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01/08/2018 Youth Commission Regular Meeting Adopted 02/12/2018CITY OF GILROY MINUTES OF THE REGULAR YOUTH COMMISSION MEETING 6:00 P.M. Monday, January 8, 2018 CALL TO ORDER The meeting was called to order at 6:01 p.m. by Chair Sabharwal. ROLL CALL & SECRETARY'S REPORT Members Present: A. Apte (late), K. Apte (late), Athwal (left early), Chargin, Fajardo, Kolagotla (left early), Lopez Vega, Sabharwal, Sanchez Del Real and Song Members Excused: None Members Absent: None Staff Present: Monica Sendejas The agenda for the Youth Commission regular meeting was posted in the public notice cabinet at City Hall on Tuesday, January 2, 2018 at 2:20 p.m. The agenda and January Meeting Packet were distributed to Commissioners and posted to the City website on Tuesday, January 2, 2018 at 2:26 p.m. APPROVAL OF THE MINUTES Motion was made by Commissioner Chargin to approve the minutes of the December 11, 2017 regular meeting as written. The motion was seconded by Commissioner Athwal. The motion carried unanimously with an 8-0-0 vote (Commissioners A. Apte and K. Apte were not present for this vote). APPROVAL OF THE AGENDA Motion was made by Commissioner Song to approve the agenda for Monday, January 8, 2018. The motion was seconded by Commissioner Athwal. The motion carried unanimously with an 8-0-0 vote (Commissioners A. Apte and K. Apte were not present for this vote). INTRODUCTIONS None. PUBLIC COMMENT None. OLD BUSINESS A. YAC Attack 2018 Workshop, Roundtable & Debate Proposal — Chair Sabharwal asked Commissioners to share what they had prepared for the YAC Attack Proposal. Commissioner Fajardo shared his idea for a Coffee and Conversation Roundtable or Debate. After some dialog, the Commissioners agreed they would submit a proposal for a debate for 30 seats with a hosted hot cocoa bar. The topic for debate would be "should mental health services should be offered in schools". The debate would follow the Socrates system. For the next meeting, the Commissioners agreed each person would come with two prepared questions that could be debated. The questions would be compiled so that if the conversation slowed during the YAC Attack session, then another question could be asked and debated. Commissioner Fajardo will take the lead on preparing the proposal form and will send it to Staff Sendejas. Since the proposal isn't due until February 23, 2018, the Commissioners felt it would be best to practice the debate at the next meeting and then finalize any changes to the proposal, if needed. A motion was made by Commissioner Fajardo to table the vote on the submission of the proposal until the next meeting. The motion was seconded by Commissioner Chargin. The motion carried unanimously with a 10-0-0 vote. B. YAC Attack 2018 Attendees on Saturday, March 10, 2018 Cupertino — Staff Sendejas shared she had received the link to register Commissioners for the YAC Attack Conference on Saturday, March 10, 2018 from 8:30am to 4:00pm in Cupertino. The city will provide transportation for the Commissioners and we would probably leave at 7:00am and may not be back in Gilroy until 5:00 or 5:30pm. Staff Sendejas said that we would be voting on who could attend the conference, and that once Commissioners committed to going to the event, if they were to back out then their absence would count as an unexcused absence since a registration fee will be paid for each Commissioner who is committing to attend. Some Commissioners wanted more time to confirm their schedules before committing to the event with a vote. Commissioners Athwal and A. Apte stated they will not be able to attend. Commissioners Sabharwal, Lopez Vega, Chargin, K. Apte, Kolagotla, and Fajardo indicated they would like to attend. Commissioners Song and Sanchez Del Real will know by the next meeting. A motion was made by Commissioner Kolagotla to table the vote on conference attendees until the next meeting. The motion was seconded by Commissioner Song. The motion carried unanimously with a 10-0-0 vote. C. Pampered Princess Party on April 14, 2018 — Commissioner Sanchez Del Real asked for updates on each sub -committee. Commissioner Kolagotla had reached out to Mariah Carpenter and shared the shopping list and tips that Mariah had given her. Staff Sendejas said she would bring the box of supplies left over from last year to the next meeting. a. Hair — Commissioner Kolagotla will email Staff Sendejas a supply list. b. Nails — Commissioner Lopez Vega will also provide a shopping list to Staff Sendejas. She felt her budget would be about $40, since nail polish is $1.99 at the location she knows. She asked that those Commissioners who have nail polish bring them to the next meeting so she would know how many bottles and what colors need to be purchased. c. Arts & Crafts — Commissioners K. Apte and Song agreed on the crowns and asked Staff Sendejas to go ahead and order them. They will need a budget of about $75. d. Photo Booth — Commissioners Chargin confirmed her father agreed to be the photographer for the event and will bring all of his equipment. He will be able to provide digital images of the shots taken that day to Staff Sendejas so they can be posted on the Recreation Facebook page. Commissioner Fajardo will ask his neighbor if he has props that can be borrowed for the participants to use for the pictures. Staff Sendejas will purchase the $18 castle backdrop banner for the event. e. Face Painting — Vice Chair Apte has recruited one volunteer. He does not need to purchase any supplies as we already have face painting supplies. Staff Sendejas suggested he have a poster board with 5-6 face painting options available for the participants to choose from on the day of the event. f. Publicity and Donations — Chair Sabharwal will work on getting snack donations and hair product donations from salons. Staff Sendejas will have flyers available at the next meeting for Chair Sabharwal to post at local businesses such as Starbucks, Jamba Juice, Nob Hills, etc. Commissioner Athwal will be helping with publicity and donations. g. Flyer — Staff Sendejas will update the flyer with the minor changes and bring copies to the next meeting. Staff Sendejas will place an ad in the Recreation Activity Guide and will promote the event on the Recreation Department social media outlets. Commissioner Lopez Vega will create a play list for the event of child -appropriate music. The Commissioners felt about $75 would be needed for decorations like balloons and table cloths. A motion was made by Vice Chair A. Apte to approve a budget of $300 for the Pampered Princess Party. The motion was seconded by Commissioner Sanchez Del Real. The motion carried unanimously with a 9-0-0 vote (Commissioner Kolagotla was not present for this vote). A motion was made by Vice Chair A. Apte to approve that any tips collected that day be donated to the City of Gilroy Recreation Department Scholarship Fund. The motion was seconded by Commissioner Fajardo. The motion carried unanimously with a 9-0-0 'vote (Commissioner Kolagotla was not present for this vote). D. Website Design Project Development — Vice Chair A. Apte reported that he doesn't have an update of the website since he did not receive any emails from Commissioners. He has been doing some minor modifications, but is awaiting the information from the Commissioners to continue building the website. Vice Chair A. Apte has reduced the number of tabs from ten to three to be job opportunities, volunteer opportunities and extra -curricular opportunities. Vice Chair Apte explained to the Commissioners what information he needs and that it should be sent to his city email address and he will copy and paste the information into the placeholders on the website. These are the topic areas that Commissioners have chosen to work on: a. Webmaster — Vice Chair Apte b. Web Apprentice, Job Etiquette and Interviewing Tips — Commissioner K. Apte c. Medical Field — Commissioners Fajardo and Athwal d. Arts — Commissioner Chargin e. Music & Extra -Curricular Activities — Commissioner Song f. Working with Youth — Commissioner Sanchez Del Real g. Sports — Commissioner Kolagotla h. Skill -related Tips and Trades — Chair Sabharwal i. Environment — Commissioner Lopez Vega NEW BUSINESS None COMMITTEE REPORTS A. GPAC — Vice Chair Apte reported the GPAC is scheduled to meet next month, according to the original schedule that was provided to him. AGENDA ITEMS FOR NEXT MEETING Practice the Proposal for YAC Attack YAC Attack Attendees Vote Pampered Princess Party with Sub -Committee reports Website Design Updates with Sub -Committee reports STAFF COMMENTS Staff Sendejas shared two informational items: • YES Conference flyer: the event will be held on Saturday, February 24, 2018 at Laney College. • YTRS High School Scholarship Award Application for 2018. Applications are due by Thursday, January 25, 2018. ADJOURNMENT A motion was made by Commissioner K. Apte to adjourn the meeting. The motion was seconded by Vice Chair A. Apte. The motion carried unanimously with an 5-0-0 vote (Commissioners Athwal and Kolagotla were not present for this vote). Chair Sabharwal adjourned the meeting at 7:22 p.m. FUTURE MEETING The next regular meeting of the Youth Commission will be held on Monday, February 12, 2018 at 6:00 p.m. in the Gilroy Senior Center Meeting Room. vll'1444-a W... 4t Monica Sendejas, Recrea ion Coordinator City of Gilroy Youth Commission Advisor Recording Secretary