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11/14/2016 Youth Commission Regular Meeting Adopted 12/12/2016CITY OF GILROY MINUTES OF THE REGULAR YOUTH COMMISSION MEETING 6:00 P.M. Monday, November 14, 2016 CALL TO ORDER The meeting was called to order at 6:00 p.m. by Chair Carpenter. Introduction of Recreation Coordinator Monica Sendejas. Monica will be a co -advisor to the Youth Commission. ROLL CALL & SECRETARY'S REPORT Members Present: Carpenter, Drews, Fajardo, M. Plaza, A. Plaza, Sabharwal, Apte, Athwal, and Lopez Members Excused: O'Connor Members Absent: Martinez Staff Present: Heather Kyles and Monica Sendejas APPROVAL OF THE MINUTES Motion was made by Commissioner M. Plaza to approve the minutes of the May 16, 2016, special meeting as written. The motion was seconded by Commissioner Sabharwal. The motion carried with a 5-0-4 vote. Motion was made by Commissioner Carpenter to approve the minutes of the October 10, 2016, regular meeting as written. The motion was seconded by Commissioner Fajardo. The motion carried unanimously with a 9-0-0 vote. APPROVAL OF THE AGENDA Motion was made by Commissioner A. Plaza to approve the agenda for Monday, November 14, 2016. The motion was seconded by Commissioner Sabharwal. The motion carried unanimously with a 9-0-0 vote. A. Pampered Princess Party — Commissioner Carpenter reported that she would like to reserve the Gilroy Senior Center for 150 girls for this event. She will have a date by the Youth Commission Retreat on November 20, 2016 so that the reservation can be made. B. Basketball Clinic — Commissioner Sabharwal reported that the JV and Varsity Basketball teams at Christopher High School will be helping with the clinic again this year. They haven't decided on a date yet, but he will have a date by the retreat. C. College Application Workshop — Commissioner Carpenter expressed concern that this event may be too late as college applications are due by November 30, 2016. This event could perhaps be successful if it 1) is moved towards the end of the year or next Fall and focuses on Juniors, or 2) focuses on scholarship applications. This item will be discussed further at the retreat. D. City-wide Dances at the District — Commissioner Carpenter reported that she personally knows the owner of the District and has had conversation with him about using the District for this purpose. She was told that anytime the Commission wants to use it, it would be okay. Commissioner Carpenter suggested we select a date at the retreat. PUBLIC COMMENT None. OLD BUSINESS A. Annual Retreat — The annual retreat will be on Sunday, November 20, 2016 from 9:00 a.m. to 1:00pm in the Gilroy Senior Center Meeting Room. The items to be discussed include the Pampered Princess Party, Basketball Clinic, College Application Workshop, City-wide dances at the District, Senior Ball, the process used for selecting the King and Queen at the Senior Ball and pulling the Santa sleigh at the Christmas Parade. Commissioner Carpenter will lead a team building activity. Pizza will be ordered for lunch. The commissioners will each bring a snack, drink or dessert to share. Attire is black Youth Commission shirt with blue jeans so group pictures may be taken. B. Senior Citizen Ball — The theme for the event is "Under the Sea." Ideas for decorations were discussed. Quotes that have been gathered for the caterer, DJ and photo booth were reviewed. The caterer Dave Bozzo and DeeJay Michael Malinao were approved by the commissioners. The commissioners wanted to discuss the photo booth further at the retreat. Commissioners Fajardo and Lopez will bring their own cameras to the Senior Ball and Commissioner Lopez will borrow the Senior Center camera and all three commissioners will take pictures throughout the event. Commissioners Sabharwal, A. Plaza and Apte are working on a letter to solicit donations. Staff Monica Sendejas will email a soft copy of the letter used in previous years for their review. A final draft of the letter will be available on Sunday at the retreat. The food chosen by the commissioners for the event is lemon garlic chicken with rice or seafood pasta and salad and a bread roll. It was suggested that the seniors choose their food option when they purchase their ticket for the Senior Ball. Further planning for this event will be discussed at the retreat. C. Social Media Project — The City of Gilroy Public Information Office has asked the Youth Commission if they would be willing to test whether or not Snapehat and Instagram are good platforms in which the City could communicate with teens. The commission would report back what the benefits and or pitfalls might be of using these two social media platforms. Commissioners Lopez, Carpenter and Athwal agreed to serve on a committee to explore this further. Commissioners Lopez, Carpenter and Athwal will invite 2-3 peers to also sit on the committee and help with the project. They will come to the retreat with 2-3 available dates in the near future so that the committee can set their first meeting date. NEW BUSINESS A. Elections — Elections were held for leadership positions on the Youth Commission. Commissioner Carpenter was elected the Chair with a 8-0-1 vote. Commissioner Sabharwal was elected Vice Chair with a 9-0-0 vote. Commissioner Athwal was elected as the Treasurer 6-3-0. Commissioner Lopez was elected as Publicity with a 9-0-0 vote. The Recording Secretary position will be held by staff as the agenda and minutes must be posted on the city website and at the front of City Hall and packets sent to commissioners within certain time limits (Brown Act). B. Local Community Center Idea — The commissioners have closed discussion on this topic as this is too much for the committee to be involved with and they have other events and priorities they want to focus on this year. AGENDA ITEMS FOR NEXT MEETING Discuss which method of communication works best for the group (slack, google hangouts, email, etc.) STAFF COMMENTS Staff reminded the Commissioners about the upcoming retreat and to be prepared to discuss timelines and dates for events and projects. Chair Carpenter adjourned the meeting at 6:56 p.m. The Annual Retreat will be held on Sunday, November 20, 2016 from 9:00 a.m. to 1:00 pm, at the Gilroy Senior Center Meeting Room. The next regular meeting of the Youth Commission will be held on Monday, December 12, 2016 at 6:00 p.m. in the Gilroy Senior Center Meeting Room. Monica Sendejas, Recr ation Coordinator City of Gilroy Youth Commission Advisor Recording Secretary