The URL can be used to link to this page

Home My WebLink About2009-01-04 Youth Advisory CommitteeYOUTH ADVISORY COMMISSION AGENDA Sunday, January 4, 2009 Lobby Conference, 5:30 PM 410 East Washington Street 1) Call to Order 2) Elect temporary Chair 3) Approve minutes of November 23 and December 18 4) Budget presentation for FY10 5) 2009-10 Subcommittee Reports Winter Flood Fund Raising (Diamitani, Han) Recognition (scholarship) Committee (Diamitani, Malatek) Summer of the Arts (Diamitani, Han, Green) Website & Advertising (Han, Malatek) Empowerment Grant (Green, Han) Recruitment (Malatek, Green) Others 6) Youth Empowerment Grant a. Review applications 7) Goals and planning for 2009 Youth Input and Involvement 8) Update on website 9) Public Discussion 10) Student Citizenship Awards Horace Mann Elementary -January 6 Lucas Elementary -January 20 Hoover Elementary -February 3 Regina Elementary -February 17 Grant Wood Elementary -March 3 Helen Lemme Elementary -April 7 Longfellow Elementary - Apri121 11) Staff update 12) Announcements/Invitations/Events/Opportunities 13) Meeting Schedule a. Cancellation policy/weather NOVEMBER 23 AND DECEMBER 18 MINUTES NOT AVAILABLE AT TIME OF PRINTING r ^~1,:,®~,~ C[TY OF [OWA CITY ~E~~ ~~ DATE: 12/24/2008 TO: Youth Advisory Commission (YAC) FROM: Marian K. Karr, City Clerk \~~~~ RE: Explanation of Funding Requests for FY10 YAC discussed changes to the budget review page at your meeting on December 18, and I stated that I needed an updated version to include in the materials going to Council on Tuesday morning, December 23. When I hadn't received the update by that time I re-typed the document and tried to include the changes that you had discussed. That update was distributed to Council on December 23 and is attached to this memo. On Tuesday afternoon, after the deadline, I received the second attachment. YAC should decide whether it wishes to replace the document Council has received, and distribute a revised one at the budget hearing scheduled later in January. Distributed to Council December 23, 2008 Youth Advisory Commission EXPLANATION OF FUNDING REQUESTS FOR FISCAL YEAR 2010 Summer of the Arts Global Village: $250 We have participated in the Global Village event since June of 2006. At the event the YAC runs a tent focusing on a foreign nation, providing beverages and craft activities for children attending. The event provides a chance for the YAC to interact with younger youth of the community, increasing visibility of the commission. We are requesting less money this year for our continued involvement. Website and Advertising: $1000 Last year we were allotted $500 for developing and promoting a website about the Y. 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 webpage and the YAC depends on the community engagement, we are requesting funding for advertising. 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 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 During fiscal year 2009 we were allotted $2000 for establishing a youth mini-grant program. We have 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, this project has helped needy families during the past two years from student outreach groups in our community high schools. Back to School Fun Fest: $1000 Anew project that the YAC is eagerly anticipating engagement in is a back to school celebration at City Park. The event would be held the weekend before school starts and would be available to all ICCSD students. Included in the event would be a barbeque, free or reduced swimming at the city park pool, and school affiliated softball tournaments, among other things. The YAC mission is promote youth involvement in the community and there is no better way to do that than by forming a new partnership with the area schools and students. Received after deadline December 23, 2008 YOUTH ADVISORY COMMISSION (YAC) Explanation of funding requests for fiscal year 2009-2010 Summer of the Arts Global Village: $250 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 are 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 Face book 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: $200 We were allotted $2000 for continuing a youth mini grant program for fiscal year 2009. We have developed an application ad process for evaluating and approving youth led projects for Iowa City residents with funding up to $500. A student outreach group at Regina was awarded a grant for a prof ect geared towards helping needy families during the holidays. With active promotion and targeted information, countless people have the opportunity 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 user 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 school and this event would be a great way to have fun and bring the schools together. Updated 12/17/2008 YOUTH ADVISORY COMMISSION BUDGET FY09 (7/1 /08-6/30/09) FY09 Budget Funds Used Balance Global Village Global Village (Jun08) $500.00 --- $176.42 $323.58 Website & Advertising $500.00 --- $500.00 Grants Regina Holiday Baskets $2,000.00 --- $500.00 $1,500.00 Total Remaining in Budget $2,323.58 S:CIk/Youth Advisory Commission/Budget Spreadsheets/FY2009 Page 1 of 1 # ~. Marian Karr From: Marian_K~[t___-.---- -•-~•-~.~-- Sent: yF it day,,.R~~,Cnber 19, 2008 2:32 PM To: 'Michael Nelson'; 'Michelle Han'; 'mint.frappucino.girl@gmail.com'; 'Hannah Green ; 'danielle kathryn'; 'Patdiamitani@yahoo.com'; 'arishtani@yahoo.com' Cc: Ross Wilburn Subject: Valentine Day Update Importance: High Attachments: Dance Memo.doc Based on further review we received new information today from the City Attorney and City Manager's office If the City were a sponsor there is a need for an insurance rider that could cost $1,000. In addition, other issues were identified in an attached memo from the Asst. City Atty. It appears that the City of Iowa City and the Youth Advisory Commission sponsorship of the event is not possible. We have also spoken with the City Manager's office (based on the Asst. City Attorney memo), the City Manager's office is not willing to sign on as sponsor for the event, authorize funds for the insurance rider, or allow City (or Youth Advisory Commission) solicitation on City letterhead. With this new information - Do you wish to get together (sometime between 10AM on Monday, December 22 and 10AM on Wednesday, December 24) to further discuss the option of other groups sponsoring the event (applying for grant) or do you wish to wait until January 4 to have this discussion? Reply only to me to avoid open meetings violations, and I will then alert everyone to the next meeting. Contact me by 5PM today or call me on my cell 319-936-1009 ASAP. ~~~~la/t 9l..;~Cr~ City Clerk City of Iowa City Population 62,380 (phone) 399-356-5041 (fax) 319-356-5497 12/ 19/2008 _~ r ~ ~~.~ ~ ,~®,.-~ CITY OF IOWA CITY MEMORANDUM Date: December 18, 2008 To: Marian Karr From: Eric Goers, Assistant City Attorney Re: Youth Advisory Commission Dance Fundraiser As you know, I previously reviewed the Marriott contract for this event, and red-lined comments. I spoke with Marriotfi Representative Courtney Goddard this morning, and she indicated that she would extend the commitment date to January 10th, allowing for further consideration by the Commission. I have a number of other concerns, which I will outline below. Because this is presently being proposed as aCity-sponsored function, the City will be liable for any damages to the Marriott facility, without limitation, and may be liable in the event of personal injury. I met with Melissa Miller about insurance coverage. She indicated she certainly would expect to secure an insurance rider for this event, as they do for other special events, such as Weber Days. She expected the rider would cost around $1,000. She felt she would need authorization from the City Manager's office before expending City funds for such a rider. I believe it would be most appropriate for the City Manager to sign the contract, as the event is not budgeted for the insurance rider, and the City faces potentially sizable liability exposure. The $500 deposit is nonrefundable, and would need to be paid upon signing. Marriott also desires credit card authorization. This would have to come from the City, again, with Michael's authorization. Security is needed, and it will be at our expense. The hotel has a single loss-prevention officer who patrols the entire hotel. Ms. Goddard, at Marriott, indicated that the most recent event comparable to this proposal was West High's Homecoming dance. That event was supervised by approximately 20 adult chaperones. With that event being hosted by a single entity (West High), I suspect those chaperones may have had familiarity and relationships with the guests, aiding in their ability to prevent problems. It would be beneficial to have similar familiarity for the chaperones, and staffing of at least that level. The contract implies that we are providing appetizers, and perhaps beverages. I haven't seen any details about this, but I'd want to ensure ahead of time that we don't suffer additional potential liability. The current Marriott contract requires Marriott staff to serve all beverages, but I don't see that we're allowed to bring in our own beverages, which may create a problem. It is my understanding that part of the plan to fund this event is to send out, on City letterhead, solicitations for sponsors. It appears to members of our office to whom I could speak on such short notice that such solicitations would be legal, but carry the potential for an appearance of impropriety. Hypothetically, if there are 5 architectural firms in town, and one of them makes a donation to the event, and the donation is publically recognized, as I assume it would be, the award of a City contract to that firm following this event could be perceived as being bought by their donation to this City event. City staff strive to avoid such appearances. Although I haven't been asked to review the finances, they cause me some concern. I understand from the contract that the number of guests hoped for is 1,000, at $5 per ticket, for a total of $5,000. If the Marriott charges us only $2,000 (which assumes no extra charges or damage), the insurance rider costs $1,000, and there are food and beverage or other costs, it is easy to imagine less money being made for flood relief than would be available if they simply donated the grant funds directly, without the event. In the end, based on what I have been able to learn of this proposal in this short time-frame, it would be my preference that the Commission either award the grant funds to a separate entity, December 19, 2008 Page 2 instead of to themselves, thereby removing the City connection, and liability, or award the funds directly to flood relief. Cc: Michael Lombardo, City Manager Dale Helling, Assistant City Manager Eleanor Dilkes, City Attorney Melissa Miller, Risk Manager