Loading...
HomeMy WebLinkAbout2008-12-18 Youth Advisory CommitteeYOUTH ADVISORY COMMISSION AGENDA Thursday, December 18, 2008 City Clerk's Office, 7:00 PM 410 East Washington Street 1) Call to Order 2) Budget for FYI (review narrative /attachment) 3) Valentine Day Flood Fund Raising Letter to sponsors Contract Review Grant applications 4) Staff update 5) Announcements /Invitations /Events /Opportunities 6) Meeting Schedule YOUTH ADVISORY COMMISSION EXPLANATION OF FUNDING REQUEST FOR FISCAL YEAR 2009 * Summer of the Arts Global Village: $500 We participated in the Global Village event in June of 2006. At the event the YAC ran a tent focusing on the country of Ghana. We provided a beverage and several craft activities for the children who attended the event. The event provided a chance for the YAC to interact with younger youth of the community, increasing the visibility of the commission. We are requesting the same amount of money as last year to continue our involvement. The Summer of the Arts provides $200 in funding, to which the funding we are requesting would augment if needed. * Website and Advertising 500 Last year we were allotted $500 for developing and promoting a website about the YAC. Since then, we have produced a website which offers a community events calendar focusing on youth, biographical information about members, and materials relating to the Youth Empowerment Grant. The major development of the website is complete. However, since the success of the webpage and the YAC depends on the community engagement, we are requesting funding to advertise. We advertised during fiscal year 2008 by producing flyers, pencils, and Facebook ads. We hope to continue to expand our advertising by reaching out to student groups at high schools and the university, as well as community groups that may indicate interest in the program. Through advertising, we hope to improve community awareness and participation in YAC endeavors. * Youth Empowerment Grant: $2000 We were allotted $1500 for establishing a youth mini -grant program for fiscal year 2008. Since then we have developed an application and process for evaluating and approving youth -led projects for Iowa City residents with funding up to $500. With active promotion and targeted information, the first project was approved December 12, 2007. This project helped needy families during the holiday through student outreach at Regina High School. We will be able to award several more qualified projects with funding up to $500. - Approved by YA 1/16/08 � 3 The Iowa City Youth Advisory Commission would like your help! Dear (insert name here), The Iowa City Youth Advisory Commission was founded to promote understanding and awareness of Iowa City among Iowa City youth and serve as a liaison between the City Council and the 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. As we all know, the devastating events of the past spring and summer have affected countless citizens of the midwest area - and a great number 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 crisis as well. We at the YAC 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, February 14th. The event will be a dance/ banquet to raise money for flood relief throughout the Iowa City area. 100% of the proceeds will be donated to the Salvation Army and the United Way of Johnson County to distribute to those seeking support. 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 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. To make this event a success, we would appreciate your support. Our sponsors will be publicly recognized and we hope that you will be willing to help. Attached is a document outlining some of our needs, and we would most appreciate it if you could contribute towards monetary funds, item needs, or our food selection. With the community and the area schools working together to promote unprecedented youth participation towards a major cause, the project has the makings of a very successful fundraising effort. We thank you once again for your already outstanding contributions to our city, and we sincerely hope that you will be interested in contributing to our event. Thanks! The Iowa City Youth Advisory Commission Youth Advisory Commission Explanation of funding requests for fiscal year 2009 -2010 Summer of the Arts Global Village: $390 We have participated in the Global Village event in June 2006, 2007, and 2008. At the event the YAC usually runs a tent focusing on another nation, and provides beverages and craft activities for children attending. The event provides a chance for the YAC to interact with younger youth of the community, increasing the visibility of the commission. We are requesting less money this year to go towards our involvement. We have deemed some of the funds for this event to be unnecessary. Website and Advertising: $1000 Last year we were allotted $500 for developing and promoting a website about the YAC. Since then we have produced a website which offers a community events calendar focusing on youth, biographical information about members, and materials relating to the youth empowerment grant. Since the success of the website and the YAC depends on community engagement, we are requesting funding to advertise. We advertised during fiscal year 2009 by producing flyers, pencils, and Facebook ads. We hope to continue to expand our advertising by reaching out to student groups at the high schools and university as well as community groups that indicate interest in the program. Through advertising we hope to increase community awareness and participation in YAC endeavors. Youth Empowerment Grant: $2000 We were allotted $2000 for establishing a youth mini grant program for fiscal year 2009. We have developed an application and process for evaluating and approving youth led projects for Iowa City residents with funding up to $500. rte— L student outreach group at Rel was awarded a grant for a project geared towards helping needy families during the holidays, gtWith active promotion and tar eted information, countless people have the to be helped by Iowa City Youth Back to School Summer Fun Fest: $1000 A new idea thought up this year by the commission was the emergence of an annual back to school celebration at the City Park for the Iowa City Community School District. The event could include possible donated swim use for ICCSD students, small carnival games and activities, and school affiliated softball tournaments. Much more detail will be put into the event in the upcoming future, and the event will likely take place the weekend before school starts for '% the ICCSD. Being a youth oriented organization, the YAC feels it should take a much larger role in the area schools and this event would be a great way to have fun and bring the schools together. CITY OF IOWA CITY I. Contact Information Applicant Name: Date of Birth: i 1 3112 Address: � rt Force Loy e. 522�i 1 Phone Number: ( 3��) �5-�`Aot Email: '` School: II. Project Information Youth Empowerment Grant Application Materials Note: Applicant must be 15 -21 at time of application and reside in Iowa City. Applicants are also asked to submit a cover letter with their application, briefly describing their project. Sponsor Name: Location is: ❑ Public Property ❑ Private Property ❑ School District Property What is the mission of our project? Organization: GGy 04" Address: Phone Number: Email: Relation to Applicant: Time period of proposed project: From to Project should be completed by June 30, 2009. Project must be located in Iowa City. ►rlvuiV>.w� �� . TrK i3J ,y -- i -,� ).w-c C), Geri o �1 ICA.) I +�1� A1)I -u- aita V) I � A' WO C Cool YGka -t 1A, � ,1 -J's � s } �, { � � i , � V 1', � �� ; 5Cti1C�` � 1t�4 CLUB i ,Y uC A( A i'; ? cu �14 `Bt ,k x: k. �` aW J) ), � `�IiA, a�AfJ1&A )CJ , T -W ,welt w i 0 a VLt�1L.� t� � �►�` �� � _ c ►` bt t.3 a t�� , ,rs Tk IV. Estimated Project Duration Please explain what you will do to pr pare for your project, when you will do it, and what you will be doing at that time. We do not expect this to be final, but planning ahead ensures that tha nrniPrt will he successful. Date Activity Resource Used cry lbyw V)14) 5LV C G3 CCkN) \v1 ; D-" oco �lC� h� ptu'Muke f-YK U \UXlu Bey) �V '_�Vtt' SS j Uor' tl &Kct o-nk � Urn i•►) uj -' R� I Stu n � i .h lit GUt the best informatiol I have available about m project at this time. I do I certify that this is a Y p I hereby affix my signature: derk/YouthEm powermentGrant. indd Date r ZzA d Date 2009 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 three area schools (IC WEST, IC CITY, IC REGINA) to determine who can raise the most support for the devastated victims of this past months tragedies. Schools will each cha ge $5 admission to the dance with respective donation boxes present at entrance. Winners will be de ermined based on contribution per capita. 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. Wit times like these people need help fast, and the youth of Iowa City plan on doing it. Event. The planned event will be a Val Alongside the dance will be a possible karaoke contest, anonymous love not impending ideas. ❖ Student and community ent ❖ Banquet food will be served ❖ Aim to look at possibility of 1 itine's Day dance with a dark and romantic atmosphere. coquet and raffle. Possible additional events include a couple - contest for those who may want to serenade dates, and other donations shops donating flowers Location and time: The event will take place at the Coralville Marriot in the Exhibit hall. Timeframe will be from 8:30 to 11:30. Protected Revenue: ➢ Ticket sales -$5 ➢ Banquet Cost- $3 ➢ Donations ➢ Etc Protected 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 Projected Outcome: Our goal is to raise $10, 000 for flood relief. Expected turnout is 2500 guests. The youth of Iowa City 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. Marian Karr From: Patrick Diamitani [patdiamitani @yahoo.com] Sent: Thursday, December 18, 2008 9:57 AM To: Marian Karr Subject: Fw: outline - - - -- Forwarded Message - - -- From: "Goddard, Courtney" <Courtney.Goddard @marriott.com> To: Patrick Diamitani <patdiamitani @yahoo.com> Sent: Wednesday, December 17, 2008 10:58:03 AM Subject: RE: outline Good Morning Patrick, Sze, M.-/,11ta 14e,14 /'/Z f/�/- 4- * Thank you for getting in touch with me, I was getting ready to do a follow up call to you, but then got your email. I will go ahead and prepare a copy of the contract to send to you, I will try and get that over to you today yet. If you or the attorney have any questions on it, please feel free to contact me anytime. Regarding the dimming of the lights, I am not sure how that could work, the lights are very high up in the ceiling, 30 feet up. An option would be to rent some draping, using pipe and draping and "sections" of the room, from Aero Rental or Spielmans to make it appear "darker" in the room. I will talk with my a/v tech and see what other options there may be. I will review the outline and let you know if I have any questions. Thank you Patrick, I will be in touch soon! PS - I do have two daughters, but they are only 5 and 1, and the one goes to school at Prairie in CR, so sorry, I can't claim her for my own Courtney Courtney Goddard Catering Sales Manager, CWP Coralville Marriott Hotel and Conference Center 300 East 9th Street Coralville, IA 52241 Desk (319) 688 -4010 Facsimile (319) 688 -4040 www.coralvillemarriott.com This communication contains information from Marriott International, Inc. that may be confidential. Except for personal use by the intended recipient, or as expressly authorized by the sender, any person who receives this information is prohibited from disclosing, copying, distributing, and /or using it. If you have received this communication in error, please immediately delete it and all copies, and promptly notify the sender. Nothing in this communication is intended to operate as an electronic signature under applicable law. <http: / /mml.lettermark. net / marriot midwest /lhead /Rainforest.map> <http: / /mml.lettermark. net /marriot _midwest /lhead /Rainforest.gif> <http: / /mml.lettermark. net /marriot_ midwest /card /PIZO_13.map> Courtney Goddard 1 Catering Sales Manager 319 - 688 -4010 courtney.goddard@ marriott. com< http:// mml. lettermark.net /marriot_midwest/ card /PIZO_13.gif> <http: / /mml.lettermark. net /marriott /images /disclaimerText.gif> - - - -- Original Message---- - From: Patrick Diamitani [mailto:patdiamitani @yahoo.com] Sent: Monday, December 15, 2008 12:10 AM To: Goddard, Courtney Subject: outline Hey Ms. Goddard, Sorry this email took so long, I sent one previously and was long wondering why I wasnt getting a reply when I realized that i only had one 't' in marriott. Anyway, I was wondering about a couple things: could I get a copy of the contract? The city attorney wanted to go over it and it would be great to have that as soon as possible. Also, what is the possibility of putting some sort of transparent or red wrapping or celophane type paper over the lights for at least a dimming effect? Thanks alot, I've attached an older copy of the outline- we've changed a few menial things since then but the newer version is not on my computer at the moment. Have a great winter holidays! Patrick Diamtiani p.s. you wouldn't happen to have a daughter in the Iowa City school district would you? I know someone with your last name and I wasn't sure how common it was. 2 Aarrioll. HOTELS & RESORTS GROUP SALES AGREEMENT DESCRIPTION OF GROUP AND EVENT The following represents an agreement between: Marriott Coralville Hotel & Conference Center, 300 East 9th St., Coralville, IA, 52241, (319) 688 -4000 and Youth Advisory Commission and outlines specific conditions and services to be provided. ORGANIZATION: Youth Advisory Commission CONTACT: Name: Patrick Diamitani Street Address: 410 East Washington St City, State /Province: Iowa City, IA Postal Code: 52240 Phone Number: (319) 594 -0149 E -mail Address: patdiamitani @yahoo.com BILLING CONTACT (if different from above): Name: Street Address: City, State /Province: Postal Code: Country: Phone Number: Fax Number: E -mail Address: NAME OF EVENT: Youth Advisory Commission Valentine's Day Bash REFERENCE #: 1- V3R8IG OFFICIAL PROGRAM DATES: Saturday, 02/14/2009 ANTICIPATED ATTENDANCE: 1,000 ADVANCE PAYMENT SCHEDULE The payment schedule for your Event is outlined below: Deposit/Payment Amount Time Frame $500.00 non - refundable deposit At time of signed agreement Remaining estimated balance [3] days prior to event PAYMENT BY CREDIT CARD OR COMPANY CHECK Unless paid in cash, money order, or other guaranteed form of payment, all charges for the Event must be paid by credit card or company check, in which case a credit card authorization is required. Prior to the execution of this agreement Youth Advisory Commission shall provide hotel with credit card authorization information. A Credit Card Information Request e -mail will be sent to the e -mail address provided by Youth Advisory Commission. Page 1 of 6 Version 1.0 MARRIOTT CONFIDENTIAL AND PROPRIETARY INFORMATION Youth Advisory Commission agrees that the Hotel may charge to this credit card any payment as required under this Group Sales Agreement. FUNCTION INFORMATION AGENDA/EVENT AGENDA Based on the requirements outlined by Youth Advisory Commission, the Hotel has reserved the function space set forth on the below Function Information Agenda /Event Agenda. Date Day Start Time , End Time Function Type Setup # People Rental 2/14/2009 Saturday 1:00 PM 8:00 PM Set Up Special 1,000 0.00 2/14/2009 Saturday 8:30 PM 11:30 PM Dance Special 1,000 $2,000.00 The Rental of the Space does include the 22% service charge in the price quoted. The Rental Fee is subject to the 6% sales tax, if applicable. Hotel reserves the right to adjust function space in direct proportion to any changes in the number of attendees. DAMAGE TO FUNCTION SPACE Youth Advisory Commission agrees to pay for any damage to the function space that occurs while Youth Advisory Commission is using it. Youth Advisory Commission will not be responsible, however, for ordinary wear and tear or for damage that it can show was caused by persons other than Youth Advisory Commission and its attendees. FOOD AND BEVERAGE ATTRITION /CANCELLATION The Hotel is relying upon the functions outlined on the Function Information Agenda /Event Agenda. Youth Advisory Commission agrees that a loss will be incurred by Hotel if there is a cancellation of the functions listed above. Youth Advisory Commission shall provide Hotel with 3 days advance notice of the date(s), time(s), and number of covers with respect to each function it wishes to schedule for the Event. Youth Advisory Commission shall provide Hotel this information no later than 72 hours prior to the scheduled time for each such function. The net number of covers resulting from this notice shall be referred to herein as a "Guaranteed Function ". If Youth Advisory Commission fails to use the above mentioned functions, the Youth Advisory Commission will pay Hotel within thirty (30) days, as liquidated damages and not as a penalty, the following amount: 1. The Meeting Room Rental Fee ($2,000). * If applicable, state and local taxes will be added to all attrition and cancellation fees. Hotel agrees that after receipt of this amount, it will not seek further damages resulting from the cancellation or attrition of such catered functions. OUTSIDE FOOD AND BEVERAGE POLICY All food and beverages served at functions associated with the Event must be provided, prepared, and served by Hotel, and must be consumed on Hotel premises. Outside donations of food for appetizers will be allowed, the attached food waiver agreement must be signed with the contract and returned to the Hotel. IMPOSSIBILITY The performance of this Agreement is subject to termination without liability upon the occurrence of any circumstance beyond the control of either party — such as acts of God, war, government regulations, disaster, strikes (except those involving the employees or agents of the party seeking the protection of this clause), civil disorder, or curtailment of transportation facilities — to the extent that such circumstance makes it illegal or impossible to provide or use the Hotel facilities. The ability to terminate this Agreement without liability pursuant to this paragraph is conditioned upon delivery of Page 2 of 6 Version 1.0 MARRIOTT CONFIDENTIAL AND PROPRIETARY INFORMATION written notice to the other party setting forth the basis for such termination as soon as reasonably practical — but in no event longer that ten (10) days — after learning of such basis. CHANGES, ADDITIONS STIPULATIONS, OR LINING OUT Any changes, additions, stipulations or deletions including corrective lining out by either Hotel or Youth Advisory Commission will not be considered agreed to or binding on the other unless such modifications have been initialed or otherwise approved in writing by the other. LITIGATION EXPENSES The parties agree that, in the event litigation relating to this Agreement is filed by either party, the non - prevailing party in such litigation will pay the prevailing party's costs resulting from the litigation, including reasonable attorneys' fees. LIQUOR LICENSE Youth Advisory Commission understands that Hotel's liquor license requires that beverages only be dispensed by Hotel employees or bartenders. Alcoholic beverage service may be denied to those guests who appear to be intoxicated or are under age. IN -HOUSE EQUIPMENT Hotel will provide, at no charge, a reasonable amount of meeting equipment (for example, chairs, tables, etc). These complimentary arrangements do not include special setups or extraordinary formats that would deplete Hotel's present in- house equipment to the point of requiring rental of an additional supply to accommodate Youth Advisory Commission's needs. If such special setups or extraordinary formats are requested, Hotel will present Youth Advisory Commission two (2) alternatives: (1) charging Youth Advisory Commission the rental cost for additional equipment, or (2) changing the extraordinary setup to a standard format, avoiding the additional cost. UNATTENDED ITEMS /ADDITIONAL SECURITY The Hotel cannot ensure the security of items left unattended in function rooms. Special arrangements may be made with the Hotel for securing a limited number of valuable items. If Youth Advisory Commission requires additional security with respect to such items or for any other reason, the Hotel will assist in making these arrangements. All security personnel to be utilized during the Event are subject to Hotel approval. USE OF OUTSIDE VENDORS If Youth Advisory Commission wishes to hire outside vendors to provide any goods or services at Hotel during the Event, Hotel may, in its sole discretion, require that such vendor provide Hotel, in form and amount reasonably satisfactory to Hotel, an indemnification agreement and proof of adequate insurance. PERFORMANCE LICENSES Youth Advisory Commission will be solely responsible for obtaining any necessary licenses or permission to perform, broadcast, transmit, or display any copyrighted works (including without limitation, music, audio, or video recordings, art, etc.) that Youth Advisory Commission may use or request to be used at the Hotel. ACCEPTANCE When presented by the Hotel to Youth Advisory Commission, this document is an invitation by the Hotel to Youth Advisory Commission to make an offer. Upon signature by Youth Advisory Commission, this document will be an offer by Youth Advisory Commission. Only upon signature of this document by all parties will this document constitute a binding agreement. Unless the Hotel otherwise notifies Youth Advisory Commission at any time prior to Youth Advisory Commission's execution of this document, the outlined format and dates will be held by the Hotel for Youth Advisory Commission on a first - option basis until December 31, 2008. If Youth Advisory Commission cannot make a commitment prior to that date, this invitation to offer will revert to a second - option basis or, at the Hotel's option, the arrangements will be released, in which case neither party will have any further obligations. Page 3 of 6 Version 1.0 MARRIOTT CONFIDENTIAL AND PROPRIETARY INFORMATION Upon signature by both parties, Youth Advisory Commission and the Hotel shall have agreed to and executed this Agreement by their authorized representatives as of the dates indicated below. SIGNATURES Approved and authorized by Youth Advisory Commission. Name: (Print) Title: (Print) Signature: Date: Approved and authorized by Hotel: Name: (Print) Courtney Goddard Title: (Print) Catering Sales Manager Signature: Date: Page 4 of 6 MARRIOTT CONFIDENTIAL AND PROPRIETARY INFORMATION Version 1.0 - ar iott, SEGMENT SALES R MARKETING FOOD WAIVER & INDEMNIFICATION AGREEMENT For Marriott International North American Managed Properties Only FOOD WAIVER AND INDEMNIFICATION AGREEMENT (PATRON AGREEMENT) Coralville Marriott HOTEL POLICY It is the policy of this Hotel to discourage Hotel patrons from purchasing food from sources other than the Hotel and from using the Hotel kitchen facilities to prepare or to prepare and serve food to other Hotel guests. Improper handling of food may lead to food poisoning and other health hazards. However, the Hotel recognizes that for religious or other special reasons a Hotel patron may have, it may be necessary to permit such purchases, preparation and service. In the event that a patron insists on purchasing food from sources other than the Hotel or insists on the preparation or serving of food by persons other than Hotel employees, the Hotel may allow such activity or activities only if such patron acknowledges, by its signature below, its agreement to accept the responsibility and abide by the terms set forth in this Agreement. WAIVER The undersigned patron ( "Patron ") agrees to waive any claim for damages of any nature whatsoever and to release the Hotel, the Hotel owner, the Hotel manager, Marriott International, Inc., and each of their respective subsidiaries, affiliates, officers, directors, employees and agents from any liability or responsibility whatsoever for any ill- effect, injury, or loss incurred by Patron or any third party including, but not limited to, all manner of actions, causes of action, suits, debts, damages, claims, demands, costs, losses and expenses of any type or kind whatsoever, arising from, connected with or related to the purchase of food from sources other than the Hotel or the preparation or serving of food by persons other than Hotel employees. INDEMNIFICATION Patron agrees to indemnify, defend and hold harmless the Hotel, the Hotel owner, the Hotel manager, Marriott International, Inc., and each of their respective subsidiaries, affiliates, officers, directors, employees and agents from and against all liability, claims, actions, causes of action, suits, demands, damages, judgments, costs, losses and expenses, including reasonable attorney's fees, to which any of the above -named parties may be subject, including, but not limited to, any claim for any injury to or the sickness or death of any person or persons, or for damages to property or otherwise, arising from, connected with or related to the purchase of food from sources other than the Hotel or the preparation or serving of food by persons other than Hotel employees. Page 5 of 6 Version 1.0 MARRIOTT CONFIDENTIAL AND PROPRIETARY INFORMATION OPERATION OF KITCHEN FACILITIES Patron agrees that it, its employees and agents will follow the rules, directions and instructions of the Hotel staff. If the Hotel determines that Patron or its employees or agents are using the kitchen facilities in a dangerous manner, it may immediately revoke Patron's privileges to use the kitchen facilities. In the event Patron or its employees or agents damage any of the kitchen equipment, Patron agrees to promptly pay for all costs and expenses associated with the repair or replacement of the damaged kitchen equipment. PATRON'S ACKNOWLEDGMENT Patron's signature below indicates that Patron has read and understood this Agreement and agrees to its contents. Patron also acknowledges that the person signing on behalf of Patron is authorized to bind Patron to the terms of this Agreement. PATRON: By: Name: Organization: Dated: 120 Marriott International Updated 2002 Title: Page 6 of 6 Version 1.0 MARRIOTT CONFIDENTIAL AND PROPRIETARY INFORMATION