02/13/2023 Youth Commission Regular Agenda Packet
February 13, 2023 | 6:00 PM Page 1 of 3 Youth Commission
Regular Meeting Agenda
CITY OF GILROY
YOUTH COMMISSION
REGULAR MEETING AGENDA
MONDAY, FEBRUARY 13, 2023 | 6:00 PM
GILROY SENIOR CENTER
7371 HANNA STREET
GILROY, CA 95020
Chair: Lavender Hwang Vice Chair: Winston James
Commissioners: James Dinh, Aiden Francis, Sophie Gong, Isaac Hwang, Alfred James, Ezequiel
Lopez, Alexis Nguyen, Jaimee Nguyen, Melanie Reynolds,
Staff Liaison: LeeAnn McPhillips, Assistant City Administrator, Administrative Services and Human
Resources Director / Risk Manager
In compliance with the Americans with Disabilities Act, the City will make
reasonable arrangements to ensure accessibility to this meeting. If you need
special assistance to participate in this meeting, please contact the Recreation
Division at least 72 hours prior to the meeting at (408) 846-0460 or
rec@cityofgilroy.org to help ensure that reasonable arrangements can be
made.
Materials related to an item on this agenda submitted to the City of Gilroy Youth Commission after distribution
of the agenda packet are available with the agenda packet on the City website at www.cityofgilroy.org subject
to Staff’s ability to post the documents before the meeting.
KNOW YOUR RIGHTS UNDER THE GILROY OPEN GOVERNMENT ORDINANCE
Government's duty is to serve the public, reaching its decisions in full view of the public.
Commissions, task forces, councils and other agencies of the City exist to conduct the
people's business. This ordinance assures that deliberations are conducted before the
people and that City operations are open to the people's review.
FOR MORE INFORMATION ON YOUR RIGHTS UNDER THE OPEN GOVERNMENT ORDINANCE, TO
RECEIVE A FREE COPY OF THE ORDINANCE OR TO REPORT A VIOLATION OF THE ORDINANCE,
CONTACT THE OPEN GOVERNMENT COMMISSION STAFF AT (408) 846-0204
PUBLIC COMMENT GUIDELINES:
During the PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA portion of the meeting, each
person wishing to speak should prepare a presentation of not more than three (3) minutes. Persons
wishing to address the Commission are requested, but not required, to complete a Speaker’s Card
at the entrances. Completion of this speaker’s card is voluntary. All persons may attend this
meeting and speak, regardless if a card is completed or not. Speaker’s slips should be submitted to
the Secretary BEFORE this meeting portion begins. Anyone wishing to address the Commission on
Youth Commission
Regular Meeting Agenda Page 2 of 3 February 13, 2023 | 6:00 PM
any other item on this AGENDA is requested, but not required, to fill out a speaker’s slip and
submit it to the Secretary BEFORE the Commission takes action on the item.
Materials related to an item on this agenda submitted to the City of Gilroy Youth Commission after
distribution of the agenda packet are available for public inspection with the agenda packet in the
Recreation Division at Senior Center, 7371 Hanna Street, during normal business hours. These
materials are also available with the agenda packet on the City website at www.cityofgilroy.org.
The agenda for this regular meeting is as follows:
1. CALL TO ORDER
2. FLAG SALUTE
3. ROLL CALL
4. SECRETARY'S REPORT
5. APPROVAL OF MINUTES
5.1. Monday, January 9, 2023
6. INTRODUCTIONS
6.1. Welcome LeeAnn McPhillips, Assistant City Administrator, Administrative
Services & Human Resources Director/Risk Manager
7. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA
8. NEW BUSINESS
8.1. Review the Youth Commission Bylaws
1. Staff Report: Adam Henig, Recreation Manager
2. Public Comment
3. Possible Action:
The Youth Commission to review and provide comment and propose edits to the
Youth Commission Bylaws.
8.2. Brainstorm Social Issues Affecting Youth and Teens In Gilroy
1. Staff Report: LeeAnn McPhillips, Assistant City Administrator, Administrative
Services and Human Resources Director / Risk Manager
2. Public Comment
3. Possible Action:
Discuss and develop a list of social issues affecting youth and teens in Gilroy,
and then select one for the Commission to begin focusing on.
Youth Commission
Regular Meeting Agenda Page 3 of 3 February 13, 2023 | 6:00 PM
9. OLD BUSINESS
9.1. Review of 2022-2023 Youth Commission Work Plan
1. Staff Report: Vince Bautista, Jr., Recreation Coordinator
2. Public Comment
3. Possible Action:
Receive and comment about the 2022-2023 Youth Commission Work Plan. Also,
the Commission should consider motioning to reschedule or table one of the
following events, Royal Red Carpet or OpportuniTEEN Fair.
10. COMMITTEE REPORTS
11. AGENDA ITEMS FOR NEXT MEETING
12. STAFF/COMMISSIONER COMMENTS
12.1. Commission Opportunities:
1. Training request
2. Budget request (see attachment)
3. City Board and Commission Manuel
4. Council Correspondence
13. ADJOURNMENT
FUTURE MEETINGS
The next regular meeting of the Youth Commission will be held Monday, March 12, 2023 at
6:00 pm in the Gilroy Senior Center, 7371 Hanna Street, Gilroy, CA 95020.
City of Gilroy
Youth Commission Meeting Minutes
1/9/2023 12:00:00 AM
1.CALL TO ORDER
The regular meeting of the Youth Commission was called to order by vice chair W. James
at 6:05 p.m.
2.FLAG SALUTE
Flag salute was led by vice chair W. James.
3.ROLL CALL
Attendance Attendee Name
Present Winston James, Youth Commissioner Vice Chair
James Dinh, Youth Commissioner
Aiden Francis, Youth Commissioner
Sophie Gong, Youth Commissioner
Isaac Hwang, Youth Commissioner
Alfred James, Youth Commissioner
Alexis Miller, Youth Commissioner
Absent Lavender Hwang, Youth Commissioner Chair
Ezequiel Lopez, Youth Commissioner
4.SECRETARY'S REPORT
The Youth Commission meeting packet and agenda was posted online and at the City Hall
kiosk on Friday, January 6, 2022 at 4:00 p.m.
5.APPROVAL OF MINUTES
5.1.December 12, 2022
RESULT:Pass
MOVER:Winston James, Youth Commissioner Vice Chair
SECONDER Alexis Miller, Youth Commissioner
AYES:Youth Commissioner Vice Chair James, Youth Commissioner Dinh, Youth
Commissioner Francis, Youth Commissioner Gong, Youth Commissioner
Hwang, Youth Commissioner James, Youth Commissioner Miller
ABSENT:Youth Commissioner Chair Hwang, Youth Commissioner Lopez
6.APPROVAL OF AGENDA
Monday, January 9, 2023
RESULT:Pass
MOVER:Sophie Gong, Youth Commissioner
SECONDER Isaac Hwang, Youth Commissioner
AYES:Youth Commissioner Vice Chair James, Youth Commissioner Dinh, Youth
Commissioner Francis, Youth Commissioner Gong, Youth Commissioner
Hwang, Youth Commissioner James, Youth Commissioner Miller
ABSENT:Youth Commissioner Chair Hwang, Youth Commissioner Lopez
Enactment No.: Resolution No. 202301
7.AWARDS/RECOGNITIONS
None.
8.INTRODUCTIONS
None.
9.PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA
No public comment.
10.NEW BUSINESS
No, new business items.
11.OLD BUSINESS
11.1.Updated 20222023 Youth Commission Work Plan.
Holiday Posada Event: Saturday, December 17, 2022
· Glows: A lot of youth, volunteers, different activities, loved the jingle bells,
letters to Santa, and face paint.
· Grows: Ornaments had to purchase more, snow small and messy, walking
up to the table. Need to from a line.
Kids Discovery Art: Saturday, April 29, 2023. Activities will include:
1. Face paint: Alexis
2. Bracelets: Sophie
3. Guided games: Isaac, James, Winston
Royal Red Carpet: Saturday/Sunday, April 1516 or Saturday, April 22, 2023,
(912pm) Activities will include:
1. Photo booth/back drop: Isaac
2. Games: James
a. Board games
b. JENGA
c. Corn hole
3. Nails: Sophie
4. Face paint: Alexis
5. Arts and crafts:
a. Crowns & stickers: Alfred
b. Wands: Aiden
c. Rings
· Decorations: Sophie, Lavender, and Aiden
· Flyer: Alexis
· Fundraising/Donations: Everyone
· Marketing: Everyone
OpportuniTEEN Fair: Saturday, May 13, 2023, (14pm)
Companies, vendors, and resources:
a. Library partnership: Isaac
b. Gilroy Gardens: Isaac
c. Kumon (tutoring):
d. Swimming swan
e. Old Navy
f. Gavilan
g. Outlets
h. Kaiser
i. Corda Valle
· Suggestion: More teen resources
· Flyer: James
Sponsorships:
· Michaels Winston
· Costco Isaac
· Target
· Hobby Lobby
· Johann’s
· Safeway
· Nob Hill
· Dollar Tree
12.COMMITTEE REPORTS NONE
None.
13.AGENDA ITEMS FOR NEXT MEETING
Updates on the Youth Commission Work Plan.
14.STAFF/COMMISSIONER COMMENTS
Staff Bautista gave an update on Youth Commission apparel from Cal Silk. The
commission is excited to receive their new apparel at the February meeting.
15.FUTURE MEETINGS
The next regular meeting of the Youth Commission will be held Monday, February 13,
2023 at the Gilroy Senior Center in Classroom 1, 7371 Hanna Street, Gilroy, CA
95020.
16.ADJOURNMENT
Vice chair W. James adjourned the meeting at 7:13 p.m.
Minutes completed by Vince Bautista, Jr., Secretary
Youth Commission Youth Commission Regular Meeting Minutes
January 9, 2023
Page 1 of 4
City of GilroyYouth Commission Meeting Minutes1/9/2023 12:00:00 AM1.CALL TO ORDERThe regular meeting of the Youth Commission was called to order by vice chair W. Jamesat 6:05 p.m.2.FLAG SALUTEFlag salute was led by vice chair W. James.3.ROLL CALL Attendance Attendee NamePresentWinston James, Youth Commissioner Vice ChairJames Dinh, Youth CommissionerAiden Francis, Youth CommissionerSophie Gong, Youth CommissionerIsaac Hwang, Youth CommissionerAlfred James, Youth CommissionerAlexis Miller, Youth CommissionerAbsentLavender Hwang, Youth Commissioner ChairEzequiel Lopez, Youth Commissioner4.SECRETARY'S REPORT The Youth Commission meeting packet and agenda was posted online and at the City Hallkiosk on Friday, January 6, 2022 at 4:00 p.m.5.APPROVAL OF MINUTES5.1.December 12, 2022RESULT:PassMOVER:Winston James, Youth Commissioner Vice ChairSECONDERAlexis Miller, Youth Commissioner
AYES:Youth Commissioner Vice Chair James, Youth Commissioner Dinh, Youth
Commissioner Francis, Youth Commissioner Gong, Youth Commissioner
Hwang, Youth Commissioner James, Youth Commissioner Miller
ABSENT:Youth Commissioner Chair Hwang, Youth Commissioner Lopez
6.APPROVAL OF AGENDA
Monday, January 9, 2023
RESULT:Pass
MOVER:Sophie Gong, Youth Commissioner
SECONDER Isaac Hwang, Youth Commissioner
AYES:Youth Commissioner Vice Chair James, Youth Commissioner Dinh, Youth
Commissioner Francis, Youth Commissioner Gong, Youth Commissioner
Hwang, Youth Commissioner James, Youth Commissioner Miller
ABSENT:Youth Commissioner Chair Hwang, Youth Commissioner Lopez
Enactment No.: Resolution No. 202301
7.AWARDS/RECOGNITIONS
None.
8.INTRODUCTIONS
None.
9.PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA
No public comment.
10.NEW BUSINESS
No, new business items.
11.OLD BUSINESS
11.1.Updated 20222023 Youth Commission Work Plan.
Holiday Posada Event: Saturday, December 17, 2022
· Glows: A lot of youth, volunteers, different activities, loved the jingle bells,
letters to Santa, and face paint.
· Grows: Ornaments had to purchase more, snow small and messy, walking
up to the table. Need to from a line.
Kids Discovery Art: Saturday, April 29, 2023. Activities will include:
1. Face paint: Alexis
2. Bracelets: Sophie
3. Guided games: Isaac, James, Winston
Royal Red Carpet: Saturday/Sunday, April 1516 or Saturday, April 22, 2023,
(912pm) Activities will include:
1. Photo booth/back drop: Isaac
2. Games: James
a. Board games
b. JENGA
c. Corn hole
3. Nails: Sophie
4. Face paint: Alexis
5. Arts and crafts:
a. Crowns & stickers: Alfred
b. Wands: Aiden
c. Rings
· Decorations: Sophie, Lavender, and Aiden
· Flyer: Alexis
· Fundraising/Donations: Everyone
· Marketing: Everyone
OpportuniTEEN Fair: Saturday, May 13, 2023, (14pm)
Companies, vendors, and resources:
a. Library partnership: Isaac
b. Gilroy Gardens: Isaac
c. Kumon (tutoring):
d. Swimming swan
e. Old Navy
f. Gavilan
g. Outlets
h. Kaiser
i. Corda Valle
· Suggestion: More teen resources
· Flyer: James
Sponsorships:
· Michaels Winston
· Costco Isaac
· Target
· Hobby Lobby
· Johann’s
· Safeway
· Nob Hill
· Dollar Tree
12.COMMITTEE REPORTS NONE
None.
13.AGENDA ITEMS FOR NEXT MEETING
Updates on the Youth Commission Work Plan.
14.STAFF/COMMISSIONER COMMENTS
Staff Bautista gave an update on Youth Commission apparel from Cal Silk. The
commission is excited to receive their new apparel at the February meeting.
15.FUTURE MEETINGS
The next regular meeting of the Youth Commission will be held Monday, February 13,
2023 at the Gilroy Senior Center in Classroom 1, 7371 Hanna Street, Gilroy, CA
95020.
16.ADJOURNMENT
Vice chair W. James adjourned the meeting at 7:13 p.m.
Minutes completed by Vince Bautista, Jr., Secretary
Youth Commission Youth Commission Regular Meeting Minutes
January 9, 2023
Page 2 of 4
City of GilroyYouth Commission Meeting Minutes1/9/2023 12:00:00 AM1.CALL TO ORDERThe regular meeting of the Youth Commission was called to order by vice chair W. Jamesat 6:05 p.m.2.FLAG SALUTEFlag salute was led by vice chair W. James.3.ROLL CALL Attendance Attendee NamePresentWinston James, Youth Commissioner Vice ChairJames Dinh, Youth CommissionerAiden Francis, Youth CommissionerSophie Gong, Youth CommissionerIsaac Hwang, Youth CommissionerAlfred James, Youth CommissionerAlexis Miller, Youth CommissionerAbsentLavender Hwang, Youth Commissioner ChairEzequiel Lopez, Youth Commissioner4.SECRETARY'S REPORT The Youth Commission meeting packet and agenda was posted online and at the City Hallkiosk on Friday, January 6, 2022 at 4:00 p.m.5.APPROVAL OF MINUTES5.1.December 12, 2022RESULT:PassMOVER:Winston James, Youth Commissioner Vice ChairSECONDERAlexis Miller, Youth CommissionerAYES:Youth Commissioner Vice Chair James, Youth Commissioner Dinh, YouthCommissioner Francis, Youth Commissioner Gong, Youth CommissionerHwang, Youth Commissioner James, Youth Commissioner MillerABSENT:Youth Commissioner Chair Hwang, Youth Commissioner Lopez6.APPROVAL OF AGENDAMonday, January 9, 2023RESULT:PassMOVER:Sophie Gong, Youth CommissionerSECONDERIsaac Hwang, Youth CommissionerAYES:Youth Commissioner Vice Chair James, Youth Commissioner Dinh, YouthCommissioner Francis, Youth Commissioner Gong, Youth CommissionerHwang, Youth Commissioner James, Youth Commissioner MillerABSENT:Youth Commissioner Chair Hwang, Youth Commissioner LopezEnactment No.: Resolution No. 2023017.AWARDS/RECOGNITIONSNone.8.INTRODUCTIONSNone.9.PUBLIC COMMENT ON ITEMS NOT ON THE AGENDANo public comment.10.NEW BUSINESSNo, new business items.11.OLD BUSINESS11.1.Updated 20222023 Youth Commission Work Plan.Holiday Posada Event: Saturday, December 17, 2022· Glows: A lot of youth, volunteers, different activities, loved the jingle bells,letters to Santa, and face paint.· Grows: Ornaments had to purchase more, snow small and messy, walkingup to the table. Need to from a line.Kids Discovery Art: Saturday, April 29, 2023. Activities will include:
1. Face paint: Alexis
2. Bracelets: Sophie
3. Guided games: Isaac, James, Winston
Royal Red Carpet: Saturday/Sunday, April 1516 or Saturday, April 22, 2023,
(912pm) Activities will include:
1. Photo booth/back drop: Isaac
2. Games: James
a. Board games
b. JENGA
c. Corn hole
3. Nails: Sophie
4. Face paint: Alexis
5. Arts and crafts:
a. Crowns & stickers: Alfred
b. Wands: Aiden
c. Rings
· Decorations: Sophie, Lavender, and Aiden
· Flyer: Alexis
· Fundraising/Donations: Everyone
· Marketing: Everyone
OpportuniTEEN Fair: Saturday, May 13, 2023, (14pm)
Companies, vendors, and resources:
a. Library partnership: Isaac
b. Gilroy Gardens: Isaac
c. Kumon (tutoring):
d. Swimming swan
e. Old Navy
f. Gavilan
g. Outlets
h. Kaiser
i. Corda Valle
· Suggestion: More teen resources
· Flyer: James
Sponsorships:
· Michaels Winston
· Costco Isaac
· Target
· Hobby Lobby
· Johann’s
· Safeway
· Nob Hill
· Dollar Tree
12.COMMITTEE REPORTS NONE
None.
13.AGENDA ITEMS FOR NEXT MEETING
Updates on the Youth Commission Work Plan.
14.STAFF/COMMISSIONER COMMENTS
Staff Bautista gave an update on Youth Commission apparel from Cal Silk. The
commission is excited to receive their new apparel at the February meeting.
15.FUTURE MEETINGS
The next regular meeting of the Youth Commission will be held Monday, February 13,
2023 at the Gilroy Senior Center in Classroom 1, 7371 Hanna Street, Gilroy, CA
95020.
16.ADJOURNMENT
Vice chair W. James adjourned the meeting at 7:13 p.m.
Minutes completed by Vince Bautista, Jr., Secretary
Youth Commission Youth Commission Regular Meeting Minutes
January 9, 2023
Page 3 of 4
City of GilroyYouth Commission Meeting Minutes1/9/2023 12:00:00 AM1.CALL TO ORDERThe regular meeting of the Youth Commission was called to order by vice chair W. Jamesat 6:05 p.m.2.FLAG SALUTEFlag salute was led by vice chair W. James.3.ROLL CALL Attendance Attendee NamePresentWinston James, Youth Commissioner Vice ChairJames Dinh, Youth CommissionerAiden Francis, Youth CommissionerSophie Gong, Youth CommissionerIsaac Hwang, Youth CommissionerAlfred James, Youth CommissionerAlexis Miller, Youth CommissionerAbsentLavender Hwang, Youth Commissioner ChairEzequiel Lopez, Youth Commissioner4.SECRETARY'S REPORT The Youth Commission meeting packet and agenda was posted online and at the City Hallkiosk on Friday, January 6, 2022 at 4:00 p.m.5.APPROVAL OF MINUTES5.1.December 12, 2022RESULT:PassMOVER:Winston James, Youth Commissioner Vice ChairSECONDERAlexis Miller, Youth CommissionerAYES:Youth Commissioner Vice Chair James, Youth Commissioner Dinh, YouthCommissioner Francis, Youth Commissioner Gong, Youth CommissionerHwang, Youth Commissioner James, Youth Commissioner MillerABSENT:Youth Commissioner Chair Hwang, Youth Commissioner Lopez6.APPROVAL OF AGENDAMonday, January 9, 2023RESULT:PassMOVER:Sophie Gong, Youth CommissionerSECONDERIsaac Hwang, Youth CommissionerAYES:Youth Commissioner Vice Chair James, Youth Commissioner Dinh, YouthCommissioner Francis, Youth Commissioner Gong, Youth CommissionerHwang, Youth Commissioner James, Youth Commissioner MillerABSENT:Youth Commissioner Chair Hwang, Youth Commissioner LopezEnactment No.: Resolution No. 2023017.AWARDS/RECOGNITIONSNone.8.INTRODUCTIONSNone.9.PUBLIC COMMENT ON ITEMS NOT ON THE AGENDANo public comment.10.NEW BUSINESSNo, new business items.11.OLD BUSINESS11.1.Updated 20222023 Youth Commission Work Plan.Holiday Posada Event: Saturday, December 17, 2022· Glows: A lot of youth, volunteers, different activities, loved the jingle bells,letters to Santa, and face paint.· Grows: Ornaments had to purchase more, snow small and messy, walkingup to the table. Need to from a line.Kids Discovery Art: Saturday, April 29, 2023. Activities will include:1. Face paint: Alexis2. Bracelets: Sophie3. Guided games: Isaac, James, WinstonRoyal Red Carpet: Saturday/Sunday, April 1516 or Saturday, April 22, 2023,(912pm) Activities will include:1. Photo booth/back drop: Isaac2. Games: Jamesa. Board gamesb. JENGAc. Corn hole3. Nails: Sophie4. Face paint: Alexis5. Arts and crafts:a. Crowns & stickers: Alfredb. Wands: Aidenc. Rings· Decorations: Sophie, Lavender, and Aiden· Flyer: Alexis· Fundraising/Donations: Everyone· Marketing: EveryoneOpportuniTEEN Fair: Saturday, May 13, 2023, (14pm)Companies, vendors, and resources:a. Library partnership: Isaacb. Gilroy Gardens: Isaacc. Kumon (tutoring):d. Swimming swane. Old Navyf. Gavilang. Outletsh. Kaiseri. Corda Valle· Suggestion: More teen resources· Flyer: JamesSponsorships: · Michaels Winston· Costco Isaac· Target· Hobby Lobby· Johann’s · Safeway· Nob Hill· Dollar Tree12.COMMITTEE REPORTS NONE
None.
13.AGENDA ITEMS FOR NEXT MEETING
Updates on the Youth Commission Work Plan.
14.STAFF/COMMISSIONER COMMENTS
Staff Bautista gave an update on Youth Commission apparel from Cal Silk. The
commission is excited to receive their new apparel at the February meeting.
15.FUTURE MEETINGS
The next regular meeting of the Youth Commission will be held Monday, February 13,
2023 at the Gilroy Senior Center in Classroom 1, 7371 Hanna Street, Gilroy, CA
95020.
16.ADJOURNMENT
Vice chair W. James adjourned the meeting at 7:13 p.m.
Minutes completed by Vince Bautista, Jr., Secretary
Youth Commission Youth Commission Regular Meeting Minutes
January 9, 2023
Page 4 of 4
City of Gilroy
Youth Commission
STAFF REPORT
Agenda Item Title:Review the Youth Commission Bylaws
Meeting Date:February 13, 2023
From:Adam Henig, Recreation Manager
RECOMMENDATION
Receive and comment on the Youth Commission Bylaws.
BACKGROUND
Staff is bringing the adopted bylaws to the Youth Commission (Commission) for review.
The Youth Commission Bylaws were adopted in 2010, over 12 years ago. The bylaws
are attached to this staff report. The bylaws need to be reviewed, and require updating
to ensure that the Commission is functioning optimally. The bylaws are intended to
provide additional guidance and structure for the Commission, particularly guidance on
how to conduct the business of the Commission, responsibilities for performance and
conduct of commissioners, and generally how the Commission is to function as a team.
The topics that are covered in the bylaws include, but are not limited to:
•The powers and duties of the Commission, which provides specifics about what
the Commission was created to do and what it is responsible for.
•The requirements of membership, which identifies qualifications required of
candidates that may serve on the Commission.
•The listing of the officers of the Commission, and how selection of those officers
are to be performed.
•The terms of the meetings, including the date and time of the meeting, the nature
of special meetings, requirements for reviewing the bylaws, and the
establishment of a Parks and Recreation Commissioner to serve as a liaison with
no voting powers.
•What constitutes a quorum for the Commission.
•The ability and conditions of setting up committees from the Commission
members.
•Attendance requirements to retain status as a member of the Commission.
•The process for making amendments to these bylaws.
Review the Youth Commission Bylaws.
City of Gilroy
Youth Commission Meeting Agenda Page 2 of 2 February 13, 2023
Some changes are required due to the out-of-date nature of the current bylaws. The
prime example is the Attendance Policy for City Boards, Commissions and Committees,
which was revised by the City Council through Resolution No. 2022-58 in August of
2022 (attached), and the bylaws must be amended to match that policy directive of the
City Council. Another is the liaison seat for the Parks and Recreation Commission, as
there is not currently assigned any such liaison assignment from the Parks and
Recreation Commission. As the bylaws are reviewed, additional changes may be
needed, or even desired by the Youth Commission.
Staff is recommending that the Youth Commission develop recommended edits to the
Bylaws, and incorporate the Council-adopted attendance policy. This endeavor will grant
the Commission the ability to guide and suggest policy going forward from a youth
perspective, with the exception of policy required from Council action like the attendance
policy.
Attachments:
1. Youth Commission Bylaws
1
Gilroy Youth Commission –adopted 10/14/2013
City of Gilroy
Youth Commission
BYLAWS
SECTION 1. Powers and Duties. The Youth Commission (Commission) shall be
advisory to the City Council (Council) and shall have the following powers and duties:
1. Provide Council advice from the youth of the Gilroy community.
2. Study problems, activities and concerns of the youth; hold forums on these problems, and
recommend community programs to the Council which the Commission finds necessary and/or
desirable.
3. Involve the youth of Gilroy in their community, and provide information about issues in
their city government which pertain to them.
4. Work with other City commissions and City Council in providing input on youth issues
in our community.
5. Annually determine the Commission’s goals and objectives and report these to the
Council.
SECTION 2. Membership.
1. Any person who lives in the Gilroy Unified School District and who will be between 13 –
19 years of age during the year following his or her appointment will be eligible for membership
on the Commission.
2. There will be eleven (11) members of the Commission. They shall be appointed by the
City Council of the City of Gilroy.
2a. Selection of the Commission’s founding members will be made by the City
Council upon recommendations made by the Parks & Recreation Commission.
The Parks and Recreation Commission shall review the list of applicants for Commission
positions, conduct interviews, and nominate a slate of candidates for appointment. The founding
nominating committee shall also provide a list of alternates in the case of a vacancy on the
Commission.
Commented [AH1]: This currently does not occur.
Commented [AH2]: This currently does not occur.
2
Gilroy Youth Commission –adopted 10/14/2013
3. Terms of appointments to the Commission shall commence in September of each year
and shall be for a term of two years. A commissioner will not serve more than three terms.
4. Vacancies on the Commission during the year shall be filled by City Council.
5. In appointing members of the Youth Commission, every effort will be made to
consciously consider ethnicity, gender, school grade, and geographical residence in an attempt to
more fully represent all segments of Gilroy’s youth population.
SECTION 3. Officers.
1. Annually, the Commission shall elect from its membership a Chairperson, Vice
Chairperson, Recording Secretary and Treasurer.
The Chairperson shall preside at all meetings of the Commission, and shall supervise the
efficient and responsible operation of the Commission.
The Vice Chairperson shall preside at Commission meetings in the absence of the Chairperson,
shall assume specific leadership responsibilities as determined by the Chairperson, and shall
assist the Chairperson in fulfilling his or her responsibilities as needed.
The Recording Secretary shall record all minutes of Commission meetings to present to the full
Commission for approval at the following regular meeting.
The Treasurer shall be responsible for maintaining the Youth Commission budget and reporting
on said budget balance at each regularly scheduled meeting.
SECTION 4. Meetings.
1. The Commission shall meet not less than once each month.
2. Each Commission meeting shall be open to the public and is subject to the Brown Act,
California Government Code Section 54950 et. seq. The Commission shall keep written minutes
of all meetings.
3. Special meetings may be called by the Commission provided at least three days’ notice is
given to all members and to the media, all in accordance with the Brown Act and City Charter
Section 904.
Commented [AH3]: These positions currently do not exist.
Commented [AH4]: This currently does not take place.
Commented [AH5]: Currently, the commission does not meet
during the summer months.
3
Gilroy Youth Commission –adopted 10/14/2013
4. The Commission shall publish an annual calendar, subject to change, indicating the
regularly scheduled meetings for the entire year.
5. The first meeting of each year shall be an orientation meeting that shall include outgoing
members of the Commission, and a review of the bylaws. The second meeting shall be an
extended meeting in which issues and concerns are identified, and planning for the year begins.
6. A Parks & Recreation Commissioner will serve as a liaison with no voting powers.
7. The outgoing chairperson may serve as an advisor to the Commission for one year with
no voting powers.
SECTION 5. Quorum.
1. A quorum is necessary at a Commission meeting for any action to be taken. A majority
of the Commission shall constitute a quorum.
2. In the event that there is no quorum, any discussions which are held by those assembled
shall be regarded as informal. No action may be taken.
SECTION 6. Committees.
1. Committees shall be formed, as needed, in relation to the responsibilities of the
Commission. As needs dictate, these may be standing committees that function throughout the
year, or task-oriented committees that function only until the task is completed.
2. Youth who satisfy the membership requirements for membership on the Commission but
who are not on the Commission may be appointed to any task-oriented committee by the
approval of the Commission.
3. The Commission may appoint representatives of the Youth Commission to serve as
liaisons to other policy bodies and groups of the City. Commission representatives shall report
out to the full Commission of the actions at said meetings.
SECTION 7. Attendance.
1. Commission members are expected to attend all meetings of the Commission.
2. Per City Council Resolution No. 2022-58, Attendance Policy for City Boards,
Commissions and Committees, a commissioner who is absent in a calendar year for more than
Commented [AH6]: This currently does not occur
Commented [AH7]: This currently does not occur.
Commented [AH8]: Policy updated to reflect 2022 resolution.
4
Gilroy Youth Commission –adopted 10/14/2013
33% of the total Regular Meetings scheduled to be held in that calendar year will be subject to
potential termination of membership from the Body, upon action of the City Council.
Whenever a member of the Commission has missed a combination of three regular Commission
meetings, special meetings, work meetings, or Commission sanctioned events without
permission of the Commission as expressed in its official minutes, his or her office shall become
vacant. Attendance records shall be kept and members shall be informed by letter when he or
she has reached two absences from regular meetings, special meetings, work meetings, or
Commission sanctioned events.
Absences will be deemed as excused and recorded in the Commission’s minutes only if the
Commission advisor or Chairperson is notified forty-eight (48) hours in advance of the meeting.
SECTION 8. Amendments.
1. Amendments to these bylaws may be initiated at any Commission meeting, to be voted
upon not sooner than the next regularly scheduled meeting.
2. Recommendation of any amendment shall require a two-thirds (2/3) vote of Commission
members.
3. These amendments must be submitted to the City Council.
4. Upon approval by the City Council, amendments shall take effect immediately, unless
otherwise stipulated in the amendment or by the City Council.
RESOLUTION 2022-58
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF GILROY AMENDING A POLICY GOVERNING BOARD,
COMMISSION AND COMMITTEE ATTENDANCE, AS
PREVIOUSLY ADOPTED BY RESOLUTION NO. 2018-41
WHEREAS, the City’s Boards, Commissions and Committees are established in order to
provide advice and recommendations to the City Council and City Administrator and play an
important role of providing broad representation of ideas into the processes of the City; and
WHEREAS, the City Council of the City of Gilroy wishes to establish attendance
standards for these Boards, Commissions and Committees and to create a systematic procedure for
reporting absences which applies to all members who are appointed by the City Council or City
Administrator; and
WHEREAS, the City Council of the City of Gilroy adopted Resolution 2018-41 that
approved a policy governing Board, Commission, and Committee attendance; and
WHEREAS, the City Council wish to amend the attendance policy for these Boards,
Commissions, and Committees.
NOW, THEREFORE, BE IT RESOLVED THAT
1. Resolution No. 2018-41 be rescinded in its entirety.
2. The City Council of the City of Gilroy adopts the attached policy governing Board,
Commission and Committee attendance, which is incorporated by this reference.
PASSED AND ADOPTED by the City Council of the City of Gilroy at a regular meeting
duly held on the 1st day of August, 2022 by the following roll call vote:
AYES: COUNCIL MEMBERS: BRACCO, HILTON, LEROE-MUÑOZ,
MARQUES, TOVAR, BLANKLEY
NOES: COUNCIL MEMBERS: ARMENDARIZ
ABSTAIN: COUNCIL MEMBERS: NONE
ABSENT: COUNCIL MEMBERS: NONE
APPROVED:
Marie Blankley, Mayor
ATTEST:
Thai Nam Pham, City Clerk
DocuSign Envelope ID: 24E14712-F39D-4025-B281-739C22DF1CEB
City of Gilroy
Policy Governing Board, Commission and Committee Attendance
BACKGROUND
The City of Gilroy’s Boards, Commissions and Committees are established in order to
provide advice and recommendations to the City Council and City Administrator, and in
the context of quasi-judicial Boards and Commissions such as the Planning Commission
and Building Board of Appeals, to make independent decisions and take administrative
actions. The Boards, Commissions and Committees of the City play an important role of
providing broad representation of ideas into the processes of the City.
The City Charter provides that, in additional to those Boards and Commissions
established by the City Charter, the Council may create by ordinance such advisory
boards and commissions as in its judgment are required, and may grant them such
powers and duties as are consistent with the provisions of the City Charter. In addition,
the Charter allows the Council by motion or the City Administrator with Council consent
to appoint temporary committees to render counsel and advice. The City Charter
describes that if a member absents themself from three consecutive regular meetings
without permission of such board or commission expressed in its official minutes, their
office shall become vacant.
PURPOSE AND APPLICATION
In addition to the Charter provision described above, this policy establishes attendance
standards for these Boards, Commissions and Committees for regular meetings and
creates a systematic procedure for reporting absences which applies to all Boards,
Commissions and Committees of the City whose members are appointed by the City
Council or City Administrator.
SECTIONS
I. Definitions
II. Absences
III. Reporting Absences
IV. Removal
SECTION I. DEFINITIONS
For the purposes of this Policy, the following definitions apply:
Body – City Boards, Commissions and Committees (including City-created task forces).
Member – An individual who has been appointed by the City Council or City Administrator
to a Body.
DocuSign Envelope ID: 24E14712-F39D-4025-B281-739C22DF1CEB
Absence – The failure of a Member to attend a scheduled meeting.
Regular Meeting – A routinely scheduled meeting of the body.
Staff Liaison – The City staff member responsible for the coordination of meetings of the
Body and facilitation of communications with the Members thereof.
SECTION II. ABSENCES
Each Member of a Body is expected to attend every Regular and special Meeting of the
Body.
Any Member who is absent in a calendar year for more than 33% of the total Regular
Meetings scheduled to be held in that calendar year will be subject to potential termination
of membership from the Body, upon action of the City Council. Where applying a 33%
calculation creates other than a whole number, normal number rounding to the nearest
whole number will be used.
SECTION III. REPORTING ABSENCES
Absences are to be reported through the Staff Liaison to the Body. Such reporting shall
be made by email, in person, or by phone, and shall be made no less than 72 hours
before a meeting if possible.
SECTION IV. REMOVAL
If a Member exceeds the number of allowed absences described in this policy, the City
Administrator shall report this fact to the City Council, which may decide in its discretion
that such absences warrant a declaration that the Member’s office shall become vacant.
DocuSign Envelope ID: 24E14712-F39D-4025-B281-739C22DF1CEB
CERTIFICATE OF THE CLERK
I, THAI NAM PHAM, City Clerk of the City of Gilroy, do hereby certify that the attached
Resolution No. 2022-58 is an original resolution, or true and correct copy of a city Resolution,
duly adopted by the Council of the City of Gilroy at a Regular Meeting of said held on Council
held Monday, August 1, 2022, at which meeting a quorum was present.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Official Seal of
the City of Gilroy this Monday, August 1, 2022.
Thai Nam Pham, CMC, CPMC
City Clerk of the City of Gilroy
Seal)
DocuSign Envelope ID: 24E14712-F39D-4025-B281-739C22DF1CEB
Page 1 of 1
City of Gilroy
Youth Commission
STAFF REPORT
Agenda Item Title:Brainstorm Social Issues Affecting Youth and Teens In
Gilroy
Meeting Date:February 13, 2023
From:LeeAnn McPhillips, Assistant City Administrator
Department:Administrative Services
RECOMMENDATION
Discuss and develop a list of social issues affecting youth and teens in Gilroy, and then
select one for the Commission to begin focusing on.
BACKGROUND
In addition to what the events the Youth Commission (Commission) currently works on,
the Commission is being asked to get involved in a community discussion about the
most important issue(s) that currently impacts youth and teens. These issues could
include, but not be limited to, mental health, the environment, school, drug use, or any
other issue that may present itself in the youth community. The Commission will then be
asked to identify one of these issues, the most pressing one, to begin developing an
approach to help address some aspect of the issue.
ANALYSIS
Commissioners will brainstorm potential topics and eventually narrow down this list to
what they believe is the single most pressing issue that affects Gilroy’s youth and teens
Eventually, Commissioners will study this issue and come up with a way at the local
government level to implement a policy that addresses it. For example, if they were to
select the environment, they could recommend to City Council that the City should ban
all Styrofoam takeout containers from all restaurants because of the impact it has on
water sources.
Page 1 of 2
City of Gilroy
Youth Commission
STAFF REPORT
Agenda Item Title:Review of 2022-2023 Youth Commission Work Plan
Meeting Date:February 13, 2023
From:Vince Bautista Jr., Recreation Coordinator
Department:Recreation
RECOMMENDATION
Receive and comment about the 2022-2023 Youth Commission Work Plan. Also, staff
recommends the Commission should consider motioning to reschedule or table one of
the following events, Royal Red Carpet or OpportuniTEEN Fair.
BACKGROUND
The Youth Commission adopted its 2022-2023 Work Plan on Monday, October 10, 2022.
The Work Plan is reviewed and updated at each meeting.
ANALYSIS
Here is the status update of the items still pending in the work plan.
•Kids Discover Art will be held on Saturday, April 29, 2023. Commissioners are
expected to face paint, lead arts and crafts, and games. Commissioners will assist
with set up and clean up. Commissioners should RSVP by Monday, April 10, 2023.
•Royal Red Carpet. Commissioners will provide an update on what they achieved
since the last meeting. Commissioners need to determine what else needs to be
completed to have a successful event.
•OpportuniTEEN Fair. Each subcommittee will report an update on possible
vendors for the fair as well as confirming the location. The tentative event date and
time is scheduled for Saturday, May 13, 2023 from 1-4pm.
Based on the limited amount of time and the number of upcoming events in the spring,
staff recommends rescheduling or tabling either Royal Red Carpet or OpportuniTEEN
Fair.
Review of 2022-2023 Youth Commission Work Plan
City of Gilroy Page 2 of 2 February 13, 2023
Attachments:
1. Gilroy Youth Commission Work Plan
Project Name Work
Lead
Commissioner/
Staff
Date Time Location Status
Holiday Parade Participate in the Gilroy
Holiday Parade.5 commissioners 12/3/2022
Check in at 3:45pm
Event starts at
5:00pm
Downtown
Gilroy
Parade was cancelled due
to rain.
Holiday Posada Event
Participate in the Holiday
Posada event held at San
Ysidro Park.
7 attended 12/17/2022 Check in at 1:30pm.
Event starts at 3-8pm San Ysidro Park
GYC hosted an arts and
crafts/face painting
booth. Served 300 youth.
Kids Discovery Art/Day of
the Child
The Commission will be
partaking in arts and
crafts, face paint, and lead
games.
All commissioners 29-Apr-23 1-4 pm San Ysidro Park
Confirmed with
Community Coordinator
and SYP Nueva Vida
team.
Royal Red Carpet
Face paint, wands, color
pages, hair, nails, games,
and snacks.
All commissioners April 15-16 or
April 22 9-12 pm Wheeler Gym
Subcommittees were
formed. Each
subcomittee is in charge
of a supplies list.
OpportuniTEEN Fair
Meet and greet residents at
special events in the City;
inform residents about the
Commission & parks and
recreation
All commissioners 13-May-23 1-4 pm Gilroy Library
(Pending)
Subcommittee are
formed. Each committee
is in charge of reaching
out to vendors.
City Council Presentation in
May 2023.
Prepare a PowerPoint
presentation to City
Council.
All commissioners Early month of
May 6:00 PM City Hall Council
Chambers
Waiting to confirm date
with City Clerk
Other discussions Last updated: 2/7/2023
Promotion of recreational activities
Hack-a-thon/support Partner with agencies
Vaping and drinking Fundraisers
Mental health issues Diversity and inclusion
Coping mechanisms
Surveys in the community
Educating youth on social issues
Events/Ideas held in the past
Mental health convention Send out care packages to seniors.
Host other commissions Youth sports clinic
Diversity talent show/culture Fun fest/Fun run
Adult classes Earth day/Scavenger hunt
Assist people to pre-register Social wellness game night
Support Senior Center dance College workshop
Breakfast with Santa Tournament
Movie night
February 10, 2023
To: Gilroy Youth Commission
Re: City of Gilroy’s Fiscal Year 2024 and 2025 Budget Development
The City has commenced its budget development process for the Fiscal Years 2024 and 2025. This
process is a formal method through which the City Council establishes its priorities and goals for the
upcoming fiscal years. The budget is then developed to align with the established priorities and goals.
The City develops and adopts two one-year budgets, also known as biennial budget. Each fiscal year
begins on July 1st and ends on June 30th.
I would like to invite you to participate in the process by providing input on what you would like the
City Council to consider in this budget development. The input could include funding for professional
training, conferences, grants, or projects the board would like the City Council to consider. All input
received will be presented to the City Council. Based on the scope and request of funding, items may
either be automatically included as part of the recommended budget or presented to Council for further
consideration.
Request should include the following information:
•A description of the item you are requesting
•The justification of the request and how it may fit within any Commission Workplan
•An estimate of the cost for the request, including any revenue source (if applicable)
Request should be issued by the board collectively. An action to approve the recommendations is
encouraged. Please prepare a memo to the Board’s assigned Executive Sponsor. All requests should be
submitted no later than April 11, 2023.
Respectfully,
Jimmy Forbis
City Administrator
City of Gilroy
7351 Rosanna Street
Gilroy, California
95020
City Administrator’s Office
Telephone (408) 846-0250
http://www.cityofgilroy.org