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04/12/2021 Youth Commission Regular Agenda Packet CITY OF GILROY YOUTH COMMISSION REGULAR MEETING APRIL 12, 2021 6:00 p.m. Gilroy Senior Center 7371 Hanna Street Gilroy, CA 95020 AGENDA Page 1 of 3 PUBLIC PARTICIPATION IN THIS MEETING WILL BE LIMITED. THIS MEETING WILL BE CONDUCTED PURSUANT TO THE PROVISIONS OF THE GOVERNOR’S EXECUTIVE ORDER N-29-20 MEETING MATERIAL IS AVAILABLE ON THE CITY WEBSITE www.cityofgilroy.org. In order to minimize the spread of the COVID 19 virus, the City will be offering telephone and email options for public comments at this meeting. The public is encouraged to participate in this meeting by as follows: VIEW THE MEETING LIVE ON FACEBOOK https://www.facebook.com/GilroyCityHallMeetings PUBLIC COMMENTS WILL BE TAKEN ON AGENDA ITEMS BEFORE ACTION IS TAKEN BY THE YOUTH COMMISSION. COMMENTS MAY BE EMAILED PRIOR TO OR DURING THE MEETING TO MONICA GONZALEZ AT monica.gonzalez@cityofgilroy.org AND MUST BE RECEIVED BEFORE THE CHAIRPERSON OPENS PUBLIC COMMENT FOR THE ITEM. ADDITIONALLY, COMMENTS MAY BE MADE BY LEAVING A VOICE MESSAGE AT (408) 846-0266, PRIOR TO 5:00 P.M. April 12, 2021. IMPORTANT: identify the Agenda Item Number or PUBLIC COMMENT in the subject line of your email. The Clerk will read the first three minutes of each email into the public record. In compliance with the Americans with Disabilities Act, and Governors Order N -29- 20, the City will make reasonable arrangements to ensure accessibility to this meeting. If you need special assistance to participate in this meeting, please contact the City a minimum of 2 hours prior to the meeting at (408) 846 -0462. Materials related to an item on this agenda submitted to the City of Gilroy Youth Commission after distribution of the agenda packet are available for public inspection with the agenda packet in the Recreation Division at City Hall, 7351 Rosanna Street during normal business hours. These materials are also available with the agenda packet on the City website at www.cityofgilroy.org Page 2 of 3 I. CALL TO ORDER II. ROLL CALL III. SECRETARY'S REPORT IV. APPROVAL OF MINUTES A. March 8, 2021 V. APPROVAL OF AGENDA VI. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA VII. NEW BUSINESS VIII. OLD BUSINESS A. Youth Commission Recommendations for the Upcoming Two -year Budget Cycle. 1. Staff Report: Monica Gonzalez, Community Coordinator 2. Public Comment 3. Possible Action: Accept report and discuss recommendation for the CIty Council budget. B. 2021 Youth Commission's Annual Presentation to City Council 1. Staff Report: Monica Gonzalez, Community Coordinator 2. Public Comment 3. Possible Action: Accept report and discuss presentation to City Council on May 3, 2021. C. Social with Morgan Hill Youth Advisory Council (YAC) 1. Staff Report: Monica Gonzalez, Community Coordinator 2. Public Comment 3. Possible Action: Accept report and discuss meeting proposal. D. Planning of Commissioner-led Workshops for Young Gilroy Residents 1. Staff Report: Monica Gonzalez, Community Coordinator 2. Public Comment 3. Possible Action: Receive reports and comment for the continued planing of the Youth Commission virtual workshop. IX. AGENDA ITEMS FOR NEXT MEETING Page 3 of 3 X. STAFF COMMENTS XI. ADJOURNMENT CITY OF GILROY YOUTH COMMISSION REGULAR MEETING MARCH 8, 2021 6:00 p.m. Gilroy Senior Center 7371 Hanna Street Gilroy, CA 95020 MINUTES Page 1 of 4 I. CALL TO ORDER II. ROLL CALL Attendee Name Title Status Time Jacob Baker Commissioner Present Esmeralda Garcia Commissioner Present Alyssa Gonzalez Commissioner Present Winston James Commissioner Present Meyhar Kamrah Commissioner Present Al exis Kong Commissioner Present Joshua Martinez Commissioner Present Reet Padda Commissioner Present Augusta Schulte Vice Chair Present Yashila Suresh Commissioner Present Serena Ramirez Chair Present Attendee Name Title Status Arrived III. SECRETARY'S REPORT The Youth Commission agenda was posted online and in the City Hall kiosk on March 5, 2021 at 2:30 p.m. IV. APPROVAL OF MINUTES A. February 8, 2021 Commissioner Suresh motioned to approve the minutes. Vice-Chair Schulte seconded. Motion passed 11-0-0. V. APPROVAL OF AGENDA Commissioner James motioned to approve the agenda. Commissioner Kamrah seconded. Motion passed 11-0-0. VI. INTRODUCTIONS None. VII. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA 4.A Packet Pg. 4 Minutes Acceptance: Minutes of Mar 8, 2021 6:00 PM (APPROVAL OF MINUTES) Page 2 of 4 None. VIII. NEW BUSINESS A. Social with Morgan Hill Youth Advisory Council (YAC) Staff Gonzalez shared with the youth commission that the Morgan Hill Youth Advisory Council (YAC) is interested in planning a social with the Gilroy Youth Commission. They would like to have a virtual meeting on March 26 or April 23 from 4pm to 6 pm. Chair Ramirez shared that it would be a learning experience to meet with other youth advisory councils and that she learned a lot at their previous social. Chair Ramirez shared that March 26 would not work for the commissioners due to the planned youth conference. Commissioners agreed that April 23 would be a better date. Commissioner Baker, Garcia, Gonzalez, James, Kamrah, Kong, Padda, Suresh, and Ramirez confirmed their availability to attend. Commissioner Kamrah made the motion to approve the Social with Morgan Hill Youth Advisory Council (YAC) for April 23, 2021 from 4 to 6pm.Commissioner Martinez seconded the motion. Motion passed 11-0-0. IX. OLD BUSINESS A. Planning of Commissioner-led Workshops for Young Gilroy Residents 4.A Packet Pg. 5 Minutes Acceptance: Minutes of Mar 8, 2021 6:00 PM (APPROVAL OF MINUTES) Page 3 of 4 A virtual workshop will be held for the youth of Gilroy via Zoom on Friday, March 26, 2021 from 5:30 to 7:30 p.m. The following topics were discussed as part of the planning for the event: a. Committee Reports: i. Guest Speakers: Ramirez, Gonzalez and Kamrah have identified speakers for the event and confirmed their participation date and time. The commissioners will follow up with their identified speakers to finalize arrangements, provide them the final flyer, and program timeline. Each spea ker will be asked to present for 25 minutes. There will be 3 workshop breakout sessions with 3 sub-break out group per workshop topic. Commissioner Gonzalez shared that the South County Youth Task Force Coordinator (SCYTF), Sandra Cruz, reached out to the subcommittee with interest of collaborating on the event with SCYTF and their Race Equity and Youth Leadership Circle. Milton Reynolds, an expert consultant on the subject matter and the facilitator of the SCYTF Youth Circle, would be available to facilitate the diversity and inclusion workshop. The Commissioners were invited to attend the March 11th 3:15-5:15pm Youth Circle session to discuss the event with Milton and SCYTF. The Commissioners decided to collaborate with SCYTF, have Milton as one of their guest speakers, and to participate in the Youth Circle Session. ii. Marketing: Padda, James and Schulte are responsible for creating flyers and promotions. The registration information was provided by Staff Sendejas. Commissioner Padda will be sending the final bilingual flyer to the commissioners. Commissioners Padda and Schulte shared they have sent the flyers to MHUSD and GUSD for outreach, iii. Ice-Breakers/Fun Games: Suresh, Kong, Martinez, and Garcia have identified a number of games they can play in breakout sessions and as a larger group. They will be finalizing their 10 minute welcome ice breaker and 15 minute large group virtual Kahoot game to practice with commissioners. iv. Zoom Tech Guy: Baker is responsible for running the Zoom meeting and for managing the breakout sessions. Staff will set-up a Zoom account for the Youth Commission and send it to Baker. Commissioners decided it would be best to have a practice trial of the zoom event for logistics and planning. b. Chair Ramirez and Vice Chair Schulte will MC the event. c. A practice session will need to be held prior to the March workshop on March 18, 2021. Commissioner are still looking to have their event on March 26th and will confirm prior to the event based on registration numbers and commi ttee feedback if they will need to extend their event date. 4.A Packet Pg. 6 Minutes Acceptance: Minutes of Mar 8, 2021 6:00 PM (APPROVAL OF MINUTES) Page 4 of 4 d. Commissioners shared they would like to have virtual backgrounds to differentiate the commissioners from the virtual crowd. Their theme would be “Growth Mindset’ and commissioners will investi gate possible images to share with the Commission. X. AGENDA ITEMS FOR NEXT MEETING Vice-Chair Schulte would like to continue planning at the next meeting if the Virtual Workshop date changes due to registration or have a debrief report if unchanged. Chair Ramirez would like to discuss presentation to council. Commissioners would like further details about the social with Morgan Hill Youth Advisory Council. XI. STAFF COMMENTS Staff Gonzalez shared that the Santa Clara County Public Health Department has a survey for children and youth about the Children’s Outdoor Bill of Rights that the commissioners have been invited to participate by email. The Santa Clara County Office of Women’s Policy’s Girl Advisory Team (GAT) has a Strong Women Strong Girl virt ual conference series open to all ages and allies on March 17, 2021 5:00pm- 6:30pm and March 27, 2021 10:00am-12:15pm with guest speakers on hustle culture, mental health, self-care, and GAT graduation. Thirdly, there will be a Race Equity and Youth Leadership Circle session on March 11, 2021 from 3:15pm-5:15pm facilitated by Milton Reynolds with the South County Youth Task Force. Staff shared that commissioners were provided with the details by email. Staff shared she was proud and excited to see the commissioners committed to their community work. XII. ADJOURNMENT Commissioner Gonzalez motioned and Vice-Chair Schulte seconded the motion to adjourn the meeting at 7:08pm. Motion passed by 11 -0-0. Monica Gonzalez, Community Coordinator Youth Commission Advisor 4.A Packet Pg. 7 Minutes Acceptance: Minutes of Mar 8, 2021 6:00 PM (APPROVAL OF MINUTES) CITY OF GILROY YOUTH COMMISSION REGULAR MEETING FEBRUARY 8, 2021 6:00 p.m. Gilroy Senior Center 7371 Hanna Street Gilroy, CA 95020 MINUTES Page 1 of 4 I.CALL TO ORDER Chair Ramirez called the meeting to order at 6:05 p.m. II.ROLL CALL Attendee Name Title Status Jacob Baker Commissioner Present Esmeralda Garcia Commissioner Present Alyssa Gonzalez Commissioner Present Winston James Commissioner Present Meyhar Kamrah Commissioner Present Alexis Kong Commissioner Present Joshua Martinez Commissioner Absent Reet Padda Commissioner Present Augusta Schulte Vice Chair Present Yashila Suresh Commissioner Present Serena Ramirez Chair Present Attendee Name Ti tl e Stat us Arriv ed III.SECRETARY'S REPORT The Youth Commission agenda was posted online and in the City Hall kiosk on February 5, 2021 at 5:02 p.m. IV.APPROVAL OF MINUTES Vice Chair Schulte motioned to approve the minutes. Commissioner Baker seconded. Motion passed 10-0-1. A.January 11, 2021 4.A Packet Pg. 5 Minutes Acceptance: Minutes of Feb 8, 2021 6:00 PM (APPROVAL OF MINUTES)4.A Packet Pg. 8 Minutes Acceptance: Minutes of Mar 8, 2021 6:00 PM (APPROVAL OF MINUTES) Page 2 of 4 RESULT:ACCEPTED V.APPROVAL OF AGENDA Commissioner James motioned to approve the agenda. Commissioner Suresh seconded. Motion passed 10-0-1 VI.PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA None. VII.NEW BUSINESS A.Youth Commission Recommendations for the Upcoming Two-year Budget Cycle. Staff Gonzalez shared with the youth commission that the council is seeking input from city commissions and boards as part of the upcoming two year budget cycle. Commissioners discussed their recommendations for what they would like the council to consider when budgeting. Commissioner Kamrah shared that she would like the council to prioritize supporting Gilroy unified school district, support to bridge digital divide, investing in WiFi hotspots and supporting Gavilan College. Commissioner Padda suggested prioritizing food and technology services for community. Vice Chair Schulte suggested funding to support Youth Commission projects and supporting Gilroy Unified School District, particularly with facilities. Commissioner Padda added that she would like for council to prioritize supporting families by supporting Gilroy Library partnership. Chair Ramirez reinforced agreement with the commissioners while prioritizing Gilroy Library and Gilroy Unified School District. B.2021 Youth Commission's Selection of Meeting Date for Annual Presentation to City Council Commissioners received the report and discussed the proposed meeting date of May 3, 2021 to present to City Council. Staff Gonzalez shared that typically the commission Chair presents and all commissioners are present to support. Commissioner Baker suggested for commissioners to confirm commissioners do not have any exams that date. Commissioner Schulte shared that there is an AP Government exam in the morning but it will not conflict with evening council meeting. Commissioners roll called vote. Motion passed 10-0-1. VIII.OLD BUSINESS A.Planning of Commissioner-led Workshops for Young Gilroy Residents 4.A Packet Pg. 6 Minutes Acceptance: Minutes of Feb 8, 2021 6:00 PM (APPROVAL OF MINUTES)4.A Packet Pg. 9 Minutes Acceptance: Minutes of Mar 8, 2021 6:00 PM (APPROVAL OF MINUTES) Page 3 of 4 A virtual workshop will be held for the youth of Gilroy via Zoom on Friday, March 26, 2021 from 5:30 to 7:30 p.m. The following topics were discussed as part of the planning for the event: a.Committee Reports: i.Guest Speakers: Ramirez, Gonzalez and Kamrah have identified speakers for the event and confirmed their participation date and time. The commissioners will follow up with their identified speakers to finalize arrangements, provide them the final flyer, and program timeline. Each speaker will be asked to present for 25 minutes. There will be 3 workshop break out sessions with 3 sub-break out group per workshop topic. ii.Marketing: Padda, James and Schulte are responsible for creating flyers and promotions. The registration information was provided by Staff Sendejas. Commissioner Padda will be sending the final flyer to the commissioners. Staff Gonzalez reminded the commissioners that outreach will be most successful if supported by the entire commission. iii.Ice-Breakers/Fun Games: Suresh, Kong, Martinez, and Garcia have identified a number of games they can play in breakout sessions and as a larger group. They will be finalizing their 10 minute welcome ice breaker and 15 minute large group virtual game to practice. iv.Zoom Tech Guy: Baker is responsible for running the Zoom meeting and for managing the breakout sessions. Staff will set-up a Zoom account for the Youth Commission and send it to Baker. Baker will need to practice with Staff Gonzalez on how to run the breakout rooms and manage letting people into the workshop. Baker shared that he will be randomly assigning groups for the 3 break out groups per 3 break out sessions. b.Chair Ramirez and Vice Chair Schulte will MC the event. c.A practice session will need to be held prior to the March workshop. Commissioner are still looking to have their event on March 6th and will confirm at their next meeting based on registration numbers and committee feedback if they will need to extend their event date. IX.AGENDA ITEMS FOR NEXT MEETING Chair Ramirez would like to continue planning the Virtual Workshop old business at the next commission meeting. X.STAFF COMMENTS Staff Gonzalez commended the commissioners on a great job working together to plan their virtual workshop. Gonzalez shared that the success of the commissioner's projects and events will depend on their commitment, collaboration, initiative and support. Staff Gonzalez reminded 4.A Packet Pg. 7 Minutes Acceptance: Minutes of Feb 8, 2021 6:00 PM (APPROVAL OF MINUTES)4.A Packet Pg. 10 Minutes Acceptance: Minutes of Mar 8, 2021 6:00 PM (APPROVAL OF MINUTES) Page 4 of 4 commissioners that she sent an email to Commissioners with an opportunity to engage in a virtual workshop hosted by Santa Clara County Public Health during their President's Day school break. This was shared as an opportunity to grow, network, learn and be inspired for their own commission events. Staff Gonzalez reminded commissioners that their next meeting is March 8, 2021 at 6pm. XI.ADJOURNMENT Commissioner Padda motioned and Commissioner Gonzalez seconded the motion to adjourn the meeting at 7:37pm. Motion passed by 9-0-2. Monica Sendejas, Recording Secretary Youth Commission Advisor 4.A Packet Pg. 8 Minutes Acceptance: Minutes of Feb 8, 2021 6:00 PM (APPROVAL OF MINUTES)4.A Packet Pg. 11 Minutes Acceptance: Minutes of Mar 8, 2021 6:00 PM (APPROVAL OF MINUTES) YOUTH COMMISSION STAFF REPORT Agenda Item Title: Youth Commission Recommendations for the Upcoming Two -year Budget Cycle. Meeting Date: April 12, 2021 Submitted By: Adam Henig Prepared By: Monica Gonzalez Recommendation: Accept report and discuss recommendation for the CIty Council budget. Executive Summary For the City’s upcoming two-year budget cycle, council is seeking input from city commission and boards. This is an opportunity to provide input from each commission as what they would like Council to consider for the budget. All items should be commission related. Recommendations will be submitted to Council. The Youth Commission is requested to provide further direction and detail to staff about their recommendations to Council for the next budget cycle. Attachments: 1. Advisory Board Input Letter (2) 8.A Packet Pg. 12 To: Youth Commission From: Carina Baksa, Finance Manager – Budget Division Re: Gilroy Fiscal Year Budget Process 2022 and 2023 Date: February 2, 2021 City staff is seeking input of City advisory bodies in the budget development for Fiscal Years 2021-22 (FY22) and Fiscal Years 2022-23 (FY23). As an advisory body of the City of Gilroy, you are invited to participate in the process and provide input on what you would like Council to consider in the upcoming budget cycle. There are no guarantees that any requests will be adopted, some requests may be included by staff into the staff recommended budget, but all comments will be compiled, and Council will see all requests in the staff report and potentially the budget book itself. Requests should link to one or more of the following, if your request requires funding, please include an estimate of the cost to accomplish the request: o Any commission/committee work plan that has been established; o Any master plan that the commission/committee works under; or o Any Council Strategic Plan Goal Comments and request should be issued by the board collectively, not each individual member. An action to approve the recommendations is advisable. All requests are due no later than your March 2021 meeting. 8.A.a Packet Pg. 13 Attachment: Advisory Board Input Letter (2) (3277 : Youth Commission Recommendations for the Upcoming Two-year Budget Cycle.) YOUTH COMMISSION STAFF REPORT Agenda Item Title: 2021 Youth Commission's Annual Presentation to City Council Meeting Date: April 12, 2021 Submitted By: Adam Henig Prepared By: Monica Gonzalez Recommendation: Accept report and discuss presentation to City Council on May 3, 2021. Executive Summary Each year, commissions are asked to present to city council. Due to the pandemic, commissions did not present in 2020. However, Council would like to resume this annual practice. The purpose of the presentation is to highlight the commission’s accomplishments of the year, and any work plan items that are currently being worked on. The presentation is delivered by the commission chair. The Youth Commission is schedule to present Monday, May 3, 2021 at the Gil roy City Council meeting at 6pm through Zoom. Commissioners will discuss what they would like to present. 8.B Packet Pg. 14 YOUTH COMMISSION STAFF REPORT Agenda Item Title: Social with Morgan Hill Youth Advisory Council (YAC) Meeting Date: April 12, 2021 Submitted By: Adam Henig Prepared By: Monica Gonzalez Recommendation: Accept report and discuss meeting proposal. Executive Summary The City of Morgan Hill Youth Advisory Council (YAC) would like to meet with the City of Gilroy Youth Commission for a virtual social networking meeting. Both groups have confirmed the social event for April 23, 2021 from 4 -6pm. The Youth Commission Chair and Vice-chair have supported the planning with Morgan Hill Youth Advisory Council. The commission will discuss the social and confirm attendance. 8.C Packet Pg. 15 YOUTH COMMISSION STAFF REPORT Agenda Item Title: Planning of Commissioner-led Workshops for Young Gilroy Residents Meeting Date: April 12, 2021 Submitted By: Adam Henig Prepared By: Monica Gonzalez Recommendation: Receive reports and comment for the continued planing of the Youth Commission virtual workshop. Executive Summary The Commissioners plan to host virtual workshops that focus on mental health, teen vaping and drinking, and diversity and inclusion for youth an d teens in the Gilroy community. Four committee work groups were created for guest speakers, marketing, ice breaker activities, and technology. Chair Ramirez, Commissioners Gonzalez and Meyhar are responsible for securing guest speakers for the event. Commissioners Padda, James, and Schulte will be responsible for creating flyers, promotion and recruitment. Commissioners Suresh, Kong, Martinez and Garcia will be in charge of ice breaker and game activities. Commissioner Baker will be responsible for technology logistics and management. Staff will support with registration platform, agenda proposal, and support for the youth commissioners. The commission voted to partner with South County Youth Task Force for their first youth-led virtual workshop conference. Due to lack of registration for March 26 event, the event was cancelled and the commission will determine a new event date. The committee work groups will report on progress, decide on their next committee meeting dates, and all commissioners will continue planning discussion. 8.D Packet Pg. 16