10/14/2019 Youth Commission Regular Meeting Adopted 11/18/2019
CITY OF GILROY
YOUTH COMMISSION
REGULAR MEETING
OCTOBER 14, 2019
6:00 p.m.
Senior Center Meeting Room
7371 Hanna Street
Gilroy, CA 95020
MINUTES
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I. CALL TO ORDER
The regular meeting of the Youth Commission was called to order by staff
Bautista at 6:19 P.M.
II. FLAG SALUTE
Flag salute was led by staff Bautista.
III. ROLL CALL
Members Present: Commissioner Kenneth Apte, Commissioner Joshua
Martinez, Commissioner Serena Ramirez, Commissioner Vikash Sabharwal
(arrived at 6:21 P.M.), Commissioner Augusta Schulte
Commissioner Elizabeth Van Sambeek, Commissioner Senna Kolagotla,
Commissioner Edwin Lopez, Commissioner Paul Song and Commissioner
Bryan Alonso
Members Excused: None
Members Absent: Commissioner Jane Tovar
Staff Present: Vince Bautista
IV. SECRETARY'S REPORT
The meeting packet was posted on the City's website on Thursday, October
10, 2019 at 8:55 A.M. and the agenda was posted in the Public N otice
Cabinet on Thursday, October 10, 2019 at 9:54 A.M.
V. APPROVAL OF MINUTES
A. May 13, 2019
Motion was made by Commissioner Song to approve the minutes of
the May 13, 2019 regular meeting as written. The motion was
seconded by Commissioner Lopez. The motion carried with a 10-0-1
vote (Absent: Commissioner Tovar).
RESULT: ACCEPTED
VI. APPROVAL OF AGENDA
Motion was made by Commissioner Kolagotla to approve the agenda
of the Monday, October 14, 2019 regular meeting as written. The
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motion was seconded by Commissioner Alonso. The motion carried
with a 10-0-1 vote (Absent: Commissioner Tovar).
VII. AWARDS/RECOGNITIONS
None
VIII. INTRODUCTIONS
A. New Commissioners
Staff Bautista welcomed the new Commissioners who will be serving on the
committee for the next two terms. Staff Bautista requested each new
Commissioner to introduce themselves and state what grade and school
they currently attend. There are a five (5) new commissioners serving on the
Gilroy Youth Commission. Two (2) of the five (5) whom are recurring from
last two terms. Please welcome Commissioner Martinez, Commissioner
Ramirez, Commissioner Schulte and from previous terms Commissioner
Kolagotla and Commissioner Apte.
B. Advisor and Current Youth Commissioners
Staff Bautista reintroduced himself and his role as an advisor/treasurer for
the Gilroy Youth Commission. Staff Bautista had current Commissioners
introduce themselves and state there term of service.
IX. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA
X. NEW BUSINESS
A. Youth Commissioner Orientation
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Staff Bautista went ahead and explained the process of expectations,
bylaws, and policies of the Gilroy Youth Commission. Staff Bautista talked
about the Youth Commissions involvement of the youth of Gilroy in their
community and be able to provide input on youth issues. Staff Bautista
reminded the Commission that they each serve two (2) year terms that is
appointed by City Council of the City of Gilroy. Staff Bautista informed the
Commission that there will be a chair and vice chair who shall supervise and
be responsible in coordinating the meetings. The commission will
recommended two (2) Commissioners and then vote to see who is the
perfect role for this years Chair and Vice Chair.
A quorum is necessary at a Commission for any action that needs to be
taken. A majority of the Commission shall constitute a quorum. The
Commission requires at least six (6) out of eleven (11) Commissioners
present for a quorum to exist.
Staff Bautista informed the Commission that attendance is imperative.
Absences will be excused and recorded in the Commission minutes only if
the Commission advisor or Chairperson is notified forty-eight (48) hours in
advance of the meeting. No more than two (2) excused absences and one
(1) unexcused absence is allowed per season. Anything more can led to
discharge of the Commission.
B. Elect Chair and Vice Chair for 2019-2020 year
Commissioner Apte nominated Commissioner Song to stand as chair for the
Youth Commission 2019-2020 year. No other nominees were
recommended. The motion carried with a 10-0-1 vote (Absent:
Commissioner Tovar).
Commissioner Song nominated Commissioner Kolagotla to represent as
vice chair for the Youth Commission 2019-2020 year. No other nominees
were suggested. The motion carried with a 10-0-1 vote (Absent:
Commissioner Tovar).
C. Annual Retreat for Youth Commission
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Staff Bautista presented to the Commission the Annual Retreat. The
Commission was requested to select a day for the Annual Retreat as a
Commission. Commissioner Song gave an overview of what the Annual
Retreat consisted of. This included ice breakers for new and returning
commissioners, revisited the pampered princess party, GYO website,
mission statement, and goals for the year. Last years Commission voted the
retreat to be held on the same day of a regular Commission meeting.
Motion was made by Commissioner Song to select the Annual Retreat Day
for Monday, November 18, 2019 in the regular Commission meeting as
written. The motion was seconded by Commissioner Kolagotla. The motion
carried with a 10-0-1 vote (Absent: Commissioner Tovar).
D. 2020 Goals for the Youth Commission
The Commission agreed to move the 2020 Youth Commission goals to the
next regular meeting on Monday, November 18, 2019.
XI. OLD BUSINESS
A. Youth Advisory Commission Event (YAC Attack - Saturday, March 14,
2020)
Staff Bautista announced that the YAC Attack event will be held on
Saturday, March 14, 2020 in Mountain View. More details will be given out
as soon as the event displays further information . Commissioner Apte gave
further details on previous Commission efforts and attendance.
Commissioner Apte shared that the Commission attended a YAC Attack
event in Redwood City that was eight hours long. The team took a van up to
Redwood City and had the opportunity to network with other Commissions.
Also, the previous YAC Attack events held mini conferences, workshops,
stress and relieve techniques, crafts, leadership workshops, and keynote
speakers. Commissioner Kolagotla stated that she enjoyed her time in
learning and networking with other Commissions.
B. Update Budget Cycle for 2020-2021
Staff Bautista informed Commissioners of their annual budget request. A
total amount was requested from Commissioner Apte. Commissioner Song
requested an estimate cost of last years Pampered Princess Party. Staff
Bautista will present the Commission with the expenditures on the next
regular business meeting.
C. Youth Commission Attire
The Commission agreed to put a hold on Youth Commission Attire and
discuss further on Monday, November 18, 2019 regular business meeting.
However, there was an open discussion on grey sweaters, t-shirts and a
polo. The Commission has agreed to bring previous sweaters, t -shirts and
polo's for new Commissioners to view. The Commission has asked staff
Bautista to bring in an estimate of the actual apparel from previous years.
XII. COMMITTEE REPORTS
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A. GPAC: General Plan Advisor Committee: Commissioner V. Sabharwal
Commissioner V. Sabharwal was appointed the GPAC (General Planning
Advisory Committee) Representative for the Gilroy Youth Commission.
During the Commissions hiatus status, Commissioner V. Sabharwal
attended two (2) workshops. These workshops involved input of the
community. Members of the community were able to choose there own
map. The Committee ended up voting on using the concept of each map.
For example, Concept one (1) verse concept two (2). The next meeting will
be held Thursday, December 12, 2019.
RESULT: ANNOUNCED
XIII. AGENDA ITEMS FOR NEXT MEETING
1. Youth Commission Attire
2. Estimate Budget for the Year
3. 2020 Goals and Mission Statement
4. Plan for Year of Events
A motion was made by Commissioner Lopez to approve the agenda
items for next meeting. The motion was seconded by Commissioner
Schulte. The motion carried with an 10-0-1 vote (Absent:
Commissioner Tovar).
XIV. STAFF COMMENTS
Staff Bautista thanked the Commission and is excited for the new
Commissioners to make their mark.
XV. ADJOURNMENT
A motion was made by Commissioner Apte to adjourn the meeting.
The motion was seconded by Commissioner Alonso. The motion
carried with an 10-0-1 vote (Absent: Commissioner Tovar). Staff
Bautista adjourned the meeting at 7:00 P.M.
XVI. FUTURE MEETINGS
The next regular meeting of the Youth Commission will be held Monday,
November 18, 2019 at 6:00 p.m. in the Gilroy Senior Center Meeting Room, 7371
Hanna Street, Gilroy, CA 95020.
Vince Bautista,
Recreation Coordinator
City of Gilroy Youth Commission Advisor
Recording Secretary