HomeMy WebLinkAbout2009-01-27 Youth Advisory CommitteeYOUTH ADVISORY COMMISSION
AGENDA
Tuesday, January 27, 2009
Harvat Hall, City Hall, 7:30 PM
410 East Washington Street
1) Call to Order
2) Elect temporary Chair
3) Approve minutes of January 8
4) Budget
a. Current FY09 status
b. Presentation for FY10
5) 2009-10 Subcommittee Reports
Recognition (scholarship) Committee (Diamitani, Malatek)
Summer of the Arts (Diamitani, Han, Green)
Website & Advertising (Han, Malatek)
Recruitment (Malatek, Green)
Others
6) Youth Empowerment Grant (Green, Han)
a. Review applications
7) Goals and planning for 2009
Youth Input and Involvement
Student Citizenship Awards
8) Update on website
9) Public Discussion
10) Staff update
a. Board vacancies (1 -Tate)
11) Announcements/Invitations/Events/Opportunities
12) Meeting Schedule
a. Cancellation policy/weather
b. Notification if unable to attend
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MINUTES
Youth Advisory Commission
January 8 - 7:00 P.M.
Lobby Conference Room -City Hall
Call to Order: Meeting called to order at 7:00 P.M.
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Members Present: Diamitani, Han, He ood, Green
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Members Absent: Malatek
Staff Present: Karr, Wilburn
Others Present: None.
Recommendations to Council (become effective only after separate Council action):
None
Elect temporary Chair:
Karr explained that Nelson's Board term expired before his term as chair (which ends in
March) the Commission needed to elect a temporary chair. Green volunteered, and
majority agreed.
Approval of Minutes:
Diamitani made a motion to approve the minutes of December 11 and December 18,
Green seconded the motion. Minutes were approved unanimously, 4/0.
Budget presentation for Fl'10:
Green asked if the copy provided was what Diamitani had written. Karr said that she had
written the current copy from memory as neither the copy nor the minutes were available
at the time. Han volunteered to be present at the budget presentation. It was decided that
she focus on new items and changes while recapitulating other items.
Youth Empowerment Grant:
Before reviewing the three grant applications, Karr asked whether Diamitani was a part
of the group submitting the request and if so should not participate in the discussion. He
said he wasn't .Han voiced the concern that the applications seemed to be less detailed
than ideal. Green also added she had some questions. For Heywood and Diamitani's
benefit, Karr added that usually the subcommittee would have had the chance to meet
with the applicant to ask questions prior to formal consideration of the request by the
Commission.
Diamitani clarified that the 3 grant requests would be used for different purposes within
the one event. Han asked whether they would have a contract ready and also brought up
that if the grants were approved for different purposes, they would only be reimbursed for
the money used for those specific causes. Diamitani clarified that he would be forwarding
the existing contract and added that the group would be signing the contract, and not the
Commission. Green asked how the group would get the other funds to sign the contract,
and Diamitani said that the group had separate funds for such events.
.Ianuary 8, 2009
Page 2
DRAFT
Green voiced that she felt she could not approve all three of the grants. Han agreed.
Wilburn reminded the Commission that the grant was based on a reimbursement system.
After discussion, the group agreed that the two grants specifically applied for lighting or
advertisement and should not be approved because the attached information did not show
the actual costs to total the grant request.
On the other hand, the group agreed that the one grant for location rental could and
should be voted on. For the other two applications, the subcommittee members decided
that the applicant resubmit a fully completed application with specific intended uses
outlined.
Heywood voiced her concern about the probability of the event. She specifically
addressed the location of the proposed event, which can discourage students from City or
Regina high school. Heywood specifically cited other events she had been involved in to
voice skepticism over the projected number of guests. Diamitani stated the applicant was
aware of that and were still confident that they would be able to attract many guests.
Karr explained that the location was an issue before because of its size and cost as well as
its location outside of Iowa City. Heywood suggested various locations within Iowa City,
including UAY and the Recreation center. Karr also clarified other aspects of the event.
Moved by Green, seconded by Diamitani, to approve the grant request for $500 for
location rental. The grant was approved 4/0. Regarding the other two applications,
Wilburn suggested that the Commission inform the group that the Commission did not
make a decision and outline what would be needed and when to consider the requests.
Subcommittee members Han and Green agreed to draft an email from the subcommittee
and also to include a date for the applicants to resubmit more complete applications. It
was decided that the packet distribution would be the 23rd and that the Commission meet
on the 27t" at 7:30 p.m. to consider the requests. Green and Han said they would make the
recommendation to the full Commission on that date. The alternative meeting date of the
30t" at 7:30pm was scheduled if needed.
2009-10 Subcommittee Reports:
None
Goals and planning for 2009:
The youth survey report was scheduled to come out in February. Green explained to
Heywood what the Commission was planning to do with the results to increase youth
participation. It was decided that the Commission wait until the results were obtained.
Update on website:
Karr said that the by-laws had been updated and Green reminded members to update the
bio information if needed.
January 8, 2009
Page 3
Public Discussion:
None
DRAFT
Student Citizenship Awards:
Green and Karr briefly explained the current situation concerning the presentation of the
awards. The Commission decided that despite the possible positive exposure, they should
not commit to more dates at this time. Members agreed that the decision be made later in
the fall when the school year starts and when hopefully the Commission would have
more members.
Staff update:
Wilburn said that the council may wish to ask the Commission for recommendations on
future decisions or that the Commission may even make recommendations to the Council
without prompting as well. Karr added that this had been done twice in the past.
Members agreed that it would be a good idea.
Wilburn also added that members should remember to notify Karr if members know they
will not be able to make meetings. Members agreed and decided to have further
discussion about notification guidelines.
Announcements/Invitations/Events/Opportunities:
None
Meeting Schedule:
Previously discussed.
Moved by Han, seconded by Diamitani, to adjourn 8:20 PM
Submitted by: Han
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Updated 01/16/2008
YOUTH ADVISORY COMMISSION BUDGET
FY09 (7/1/08-6/30/09)
FY09 Budget Funds Used Balance
Global Village $500.00 --- $323.58
Global Village (Jun08) $176.42
Website & Advertising $500.00 --- $39.06
Facebook Ads (Grants) $460.94
Grants $2,000.00 --- $1,000.00
Regina Holiday Baskets $500.00
Life Church-Valentines Dance (Rent) $500.00
Total Remaining in Bud et $1,362.64
S:CIk/Youth Advisory Commission/Budget Spreadsheets/FY2009
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t.:_`~,p~,~ CITY OF IOVtIA CITY.
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DATE: January 22, 2009
TO: Mayor and. City Council
FROM: Marian K. Karr, City Clerk~j,,~
RE: January 28th and 29th Budget Presentations
Council set aside the budget work sessions of January 28th and the beginning of January 29th
to hear from Community events and City Boards & Commissions regarding their FY10 City
budget request. An invitation was sent to all organizations and City staff of all
Boards/Commissions. The following schedule reflects responses to this invitation and was
prepared to include a 10 minute oral presentation followed by a five minute question period.
Presenters should plan on arriving 10 minutes ahead of their assigned time.
Start time is 6:30 PM for the City Conference Board meeting.
ORGANIZATION NAME
6:45-7:00 Senior Center Comm. Jay Honohan, Chair
& Linda Kopping, Coordinator
7:00-7:15 Parks & Rec. Commission
7:15-7:30 Library Board
John Westefeld, Chair
Tom Dean, President
& Susan Craig, Director
7:30-7:45 Summer of the Arts
Mary Frieden, Exec. Dir.
7:45-8:00 BREAK
8:00-8:15 Youth Advisory Commission
8:15-8:30 Old Capitol Valley District
Cub Scout Day Camp
Commissioner Michelle Han
Dawn Svenson, Dir.
Communications & Research
8:30-8:45 ADA Celebration
8:45-9:00 Landlocked Film Festival
9:00-9:15 Back 2 School Picnic
.Feed the Needy for the Holidays
Keith Ruff
Mary Blackwood, Dir.
Pastor Jacob Butler
9:15-9:30 IC Community String Orchestra Emma Mohr
Budget Presentations
Page 2
January 29th
4:30-4:45 Taste of Iowa City 2009
DTA President Leah Cohen
& Ex. Dir. Darla Boudjenah
4:45-5:00 Irving Weber Days
5:00-5:15 Bike To Work Week
5:15-5:30 Airport Commission
5:30-5:45 Mission Creek Festival
Dinner Break
General Budget Discussion
JC Historical Society Pres.
Shaner Magalhaes
Robin Butler, Volunteer
Greg Farris, Chair &
Michael Tharp, Operations Spec.
Andre Perry
Attachments: Community event applications (previously distributed 12/23 info packet)
Page 87 from the Proposed Financial Plan.
cc: City Board and Commission Staff (minus attachments)
Community Events Applicants (minus attachments)
s/budgetbdcommschedule.doc
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Marian Karr
From: Hannah Green [nanner22@earthlink.net]
Sent: Wednesday, January 14, 2009 2:24 PM
To: Michelle Han; karissa-7@hotmail.com; AKolosik@gmail.com
Cc: Marian Karr
Subject: YAC Grant
Attachments: January 8th.doc; YouthEmpowermentGrant.pdf
~~ L=J
January 8th.doc YouthEmpowerment
(52 KB) Grant.pdf (196...
Congratulations! The Youth Advisory has decided to award you a
full $500 Empowerment grant to help fund the location rental for your Valentine's Day
Bash.
In regards to your other two grant applications, we were wondering if you would fill out
the applications in their entirety and resubmit them. This is because members felt it
unreasonable to award three identical grants. However, we would be more than willing to
review the applications if they are specified for a different aspect.
We feel that the few questions we had regarding the original application would be answered
if the applications were filled out.
For a prompt response, we request the applications be resubmitted by January 21nd at the
latest.
We hope to hear from you soon.
Attached are a copy of our minutes from last meeting and an application form. Feel free to
use them as you see fit.
Michelle Han and Hannah Green
Empowerment Grant Committee of the YAC
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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 be 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 December 2, 2008.