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HomeMy WebLinkAbout2008-12-11 Youth Advisory CommitteeYOUTH ADVISORY COMMISSION AGENDA Thursday, December 11, 2008 City Clerk's Office, 7:00 PM 410 East Washington Street 1) Call to Order 2) Approve minutes of November 23 3) Budget for FYI (review narrative /attachment) 4) Goals and planning for 2009 Youth Input and Involvement 5) Update on website 6) Update on By -law changes 7) Youth Empowerment Grant 8) 2008 -09 Subcommittee Reports Winter Flood Fund Raising (Diamitani, Han) Recognition (scholarship) Committee (Nelson, Diamitani, Malatek) Summer of the Arts (Diamitani, Han, Green) Website & Advertising (Nelson, Han, Malatek) Empowerment Grant (Nelson, Green, Han) Recruitment ( Malatek, Green) Others 9) Public Discussion 10) Student Citizenship Awards Horace Mann Elementary - December 16 Lucas Elementary - January 20 Hoover Elementary - February 3 Regina Elementary - February 17 Grant Wood Elementary - March 3 Helen Lemme Elementary - April 7 Longfellow Elementary - April 21 11) Staff update 12) Announcements /Invitations /Events /Opportunities 13) Meeting Schedule MINUTES Youth Advisory Commission D nd November 23, 2008 W U Lobby Conference Room, City Hall, 5:50PM Members Present: Diamitani, Han, Nelson, Green Members Absent: Malatek Others Present: City Council Liaison Wilburn, City Clerk Karr Call to Order: Motioned by Nelson, seconded by Green. Approved 4 -0. Approve minutes: The October 7th minutes were approved 4 -0 after a motion by Nelson and a second by Green. Nelson also motioned to approve the distributed November 2nd minutes. Green seconded and it was approved 4 -0. Budget for FY10: Diamitani volunteered to edit last year's description page presented to the City Council. Green offered to aid with the Summer of Arts and website portions since Diamitani is largely new to those. The committee decided that the draft be submitted directly to Karr prior to the next meeting. Goals and Planning for 2008; Youth Input and Involvement: Diamitani began with a brief overview of what he's been doing to get sponsors to support the planned dance and mentioned that he already has some committed venues and even some willing to provide food. Green asked if he had checked with the Marriot if there could be outside food. Diamitani confirmed that the Marriott had said it would be fine. He went on to suggest that there be flyers made and offered that he knew someone who could make them at an affordable price. It was also suggested that floral shops be contacted so roses and other flowers could be sold for further fundraising. Nelson suggested that Diamitani contact Hy -Vee or even some local ice cream stores for more food items. Diamitani then mentioned that the only room available at the Marriott would be the exhibit hall. The question of to whom the raised money would go to was asked. After some discussion it was decided that it would be best that the money go to United Way, a suggestion by Karr. Wilburn also said that United Way would have a set process and would also validate the event and offered the name of a person the committee could contact. Youth Advisory Commission November 23, 2008 Page 2 DRAFT Han raised the issue of completing the Youth Empowerment Grant forms in order to get the funding in time for the event. Green said that she could take the forms to the Regina Student Council so that they could get started. Han also suggested that it might be a good idea to involve several groups from a high school, if additional funds were needed, and suggested 1440 Interact from West High school. Wilburn added that SSIKE might also be interested in the event. It was agreed that there should be a way to thank the sponsors. Green suggested that their banners be put on the walls. Wilburn suggested that it be also posted on the website and Karr said that she would check if that would be a viable option. Nelson went further to suggest that they make a separate website devoted just to this event. For the event itself, more of the details were discussed, including the cost of the ticket and events available at the dance. When the possibility of having a silent auction was mentioned, Wilburn reminded the committee that it would have to have a state permit, and any contracts would have to be reviewed by the City Attorney. Update on website: None Update on By -Law changes: Han pointed out that the start and end dates for the terms had not been changed to follow the academic calendar and asked if there was a specific reason. Karr clarified the election of officers had been changed to March and the terms begin January 1, current member terms would not be affected. Nelson also noticed that the right to waive the age requirement was gone and Karr explained that the waiver originally provided for Council flexibility for appointments by age and new wording stated that members would be have to be in high school so the waiver was no longer needed. Youth Empowerment Grant: None 2008 -09 Subcommittee Reports: None Public Discussion: None Student Citizenship Awards: Karr asked if continuing to help present the Student Citizenship awards would be the best use of the committee's time /resources. Green voiced that she thought that it helped and that it should be continued. Staff update: None Announcements / Invitations /Events /Opportunities: None Meeting Schedule: The next meeting was scheduled to be on December 11th at TOOpm. z O U) O U 0 cnl 0 a 0 0 0 w W U z 0 z w a °oA N w M U L X E- E uj = d m E ca N N CL zz II II W II II XOOz LU N V- ch T" X X X O X N X X x X V- I- ti c X X X X LO LLJ T- X x x ; 0 X rn N ; z z z z z z ' Go °° x X 0 0 X X i z z z z z z N ; CD z z z z z z ' x 'o 'o o X ; LO x o o X x X x N z z z z z z ' M LO LU N x x x x N Q cc 0 x X X x o 0 0 0 0 0 0 IL W x M M (\ c\ M M M H- W N N N N N N N w E Z C d t t y d 'a E 02 a0 M U L X E- E uj = d m E ca N N CL zz II II W II II XOOz LU �; Prepared by: Marian Karr, City Clerk, 410 E. Washington St., Iowa City, IA 52240 (319) 356 -5041 RESOLUTION NO. 08 -344 RESOLUTION APPROVING THE BY -LAWS OF THE IOWA CITY YOUTH ADVISORY COMMISSION. WHEREAS, the Iowa City Youth Advisory Commission revised and unanimously adopted by- laws at their September 15, 2008 meeting; and WHEREAS, the City Council Rules Committee reviewed the by -laws and recommended further changes on October 31st and November 14th, 2008; and WHEREAS, on November 23, 2008 the Youth Advisory Commission recommended adoption of the revised by -laws; and WHEREAS, it is in the public interest to adopt by -laws which guide the procedures and actions of the commission; and NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF IOWA CITY, IOWA, that: The by -laws of the Iowa City Youth Advisory Commission, attached hereto and incorporated by reference herein, are approved and adopted by the City Council. Passed and approved this 2nd day of December , 2008. hNNi uvuu oy. ATTEST: /� ( ✓v `'�— / ' �� 0 CIT LERK City Attorney's Office It was moved by Champion and seconded by Correia the Resolution be adopted, and upon roll call there were: AYES: NAYS: ABSENT: x Bailey _ x Champion x Correia _ x Hayek x O'Donnell x Wilburn x Wright The Iowa City Youth Advisory Commission By -Laws Article I - Name The official name of the organization shall be The Iowa City Youth Advisory Commission. Article II - Purpose The mission of the Youth Advisory Commission is to promote understanding and awareness of Iowa City among Iowa City youth, allow a select group of youth to help make decisions concerning them and their peers, enable youth members to utilize and expand on their leadership abilities, to serve as a mechanism for communication between youth and adults in Iowa City and create a bridge whereon youth and adults can develop partnerships. • The Iowa City Youth Advisory Commission will empower, engage, and foster Youth participation in its local community; more specifically to provide a "sounding board" for youth issues affecting the Iowa City community youth. Article III - Membership Shall consist of seven [7] members appointed by the City Council currently enrolled in an Iowa City high school or high school equivalent. Four members shall represent City, Regina, Tate, and West high schools. The three remaining members shall be at large. All members shall be appointed for two year terms beginning January 1. All ages shall be calculated on the date of the filing of applications, and shall not be more than 18 years of age at the time of application. All members shall be residents of Iowa City. Article IV - Meetings Section A: Shall be run in accordance will the most current edition of Roberts Rules of Order. Section B: Quorum must be attained before business can transpire; thus, four [4] commissioner present at one time shall constitute a quorum. Section C: Notice of official Commission meetings needs to be in accordance with Iowa Open Meetings Laws. Youth Advisory Commission By -Laws Page 2 Section D: The date /location /time of meetings shall be set by the Chairperson of the Commission [subject to approval by the Commission members] in conjunction with the City Clerk. Section E: Special meetings may called by the Chairperson, or by a consensus of two [2] of the sitting membership of the Commission. Section F: Meeting shall be held, monthly, but not limited to. Article V - Elections Section A: Elections of new officers to a term will occur at the first meeting of the Commission after the first of March. Section B: Officers will be elected by a majority vote of the commission. Section C: Terms of all officer positions shall be for one [1] year, but all persons are eligible for re- elections. Article VI - Officers Officers of the Commission shall consist of, but not limited to, Chair, Vice - Chair, and Secretary. Article VII - Duties Section A: The Chair shall preside and convene regularly scheduled Commissions meetings; Shall direct the business of the Commission; Shall work in conjunction with the City Council liaison and City Clerk to facilitate all work of the Commission in accordance with the City of Iowa City Ordinances and State Laws; Shall appoint all committees, and appoint other posts within the Commission, except those already mandated, with subject to approval by the commission. Section B: The Vice -Chair shall chair all committees on special subjects, except as designated by the Chair; shall assist the Chair in all work of the Commission; shall oversee all work of the Commission; provide ideas, and projects, for the Commission to undertake; shall preside in the absence of the chair. Section C: The Secretary shall be responsible preparing the minutes and forwarding them to the City Clerk for distribution; shall assist the Chair and Vice -Chair in their activities; shall work hand -in -hand with the City Clerk. Youth Advisory Commission By -Laws Page 3 Article VIII - Vacancies, Resignations, Dismissal Section A: Resignations shall be submitted to the City Clerk in writing. Section B: Prior notice of absences to the City Clerk shall be sufficient for an excused absence. Sections C: Two - thirds [2/3] of the Commission may recommend dismissal to the City Council. Article IX - Committees The commission may create various committees as needed. The Chair shall appoint all committee members, subject to approval by the rest of the commission. No more than three [3] Commission members may serve at once on a committee. Article X - Amendments Section A: These by -laws may be amended when necessary by two - thirds [2/3] majority of the Commission membership. Section B: Proposed amendments must be submitted to the Commission in writing, with possible decision and action to be scheduled for the following meeting. Section C: All changes are subject to approval by the Iowa City Council. These By -Laws of the Iowa City Youth Advisory Commission were approved at the meeting of the Commission on November 23, 2008; and approved by the City Council at their meeting ------------ Resolution No. 08 -344 Page 2 It was moved by Champion and seconded by adopted, and upon roll call there were: AYES: x x x x x x x wpdatalglossary/resolution- ic.doc IOI_Y[•� Correia the Resolution be ABSENT: Bailey Champion Correia Hayek O'Donnell Wilburn Wright cc(npr Prepared by Marian K. Karr, City Clerk, 410 E. Washington St., Iowa City, IA 52240 (319) 356 -5041 RESOLUTION NO. 08 -345 RESOLUTION REPEALING RESOLUTION NO. 05 -371 ESTABLISHING A YOUTH ADVISORY COMMISSION FOR THE CITY OF IOWA CITY, IOWA AND ADOPTING A NEW RESOLUTION RE- ESTABLISHING THE YOUTH ADVISORY COMMISSION IN ACCORDANCE WITH NEW BY -LAWS CONCERNING MEMBERSHIP. WHEREAS, the City Council of the City of Iowa City, Iowa deems it to be in the public interest that the City Council establish a Youth Advisory Commission for the City of Iowa City, Iowa to serve as an advisory body to the City Council; and WHEREAS, the Youth Advisory Commission and City Council Rules Committee have recommended revising the by -laws regarding membership. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF IOWA CITY, IOWA, as follows: A Youth Advisory Commission is hereby established for the City of Iowa City. 2. The mission of the Youth Advisory Commission is to promote understanding and awareness of Iowa City among Iowa City youth, allow a select group of youth to help make decisions concerning them and their peers, enable youth members to utilize and expand on their leadership abilities, to serve as a mechanism for communication between youth and adults in Iowa City and create a bridge whereon youth and adults can develop partnerships. 3. Membership shall consist of seven [7] members appointed by the City Council currently enrolled in an Iowa City high school or high school equivalent. Four members shall represent City, Regina, Tate, and West high schools. The three remaining members shall be at large. All members shall be appointed for two year terms beginning January 1. All ages shall be calculated on the date of the filing of applications, and shall not be more than 18 years of age at the time of application. All members shall be residents of Iowa City. 4. Members of the Commission at the time changes are made to the membership requirements will be allowed to finish existing terms. 5. A parent or guardian must sign the application of a person applying for an age 15 -17 seat on the Commission. RES. No. 08 -345 Page 2 6. The Council shall choose one (1) council member to serve as the Council liaison to the Youth Advisory Commission and one (1) council member to serve as an alternate liaison. Said liaison shall interview persons applying to serve on the Commission and make a recommendation to Council. Said liaison shall attend the Commission's meetings. 7. The City Clerk of the City of Iowa City, Iowa shall be authorized to take whatever administrative action is necessary to provide staff assistance and information necessary to aid the Commission in the performance of its duties. 8. The Commission shall adopt a set of By -Laws to be approved by the City Council which the Commission deems necessary and advisable for conducting the business of the Commission, subject to the ordinances of the City of Iowa City, and in accordance with the Iowa Open Meetings law. 9. Resolution No. 05 -371 is hereby repealed. Passed and approved this 2nd day of December , 2008. AT, roved by ATTES" Z�I- -lye City Attorney's O ice It was moved by Correia and seconded by Wright the Resolution be adopted, and upon roll call there were: AYES: x x x x Marian /res/YouthAdvComm.doc NAYS: ABSENT: Bailey Champion Corriea Hayek O'Donnell Wilburn Wright Page 1 of 2 -,e Marian Karr From: Patrick Diamitani [patdiamitani @yahoo.comj Sent: Wednesday, December 03, 2008 1:12 AM To: Marian Karr; Michelle Han; Hannah Green Subject: Fw: valentines day fundraiser - - - -- Forwarded Message - - -- From: Jamie Burgin <djladyjkzia @yahoo.com> To: Patrick Diamitani <patdiamitani @yahoo.com> Sent: Tuesday, December 2, 2008 2:14:58 PM Subject: Re: valentines day fundraiser Hi Patrick, Thank you for reaching out to Z102.9 for this event. We would be more than happy to promote your event with Public Service Announcements (PSA's) that will run on -air leading up to the event. We will also post the event details on the local events page at our website: kzia.com. When you have the concrete details mapped out, please email me back and will begin promoting. Thanks again, Jamie Burgin Jamie Burgin Promotions Director KZIA -FM, Z102.9 & 1600 ESPN Radio 1110 26th Ave. 5W Cedar Rapids, IA 52404 ph: 319 - 363 -2061 fax: 319 - 363 -2948 email: ladyAk.z!a com From: Patrick Diamitani <patdiamitani @yahoo.com> To: IadyJ @kzia.com Sent: Friday, November 21, 2008 3:47:55 PM Subject: valentines day fundraiser Hey Jaime, Or should I say Lady J! I've attached a copy of the event outline and will also be sending you a hard copy in the mail if you would please give me a suitable mailing address. The number one thing we in the Youth Advisory Commission would ask is just to have the visible backing of Z102.9- on our flyers, shirts, everythign that will catch the eyes of teens and garner more interest. Going a little bit further, we would also greatly appreciate if you would sort of advertise this event. In the final month periodically announce that the city is having a valentines day dance for kids in the iowa city area and its a charity event. Which leads me to the next request. If you could have a representative from Z102.9 present there with a possible booth that would be great. If you were to announce the event on air and then add that Z102.9 would be there that would get extra excitement going. That's about all for now, any additional things that you might be willing to ask will always be welcome of course :) Thanks alot for your cooperation, Patrick Diamitani OZ-17L L /c)-/l/ Youth Empowerment 'Grant • o Natat Applicano mot be 15 =21 air of opplimflan and reside in CITY OF IOWA CITY lowd Cry Appikoaft are al aOWd 10 Wbrntt 0 COVef leffer with their oppftattak briefly dexti iheir prolW. 1. Contact Ii1fo1`ft< otion Applk*nt Ncmw- Date of OWN �#r ir��crtic�rt: � t Z' i n ` -c- IC-1 - 121,11R, 111. . Project Information dL Frwn NOV 2-f-1-28 to ~ E D, p 20W. s i = S Explain why you are doing fts projetd,, vAi* it wilt bomfd, -and how it will help " lowo City KIM .�.... What sources of he4p do you expect to reoeM4. Please list off materiat, volurOeer or mon-, etary assistance w- expect w recierwe for your 4 aj'a+ Outside .Assloo type: Volunteei/ /'`m ` 1 Stawsz- ` ' ted/Committed 2. 3 tea_ t • yY _ A' + -k ^. -�C� ■ 2`,��"� =IiL'_F.�i'1 01. Estimoted ProjW Cosh Piacma prawi* *sibnates for aN P mlw *xpenses you woLAd woo r*kbune& You do rwt have to kKkode octuai quotas, bw Amid give re asonabla ariffmclIOL PICOM 50 01 dl%W U"CffICW far, WCb V* squid suppfkis, tobcw its, rwdot fes% rw Project Durotion Please explain -what you will do to prepare for your projed, When you will do it, and what you • a doing at e b not tlF to be final, but planning a.+8 i ensures t 141viY I Rsmcce Wised Am -A ii? ' lam I - . � r fir 1,x'2 -12, I certify b best information hove available *boo my a., +F:. of this tkm hwel>y ; •; - a a e Page 1 of 2 Marian Karr From: Michael Nelson [michaellnelson @gmail.com] Sent: Wednesday, December 10, 2008 2:28 PM To: Marian Karr Subject: Fwd: YAC Empowerment Grant Marian, Would you please provide everyone with copies of this email conversation for our meeting this Thursday? Thanks, Michael Nelson Forwarded conversation Subject: YAC Empowerment Grant From: Michael Nelson <michaellnelson r@i gmail.com> Date: Wed, Dec 10, 2008 at 2:05 PM To: spark1e03hm,chsi.com, kathy .mccluehregina.pvt.kl2.ia.us Cc: Hannah Green <nanner22 eearthlink.net >, Marian Karr < Marian -Karr ... iowa -cit y�org >, Michelle Han <mmt.... _uc n.o..girl@a gmail.com> Olivia, Thank you for your interest in the Iowa City Youth Advisory Commission's Youth Empowerment Grant. I am Michael Nelson, the chairman of the YAC and I have a few questions regarding your application for funding. Do you know specifically at this point what you would purchase if awarded the full $500? Would this funding go toward helping one specific family, or multiple families? How do you select the families who receive the gifts? Is there any religious aspect to this project? Or, how does religion play a role in this project? I ask because we would potentially have problems awarding funding if, for example, you only help families of a certain religious background. How soon would you need the funds? If you are awarded funding, our procedure is for you to purchase the items on your own, submit receipts to the city clerk, and then upon approval, you will be reimbursed. 12/10/2008 Page 2 of 2 Please let me know if you have any questions, and I would appreciate a response before Thursday evening - we are meeting that night and could review your application then. Thank you! - ,Nlicllael Nelson 563 6 >O 6926 From: kathy.mccue < kathy. mccue�a�regina .pv_t_k12.._a_.us> Date: Wed, Dec 10, 2008 at 2:23 PM To: Michael Nelson <michaellnelsongamail.com> Michael, We have 2 specific needs for the money. The first would be to fund a washer and dryer for a family. The second would be to try and buy 2 used computers for 2 families. We combine donations with gifts we purchase, but right now it seems more likely that we would use the money for a washer /dryer which we would purchase from a local dealer. If we use the money for the washer /dryer, it would just be one family. This family lost all their posessions in the flood and has been living in a local hotel. They just found a small duplex to rent. It is a single mom with 3 children and she has custody of 2 neices, so laundry facilities are essential. The families were screened and chosen for us by the Iowa City Crisis Center, via Elizabeth. The families we are helping are not eligible for any other Christmas assistance. We only help a family 1 time and we have been doing this project for 8 years with the Crisis Center. Although we are a Catholic school there is absolutely no religious component for our families. I have no idea what, if any, religion the family is affiliated with, nor does it matter. Yes, we would purchase the items knowing that the funding would come to us upon presentation of the receipt. No problem. I guess I would just hope to know by early next week if we were approved for funding. Thanks so much for your help. Olivia Kealey Michael Nelson 563 6506926 12/10/2008 Marian Karr From: Patrick Diamitani [patdiamitani @yahoo.com] Sent: Thursday, December 04, 2008 5:42 PM To: Jerry Arganbright; hanson.mark @iccsd.k12.ia.us; rpechous @regina.pvt.k12.ia.us; rlesan @solon.k12.ia.us; shennesy @west- branch.k12.ia.us; phillips .stephanie @iccsd.k12.ia.us; tmcdonald @cca.k12.ia.us; tmcdonald @cca.k12.ia.us; shutt.brady @iccsd.k12.ia.us Cc: Marian Karr Subject: Iowa City Youth Advisory Commission Attachments: 2008 YAC Valentine fund raiser- Iletter to principals.docx {mr 2008 YAC Valentine fundraiser -... The Iowa City Youth Commission would like your help! Dear Principals, The Iowa City Youth Advisory Commission was founded to promote understanding and awareness of Iowa City among Iowa City youth and serve as a liason between the City Council and area youth. We currently have five members: Patrick Diamitani, Hannah Green, Michelle Han, Danielle Malatek, and Michael Nelson. You can find out more about us at www.iowa- city.org /icgov /apps /boards /members.asp ?ID =42 As we all know, the devastating events of the past spring and summer have victimized countless citizens of the midwest area. A great number of the people affected were from our very own state and community. These people are still striving to survive a natural epidemic, and are now being hit with an economic crises as well. We at the YAC, and I know especially you all as prominent educators truly care about every one of our states fine people, and therefore we are adamant on finding a solution. As a way to draw the youth of our community together while allowing them to give back to those in need, The YAC alongside a partnership with the Salvation Army will be hosting a fundraiser on Saturday, Febuary 14th. The event will be a dance /banquet and will have a competition format between the schools to see who can raise the most money for flood relief throughout the Iowa City area. 100% of the proceeds will be dontated to the Salvation Army and United Way of Johnson County to distirbute to those seeking support. A winner will be determined by school size and percentage of student turnout, and the school that can raise the most money for the cause will receive a special certificate of recognition and possible award presentation from the Iowa City City Council. With times like these people need help fast, and the youth of Iowa City plan on doing it. The Iowa City Valentine's Day Bash will be be decorated with a romantic atmosphere in mind and possible amenities include buffet style food, flowers, student DJs, and many other impending ideas. This event will take place at the Coralville Marriot in the Exhibit hall and will last from 8:30 to 11:30 on Valentine's Day. Since the Marriot is a fairly pricey place to have a dance, we would like the school's help in acquiring the funds to help pay for this project. However, you will not need to give a monetary donation from your own pockets. The YAC anually gives 4 -5 grants for up to $500 for service projects in the Iowa City Area.We as a commission cannot apply for our own grant, and are requesting your involvement in filing the grants on to be donated back to us. It is not imperative that a school do this, any organiztation can volunteer to give us money, but we really feel like the schools should get involved with the city to truly make it a spectacular student event. You will need no other ties to the event besides this request, and an acknowledgement of participation. Z102.9 radio along with a host of other sponsors will be widely promoting this event in the closing janurary and febuary months, and it would be of great value to have such great instituions of higher learning as yours being in collaboration with The Salvation Army and City council to fend off the foe of unjustice. 1 with the community and the area schools working together to promote unprecedented youth contribution towards a major cause, this project has the makings of a very successful fundraising effort. With your help we can all do our part to ensure the best quality of life for all community residents. I thank you once again for your already outstanding contributions to our city, and we will be sending you a copy of this email through postal service along with an Empowerment Grant application. Good luck with the upcoming semester /trimester and I wish you all a happy holiday season! Patrick Diamitani 2 2008 YAC Valentine's Day Bash Purpose: Raise money for flood relief while reconstructing youth community involvement in the process. The function aims to be designed as a competition between the area schools (IC WEST, IC CITY, IC REGINA, SOLON, WEST BRANCH, CLEAR CREEK High School) to determine who can raise the most support for the devastated victims of this past months tragedies. Schools will each charge $5 admission to the dance with respective donation boxes present at entrance. Winners will be determined through a number of students per school percentage and an average number of dollars per person. The school that can raise the most money for the cause will receive a special certificate of recognition and possible award presentation from the city council. With times like these people need help fast, and the youth of Iowa City plan on doing it. Event: The planned event will be a Valentine's Day dance with a dark and romantic atmosphere. Alongside the dance will be a possible banquet and raffle. Possible additional events include a couple - karaoke contest, anonymous love notes contest for those who may want to serenade dates, and other impending ideas. ❖ There are several very capable student DJ's lined up, with the possibility of a Z102.9 pro -bono DJ as well. 4 local bands- 2 of which being student choral groups will fill in as the featured entertainment and will perform midway through the event. ❖ Possible community leader present to deliver brief address to youth during event, alongside YAC rep. to promote and market the YAC cause. ❖ Banquet food will be served for the first 100 couples purchasing tickets willing to do so and is to be donated by several local restaurants. ❖ Aim to look at possibility of floral shops donating flowers for students to buy for their companions. Location and time: The event will take place at the Coralville Marriot in the Exhibit hall. Rental costs might be on the high side but the expected turnout and lack of pricey additional costs should make up for it. Timeframe will be from 8:30 to 11:30. Projected Revenue: ➢ Ticket sales -$5 ➢ Banquet Cost- $3 ➢ Raffle Tickets -$1 ➢ Possible YAC t -shirt Sales -$7 ➢ Silent Auction( ?) -N /A ➢ Etc Proiected Costs: ➢ Location rental -$2000 ➢ DJ equipment • Subwoofers -$60 • Amps- $30 • Pro Stack Sound System (Includes: mixer, amp., 250w speakers w /stands and cables, CD players) -$100 • Additional 300w Speakers- $60 • Possible Pro Home Karaoke- Includes: amp., 250w speakers w /stands and cables, CDG w/3 decks, songbooks, CDG Disc book, Microphones w /cables, 19" TV w /stand, coax cable- $150 ➢ Lighting • Large Mirror Ball- $20 • Large Strobe light- $10 • Large Red Dome Lights -$8 • Spot Light- $40 ➢ Decorations -$400 ➢ Miscellaneous -$200 ➢ Total Projected Costs- $3400 Source of Funds: ➢ Youth Empowerment Grant- * ➢ Youth Empowerment Grant -* ➢ Youth Empowerment Grant -* ➢ Youth Empowerment Grant -* ➢ Projected total:$2000 Community Sponsors- exact amount not yet finalized. *participating schools not yet finalized. Proiected Outcome: With the community and the area schools and businesses working together to promote unprecedented youth contribution towards a major cause, this project has the makings of a very successful fundraising effort. The aura surrounding Valentines' Day will attract kids looking for a way to compliment their evenings. The dance provides a safe and festive atmosphere to quell the urges and anxieties of those eager for something to do. The friendly competitive aspect of it will excite many students and encourage them to participate. With an established event sponsored and endorsed by the local community, turnout can be expected in the 1500 -2000 range with an expected $10,000 in ticket sales alone. The youth of Iowa City with the YAC leading the charge are taking initiative to make a difference in the community. With your help we can all do our part to ensure the best quality of life for all community residents. MINUTES Youth Advisory Commission November 23, 2008 Lobby Conference Room, City Hall, 5:50PM Members Present: Diamitani, Han, Nelson, Green Members Absent: Malatek Others Present: City Council Liaison Wilburn, City Clerk Karr DQD AFT Call to Order: Motioned by Nelson, seconded by Green. Approved 4 -0. Approve minutes: The October 7U' minutes were approved 4 -0 after a motion by Nelson and a second by Green. Nelson also motioned to approve the distributed November 2nd minutes. Green seconded and it was approved 4 -0. Budget for FY10: Diamitani volunteered to edit last year's description page presented to the City Council. Green offered to aid with the Summer of Arts and website portions since Diamitani is largely new to those. The committee decided that the draft be submitted directly to Karr prior to the next meeting. Goals and Planning for 2008; Youth Input and Involvement: Diamitani began with a brief overview of what he's been doing to get sponsors to support the planned dance and mentioned that he already has some committed venues and even some willing to provide food. Green asked if he had checked with the Marriot if there could be outside food. Diamitani confirmed that the Marriott had said it would be fine. He went on to suggest that there be flyers made and offered that he knew someone who could make them at an affordable price. It was also suggested that floral shops be contacted so roses and other flowers could be sold for further fundraising. Nelson suggested that Diamitani contact Hy -Vee or even some local ice cream stores for more food items. Diamitani then mentioned that the only room available at the Marriott would be the exhibit hall. The question of to whom the raised money would go to was asked. After some discussion it was decided that it would be best that the money go to United Way, a suggestion by Karr. Wilburn also said that United Way would have a set process and would also validate the event and offered the name of a person the committee could contact. Youth Advisory Commission November 23, 2008 Page 2 DRAFT Han raised the issue of completing the Youth Empowerment Grant forms in order to get the funding in time for the event. Green said that she could take the forms to the Regina Student Council so that they could get started. Han also suggested that it might be a good idea to involve several groups from a high school, if additional funds were needed, and suggested 1440 Interact from West High school. Wilburn added that SSIKE might also be interested in the event. It was agreed that there should be a way to thank the sponsors. Green suggested that their banners be put on the walls. Wilburn suggested that it be also posted on the website and Karr said that she would check if that would be a viable option. Nelson went further to suggest that they make a separate website devoted just to this event. For the event itself, more of the details were discussed, including the cost of the ticket and events available at the dance. When the possibility of having a silent auction was mentioned, Wilburn reminded the committee that it would have to have a state permit, and any contracts would have to be reviewed by the City Attorney. Update on website: None Update on By -Law changes: Han pointed out that the start and end dates for the terms had not been changed to follow the academic calendar and asked if there was a specific reason. Karr clarified the election of officers had been changed to March and the terms begin January 1, current member terms would not be affected. Nelson also noticed that the right to waive the age requirement was gone and Karr explained that the waiver originally provided for Council flexibility for appointments by age and new wording stated that members would be have to be in high school so the waiver was no longer needed. Youth Empowerment Grant: None 2008 -09 Subcommittee Reports: None Public Discussion: None Student Citizenship Awards: Karr asked if continuing to help present the Student Citizenship awards would be the best use of the committee's time /resources. Green voiced that she thought that it helped and that it should be continued. Staff update: None Announcements/ Invitations /Events /Opportunities: None Meeting Schedule: The next meeting was scheduled to be on December 11th at 7:00pm. YOUTH ADVISORY COMMISSION ATTENDANCE RECORD YEAR 2008 (Meeting Date) NAME TERM EXP. 1116 2125 3124 4121 5/14 6/26 7/7 7/8 8/20 9/15 10/7 1112 11/2 3 Hannah Green 12/31/09 O/E O/E NM O/E X NM NM X NM X O/E X X Michelle Han 12/31/09 X X NM O/E O/E NM NM X NM X X X X Michael Nelson 12/31/08 X X NM X O/E NM NM O/E NM X X X X 12/31/08 X X NM X O/E NM NM O/E NM - -- - -- - -- --- 12/31/08 X X NM X X NM NM X NM - -- - -- - -- - -- Danielle Malatek 12/31/09 - -- - -- NM X X NM NM X NM O/E X X 0 Patrick Diamitani 12/31/09 --- - -- - -- - -- - -- - -- --- - -- --- X X X X KEY: X = Present 0 = Absent O/E = Absent/Excused NM = No meeting - -- =Not a Member