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HomeMy WebLinkAbout02/12/24 Youth Commission Meeting Packet Youth Commission Regular Meeting Agenda Page 1 of 2 February 12, 2024 | 6:00 PM CITY OF GILROY YOUTH COMMISSION REGULAR MEETING AGENDA February 12, 2024 | 6:00 PM GILROY SENIOR CENTER 7371 HANNA STREET GILROY, CA 95020 Chair: Jaimee Nguyen | Vice Chair: Melanie Reynolds Treasure: Aiden Francis Commissioners: Biruh Abaneh, Maya Beyret, Gianna Garcia, Sophie Gong, Alfred James, Emily Lai, 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 Youth Commission Regular Meeting Agenda Page 2 of 2 February 12, 2024 | 6:00 PM 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 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, January 8, 2024 6. INTRODUCTIONS • Biruh Abaneh • Emily Lai • Gianna Garcia 7. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA 8. PRESENATION Gilroy Mayor Marie Blankley 9. OLD BUSINESS 9.1. Review FY2024 Youth Commission Work Plan 1. Staff Report: Adam Henig, Recreation Manager 2. Public Comment 3. Possible Action: Review the 2023-2024 Youth Commission Work Plan and consider one of two staff recommendations. 10. AGENDA ITEMS FOR NEXT MEETING 11. STAFF/COMMISSIONER COMMENTS 11.1. Update on Youth Advisory Council/Commission Conference on Saturday, March 9, 2024, in Burlingame. 12. ADJOURNMENT Page 1 of 3 City of Gilroy Youth Commission Regular Meeting Minutes Monday, January 8, 2024 | 6:00 PM 1. CALL TO ORDER The meeting was called to order at 6:02 p.m. by Chair Nguyen. 2. FLAG SALUTE The flag salute was led by Chair Nguyen. 3. ROLL CALL Attendance Attendee Name Present Maya Beyret, Commissioner Sophie Gong, Commissioner Alfred James, Commissioner Thanmay Sarath, Commissioner Aiden Francis, Treasurer (late) Melanie Reynolds, Vice Chair Jaimee Nguyen, Chair Absent Saed Mustafa, Commissioner 4. SECRETARY'S REPORT – The meet agenda was posted on January 5. 2024. 5. APPROVAL OF MINUTES 5.1. Monday, December 11, 2023 Commissioner James motioned to approve the Monday, December 11, 2023 minutes. Vice Chair Reynolds seconded the motion. Motion passed with a 6-0-2 vote. RESULT: Pass MOVER: Alfred James, Commissioner SECONDER Melanie Reynolds, Vice Chair AYES: Commissioner Beyret, Commissioner Gong, Commissioner James, Commissioner Sarath, Vice Chair Reynolds, Chair Nguyen ABSENT: Treasurer Francis, Commissioner Mustafa 6. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA A staff member from Digital Nest in Gilroy introduced themselves and their organization. 7. NEW BUSINESS January 08, 2024 6:00 PM Page 2 of 3 Youth Commission Regular Meeting Minutes None. 8. OLD BUSINESS 8.1. Discuss FY2024 Youth Commission Work Plan The Commission discussed the following items from their work plan. 1. OpportuniTEEN Fair- The committees reported their updates. Treasurer Francis arrived to the meeting. Vendor Outreach Committee: Aiden, Maya, Jaimee, Saed • Commission finalized the letter that will be sent to potential vendors and donors. • Deadline to participate in event is Thursday, February 1, 2024. Then a follow-up reminder will be sent to vendors who did not respond. • The following changes were made to the vendor outreach: o Downtown Gilroy Business Association – Alfred is now the contact o Leadership Gilroy – Jaimee is now the contact o Community Solutions – Melanie is now the contact o St. Louise Hospital – Melanie is now the contact o Digital Nest - Jaimee is now the contact o St. Josephs – Thanmay is now the contact o Adoption Center Pet Volunteer - Thanmay is now the contact o Sixth Street Studios - Jaimee is now the contact o Gilroy Fire – Adam is the contact o Youth Alliance - Jaimee is now the contact • Thanmay will reach out to Costco for a potential donation. Event Details Committee: Alfred, Sophie, Thanmay, Melanie • For event map, Sophie made changes to the event map and will increase the number of tables. • No response from Kona Ice • Sophie is looking into the costs of a possible floral arrangement. • Colors for the theme will be forest green and gold Marketing Committee: Melanie, Jaimee, Saed • Jaimee updated the Save the Date event flyer and staff will send out the final copy to commissioners. • Melanie will create a registration page for participants through Google Documents. She will also look into creating a QR code as well. 2. Senior Tech Day - Overall, the commissioners served over twenty seniors at the Gilroy Senior Center during the week of January 2. Commissioners noted that participation increased toward the end of the week. If done again, commissioners will host it in the dining hall where they are easily accessible to the seniors. 9. AGENDA ITEMS FOR NEXT MEETING The Commission will continue to discuss the 2023-24 Youth Commission Work Plan. January 08, 2024 6:00 PM Page 3 of 3 Youth Commission Regular Meeting Minutes 10. STAFF/COMMISSIONER COMMENTS 10.1. Staff reminded commissioners about the upcoming Youth Advisory Council/ Conference on Saturday, March 9, 2024, in Burlingame. Commissioners RSVP by the next meeting. Aiden and Saed confirmed their attendance. 11. ADJOURNMENT Chair Nguyen adjourned the meeting at 7:11 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. Vince Bautista, Jr. Secretary City of Gilroy Youth Commission STAFF REPORT Agenda Item Title:Review FY2024 Youth Commission Work Plan Meeting Date:February 12, 2024 From:Adam Henig, Recreation Manager RECOMMENDATION Review the 2023-2024 Youth Commission Work Plan and provide an update about the OpportuniTEEN Fair event. 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 2-5, 2024. The Commission supported the arts and crafts station at the annual Breakfast with Santa event in December. With the event only six weeks away, the three committees--Marketing, Vendor Outreach, and Event Details—have been tasked with organizing various aspects of the event. Below are the latest updates from each committee: Marketing (Reynolds, Nguyen, Mustafa): This committee created a “Save the Date” flyer and will be doing extensive outreach in the weeks leading up to the event. Vendor Outreach (Francis, Beyret, Nguyen, Mustafa) The committee has thus far received 16 commitments from vendors with several more still pending. The goal was to receive 25 confirmations. An updated spreadsheet is attached. Event Details (James, Gong, Sarath, Reynolds) This committee is responsible for: o Securing food trucks for the event o Food donations such as from Costco o Create a layout map of the event o Create a “Save the Date” registration page through Sign-up Genius Review FY2024 Youth Commission Work Plan City of Gilroy Youth Commission Page 2 of 2 February 12, 2024 o Devise a passport system for attendees. The newest commissioners (Abaneh, Garcia, and Lai) will need to join a committee. ANALYSIS The Commission needs to assess their overall readiness for the OpportuniTEEN Fair. Their goal was to secure a minimum of 25 vendors. As of this staff report, they are nine short of that goal. In addition, there has not been a confirmation of food or gift donations and having a food truck present during the duration of the event. In moving forward, the Commission should consider the following options: 1.Move the event date to April. This will give the Commission more time to plan and secure vendors and donations. However, it could have the unintended consequence of vendors who have already committed to the date being unable to attend. 2.Host a special meeting. If the Commission wants to keep the March 23 date, it is recommended that they hold a special meeting before their next regular meeting, which is scheduled for March 11. A special meeting will give the commission an extra opportunity to report on their progress and ensure they have everything needed—vendors, donations, food truck, etc.—to have a successful event. It is recommended that the meeting be held in two weeks. Attachments: 1. Attachment 1 - FY24 Youth Commission Workplan 2. Attachment 2 - OpportuniTEEN_ Vendor Outreach Spreadsheet 3. Attachment 3 - Event Details Committee 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. IN PROGRESS: The Vendor Outreach Committee has confirmed 15 vendors for the event. The Marketing Committee has distributed 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. The list will be presented at the February meeting. 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 COMPLETED: 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). COMPLETED: Commissioners participated in Breakfast with Santa on December 9 at the Senior Center and served over 100 youth. Adopted January 2, 2024 Event Details Assignments Food Alfred - Taco truck Pending - Kona ice Pending Music Make a group playlist Decorations Everyone Map layout Sophie Balloons/Arch Thanmay Flowers Sophie Tables- How many?18 Raffle- What format?Vendors Tickets for raffles?Who's purchasing them? RSVP/Registration Melanie Passports Alfred Snacks for vendors?