01/14/2019 Youth Commission Regular Meeting Adopted 02/11/2019CITY OF GILROY
MINUTES OF THE REGULAR
YOUTH COMMISSION MEETING
6:00 P.M.
Monday, January 14, 2019
CALL TO ORDER
The regular meeting of the Youth Commission was called to order by Chair Akash Sabharwal at
6:02 p.m.
FLAG SALUTE
SECRETARY'S REPORT
The amended meeting packet was posted on the City's website on Thursday, January 10, 2019 at
11:40 a.m. and the agenda was posted in the Public Notice Cabinet on Thursday, January 10,
2019, at 11:49 a.m.
ROLL CALL
Members Present: Chair Akash Sabharwal, Commissioner Bryan Alonso, Commissioner
Kenneth Apte, Commissioner Bettye Chargin, Commissioner Elizabeth Van Sambeek, Vice
Chair Justin Fajardo, Commissioner Senna Kolagotla, Commissioner Edwin Lopez,
Commissioner Vikash Sabharwal, Commissioner Paul Song and Commissioner Jane Tovar
Members Excused: None
Members Absent: None
Staff Present: Vince Bautista and Sandra Cruz
APPROVAL OF THE MINUTES
Motion was made by Commissioner Apte to approve the minutes of the December 10, 2018
regular meeting as written. The motion was seconded by Commissioner Kolagotla. The
motion carried with an 11-0-0 vote.
APPROVAL OF THE AGENDA
Motion was made by Commissioner Song to approve the agenda for Monday, January 14,
2019. The motion was seconded by Vice Chair Fajardo. The motion carried with an 11-0-0
vote.
INTRODUCTIONS
None.
AWARDS/RECOGNITIONS
None.
PUBLIC COMMENT
None.
NEW BUSINESS
A. City Council May Presentation — Staff Bautista attached copies to the January agenda
for the Commission to review last year's presentation to Council. The Commission
agreed to add updated pictures such as this year's Downtown Association Holiday
Parade, Breakfast with Santa and the Youth Commission Social with San Juan Bautista
and Morgan Hill. The Commission verbally agreed to update the presentation at the next
Youth Commission Meeting in February. Staff Bautista will bring a laptop for the
Commission to update their presentation.
OLD BUSINESS
A. Update on Pampered Princess Party — Commissioner Kolagotla, who is the Chair for
Pampered Princess Party led the discussion for the team event.
Hair — Commissioner Tovar recruited two (2) volunteers so far for the hair product
station. Commissioner Tovar suggested two (2) packs of glitter spray for $8.00 on
amazon. In addition, Commissioner Tovar requested around a hundred (100) flower
headbands for the hair station.
Nails — Commissioner Kolagotla and Commissioner Van Sambeek reported that ten (10)
volunteers were recruited for nails. Staff Bautista will check inventory from last year's
event on nail polish, nail polish remover, q-tips and cotton balls. Staff Bautista also
reported that nail polish and q-tips were donated for this year's event.
Arts and Crafts — Commissioner Song and Commissioner Apte recruited two (2)
volunteers and confirmed there involvement in the event. There are no other updates at
this time.
Photo Booth — Vice Chair Fajardo and Commissioner Chargin requested sticks from
Michaels to use for the photo booth.
Face Painting — Commissioner Vikash Sabharwal has no updates on face painting. Last
meeting, Commissioner Sabharwal mentioned he recruited two (2) volunteers to
volunteer for face painting.
Music — Commissioner Fajardo stated that there are no updates.
Publicity — Staff Bautista reported that he will be marketing the Pampered Princess Party
at schools, local stores and recreation buildings and through social media. In addition,
Staff Bautista will bring copies to the next meeting for every Commissioner to organize
outreach.
Donations — Chair Sabharwal indicated that he will be updating the Youth Commission
donation letter from the previous year. Once it's complete, Chair Sabharwal will provide
it to local businesses such as Costco or Nob Hill.
Welcome Committee/Snacks — Commissioner Lopez and Commissioner Alonso reported
that two volunteers confirmed for the event. Also, the Commission agreed to provide fruit
snacks and water for this year's event.
Entertainment — Staff Bautista confirmed that Jenny (Polynesian Dance Hula) group will
be performing at this year's Pampered Princess Party. One thing that the Commission
suggested was to move the performance to a later time (11:00 A.M.). Staff Bautista has
intentions of having Hula perform at an earlier time. Staff Bautista will be
communicating with Jenny to a later performance time.
Misc. Items — Commissioners recommended that the table clothes remain pink. Staff
Bautista will research center pieces for each table. In addition, the Commissions agreed
to not purchase balloons this year.
Gilroy Senior Center Map — Staff Bautista provided each Commissioner a Gilroy Senior
Center Map to better understand and visualize the event. Vice Chair Fajardo led off by
indicating that the lobby is where the Welcome Committee and volunteer check -in will
be. This led to the multi -use room with tables for nails (next to the kitchen), face paint,
arts and crafts, hair (by the pool table), snacks (following the restrooms) and Hula's
performance area. Staff Bautista will create a more detailed map of where activities and
assignments need to be.
B. Social with Morgan Hill and San Juan Bautista — Vice Chair Fajardo shared the Social
activities for the upcoming event at Wheeler Community Center. Copies of the schedule
were distributed to Commissioners in the agenda packet. The Commission will start off
with two (2) icebreakers to get the Commissions more familiar with one another.
Following the icebreakers will be rounds of human bowling. Commissioners will be able
to ride a four wheeled scooter. This will require two (2) Commissioners per scooter. One
Commissioner will sit on the scooter whereas the other Commissioner will push the
scooter. Next on the schedule will be food and networking. Pizza and water will be
provided by the Gilroy Youth Commission. After food will follow several games of
Dodgeball. Commissions will be split into two (2) separate teams. Lastly, the
Commissions will finish with desert and collaboration in the dance room. In conclusion,
the Commission will meet at 5:30 P.M. next Friday, January 25, 2019 for the Social.
AGENDA ITEMS FOR NEXT MEETING
Update on May Presentation to Council
Final update on Pampered Princess Party
Review Social with Morgan Hill and San Juan Bautista
May Presentation to Council
Budget requests for the next budget cycle
STAFF COMMENTS
Staff Bautista thanked Sandra Cruz for attending the 2019 January 14, 2019 meeting.
ADJOURNMENT
A motion was made by Commissioner Chargin to adjourn the meeting. The motion was
seconded by Vice Chair Fajardo. The motion carried with an 11-0-0 vote. Chair Sabharwal
adjourned the meeting at 6:28 P.M.
FUTURE MEETING
The next regular meeting of the Gilroy Youth Commission will be held on Monday, February 11,
2019 at 6:00 p.m. in the Gilroy Senior Center Meeting Room.
Vince Bautista, Recreation Specialist
City of Gilroy Youth Commission Advisor
Recording Secretary