HomeMy WebLinkAbout05/13/24 Youth Commission Meeting Packet Youth Commission
Regular Meeting Agenda Page 1 of 3 May 13, 2024 | 6:00 PM
CITY OF GILROY
YOUTH COMMISSION
REGULAR MEETING AGENDA
MONDAY, MAY 13, 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
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 3 May 13, 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. April 8, 2024
6. INTRODUCTIONS
7. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA 8. NEW BUSINESS
8.1. Change Youth Commission Meeting Schedule in August 2024.
1. Staff Report: Adam Henig, Recreation Manager
2. Public Comment 3. Possible Action: Change regular meeting date in August from August 12, 2024 to August 26, 2024.
8.2. Proposed Changes to the Youth Commission Bylaws 1. Staff Report: Adam Henig
2. Public Comment
3. Possible Action: Staff recommends the Youth Commission
approve the proposed change to the current Youth Commission Bylaws as described in the staff report.
9. OLD BUSINESS
9.1. Review End of Year Presentation to City Council 1. Staff Report: Adam Henig
2. Public Comment
3. Possible Action: Review and comment about the end-of-year presentation to
City Council.
Youth Commission
Regular Meeting Agenda Page 3 of 3 May 13, 2024 | 6:00 PM
9.2. Review FY2024 and FY25 Youth Commission Work Plan 1. Staff Report: Adam Henig
2. Public Comment 3. Possible Action: Review the Fiscal Year 2024 and 2025 Youth Commission Work Plan.
10. AGENDA ITEMS FOR NEXT MEETING 11. STAFF/COMMISSIONER COMMENTS – Youth Commission applications for 2024-2026 term.
12. ADJOURNMENT
Page 1 of 3
City of Gilroy
Youth Commission Regular Meeting Minutes
Monday, April 8, 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 Maya Beyret, Commissioner
Sophie Gong, Commissioner
Alfred James, Commissioner
Thanmay Sarath, Commissioner
Aiden Francis, Treasurer
Jaimee Nguyen, Chair
Biruh Abaneh, Voting Member
Emily Lai, Voting Member
Absent Saed Mustafa, Commissioner
Melanie Reynolds, Vice Chair
Gianna Garcia, Voting Member
4.SECRETARY'S REPORT
The meeting agenda was posted on April 5, 2024.
5.APPROVAL OF MINUTES
5.1.March 11, 2024
Commissioner Francis motioned to approve the Monday, March 11, 2024
minutes. Commissioner Abaneh seconded the motion. Motion passed with a 8-
0-3 vote.
RESULT: Pass
MOVER: Aiden Francis, Treasurer
SECONDER Biruh Abaneh, Voting Member
AYES: Commissioner Beyret, Commissioner Gong, Commissioner James,
Commissioner Sarath, Treasurer Francis, Chair Nguyen, Voting Member Abaneh,
Voting Member Lai
ABSENT: Commissioner Mustafa, Vice Chair Reynolds, Voting Member Garcia
6.INTRODUCTIONS
None.
7.PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA
None.
8.NEW BUSINESS
April 08, 2024 6:00 PM Page 2 of 3 Youth Commission
Regular Meeting Minutes
8.1.Discussion of End of Year Presentation to City Council
The Commission discussed what they would like to include for their end-of-year
presentation. The following was mentioned:
•Spend most of the presentation discussing OpportuniTEEN Fair.
•Also, focus on the planning of OpportuniTEEN Fair as well as the
outcome of the event.
•Also include Breakfast with Santa, YAC Attack, and plans for the future.
Henig will meet with Chair Nguyen before the next meeting and develop a
presentation that may include a short video of OpportunitTEEN Fair.
9.OLD BUSINESS
9.1.Review FY2024 Youth Commission Work Plan
The Commission debriefed the OpportuniTEEN Fair and provided the following
feedback:
POSTIVES IMPROVEMENTS
Attendance was better than
expected.
Shorten the length of the event
from 3 hours to 2.5 hours.
Other businesses that weren’t tabling
have expressed interest in wanting to
participate if offered again next year.
Instead of setting up the tables into
two squares, have one long rectangle
to allow for attendees to visit more
vendors
The majority of vendors were present.Recruit more vendors.
Having it indoors made it easier to
manage and allowed us to be able to
setup the night before
Make the Youth Commission’s table
more significant. It should be bigger
and more prominent.
The Commission did a good job
promoting the event in advance.
Survey participants and vendors to
see how impactful the event was.
Nguyen and James provided additional analysis based on the data that was
collected. They said the majority of attendees visited tables that offered
volunteer opportunities.
Henig mentioned that there were two more community events the Commission
can participate in: Bike to Wherever Day on May 16 and the Creek clean-up on
May 18. The former is on a school day, but starts before school begins. The
clean-up is on a Saturday. At the next meeting, commissioners will report on
whether or not they can attend.
9.2.Treasurer's Report for the Youth Commission as of April 3, 2024.
April 08, 2024 6:00 PM Page 3 of 3 Youth Commission
Regular Meeting Minutes
Treasurer Francis reported on the Commission’s budget, following expenses
from the OpportuniTEEN Fair. With just over a thousand dollars left, the
Commission is concerned about the sustainability of their budget if they were to
offer OpportuniTEEN Fair again, which costs slightly less than $500 in related
expenses.
Henig suggested that, when Council seeks input from the Commission about the
next two-year budget cycle, the Commission may want to request funds to
sustain this event or events like this one in the future.
10.COMMITTEE REPORTS
11.AGENDA ITEMS FOR NEXT MEETING
It was requested the Commission discuss the City Council presentation and the two
upcoming community events, Bike to Wherever Day and the annual Creek Clean-up. Also,
Henig mentioned that the Commission should assist with recruitment of future youth
commissioners to broaden the school diversity currently represented.
12.STAFF/COMMISSIONER COMMENTS
13.ADJOURNMENT
Chair Nguyen adjourned meeting adjourned at 6:33 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:Change Youth Commission Meeting Schedule in August
2024.
Meeting Date:May 13, 2024
From:Adam Henig, Recreation Manager
RECOMMENDATION
Change the regular meeting date in August from August 12, 2024 to August 26, 2024.
BACKGROUND
The commission meeting date in August is scheduled for Monday, August 12, 2023, at
6:00 p.m. Staff is recommending it be changed to August 26, so the meeting lands after
the school year is underway.
ANALYSIS
Staff is recommending the date change since the meeting occurs nearly two weeks before
the first day of school (August 16) for Gilroy Unified School District students. Potential
scheduling conflicts for commissioners include student orientation and being on summer
break. The rescheduled meeting will be held at the same time and location, 6:00 p.m. at
the Gilroy Senior Center Meeting Room.
City of Gilroy
Youth Commission
STAFF REPORT
Agenda Item Title:Proposed Changes to the Youth Commission Bylaws
Meeting Date:May 13, 2024
From:Adam Henig, Recreation Manager
RECOMMENDATION
Staff recommends the Youth Commission approve the additional proposed changes to
the current Youth Commission Bylaws.
BACKGROUND
The Youth Commission Bylaws were originally adopted in 2010. In 2023, the Commission
approved amending portions of the the bylaws to update it to reflect current practices.
Staff is recommending the Commission make additional modifications for the same
purpose to the following sections:
•Section 2 (#3) Terms of appointments (modified)
•Section 2 (#3a) Terms of appointments (added)
•Section 3 (#1) Treasurer (modified)
•Section 4 (#3) Meeting notification (modified)
•Section 4 (#5) Outgoing members (modified)
•Section 6 (#2 and #3) Remove
ANALYSIS
To ensure vacancies are filled in a timely manner, meetings run smoothly, and the bylaws
are consistent with current practices, staff is recommending that additional changes be
made to the existing Youth Commission Bylaws, which were last updated in July 2023.
Terms of appointments
Currently, term appointments end in September. Since the terms limits are two years,
there is always either five or six commissioners who are terming out annually. Staff is
proposing that the term conclude on June 30. It will allow new appointees to take over the
seats when the new school year begins in August and avoid mid-term disruption.
Proposed Changes to the Youth Commission Bylaws
City of Gilroy
Youth Commission Page 2 of 2 May 13, 2024
In addition, staff is recommending that graduating high school seniors who are in the
middle of their two-year term notify the staff liaison no later than May 1 if they will not be
able to complete the second year of their term so the City can advertise for an accurate
number of vacancies.
Officers
Instead of the Treasurer reporting the budget at every meeting, staff is recommending
they do so three times during the school year on the following months: August,
December, and April.
Other
The other recommended changes are the following:
•Removing the word ”media” when a special meeting is called. This is not
currently done, nor does it need to be.
•Removing Section 6 (#2) and (#3) since neither are currently practiced nor are
expected to be.
Attachments:
1. Attachment - GYC Bylaws - Proposed Changes
1
Approved by Gilroy Youth Commission July 5, 2023 DRAFT – May 13, 2024
City of Gilroy Youth Commission Bylaws
Proposed Changes in Red
SECTION 1. Powers and Duties. The Youth Commission (Commission) shall be
advisory to the City Council (Council) and shall have the following powers and duties:
1. Provide Council advice from the youth of the Gilroy community.
2. Study problems, activities and concerns of the youth; hold forums on these problems, and
recommend community programs to the Council which the Commission finds necessary and/or
desirable.
3. Involve the youth of Gilroy in their community, and provide information about issues in
their city government which pertain to them.
4. Work with other City commissions and City Council in providing input on youth issues
in our community.
5. Annually determine the Commission’s goals and objectives and report these to the
Council.
SECTION 2. Membership.
1. Any person who lives in the Gilroy Unified School District and who will be between 13 –
19 years of age during the year following his or her appointment will be eligible for membership
on the Commission.
2. There will be eleven (11) members of the Commission. They shall be appointed by the
City Council of the City of Gilroy.
2a. Selection of the Commission members will be made by the City Council.
3. Terms of appointments to the Commission shall commence in September on the first of
July of each year and end on June 30. Terms shall be for a term of two years. A commissioner
will not serve more than three two terms.
3a. For those graduating high school during their first year of their two-year term and
leaving the area for college or other reason, the commissioner shall notify the staff liaison no
2
Approved by Gilroy Youth Commission July 5, 2023 DRAFT – May 13, 2024
later than May 1 of that year whether they are going to continue to serve on the Commission
during the second year of their term.
4. Vacancies on the Commission during the year shall be filled by City Council.
5. In appointing members of the Youth Commission, every effort will be made to
consciously consider ethnicity, gender, school grade, and geographical residence in an attempt to
more fully represent all segments of Gilroy’s youth population.
SECTION 3. Officers.
1. Annually, the Commission shall elect from its membership a Chairperson, Vice
Chairperson, and Treasurer.
The Chairperson shall preside at all meetings of the Commission and shall supervise the efficient
and responsible operation of the Commission.
The Vice Chairperson shall preside at Commission meetings in the absence of the Chairperson,
shall assume specific leadership responsibilities as determined by the Chairperson, and shall
assist the Chairperson in fulfilling his or her responsibilities as needed.
The Treasurer shall be responsible for maintaining the Youth Commission budget and reporting
on said budget balance at the at each regularly scheduled meetingin August, December, and
April meetings.
SECTION 4. Meetings.
1. The Commission shall meet not less than once each month during the school year.
2. Each Commission meeting shall be open to the public and is subject to the Brown Act,
California Government Code Section 54950 et. seq. The Commission shall keep written minutes
of all meetings.
3. Special meetings may be called by the Commission provided at least three days’ notice is
given to all members and to the media, all and in accordance with the Brown Act and City
Charter Section 904.
4. The Commission shall publish an annual calendar, subject to change, indicating the
regularly scheduled meetings for the entire year.
3
Approved by Gilroy Youth Commission July 5, 2023 DRAFT – May 13, 2024
5. The first meeting of each year shall be an orientation meeting that shall include outgoing
members of the Commission, and a review of the bylaws. The second meeting shall be an
extended meeting in which issues and concerns are identified, and planning for the year begins.
SECTION 5. Quorum.
1. A quorum is necessary at a Commission meeting for any action to be taken. A majority
of the Commission shall constitute a quorum.
2. In the event that there is no quorum, any discussions which are held by those assembled
shall be regarded as informal. No action may be taken.
SECTION 6. Committees.
1. Committees shall be formed, as needed, in relation to the responsibilities of the
Commission. As needs dictate, these may be standing committees that function throughout the
year, or task-oriented committees that function only until the task is completed.
2. Youth who satisfy the membership requirements for membership on the Commission but
who are not on the Commission may be appointed to any task-oriented committee by the
approval of the Commission.
3. The Commission may appoint representatives of the Youth Commission to serve as
liaisons to other policy bodies and groups of the City. Commission representatives shall report
out to the full Commission of the actions at said meetings.
SECTION 7. Attendance.
1. Commission members are expected to attend all meetings of the Commission.
2. Per City Council Resolution No. 2022-58, Attendance Policy for City Boards,
Commissions and Committees, a commissioner who is absent in a calendar year for more than
33% of the total Regular Meetings scheduled to be held in that calendar year will be subject to
potential termination of membership from the Body, upon action of the City Council.
4
Approved by Gilroy Youth Commission July 5, 2023 DRAFT – May 13, 2024
SECTION 8. Amendments.
1. Amendments to these bylaws may be initiated at any Commission meeting, to be voted
upon not sooner than the next regularly scheduled meeting.
2. Recommendation of any amendment shall require a two-thirds (2/3) vote of Commission
members.
3. These amendments must be submitted to the City Council.
City of Gilroy
Youth Commission
STAFF REPORT
Agenda Item Title:Review End of Year Presentation to City Council
Meeting Date:May 13, 2024
From:Adam Henig, Recreation Manager
RECOMMENDATION
Review and comment about the end-of-year presentation to City Council.
BACKGROUND
At the last meeting, the Commission discussed what they would like to include for their
end-of-year presentation to City Council on Monday, May 20. It included the following:
•Spend most of the presentation discussing OpportuniTEEN Fair.
•Focus on the planning of OpportuniTEEN Fair as well as the outcome of the
event.
•Include Breakfast with Santa, YAC Attack, and plans for the future.
Henig and Bautista met with Chair Nguyen prior to the meeting and developed a draft of
the presentation, which will be shown to the commission.
Commissioners can provide feedback to the Chair as she finalizes the slides.
Attachments:
1. Youth Commission- Council Meeting Presentation 2024 4.30.24
5/8/2024
1
Youth Commission Presentation
Monday, May 20, 2024
2023-2024 Youth Commissioners
Chair Jaimee Nguyen, Vice Chair Melanie Reynolds, Treasurer Aiden Francis, Alfred
James, Sophie Gong, Gianna Garcia, Emily Lai, Maya Beyret, Saed Mustafa, Biruh
Abanneh, Thanmay Sarath
Winter Events
Breakfast with Santa
• Led arts and craft projects
for 200 youth
• Commissioners helped to
serve breakfast
Senior Digital Assistance
• Served over 20 seniors at
the Senior Center
• Assisted with flip phones,
iPhones, iPads, Android
1
2
5/8/2024
2
YAC Attack
Youth Leadership Conference
• 6 Commissioners attended
conference in Burlingame.
• Listened to a panel of local
government leaders
• Attended workshops about
hosting intergenerational events
and self defense for teens
OpportuniTEEN Fair
Commissioners worked hard
planning this event:
• Began with previous year’s
commission
• Outreach to dozens of vendors
• Created various promotions
through schools and social
media
• Worked together to setup the
gym
• Assembled "Thank You
Baskets" for vendors
3
4
5/8/2024
3
5
City of Gilroy
Youth Commission
STAFF REPORT
Agenda Item Title:Review FY2024 and FY25 Youth Commission Work Plan
Meeting Date:May 13, 2024
From:Adam Henig, Recreation Manager
RECOMMENDATION
Review the Fiscal Year 2024 and 2025 Youth Commission Work Plan.
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 2023.
The commission's signature achievement for this school year was the first-ever
OpportuniTEEN Fair held on Saturday, March 23, 2024, at Wheeler Center Gym. More
than 100 students attended, and 24 vendors were present in connecting young residents
with job, internships and volunteer opportunities.
The creek clean-up at Christmas Hill Park Ranch Site on Saturday, May 18 is the final
event of the year for commissioners to participate in.
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
the annual creek clean-up event on May 18.
FY24 Youth Commission Workplan
Revised May 3, 2024