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