HomeMy WebLinkAbout2009-09-06 Youth Advisory CommitteeYOUTH ADVISORY COMMISSION
AGENDA
Sunday, September 6, 2009, 4:30 PM
Lobby Conference Room, City Hall,
410 East Washington Street
1) Call to Order
2) Approve minutes of August 23
3) Arts Initiative Project (Heywood)
4) Youth Events Calendar
5) Other business
6) Meeting Schedule
Next scheduled meeting October 4, 4:30 PM
MINUTES
YOUTH ADVISORY COMMISSION
August 26, 2009 - 5:30 PM
LOBBY CONFERENCE ROOM, CITY HALL
Members Present: Zach Wahls, Hannah Green, Jerry Gao, Luan Heywood
Members Absent: None
Staff Present: Marian Karr
Others Present:
CALL TO ORDER:
PRELIMINARY
The meeting was called to order at 5:40 p.m. Hannah Green chaired the meeting.
MINUTES:
Heywood motioned to approve the August 6 minutes.
Gao seconded.
The motion passed 4-0
YOUTH ARTS INITIATIVE:
Heywood shared her draft letter that will be sent out to teachers as a means of moving the
project forward and developing artwork to collect, and her draft email that will be sent out to
teachers alerting them of the project. She said that the venue has not been yet secured.
Wahls motioned to approve the letter and email for distribution, after review by the City
Attorney's office, and directed Heywood to implement any minor revisions requested by
the City Attorney's office, prior to distribution on City letterhead.
Green seconded.
The motion passed 4-0
Wahls noted that a student sending a lesson plan to a teacher could possibly be seen as
presumptuous, however good our intentions are. Heywood agreed and said she would make
minor modifications framing the sample lesson plans as possible samples, not mandatory plans.
Karr inquired about advertising materials, and Heywood stated they had not been developed
yet. Karr suggested all materials for the event be reviewed by the City Attorney's office as one
package.
Wahls then commented that, concerning the venue, something Wilburn had said earlier had
stuck with him. He thought that a venue with more prestige gives the art and project itself more
YOUTH ADVISORY COMMISSION
August 26, 2009
Page 2 of 3
weight. He strongly recommended UAY, but the general consensus of the Commission was
towards the City Recreation Center on Gilbert.
Green inquired if a date had been set, but Heywood replied that until a venue is booked for the
event, the final date will remain up in the air. She also noted that we should consult Frank
Warren to see if he had any problems with us using his title for the project.
BACK TO SCHOOL EVENT OVERVIEW:
Wahls began by saying that the attendance of the event spoke for itself. He reported that
evidently the elementary schools had sent out packets earlier in the year and had not been able
to distribute the fliers that the Commission had printed. He also said that he did not have bills
from Heyn's or John's and Karr said that she had not received any bills either. Wahls presented
two receipts for his own reimbursement, and said Heyn's and John's bills would be sent directly
to the City. Wahls said that if the Commission were to conduct the event again, they would
have to make sure that all elementary schools really did get the fliers and possibly utilize the
district's phone call system.
Karr reported that Wilburn had reported attendance of about 50 people, while the Commission
offered estimates from 100-200. Green said that she thought the face paint and ice cream had
both been great ideas, and the major barrier to the success of the project was advertising.
Wahls stated he would return supplies to the City.
YOUTH EVENTS CALENDAR:
Karr reported that the online application that allows users to post upcoming youth events had
only been used twice in the past two and half years. Karr explained the process, but the
Commission was generally unaware of its existence and applicability. Karr asked if the
Commission was interested in keeping the website. Heywood said that in examining this issue,
the Commission ought to consult the mission statement. Wahls said that a website was the
best way of advertising and distributing the application for the Youth Empowerment Grant. Karr
noted that the Commission and Grant could still be advertised on the City website if not on the
YAC site. The Commission agreed to visit the site prior to the next meeting and asked that the
item be placed on the next agenda.
MEETING SCHEDULE:
The Commission then agreed to retain the next scheduled meeting date of September 6th at
4:30 pm, even though it was the Labor Day week-end. Green requested that the agenda be
kept light for the meeting.
OTHER BUSINESS:
YOUTH ADVISORY COMMISSION
August 26, 2009
Page 3 of 3
The YAC then discussed the filling of slots still open on the Commission. Wahls then asked
time be set-aside at an upcoming meeting to discuss whether or not we are truly fulfilling and
acting on our mission statement, and a review of the by-laws. Karr suggested that maybe the
October meeting would be a good time for that given the request fro a short meeting in
September and the possibility of new members joining the Commission by the October meeting.
ADJOURMENT:
Heywood motioned to adjourn.
Gao seconded.
The motion passed 4-0.
Adjourned 6:05 PM
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Updated 08/26/2009
YOUTH ADVISORY COMMISSION BUDGET
FY10 (7/1/09-6/30/10)
FY10 Budget Funds Used Balance
Global Village $250.00 --- $250.00
Website & Advertising $1,000.00 --- $1,000.00
Grants $2,000.00 --- $2,000.00
Back To School Blowout $1,000.00 --- $516.91
Flyers $209.29
Posters $0.51
Ice Cream $159.50
Rental of Shelters $86.00
Schedules $8.80
Su lies $18.99
Total Remaining in Budget $3,766.91
Known Cost Estimates:
Root Beer
Softball Field Rental
Estimated Total:
$169.65
NC
$169.65
S:CIk/Youth Advisory Commission/Budget Spreadsheets/FY2010
CUSTOMER'S ORDER SALESMAN TERMS F.O.B. E j~
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INVOICE Heyn's Ice Cream '"Y~~ ~ "~
811 S.1 st. Avenue
Iowa City, Iowa 52245
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DATE: September 1, 2009
TO: Youth Advisory Commission
FROM: Marian K. Karr, City Clerk ~~'`
RE: Arts Initiative
I have not received an updated electronic copy of the letter and email with attached lesson
plan from Luan. Once I receive it I will forward to the City Attorney for review and distribute
copies to the Commission in accordance with discussion at the August 23 meeting.
City of Iowa City -Board, Commission & Committee Members Page 1 of 1
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Boards, Commissions & Committees: Members
YOUTH ADVISORY COMMISSION
Staff COntBCt more information available
Marian Karr 356-5041
Origin
Contact staff.
Number of Members
Seven. 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 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.
Appointed By
The City Council, recommendation by Council liaison.
Term
All members shall be appointed for two year terms beginning January 1.
Duties
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.
Public Meeting
Time and date to be determined by the Commission.
Member Name Term Begins
g Term Ends
~ n ion ~~v
Hannah Green (Regina), Vice-Chair 1/1/2008 12/31/2009
Luan Heywood (City), Secretary 1/1/2009
4~f~999 12/31/2010
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Jerry Gao (At-Large) 1/1/2008 12/31/2009
~ io-~rv~iivo~
Zach Wahls (West} 1/1/2009 12/31/2010
http://www.iowa-city.org/icgov/apps/boards/members.asp?ID=42&output=print 8/28/2009