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Home My WebLink About2007-05-30 Youth Advisory Committee YOUTH ADVISORY COMMISSION AGENDA May 30, 2007 7:00 p.rn. Lobby Conference Room, City Hall 410 East Washington Street I) Call to Order 2) Approve minutes 3) Reports from Subcommittees Summer of the Arts / Global Village Website Grant Programming 4) Public Discussion 5) Announcements/Invitations Events and opportunities 6) Meeting Schedule Summer meetings Attendance, quorum, notification 7) Citizenship Awards None presented until new school year 8) Adjournment DRAFT MINUTES Youth Advisory Commission April 25, 2007 Lobby Conference Room, City Hall Call to Order: Meeting was called to order at 7:02 P.M. Members Present: Keranen, Nelson, Segar, Ziegenhorn Members Absent: Bleam, Stubbers, Weeks Others Present: City Clerk Karr Approve Minutes: Ziegenhorn motioned to approve the minutes, Segar seconded. Approved 4-0. PAULA Deferred Prosecution Proposal: Karr stated that the proposal recommended by UI students was discussed by the City Council, which decided not to pursue proposal. The Council directed the proponents to pursue the issue at the state level. Accordingly, the invitation to speak to the Commission was cancelled. Report from Summer of the Arts Subcommittee: Ziegenhorn reported that all of the craft supplies have been ordered through Deb Greene. Now the subcommittee is focusing on obtaining decorations and scheduling volunteers for helping at the event. Volunteers from the Interact clubs at City High School and West High School have been assigned shifts from 9 A.M. to 1 P.M. and 12 P.M. to 4 P.M. Since the event starts at 10 A.M., there will be one hour to set up. Ziegenhorn will be at the event all day. Keranen offered to work from 9 A.M. to 1 P.M. Segar offered to work from 12 P.M. to 4 P.M. Karr offered to work if needed, Karr clarified that the "June 1 & 2" printed on the April 25, 2007 meeting agenda gave the dates for the Summer of the Arts, while the Global Village event occurs only on June 2. The banner printed for the Commission will be displayed at the event. Ziegenhorn proposed displaying a tri-fold display board about the Commission at the Global Village. The board would present the mission statement and the Youth Empowerment grants information. In order to reuse the board, a blank space would be included to present timely information while permanent information like the mission statement would be printed. Nelson proposed constructing a board devoted entirely to the Youth Empowerment grants for aiding in presentations. Ziegenhorn proposed making the board completely composed on timely information. Karr suggested adding the website URL to the display board. Keranen suggested presenting past and current members. Karr suggested considering what the purpose of the display board is, whether it be informing the public about who the members are or what the purpose of the commission is. Karr suggested presenting extra information in handout form. Keranen suggested attaching a pencil to the handout to encourage people for taking it. Youth Advisory Commission April 25, 2007 Page 2 DRAF'! Nelson inquired about the amount of money left to be allocated to supplies. Ziegenhorn stated that the cost of food has not yet been determined. Karr stated that she is printing 300 copies of the flag as requested. Keranen suggested having Ghanian food catered by local businesses. Providing drinks was discussed since the city has coolers which could be used. Report from Website Subcommittee: A letter from (Asst. City Attorney) Eric Goers of the Web Editorial subcommittee which was included in the meeting packet was noted. It expressed that the calendar of the YAC website should not become a public forum. He stated that all events and postings must serve the aims of the City, and more specifically the YAC. The commission agreed to adopt a temporary policy of having commission members search out events to be posted in order to assure proper accordance with the aims of the Y AC and the City. This decision is a departure from the previously thought system of accepting submissions of events from the general public. Report from the Grant Proqramminq Subcommittee Keranen presented handouts of application and judging criteria documents for the mini-grant program. The following changes were discussed and made before approval: . On the application in section II under "Time period of proposed project", "FY2008" was changed to the date of the end of the fiscal year in June of 2008. . The space for explanation of the mission on page 1 and the place for explanation for reason of doing the project on page 2 were combined into a single section. . The wording in section II in the table for Outside assistance was made consistent. . The sections "Estimated Project Costs" and "Estimated Project Duration" were corrected to be sections III and IV respectively, rather than II. . Under "Required Criteria", it was added that the applicant must be between the ages of 15 and 21 at time of application and reside in Iowa City. . "Probability that other funding will be found" was removed from "Other Considerations". . "Extent of youth empowerment by and/or through the project" was moved to "Required Criteria". . The name of the program was changed to "Youth Empowerment Grant". The commission then voted to approve the materials with the assumption that the Grant Programming Subcommittee would make the corrections discussed. The vote was motioned by Ziegenhorn and seconded by Segar, with the commission voting 4-0 in favor. NCJC 50K Race & Relav. April 21 On behalf of the NCJC Karr thanked Keranen and Nelson for volunteering at the event. The banner printed for the YAC was noted. Human Riqhts Commission Youth Awards. April 24 Nelson and Segar volunteered as ushers at the event and were thanked by the Human Rights Commission during the ceremony. Youth Advisory Commission April 25, 2007 Page 3 DRAFJ Ziegenhorn was recognized at the event during the ceremony for her work outside of the Y AC. Meetina Schedule The next scheduled meeting was tentatively set at May 16. Karr stated she would send out an e-mail to YAC members asking about availability to meet during that time. Karr asked for suggestions of a way for members to notify the group if they were going to be late. Cell phone contact was decided as the best method, and numbers could be provided to Karr. Karr asked about setting a standard amount of time from the scheduled start of the meeting that members would wait if quorum was not met before leaving. It was decided that the standard waiting time would be 20 minutes. Nelson asked about the policy for number of absences allowed. Karr stated that according to the bylaws unlimited excused absences are allowed, with the stipulation that 2/3 of the group may vote to recommend dismissal of a member to the City Council. Citizenship Awards No citizenship awards will be presented until the start of the new school year in the fall. Meetina Adjournment: Motioned by Ziegenhorn, seconded by Weeks. Confirmed 4-0. Meeting was adjourned at 8:34PM. Minutes prepared by Nelson. 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