12/11/2017 Youth Commission Regular Meeting Adopted 01/08/2018CITY OF GILROY
MINUTES OF THE REGULAR
YOUTH COMMISSION MEETING
6:00 P.M.
Monday, December 11, 2017
CALL TO ORDER
The meeting was called to order at 6:04 p.m. by Chair Sabharwal.
ROLL CALL & SECRETARY'S REPORT
Members Present: A. Apte, K. Apte, Chargin, Fajardo, Kolagotla, Lopez Vega (late),
Sabharwal, Sanchez Del Real and Song (left early)
Members Excused: None
Members Absent: Athwal
Staff Present: Monica Sendejas
The agenda for the Youth Commission regular meeting was posted in the public notice cabinet at
City Hall on Wednesday, December 6, 2017 at 2:46 p.m. The agenda and December Meeting
Packet were distributed to Commissioners and posted to the City website on Wednesday,
December 6, 2017 at 2:33 p.m.
Staff Sendejas informed the Commission there is an open recruitment for vacant position.
APPROVAL OF THE MINUTES
Motion was made by Vice Chair A. Apte to approve the minutes of the November 13, 2017
regular meeting as written. The motion was seconded by Commissioner K. Apte. The
motion carried unanimously with an 8-0-0 vote (Commissioner Lopez Vega was not present
for this vote).
APPROVAL OF THE AGENDA
Motion was made by Commissioner Chargin to approve the agenda for Monday, December
11, 2017. The motion was seconded by Vice Chair A. Apte. The motion carried
unanimously with an 8-0-0 vote (Commissioner Lopez Vega was not present for this vote).
INTRODUCTIONS
None.
PUBLIC COMMENT
None.
OLD BUSINESS
A. Youth Commission Annual Retreat — Staff Sendejas shared that the notes from the retreat
were included in the packet to help keep the Commission on track for the year. Planning for
the Pampered Princess Party and website design would mostly take place at . the Youth
Commission meetings.
B. YAC Attack 2018 on Saturday, March 10, 2018 Cupertino — Staff Sendejas shared that
she received a request for proposals for YAC Attack and asked the Commissioners if they
would be interested in presenting or if they wanted to be participants at the event. After some
discussion, the Commissioners decided to bring proposals to the next meeting. Then, the
Commission would decide if they were going to submit an application to present at YAC
Attack and select a proposal to use. Vice Chair Apte reported that he and Commissioner
Athwal would be unable to attend YAC Attack due to another commitment.
NEW BUSINESS
a
Pampered Princess Party on April 14, 2018 — Commissioner Sanchez Del Real is Chairing
the Pampered Princess Party event. The Pampered Princess Party will be held at the Gilroy
Senior Center on April 14, 2018 from 10:00am to 12:00pm for 4 to 11 year olds. The Youth
Commissioners decided to keep the same name for the event. Last year's event was discussed
to share with the new Commissioners how the event was previously run. Then, sub-
committees were developed to keep the Commission on track for .executing a successful
event.
a. Hair — Commissioner Kolagotla will be responsible for this area. She needs to recruit
6-10 volunteers. The Commission decided no heat products will be used due to the
risk of volunteers burning themselves. or the participants. Braiding, glitter, color
spray, etc. are all options. Commissioner Kolagotla will work on developing this
further.
b. Nails — Commissioner Lopez Vega will be responsible for this station. She will
recruit 6-10 volunteers and identify the supplies needed for this station.
c. Arts & Crafts - Commissioners K. Apte and Song will be responsible for running
the arts & crafts station. They will recruit 3-6 volunteers.
d. Photo Booth - Commissioners Chargin and Fajardo will run the photo booth. They
will recruit 1-2 volunteers and gather props for the photo booth.
e. Face Painting — Vice Chair Apte will run the face painting station. He will recruit 3-
5 volunteers.
f. Publicity and Donations — Chair Sabharwal will work on advertising and solicitation
of donations.
g. Flyer — Staff Sendejas will work on the .flyer for the event.
Commissioner Athwal will choose a sub -committee to work on at our next meeting.
Commission discussed using donations (tips) given at the event and donating these funds to
the City of Gilroy Youth Scholarship Fund. The Commission will vote on this item at the
next meeting.
B. Website Design Project Development — Vice Chair Apte presented a draft of the website he
is building for the Youth Commission that focuses on job and volunteer opportunities in the
Gilroy area for teens. He is using the platform WordPress to build the website. A domain
name has not been selected or purchased yet. Commissioners Lopez Vega and Athwal still
need to choose a subject area and send information to Vice Chair Apte. The Commissioners
reported out on the areas they are working on and the information they have gathered thus
far. These are their chosen areas of responsibility:
a. Webmaster -Vice Chair Apte
b. Web Apprentice, Job Etiquette and Interviewing Tips — Commissioner K. Apte
c. Medical Field — Commissioner Fajardo
d. Arts — Commissioner Chargin
e. Music & Extra -Curricular Activities — Commissioner Song
f. Working with Youth— Commissioner Sanchez Del Real
g. Sports — Commissioner Kolagotla
h. Skill -related Tips and Trades — Chair Sabharwal
i. TBD — Commissioner Lopez Vega
J. TBD — Commissioner Athwal
In order for Vice Chair Apte to build the website with the links, he needs the information
emailed directly to him so he can copy and paste the links. Vice Chair Apte clarified that the
information sent to him should not be jobs posted by dates, but, rather try to keep the
information broad and send Vice Chair Apte the contact person or link for the application for
a particular organization that is related to the Commissioner' subject area. Commissioners
should email their information to Vice Chair Apte's city email so that he can copy and paste
the link into the website being built.
COMMITTEE REPORTS
A. GPAC — Vice Chair Apte reported the GPAC does not meet again until February and there is
nothing to report at this time.
AGENDA ITEMS FOR NEXT MEETING
Proposals for YAC Attack
Pampered Princess Party Sub -Committee reports and voting on the donations going to the Youth
Scholarship Fund
Website Design Updates
STAFF COMMENTS
Staff Sendejas shared the front page of the Gilroy Dispatch from December 8, 2017, which had a
picture of two Youth Commissioners at the Gilroy Downtown Holiday Parade. The picture is of
Vice Chair Apte and Commissioner Fajardo, Santa and Mrs. Claus.
ADJOURNMENT
A motion was made by Vice Chair Apte to adjourn the meeting. The motion was seconded
by Commissioner Fajardo. The motion carried unanimously with an 8-0-0 vote
(Commissioner Song was not present for this vote). Chair Sabharwal adjourned the meeting
at 7:27 p.m.
FUTURE MEETING
The next regular meeting of the Youth Commission will be held on Monday, January 8, 2018 at
6:00 p.m. in the Gilroy Senior Center Meeting Room.
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Monica Sendejas, Recreation Coordinator
City of Gilroy Youth Commission Advisor
Recording Secretary