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05/13/2019 Youth Commission Regular Meeting Adopted 10/14/2019 CITY OF GILROY YOUTH COMMISSION REGULAR MEETING MAY 13, 2019 6:00 p.m. Senior Center Meeting Room 7371 Hanna Street Gilroy, CA 95020 MINUTES Page 1 of 5 I. CALL TO ORDER The regular meeting of the Youth Commission was called to order by Chair A. Sabharwal at 6:01 P.M. II. FLAG SALUTE Flag salute was led by Chair A.Sabharwal. III. ROLL CALL Members Present: Chair Akash Sabharwal, Vice Chair Justin Fajardo, Commissioner Kenneth Apte, Commissioner Bettye Chargin, Commissioner Elizabeth Van Sambeek, Commissioner Edwin Lopez, Commissioner Vikash Sabharwal, Commissioner Paul Song and Commissioner Jane Tovar Members Excused: Commissioner Senna Kolagotla Members Absent: Commissioner Bryan Alonso Staff Present: Vince Bautista IV. SECRETARY'S REPORT The meeting packet was posted on the City’s website on Wednesday, May 8, 2019 at 12:40 P.M. and the agenda was posted in the Public Notice Cabinet on Wednesday, May 8, 2019, at 12:50 P.M. V. APPROVAL OF MINUTES A. April 8, 2019 Motion was made by Chair Fajardo to approve the minutes of the April 8, 2019 regular meeting as written. The motion was seconded by Commissioner Lopez. The motion carried with a 9-0-2 vote (Absent: Commissioner Alonso and Commissioner Kolagotla). VI. APPROVAL OF AGENDA Motion was made by Commissioner Apte to approve the agenda of the May 13, 2019 regular meeting as written. The motion was seconded by Commissioner Page 2 of 5 Song. The motion carried with a 9-0-2 vote (Absent: Commissioner Alonso and Commissioner Kolagotla). VII. AWARDS/RECOGNITIONS None. VIII. INTRODUCTIONS Staff Bautista introduced City of Gilroy Deputy City Clerk Suzanne Guzzetta. Staff Bautista explained to Gilroy Youth Commissioners the role that Suzanne Guzzetta follows at the City of Gilroy. One of Suzanne duties is to serve as a city liaison between the public and City Council and is the local official who administers local legislative actions. Suzanne also has access to City records and ensures that all Commissions follow local, federal and state acts including the Brown Act and the Political Reform Act. Suzanne is a great resource for any questions regarding Commissions or City related matters. IX. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA None. X. OLD BUSINESS A. Status of Budget Input for Commission Related Items for Upcoming Budget Cycle 2020-2021 Staff Bautista had no update on the upcoming budget cycle for 2020-2021. Furthermore, staff Bautista will keep the Youth Commission updated once the decision is made. B. Recap on May City Council Presentation Staff Bautista rewarded the Gilroy Youth Commission for all there hard work and dedication to the Commission. Chair A. Sabharwal and Vice Chair Fajardo did very well in there May Presentation to City Council on May 6, 2019. Staff Bautista also gave kudos to the rest of the Commission for helping prepare Chair A. Sabharwal and Vice Chair Fajardo for the May Presentation. Chair A. Sabharwal commented on the success of the Gilroy Youth Commission for the year in planning and participating in events such as the Pampered Princess Party, Breakfast with Santa, Community Social with San Juan Bautista and the Holiday Parade. Furthermore, Commissioner Tovar recognized the Commission for doing a great job in the presentation and for the year. XI. NEW BUSINESS A. Youth Commission Handbook Presentation by Deputy City Clerk Suzanne Guzzetta Page 3 of 5 Deputy City Clerk Suzanne Guzzetta introduced Board, Commission and Committee Member Handbook and distributed a hard copy to each Gilroy Youth Commissioner. Suzanne intended to review the handbook as group and shared an overview of what applied to the Youth Commission. Suzanne began explaining the policies and procedures of the Commission. Suzanne spoke about the application process and orientation. Suzanne mentioned that she was in interviews for the Commissions and met with new Commissioners to provide there pledge of oath. First, on the handbook is the structure of City Government. City Council is a seven (7) member body who are elected to serve a four-year term. Overall, the mayor is considered the official spokesperson and representative for the City of Gilroy. For technical and administrative work, Council and advisors rely on the City Administrator and staff. Suzanne retouched on resignations, attendance, terms and records. For example, if a member is unable to continue serving due to health or personal reasons, a letter or email of resignation must be submitted to the staff liaison. The attendance policy states that a member is given two excused absences and one emergency absence from regular meetings in a calendar year. Furthermore, no commissioner shall serve more than two consecutive full terms on the same body. Additionally, all agendas, meeting reports, minutes, audio and other records are recorded and saved by the advisor for public records. All of these items must be posted and expressed to the public according to the Ralph M. Brown Act and Gilroy Open Government Ordinance. All Commissions or advisor bodies are required to hold regular meetings open to the public. The agenda for these meetings must be posted on the public notice cabinet at City Hall and on the City Website no less than seventy-two (72) hours prior to the meeting. A quorum is required to conduct meetings unless there are less than six (6) Commissioners present. Staff liaison are required to be notified at least seventy-two (72) hours in advance if a member knows he/she will be absent. Lastly, Suzanne recapped what Ralph M. Brown Act states which provides that no city advisory body shall not hold any meeting at which action is taken other than at a duty called and regularly held meeting, and notice of which is provided by agenda or by adjournment of a prior meeting. Commissioner Fajardo had a question in regards to an individual City email after his/her term is completed. Once a term is expired, the personal City email will be terminated as well. B. Meeting Calendar Dates for 2019-2020 Year Staff Bautista has prepared the meeting dates for the 2019-2020 year. However, staff Bautista will bring the meeting dates to the next regular meeting for motion and vote by the Youth Commission. C. Annual Retreat for the 2019-2020 Year Page 4 of 5 Commissioner Song suggested that this years Annual Retreat worked out really well due to the fact that it was a part of the general monthly meeting November. All other Commissioners agreed to Commissioner Song feedback. Commissioner Apte proposed to add ice breakers for the Annual Retreat in November. This will break the ice with new Commissioners feeling more welcomed and relaxed joining the Commission. Motion was made by Commissioner Song to move the Annual Retreat forward in November for the October 14, 2019 regular meeting as written. The motion was seconded by Commissioner V. Sabharwal. The motion carried with a 9-0-2 vote (Absent: Commissioner Alonso and Commissioner Kolagotla). D. Upcoming Goals for 2019-2020 Year Staff Bautista began the discussion of this years goal with the Commission and asked if the Commission felt they reached those goals this year. This years goal consisted of the Annual Pampered Princess Party, Breakfast with Santa, Holiday Parade, Youth Community Social with San Juan Bautista and Morgan Hill. All Commissioners agreed that all goals were reached and ran successfully. Some items that should be included next year for the Youth Commission include the Annual Pampered Princess Party (in which will be expanding and changing locations), Yack Attack training and volunteer with the Holiday Parade and Breakfast with Santa. New items that were proposed were College Administration Day partnered with an academic advisor and the Senior Ball which will be serving elderly at the Senior Center. Commissioners will brainstorm more ideas at the next regular meeting in October. On the other hand, there were a few items that the Commissioners noted not too take part of next year. Commissioner Apte recommended to get rid of the G-YO Website goal for next year. Commissioner Song suggested to not participate in the Community Social since the Commission held a Social this year with San Juan Bautista and Morgan Hill. XII. COMMITTEE REPORTS Commissioner V. Sabharwal had no reports as the representative for GPAC. There has been no upcoming meetings or study sessions. Commissioner V. Sabharwal will check back in once a meeting occurs. XIII. AGENDA ITEMS FOR NEXT MEETING - Planning of Youth Commission Retreat. - Upcoming goals for the 2019-2020 year. - Gilroy Youth Commission Apparel. - Updated budget cycle for 2020-2021. A motion was made by Commissioner Chargin to approve the agenda items for next meeting. The motion was seconded by Commissioner Tovar. The motion carried with an 9-0-2 vote. (Absent: Commissioner Alonso and Commissioner Kolagotla). Page 5 of 5 XIV. STAFF COMMENTS Staff Bautista praised the Gilroy Youth Commission for all there sacrifices and hard work throughout the year. Also, Staff Bautista thanked the Commissioners who will be moving on from the Youth Commission for successfully serving their second year term. XV. ADJOURNMENT A motion was made by Vice Chair Fajardo to adjourn the meeting. The motion was seconded by Commissioner Apte. The motion carried with an 9-0-2 vote. (Absent: Commissioner Alonso and Commissioner Kolagotla). Chair A. Sabharwal adjourned the meeting at 6:43 P.M. XVI. FUTURE MEETINGS The next regular meeting of the Gilroy Youth Commission will be held on Monday, October 14, 2019 at 6:00 p.m. in the Gilroy Senior Center Meeting Room. Vince Bautista, Recreation Specialist City of Gilroy Youth Commission Advisor Recording Secretary