do research on a yearly theme, one to hold a yearly forum on that theme, and one which focuses on community outreach
AgeRange / 13 to 23 / 14 to 18
Reporting
Structure / The Chair liaises regularly with the CEYC Coordinator, who in turn reports to the Director of Citywide Communities of Interest in the Social and Recreation Services Branch. The CEYC as a whole reports directly to the Community Services Committee of Council. / Committee co-chairs liaise with Program Coordinator and MYC Chair; CYFC submits report to the City of Calgary annually.
Staff Support / Full-time Coordinator (33.75 hrs/wk) / Part-time Coordinator (15 hrs/wk)
Meeting Frequency / Executive: every 2 weeks
General Assembly: every month / Committees: every 2 weeks
entire Council: every month
Basis for
Selection / Selection Matrix which strives to include all youth. It outlines that the following be considered: gender, educational experience, employment experience, geographic location in the city, whether they are part of a "Special Category" (Aboriginal, Visible Minority, New Canadian or Special Needs individual), interests and types of experience (volunteering/community, sports, arts/culture, politics/advocacy, working with youth, and no experience). / Youth who are involved in their community, have shown leadership and volunteer.
Orientation/
Training / Robert's Rules, City governance, policy research and policy writing. / Orientation to workings of MYC annually, strategic planning session to set goals for coming year.
"Secrets to Success" / Youth need to feel that their opinions are taken into serious consideration by City Council; need City Council's support. / Ensure that the relationship to the Mayor/Council is meaningful.
Of Interest / Only youth council to require Security Clearance checks on their youth councillors. / Plans to revamp the 3-committee structure next year as it feels stagnant. Biggest challenge is maintaining the commitment of members.
Toronto / Hanna
Name / Toronto Youth Cabinet / HannaYouth Council
Website / /
Express/Primary Purpose / The TYC is the official voice of Toronto youth at City Hall, and serves as an advocacy group. / To serve as a link between youth, government and the community developing projects and programs that encourage youth volunteerism, youth leadership and civic pride.
Composition / 200 members, of which 12 are elected Executives who manage their own portfolio (ie. Director of Membership Engagement, Director of Special Events etc). No Chair structure. / 25 members, of which 7-10 are elected VPs with specific roles (ie. VP of Fundraising, VP of Programming etc.)
AgeRange / No official age limits; currently 12-24 / Grade 6 to Grade 12 (roughly 12-17)
Reporting
Structure / No formal reporting structure; reporting is often done verbally, at meetings. / Report to town council by providing the minutes from the meetings and also report to Economic Development on ongoing activities.
Staff Support / Full-time Coordinator (35 hrs/wk) / No Coordinator (though they receive staff support as required)
Meeting
Frequency / Executive: every month
larger membership: every month (separate meeting) / Entire Council: once a month
Basis for
Selection / Members are self-selected, except for the Executive who is elected. / Anyone who wants to join is permitted.
Orientation/
Training / Orientation to what the TYC is and does; members must take the provided Anti-Oppression Training in order to vote. / Orientation binder provided to new HYC members; annual planning session for coming year.
"Secrets to Success" / Membership by self-selection; representative of a diverse youth community; the Anti-Oppression framework; genuinely youth-led; explicit role is to challenge the City, and Council understands that. / Have to make sure people have fun; food at meetings; good communication to keep everyone informed.
Of Interest / Annual event called Setting the Agenda at which the community determines what the TYC's three main priorities should be for the year ahead; an autonomous body; no official age limits; revisit structure every year to make changes that fit their needs / Members are 12-17 years old. Only youth council to report that they felt their community was very aware of them and their activities. Idea for the creation of the youth council came from two of the youth, who are still heavily involved in leadership roles.

Attachment 5 - Page 2 of 2