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Home My WebLink About02/10/2020 Youth Commission - Regular Meeting Packet CITY OF GILROY YOUTH COMMISSION REGULAR MEETING FEBRUARY 10, 2020 6:00 p.m. Senior Center Meeting Room 7371 Hanna Street Gilroy, CA 95020 AGENDA Page 1 of 3 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/shawna.freels@cityofgilroy.org 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 located 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 portion of the meeting 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 as well 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 Department at City Hall, 7351 Rosanna Street during normal business hours. These materials are also available with the agenda packet on the City website at www.cityofgilroy.org In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Recreation Department at (408) 846- 0460. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. (28CFR 35.102-35.104 ADA Title II) Page 2 of 3 I. CALL TO ORDER II. FLAG SALUTE III. ROLL CALL Commissioner Bryan Alonso, Commissioner Kenneth Apte, Commissioner Joshua Martinez, Commissioner Elizabeth Van Sambeek, Vice Chair Senna Kolagotla, Commissioner Edwin Lopez, Commissioner Vikash Sabharwal, Chair Paul Song, Commissioner Jane Tovar, Commissioner Serena Schulte, and Commissioner Serena Ramirez. Members Excused: Members Absent: Staff Present: Vince Bautista IV. SECRETARY'S REPORT V. APPROVAL OF MINUTES A. January 13, 2020 VI. APPROVAL OF AGENDA VII. AWARDS/RECOGNITIONS None. VIII. INTRODUCTIONS Adriana Diaz Program Coordinator ConXión to Community IX. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA X. NEW BUSINESS A. City of Gilroy 150th Anniversary event on Saturday, March 14, 2020. 1. Staff Report: Vince Bautista, Recreation Coordinator 2. Public Comment 3. Possible Action: Receive and comment on the 150th Anniversary event. XI. OLD BUSINESS A. Update on the Santa Clara County Office Youth Voice Live 2020 event. 1. Staff Report: Vince Bautista, Recreation Coordinator 2. Public Comment 3. Possible Action: Receive and comment on the Youth Voice Live 2020 event. B. Approval of the Youth Commission Mission Statement. Page 3 of 3 1. Report (Chair Song) 2. Public Comment 3. Possible Action: Motion and vote on the approval of the refining mission statement. "For the 2019-2020 year, the Gilroy Youth Commission strives to organize events that inspire and enrich the youth of Gilroy. To achieve this goal, we will expand the Pampered Princess Party and host a career fair event to better impact and advocate for the youth." C. Planning for Pampered Princess Party on Saturday, March 7, 2020 at Wheeler Community Center. 1. Report (Commissioner Kolagotla) 2. Public Comment 3. Possible Action: Receive and comment on supplies, crafts, and decorations for Pampered Princess Party. XII. COMMITTEE REPORTS XIII. AGENDA ITEMS FOR NEXT MEETING XIV. STAFF COMMENTS XV. FUTURE MEETINGS The next regular meeting of the Youth Commission will be held Monday, March 9, 2020 at 6:00 p.m. in the Gilroy Senior Center Meeting Room, 7371 Hanna Street, Gilroy, CA 95020. XVI. ADJOURNMENT CITY OF GILROY YOUTH COMMISSION REGULAR MEETING JANUARY 13, 2020 6:00 p.m. Senior Center Meeting Room 7371 Hanna Street Gilroy, CA 95020 MINUTES Page 1 of 6 I. CALL TO ORDER The regular meeting of the Youth Commission was called to order by Vice Chair Kolagotla at 6:03 p.m. II. FLAG SALUTE The flag salute was led by Vice Chair Kolagotla. III. ROLL CALL Members Present: Commissioner Bryan Alonso, Commissioner Kenneth Apte, Commissioner Joshua Martinez, Commissioner Elizabeth Van Sambeek, Vice Chair Senna Kolagotla, Commissioner Edwin Lopez, Commissioner Vikash Sabharwal, Commissioner Jane Tovar, Commissioner Serena Schulte, and Commissioner Serena Ramirez. Members Excused: Chair Paul Song Members Absent: None Staff Present: Vince Bautista IV. SECRETARY'S REPORT The meeting packet was posted on the City’s website on Tuesday, January 7, 2020 at 1:45 p.m. and the agenda was posted in the Public Notice Cabinet on Tuesday, January 7, 2020 at 1:50 p.m. V. APPROVAL OF MINUTES A. December 9, 2019 Motion was made by Commissioner Apte to approve the minutes of the Monday, December 9, 2019 regular meeting as written. The motion was seconded by Commissioner Lopez. The motion carried with a 10-0-1 vote (Absent Chair Song). RESULT: ACCEPTED VI. APPROVAL OF AGENDA Motion was made by Commissioner Apte to approve the agenda for Monday, January 13, 2020 meeting. The motion was seconded by Commissioner Ramirez. The motion carried with a 10-0-1 vote (Absent Chair Song). 5.A Packet Pg. 4 Minutes Acceptance: Minutes of Jan 13, 2020 6:00 PM (APPROVAL OF MINUTES) Page 2 of 6 VII. AWARDS/RECOGNITIONS None at this time. VIII. INTRODUCTIONS None at this time. A. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA No public comment. IX. NEW BUSINESS A. Discussion of Youth Commission Career Fair Event. The Youth Commission decided to put a hold on the Career Fair Event this year. A commented was made by Commissioner Tovar that the Career Fair would be too soon to plan for May and that it will require additional time to prepare. Vice Chair Kolagotla also agreed that it would be too much to take on especially that the Pampered Princess Party in around the corner in March. The Youth Commission will also be working on the Youth Voice Live 2020 event in May with the Santa Clara County District. A motion was made by Vice Chair Kolagotla to table the Career Fair Event for a later meeting. The motion was seconded by Commissioner Schulte. The motion carried with a 10-0-1 vote (Absent: Chair Song). X. OLD BUSINESS A. Breakfast with Santa Review. 1. Report (Chair Song) 2. Public Comment 3. Possible Action: Receive and comment on Breakfast with Santa event. The Breakfast with Santa event was a success. Both sessions were at capacity with a total of 200 participants. The event took place at the Gilroy Senior Center from 8:30 a.m. - 12:00 p.m. Although, most of Youth Commissioners weren't able to attend, Commission Van Sambeek had a great experience. Commissioner Van Sambeek volunteered with the arts and crafts area. She supervised the decorating of cookies. As a result, the Youth Commission will look forward in volunteering at next years Breakfast with Santa. RESULT: ANNOUNCED B. Organize Pampered Princess Party Event. 5.A Packet Pg. 5 Minutes Acceptance: Minutes of Jan 13, 2020 6:00 PM (APPROVAL OF MINUTES) Page 3 of 6 1. Report (Chair Song) 2. Public Comment 3. Possible Action: Receive and comment on planning of the Pampered Princess Party event. Pampered Princess Party: March 7, 2019, 9:30 a.m. - 11:30 a.m. Wheeler Community Center Gym, 250 W. Sixth Street, Gilroy. Commissioners Shift: 8:00 a.m. - 12:30 p.m. Volunteers Shift: 8:15 a.m. - 12:30 p.m. Co-chair - Senna Kolagotla and Serena Ramirez Hair - Jane · 6-10 volunteers · Budget Amount: $85.00 · Supplies needed: small black hair clips with animals and designs ($12.00), bows, four glitter sprays, three packs of headbands (flowers/roses), hair chalk ($15),and hair spray. Nails - Senna and Augusta · 6-7 volunteers · Budget Amount: $30.00 · Supplies needed: nail polish, nail polish remover, q-tips, and cotton balls (all if necessary). Arts & Crafts - Paul, Kenneth, Joshua, and Elizabeth · 4 volunteers · 6 tables · Crowns (at least 200): 8-10 come in a pack/ $8.00 · Budget Amount: $100.00 - If necessary · Supplies needed: color pages, jewels and rings ($30), small pack of crowns, ($30) crayons, Disney stickers (2-sets), and wands Photo Booth - Jane · Follow up with Betty and Justin. 5.A Packet Pg. 6 Minutes Acceptance: Minutes of Jan 13, 2020 6:00 PM (APPROVAL OF MINUTES) Page 4 of 6 · Budget Amount: $10.00 · Supplies needed: Backdrop and stickers Face Painting - Vikash and Serena · 6-10 volunteers · Budget Amount: $100.00 · Supplies needed: Four packs of face paint at $23.99 (Amazon) / possibly stencils / a list of art designs Music - Staff Bautista Publicity - Everyone · Flyer - Rec staff created · Postcards Donations - Paul · Pending Welcome Committee/Snacks - Edwin and Bryan · Budget Amount: $50.00 · Supplies needed: Fruit snacks (2 pack) and pack of small waters (1) Entertainment · Hula update: 10:30 a.m. performance Misc. Items · Decorations: $20.00 · Table clothes: · Center pieces: · Balloons · Balloon Arch Total Estimated Expenses: $350.00 C. Refine Youth Commission Mission Statement. 5.A Packet Pg. 7 Minutes Acceptance: Minutes of Jan 13, 2020 6:00 PM (APPROVAL OF MINUTES) Page 5 of 6 1. Report (Chair Song) 2. Public Comment 3. Possible Action: Receive and comment on the Youth Commission mission statement. Mission Statement: "For the 2019-2020 year, the Gilroy Youth Commission strives to organize events that inspire and enrich the youth of Gilroy. To achieve this goal, we will expand the Pampered Princess Party and hone our leadership skills through Yack Attack to better impact and advocate for the youth." The Youth Commission amended the mission statement due to the fact that there are not able to participate in the Yack Attack event in March 2020. The Commission came up with the amended mission statement: "For the 2019-2020 year, the Gilroy Youth Commission strives to organize events that inspire and enrich the youth of Gilroy. To achieve this goal, we will expand the Pampered Princess Party and host a career fair event to better impact and advocate for the youth." The Youth Commission agreed to table the refining of the Youth Commission mission statement to next meeting to receive all commissioners feedback. XI. COMMITTEE REPORTS GPAC update: Commissioner Sabharwal reported that no meeting has taken place due to the holidays. However, the next scheduled meeting is set for Thursday, January 23, 2020 from 6:00 - 8:00 p.m. at the Gilroy Library Community Room. XII. AGENDA ITEMS FOR NEXT MEETING The Gilroy Youth Commission requested the following items to be listed on the next agenda: 1. Youth Voice Live 2020 event with the Santa Clara County Office of Education 2. May 2020 Presentation to Council 3. Pampered Princess Party update 4. Refining the Youth Commission mission statement 5. The City of Gilroy 150th Event on March 14, 2020 A motion was made by Commissioner Apte to approve the agenda items for next meeting. The motion was seconded by Commissioner Lopez. The motion carried with a 10-0-1 vote (Absent Chair Song). 5.A Packet Pg. 8 Minutes Acceptance: Minutes of Jan 13, 2020 6:00 PM (APPROVAL OF MINUTES) Page 6 of 6 XIII. STAFF COMMENTS Staff Bautista informed the Youth Commission that they may be asked to volunteer for the 150th Anniversary of the City of Gilroy. This event will be held on Saturday, March 14, 2020 from 11:00-2:00 p.m. The location will take place outdoors between the library and city hall. Further details will be discussed and shared with the planning of the event. XIV. FUTURE MEETINGS The next regular meeting of the Youth Commission will be held Monday, February 10, 2020 at 6:00 p.m. in the Gilroy Senior Center Meeting Room, 7371 Hanna Street, Gilroy, CA 95020. XV. ADJOURNMENT A motion was made by Commissioner Apte to adjourn the meeting. The motion was seconded by Commissioner Lopez. The motion carried with a 10-0- 1 vote (Absent Chair Song.). Vice Chair Kolagotla adjourned the meeting at 7:02 p.m. Vince Bautista, Recreation Coordinator City of Gilroy Youth Commission Advisor Recording Secretary 5.A Packet Pg. 9 Minutes Acceptance: Minutes of Jan 13, 2020 6:00 PM (APPROVAL OF MINUTES) YOUTH COMMISSION STAFF REPORT Agenda Item Title: City of Gilroy 150th Anniversary event on Saturday, March 14, 2020. Meeting Date: February 10, 2020 Submitted By: Vince Bautista Prepared By: Vince Bautista Recommendation: Receive and comment on the 150th Anniversary event. Gilroy’s Sesquicentennial Celebration March 14, 2020 Event Location: City campus areas: Wheeler Center, City Hall Council Chambers, Senior Center, Library and outdoor open space in between Hours: 11 a.m. to 2 p.m. The theme of the event is to not only celebrate Gilroy’s historic sesquicentennial, but to also involve all the different departments of the City to help share Gilroy’s past and present. Through pictures and artifacts, we can learn about Gilroy in the early days; and through this event we can learn about Gilroy today. It is an opportunity for the City to strengthen their community engagement efforts through games, displays, and means for the community to learn about Gilroy. This is a community engagement opportunity for not only City Staff, but for the many boards, committees and commissions as well. One of the greatest assets Gilroy has is the ability for the community to get involved and make a difference.  Page 1 – Introduction  Page 2 – Timeline  Page 3 – Historical Component  Page 4 – Game Area/Fun Things  Page 6 – Food and Drinks 10.A Packet Pg. 10  Page 7 – Groups To Reach Out To/Coordinate With Time line of events - Event Duration 11-2pm o 11:00 Start Event  Public Works, Gilroy Police and Gilroy Fire vehicles on display in City Hall parking lot  Police mounted unit set up  Games set up in lawn area – start time 11:30  Face painting, paper doll craft, and City Seal project set up in Wheeler Arts and Crafts room – start time 11:30  Food booths set up in outside rotunda (weather contingent plan is inside preschool to distribute food)  FFA sandwich table(s) o If they need to bring a BBQ, set that up near the lawn on the Church St. side. o Can use kitchen area in preschool as prep area  Cookie table  Water table  Chili cook off booth – YTD if happening  “Where do you live” boards set up near library (Youth Commission)  Start video in Council Chambers. Play past and present “city accomplishment” videos from 11-12 o 11:15-11:30 Speech from Mayor  On stage in main Wheeler Center Building. Speakers are available. o 11:30 – 12:00/12:30 Folklorico Dancers  Location TBD o 11:30- 2:00  Games  Sack race  Three-legged race  Face painting 10.A Packet Pg. 11  Animal balloon maker  Petting zoo?  Would the museum/Historical Society be willing to participate and provide items for display?  Pictures that are reproduced on.  Game Area/Fun things o Sack race - Recreation  Lawn area o Three-legged race - Recreation  Lawn area o Game to identify each park in the city – Parks & Recreation Commission o “Where do you live” board for residents to put a pin where they live- Youth Commission  Against library wall or inside Wheeler center o Magician  Inside Library or Wheeler Center (dance room)?  There was a magician at a Library event that drew large crowds, talk to Lani with the Library for contact o Face painting/Balloon animals?  Inside Library or Wheeler Center (dance room)  Is there a flat fee we could pay for the event?  Check vendor list  Groups To Reach Out To/Coordinate With o City Staff  Recreation Department 10.A Packet Pg. 12  Facilitate games  Folklorico?  City Volunteers to help serve cookies and water o City Commissions  Arts and Culture  Paper doll project  Face painting and animal balloon maker  Parks and Recreation Commission  Project with city seal  Map of city with parks, game to identify each park in the city  Youth Commission  “Where do you live” board  Have them wear their shirts to advertise the Youth Commission 10.A Packet Pg. 13 YOUTH COMMISSION STAFF REPORT Agenda Item Title: Update on the Santa Clara County Office Youth Voice Live 2020 event. Meeting Date: February 10, 2020 Submitted By: Vince Bautista Prepared By: Vince Bautista Recommendation: Receive and comment on the Youth Voice Live 2020 event. Olivia Santillan, the lead for History-Social Science and Civic Engagement at the Santa Clara County Office of Education 11.A Packet Pg. 14