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04/10/2017 Youth Commission Regular Meeting Adopted 05/08/2017CITY OF GILROY MINUTES OF THE REGULAR YOUTH COMMISSION MEETING 6:00 P.M. Monday, April 10, 2017 CALL TO ORDER The meeting was called to order at 6:04 p.m. by Chair Carpenter. ROLL CALL & SECRETARY'S REPORT Members Present: Carpenter, Athwal (late), Fajardo, M. Plaza, Sabharwal, Apte, Lopez (late), and A. Plaza Members Excused: Drews and O'Connor Members Absent: None Staff Present: Monica Sendejas and Heather Kyles Commissioner Paul Song was introduced. Commissioner Song is a freshman at Christopher High School. His hobbies include playing the cello, watching YouTube and spending time with friends. Commissioner Song shared he wanted to be a Youth Commissioner so he could have a voice on what is happening with youth in the community. APPROVAL OF THE MINUTES Motion was made by Commissioner Apte to approve the minutes of the March 13, 2017 regular meeting as written. The motion was seconded by Commissioner Sabharwal. The motion carried with a 6-0-1 vote (Commissioners Athwal and Lopez not present for this vote). APPROVAL OF THE AGENDA Motion was made by Commissioner Fajardo to approve the agenda for Monday, April 10, 2017. The motion was seconded by Commissioner A. Plaza. The motion carried unanimously with a 7-0-0 vote (Commissioners Athwal and Lopez not present for this vote). COMMITTEE REPORTS A. College Application Workshop on April 22, 2017 — Commissioner M. Plaza reported Starbucks is providing pastries for the event. The next committee meeting is on April 14. Chair Carpenter will talk to Commissioner O'Connor about publicity for the event and what her needs are for the event. Chair Carpenter will email staff and copy Commissioner O'Connor on the email following this discussion on what is needed. B. Scientist or Artist? on April 29, 2017 — Commissioner Lopez presented the event flyer in English and Spanish. Commissioner Lopez has permission from the Gilroy Library to have flyers available at the Gilroy Library. Staff Sendejas reminded Commissioner Lopez the flyer will need to be approved by the Recreation Director before distribution. Commissioner Lopez reported she has volunteers for the day of the event and has verbally started promoting the event. A date was established to go shopping with staff for the event. Discussion began about reducing the time to 10:00am to 1:00pm. After further discussion, it was determined that there needed to be more preparation for the event as a number of key components had not been planned yet and the event was only three weeks away (not planned yet were the total number of stations and the activities at each station, how to limit the event to 50 people, the rotation the participants would follow and how many stations they could attend, a list of items needed to run the event, promotion of the event, etc.). Therefore, Staff Sendejas informed Commissioner Lopez that this event would need to be postponed until the Fall so that the details of the event could be planned further. Commissioner Lopez chose to wait until September to choose a date in the Fall to run the event. To be ready for the event in the Fall, Staff Sendejas told Commissioner Lopez that planning would need to continue through the summer. C. Basketball Clinic on May 13, 2017 — Recreation Coordinator Veronica Torrez will provide a staff member to help with this event. Vice Chair Sabharwal showed the flyer for his event and it has been approved by the Recreation Department Director. Vice Chair Sabharwal reported that he submitted a request to GUSD for flyer distribution to El Roble School. As discussed in previous meetings and reported in the March minutes, the Youth Commission is not to submit these requests to the school district independently as there is protocol that must be followed per the school district's request of the City of Gilroy. Therefore, Staff Sendejas informed Vice Chair Sabharwal will need to retract his request with the school district. There was also discussion about the choice of E1 Roble School and Commissioner M. Plaza suggested Elliott and Glenview as low income schools that are closer to San Ysidro Park and that may be better choices. Instead, the flyer will be promoted via social media by the Recreation Department and the Public Information Office. Chair Carpenter suggested that Commissioners can ask teachers they know to circulate flyers in their classes. Flyers will also be placed at the Recreation Department office, Senior Center, Youth Center, Late Night Gym and at any events between now and May 13. Staff Sendejas suggested that door-to-door flyer distribution in the San Ysidro neighborhood and Vice Chair Sabharwal said his committee would be willing to do that task. Staff Sendejas can print flyers for these purposes at the Recreation Department and if more flyers are needed, Staff Sendej as informed Vice Chair Sabharwal that he can request quantities from her. Vice Chair Sabharwal will also explore medals for participants and will email staff the link for the style of medal he wants to purchase for the event. Vice Chair Sabharwal will also email staff the shopping list for drinks and snacks for the event. D. Social Media Project — No report. PUBLIC COMMENT None. OLD BUSINESS A. Slack Communication — Staff Sendejas explained that due to the Public Records Act and the inability to archive Slack in a user-friendly readable fashion, we were directed to cease and desist from using Slack as a method of communication. Moving forward, Commissioners need to conduct all communication through email and should not be using texting as a form of communication. Staff Sendejas asked that Commissioners copy staff on emails so that staff can archive the communication. Staff Sendejas suggested the Commissioners establish an email account that is used for only City business as it can be subject to the Public Records Act. Commissioner M. Plaza asked why Commissioners aren't issued a City email account. Staff Sendejas reported that this is something the City is currently working on as none of the Commissioners on all Commissions have City email addresses. The Commissioners expressed their concerns over this decision and how it may affect their ability to stay on task with projects. Commissioner Athwal will continue to research methods of communication like and including Slack, that may be acceptable methods of communication and that are archivable so that it meets the Public Information Act criteria. B. Practice Presentation for Council — Vice Chair Sabharwal presented the slide show he had developed thus far with pictures of events at the Holiday Parade, Valentines Dance, Youth Commission Retreat and Pampered Princess Party. Vice Chair Sabharwal shared the work and achievements of the Youth Commission this year at these events. Staff and Commissioners gave suggestions for improvement. Staff Sendejas reminded the Commission there needs to be no more than five slides; the speech needs to be written out and no longer than five minutes long. The Recreation Department Director will review the speech and slides before the Commission presents at the Council Meeting. Staff' Sendejas asked that the speech and slide presentation be emailed to staff by Friday, April 14, 2017. Commissioners agreed they would wear their black Youth Commission shirts and dark denim pants to the Council meeting on May 15, 2017. NEW BUSINESS A. Social Media Instagram Account — Commissioner Lopez shared the difficulty the Commission has had in posting to the Instagram account and how the current process isn't working. In light of this difficulty and based on discussion at the last meeting, Commissioner Lopez recommended the Commission vote to deactivate the Instagram account and establish a new account. Staff Sendejas shared with the Commissioners that due to the Public Records Act, we wouldn't be able to start a new Instagram account until an archiving system was in place for it, which the Public Information Office is currently working on. With the Youth Commission going dark in a little over a month, Staff Sendejas recommended that the Commission close the current Instagram account and that a new account will not be opened until the Fall. Staff Sendejas suggested using Facebook; however, the Youth Commission reiterated that their peers do not use Facebook at all. The discussion on a new social media account was tabled. Motion was made by Commissioner A. Plaza to deactivate the current Youth Commission Instagram account (Chair Carpenter would be responsible for doing this). The motion was seconded by Commissioner Fajardo. The motion carried unanimously with a 9-0-0. AGENDA ITEMS FOR NEXT MEETING CMAP Channel — Commissioner Apte will present information on this new channel and facilitate a discussion on the benefits and opportunities of the CMAP Channel Practice Presentation for City Council STAFF COMMENTS None. ADJOURNMENT Chair Carpenter adjourned the meeting at 7:14 p.m. FUTURE MEETING The next regular meeting of the Youth Commission will be held on Monday, May 8, 2017 at 6:00 p.m. in the Gilroy Senior Center Meeting Room. The Youth Commission will do their annual presentation to City Council on May 15, 2017 at 6:00pm in Council Chambers. Monica Sendejas, Recreation Coordinator City of Gilroy Youth Commission Advisor Recording Secretary