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Home My WebLink About01/08/24 Youth Commission Meeting Packet Youth Commission Regular Meeting Agenda Page 1 of 2 January 8, 2024 | 6:00 PM CITY OF GILROY YOUTH COMMISSION REGULAR MEETING AGENDA MONDAY, JANUARY 8, 2024 | 6:00 PM GILROY SENIOR CENTER 7371 HANNA STREET GILROY, CA 95020 Chair: Jaimee Nguyen | Vice Chair: Melanie Reynolds Treasurer: Aiden Francis Commissioners: Maya Beyret, Sophie Gong, Alfred James, Saed Mustafa, Thanmay Sarath Staff Liaison: LeeAnn McPhillips, Assistant City Administrator, Vince Bautista, Jr., Recreation Coordinator, Adam Henig, Recreation Manager In compliance with the Americans with Disabilities Act, the City will make reasonable arrangements to ensure accessibility to this meeting. If you need special assistance to participate in this meeting, please contact the Recreation Division at least 72 hours prior to the meeting at (408) 846-0460 or rec@cityofgilroy.org to help ensure that reasonable arrangements can be made. Materials related to an item on this agenda submitted to the City of Gilroy Youth Commission after distribution of the agenda packet are available with the agenda packet on the City website at www.cityofgilroy.org subject to Staff’s ability to post the documents before the meeting. KNOW YOUR RIGHTS UNDER THE GILROY OPEN GOVERNMENT ORDINANCE Government's duty is to serve the public, reaching its decisions in full view of the public. Commissions, task forces, councils and other agencies of the City exist to conduct the people's business. This ordinance assures that deliberations are conducted before the people and that City operations are open to the people's review. FOR MORE INFORMATION ON YOUR RIGHTS UNDER THE OPEN GOVERNMENT ORDINANCE, TO RECEIVE A FREE COPY OF THE ORDINANCE OR TO REPORT A VIOLATION OF THE ORDINANCE, CONTACT THE OPEN GOVERNMENT COMMISSION STAFF AT (408) 846-0204 PUBLIC COMMENT GUIDELINES: During the PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA portion of the meeting, each person wishing to speak should prepare a presentation of not more than three (3) minutes. Persons wishing to address the Commission are requested, but not required, to complete a Speaker’s Card at the entrances. Completion of this speaker’s card is voluntary. All persons may attend this meeting and speak, regardless if a card is completed or not. Speaker’s slips should be submitted to the Secretary BEFORE this meeting portion begins. Anyone wishing to address the Commission on Youth Commission Regular Meeting Agenda Page 2 of 2 January 8, 2024 | 6:00 PM any other item on this AGENDA is requested, but not required, to fill out a speaker’s slip and submit it to the Secretary BEFORE the Commission takes action on the item. Materials related to an item on this agenda submitted to the City of Gilroy Youth Commission after distribution of the agenda packet are available for public inspection with the agenda packet in the Recreation Division at Senior Center, 7371 Hanna Street, during normal business hours. These materials are also available with the agenda packet on the City website at www.cityofgilroy.org. The outline for this agenda is as follows: 1. CALL TO ORDER 2. FLAG SALUTE 3. ROLL CALL 4. SECRETARY'S REPORT 5. APPROVAL OF MINUTES 5.1. Monday, December 11, 2023 6. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA 7. NEW BUSINESS 8. OLD BUSINESS 8.1. Review FY2024 Youth Commission Work Plan 1. Staff Report: Vince Bautista Jr. 2. Public Comment 3. Possible Action: Review the 2023-24 Youth Commission Work Plan. 9. AGENDA ITEMS FOR NEXT MEETING 10. STAFF/COMMISSIONER COMMENTS 2024 Youth Advisory Council/Commission Conference on Saturday, March 9, 2024, in Burlingame 11. ADJOURNMENT (attached) Page 1 of 3 City of Gilroy Youth Commission Regular Meeting Minutes Monday, December 11, 2023 | 6:00 PM 1. CALL TO ORDER The meeting was called to order at 6:00 p.m. 2. FLAG SALUTE The flag salute was led by Chair Nguyen. 3. ROLL CALL Attendance Attendee Name Present Maya Beyret, Commissioner Aiden Francis, Treasurer Alfred James, Commissioner Saed Mustafa, Commissioner Jaimee Nguyen, Chair Melanie Reynolds, Vice Chair Absent Sophie Gong, Commissioner Thanmay Sarath, Commissioner 4. SECRETARY'S REPORT The meeting packet and agenda was posted at the City Hall Kiosk on Thursday, December 8, 2023. 5. APPROVAL OF MINUTES 5.1. Monday, November 13, 2023 RESULT: Pass MOVER: Treasurer Aiden Francis SECONDER Commissioner Saed Mustafa AYES: Commissioner Beyret, Treasurer Francis, Commissioner James, Commissioner Mustafa, Chair Nguyen, Vice Chair Reynolds Francis motioned to approve the November 13, 2023 minutes. Mustafa seconded the motion. Motion passed with a 6-0-2 vote. 6. 7. INTRODUCTIONS - none PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA No public comment. 8. NEW BUSINESS No new business reports. 9. OLD BUSINESS 9.1. Treasurer’s Report November 13, 2023 6:00 PM Page 2 of 3 Youth Commission Regular Meeting Minutes Treasurer Francis reported on the Commission’s financial report as of December 5, 2023. The current balance was $1,543.66. The last expense was for $263.07, which was for Youth Commission apparel. 9.2. Discuss FY2024 Youth Commission Work Plan. Below is a summary of the FY2024 Youth Commission Work Plan: OpportuniTEEN Fair- For the OpportuniTEEN Fair, which will be held on Saturday, March 23, 2024, at the Gilroy Civic Center Paseo from 11:30am-2:30 p.m., each of the three committees provided an update since the last Commission meeting. A. Vendor Outreach Committee: Aiden, Maya, Jaimee, Saed • The following vendors were added to the suggested vendor list (commissioner contact in parenthesis): o Neon Exchange (Maya) o Santa Clara County Department of Public Health (Adam) o Old Navy (Saed) o Google (Aiden) o Togo’s (Saed) o TownCats (Melanie) o Military • The following contact changes were made: o Gilroy Foundation (Melanie) o Gilroy Library (Melanie) o Boy Scouts (Alfred) o Gilroy Center for the Arts (Adam) o Sixth Street Studios (Adam) o Barnes and Noble (Maya or Aiden) o Rebekah’s Children Services (Aiden) The committee will create a Google spreadsheet that will provide status updates for each vendor—when contact was made, who’s the vendor contact, and if they’ve been confirmed. The Committee is aiming to secure at least 25 vendors for the event. B. Event Details Committee: Alfred, Sophie, Thanmay, Melanie • Need to identify food trucks to invite to event • Contact Costco for a donation • Kona Ice was contacted but did not respond yet (Sophie) • Sophie drafted an event map using a satellite image of the Plaza. More tables for vendors need to be added; provide update at next meeting • Create a passport system for attendees; those who submit a completed a passport (e.g., 10 stamps) will be entered into a raffle. • Use Sign-up Genius to register for event so Commission has an idea of how many people are attending (Melanie) C. Marketing Committee: Melanie, Jaimee, Saed • Jaimee created a Save the Date flyer. It was recommended she add the event location, day of the week, and time; remove the phrase “all expense paid” and replace it with “free”; and eventually create a QR code to sign-up. November 13, 2023 6:00 PM Page 3 of 3 Youth Commission Regular Meeting Minutes • Begin marketing in January (once a few vendors have been confirmed and we can add their logo to the flyer) Senior Tech Day- The following commissioners are available to volunteer and support seniors with their technological devices: • Tuesday, January 2 – Maya, Sophie, Alfred, Saed • Wednesday, January 3 – Maya, Alfred • Thursday, January 4 - – Maya, Alfred • Friday, January 5 - – Maya, Alfred, Aiden and Jaimee Breakfast with Santa- Was held on Saturday, December 9, 2023, at the Gilroy Senior Center. Commissioners enjoyed volunteering at the event. They were very busy with assisting children with the holiday-themed craft projects. 9. AGENDA ITEMS FOR NEXT MEETING – The following item will be added to the January regular meeting agenda: 1. Continue to discuss the 2023-24 Youth Commission Work Plan 10. STAFF/COMMISSIONER COMMENTS Henig shared information about the 2024 Youth Advisory Council/Commission Conference, which will be held on Saturday, March 9 in Burlingame. Commissioners should determine if they are able to attend the event by the February meeting. 11. ADJOURNMENT Chair Nguyen adjourned the meeting at 6:59 p.m. I HEREBY CERTIFY that the foregoing minutes were duly adopted at a regular meeting of the Youth Commission of the City of Gilroy. Adam Henig Commission Secretary City of Gilroy Youth Commission STAFF REPORT Agenda Item Title:Review FY2024 Youth Commission Work Plan Meeting Date:January 8, 2024 From:Vince Bautista Jr., Recreation Coordinator RECOMMENDATION Review FY24 Youth Commission work plan and provide an update about OpportuniTEEN Fair. BACKGROUND In October 2023, the Commission approved their FY2024 work plan, which included three items: OpportuniTEEN Fair, Senior Digital Assistance Day, and Special Event support. The OpportuniTEEN Fair is scheduled for Saturday, March 23, 2024, at the Gilroy Civic Plaza from 11:30 a.m.- 2:30 p.m. Senior Digital Assistance took place at the Gilroy Senior Center from January 2 through January 5. And the Commission recently assisted with their first special event of the year when they supported the arts and crafts station at Breakfast with Santa. ANALYSIS At the November meeting, the Youth Commission established three committees for the planning of the OpportuniTEEN Fair. The committees are Marketing, Vendor Outreach, and Event Details. Each committee is responsible for providing an update to the Commission. Below are the latest updates since the most recent Commission meeting. •Marketing (Reynolds, Nguyen, Mustafa) This committee was going to update the “Save the Date” flyer that would include a link to the Sign-up Genius page. •Vendor Outreach (Francis, Beyret, Nguyen, Mustafa) The committee is responsible for developing and maintaining a Google spreadsheet that will provide status updates for each vendor—when contact was made, who’s the vendor contact, and if they’ve been confirmed. The goal is to secure at least 25 vendors for the event. An updated spreadsheet is attached to the staff report. Discuss FY2024 Youth Commission Work Plan City of Gilroy Youth Commission Page 2 of 2 January 8, 2024 •Event Details (James, Gong, Sarath, Reynolds) This committee is responsible for the following: o Identify potential food trucks to invite o Contact Costco for a possible food donation o Develop an event map using a satellite image of the Civic Plaza. o Create a passport system for attendees. How will it be managed? What are the prizes? o Create a “Save the Date” registration page through Sign-up Genius The Commission should also report about their experience assisting older adults with their digital devices. Attachments 1. Attachment 1 - FY24 Youth Commission Workplan 2. Attachment 2 - OpportuniTEEN_ Vendor Outreach 3. Attachment 3 – Donation Letter 4. Attachment 4 - Save the Date Flyer FY24 Youth Commission Workplan Workplan Item Description Status Update OpportuniTEEN Fair Plan a resource fair to conduct outreach and a meet and greet opportunity for City Youth residents. Inform residents about the Commission and the Commissioners' role. The Outreach Committee finalized the list of potential vendors to contact for the event. The Marketing Committee is finalizing the Save the Date flyer. The Event Details committee is working on a to do list of everything that needs to be completed in advance of the event. Senior Tech Day Offer technological assistance for older residents. Commissioners will setup time to support seniors better understand how to use their mobile electronic devices Youth Commission hosted Senior Digital Assistance Day at the Senior Center from January 2 - January 5. Participate in youth-focused community events Participate in events centered around youth and teens such as Breakfast with Santa (December), Day of the Child (Spring), Bike to Wherever Day (May) and/or Uvas Creek Clean-up (May 2024). Commissioners participated in Breakfast with Santa on December 9 at the Senior Center and served over 100 youth. Adopted January 2, 2024 OpportuniTEEN Fair: Vendor Outreach Committee Program Name Commissioner/Staff Type of Organization Status Gilroy Gardens Maya Business Academic & Wellness Center Maya Resource YMCA Youth Board of Mount Madonna Jaimee Volunteer Gilroy Foundation Melanie Volunteer TeraBats- Coding Club Jaimee Internship Miss CEO Jaimee Internship Second Harvest of SV Aiden Volunteer First Tee Jaimee Volunteer Downtown Gilroy Business Association Aiden Internship Pacific Ocean Water Sports Aiden Business Ciel-Tutoring Maya Volunteer Leadership Gilroy Aiden Internship City of Gilroy Saed Business/Volunteer/Internship Gilroy Library Melanie Volunteer Community Solutions Jaimee Volunteer/Intership Saint Louise Hospital Maya Volunteer Kaiser Hospital Saed Volunteer Kumon Maya Business Boy Scouts Alfred Volunteer Gavilan College Maya Internship Google Aiden Internship Gilroy Center for Arts Adam Volunteer Cyber Security TBD Aiden Internship Costco Saed Business Starbucks Saed Business Program Name Commissioner/Staff Type of Organization Status Rebekah Childrens Services Aiden Volunteer St. Joseph's Aiden Volunteer Adoption Center Pet Volunteer Maya Volunteer Jamba Juice Saed Business Nike Aiden Business Barnes and Noble Maya/Aiden Business Sixth Street Art Studio Adam Volunteer/Intership Swan Aquatics Adam Business Neon Exchange Maya Business Santa Clara County Department of Public Health Adam Volunteer/Intership Old Navy Saed Business Togo's Saed Business TownCats Melanie Volunteer Revised December 18, 2023 Gilroy Youth Commission 7371 Hanna Street, Gilroy, CA 95020 (408) 846-0460 | Rec@cityofgilroy.org January 2, 2024 To Whom It May Concern: The City of Gilroy Youth Commission is an 11-member board, ages 13-19, created in 2000 by the City Council as a panel of concerned and motivated local youth. These individuals make recommendations on matters such as health and safety, schools, parks, recreation, and facilities. The Commission has had extensive involvement with the planning, organization, and implementation of community-based special events. This spring the Commission is planning to host a networking event focused on providing work, volunteer and internship opportunities to Gilroy teens. This event is called OpportuniTEEN Fair and will be held on Saturday, March 23 from 11:30 am – 2:30 pm at Gilroy Civic Plaza. To make this free event accessible and successful to the community, we rely on generous monetary and in-kind donations from businesses and individuals like you. Please consider making a donation to enhance and support the OpportuniTEEN Fair. Any assistance you can provide would be appreciated. If you have any questions, please contact Recreation Coordinator Vince Bautista, Jr. at (669) 888-4693. All contributions are tax-deductible and the City's Tax ID number is 94-6000340. Please make all checks payable to “City of Gilroy.” Sincerely, Gilroy Youth Commission Aiden Francis Saed Mustafa Alfred James Jaimee Nyugen Thanmay Sarath Maya Beyret Melanie Reynolds Sophie Gong Gilroy Youth Commission 7371 Hanna Street, Gilroy, CA 95020 (408) 846-0460 | Rec@cityofgilroy.org January 3, 2024 Dear [Vendor's Name], On behalf of the City of Gilroy Youth Commission, I extend a warm invitation for your participation in OpportuniTEEN 2024, our highly anticipated event scheduled for March 23rd, 2024, from 11:00 A.M to 2:00 P.M at the Gilroy Civic Plaza. OpportuniTEEN holds a significant place in our calendar as it serves as an empowering platform for the youth in our community. Beyond its aim of providing resources, guidance, and opportunities, this event serves as a conduit for bridging the gap between aspirations and practical pathways to success. Your presence as a vendor holds a special place in this event. We encourage vendors not only to showcase their products and services but also to actively promote and advertise employment opportunities and internships. Your participation in this event would include your own stand and area dedicated to job openings and internship programs, in doing so, you'll offer our young attendees a tangible and direct link to potential career prospects. Imagine the impact your engagement could have on a teenager exploring their first steps into the professional world. Your presence at OpportuniTEEN can offer guidance, mentorship, and real opportunities for growth to these motivated individuals, shaping their future trajectories. We firmly believe that your participation in this capacity will not only add immense value to our event but will also be a catalyst for the future endeavors of our young community members. Your involvement will be prominently acknowledged in our event promotions, across our social media platforms, and during the event itself. To secure your space and confirm your participation, kindly provide confirmation by [mention a specific date]. If you have any queries or need further details, please don't hesitate to reach out to us at [contact information]. Thank you for considering this invitation. Your support in showcasing employment opportunities at OpportuniTEEN 2024 will undoubtedly contribute to shaping a brighter and more promising future for the youth in our community. Warm regards, [Your Name] [Your Position & Contact Information ] City of Gilroy Youth Commission YAC Attack is a bi-annual youth conference event where YACs can sit-in on educational sessions and gain new insights into their roles as YAC members. $20$20 PERPERTEENTEEN BUILDINGBUILDING SUCCESSSUCCESS Constructing Your Future WORKSHOPS NETWORKING GUEST SPEAKERS LUNCH AND MORE! Saturday, March 9th REGISTER: TINYURL.COM/YACATTACK2024 REGISTER: TINYURL.COM/YACATTACK2024 Questions? Email ytrsdistrict4cochair@gmail.com 9 a.m. - 2:30 p.m. Burlingame Community Center