HomeMy WebLinkAbout04/08/24 Youth Commission Meeting Packet Youth Commission
Regular Meeting Agenda Page 1 of 3 April 8, 2024 | 6:00 PM
CITY OF GILROY
YOUTH COMMISSION
REGULAR MEETING AGENDA
APRIL 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: 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 3 April 8, 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. March 11, 2024 6. INTRODUCTIONS 7. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA
8. NEW BUSINESS 8.1. Discussion of End of Year Presentation to City Council 1. Staff Report: Adam Henig, Recreation Manager
2. Public Comment
3. Possible Action: Discuss and recommend ideas for the Youth Commission’s end-of-year presentation to City Council.
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 debrief the OpportuniTEEN Fair event.
9.2. Treasurer's Report for the Youth Commission as of April 3, 2024. 1. Staff Report: Adam Henig, Recreation Manager
2. Public Comment
3. Possible Action: Review and accept Treasurer's reports as of April 5, 2024.
Youth Commission
Regular Meeting Agenda Page 3 of 3 April 8, 2024 | 6:00 PM
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10. AGENDA ITEMS FOR NEXT MEETING 11. STAFF/COMMISSIONER COMMENTS 12. ADJOURNMENT
Page 1 of 3
City of Gilroy
Youth Commission Regular Meeting Minutes
Monday, March 11, 2024 | 6:00 PM
1.CALL TO ORDER
The meeting was called to order at 6:00 p.m. by Chair Nguyen.
2.FLAG SALUTE
The flag salute was led by Chair Nguyen.
3.ROLL CALL
Attendance Attendee Name
Present Alfred James, Commissioner
Saed Mustafa, Commissioner (late, 6:15 pm)
Thanmay Sarath, Commissioner
Jaimee Nguyen, Chair
Biruh Abaneh, Commissioner
Gianna Garcia, Commissioner
Sophie Gong, Commissioner
Aiden Francis, Treasurer (late, 6:36 pm)
Emily Lai, Commissioner
Absent Melanie Reynolds, Vice Chair
Maya Beyret, Commissioner
4.SECRETARY'S REPORT
The meeting agenda was posted on March 8, 2024.
5.APPROVAL OF MINUTES
5.1.February 12, 2024
RESULT: Pass
MOVER: Alfred James, Commissioner
SECONDER Biruh Abaneh, Voting Member
AYES: Commissioner Gong, Commissioner James, Commissioner Mustafa,
Commissioner Sarath, Treasurer Francis, Chair Nguyen, Voting Member Abaneh,
Voting Member Garcia, Voting Member Lai
ABSENT: Commissioner Beyret, Vice Chair Reynolds
Commissioner James motioned to approve the Monday, February 12, 2024 minutes.
Commissioner Abaneh seconded the motion. Motion passed with a 7-0-4 vote.
6.INTRODUCTIONS
None.
7.PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA
None.
8.NEW BUSINESS
None.
March 11, 2024 6:00 PM Page 2 of 3 Youth Commission
Regular Meeting Minutes
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. Each of the three committees—Marketing, Event Details, and
Vendors—provided an update since their last meeting. The following topics were
discussed:
•Vendors
o Gap was added.
o National Honor Society, SBARI, and YMCA were confirmed.
o Those vendors that haven’t confirmed, commissioners and staff need to
follow up.
•Marketing
o Henig submitted the flyer through GUSD’s Peachjar, which will get
distributed to all the household with students from GPS, GHS, and CHS.
o Garcia will distribute flyers to Starbucks.
o Reynolds started the Instagram countdown
•Event Details
o Commissioners will arrive at 8:30am.
o There will be 2 emcees: Reynolds and Nguyen
o There will be 3 commissioners at the registration booth at one time, rotating
each hour.
o There will be 3 floaters, checking in with vendors and participants.
o There will be 3 greeters at the three entrances.
o Raffles will occur every 30 minutes beginning at 12:15pm
o Garcia will take pictures throughout the event.
o Raffle tickets – Two tickets will be given to each participant who turns in a
passport. They keep one and the other one they submit with their name/cell
phone #.
o Balloon Arch – created day of event (green and gold balloons)
o Thank you cards for vendors with flowers, bottle water, and snack bag.
o Send final email reminder to vendor on Wednesday, March 20.
10.AGENDA ITEMS FOR NEXT MEETING
Henig recommended discussing what will be covered for the annual presentation to City
Council. McPhillips recommended also adding the Commission’s participation in Bike to
Wherever Day on May 18 and the annual Creek Clean-up on May 20.
11.STAFF/COMMISSIONER COMMENTS
11.1.Review of YAC Attack Conference
Commissioners who attended the YAC Attack Conference shared their
experiences with the entire commission. They attended workshops about
hosting intergenerational events and self defense; heard listened to a panel of
local government leaders; and connected with the Morgan Hill Youth Council.
12.ADJOURNMENT
Chair Nguyen adjourned the meeting at 6:52 p.m.
March 11, 2024 6:00 PM Page 3 of 3 Youth Commission
Regular Meeting Minutes
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:Discussion of End of Year Presentation to City Council
Meeting Date:April 8, 2024
From:Adam Henig, Recreation Manager
RECOMMENDATION
Discuss and recommend ideas for the Youth Commission’s end-of-year presentation to
City Council.
BACKGROUND
Every year, the Gilroy Youth Commission chair delivers an end-of-the-year presentation
to the City Council. This year it will be held on Monday, May 20 in the Council Chambers.
Although the Chair will be delivering the presentation, all commissioners are expected to
attend and show their support.
Using a PowerPoint presentation, the presentation is a recap of their work plan
achievements during this past school year:
•OpportuniTEEN Fair 2024
•Digital Assistance
•Participate in youth-focused community events (e.g., Breakfast with Santa)
In addition, the Commission should include that they attended the 2024 Youth Advisory
Council/Commission conference (aka YAC Attack) in Burlingame and what they learned
from other commissions.
Staff will show last year's Youth Commission presentation made by Chair Hwang.
ANALYSIS
The Commission will have the opportunity to present five slides in five minutes. It is
recommended the events that took more time and effort (such as the OpportuniTEEN
Fair) be given more time than others events. Following the meeting, the chair will meet
with staff and, based on the input she receives, develop a slideshow to present to the Commission at their next meeting (and in advance of the May 20 Council meeting).
City of Gilroy
Youth Commission
STAFF REPORT
Agenda Item Title:Review FY2024 Youth Commission Work Plan
Meeting Date:April 8, 2024
From:Vince Bautista Jr., Recreation Coordinator
RECOMMENDATION
Review the Fiscal Year 2024 Youth Commission Work Plan and debrief 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.
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. They are also encouraged to support Bike to Wherever Day on May
16 and the annual creek clean-up at Christmas Hill Park on May 18.
The OpportuniTEEN Fair was held on Saturday, March 23, 2024, at Wheeler Center Gym.
The Commission will debrief the pros and cons of the event.
ANALYSIS
Overall, the OpportuniTEEN Fair was a success. More than 100 high school age students
attended the event. Due to expected inclement weather, staff made the decision to move
the event indoors to Wheeler Center Gym. Incidentally, having it indoors enabled the
commissioners to setup the day before and had many other benefits. In addition, all but
one vendor was present. Vendors received a thank you gift from the Commission for their
time and effort. Many vendors walked away having signed up or making contact with
several prospective job applicants or potential volunteers/interns.
City of Gilroy
Youth Commission Page 2 of 2 April 8, 2024
Review FY2024 Youth Commission Work Plan
Commissioners should discuss what worked, what didn’t, and what they would do
differently next time.
Chair Nguyen and Treasurer Francis compiled data received from attendees and was
able to analyze the results. They will share their findings with the Commission.
Attachments:
1. Attachment 1 - 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.
COMPLETED: Approximately 135 students
attended the event on March 23, 2024 at
Wheeler Center Gym. 24 vendors were on
hand. Several students stated they were
successful in learning about new job
opporutnities.
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).
IN PROCESS: Commissioners participated in
Breakfast with Santa on December 9 at the
Senior Center and served over 100 youth.
Commissioners should consider participating in
Bike to Wherever Day and/or Creek Clean-up
in May
FY24 Youth Commission Workplan
Revised March 29, 2024
City of Gilroy
Youth Commission
STAFF REPORT
Agenda Item Title:Treasurer's Report for the Youth Commission as of April 5,
2024.
Meeting Date:April 8, 2024
From:Adam Henig, Recreation Manager
RECOMMENDATION
Review and accept Treasurer's reports as of April 5, 2024.
BACKGROUND
The Treasurer is responsible for maintaining the Youth Commission’s financial budget,
which is part of a financial account managed by the Recreation Division. Earlier this year,
the Commission selected Aiden Francis to serve as the treasurer. As of the most recent
financial report, the Commission had $1,543.66 in its account.
ANALYSIS
The following were expenses made since the previous financial report:
3/19/2024 Amazon Supplies for Balloon Arch $ 29.44
3/19/2024 Amazon Supplies for Balloon Arch $ 29.44
3/19/2024 Amazon Gift basket for vendors $ 42.55
3/20/2024 Yogofino Gift card for event $ 20.00
3/20/2024 Tea Leaf Gift card for event $ 20.00
3/20/2024 Togos Gift card for event $ 20.00
3/20/2024 Yogofino Gift card for event $ 20.00
3/20/2024 Brew City Gift card $ 20.00
3/20/2024 Smart & Final Giveaways for vendors & participants $ 117.42
3/20/2024 Staples
Box of pens for participants at
Opportuniteen $ 15.91
3/21/2024 Target Table cover for event $ 1.19
Treasurer's Report for the Youth Commission as of April 3, 2024.
City of Gilroy
Youth Commission Page 2 of 2 April 8, 2024
3/22/2024
Fifth Street
Coffee Gift card $ 20.00
3/23/2024 Domino's Pizza Lunch for vendors & staff $ 108.42
3/23/2024 Super Donut Treats for vendors/volunteers $ 60.00
In sum, the Commission spent $474.93 on OpportuniTEEN Fair and has a balance of
$1,068.73.
If the Commission intends to do OpportuniTEEN Fair again and if it averages approximately $500 in expenses per event, the Commission will exhaust its budget
within two years.
Attachments:
1. Attachment 1 -Youth Commission Treasurer's Report as of April 5, 2024
801 FUND ANALYSIS PERIOD ENDING: 6/30/2024
ACCOUNT DESCRIPTION: "Youth Commission"PREPARER: Vince Bautista, Jr.DATE: 4/5/2024
ACCOUNT # 801-2400-D140-3899
MUNIS: 8005000-47830 80050D140-DEPOSITS
TRANS
DEPOSITOR/
VENDOR DESCRIPTION BEGINNING ENDING
DATE BALANCE Deposits ExpenditureBALANCE
+/-+-+
7/1/2021 BEGINNING BALANCE $4,858.78
4/5/2022 One Life Print Youth commission apparel - sweatshirts/shirts 675.48 $4,183.30
4/24/2022 Amazon Pampered Princess supplies 17.42 $4,165.88
4/24/2022 Amazon Pampered Princess supplies 327.85 $3,838.0312/6/2022 Amazon Holiday Posada Crafts 258.74 $3,579.29
12/6/2022 Cal Silk Youth Commission apparel- sweatshirts/shirts 947.21 $2,632.08
12/17/2022 Dollar Tree Jingle bell crafts 42.49 $2,589.5912/17/2022 Walmart Jingle bell crafts 48.58 $2,541.0112/9/2022 Amazon Arts and crafts 32.67 $2,508.34
12/6/2022 Amazon Ribbons 8.68 $2,499.66
12/9/2022 Amazon Letters to Santa 52.16 $2,447.5012/13/2022 Amazon Christmas stickers 30.44 $2,417.06
5/1/2023 Amazon Red Carpet event supplies 73.04 $2,344.02
5/1/2023 Amazon Red Carpet event supplies 246.47 $2,097.555/1/2023 Amazon Red Carpet event supplies 192.13 $1,905.425/2/2023 Amazon Nail coat- Amazon 17.66 $1,887.765/10/2023 Amazon YC backdrop for Red Carpet event.21.81 $1,865.955/12/2023 Walmart YC Décor and set up 59.22 $1,806.7311/14/2023 Mandego Apparel GYC t-shirts $263.07 $1,543.664/5/2024 Brew City Gift card $20.00 $1,523.663/23/2024 Dominos Pizza Lunch for vendors & staff $108.42 $1,415.243/22/204 Fifth Street Coffee Gift card $20.00 $1,395.243/20/2024 Smart & Final Giveways for vendors & participants $117.42 $1,277.823/20/2024 Staples Box of pens for participants at Opportuniteen $15.91 $1,261.913/29/2024 Super Donut Treats for vendors/volunteers $60.00 $1,201.913/21/2024 Target Table cover for event $1.19 $1,200.723/20/2024 Tea Leaf Gift card for event $20.00 $1,180.723/20/2024 Togos Gift card for event $20.00 $1,160.72
3/20/2024 Yogofino Gift card for event 20.00 $1,140.723/19/2024 Amazon Supplies for Balloon Arch 29.44 $1,111.283/29/2024 Amazon Gift basket for vendors 42.55 $1,068.73