02/03/2017 Youth Commission Special Meeting Adopted 02/13/2017CITY OF GILROY
MINUTES OF THE SPECIAL
YOUTH COMMISSION MEETING
4:00 P.M.
Friday, February 3, 2017
CALL TO ORDER
The meeting was called to order at 4:12 p.m. by Chair Carpenter.
ROLL CALL & SECRETARY’S REPORT
Members Present: Carpenter, Fajardo, Sabharwal, Apte, Athwal, Lopez, and A. Plaza
Members Excused: Drews, M. Plaza, O’Connor
Members Absent: None
Staff Present: Heather Kyles and Monica Sendejas
APPROVAL OF THE AGENDA
Motion was made by Commissioner Sabharwal to approve the agenda for Friday,
February 3, 2017. The motion was seconded by Commissioner Apte. The motion carried
unanimously with a 7-0-0 vote.
PUBLIC COMMENT
None.
OLD BUSINESS
A. Senior Valentine’s Dance on Friday, February 10 from 5:00-9:00pm – Staff Advisor
Heather Kyles provided the following updates:
a. 116 tickets sold (12 tables with 8 people and 2 tables with 10 people)
b. Volunteer Coordinator Susan Voss has recruited 13 volunteers.
c. Caremore is providing a $400 donation toward the cost of the Swing Band and will be
taking photos throughout the event (like a photo station).
d. Heather shared that Recreation Director Maria De Leon had asked that the Youth
Commissioners and volunteers ask the ladies and gentlemen to dance at the event.
e. Monica and Heather went to Costco today to purchase beverages and paper products.
f. Event is being catered by Dave Bozzo.
g. Elvis is donating one hour of his time at the event (he’ll be there as long as he doesn’t
get a paying gig that night). He will perform 4-6 songs and be available for pictures.
h. Heather asked Chair Carpenter for an update on the football player recruitment she
had volunteered to do. Chair Carpenter didn’t have an exact number of players who
would be helping and said she would follow-up with the football team on Thursday.
Heather asked Chair Carpenter to report back to her with how many players on
Thursday.
i. An itinery for the night was drafted (doors open at 5:00pm, buffet dinner at 5:15pm,
Elvis from 5:30-6:30pm, root beer floats at 7pm (donated by the Exchange Club),
dance ends at 9:00pm.
j. Commissioner A. Plaza said he had a conflict with school and won’t be able to attend
the dance that night.
k. Youth Commissioner roles:
i. Please report to the Gilroy Senior Center immediately after school to help set-
up. Come dressed for event in 1950’s sock hop attire.
ii. Set-up: balloons need to be blown up, decorations put on walls, tables set.
iii. Commissioners – during the event, please connect with the volunteers and
help direct them when needed.
iv. During dinner, please help clean up the tables and put the bottles in the
recycle bags.
v. Clean up after the dance at 9:00pm.
l. Commissioner Sabharwal will be putting the Senior Ball donation letter on Google
Docs. Commissioner Sabharwal suggested each Commissioner secure at least one
donation to be used for a raffle prize. Heather asked that when a Commissioner
secures a donation that they let her know show she has an envelope or bag prepared
for the night of the dance.
ADJOURNMENT
Chair Carpenter adjourned the meeting at 4:35 p.m.
FUTURE MEETING
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.
__________________________________
Monica Sendejas, Recreation Coordinator
City of Gilroy Youth Commission Advisor