11/20/2016 Youth Commission Special Meeting Adopted 12/12/2016CITY OF GILROY
MINUTES OF THE
YOUTH COMMISION RETREAT
9:00 A.M.
Sunday, November 20, 2016
CALL TO ORDER
The meeting was called to order at 9:15 a.m. by Chair Carpenter.
TEAM BUILDING ACTIVITY
Chair Carpenter led the Youth Commission in two team building activities.
ROLL CALL
Members Present: Carpenter, Drews, Fajardo, O'Connor, Sabharwal, M. Plaza, Apte, Athwal,
Martinez, A. Plaza, and Lopez
Members Absent: none
Staff Present: Monica Sendejas and Heather Kyles
PUBLIC COMMENT
None.
RETREAT BUSINESS
A. Team Goals and Expectations
The Commission developed and agreed to the following goals and expectations.
Expectations: Teamwork; effective communication; everyone does their part; positive
(optimistic) attitude; receiving staff support throughout the year; "teamwork makes dreams
work;" brainstorming more ideas; be punctual and present at all meetings
Goals: Make a positive impact on youth through well organized and executed events;
improve communication among the Commissioners and staff by agreeing on what works best
and if it's efficient; publicize events and Commission work through social media and
promotion so the community knows about them; have productive regular meetings and
committee outside meetings for events.
B. Finalize Senior Ball Planning
1. Decorations - Commissioners gave staff general direction for decorations (bubbles on
string, jellyfish), but the consensus was that the decorations would be chosen by staff
and put up by the commissioners. Set-up will be Friday, January 6 from 3:30 p.m. to
6:30 p.m. (Commissioners Drews and O'Connor will be late) and Saturday, January 7
at 2:30 p.m.
2. Photo Booth - will use the Wedding Tech company for 4 hours
3. Photography — Commissioners Fajardo and Lopez will bring their own camera and
Commissioner Athwal will use the Senior Center camera to take pictures throughout
the event.
4. Fundraisin¢ — All Commissioners took at least one letter to solicit a donation.
Commissioner Sabharwal will send out a sign-up on Google Does so that the
Commissioners can keep track of organizations being solicited so that requests are not
duplicated.
5. Publicity — Commissioners M. Plaza and Lopez will go the Gilroy Dispatch, Morgan
Hill Dispatch, Gilroy Life, and Out & About to get the event listed in the calendar
section. Advertisements placed will be free of charge by November 31, 2016.
6. Flyers and Tickets — The flyer was approved. "Raffle tickets will be available for $1
on the day of the event" needs to be added to the flyer. Active will be used for
registration for the Senior Ball. Tickets will still be available for those seniors who
want them. Registration will be capped at 100 people. If sales are below that, tickets
may be sold at the door.
7. Raffle Tickets — Each person will receive a raffle ticket at the door. Commissioners
Sabharwal, A. Plaza and Apte will sell addition raffle tickets throughout the night for
$1 each. The donation items secured will be raffled off at the event.
8. Food — Dishes will include chicken, seafood pasta, salad, bread rolls, and a dessert. A
question will be added to the registration to asking if the person wants chicken or fish.
Commissioner Carpenter will make cake pops for the event. Staff Heather Kyles will
rent the place ware for the event.
9. King & Once n — Throughout the night, Commissioners will give shells to those who
dance, come in costume and are participating. Commissioner Lopez volunteered to
bring the shells. To crown the King and Queen, the Commissioners will invite those
who received shells up and the "heads and tails coin game" will be played to choose
the King and Queen.
C. Planning: Set Event Goals, Timelines, Dates and Locations
1. Gilroy Holiday Parade on Saturday; Dec. 3, 2016 time TBD — Commissioners
Fajardo, Athwal, Apte, Sabharwal, Martinez, Lopez, Carpenter, O'Connor and Drews
committed to pulling Santa's Sleigh for the parade. Staff Monica Sendejas will
finalize the details with the Gilroy Downtown Association and send an email
reminder to the Commissioners regarding the event:
2. Breakfast with Santa on Saturday, Dec. 10, 2016 from 8:00 a.m. to 12:00 p.m. at the
Gilroy Senior Center — Commissioners Athwal, Carpenter, Sabharwal, Fajardo, Apte,
A. Plaza, Drews, Lopez and Martinez will work this event. Those who have cameras
will bring them. Commissioners will wear their Youth Commission denim shirt with
a red shirt underneath and black pants. Santa hats or reindeer ears are encouraged.
3. Pampered Princess Party on Saturday March 11 2017 from 10:00 a.m. to 2.00 p.m.
at the Gilroy Senior Center — Commissioner Carpenter will chair the committee.
Commissioners A. Plaza, Martinez and Lopez will work on the committee. The
Gilroy Senior Center is reserved from 7:00 a.m. to 3:00 p.m. on March 11, 2017
(extra time for set-up and clean-up). The first committee meeting will be on
Thursday, January 26, 2017 at 5:00 p.m. at Commissioner Carpenter's house.
4. College Application Workshop on Saturday, April 22, 2017 from 1:00 p.m. to 3:00
p.m. at the Gilroy Senior Center and Meeting Room — Commissioner O'Connor will
chair the committee. Commissioners Apte, M. Plaza, A. Plaza, Lopez, and Drews will
work on the committee. The Gilroy Senior Center and Meeting Room are reserved
from 2:00 p.m. to 4:00 p.m. for the event (extra time for set-up and clean-up). The
first committee meeting will be on Friday, January 27, 2016 at 5:00 p.m. at First
Street Coffee.
Scientist or Artist? On Saturday, April 29, 2017 from 10:00 a.m. to 2:00 P.m. at the
Gilroy Senior Center — Commissioner Lopez will chair the committee.
Commissioners Fajardo, Athwal, Apte, Sabharwal, Carpenter, Martinez, O'Connor
and Drews will work on the committee. The Gilroy Senior Center is reserved from
8:00 a.m. to 3:00 p.m. for the event (extra time for set-up and clean-up). The first
committee meeting will be on Saturday, January 28, 2017 at 5:00 p.m. at Starbucks
on First Street.
6. Basketball Clinic on Saturday, May 13, 2017 from 10:00 a.m. to 12:00 p.m. at San
Ysidro Park Basketball Courts — Commissioner Sabharwal will chair the committee.
Commissioners Apte, Athwal, and Fajardo will work on the committee.
Commissioner Sabharwal is recruiting members of the Christopher High School
Basketball Team to help with the clinic. Staff Heather Kyles will work with staff
Brian Haines to see if he would like to help with the clinic as Brian is trying to
increase programming at San Ysidro Park. The basketball courts at San Ysidro Park
have been reserved from 9:00 a.m. to 12:30 p.m. for the event (extra time for set-up
and clean -tip). The first committee meeting will be on Saturday, January 28, 2017 at
Starbucks on First Street following the "Scientist or Artist?" committee meeting.
7. City-wide Dances at the District — The Commissioners decided to hold off on
planning this at this time.
8. Social Media Project — tabled for the December regular meeting.
STAFF COMMENTS
Advisors Monica Sendejas and Heather Kyles recommended that the Youth Commission focus
on 3 or maybe 4 events and have the events be well planned and executed events, rather than
overcommitting the group.
ADJOURNMENT
Chair Carpenter adjourned the retreat at 1:04 p.m. Youth Commission pictures were taken
outside after the meeting adjourned.
FUTURE MEETING
The next regular meeting of the Youth Commission will be held on Monday, December 12, 2016
at 6:00 p.m. in the Gilroy Senior Center Meeting Room.
Monica Sendejas, R reation Coordinator
City of Gilroy Youth Commission Advisor
Recording Secretary