agenda - monday, october 14, 2019

CITY OF GILROY YOUTH COMMISSION REGULAR MEETING OCTOBER 14, 2019

6:00 p.m.

Senior Center Meeting Room 7371 Hanna Street Gilroy, CA 95020

AGENDA

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/[email protected]

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)

http://www.cityofgilroy.org/

of 3

I. CALL TO ORDER

II. FLAG SALUTE

III. ROLL CALL

IV. SECRETARY'S REPORT

V. APPROVAL OF MINUTES A. May 13, 2019

VI. APPROVAL OF AGENDA

VII. AWARDS/RECOGNITIONS None

VIII. INTRODUCTIONS

A. New Commissioners

B. Advisor and Current Youth Commissioners

IX. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA

X. NEW BUSINESS

A. Youth Commissioner Orientation

1. Staff Report: Vince Bautista, Recreation Coordinator 2. Public Comment 3. Possible Action:

Receive and comment on introduction, rules and policies.

B. Elect Chair and Vice Chair for 2019-2020 year


Motion and vote for chair and vice chair for 2019-2020 year.

C. Annual Retreat for Youth Commission


Motion and vote for Annual Retreat Day for Youth Commission.

D. 2020 Goals for the Youth Commission

of 3


Receive and comment on the 2020 goals for the Youth Commission.

XI. OLD BUSINESS A. Youth Advisory Commission Event (YAC Attack - Saturday, March 14,

2020)


Receive and comment on the upcoming Youth Advisory Commission Event (YAC Attack) event in Mountain View.

B. Update Budget Cycle for 2020-2021


Receive and comment on update of budget cycle for 2020-2021.

C. Youth Commission Attire


Motion and vote on youth commission apparel and expenditures.

XII. COMMITTEE REPORTS A. Update on GPAC Report

Update on GPAC Report - Commissioner V. Sabharwal

XIII. AGENDA ITEMS FOR NEXT MEETING

XIV. STAFF COMMENTS

XV. ADJOURNMENT

XVI. FUTURE MEETINGS The next regular meeting of the Youth Commission will be held Monday, November

18, 2019 at 6:00 p.m. in the Gilroy Senior Center Meeting Room, 7371 Hanna Street,

Gilroy, CA 95020.

CITY OF GILROY

YOUTH COMMISSION

REGULAR MEETING

MAY 13, 2019

6:00 p.m.

Senior Center Meeting Room 7371 Hanna Street Gilroy, CA 95020

MINUTES

Page 1 of 5

I. CALL TO ORDER

The regular meeting of the Youth Commission was called to order by Chair A.

Sabharwal at 6:01 P.M.

II. FLAG SALUTE Flag salute was led by Chair A.Sabharwal.

III. ROLL CALL Members Present: Chair Akash Sabharwal, Vice Chair Justin Fajardo,

Commissioner Kenneth Apte, Commissioner Bettye Chargin, Commissioner

Elizabeth Van Sambeek, Commissioner Edwin Lopez, Commissioner Vikash

Sabharwal, Commissioner Paul Song and Commissioner Jane Tovar

Members Excused: Commissioner Senna Kolagotla

Members Absent: Commissioner Bryan Alonso

Staff Present: Vince Bautista

IV. SECRETARY'S REPORT The meeting packet was posted on the City’s website on Wednesday, May 8, 2019

at 12:40 P.M. and the agenda was posted in the Public Notice Cabinet on

Wednesday, May 8, 2019, at 12:50 P.M.

V. APPROVAL OF MINUTES

A. April 8, 2019

Motion was made by Chair Fajardo to approve the minutes of the April 8,

2019 regular meeting as written. The motion was seconded by Commissioner

Lopez. The motion carried with a 9-0-2 vote (Absent: Commissioner Alonso

and Commissioner Kolagotla).

VI. APPROVAL OF AGENDA Motion was made by Commissioner Apte to approve the agenda of the May 13,

2019 regular meeting as written. The motion was seconded by Commissioner

5.A

Packet Pg. 4

Min

ute

s A

ccep

tan

ce:

Min

ute

s o

f M

ay 1

3, 2

019

6:00

PM

(A

PP

RO

VA

L O

F M

INU

TE

S)

of 5

Song. The motion carried with a 9-0-2 vote (Absent: Commissioner Alonso and

Commissioner Kolagotla).

VII. AWARDS/RECOGNITIONS None.

VIII. INTRODUCTIONS Staff Bautista introduced City of Gilroy Deputy City Clerk Suzanne Guzzetta. Staff

Bautista explained to Gilroy Youth Commissioners the role that Suzanne Guzzetta

follows at the City of Gilroy. One of Suzanne duties is to serve as a city liaison

between the public and City Council and is the local official who administers local

legislative actions. Suzanne also has access to City records and ensures that all

Commissions follow local, federal and state acts including the Brown Act and the

Political Reform Act. Suzanne is a great resource for any questions regarding

Commissions or City related matters.

IX. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA None.

X. OLD BUSINESS

A. Status of Budget Input for Commission Related Items for

Upcoming Budget Cycle 2020-2021

Staff Bautista had no update on the upcoming budget cycle for 2020-2021.

Furthermore, staff Bautista will keep the Youth Commission updated once the

decision is made.

B. Recap on May City Council Presentation

Staff Bautista rewarded the Gilroy Youth Commission for all there hard work and

dedication to the Commission. Chair A. Sabharwal and Vice Chair Fajardo did very

well in there May Presentation to City Council on May 6, 2019. Staff Bautista also

gave kudos to the rest of the Commission for helping prepare Chair A. Sabharwal

and Vice Chair Fajardo for the May Presentation. Chair A. Sabharwal commented

on the success of the Gilroy Youth Commission for the year in planning and

participating in events such as the Pampered Princess Party, Breakfast with Santa,

Community Social with San Juan Bautista and the Holiday Parade. Furthermore,

Commissioner Tovar recognized the Commission for doing a great job in the

presentation and for the year.

XI. NEW BUSINESS

A. Youth Commission Handbook Presentation by Deputy City Clerk

Suzanne Guzzetta

5.A

Packet Pg. 5

Min

ute

s A

ccep

tan

ce:

Min

ute

s o

f M

ay 1

3, 2

019

6:00

PM

(A

PP

RO

VA

L O

F M

INU

TE

S)

of 5

Deputy City Clerk Suzanne Guzzetta introduced Board, Commission and

Committee Member Handbook and distributed a hard copy to each Gilroy Youth

Commissioner. Suzanne intended to review the handbook as group and shared an

overview of what applied to the Youth Commission. Suzanne began explaining the

policies and procedures of the Commission. Suzanne spoke about the application

process and orientation. Suzanne mentioned that she was in interviews for the

Commissions and met with new Commissioners to provide there pledge of oath.

First, on the handbook is the structure of City Government. City Council is a seven

(7) member body who are elected to serve a four-year term. Overall, the mayor is

considered the official spokesperson and representative for the City of Gilroy. For

technical and administrative work, Council and advisors rely on the City

Administrator and staff.

Suzanne retouched on resignations, attendance, terms and records. For example, if a

member is unable to continue serving due to health or personal reasons, a letter or

email of resignation must be submitted to the staff liaison. The attendance policy

states that a member is given two excused absences and one emergency absence

from regular meetings in a calendar year. Furthermore, no commissioner shall serve

more than two consecutive full terms on the same body. Additionally, all agendas,

meeting reports, minutes, audio and other records are recorded and saved by the

advisor for public records. All of these items must be posted and expressed to the

public according to the Ralph M. Brown Act and Gilroy Open Government

Ordinance.

All Commissions or advisor bodies are required to hold regular meetings open to

the public. The agenda for these meetings must be posted on the public notice

cabinet at City Hall and on the City Website no less than seventy-two (72) hours

prior to the meeting. A quorum is required to conduct meetings unless there are less

than six (6) Commissioners present. Staff liaison are required to be notified at least

seventy-two (72) hours in advance if a member knows he/she will be absent.

Lastly, Suzanne recapped what Ralph M. Brown Act states which provides that no

city advisory body shall not hold any meeting at which action is taken other than at

a duty called and regularly held meeting, and notice of which is provided by agenda

or by adjournment of a prior meeting.

Commissioner Fajardo had a question in regards to an individual City email after

his/her term is completed. Once a term is expired, the personal City email will be

terminated as well.

B. Meeting Calendar Dates for 2019-2020 Year

Staff Bautista has prepared the meeting dates for the 2019-2020 year. However,

staff Bautista will bring the meeting dates to the next regular meeting for motion

and vote by the Youth Commission.

C. Annual Retreat for the 2019-2020 Year

5.A

Packet Pg. 6

Min

ute

s A

ccep

tan

ce:

Min

ute

s o

f M

ay 1

3, 2

019

6:00

PM

(A

PP

RO

VA

L O

F M

INU

TE

S)

of 5

Commissioner Song suggested that this years Annual Retreat worked out really well

due to the fact that it was a part of the general monthly meeting November. All

other Commissioners agreed to Commissioner Song feedback. Commissioner Apte

proposed to add ice breakers for the Annual Retreat in November. This will break

the ice with new Commissioners feeling more welcomed and relaxed joining the

Commission.

Motion was made by Commissioner Song to move the Annual Retreat forward

in November for the October 14, 2019 regular meeting as written. The motion

was seconded by Commissioner V. Sabharwal. The motion carried with a 9-0-2

vote (Absent: Commissioner Alonso and Commissioner Kolagotla).

D. Upcoming Goals for 2019-2020 Year

Staff Bautista began the discussion of this years goal with the Commission and

asked if the Commission felt they reached those goals this year. This years goal

consisted of the Annual Pampered Princess Party, Breakfast with Santa, Holiday

Parade, Youth Community Social with San Juan Bautista and Morgan Hill. All

Commissioners agreed that all goals were reached and ran successfully. Some items

that should be included next year for the Youth Commission include the Annual

Pampered Princess Party (in which will be expanding and changing locations),

Yack Attack training and volunteer with the Holiday Parade and Breakfast with

Santa. New items that were proposed were College Administration Day partnered

with an academic advisor and the Senior Ball which will be serving elderly at the

Senior Center. Commissioners will brainstorm more ideas at the next regular

meeting in October. On the other hand, there were a few items that the

Commissioners noted not too take part of next year. Commissioner Apte

recommended to get rid of the G-YO Website goal for next year. Commissioner

Song suggested to not participate in the Community Social since the Commission

held a Social this year with San Juan Bautista and Morgan Hill.

XII. COMMITTEE REPORTS Commissioner V. Sabharwal had no reports as the representative for GPAC. There

has been no upcoming meetings or study sessions. Commissioner V. Sabharwal will

check back in once a meeting occurs.

XIII. AGENDA ITEMS FOR NEXT MEETING - Planning of Youth Commission Retreat.

- Upcoming goals for the 2019-2020 year.

- Gilroy Youth Commission Apparel.

- Updated budget cycle for 2020-2021. A motion was made by Commissioner Chargin to approve the agenda items for

next meeting. The motion was seconded by Commissioner Tovar. The motion

carried with an 9-0-2 vote. (Absent: Commissioner Alonso and Commissioner

Kolagotla).

5.A

Packet Pg. 7

Min

ute

s A

ccep

tan

ce:

Min

ute

s o

f M

ay 1

3, 2

019

6:00

PM

(A

PP

RO

VA

L O

F M

INU

TE

S)

of 5

XIV. STAFF COMMENTS Staff Bautista praised the Gilroy Youth Commission for all there sacrifices and hard

work throughout the year. Also, Staff Bautista thanked the Commissioners who will

be moving on from the Youth Commission for successfully serving their second

year term.

XV. ADJOURNMENT A motion was made by Vice Chair Fajardo to adjourn the meeting. The motion

was seconded by Commissioner Apte. The motion carried with an 9-0-2 vote.

(Absent: Commissioner Alonso and Commissioner Kolagotla). Chair A.

Sabharwal adjourned the meeting at 6:43 P.M.

XVI. FUTURE MEETINGS The next regular meeting of the Gilroy Youth Commission will be held on Monday,

October 14, 2019 at 6:00 p.m. in the Gilroy Senior Center Meeting Room.

Vince Bautista,

Recreation Specialist

City of Gilroy Youth Commission Advisor

Recording Secretary

5.A

Packet Pg. 8

Min

ute

s A

ccep

tan

ce:

Min

ute

s o

f M

ay 1

3, 2

019

6:00

PM

(A

PP

RO

VA

L O

F M

INU

TE

S)

YOUTH COMMISSION STAFF REPORT

Agenda Item Title: Youth Commissioner Orientation

Meeting Date: October 14, 2019

Submitted By: Vince Bautista

Prepared By: Vince Bautista

Recommendation:

Receive and comment on introduction, rules and policies.

Executive Summary Background Discussion Fiscal Impact

10.A

Packet Pg. 9


Agenda Item Title: Elect Chair and Vice Chair for 2019-2020 year.




Recommendation:

Motion and vote for chair and vice chair for 2019-2020 year.


10.B

Packet Pg. 10


Agenda Item Title: Annual Retreat for Youth Commission




Recommendation:

Motion and vote for Annual Retreat Day for Youth Commission.


10.C

Packet Pg. 11


Agenda Item Title: 2020 Goals for the Youth Commission




Recommendation:

Receive and comment on the 2020 goals for the Youth Commission.


10.D

Packet Pg. 12


Agenda Item Title: YAC Attack




Recommendation:

Receive and comment on the upcoming Youth Advisory Commission Event (YAC

Attack) event in Mountain View.

YAC Attack What is YAC Attack? YAC attack is a biennial Teen Leadership Conference that focuses on empowering youth/teens to promote change by: 1) Encouraging greater involvement within their local municipal government, 2) Developing positive youth and teen special events and programs in their community, and 3) Learning about youth and teen specific health and wellness issues. YAC Attack is a conference planned for teens, by teens. Planning begins in the Fall/Winter at YAC Social, and usually takes place in March.

YTRS YAC Attack Information

Mountain View Community Center 201 S. Rengstorff Av., Mountain View, CA 94040

Saturday, March 14, 2019 9:00am-4:00pm

If you are interested in being apart of the planning committee attend YTRS meetings for more info!

Facility Chair TBD

Registration Chair TBD

Workshops Chair TBD

11.A

Packet Pg. 13

Keynote Speaker TBD

Breakfast Chair TBD

Lunch Chair TBD

Lunch Time Activities Chair TBD

Raffle Prizes & Donations Chair TBD

Volunteers & Sponsorships Chair TBD

Evaluations Chair TBD

Historian/Photographer Committee TBD

11.A

Packet Pg. 14


Agenda Item Title: Update Budget Cycle for 2020-2021




Recommendation:

Receive and comment on update of budget cycle for 2020-2021.


11.B

Packet Pg. 15


Agenda Item Title: Youth Commission Apparel




Recommendation:

Motion and vote on youth commission apparel and expenditures.


11.C

Packet Pg. 16

agenda - monday, october 14, 2019

Documents