12/12/2016 Youth Commission Regular Meeting Adopted 01/09/2017CITY OF GILROY
MINUTES OF THE REGULAR
YOUTH COMMISSION MEETING
6:00 P.M.
Monday, December 12, 2016
CALL TO ORDER
The meeting was called to order at 6:02 p.m, by Vice Chair Sabharwal.
ROLL CALL & SECRETARY'S REPORT
Members Present: Drews, Fajardo, O'Connor, Sabharwal, Apte, Athwal, and Carpenter (late)
Members Excused: M. Plaza and A. Plaza
Members Absent: Lopez and Martinez
Staff Present: Heather Kyles and Monica Sendejas
The Secretary's Report was tabled until Chair Carpenter arrived at the meeting. The attendance
report was included in the Commissioner's Packet. Attendance is tracked and is public record.
Chair Carpenter reminded the Commissioners that everyone needs to be on time for meetings,
dress in the attire agreed upon, and bring what you committed to bringing. There is one
Commissioner that is having an attendance issue. The Commission couldn't remember the
meeting attendance requirements, so the following section of the Youth Commission Bylaws was
read as a reminder from the group (section 7):
1. Commission members are expected to attend all meetings of the Youth Commission.
2. Whenever a member of the Commission has missed a combination of three regular
Commission meetings, special meetings, work meetings, or Commission sanctioned
events without the 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.
3. 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. "
While all Commissioners received a copy of the Bylaws in October, the Commissioners felt a
letter to the Commissioner with the absences was the appropriate action at this time. Chair
Carpenter said she will review this again at the next meeting when all Commissioners are
present.
APPROVAL OF THE MINUTES
Motion was made by Commissioner Fajardo to approve the minutes of the
November 14, 2016, regular meeting as written. The motion was seconded by Vice Chair
Sabharwal. The motion carried unanimously with a 6-0-0 vote (Chair Carpenter not
present for this vote).
Motion was made by Commissioner Apte to approve the minutes of the November 20, 2016,
Annual Retreat as written. The motion was seconded by Commissioner Fajardo. The
motion carried unanimously with a 6-0-0 vote (Chair Carpenter was not present for this
vote).
APPROVAL OF THE AGENDA
Motion was made by Commissioner Fajardo to approve the agenda for Monday,
December 12, 2016. The motion was seconded by Commissioner Apte. The motion carried
unanimously with a 6-0-0 vote (Chair Carpenter was not present for this vote).
A. Pampered Princess Party on March 11, 2017 — Chair Carpenter confirmed with staff that
the Gilroy Senior Center had been reserved for March 11, 2017. The committee will meet at
the end of January.
B. College Application Workshop on April 22, 2017 — Commissioner O'Connor reported that
work on this event has not begun yet. The committee will meet for their first planning session
on January 27, 2017 at 5:00pm.
C. Scientist or Artist? on April 29, 2017 — No report as Commissioner Lopez was absent.
D. Basketball Clinic on May 13, 2017 — Vice Chair Sabharwal said there was nothing to report
and the committee would meet for their first planning session in January.
PUBLIC COMMENT
None.
OLD BUSINESS
A. Senior Citizen's Ball "Under the Sea" on January 7, 2017 — Staff Heather Kyles reported
the different size vases, sand, colored glass pebbles (flat), aquarium plants and waterproof tea
lights for the centerpieces for the 12 tables have been purchased. The same set-up was
purchased for the check -in table, but the vase is a little larger and will have fish in it, and will
be raffled off at the end of the night. Heather also reported that the helium tank and balloons
have been ordered. The party rental quote for the tableware is $354.75 and they will deliver
on Friday and pick-up on Monday. Vice Chair Sabharwal reported that the Fundrasing
Committee has been working on soliciting donations. Vice Chair Sabharwal took letters to
Nob Hill and Safeway and he hasn't heard back from Safeway, but Nob Hill is donating a
$30 gift card and two cases of water. Staff Monica Sendejas reported that Commissioner M.
Plaza had emailed her his report for the Publicity Committee, which stated that he had
"submitted information about the Senior Ball to the Gilroy Dispatch, the Morgan Hill Times
and Morgan Hill Life news outlets." Commissioner attire for the night of the Senior Ball was
decided as men will wear a white shirt, black pants and blue ties and women will wear blue
tops and black bottoms. All shades of blue are acceptable.
B. Social Media Project — The Social Media Project Committee agreed to meet on Wednesday,
December 28, 2016 at 8:00am at the Recreation Department at City Hall. Chair Carpenter
said she spoke with Jaelynn Mitchell and will bring her to the meeting. Commissioner
Athwal said he spoke to Natalie Anden and Mayoli Badoni and will bring them to the
meeting.
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 Snapchat 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. Communication Method — Commissioner Athwal presented two different methods of
communication for the Youth Commission to utilize — Group Meet and Slack. Commissioner
Athwal has experience using Slack for a club at school and he said he felt it was a more
superior communication method. He said that all you need is an email address and you
download the app onto your phone, tablet or computer. Slack can set reminders, has a
calendar, uses hashtags to categorize things and can do add ons (Google Drive and Skype are
two that can add on). A motion was made by Chair Carpenter to utilize Slack for the
Gilroy Youth Commission communication method. The motion was seconded by
Commissioner Fajardo. The motion carried unanimously with a 7-0-0 vote.
Commissioner Athwal will take the lead on setting up and managing Slack. Commissioner
Athwal set-up the group on Slack and all Commissioners and Staff present entered their
email addresses. Chair Carpenter asked Vice Chair Sabharwal to report back to the group on
the Senior Ball Fundraising Committee by December 31, 2016.
AGENDA ITEMS FOR NEXT MEETING
Recap on the Senior Ball
Reminder about committee work meetings in January
Slack — how's it going and a mini training (Commissioner Athwal)
Attendance (Chair Carpenter)
STAFF COMMENTS
Staff reminded the Commissioners they agreed to:
1. Set-up for the Senior Ball at the Gilroy Senior Center on Friday, January 6, 2017
from 3:30pm to 6:30pm.
2. Saturday, January 7, 2017, at 2:30pm to finish setting up. Commissioners agreed to
arrive at 2:30pm dressed for the event. The Senior Ball is from 5:00 to 9:00pm and
Commissioners should be done with clean-up by 9:30pm.
ADJOURNMENT
Chair Carpenter adjourned the meeting at 6:47 p.m.
The next regular meeting of the Youth Commission will be held on Monday, January 9, 2017 at
6:00 p.m. in the Gilroy Senior Center Meeting Room.
U/P�K� 64#
Monica Sendejas, Recre tion Coordinator
City of Gilroy Youth Commission Advisor
Recording Secretary