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03/12/2018 Youth Commission Regular Meeting Adopted 04/09/2018CITY OF GILROY MINUTES OF THE REGULAR YOUTH COMMISSION MEETING 6:00 P.M. Monday, March 12, 2018 CALL TO ORDER The meeting was called to order at 6:07 p.m. by Chair Sabharwal. ROLL CALL & SECRETARY'S REPORT Members Present: A. Apte, K. Apte, Athwal Pace, Sabharwal, and Sanchez Del Real Members Excused: Song Members Absent: None Staff Present: Monica Sendejas (late), Chargin, Fajardo, Kolagotla (left early), The agenda for the Youth Commission regular meeting was posted in the public notice cabinet at City Hall on Wednesday, March 7, 2018 at 11:20 a.m. The agenda and March Meeting Packet were distributed to Commissioners and posted to the City website on Wednesday, March 7, 2018 at 11:34 a.m. Commissioner Lopez Vega has resigned from the Youth Commission because she has a class on Monday evenings and is unable to attend the rest of the meetings scheduled through May. APPROVAL OF THE MINUTES Motion was made by Vice Chair A. Apte to approve the minutes of the February 12, 2018 regular meeting as written. The motion was seconded by Commissioner Fajardo. The motion carried with an 8-0-1 vote (Commissioner Athwal was not present for this vote). APPROVAL OF THE AGENDA Motion was made by Commissioner Chargin to approve the agenda for March 12, 2018. The motion was seconded by Commissioner Kolagotla. The motion carried unanimously with an 8-0-0 vote (Commissioner Athwal was not present for this vote). PUBLIC COMMENT None. OLD BUSINESS A. Debrief on YAC Attack 2018 — Commissioner Fajardo said YAC Attack was a great event and was lots of fun. He felt there were fewer participants than last time, but there were still over 200 people in attendance (the event is held every other year). Commissioner Fajardo shared information from keynote speaker Alan Klein, who was the 2016 Sole Survivor winner and a Stanford graduate, as. well as the sessions they attended. The five Commissioners who attend the conference also hosted a session, "Cocoa and Controversy: Advocate or Oppose Mental Health Services." At their session, there were 44 participants in attendance and there was lots of good discussion. The hot chocolate bar was a hit! Staff Sendejas shared how proud she was of the job the Commissioners did in planning and executing the session. B. Pampered Princess Party on April 14, 2018 —The following updates were reported: a. Hair - Commissioner Kolagotla has secured all of her volunteers and Staff Sendejas will purchase the remaining supplies. b. Nails — Commissioner Sanchez Del Real has some nail polish. Commissioner Faj ardo's mom will be donating some nail polish. Staff Sendejas will purchase a few nail polish colors, nail polish remover and q-tips. Commissioner Sanchez Del Real will work on volunteer recruitment. c. Arts & Crafts — Commissioner K. Apte has recruited two volunteers. Commissioner Pace will work on recruiting some volunteers. d. Photo Booth Commissioners Fajardo and Chargin are working on getting props. If supplies need to be ordered, they will get the list to Staff Sendejas by next week. Staff Sendejas had Lauren from the Senior Center make a photo frame for the event. Staff Sendejas has also collected a couple of props. e. Face Painting - Vice Chair Apte has recruited his volunteers and has his materials for the event. f. Publicity and Donations — Chair Sabharwal distributed donation letters and will follow up with those businesses this Thursday. He also works at Mathnasium and will ask them for a donation. g. Flyer — Staff Sendejas gave Chair Sabharwal flyers and postcards at the last meeting. An ad has been placed in the Recreation Summer Activity Guide and will be distributed the last week of March to Gilroy residents. Staff Sendejas will promote the event on social media when we get closer to the date. h. Budget amendment — After discussion about adding the bracelets to the arts and crafts group, the Commission decided not to motion and vote to amend the budget to add the cost of the bracelets. Adding bracelets to the event would not only add about $80 in expenses, but would also require additional volunteers to help the participants make the bracelets and the Commission didn't feel they would be able to recruit enough volunteers to help in this area. 0 C. Website Design Project Development — Vice Chair A. Apte shared the website updates. He still needs information from Commissioner Song (Music), Chair Sabharwal (Skill Tips and Trades), and Commissioner Pace (Recreation). Chair Sabharwal and Commissioner Pace forwarded this information to Vice Chair A. Apte during the meeting. Vice Chair A. Apte encouraged the Commissioners to look at the draft of the website and to give him suggestions on pictures to use and ways to. make the website more colorful. He also asked the Commissioners to brainstorm a name and domain name for the website and encouraged the Commission to keep it short and enticing and to try to include "Gilroy Youth" in the name. Staff Sendejas will send Vice Chair A. Apte the objective statement for the website that can be used on the home page to tell the viewer about the content of the website. The Commissioners are asked to bring their ideas for a domain name to the next meeting. NEW BUSINESS None COMMITTEE REPORTS A. GPAC — Vice Chair Apte reported the next GPAC meeting is scheduled for March 22, 2018. They will be making a decision on how the land in Gilroy will be used. AGENDA ITEMS FOR NEXT MEETING Pampered Princess Party Website Design Meeting Calendar for 2018-2019 STAFF COMMENTS • Staff Sendejas reported that Chiquy Mejia from Morgan Hill called and would like to get their Youth Action Council together with our Commission. She proposed Thursday, November 15 or Friday, November 16, 2018. Staff Sendejas suggested that San Juan Bautista also be invited as Commissioner Fajardo had previously suggested. We had tabled this item for this year due to YAC Attack. Staff Sendejas will reserve Wheeler Gymnasium for both dates and the Commission will finalize the details for the event in the Fall. • Within the next week, Staff Sendejas will be sending out an email from Human Resources to promote the positions the City of Gilroy is recruiting for summer jobs. The Commissioners reported they have seen job opportunities flyers up at their schools. ADJOURNMENT A motion was made by Commissioner K. Apte to adjourn the meeting. The motion was - seconded by Commissioner Sanchez Del Real. The motion carried unanimously with an 8-0-0 vote (Commissioner Kolagotla was not present for this vote). Chair Sabharwal adjourned the meeting at 6:51 p.m. FUTURE MEETING The next regular meeting of the Youth Commission will be held .on Monday, April 9, 2018 at 6:00 p.m. in the Gilroy Senior Center Dining Hall. Monica Sendejas, Recr ation Coordinator City of Gilroy Youth Commission Advisor Recording Secretary