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02/12/2018 Youth Commission Regular Meeting Adopted 03/12/2018CITY OF GILROY MINUTES OF THE REGULAR YOUTH COMMISSION MEETING 6:00 P.M. Monday, February 12, 2018 CALL TO ORDER The meeting was called to order at 6:03 p.m. by Chair Sabharwal. INTRODUCTIONS New Youth Commission Ethan Pace was introduced to the Commission. Commissioner Pace is a freshman at Gilroy High School. ROLL CALL & SECRETARY'S REPORT Members Present: A. Apte, K. Apte, Athwal, Fajardo, Kolagotla, Pace, Sabharwal, Sanchez Del Real, and Song (left early) Members Excused: Lopez Vega and Chargin Members Absent: None Staff Present: Monica Sendejas The agenda for the Youth Commission regular meeting was posted in the public notice cabinet at City Hall on Wednesday, February 7, 2018 at 1:07 p.m. The agenda and February Meeting Packet were distributed to Commissioners and posted to the City website on Wednesday, February 7, 2018 at 1:13 p.m. APPROVAL OF THE MINUTES Motion was made by Vice Chair A. Apte to approve the minutes of the January 8, 2018 regular meeting as written. The motion was seconded by Commissioner K. Apte. The motion carried with an 8-0-1 vote (Commissioner Pace abstained because he was not present, at the January 8th meeting). APPROVAL OF THE AGENDA Motion was made by Commissioner Song to approve the agenda for February 12, 2018. The motion was seconded by Commissioner Fajardo. The motion carried unanimously with a 9-0-0 vote. PUBLIC COMMENT None. OLD BUSINESS A. YAC Attack 2018 Workshop, Roundtable & Debate Proposal - Commissioner Fajardo reviewed the draft of the YAC Attack Debate proposal. Commissioner Fajardo explained the Socratic method of debate and shared four articles (two for and two against mental health care in schools) that will be used at the debate. After reviewing the articles and discussing the flow of the debate, minor suggestion to the debate proposal were suggested. Under Session Description, change the first sentence to read "Debate whether mental health services should be provided in school" and correct the spelling of "Services" in the Session Title. A motion was made by Commissioner Fajardo to approve the YAC Attack Debate Proposal with the suggested changes. The motion was seconded by Commissioner Athwal. The motion carried unanimously with a 9-0-0 vote. The proposal will be submitted by email and USPS on February 13, 2018 by Staff Sendejas. B. YAC Attack 2018 Attendees on Saturday, March 10, 2018 Cupertino — Staff Sendejas asked the Commission who would be attending YAC Attack as she needs to register and pay for attending Commissioners. Because. of the registration and fee process, anyone who is commits to attend YAC Attack and later is unable to attend will have their absence reflected as unexcused. Commissioners Chargin, Fajardo, Kolagotla, Sabharwal and K. Apte committed to attending the YAC Attack conference. The attire will be the charcoal Youth Commission t-shirts and gray sweatshirts. A motion was made by Vice Chair A. Apte to approve the registration and payment for YAC Attack for the five Commissioners. The motion was seconded by Commissioner Sanchez Del Real. The motion carried unanimously with a 9-0-0 vote. Details will be emailed to the attending Commissioners from Staff Sendejas as we get closer to the event, which will be before the next meeting: C. Pampered Princess Party on April 14, 2018 - The Commissioners looked at the supplies left over from the previous year. Then the following updates were reported: a. Hair - Commissioner Kolagotla has secured 8 volunteers. She will need about 30 combs, about 500 bobby pins, and the blue liquid disinfectant for the combs. b. Nails Commissioner Sanchez Del Real will help with the nails booth. She will see how much nail polish she has and then will let Staff Sendejas know so she can purchase more nail polish. Commissioner Sanchez Del Real will also work on volunteer recruitment. There was not an update from Commissioner Vega Lopez. c. Arts & Crafts — Staff Sendejas reported the crowns have been ordered and have arrived and $66.45 of the $75 budget has been spent. Commissioner Song suggested an added arts & craft activity of beaded bracelets. Since the approved budget is not sufficient to cover the additional expense, the Commissioners will need to motion and vote to increase the budget for this line item at the next meeting. Commissioner K. Apte has 4 potential volunteers he is in the process of recruiting. Commissioner Pace will join this subcommittee and will recruit a volunteer or two to assist the day of the event. d. Photo Booth — The backdrop for the photo booth has been purchased. Commissioner Chargin has secured a professional photographer for the event. Commissioner Fajardo is working on gathering props for the photo booth. e. Face Painting Vice Chair Apte has recruited 3 volunteers. One volunteer is employed as a face painter and will be training the volunteers in this area on face painting. This volunteer may bring their own face painting supplies, and there are also the face painting supplies that were borrowed. from the Recreation Department. f. Publicity And Donations — Chair Sabharwal drafted a letter to solicit donations from places like Target, Costco, Nob Hill and salons. He is on break from school next week and will work on securing donations. Commissioner Athwal will send out a volunteer recruitment email to. GECA students asking for help from 8:OOam to 1:OOpm on Saturday, April 14, 2018. g. Flyer — Staff Sendejas provided 50 flyer and 100 postcards to Chair Sabharwal for distribution and promotion. Staff Sendejas shared the draft of the ad that will go in the Recreation Activity Guide. Staff Sendejas will promote the event on the Recreation Department social media outlets when we get closer to the date. D. Website Design Project Development — Vice Chair A. Apte reported he still needs information from the Commissioners to continue building the website. Vice Chair A. Apte requested that Commissioners submit their information by March 2 so that he can update the website and have something for the Commission to review at the next meeting. Staff Sendejas will send out a sample template to the group to follow. These are the topic areas that Commissioners have chosen to work on: a. Webmaster — Vice Chair Apte b. Web Apprentice, Job Etiquette and Interviewing Tips — Commissioner K. Apte has submitted his information. c. Medical Field = Staff Sendejas will forward Commissioner Fajardo's email. Commissioner Athwal. will submit information about Kaiser. d. Arts — Commissioner Chargin is waiting for calls back and e. Music & Extra -Curricular Activities — Commissioner Song will submit information about a local teen symphony and will continue to gather information in this area. f. Working with Youth — Commissioner Sanchez Del Real will resend her information and copy Staff Sendejas on the email. g. Sports — Staff Sendejas will forward Commissioner Kolagotla information. h. Skill -related Tips and Trades — Chair Sabharwal presented information he's gathered and will email his information to Vice Chair A. Apte. i. Environment was changed to Recreation — Commissioner Lopez Vega did not send any information to present at the meeting; Commissioner Pace joined this subcommittee. NEW BUSINESS None COMMITTEE REPORTS A. GPAC. — Vice Chair Apte reported the GPAC did not meet in February and they will be meeting in March. AGENDA ITEMS FOR NEXT MEETING Revisit budget for Pampered Princess Party (arts & crafts supply budget) Debrief on YAC Attack STAFF COMMENTS Staff Sendejas shared the Poppy Jasper Film Festival Volunteer Recruitment Letter with the Commissioners and encouraged them to contact Joan Buchanan if able to volunteer. ADJOURNMENT A motion was made by Commissioner K. Apte to adjourn the meeting. The motion was seconded by Vice Chair A. Apte. The motion carried unanimously with an 8-0-0 vote (Commissioner Song was not present for this vote). Chair Sabharwal adjourned the meeting at 7:06 p.m. - FUTURE MEETING The next regular meeting of the Youth Commission will be held on Monday, March 12, 2018 at 6:00 p.m. in the Gilroy Senior Center Meeting Room. Monica Sendejas, Rec ation Coordinator City of Gilroy Youth Commission Advisor Recording Secretary