Maintaining a Youth Commission

Best Practices on How to Operate a Youth Commission

Maintaining a youth commission and ensuring its long-term success involves ongoing effort, communication, and adaptability. Here are some key strategies to help you keep a youth commission running smoothly:

  1. Create a Support System:

    1. Offer continuous training opportunities- virtually and in-person- for youth commission members to enhance their skills and knowledge. 

    2. Provide training, mentorship, and resources to support youth commission members in their roles. Ensure that they have access to guidance and assistance as needed.

    3. Remember, building a youth commission requires dedication, collaboration, and ongoing support. Be patient and flexible as the commission evolves and adapts to the needs of the community and its youth members.

  2. Foster Inclusivity and Diversity:

    1. Maintain a diverse and inclusive environment within the youth commission. Encourage the participation of individuals from different backgrounds, cultures, and communities. Foster an atmosphere that values and respects diversity.

  3. Ensure Regular Meetings and Communication:

    1. Schedule regular meetings (monthly or bi-weekly) to keep members engaged and informed. Establish effective communication channels, such as email, messaging apps, or a dedicated online platform, to share updates, announcements, and important information.

    2. Publicize meeting times in the town newsletter or website and welcome all residents to meetings.

  4. Encourage Collaboration and Teamwork:

    1. Promote a collaborative culture within the youth commission. Encourage members to work together on projects, share ideas, and support one another. Foster a sense of teamwork and camaraderie.

  5. Set Achievable Goals:

    1. Establish realistic and achievable short-term and long-term goals for the youth commission. Break down larger objectives into smaller, manageable tasks to maintain motivation and momentum.

  6. Seek and Utilize Feedback:

    1. Regularly solicit feedback from youth commission members, town council or city manager mentors, town staff liaison, stakeholders, and the community. 

    2. Use this feedback to assess the commission's performance, identify areas for improvement, and make necessary adjustments.

    3. You can also reference the CAYC website’s blog to seek inspiration for a new initiative here: https://www.californiayouthcommissions.org/blog

  7. Build Strong Partnerships and Maintain Community Engagement:

    1. Strengthen relationships with local organizations, schools, government agencies, and businesses. Collaborate on projects, share resources, and leverage the support of these partners to enhance the impact of the youth commission. These partnerships can lead to sponsorships for your youth commission’s initiatives, which will make funding your initiatives easier.

    2. Stay connected with the community by organizing and helping out at events, outreach programs, and initiatives that address local needs. Regularly assess community priorities to ensure the youth commission remains relevant and responsive.

  8. Celebrate Achievements:

    1. Recognize and celebrate the accomplishments of the youth commission. Acknowledge individual and collective achievements to boost morale and motivation. 

    2. Publicly highlight the positive impact the commission has on the community through the town websites and newsletters as well as local publications.

  9. Adapt to Changing Needs:

    1. Be flexible and adaptable to changing circumstances and needs. 

    2. Regularly reassess the goals and priorities of the youth commission in response to evolving community dynamics.

  10. Establish Sustainable Funding Sources:

    1. Identify and secure sustainable funding sources to support the activities and initiatives of the youth commission. This could involve partnerships with local businesses, grants, or fundraising efforts.

    2. Talk to your City Manager about your YC’s budget. Your City Manager will help you identify places of funding.

      1. However, in your first year as a YC, it is likely that you will not have any funding whatsoever from your jurisdiction. Therefore, securing sponsorships and fostering relationships will be even more crucial.

  11. Document Processes and Best Practices:

    1. Maintain thorough documentation of processes, best practices, and lessons learned. This documentation will be valuable for onboarding new members and ensuring continuity in leadership transitions.

      1. Reflect on your initiatives and add a post about each of your initiatives here: https://www.californiayouthcommissions.org/blog

        1. You can also email your blog reflections to rdalal@californiayouthcommissions.org 

    2. Revise your Charter as necessary.

      1. Here is an example: Hillsborough Youth Commission Charter 

    3. The Chair should create the Meeting Agenda multiple days before the meeting.

      1. Here is a template for a Meeting Agenda: HYC Meeting Agenda Template V3

      2. Here is an example of a Meeting Agenda: HYC Meeting Agenda 01222024 Final 

    4. Have a secretary who will record the Meeting Minutes (notes).

    5. Make sure you are continuing the success of your YC through a methodical application process at the end of each fiscal year (See “Best Practices on How to Best Create a Youth Commission,” Items 6 & 7).


By consistently implementing these strategies and remaining responsive to the needs of both the youth commission members and the community, you can increase the likelihood of maintaining a successful and enduring youth commission.