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01/09/2017 Youth Commission Regular Meeting Adopted 02/13/2017CITY OF GILROY MINUTES OF THE REGULAR YOUTH COMMISSION MEETING 6:00 P.M. Monday, January 9, 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, M. Plaza, O'Connor, Sabharwal, Apte, Athwal, Lopez, A. Plaza and Carpenter (late) Members Excused: None Members Absent: Martinez Staff Present: Heather Kyles and Susan Voss Susan Voss was introduce and thanked the Youth Commission for allowing her to attend. Commissioners were informed that Staff Advisor Monica Sendejas was out ill. APPROVAL OF THE MINUTES Motion was made by Commissioner Apte to approve the minutes of the December 12, 2016, regular meeting as written. The motion was seconded by Commissioner Fajardo. The motion carried unanimously with a 9-0-0 vote (Chair Carpenter not present for this vote). APPROVAL OF THE AGENDA Motion was made by Commissioner M. Plaza to approve the agenda for Monday, January 9, 2017. The motion was seconded by Commissioner Fajardo. The motion carried unanimously with a 9-0-0 vote (Chair Carpenter was not present for this vote). A. Pampered Princess Party on March 11, 2017 — Chair Carpenter was not present at the time of report. Staff Advisor Heather Kyles provided meeting date and time for the sub- committee meeting from the retreat minutes. Commissioner Carpenter will chair the committee. Commissioners A. Plaza and Lopez will work on the committee. The Gilroy Senior Center is reserved from 7:00 a.m. to 3:00 p.m. on March 11, 2017 (extra time for set- up and clean-up). The first committee meeting will be on Thursday, January 26, 2017 at 5:00 p.m. at Commissioner Carpenter's house. B. College Application Workshop on April 22, 2017 — Commissioner O'Connor reported that she has reached out to. ABC College Planning to see if they can provide assistance, but has not heard back from them yet. The committee will meet for their first planning session on January 27, 2017 at 5:00pm at First Street Coffee. Commissioner O'Connor inquired who signed up for the committee and stated she would be in contact with them. Commissioner Apte reported that he may have to withdraw from this sub -committee as he has a possible conflict. C. Scientist or Artist? on April 29, 2017 — Commissioner Lopez reported that she has developed a presentation that lists her goals, materials needed, volunteers needed and her budget that she will present at her planning meeting. Commissioner Lopez asked for a reminder as to when her.fist meeting is. Staff Advisor Heather Kyles referred to the retreat minutes and reported the following: Commissioner Lopez will chair the committee. Commissioners Fajardo, Athwal, Apte, Sabharwal, Carpenter, Martinez, O'Connor and Drews will work on the committee. The Gilroy Senior Center is reserved from 8:00 a.m. to 3:00 p.m. for the event (extra time for set-up and clean-up). The first committee meeting will be on Saturday, January 28, 2017 at 5:00 p.m. at Starbucks on First Street. 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 at the end of January at First Street Coffee. Staff advisor Heather Kyles inquired as to whether or not he has connected with Brian Humes or Bernice Aguilera in regards to hosting the Basketball Clinic at San Ysidro Park. Vice Chair Sabharwal stated he had not but would respond via e-mail as soon as possible. E. Social Media Project — Staff Advisor Monica Sendejas was not present to report. Commissioner Lopez reported that the goal is to boost followers on the current Youth Commission Instagram page by 100 followers by the end of February. Commissioner Athawal added that in order to boost following that they spoke about having giveaways of gift cards, maybe a Fitbit until they reach 100 followers. Staff Advisor Heather Kyles shared an e-mail received from Staff Advisor Monica Sendejas as to some of the information that the Youth Commissioner spoke about in their meeting and that it was presented to the PIO via e-mail. PUBLIC COMMENT Dianne Carinni of Ciel Community Services spoke. She thanked the Youth Commission for helping her to plan her business model to open a community center for teens. She reported that she had already had some schools and clubs reserve her space for events and asked that the Youth Commissioners come by to check out her facility. She distributed flyers and requested that she be on next month's agenda. OLD BUSINESS A. Senior Citizen's Ball "Under the Sea" on January 7, 2017 — Staff Heather Kyles reported that the ball had to be cancelled due to low tickets sales. B. Slack Project — Commissioner Athwal inquired how it was going and offered a mini training to all Youth Commissioners. Feedback from the Youth Commissioners was that they haven't used it enough, but when they have used it, it seemed like a good form of communication. Slack will also be used to send meeting reminders. C. Attendance — Chair Carpenter was not present at the beginning of this agenda item. Vice Chair Sabharwal inquired as to whether Commissioner Martinez, who was absent was mailed a letter regarding her absences. Staff advisor Heather Kyles advised that the Youth Commission that a letter was sent and that a meeting was schedule with Commissioner Martinez, but that she failed to show for the meeting. Advised the Youth Commission that they would need to decide if Commissioner Martinez would continue on the Youth Commission. Chair Carpenter arrived at this time. Commissioner Apte and Chair Carpenter commented that Commissioner Martinez has missed 5 of 7 meetings. Commissioner A. Plaza motioned that Commissioner . Martinez be removed from the Youth Commission, Commissioner Apte seconded the motion and all were in favor with a vote of 10-0-0. Chair Carpenter again reminded the Commissioners that everyone needs to attend all meetings and that if they are unable to attend that they need to contact her or a staff person. NEW BUSINESS A. Senior Valentine's Dance - Staff Advisor Heather Kyles asked if the Youth Commission would be willing to sponsor the event on Friday, February 10, 2017 since the Senior Ball was cancelled. After discussion, Commissioner M. Plaza motioned that the Youth Commission would sponsor the event, Commissioner Fajardo seconded the motion and all were in favor with a vote of 10-0-0. B. Committee Projects — Staff Advisor Heather Kyles reminded the Youth Commission of what is needed in order to make their event successful: flyers promoting the event, target audience and goal for number of attendees, decorations, supplies and budgeting. Chair Carpenter emphasized the importance of promoting events and to start early. Commissioner Apte suggested contacting the GUSD to see if they would help with promotion. Chair Carpenter shared her experience in trying to use the GUSD at a tool for promoting and stated that it is difficult. Chair Carpenter suggested posting flyers at coffee shops or places where parents will see them. AGENDA ITEMS FOR NEXT MEETING Special Meeting on February 3, 2017 at 4:00 p.m. — Valentine's Dance discussion Ciel — Feedback requested from Dianne Carinni STAFF COMMENTS Staff advisor Heather Kyles asked the Youth Commission if they would be willing to volunteer to help with a Senior Center Spaghetti Feed in March. Youth Commissioners stated they would but recommended the Spaghetti Feed take place in May rather than March as they would be competing with other local groups. Staff advisor Heather Kyles asked the Youth Commission to start thinking about doing a fundraiser next year and suggested that the Youth Commission and the Senior Advisory Board could collaborate on a Spaghetti Feed fundraiser in 2018. ADJOURNMENT Chair Carpenter adjourned the meeting at 6:17 p.m. FUTURE MEETING Special meeting will be held on Friday, February 3, 2017 at 4:00 p.m. in the Gilroy Senior Center Meeting Room. The next regular meeting of the Youth Commission will be held on Monday, February 13, 2017 at 6:00 p.m. in the Gilroy Senior Center Meeting Room. her K}Ile�s�{Ij�eation Coordinator of ro out Commission Advisor