03/13/2017 Youth Commission Regular Meeting Adopted 04/10/2017CITY OF GILROY
MINUTES OF THE REGULAR
YOUTH COMMISSION MEETING
6:00 P.M.
Monday, March 13, 2017
CALL TO ORDER
The meeting was called to order at 6:10 p.m. by Vice Chair Sabharwal.
ROLL CALL & SECRETARY'S REPORT
Members Present: Drews (late), Fajardo, M. Plaza (late), O'Connor, Sabharwal, Apte, Lopez,
and A. Plaza (late)
Members Excused: Song
Members Absent: Carpenter and Athwal
Staff Present: Monica Sendejas and Adam Henig
Commissioners Drews and O'Connor reported they will be absent from the April 10, 2017
meeting as they will be performing in Russia.
APPROVAL OF THE MINUTES
Motion was made by Commissioner Apte to approve the minutes of the February 13, 2017
regular meeting as written. The motion was seconded by Commissioner Fajardo. The
motion carried unanimously with a 6-0-0 vote (Commissioners A. Plaza and M. Plaza not
present for this vote).
APPROVAL OF THE AGENDA
Motion was made by Commissioner Fajardo to approve the agenda for Monday, March 13,
2017. The motion was seconded by Commissioner Apte. The motion carried unanimously
with a 6-0-0 vote (Commissioners A. Plaza and M. Plaza not present for this vote).
A. College Application Workshop on April 22, 2017 — Commissioner O'Connor reported she
completed a draft of the flyer and sent it to Staff Kyles today. Commissioner O'Connor will
be having a planning meeting to finalize details for the event on April 14, 2017 at First Street
Coffee at 5:00pm. Commissioner O'Connor indicated the meeting should take 40 minutes to
one hour. The College Application Workshop will be at the Gilroy Senior Center Meeting
Room from 1:30 to 2:30pm. The room will be reserved from 1:00 to 3:00pm to provide
enough time for set-up and clean-up.
B. Scientist or Artist? on April 29, 2017 — Commissioner Lopez reported flyer is completed in
Spanish and English. She will send it to Staff Kyles and Sendejas for approval. They will not
be running the flyer through the school district as they plan to keep the event to 45-50 kids.
The event will be promoted on social media and flyer distribution at local places. The next
planning meeting is on Saturday, April 8 at 2:00pm at the Gilroy Library. Commissioner
Lopez will coordinate with Staff Kyles and/or Sendejas to make purchases of items for the
event.
C. Basketball Clinic on May 13, 2017 — Vice Chair Sabharwal has the flyer made and wants to
send it through the school district for flyer distribution. Staff Sendejas again reminded them
that the flyer MUST be approved by Director Maria De Leon prior to submission to the
school district and that if approved, the flyer would be submitted by staff, not the
commission for distribution. Vice Chair Sabharwal indicated he has reached on to Staff Brian
Hanes regarding the event, but hasn't heard back from Mr. Hames yet. Vice Chair
Sabharwal would like to purchase water and snacks with Staff Kyles and/or Sendejas at the
beginning of May for the event.
D. Social Media Project — Staff Monica Sendejas asked if the job posting had been put on
Instagram. It hasn't been done yet. Commissioner Lopez shared they are still having
difficulty receiving the access code for Instagram. Since the Commissioners have been trying
to access the Instagram account since November and still haven't been granted access, they
would like to close the current account, redirect members to a new account before closing it,
and open a new account. This will be on the agenda for a vote next month.
PUBLIC COMMENT
Recreation Manager Adam Henig introduced himself to the Youth Commission.
OLD BUSINESS
A. Debrief on the Pampered Princess Party, March 11, 2017 — Vice Chair Sabharwal shared
a text message that he received from Chair Carpenter regarding the event. He shared that
Chair Carpenter felt it was a very successful event with 16 volunteers and 125-150
participants. Chair Carpenter stated that they received a lot of compliments from the parents
and they were able to generate donations. In the course of discussion, the Commissioners
shared that this was a great event and they hope someone takes over the event so it can
continue next year. The Commissioners concurred with Chair Carpenter's feedback and also
expressed the areas for improvement were: provide a little more guidance for the volunteer
roles, have the volunteers rotate stations, replace nail polish products, perhaps expand the
event to include boys, and maybe provide snacks next time. The Commissioners suggested
that Chair Carpenter provide a materials list for next year.
B. Slack Project — All Commissioners are now using Slack. A mini training was conducted on
how to send messages through Slack. A new channel was opened called #Council for the
discussion surrounding the preparation of the presentation for City Council on May 15.
NEW BUSINESS
A. New Commissioner Paul Song - City Council has appointed Paul Song to the Youth
Commission. Commissioner Song was excused from the meeting due to a prior engagement.
Commissioner Song had a scheduled performance with the San Jose Orchestra.
Commissioner Song indicated in an email to staff that he will be at the April 10 meeting.
B. Presentation to City Council — The Gilroy Youth Commission is scheduled to deliver a
presentation to City Council on Monday, May 15, 2017. All Youth Commissioners should
plan to attend the May 15 meeting. Staff Sendejas showed a sample of a power -point
presentation for Council. The presentation should be 5 minutes long, no more than 5 slides
and should only have no more than one or two pictures on each slide (think less is more). The
presentation should speak to the priorities of and work completed by the Youth Commission
this past year. Commissioner Sabharwal will take the lead on building the script and slide
presentation. Commissioners Lopez, Apte and O'Connor would like to help build the script
and presentation. The Commissioners felt Chair Carpenter would want to present.
Commissioners Apte and Fajardo would like to be back-ups in case Chair Carpenter is unable
to present. The Commissioners will be prepared with their presentation at the next meeting.
The Commissioners were informed that the presentation must be reviewed and approved by
Recreation Director Maria De Leon prior to presentation to City Council.
AGENDA ITEMS FOR NEXT MEETING
Social Media — vote on closing current Instagram account and opening a new one
Practice Presentation for City Council
STAFF COMMENTS
None.
ADJOURNMENT
Vice Chair Sabharwal adjourned the meeting at 6:54 p.m.
FUTURE MEETING
The next regular meeting of the Youth Commission, will be held on Monday, April 10, 2017 at
6:00 p.m. in the Gilroy Senior Center Meeting Room.
Monica Sendejas, Recr ation Coordinator
City of Gilroy Youth Commission Advisor
Recording Secretary