HomeMy WebLinkAbout2010-11-14 Youth Advisory CommitteeYOUTH ADVISORY COMMISSION
AGENDA
Sunday, November 14, 2010, 5:00 PM
Lobby Conference Room, City Hall
410 East Washington Street
1) Call to Order
2) Approve minutes of October 3
3) Update on vacancies
4) Budget update
5) Approve Annual Report
6) Sub-Committee reports
a) Grant Programming (Wahls, Tamerius)
Summer of Solutions Update
Regina Christmas Project
b) Website & Advertising (Heywood, Lincoln, Gao)
c) Recognition Grant (Wahls, Gao, Tamerius)
d) Other
7) City Council Update
a) Area legislators meeting agenda items
7) Meeting Schedule
Next scheduled meeting
~~
YOUTH ADVISORY COMMISSION
Sunday, October 3, 2010- 4:00 PM
HARVART HALL, CITY HALL
DRAFT
Members Present: Luan Heywood, Zach Wahls, Alexandra Tamerius, Jerry Gao, Matt Lincoln
Members Absent: None
Staff Present: Marian Karr, Ross Wilburn
Others Present: None
CALL TO ORDER:
The meeting was called to order at 4:10 PM. Heywood chaired the meeting.
MINUTES:
Wahls motioned to approve the September 5 minutes. Gao seconded the motion. The motion carried
unanimously, 5/0.
UPDATE ON VACANCIES:
The Commission has two positions vacant, the Tate and an At-Large. There were no applications to fill
the positions. Announcements were to be made on the school announcements at Regina, City High, and
West High to make the student bodies aware of the At-Large position available.
BUDGET UPDATE:
The Commission has not used any funds during the past month.
SUBCOMMITTEE REPORTS:
Grant Programming -The Commission discussed the Grant Programming Subcommittee. At the last
meeting, the Commission unanimously approved the Youth Empowerment Grant, worth $750, to Summer
of Solutions. Karr stated she had not received invoices to release the check, and an email had been sent.
Wahls stated he would follow up with Karr to get the information.
Website & Advertising - No report.
Recognition Scholarship -The Commission discussed changes to the Youth Empowerment Grant
application:
• Change the age of applicants to 12-18
• Take out the year
• Strike "if applicable"
• Strike "add additional pages"
• Strike "less than 200 words"
• Allow 60 days for application review by the Commission
• Up to three projects will be funded
The Commission discussed changes to the Youth Recognition Grant Summary as well.
• Strike "please see your teachers for copies of the application"
• Add "community leaders" for recommendations
• Recipients will be notified by February 1
• City logo will be placed on the top of the Youth Recognition Grant Summary
Wahls motioned to approve the changes to the material in Youth Recognition Grant. Tamerius seconded
the motion. The motion carried unanimously, 5/0. The Recognition Grant Subcommittee planned to
YOUTH ADVISORY COMMISSION
October 3, 2010
Page 2 of 3
contact Kim Colvin about getting the information out to the schools in the Iowa City Community School
District; and to contact Christina Allgood from Regina to inform Regina of the Grant. The Recognition
Subcommittee hoped to send out the Recognition Grant to junior high schools later in October. Karr
mentioned that publicity for the Recognition Grant could be added to the website. The subcommittee will
notify Karr when the materials are ready for the website.
CITY MANAGER UPDATE:
Wilburn stated that the City Council has hired a new City Manager, Thomas Markus. The Council is
negotiating a final contract with him. Markus was the unanimous choice of the City Council Members
and he is hoping to begin December 1, 2010.
CITY COUNCIL UPDATE:
Wilburn noted the City Council had spent a great deal of time in the hiring of a new City Manager.
MEETING SCHEDULE:
The Commission set a date for the next meeting, Thursday, November 4 at 5:00 PM.
Gao motioned to adjourn, which was seconded by Wahls. The motion to adjourn passed unanimously,
5/0, 5:10 PM.
Minutes submitted by Lincoln.
YOUTH ADVISORY COMMISSION
ATTENDANCE RECORD
YEAR 2010
(Meeting Date)
NAME TERM
EXP. 1/10 2/22 3/8 4/12 5/3 6/7 7/13 8/13 9/5 10/3
L.uan Hey+n~uod 12/31 /10 N M X X X N M N M O/E X X X
Alexandra Tarr~erius 12/31 /11 N M X X O/E N M N M X X X X
Zach Wahls 12/31 /10 N M X X X N M N M X X X X
Jerry Gao (At Large) 12/31 / 11 --- --- --- X N M N M X X X X
Matt l.~rrooln (Regna) 12/31 / 11 --- --- --- --- --- --- X X X X
Poston Vacant (At Large) 12/31 /11 --- --- --- --- --- --- --- --- --- ---
Position Vacant (Tate) 12/31 / 11 --- --- --- --- --- --- --- --- --- ---
KEY: X =Present
O =Absent
O/E = Absent/Excused
NM = No meeting/No Quorum
--- = Not a Member
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Current Vacancies - YAC
Youth Advisory Commission -One vacancy to fill an unexpired term,
effective upon appointment, ending December 31, 2011.
(Gary Black resigned)
One (1) person - At Large
Youth Advisory Commission -Two vacancies to fill two-year terms,
January 1, 2011 -December 31, 2012.
(Term expires for Luan Heywood, Zach Wahls)
One (1) person -City High
One (1) person -West High
Youth Advisory Commission -One vacancy to fill a two-year term,
January 1, 2011 -December 31, 2012
One (1) person -Tate High
APPLICATIONS MUST BE RECEIVED BY 5:00 P.M., WEDNESDAY, DECEMBER 1, 2010.
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Subject to Approval
YOUTH ADVISORY COMMISSION
GENERAL RESPONSIBILITIES
Established in November of 2005, by Resolution #05-371, the Iowa City Youth Advisory Commission
consists of seven members appointed by the City Council. Resolution # 08-344 amended the by-laws
on December 2, 2008, and required that all members be 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 of the Commission shall be residents of
Iowa City, and staggered two year terms begin January 1. The Council shall choose one council
member to serve as the Council liaison and one council member to serve as an alternate liaison. Said
liaison shall attend the Commission meetings.
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 lowa''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.
ACTIVITIES AND ACCOMPLISHMENTS FOR FISCAL YEAR 2009/2010
Meetings
The YAC holds monthly meetings and special meetings as necessary. During the reporting period the
Board scheduled eighteen meetings; holding fifteen and rescheduling three due to lack of quorum.
Accomplishments/Presentations/Projects
Accomplishments:
- Back to School Blowout - Aug09
- Held Televised Neighborhood Safety Forum - Oct09
- Publicized and awarded (2) Youth Empowerment Grants - Dec09
Presentations:
- Prepared budget and appeared before Council on request
Goals for FY2010
Implementation of four new projects (Award Recognition Grant; and Iowa City Rides)
BOARD MEMBERS
Patrick Diamitani (At-Large)/Alexandra Tamerius (At-Large)
Gary Black (At-Large)
Vacant (Tate)
Jerry Gao (At-Large)/Arianna Aron (At-Large)/Jerry Gao (At-Large)
Hannah Green (Regina)/Matt Lincoln (Regina)
Luan Heywood (City)
Zach Wahls (West)
Ross Wilburn, Council Liaison
Connie Champion, Alternate Council Liaison
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~Y„„®~~, CITY OF [OWA CITY
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Date: October 29, 2010
To: Youth Advisory Commission
From: Marian K. Karr, City Clerk JK~,
Re: Summer of Solutions Grant
In September the Commission authorized $750 to Margaret Kearney, representing Summer of
Solutions for two applications received by the Commission in July (copies attached). Ms.
Kearney was informed of the award and asked to provide receipts showing expenditures to
authorize the check. Ms. Kearney did not respond. After I mentioned that at our October
meeting YAC member Zach Wahls informed me that he had some receipts for the group and
would provide them to me. If you recall Zach was involved in the project and abstained from
voting on the requests. The approved applications included such items as a gallery show and
gallery costs; and salaries for the team.
Zach provided me with receipts as follows:
$50.99 for our website (publicity)
$58.00 for our P.O. Box
$29.78 for paper ($12.35, $8.95, $8.48)
$21.20 for publicity posters
100 requested (200 actual hours at $2/hour = $400)
$259.97
Even though the application did include "salaries for team" at $100, the question of
"documentation" for salaries arises. After discussing the matter with Asst. City Atty. Goers it was
agreed that the City can only reimburse for actual costs ($101.97) and not PO Box and salaries.
Staff recommends YAC clarify the application to indicate that payment for "labor costs" be
submitted by invoice from a business or independent contractor only; and not include payment
for "volunteers".
At our last YAC meeting Zach informed us that the Gallery show never occurred so one could
say the project was not completed. The question is whether YAC can reimburse a grant that
didn't end up doing what they told you they were going to do - "a gallery show."
Zach explains the gallery show was always more of a secondary objective of the project, as the
main purpose was to help increase awareness among kids. He also noted that "salaries for the
team" appeared on the grant because the grant says "labor costs" are an acceptable expense,
and it wasn't clear that those couldn't include volunteers. He added the primary objective was
always education with kids; and the gallery show was actually going to be another fundraiser for
the project.
Outstanding issues:
- Should YAC issue a check for $101.97 regardless of the gallery show not being held?
- Need for further clarification on the application re salaries?
Attachment: 2 applications from Summer of Solutions
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I. Contact Information
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Note: Applicant must be 15-21 at time of application and reside in
Iowa City. Applicants are also asked to submit a co~~r~~ e~`°v~t~ ~fiia~SF
application, briefly describing their project. U ~ (;~ ~"'~, ~t~ y,~`~.^•t
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II. Project Information
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Time period of proposed project:
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Prq~ct should be completed by une 30, 2009.
Project must be located in Iowa City.
What is the mission of your project?
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Note: Outside assistance is not necessary, but will be taken into consideration.
III. Estimated Project Costs
Please provide estimates for all project expenses you would want reimbursed. You do not have to include
actual quotes, but should give reasonable estimates. Please list all things you want reimbursement for, such as
equipment, supplies, labor costs, rental fees, etc.
Type of Expense YAC Grant Used Other Funds Used
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Use additional pages if necessary.
Explain why you are doing this project, who it will benefit, and how it will help the Iowa City
community. Less than 200 words, please. Add additional pages if necessary.
IV. Estimated Project Duration
-°lease explain what you will do to prepare 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 the project will be successful.
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Applicant's Signature
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Sponsor's Signature Date
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Youth Em powe anent 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 describinct their protect.
I. Contact Information
Applicant Name:
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Date of firth:
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What sources of help do you expect to receive? Please list all material, volunteer or mon-
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Outside Assistance Type: Volunteer/Cash/Material /Committed
Status: Anticipated
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III. Estimated Project Costs ' ` -
Please provide estimates for all project expenses you would want reimbursed. You db riot have tai mclude
actual quotes, but should give reasonable estimates. Please list all things you want retti`fbur;t~'ment'f~r~ such as
wnninm~?nt. sunnlies. labor costs, rental fees, etc.
Type of Expense YAC Grant Used Other Funds Used
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TOTAL: .~
Use additional pages ff necessary.
Explain why you are doing this project, who it will benefit, and how it will help the Iowa City
community. Less than 200 words, please. Add additional pages if necessary.
IV. Estimated Project Duration
Please explain what you will do to prepare for your project, when you will do it, and what
ou will be doing at that time. We do not expect this to be final, but planning ahead ensures
that the project will be successful.
Date Activity Resource Used
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I certify that this is the best information I have available about my project at this time. I do
hereby affix my signature:
Applicant's Signature
Sponsor's Signature
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clerk/'(outhEmpowermentG rant.indd
2928 Stanford Avenue
Iowa City, IA 52245
18 October 2010
Dear Sir or Madame,
I have written this letter to you to ask you to consider Regina for this grant. With
the money we hope to help many families in poverty in the Iowa City area. The money
would be used towards the Christmas Basket Project. During this project we are given
the wants and needs of quite a few families in Iowa City and it's our job as a high school
to help make these become a reality for Christmas. The whole Regina community raises
money and brings items in to give to these families. With this grant we would be able to
buy even more gifts for these families in poverty, and it would help make the Christmases
of these families even better.
Sincerely,
Megan Jones
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OCT 21 2010
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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.
I. Contact Information
Applicant Name:
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Date of Birth:
Address:
Iowa c,-'~ , t ~ s z ~-~~
Phone Number:
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Phone Number:
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Email: `
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Relation to AptT~ant:
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II. Project Information
Location is: ^ Public Property Time period o/f proposed project:
Private Property From ~ ~r ( to ~~' ~ ~ r ~~~ ~~ d ~'~ ~~~ ~ ~~~
^ School District Project should be completed by June 30, 26892
Property Project must be located in Iowa City.
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2010
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etary assistance you expect to receive for your project.
Outside AssistantL Type: ~~olunteer/Cash,/Ma*eria! Corr:mitted
Status: A.r;tici~ated/
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Note: Outside assistance is not necessary, but will be taken into consideration.
III. Estimated Project Costs
Please provide estimates for all project expenses you would want reimbursed. You do not have to include
actual quotes, but should give reasonable estimates. Please list all things you want reimbursement for, s4~ch as
equipment, supplies, labor costs, rental fees, etc.
Type of Expense YAC Grant Used Other Funds Used
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TOTAL:
Use additional pages if necessary.
Explain why you are doing this project, who it will benefit, and how it will help the Iowa City
community. Less than 200 words, please. Add additional pages if necessary.
i
IV. Estimated Project Duration
Please explain what you will do to prepare 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 the project will be successful.
Date Activity Resource Used
Mee-~"1'~i~'_n)~~~-~/"t ~~'~~~,;,~,r~~~,~ ~~~~SL'USS '~e~s~
i~e~ ~e,v~~(~~ t~ ~~~.~,~ r,~ ~,~~,.~;~.,c•~
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I certify that this is the best information I have available about my project at this time. I do
hereby affix my signature:
f~ ~~~ ~r ~- tC?
Date `
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Date
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OCT 21 2010
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~ Applicant's Signature
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City of Iowa City
Youth Advisory Commission
Youth Recognition Grant
Summary
Purpose: To provide grants to deserving Iowa City Community School District and Regina
Education Center junior high students who have demonstrated leadership, involvement and
academic success.
Award Components: Two (2) $250 grants given to students selected by the members of the
City of Iowa City Youth Advisory Commission.
Eligibility:
1. Applicant must be a junior high student in the Iowa City Community School District or
the Regina Education Center.
2. Applicant must be a resident of Iowa City.
Application Process:
1. Completed application form.
2. Two (2) letters of recommendation from teachers, administrators, counselors, or
community leaders, preferably someone with significant knowledge of applicant's
experience and involvement.
3. Answer the question below in an essay of a minimum of 300 words:
What is your definition of leadership? What has it meant in your life and how
has it affected your decisions?
Deadline for the application is Wednesday, December 1, 2010. Applications postmarked after
this date will not be considered. Recipients will be notified by Tuesday, February 1, 2011.
Please mail or submit application in person to:
Attention: City Clerk's Office
Iowa City City Hall
410 E. Washington Street
Iowa City, IA 52240
City of Iowa City
Youth Advisory Commission
r
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CITY OF IOWA CITY
Applicant
Name:
Birthdate:
School:
Teachers
Applicants are required to submit two (2) letters of recommendation from choice of teachers,
administrators, or counselors, preferably someone with significant knowledge of applicant's
experience and involvement.
For these letters of recommendation, we ask the authors to limit their response to a maximum
of 300 words but provide at least 200 words. We encourage letters to evaluate the following
criteria, in addition to whatever the author feels appropriate:
• Leadership (inside and/or beyond the classroom)
• Integrity
• Intellectual promise
• Concern for others
• Motivation
Essay
Finally, we ask applicants, in at least 300 words, to answer the question:
Youth Recognition Grant
Application
Phone number:
Grade: E-mail address:
Address:
What is your definition of leadership? What has it meant in your life and how has it
affected your decisions?
Submission
Please postmark application, letters and essay in one package by Wednesday, December 1,
2010. Applications postmarked later will not be considered. Submit in person or by mail to:
Attention: City Clerk's Office
Iowa City City Hall
410 E. Washington Street
Iowa City, IA 52240
Clerk/youthrecognition grantapp.doc
Updated 08/01/10
Youth Advisory Commission Contact Information
Term: 1/1/09 - 12/31/10 Position Vacant (Tate High)
Term: 1/1/10 - 12/31/11 Matt Lincoln (Regina High)
715 Caroline Ave
Iowa City, IA 52245
Term: 1/1/09 - 12/31/10 Luan Heywood (City High)
1207 Tyler Ct
Iowa City, IA 52240
Term: 1/1/09 - 12/31/10 Zach Wahls (West High)
1215 Santa Fe Dr
Iowa City, IA 52246
Term: 1/1/10 - 12/31/11 Alexandra Tamerius (At-Large, from City High)
2911 Eastwood Dr
Iowa City, IA 52245
Term: 1 / 1 / 10 - 12/31 / 11 Jerry Gao (At Large)
29 Coll Court
Iowa City, IA 52246
Term: 1/1/10 - 12/31/11 Position Vacant (At Large)
City Council Liaison
Ross Wilburn
Cell - (319)530-5156
Staff
Marian Karr, City Clerk
Work - (319)356-5041
Cell - (319)936-1009