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03/13/2023 Youth Commission Regular Agenda PacketCITY OF GILROY YOUTHCOMMISSION REGULARMEETINGAGENDA MONDAY, MARCH 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, Vince Bautista, Jr. Recreation Coordinator 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 r ec@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 any other item on this AGENDA is requested, but not required, to fill out a speaker’s slip and submit it to Youth Commission March 13, 2023 | 6:00 PM Page 1 of 3 Regular Meeting Agenda Regular Meeting Agenda Page 3 of 3 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 m aterials 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. February 12, 2023 6. INTRODUCTIONS 7. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA 8. OLD BUSINESS 8.1. Adopt Youth Commission Bylaws 1. Staff Report: Vince Bautista, Jr., Recreation Coordinator 2. Public Comment: 3. Possible Action: Staff is recommending the Youth Commission adopt the proposed changes as cited in the attachment, Youth Commission Bylaws. 8.2. Discussion of a Youth and Teen Center in Gilroy 1. Staff Report: Vince Bautista, Jr., Recreation Coordinator 2. Public Comment 3. Possible Action: Develop a step-by-step plan for how the Youth Commission will research, analyze, and make a recommendation to City Council regarding the need for a Youth and Teen Center in Gilroy. 8.3. Youth Commission Fiscal Year 2024 and Fiscal Year 2025 Budget Requests 1. Staff Report: Vince Bautista, Jr., Recreation Coordinator 2. Public Comment 3. Possible Action: Commission consensus on budget requests for the next two-year budget cycle. Regular Meeting Agenda Page 4 of 4 Youth Commission March 13, 2023 | 6:00 PM Regular Meeting Agenda Page 3 of 3 8.4. Updates to the Youth Commission Work Plan 1. Staff Report: Vince Bautista, Jr., Recreation Coordinator 2. Public Comment 3. Possible Action: Receive and comment on the 2022-2023 Youth Commission Work Plan. 9. NEW BUSINESS 9.1. Election of Treasurer for Youth Commission. 1. Staff Report: Vince Bautista, Jr., Recreation Coordinator 2. Public Comment 3. Possible Action: Select a Treasurer for the Youth Commission. 9.2. Adopt a Revised Youth Commission Meeting Schedule 1. Staff Report: Vince Bautista, Jr., Recreation Coordinator 2. Public Comment 3. Possible Action: Adopt a revised 2023 meeting schedule. 10. AGENDA ITEMS FOR NEXT MEETING 11. STAFF/COMMISSIONER COMMENTS 12. ADJOURNMENT 13. FUTURE MEETINGS The next regular meeting of the Youth Commission will be held Monday, April 10, 2023 at 6:00 p.m. in the Gilroy Senior Center Meeting Room, 7371 Hanna Street, Gilroy, CA 95020. Youth Commission March 13, 2023 | 6:00 PM City of Gilroy Youth Commission Regular Meeting Minutes Monday, February 13, 2023 | 6:00 PM 1. CALL TO ORDER The regular meeting of the Youth Commission was called to order by Chair L. Hwang at 6:01 p.m. 2. FLAG SALUTE Flag salute was led by chair L. Hwang. 3. ROLL CALL Attendance Attendee Name Present James Dinh, Commissioner Aiden Francis, Commissioner Sophie Gong, Commissioner Isaac Hwang, Commissioner Alfred James, Commissioner Ezequiel Lopez, Commissioner Jaimee Nguyen, Commissioner Melanie Reynolds, Commissioner Winston James, Vice Chair Lavender Hwang, Chair Absent Alexis Miller, Commissioner 4. APPROVAL OF MINUTES 4.1. Monday, January 9, 2023 RESULT: Pass 10-0-0 MOVER: Aiden Francis, Commissioner SECONDER Winston James, Vice Chair AYES: Commissioner Dinh, Commissioner Francis, Commissioner Gong, Commissioner Hwang, Commissioner James, Commissioner Lopez, Commissioner Nguyen, Commissioner Reynolds, Vice Chair James, Chair Hwang 5. SECRETARY'S REPORT The Youth Commission meeting packet and agenda was posted online and at the City Hall kiosk on Friday, February 10, 2023. 6. INTRODUCTIONS 6.1. The Youth Commission welcomed LeeAnn McPhillips to the Youth Commission board. Mrs. McPhillips has 24 years of experience with the City of Gilroy. LeeAnn is well educated and knowledgeable in risk management, recruitment, employee benefits and compensation, labor relations, employee safety, and a wide range of fields. LeeAnn takes pride in her duties and is excited to join the Youth Commission as the Executive Sponsor. 7. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA Page 1 of 4 Youth Commission February 13, 2023 6:00 PM Page 4 of 4 Regular Meeting Minutes No public comment. 8. NEW BUSINESS 8.1. Review the Youth Commission Bylaws Staff provided the Commissioners with the Youth Commission Bylaws that were adopted in 2010. The bylaws were reviewed, and the following sections were discussed and proposed for revision: • Memberships: Section 2a. The Parks and Recreation Commission is not involved in the selection process for Youth Commissioners. Selections are made by the City Council. Requested to eliminate. • Officers: Section 3,1. Elect a Treasurer. Treasurer can have access to the budget. • Meetings o Section 4,1. Commission requested to add the months of August- September to the Youth Commission calendar year. This will allow time for the Commission to prepare for the year. o Section 4,6. Requested to eliminate. o Section 4,7. Requested to eliminate. • Attendance: Section 7, 2. Agreed to move forward to adopt City Council Resolution No. 2022-58, Attendance Policy for City Boards, Commissions, and Committees. The proposed revisions to the bylaws were approved to bring back to the next regular meeting of the Youth Commission for final review and approval, which passed 10-0-0. RESULT: Pass MOVER: Isaac Hwang, Commissioner SECONDER Alfred James, Commissioner AYES: Commissioner Dinh, Commissioner Francis, Commissioner Gong, Commissioner Hwang, Commissioner James, Commissioner Lopez, Commissioner Nguyen, Commissioner Reynolds, Vice Chair James, Chair Hwang 8.2. Brainstorm Social Issues Affecting Youth and Teens in Gilroy The Youth Commission was asked to develop a list of issues affecting youth and teens in Gilroy. The Commission proposed the following items: • Substance Abuse (Commissioner Aiden) • Financial literacy for Teens (Chair Lavender) • Lack of STEM exposure (Commissioner James) • Youth Center (Vice Chair Winston) • Fentanyl (Commissioner Ezequiel) • Youth access to recreation services (Commissioner Alfred) • Gang violence prevention (Commissioner Alfred) • Mental health services (Commissioner Melanie) • Lack of youth access of recreation services (teen center/hangout) (Chair Lavender) • Focus on teens (Chair Lavender) Youth Commission February 13, 2023 6:00 PM Page 4 of 4 Regular Meeting Minutes The Commission expressed interest in supporting a potential Youth/Teen Center as part of an overall Community Center. They were informed by staff there’s another group that will be presenting its vision for a youth center at an upcoming City Council meeting, but that the Youth Commission should have its own vision should this be a topic the Youth Commission would like to communicate to City Council. Before their next meeting, the Commission will research different elements that can be incorporated into the facility and potential locations within the city. The Commission agreed that a youth and teen center would be a great facility and outlet for their peers. 9. OLD BUSINESS 9.1. Review of 2022-2023 Youth Commission Work Plan The Commission discussed the following items from their current work plan: • Kids Discovery Art: Saturday, April 29, 2023 from 1-4 pm at San Ysidro Park. They will meet at 11 am for set up. • Royal Red Carpet: The Commission decided to change the date of this event to Saturday, May 13. The team will report at 7:45 am for set up. • OpportuniTEEN Fair: The Commission agreed to postpone the OpportuniTEEN Fair until Fall 2023. Logistics and details will be discussed at a later meeting. The changes to the work plan were voted upon by the Commission and passed 10-0-0. RESULT: Pass MOVER: Aiden Francis, Commissioner SECONDER James Dinh, Commissioner AYES: Commissioner Dinh, Commissioner Francis, Commissioner Gong, Commissioner Hwang, Commissioner James, Commissioner Lopez, Commissioner Nguyen, Commissioner Reynolds, Vice Chair James, Chair Hwang 10. COMMITTEE REPORTS – There were none. 11. AGENDA ITEMS FOR NEXT MEETING – The following items will be added to the next regular meeting agenda: 1. Adopt the revised Youth Commission Bylaws 2. Vision for a Youth and Teen Center 12. STAFF/COMMISSIONER COMMENTS – Staff liaison Henig informed the Commission about letting the commission and staff know about training opportunities that are relevant to the Youth Commission. He also informed the Commission that the City Clerk’s Office is working on updating the City Board and Commission Manual. McPhillips explained the budget request opportunity, citing the attached letter in the meeting packet. She also informed the Commission about Council Correspondence and how the Commission can submit formal communication to the Council. 13. ADJOURNMENT - Chair L. Hwang adjourned the meeting at 8:10 p.m. Youth Commission February 13, 2023 6:00 PM Page 4 of 4 Regular Meeting Minutes City of Gilroy Youth Commission STAFF REPORT Agenda Item Title: Finalizing the Proposed Youth Commission Bylaws Meeting Date: March 13, 2023 From: Vince Bautista Jr., Recreation Coordinator RECOMMENDATION Staff is recommending the Youth Commission adopt the proposed changes as cited in the attachment, Youth Commission Bylaws. BACKGROUND Staff recommended the Youth Commission update its bylaws, which the Commission discussed at the February 13, 2023 meeting. The proposed changes to the current bylaws that were discussed at the February 13, 2023 meeting include the following: Section 2. Memberships • The Parks and Recreation Commission is not involved in the selection process for Youth Commissioners. Selections are made by the City Council. This language will be removed. Section 3. Officers • “Annually, the Commission shall elect from its membership a Chairperson, Vice Chairperson, and Treasurer.” The Commission agreed to elect a Treasurer, but will not have a recording secretary, which will be removed. Section 4. Meetings • “The Commission shall meet not less than once each month.” The Commission has been meeting once per month during the school year and will continue the current practice adding additional special meetings when needed. • “The outgoing chairperson may serve as an advisor to the Commission for one year with no voting powers.” This has not been done and will be removed. • “A Parks & Recreation Commissioner will serve as a liaison with no voting powers.” This has not occurred and will be removed. Finalizing the Proposed Youth Commission Bylaws Section 6. Committee • “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.” This does not apply to the Youth Commission and has been removed. Section 7. Attendance • “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 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.” The Commission agreed to adopt the attendance policy to reflect the 2022 City Council resolution. Attachments: 1. Youth Commission Bylaws City of Gilroy Page 2 of 2 March 13, 2023 Youth Commission 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. 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 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 during the school year./. 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. 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. 4 Gilroy Youth Commission –adopted 10/14/2013 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 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. City of Gilroy Youth Commission STAFF REPORT Agenda Item Title: Election of Treasurer for Youth Commission. Meeting Date: March 13, 2023 From: Vince Bautista Jr., Recreation Coordinator RECOMMENDATION Select a Treasurer for the Youth Commission. BACKGROUND If the Youth Commission adopts the proposed changes to the bylaws that are the agenda keeping the existing Youth Commission Treasurer position, the Commission will need to select a member to serve in the position. The selected member will serve as Treasurer for the remainder of the term, which expires September 30, 2023. The Treasurer is responsible for managing the Commission budget (with assistance from city staff) and reporting the budget balance at each regular scheduled meeting. The Youth Commission can poll all of the Commissioners who would like to serve in this position and ask the Commissioner to share the reason for their interest and the skills they have to perform the required work. The Youth Commission can then entertain a motion to appoint a member of the Youth Commission to serve in this position. City of Gilroy Youth Commission STAFF REPORT Agenda Item Title: Adopting a Revised Youth Commission Meeting Schedule Meeting Date: March 13, 2023 From: Vince Bautista Jr., Recreation Coordinator RECOMMENDATION Adopt a revised 2023 meeting schedule. BACKGROUND Currently, the Youth Commission meets on the second Monday of every month from October through May and is on hiatus from June through September. Since the recent review of the Youth Commission bylaws, it was proposed that the Commission meet more regularly and include the months of August and September. The Bylaws do not specify when the Commission goes on hiatus and just indicates the Commission meets monthly during the school year. The Gilroy Unified School District school year begins in August and ends in early June. ANALYSIS The Commission has an opportunity to update its current meeting schedule to include the months of August and September. This would provide the Commission more time to plan programs and discuss social issues that impact Gilroy’s youth and teens. The downside to this change is that those who are graduating from high school and are leaving Gilroy for college or for other reasons, may not be available to meet in September, leaving the Commission short on members. Typically, there are rarely more than three, perhaps four, seniors on the Commission at any given time, so it would not prevent the Commission from having a quorum. Nevertheless, since the recruitment for vacant seats on the Commission begins in June and the selection and onboarding process is in September, it might be advantageous to start the recruitment and selection process sooner (such as April through June) to avoid Adopt a Revised Youth Commission Meeting Schedule having this predicament. This would need to be worked out in advance with the City Clerk’s Office, who is responsible for the Youth Commission recruitment process. City of Gilroy Youth Commission STAFF REPORT Agenda Item Title: Discussion of a Youth and Teen Center in Gilroy Meeting Date: March 13, 2023 From: Vince Bautista Jr., Recreation Coordinator RECOMMENDATION Develop a step-by-step plan for how the Youth Commission will research, analyze, and make a recommendation to City Council regarding the need for a Youth and Teen Center in Gilroy. BACKGROUND At the February 13, 2023 meeting, the Commission was asked to identify a social issue that impacts local youth and teens. Once agreed upon, the Commission would research and focus its efforts on learning about the issue while gathering data to support its position. The Commission agreed that the issue they would like to focus on the development of a youth and teen center. ANALYSIS The Commission should come up with a plan and decide who will oversee what task. The Commission should consider researching the following questions and reporting their findings: • What has been the history of youth/teen centers in Gilroy? Were they successful? Why/why not? • What other communities of a similar size in CA have successfully developed a Youth and Teen Center? What made the project successful? What features are utilized the most? Are there any model Youth & Teen Centers for a similar sized community that would be a good example to share? • What elements/features are critical for a Gilroy Youth & Teen Center and why • Where would be the ideal location for a Youth & Teen Center and why? School property? Downtown? Civic Center? City of Gilroy Page 2 of 2 March 13, 2023 Youth Commission Discussion of a Youth and Teen Center in Gilroy • How much does it cost to build a Youth & Teen Center? Where will the money to build come from? • How can input be gathered from all aspects of the community? How do you ensure sufficient and equitable representation when gathering input? • How will the Youth Commission approach the City Council with a report and recommendation? A letter? A memo? A presentation? The Youth Commission can develop additional questions and areas for research as part of investigating this topic. City of Gilroy Youth Commission STAFF REPORT Agenda Item Title: Youth Commission Fiscal Year 2024 and Fiscal Year 2025 Budget Requests Meeting Date: March 13, 2023 From: Vince Bautista Jr., Recreation Coordinator RECOMMENDATION Commission consensus on budget requests for the next two-year budget cycle. BACKGROUND The City of Gilroy prepares it budgets on a two-year cycle. The City’s fiscal year begins on July 1 of each year and ends June 30 of the following year (as an example, the current fiscal year commenced July 1, 2022, and will end on June 30, 2023). The City is currently in its second and final budget year from the previous budget cycle. As staff prepares the budget proposal, the City’s boards and commissions are being provided the opportunity to submit budget requests for consideration of inclusion in the proposed and potentially adopted City budget. ANALYSIS Staff is requesting that the Youth Commission identify and provide, through Commission consensus, its budget requests for Fiscal Years 2023-24 and 2024-25. The requests may include services and materials, but also capital projects (such as a Youth Center) as well if the Commission reaches consensus to include them in the request. The budget requests will be documented by the assigned staff and included in the City’s budget process for consideration. Attachments: 1. Advisory Body Letter Budget Input City Administrator’s Office City of Gilroy Telephone (408) 846-0250 http://www.cityofgilroy.org 7351 Rosanna Street Gilroy, California 95020 February 10, 2023 To: 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 Youth Commission STAFF REPORT Agenda Item Title: Updates to the Youth Commission Work Plan Meeting Date: March 13, 2023 From: Vince Bautista Jr., Recreation Coordinator RECOMMENDATION Receive and comment on the 2022-2023 Youth Commission Work Plan. BACKGROUND The Youth Commission adopted the 2022-2023 Work Plan on Monday, October 10, 2022. The Work Plan is reviewed and updated by staff and Commissioners at each meeting. Commissioners will report back to its peers on research and assignments. ANALYSIS The following is an update since the February 13, 2023, Youth Commission meeting of the items on the Work Plan. • Kids Discover Art: The event is scheduled for Saturday, April 29, 2023, from 1-4pm at San Ysidro Park. Commissioners will arrive by 11am for set up. Commissioners are tasked to research materials for their selected groups. The Commission will be providing staff a Google spreadsheet comprised of materials to purchase. Commissioners also need to report back the quantity of face paint and bracelets needed. The following committees shall report an update: • Arts and Crafts: Sophie, Francis, Jaimee • Guided games: Commissioner Isaac, James, Ezequiel, and Winston • Face Paint: Commissioner Alexis, Melanie, and Lavender • Royal Red Carpet: This event is scheduled for Saturday, May 13, 2023, from 9:30- 12:30pm at Wheeler Center. Commissioners will arrive by 7:45am for set up. Commissioners were assigned to research materials for their committee. Staff will be purchasing supplies based on each committee’s recommendation. The Updates to the Youth Commission Work Plan Commission should create a map out the layout for the event. The following committees shall report an update: • Arts and Crafts- Jaimee and Sophie • Crowns and Stickers- Alfred • Decorations- Aiden, Sophie, and Lavender • Face paint: Alexis • Games- James • Nails- Melanie and Sophie • Photo booth- Ezequiel and Isaac • Wands- Aiden • Flyer: Alexis • Donations outreach: All Commissioners • Volunteers: All Commissioners • OpportuniTEEN Fair: The Commission postponed the fair to Fall 2023. Logistics and details will be discussed at a future meeting. Attachments: 1. Gilroy Youth Commission Work Plan City of Gilroy Page 2 of 2 March 13, 2023 Youth Commission 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 Set up: 11am Event: 1-4pm San Ysidro Park Confirmed with Community Coordinator. Each subcomittee is in charge of providing a supplies list. Royal Red Carpet Face paint, wands, color pages, hair, nails, games, and snacks. All commissioners 13-May-23 Set up: 7:30am Volunteers: 7:45am Event: 9:30-12:30pm Wheeler Gym- Reserved Subcommittees are formed. Each subcomittee is in charge of providing 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 Late Fall 2023 1-4pm (Pending) Gilroy Library (Pending) Subcommittees are formed. Commission decided to postpone for Fall 2023. 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 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