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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 ~~ 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. °e Members Present: Diamitani, Han, He ood, Green Yom' 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 Z O O O N Q 0 r O U w w U Z D z W ~-, a~ rn ~ °o A N ~ !Y s~ ~ ~ a /~ /~ O /~ /~ 1 1 r G Z C Z C Z C Z C Z 1 1 ~ ~ ~ d. W X H W O O M N ~ O O M N ~ O O M N ~ O O M N .- O ~ M N O ~ M N O ~ M N w a Z ,-. ~ ~ 2 ~ c ~ = ~ ~ .-, ¢ ~ Z ~ ~ .-. c~ ~' Q ~ .~ ~ ~ U J .-. ~ ~ ~ ~ L 0 Z V W ~~ }~ ~ V1 ~ N ~ ~+ N ~ a`aaZZ II II ~ II II >CO~~ ' Oz ' Y ~`~a. 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 ~~U t.:_`~,p~,~ CITY OF IOVtIA CITY. ~~ ~~ ~~ l~A -.~.~ 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 ~~ 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 C° C~ ~ C~~~~,~~~.G~ ~~ ~~ ~ ~ ~,~~ 1 ~ / ~- 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.