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11/12/2018 Youth Commission Regular Meeting Adopted 12/10/2018CITY OF GILROY MINUTES OF THE REGULAR YOUTH COMMISSION MEETING AND ANNUAL RETREAT 6:00 P.M. Monday, November 12, 2018 CALL TO ORDER The regular meeting of the Youth Commission was called to order by Chair Akash Sabharwal at 6:01 p.m. FLAG SALUTE SECRETARY'S REPORT The meeting packet was posted on the City's website on Wednesday, November 7, 2018 at 11:47 a.m. and the agenda was posted in the Public Notice Cabinet on Wednesday, November 7, 2018 at 11:28 a.m. 1T27Yw�\wN Members Present: Commissioner Bryan Alonso, Commissioner Kenneth Apte, Commissioner Bettye Chargin, Vice Chair Justin Fajardo, Commissioner Senna Kolagotla, Commissioner Edwin Lopez, Chair Akash Sabharwal, Commissioner Vikash Sabharwal, Commissioner Paul Song and Commissioner Jane Tovar Members Excused: Commissioner Elizabeth Van Sambeek Members Absent: None Staff Present: Monica Sendejas and Vince Bautista APPROVAL OF THE MINUTES Motion was made by Commissioner Kolagotla to approve the minutes of October 8, 2018 regular meeting as written. The motion was seconded by Commissioner Chargin. The motion carried with a 10-0-1 vote (Absent: Commissioner Van Sambeek). APPROVAL OF THE AGENDA Motion was made by Commissioner Song to approve the agenda for Monday, November 12, 2018. The motion was seconded by Commissioner Kolagotla. The motion carried with a 10-0-1 vote (Absent: Commissioner Van Sambeek). INTRODUCTIONS None. AWARDS/RECOGNITIONS None. PUBLIC COMMENT None. NEW BUSINESS A. Plan of Events for the Year a. Pampered Princess Party — Chair Sabharwal led the discussion of the planning of events for the year. The Pampered Princess Party will take place on March 2, 2019 from 9:30 to 11:30 a.m. Previous individual roles and experience were explained from current commissioners. Chair Sabharwal led the way by asking each commissioner to volunteer to their interested section. At the next meeting, each section will present their budget request for the event. 1. Chair — Commissioner Kolagotla will take the lead and oversee all assigned groups and volunteers. 2. Hair — Commissioner Tovar will be in charge of recruiting six (6) to ten (10) volunteers for hair. 3. Nails — Commissioner Kolagotla will also be in charge of nails. She is assigned to recruit approximately ten (10) volunteers. 4. Arts and Crafts — Commissioner Song and Commissioner Apte will oversee all arts and crafts. Supplies discussed for arts and crafts are two -hundred (200) crowns, color pages, stickers and jewels. Four (4) volunteers are needed for this group. 5. Photo Booth — Vice Chair Fajardo and Commissioner Chargin will be managing the photo booth. Both commissioners agreed to use the same frame as last year. 6. Face Painting — Commissioner Vikash Sabharwal will be in charge of face painting. Three (3) to four (4) volunteers are needed for this group. Commissioner Apte recommended in recruiting previous volunteers from GECA. 7. Music — Vice Chair Fajardo returns as the lead for music. No volunteers are needed. 8. Publicity- Every Commissioner and Staff will provide outreach for this particular event. Social media, flyers to businesses and schools, activity guide and word of mouth. 9. Donations — Chair Sabharwal returns as the donations specialist. Last year, Chair Sabharwal was able to receive a donation from Costco ($50.00). 10. Flyer- Staff Bautista and recreation will manage the flyer and share with the Commission. 11. Hula- Staff and the Commission agree to bring back the Hula dancers. Staff will be inviting Hula to join the 2019 event. 12. Disney Store- Staff Bautista will connect with Ariana from Disney to see what the relationship will be like for the Pampered Princess Party. b. Holiday Parade — The Commissioners accepted the invitation to pull Santa's sleigh on Saturday, December 1, 2018. The Commissioners participated in this event last year as well. The Commissioners are excited to join the parade again. Vice Chair Fajardo and Chair Sabharwal are the points of contact that day. The Commissioners agreed to wear Santa hats, a sweatshirt (gray, white or black) and jeans. The Commissioners are meeting in the parking lot by the Chamber of Commerce. c. Breakfast with Santa — The Commissioners agreed to partake in the Breakfast with Santa Event on Saturday December 8, 2018. Last year, members of the Commission volunteered their time with arts and crafts and took pictures for the event. The Commission is deciding whether they will wear their Commission aprons. This is not a Commission sanctioned event (attendance is voluntary). d. Presentation to Council — The Commissioners will be presenting to City Council on Monday May 6, 2019. Chair Sabharwal explained the details of last year's presentation. Chair Sabharwal noted that last year the Chair and Vice Chair presented to Council with the support of the Commission in attendance. Staff Sendejas reported that the presentation should be five (5) minutes in length with five (5) slides to share on the Commission's events and projects of the year. The Council meeting will begin at 6:OOpm. Staff Sendejas asked the Commissioners to save the date as all Commissioners should attend on May 6. e. 2019 Gilroy Youth Commission Goals — The Commissioners worked together to come up with the 2019 goals. Vice Chair Fajardo took the stand as the writer and messenger. The Commissioners stated "for the 2019 year, the Gilroy Youth Commission strives to launch the informational G-YO website, hold the annual Pampered Princess Party, host a collaborative social with other youth commission and prepare a presentation for City Council." B. Bike to the Future — Staff Bautista reported details on the Bike to the Future Event that will take place on Saturday April 27, 2019. Staff Bautista was contacted by Colleen McCamy to ask the Commission if they would be interested in participating and spreading the word about this scholarship competition. Bike to the Future is a scholarship competition that provides high school students an opportunity to participate in clean transportation design, electrification, environmental innovation, and hands-on engineering as teams are given a $1,000 budget construct an electric bike from scratch and compete with the chance to win $16,000 in scholarship awards. After discussion, the Commission agreed to help publicized this event and not participate in the design of the bike. A motion was made by Commissioner Kolagotla to not participate in this event on Saturday April 27, 2019. The motion was seconded by Chair Sabharwal. The motion carried with a 10-0-1 vote (Absent: Commissioner Van Sambeek). C. Youth Commission Apparel — Chair Sabharwal reported on the Youth Commission Apparel and requested the current status amount of the 801 Account expense. Staff Bautista reported the current budget of approximately $5,000. After further discussion, the Commission agreed to purchase the grey 1/ zip sweatshirt for the new 2018 Commissioners. Chair Sabharwal stated that this will save expenditures. A motion was made by Vice Chair Fajardo to purchase sweatshirts for the new Commissioners. The motion was seconded by Commissioner Chargin. The motion carried with a 10-0-1 vote (Absent: Commissioner Van Sambeek). D. Select GPAC Youth Commission Representative — Staff Sendejas reported the status of GPAC. Currently, GPAC stands as hiatus. The Youth Commission Representative needs to be able to serve on GPAC for a two year term. Commissioner Vikash Sabharwal volunteered to represent the Youth Commission. A motion was made by Vice Chair Fajardo to appoint Commissioner Vikash Sabharwal. The motion was seconded by Commissioner Song. The motion carried with a 10-0-1 vote (Absent: Commissioner Van Sambeek). E. Review Attendance Policy — Staff Bautista led the discussion on the Attendance Policy. Staff Bautista share copies of the City of Gilroy Policy Governing Board, Commission and Committee Attendance and Frequently Asked Questions form that were provided by the City Clerk for review with the Commissions. The Commission was reminded of the three (3) absences rule. Two (2) are excused and one (1) being an emergency. The Commissioners had no questions or comments. OLD BUSINESS A. Website — Commissioner Apte gave an update on the website. Pictures, links and descriptions have been added to the webpage. Commissioner Apte reported that the name Gilroy Youth Opportunities (www.g-yo.com), pronounced G-YO, will be the domain name. The previous domain name chosen by the Youth Commission (GYO) was not available. There was also discussion on how to promote the website once finalized. Commissioner Chargin will take the lead in creating a flyer for marketing. Staff Sendejas will send Commissioner Chargin the Gilroy Youth Commission logo for implementation to the flyer. A motion was made by Commissioner Apte for the website to go live and to pay for the subscription fees pending authorization from the City Clerk. The motion was seconded by Vice Chair Fajardo. The motion carried with a 10-0-1 vote (Absent: Commissioner Van Sambeek). B. Social with Morgan Hill and San Juan Bautista — Vice Chair Fajardo shared the discussed ideas for the social with the Youth Commissions from Morgan Hill and San Juan Bautista. The Commissioners decided to postpone the social for Friday November 16, 2018. Morgan Hill was unable to attend this week and San Juan Bautista hadn't confirmed yet. This will allow ample time to further discuss ideas and advance notices for both Morgan Hill and San Juan Bautista. The social is planned for 6:00 p.m. - 8:00 p.m. on Friday, January 25, 2019 at Wheeler Center. Staff Bautista will move forward with reserving the gym and multi -purpose room. There was further discussion about food and activities for the night. Human bowling and basketball are options. The Commission will host pizza for this event. This event will definitely be an opportunity to network and gain new methods and ideas for the Youth Commission to engage with their community. Vice Chair Fajardo will reach out to San Juan Bautista and Staff Sendejas will reach out to Morgan Hill to invite them to the social. AGENDA ITEMS FOR NEXT MEETING Pampered Princess Party and Disney relationship Social with Morgan Hill and San Juan Bautista Website — G-YO Youth Commission Apparel and Budgeting STAFF COMMENTS Staff Sendejas thanked the Commission for their time, dedication and effort. Staff Sendejas will be stepping down and handing the responsibilities to Staff Bautista. ADJOURNMENT A motion was made by Commissioner Apte to adjourn the meeting. The motion was seconded by Commissioner Chargin. The motion carried with a 10-0-1 vote (Absent: Commissioner Van Sambeek). 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, December 10, 2018 at 6:00 p.m. in the Gilroy Senior Center Meeting Room. Vince Bautista, Recreation Specialist City of Gilroy Youth Commission Advisor Recording Secretary