10/09/2017 Youth Commission Regular Meeting Adopted 11/13/2017CITY OF GILROY
MINUTES OF THE REGULAR
YOUTH COMMISSION MEETING
6:00 P.M.
Monday, October 9, 2017
CALL TO ORDER
The meeting was called to order at 6:00 p.m. by Vice Chair Sabharwal.
ROLL CALL & SECRETARY'S REPORT
Members Present: A. Apte, K. Apte, Athwal, Chargin, Fajardo, Kolagotla (arrived at 6:05pm),
S abharwal, and Song
Members Excused: None
Members Absent: Lopez and Plaza
Staff Present: Monica Sendejas and Adam Henig
APPROVAL OF THE MINUTES
Motion was made by Commissioner A. Apte to approve the minutes of the September 11,
2017 regular meeting as written. The motion was seconded by Commissioner Fajardo.
Commissioner Kolagotla was absent for this vote). (Commissioner Kolagotla was absent for
this vote).
APPROVAL OF THE AGENDA
Motion was made by Commissioner Song to approve the agenda for Monday, October 9,
2017. The motion was seconded by Commissioner Chargin. The motion carried
unanimously with an 8-0-0 vote (Commissioner Kolagotla was absent for this vote).
INTRODUCTIONS
The newly appointed Commissioners were welcome and' the group did introductions, giving their
name, school, year in school and years of involvement with the Youth Commission.
Recreation Manager Adam Henig introduced himself.
COMMITTEE REPORTS
A. GPAC — Commissioner Apte gave an overview of GPAC and reported that no decisions
have been made to date by GPAC.
PUBLIC COMMENT
None.
OLD BUSINESS
A. Fundraising Efforts — Since Commissioner Plaza was absent and this was an item he was
reporting on, this agenda item was tabled for the next meeting.
B. Youth Commission Communication — Adam Henig reviewed the purpose of the Brown Act
and how it came into existence. There was dialog about appropriate methods of
communication between Commissioners. These were the recommended best practices that
were discussed in depth: 1) Commission business should never be discussed outside of a
public meeting, 2) if a Commissioner needs to get a message out to the entire Commission
(like a reminder of what time to be somewhere), the Commissioner needs to push this
message through Staff Sendejas, who in turn will send out an email to the rest of the
Commissioners, 3) sub -committees should not have more than three (3) Commissioners, and
4) text messaging, social media and Slack should not be used to conduct Youth Commission
business. Adam also shared the City Clerk had informed him recently that the City of Gilroy
is working on getting the Commissioners city email addresses. NEW BUSINESS
A. Election of Chair and Vice Chair of 2017-18 Youth Commission — A motion was made
by Commissioner Fajardo nominating Commissioner Sabharwal as Chair- for 2017-18.
The motion was seconded by Commissioner A. Apte. The motion carried unanimously
with a 9-0-0 vote.
B. Youth Commission Orientation — Staff Sendejas provided a brief orientation to the
Commissioners that included the bylaws, a summary of the Robert's Rules of Order, a
summary of the Brown Act, and City Council Meeting dates.
C. 2017-18 Meeting Calendar — The Youth Commission meets on the 2nd Monday of each
month from September through May at 6:00pm at the Gilroy Senior Center Meeting Room.
A motion was made by Commissioner Athwal to approve the 2017-18 Regular Meeting
Calendar. The motion was seconded by Commissioner K. Apte. The motion carried
unanimously with a 9-0-0 vote.
D. Annual Retreat Date - A motion was made by Commissioner Song to hold the Annual
Youth Commission Retreat on Friday, November 17, 2017 from 4:00 to 8:00pm at the
Gilroy Senior Center Meeting Room. The motion was seconded by Commissioner A.
Apte. The motion carried unanimously with a 9-0-0 vote.
E. Youth Commission Apparel — Although Commissioner Plaza was not present at the
meeting, the Commissioners decided they still wanted to have discussion regarding apparel
for the year. After discussion, it was decided that Staff Sendejas and Commissioner Athwal
would both obtain quotes to be presented at the next meeting for the following items: t-shirt
with silkscreen logo on left chest, polo shirt with embroidery on left chest, quarter (1 /4) zip
sweatshirt with embroidery and a quote with silkscreen. It was agreed upon that the shirt
colors are to be navy blue or charcoal. There is to be a ladies' cut option in the quote as well.
Because the Youth Commissioners don't wear the polo's very often, it was suggested that the
Commissioners could purchase four (4) polo shirts in the style the Youth Commission
already had for the new Commissioners. Staff Sendejas will get a quote for those four black
polo shirts. At the next meeting, the Commissioners will review the bids from Staff Sendejas
and from Commissioner Athwal and make their selections.
AGENDA ITEMS FOR NEXT MEETING
Socializing with Youth Commissions from other Cities
YAC Attack 2018
Vote on Fundraising Efforts'
Youth Commission Apparel
Safe Routes to School
STAFF COMMENTS
None.
ADJOURNMENT
A motion was made by Commissioner K. Apte to adjourn the meeting. The motion was
seconded by Commissioner Fajardo. The motion carried unanimously with a 9-0-0 vote.
Chair Sabharwal adjourned the meeting at 7:18 p.m.
FUTURE MEETING
The next regular meeting of the Youth Commission will be held on Monday, November 13, 2017
at 6:00 p.m. in the Gilroy Senior Center Meeting Room.
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Monica Sendejas, Rec eation Coordinator
City of Gilroy Youth Commission Advisor
Recording Secretary
Gilroy Youth Commission
Regular Business Meetings for 2017-2018
Meetings will be held at the Senior Center Meeting Room
every 2„ d Monday of the month at 6:00 p.m.
Monday, September 11, 2017
Monday, October 9,,2017
Monday, November 13, 2017
Monday, December 11, 2017
Monday, January 8, 2018
Monday, February 12, 2018
Monday, March 12, 2018
Monday, April 9, 2018
Monday, May, 14, 2018