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02/13/2017 Youth Commission Regular Meeting Adopted 03/13/2017CITY OF GILROY MINUTES OF THE REGULAR YOUTH COMMISSION MEETING 6:00 P.M. Monday, February 13, 2017 CALL TO ORDER The meeting was called to order at 6:05 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: None Staff Present: Heather Kyles and Monica Sendejas Guests Present: Diane Carini and Linda Estill APPROVAL OF THE MINUTES Motion was made by Commissioner Apte to approve the minutes of the January 9, 2017, 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). Motion was made by Commissioner Fajardo to approve the minutes of the February 3, 2017, special meeting as written. The motion was seconded by Commissioner A. Plaza. 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 A. Plaza to approve the agenda for Monday, February 13, 2017. The motion was seconded by Commissioner Apte. 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 reported the flyer for the event has been made and asked that it be put on the Recreation Facebook page and the City website next week Chair Carpenter will be doing a flyer promotion to the places she went to last year in Gilroy, Morgan Hill, and Salinas. Chair Carpenter reported that her Dad will be making the flyers for her. Chair Carpenter will be doing a raffle and indicated that her Mom's office is donating the prizes. Chair Carpenter still needs to plan her art project for the event. Her goal is to have 200 participants. She will put out a donation can and the money will go back to support the work of the Youth Commission. Chair Carpenter said she needs to find her box with leftover supplies from last year that was stored by former staff member Anna Bielecki. Chair Carpenter will work with staff to track down the box. Chair Carpenter will shop for supplies next week with staff member Heather Kyles. Chair Carpenter indicated she will be asking for a maximum of $200 to cover the cost of the supplies. Chair Carpenter asked all the Youth Commissioners to post the flyer on their personal social media sites and that they contact her and let her know ahead of time if they won't be attending her event. B. College Application Workshop on April 22, 2017 — Commissioner O'Connor reported that she had her meeting and the only committee member who attended was Commissioner Drews. Commissioner O'Connor is working on completing the flyer and will send it to staff Monica Sendejas to make copies for her (40 if half sheet, 80 if full sheet) to distribute at school and will be using social media for promotion. Commissioner O'Connor hasn't secured any donations and is not requesting funds to purchase any supplies for the event. Commissioner O'Connor said she will only need the meeting room for her event and will only be having the college planner presenting. Commissioner O'Connor's goal for the event is 40 participants. Staff support the day of the event is only needed as supervision. Commissioner O'Connor will follow up with staff Monica Sendejas by the end of the week to confirm the time of the event. C. Scientist or Artist? on April 29, 2017 — Commissioner Lopez reported that she had her committee meeting on January 28 or 29 and has 13 volunteers committed to helping with the event. Commissioner Lopez has a goal of 50 participants in grades K through 5 attending the event. Commissioner Lopez and Commissioner Apte are working on the flyer and getting it approved by GUSD. Staff member Monica Sendejas reminded the Commissioners that all flyers must go through the Recreation Department for approval before they are submitted to GUSD. The next committee meeting is Saturday, February 18 at the Gilroy Library from 5:00 to 6:OOpm. Commissioner Lopez isn't sure how much money she needs for the event, but said she is thinking about $150 to $200. D. Basketball Clinic on May 13, 2017 — Vice Chair Sabharwal has recruited 8 volunteers (Varsity basketball players) and is waiting to hear back from 6 more. Commissioner Apte went to El Roble School to get class size by grade (Grades 2-5) and was told the total is 435 students. Commissioner Apte received a quote from The Printing Spot for $45 for a half sheet double -sided black and white flyer and $150 for color print for 450 flyers. Vice Chair Sabharwal obtained a quote from Vista Print for a quarter page double -sided full color flyer for $44.99 (500 count). Vice Chair Sabharwal said they would be promoting the event on social media and in the local newspapers. The goal number for the event is 30 participants. Vice Chair Sabharwal will be meeting with staff Brian Humes next week. Vice Chair Sabharwal said they need $150 to pay for the flyers, snacks and waters. E. Social Media Project — Staff Monica Sendejas reported the committee met with staff from the Public Infonnation Office on Thursday, January 26. The committee chose to create their own posts for information the City is asking them to post on the Youth Commission Instagram account. Their first project is taking a picture of Commissioner Apte, who is a certified lifeguard, and creating the post with information about the jobs available this summer with the City of Gilroy. Commissioner Athwal said they would have the post prepared by Friday. Commissioner Lopez asked Chair Carpenter for the login and password information again and Chair Carpenter said she would provide it. The committee wants to grow the Instagram account to 100 people by the end of February. There are currently 42 followers. The committee talked about raffling off a prize to get the number of followers up, but would need to get budget approval later in the meeting in order to do that. PUBLIC COMMENT None. OLD BUSINESS A. Debrief on the Valentine's Dance held Friday, February 10, 2017 — Staff Heather Kyles thanked the Youth Commissioners who attended the event, and expressed how proud she was of all them for dancing with the seniors and doing a wonderful job hosting the event. Staff Kyles said she has received a ton of feedback and comments that this was the best year yet and thanked the Youth Commissioners for doing a wonderful job representing the City. There were 118 tickets sold for the event and with the volunteers, staff and band members, there were a total of 167 attendees. The Commissioner Apte and Chair Carpenter reported that when dancing with the seniors and talking with them, the feedback they were receiving was that the swing band was very important to them. The consensus of the group was that the food service was too slow and suggested that next year there only be one item on the menu, no buffet with the volunteers serving the plates or a buffet with access on both sides. The feedback also received from the seniors is that dinner was "late" because it wasn't served at 5:OOpm. On next year's flyer, it will need to say the doors open at 5:OOpm with dinner served at 5:30pm. Commissioner Fajardo said that he really liked the bottles and recycling idea, however, the method of collection needs to be different next year because the bags simply didn't work. Next time, assignments for volunteers will also need to be more clearly defined. The Commissioners felt there were too many volunteers for the event and perhaps next year they could have a set-up and clean-up crews only. Next time it also needs to be made clear to the dance attendees that centerpieces can't be taken as some people got mad after being told they couldn't take the centerpieces because they were being used for the Senior Center Valentine's Day celebration. The Commissioners said they liked the raffle and thought it added something to the event. Commissioner Sabharwal recognized that the Commissioners got a late start on soliciting donations, but said he felt that next time it should be mandatory that everyone should bring in at least one donation. B. Slack Project — Commissioner Athwal will get Commissioners M. Plaza and A. Plaza signed up on Slack. The group discussed specifics on how Slack operates. Everyone seems to like using Slack as the method of communication in the group. NEW BUSINESS A. Presentation by Diane Carini, Executive Director/Founder of Ciel Community Services — Ms. Carini complemented the Youth Commission on the work they are doing in the community and thanked Julissa and Alan for coming by to see Ciel. Ciel is a place that offers programming during the day for seniors and programming for teens in the evenings. Ms. Carini said they are calling Ciel a social space and they are starting with workshops and classes during the day, like an Alzheimer workshop they just offered. In the evenings, she said they are trying to find ways to get students from different schools to meet up to network outside their group. They offer social mixers on Saturdays from 5:00 to 8:OOpm at a $15 admission fee. Ms. Carini said the first step is to have the parent/guardian sign up the teen and then they get three free visits. Ms. Carini stated the fee is $15 each time after the three visits (the Saturday mixers aren't included in the free offering). Ms. Carini said she sees Ciel as a place where teens can do homework and get together in a fan way. She said they also offer private parties and rental space for 15-20 people. She has also spoken to artists who want to do a show. Ms. Carini said they will be offering Mindfulness classes soon and she already has an instructor. Ms. Carini said she's willing to offer Ciel to the Youth Commission for an event or to donate space as a raffle prize. She said she was at a Youth Commission meeting three years ago to talk to the Youth Commission about her vision, and now it's a reality, but the faces around the table have changed. Chair Carpenter commented she was here when Ms. Carini visited the last time and asked questions about the pricing and if they fee was still $15 if a student only came in for 30 minutes. Ms. Carini said that yes, it is still $15 and she explained the fee is $5 per hour for 3 hours from 5:00 to 8:00pm. But, Ms. Carini said she was willing to work with students to do a monthly membership. Ms. Carini said last time she was here the group gave her so many ideas from the survey she had them fill out, and the reason she is back is she'd like to get suggestions and ideas again. Ms. Carini passed out information about her program and index cards asking for the Youth Commissioners' feedback, suggestions and ideas or to provide their email if they want to be part of the email blasts she sends out. Ms. Carini told the Commissioners if they could also come to Ciel if they were interested in community service hours. Ms. Carini summed up her presentation by saying that she wanted to invite and welcome the Youth Commission to Ciel, and asks the Youth Commission to help get the word out about Ciel. B. , Presentation by Linda Estill re: Prom for Special Needs Students at Christopher High School — Linda Estill shared that she is putting together a prom night for special needs high school students from Gilroy, San Juan Bautista, Hollister and Morgan Hill called Shining Star Prom. She shared that students with disabilities are sometimes self-conscious and reluctant to attend traditional prom or they can't because of sensory issues. Linda shared how she saw a report about a mother in Idaho who did a prom for her special needs child and read about it and was inspired. She shared how she used to be a professional event planner and she decided she wanted to do a prom in this area. Ms. Estill is working with a special needs teacher and ASB at Christopher High School and said she was at the meeting tonight to see if the Youth Commission would be interested in getting involved. The Shining Star Prom is on May 13, 2017 from 6:00 to 10:00pm (dance ends at 9:00pm) in the Christopher High School in the Dining Commons. Ms. Estill asked if the Youth Commission would be able to help volunteer for this event. Due to the many commitments the Youth Commission established in November, the Youth Commission as a whole wasn't able to commit to being involved in this event. However, on an individual level, the Commissioners could become involved and will reach out to Ms. Estill if they are interested in helping with this event. C. Event Budgets — a. Basketball Clinic - Motion was made by Commissioner Sabharwal to approve $150 for the Basketball Clinic. The motion was seconded by Commissioner A. Plaza. The motion carried unanimously with a 10-0-0 vote. b. Pampered Princess Party - Motion was made by Chair Carpenter to approve $200 for the Pampered Princess Party. The motion was seconded by Commissioner Athwal. The motion carried unanimously with a 9-0-0 vote (Vice Chair Sabharwal had to leave early and was not present for this vote). c. College Application Workshop — No funds requested. d. Scientist or Artist? — Staff discussed with Commissioner Lopez about moving this event to the Fall or Spring of next year to give her more time to prepare her budget and plan an event of this size and to also give her the opportunity to advertise this event in the Recreation Activity Guide. Commissioner Lopez expressed that she was confident that she could successfully run the event in April. Motion was made by Commissioner Lopez to approve $250 for the Scientist or Artist? .event. The motion was seconded by Commissioner A. Plaza. The motion carried unanimously with a 9- 0-0 vote (Vice Chair Sabharwal had to leave early and was not present for this vote). e. Social Media Project - Motion was made by Commissioner Athwal to approve $80 to run a promotion on the Youth Commission Instagram account with the goal of increasing the number of followers. The motion was seconded by Commissioner Apte. The motion carried unanimously with a 9-0-0 vote (Vice Chair Sabharwal had to leave early and was not present for this vote). AGENDA ITEMS FOR NEXT MEETING Debrief on Pampered Princess Party STAFF COMMENTS Staff encouraged Commissioners to think of ways they can fundraise to replenish the money they are spending for events and projects. The Commissioners discussed soliciting funds from donors as well as conducting car washes. ADJOURNMENT Chair Carpenter adjourned the meeting at 7:47 p.m. FUTURE MEETING The next regular meeting of the Youth Commission will be held on Monday, March 13, 2017 at 6:00 p.m. in the Gilroy Senior Center Meeting Room. `AqM&dI i"`I Monica Sendejas, RJdreation Coordinator City of Gilroy Youth Commission Advisor Recording Secretary