Bylaws

Bylaws

BYLAWS OF THE CAMPUS YOUTH COUNCIL OF THE UNIVERSITY OF CALIFORNIA, IRVINE

ARTICLE I – Name

The name of this organization shall be the Campus Youth Council of the University of California, Irvine, hereinafter referred to as the Campus Youth Council at UCI.

ARTICLE II – Purpose

Section 1. Mission

The mission of the Campus Youth Council at UCI is to ensure that all groups engaged with youth programming are following policies, procedures and best practices that prioritize the safety, protection, and well being of minors on our campus.

The objectives of the Campus Youth Council are:

  • to establish best policies and practices for youth-related programs sponsored by UCI auxiliary and academic units, focused on youth protection and youth development;
  • to set minimum standards for youth-related program operations, providing a forum of discussion for youth-related program staff;
  • to bolster and facilitate dialogue and collaborations between youth program staff and campus constituents;
  • to ensure a collegial environment for youth in our community through programs and activities that uphold the UCI and the University of California system’s mission and values.

Section 2. Vision & Values

The vision of the Campus Youth Council is to provide guidance and support to all campus groups hosting youth related programming affiliated with UCI.

We value:

  • Offering accessible and enriching experiences
  • Prioritizing the safety and well-being of every participant
  • Fostering the development of individual character and skills
  • Creating an engaged and inclusive community

ARTICLE III – Membership

Section 1. Eligibility for Membership

All persons employed by UCI who are engaged in youth-related program development and who do not hold academic appointments nor voting membership in the Academic Senate, Associated Students of UCI (ASUCI), Associated Graduate Students of UCI (AGSUCI), or Association of Medical Students (AMS) are eligible as members of the UCI Campus Youth Council.  All members must have a commitment to creating and developing best practice youth programs that value learning, as well as safety.

All interested members must go through a probationary period before being granted official membership. Official membership is granted after:

  • Completion of one (1) full year of commitment to the group.   A full year of commitment consists of attendance and participation in each regular meeting as defined in Article IV. Section 1.
  • Completion of the first Praesidium Program Accreditation site visit.  Follow-up assessment must be completed within three (3) years.
  • Participation and passing of individual Praesidium Abuse Risk Management training for all professional staff positions involved in the unit’s youth program.

Members who transition out of the Council due to changes in positions must designate a new representative for their department/group before departure.  The new representative must complete (c) as listed above.  If there is a gap in transition of representatives, certain membership requirements may be reset and required to re-complete at the discretion of the Leadership Board.

Section 2. Rights of Members

All Campus Youth Council members, as defined in Article III. Section 1, are eligible to vote in Campus Youth Council elections and on amendments to the Bylaws.

Section 3. Non-Voting Membership

All non-members and members of the Advisory Council as defined in Article V. Section 12 may participate in the Campus Youth Council, but do not have voting privileges.

Section 4. Removal

Any member who misses a regular meeting as defined in Article IV. Section 1 without notice or representation in their place will have their membership withdrawn and must go through the probationary period again to have their membership reinstated. Exceptions to this will be reviewed by the Leadership Board, with a final decision based on Board majority vote.

ARTICLE IV – Meetings 

Section 1. General Meetings

The Campus Youth Council at UCI shall hold general meetings quarterly on the second Wednesday of September, December, February, and April. Any changes to this schedule will be proposed by the Board to the general Council group, and must be approved by a majority vote of active members to implement the change. General meetings of the Campus Youth Council shall be open to all campus members as defined in Article III.

Section 2. Annual Meetings

The Campus Youth Council annual meeting will be during the quarterly regular meeting in September. The annual meeting will introduce the acting Board, new Council members who have completed their probationary period, and any campus departments or partners who are joining the group for the first time.

Section 3. Board Meetings

Officers will schedule Leadership Board meetings once a month. Meetings will be scheduled based on officers’ availabilities. Additional meetings may be scheduled at any time. Meetings may be cancelled based on Board majority vote.

Section 4. Special Meetings

Special or emergency meetings of the Council can be called by the Chair with at least forty-eight (48) hours notice.

Section 5. Notice of Meetings

A calendar invite will be created and sent out to all Members at the beginning of each academic year. Special or emergency meeting notices will be sent out at least forty-eight (48) hours prior.

Section 6. Quorum

A majority of active members present at any regularly scheduled general meeting of the Campus Youth Council shall constitute a quorum of that body. A simple majority vote of those present at any meeting of the Campus Youth Council or component thereof shall constitute approval. There shall be no voting by proxy.

ARTICLE V – Leadership Board

The Leadership Board, hereinafter referred to as Board, shall supervise the affairs of the Campus Youth Council at UCI. The members of this Board shall consist of:

  • Chair – Policies and Planning
  • Membership and Council Officer
  • Marketing and Communications Officer

All Board members must be current members of the Campus Youth Council. Board members cannot be on the Advisory Board. Attendance and participation is considered a minimum requirement. Additional duties beyond what is established in the Bylaws will be split equitably between all Board members. There will be no compensation given for acting on the Board.

Section 1. Chair – Policies and Planning

The Chair will have the following duties:

  • Will preside over all meetings.
  • Will be responsible for all matters related to youth program policies and planning.
  • Will evaluate and recruit participants for the Advisory Board.
  • Will manage and ensure operations of the UCI Campus Youth Council are in accordance with the Bylaws and general university policies.
  • Will serve on university committees and councils as a representative of the UCI Campus Youth Council.
  • Will conduct an annual review of Bylaws in consultation with the other Board members.

Section 2. Membership and Council Officer

The Membership and Council officer will have the following duties:

  • Will be responsible for all matters related to the UCI Campus Youth Council group members, including but not limited to communicating and coordinating with new members, tracking current member participation, maintaining meetings, and overseeing all voting processes.
  • Will be the liaison between the UCI Youth Campus Council and Advisory Board.
  • Will manage and coordinate any memberships and participation in national organizations and professional groups.
  • Will serve on university committees and councils as a representative of the UCI Campus Youth Council in the absence of the Chair.

Section 3. Marketing and Communications Officer

The Marketing and Communications officer will have the following duties:

  • Will be responsible for all marketing strategies, including but not limited to maintenance of the website and creation of marketing collateral.
  • Will ensure that all marketing is in line with UCI branding and policies.
  • Will record and distribute meeting minutes.
  • Will coordinate registration and participation in university and community events that support promotion of all UCI youth camp programs.
  • Will serve on university committees and councils as a representative of the UCI Campus Youth Council in the absence of the Chair and Membership and Council Coordinator.

Section 4. Election and Term of Office

The Board shall be nominated and elected by the general members of the Campus Youth Council during the last general meeting of the academic year. All elections shall be by secret ballot.

Those elected shall serve a term of two (2) years, beginning at the annual meeting. A one week overlap between the previous officers and newly elected officers will take place during the first full week of appointment to transition duties over to the new Board. No Board member shall hold the same office for more than two (2) consecutive terms. An interval of one (1) year shall elapse before a member is again eligible for reelection to the same position previously held.

Section 5. Removal

An officer may be removed from their appointed position should they neglect to fulfill the minimum requirements of the position by a vote of no confidence by the members of the Campus Youth Council. The vacancy shall be filled by election during the next general meeting or scheduled special meeting. No Board member shall be involuntarily removed from their position without an opportunity to be heard. Notice of such removal shall be given to the member in writing twenty (20) days prior to the meeting at which the motion of removal shall be presented, setting forth the reasons of the Board for such removal.

Section 6. Vacancies

Any vacancies shall be filled by election during the next general meeting or scheduled special meeting. The person(s) elected shall hold office for the unexpired term in respect of which such vacancy occurred.

ARTICLE VI – Advisory Board and Special Committees

Section 1. Advisory Board

Members of the Advisory Board shall be coordinated by the Chair, based on need and in consideration of both short- and long-term impact of their consultation and contribution to the group. Members of the Advisory Board are encouraged, but not required, to attend general meetings of the Campus Youth Council. These members do not have a probationary period or need to be elected. These members do not have voting privileges.

Section 2. Special Committees

The Board shall create or dissolve special committees as necessary. A Board member shall be selected to chair a special committee created. Any Campus Youth Council or Advisory Board member is eligible to serve on special committees.

ARTICLE VIII – Amendments to Bylaws

These Bylaws may be amended by a majority vote of the members present at any general meeting of the Campus Youth Council at UCI provided the Council has been notified, in writing, at least ten (10) days prior to the meeting at which the amendment(s) are to be voted upon.

11.16.2019 These Bylaws supersede all previous Youth Camps Council Bylaws
01.29.2020 These Bylaws supersede all previous Campus Youth Council Bylaws

Special thanks to Kaysie José, in collaboration with Gerald Parham, Megan Belmonte, Amanda Davis, Daniel Choi and Tracy Gov, in creation of this document. Thank you UCI Staff Assembly for the inspiration.