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Home My WebLink About03/11/24 Youth Commission Meeting Packet Youth Commission Regular Meeting Agenda Page 1 of 2 March 11, 2024 | 6:00 PM CITY OF GILROY YOUTH COMMISSION REGULAR MEETING AGENDA MONDAY, MARCH 11, 2024 | 6:00 PM GILROY SENIOR CENTER 7371 HANNA STREET GILROY, CA 95020 Chair: Jaimee Nguyen | Vice Chair: Melanie Reynolds Treasurer: 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 Youth Commission Regular Meeting Agenda Page 2 of 2 March 11, 2024 | 6:00 PM 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 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. February 12, 2024 6. INTRODUCTIONS 7. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA 8. NEW BUSINESS 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 Fiscal Year 2024 Youth Commission Work Plan and provide an update about the OpportuniTEEN Fair event. 10. AGENDA ITEMS FOR NEXT MEETING 11. STAFF/COMMISSIONER COMMENTS 11.1. Review of YAC Attack Conference 12. ADJOURNMENT Page 1 of 3 City of Gilroy Youth Commission Regular Meeting Minutes Monday, February 12, 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 Alfred James, Commissioner Saed Mustafa, Commissioner Thanmay Sarath, Commissioner Melanie Reynolds, Vice Chair Jaimee Nguyen, Chair Biruh Abaneh, Commissioner Gianna Garcia, Commissioner Emily Lai, Commissioner Absent Sophie Gong, Commissioner Aiden Francis, Treasurer 4.SECRETARY'S REPORT The meeting agenda was posted on February 9, 2024. 5.APPROVAL OF MINUTES 5.1.Monday, January 8, 2024 Commissioner Mustafa motioned to approve the Monday, January 8, 2025 minutes. Commissioner James seconded the motion. Motion passed with a 9-0-2 vote. RESULT: Pass MOVER: Saed Mustafa, Commissioner SECONDER Alfred James, Commissioner AYES: Commissioner Beyret, Commissioner James, Commissioner Mustafa, Commissioner Sarath, Vice Chair Reynolds, Chair Nguyen, Voting Member Abaneh, Voting Member Garcia, Voting Member Lai ABSENT: Commissioner Gong, Treasurer Francis 6.INTRODUCTIONS Commissioners Abaneh, Lai, and Garcia introduced themselves. They were recently appointed and this was their first meeting with the Youth Commission. 7.PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA No public comment. February 12, 2024 6:00 PM Page 2 of 3 Youth Commission Regular Meeting Minutes 8.PRESENTATION 8.1.City of Gilroy Mayor Marie Blankley Mayor Blankley welcomed the commissioners and invited them to the annual State of the City address on April 29, 2024 at 6pm in the City Council Chambers. 9.OLD BUSINESS 9.1.Review FY2024 Youth Commission Work Plan The Commission focused their discussion on the upcoming OpportuniTEEN Fair, which is scheduled for March 23. Staff informed the Commission that they were nine vendors short of their goal of securing 25 vendors for the event. Staff recommended that the Commission review the current list of vendors and determine whether they were likely to commit. Staff also recommended that all commissioners be involved in securing vendors, not just those serving on the vendor committee. In addition to updating the list of current vendors, the following prospective vendors were added to the list: •Oakwood School Summer Camp (Garcia) •Boys and Girls Club Summer Camp (Beyret) •Gilroy Movie Theater (Sarath) •National Honor Society (Mustafa) •Camp Campbell (Nguyen) •Walden West (Nguyen) •Downtown Live/Gilroy Downtown Business Association (James) •Harvard University Board (Nguyen) •Fifth Street Coffee (Reynolds) •Poki Bowl (Nguyen) •Interact Club (Lai) •Sea Cadet (James) •Gilroy Bowling (Mustafa) •Saved By Nature (Beyret) •SCC Parks (Mustafa, Reynolds) Staff recommended commissioners contact the vendor in-person, if possible. Also, staff will resend the template letter for commissioners to use to solicit prospective vendors. Lastly, because of the lack of vendors committed, staff recommended the Commission select one of the two following options to ensure the event has a sufficient number of vendors present: 1. Delay the event date to April, which would give the Commission more time to plan and secure vendors and donations. 2. Keep the current event date, but host a special meeting in two weeks to report on their progress. Commissioner Mustafa motioned for Option 2, to keep the current date for the OpportuniTEEN Fair to March 23, but hold a special meeting in two weeks— February 12, 2024 6:00 PM Page 3 of 3 Youth Commission Regular Meeting Minutes Monday, February 26. Vice Chair Reynolds seconded the motion. Motion passed with a 9-0-2 vote. RESULT: Pass MOVER: Saed Mustafa, Commissioner SECONDER Melanie Reynolds, Vice Chair AYES: Commissioner Beyret, Commissioner James, Commissioner Mustafa, Commissioner Sarath, Vice Chair Reynolds, Chair Nguyen, Voting Member Abaneh, Voting Member Garcia, Voting Member Lai ABSENT: Commissioner Gong, Treasurer Francis 10.AGENDA ITEMS FOR NEXT MEETING Reynolds recommended that the Commission work on an itinerary that can be shared with the vendors so they’re aware of what to expect when they arrive to the OpportuniTEEN Fair. 11.STAFF/COMMISSIONER COMMENTS 11.1.2024 Youth Advisory Council/Commission Conference on Saturday, March 9, 2024, in Burlingame The following commissioners confirmed they’ll be able to attend the 2024 Youth Advisory Council/Commission conference in Burlingame on March 9: Mustafa, Garcia, Sarath, Abaneh, Nguyen, James, Lai, Francis (confirmed by email) 12.ADJOURNMENT Chair Nguyen adjourned the meeting at 7:05 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. /s/Adam Henig, Secretary City of Gilroy Youth Commission STAFF REPORT Agenda Item Title:Review FY2024 Youth Commission Work Plan Meeting Date:March 11, 2024 From:Adam Henig, Recreation Manager RECOMMENDATION Review the Fiscal Year 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 two weeks away, the Commission has met twice since the February 12 regular meeting to finalize details for this event. They met on February 26 for a special meeting and the three committees—Marketing, Vendor Outreach, and Event Details— met individually during the week of March 4. ANALYSIS Below are the most recent updates from each committee: •Marketing (Reynolds, Nguyen, Mustafa, Garcia): o Printed and distributed flyers to commissioners ▪National Honor Society ▪Google Classroom ▪PeachJar Review FY2024 Youth Commission Work Plan City of Gilroy Youth Commission Page 2 of 2 March 11, 2024 ▪Starbucks o Promotional videos: ▪Gilroy Gardens – Reynolds, Nguyen ▪First Tee – Reynolds, Nguyen ▪Interact – Nguyen ▪Library – Reynolds, Nguyen ▪ASB - Reynolds, Nguyen o Instagram Countdown ▪15 days, 10, 5, 4, 3, 2,1 •Vendor Outreach (Francis, Beyret, Nguyen, Mustafa, Abaneh) o Updated spreadsheet (see attachment). o Composed and mailed confirmation letter to vendor about what they need to bring and what to expect at the event. •Event Details (James, Gong, Sarath, Reynolds, Lai): o Updated the layout of the event map and where vendors will be placed. o Organized the participant passport system. Passport will consist of 10 squares that students will need to have stamped by a vendor and take 3 selfies with the vendor in order to be eligible for a raffle prize. Passport will have the event map on the backside. o Music will be provided by Reynolds and emcees will be James and Nguyen. o Raffle prizes will be gift cards to local businesses. o Commissioners will need to arrive at 8:00 a.m. for setup of the event. This will include moving chairs, tables, providing decorations, and so forth. Attachments: 1. Attachment 1 - FY24 Youth Commission Workplan 2. Attachment 2 - OpportuniTEEN Fair MAP 3. Attachment 3 - OpportuniTEEN Fair VENDORS 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: 25 vendors have been confirmed for the event. The Marketing Committee is distributing flyers and making videos for to promote the event. The Event Details committee has finalized the layout map, created a passport stamp system for participants, and finalized other details leading up to 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 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. Revised March 6, 2024 Registration X X #6 X #16 X #1 X #25 X #19 X #20 X #3 X #4X #9X #22 X #2 X #21X #7 X #5 X #12 X # 15 X #24 X DJ/MC X #11 X #17 X #13 X #14 X #8 X #10 X #23 Name of Business/Organization Type of Opportunity Commissioner Status Follow-up Confirmation 1 Academic & Wellness Center Volunteer Maya Confirmed 2 Boy Scouts Volunteer Alfred Confirmed 3 City of Gilroy Emergency Services Volunteer Adam Confirmed Received 4 City of Gilroy Police Department (Explorers)Volunteer Adam Confirmed 5 City of Gilroy Recreation & HR Job, Volunteer, Internship Adam/Vince Confirmed 6 Community Solutions Volunteer Jaimee Confirmed 7 Digital Nest Volunteer, Internship Aiden Confirmed 8 Diversity Our Narrative- Gilroy Chapter Volunteer Jaimee Confirmed 9 First Tee Volunteer Jaimee Confirmed 10 Gilroy Foundation Volunteer Melanie Confirmed 11 Gilroy Library Volunteer Melanie Confirmed 12 Gilroy Gardens Job Maya Confirmed 13 Harvard University Volunteer, Internship Jaimee Confirmed 14 Interact Club Volunteer Emily Confirmed 15 Miss CEO Internship Jaimee Confirmed 16 National Honor Society Volunteer, Internship Saed Confirmed 17 Pinnacle Bank Jaimee Confirmed 18 Sixth Street Art Studio Job Saed Confirmed 19 South County Task Force Volunteer, Internship Vince Confirmed 20 Swan Aquatics Job Adam Confirmed 21 TeraBats- Coding Club Volunteer Biruh Confirmed 22 TownCats Volunteer Melanie Confirmed 23 YMCA Youth Board of Mount Madonna Volunteer Jaimee Confirmed 24 Youth Alliance Job Biruh Confirmed 25 SBARI Volunteer Thanmay Confirmed Confirmed: 25