HomeMy WebLinkAbout2009-03-01 Youth Advisory CommitteeYOUTH ADVISORY COMMISSION
AGENDA
Sunday, March 1, 2009, 5 :00 PM
Lobby Conference Room, City Hall,
410 East Washington Street
1) Call to Order
2) Election of Officers
3) Approve minutes of January 8
4) Meeting Schedule
Cancellation policy/weather
Notification if unable to attend
5) Budget
6) 2009-10 Subcommittee Appointments and Reports
Youth Empowerment Grant (Green, Han)
Recognition (scholarship) Committee (Diamitani)
Summer of the Arts/Global Village (Diamitani, Han, Green)
Website & Advertising (Han)
Recruitment (Green)
Others
7) Goals and planning for 2009
Youth Input and Involvement
Student Citizenship Awards
8) Update on website
9) Public Discussion
10) Staff update
2- Board vacancies (1 -Tate; 1 - At-large)
11) Announcements/Invitations/Events/Opportunities
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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. D
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ent: Diamitani Han He ood Green
Members Pres yw Q
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 FY10:
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.
January 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 27th 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
30th 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
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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 forge-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.
Updated 02/24/2009
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 8~ Advertising
Facebook Ads (Grants) $500.00 ---
$460.94 $39.06
Grants
Regina Holiday Baskets $2,000.00 ---
$500.00 $1,500.00
T.,4~1 Rnmaininn in gudaet $1,862.64
S:CIk/Youth Advisory Commission/Budget Spreadsheets/FY2009
~~p
Marian Karr
From:
Sent:
To:
Cc: Hannah Green [nanner22@earthlink.net]
Wednesday, January 14, 2009 2:24 PM
Michelle Han; karissa-7@hotmail.com; AKolosik@gmail.com
Marian Karr
Subject: YAC Grant
Attachments: January 8th.doc; YouthEmpowermentGrant.pdf
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
1
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You are invited to participate in this year's Iowa Arts Festival Global Village. The
festival will take place June 5-7, with Global Village being held on Saturday, June
6th from 10 a.m. - 4 p.m. on the Iowa City downtown Pedestrian Plaza.
We are changing things around a little this year to encourage more interaction
and participation in learning about different cultures. What does this mean to
you? Basically, you can set up a booth the same as you've done in the past, with
a display and craft, or you can consider other ways to help kids learn about other
cultures. Maybe a game or dance would help them learn? We'll be using the
space on the Weatherdance Fountain Stage for interactive activities like this. We
also hope to have an area where older Girl Scouts will teach games from
different countries.
We're really excited about these changes and the opportunities they will present
us to share information about countries from all over the world. We'd be happy to
discuss this with you further if you have questions or ideas. If you are able to
participate, simply complete the attached form and return it to Lisa or Miranda
Barnes by March 15th.
Please note that due to budget constraints, we are no longer able to reimburse
for supplies used at the booths. However, we will continue to supply tables,
chairs, tablecloths and a box of generic supplies (scissors, tape, wet wipes, etc.).
Also, if you have an idea for a craft, we'd be happy to check our supplies from
previous years to see if we could provide some of your supply needs.
Thanks for considering this!
Lisa & Miranda Barnes
Home: 338-2655
Lisa's cell: 621-8081
Miranda's cell: 621-8848
Join us for a trip around the world! Share your experience, your culture and your enthusiasm with attendees at
the 2009 Iowa Arts Festival! We're looking for dedicated groups or individuals willing to research and provide
information on another country and provide at least one activity or demonstration that shares information on
that country. This is a great way to educate our community about other countries.
We are looking at making a few changes to the way Global Village is run this year and want to really
encourage participants to provide interactive activities for the kids (and adults) in attendance. A few
suggestions:
1) Figure out how best to decorate your booth to really show something about the country you're sharing.
Example -- in 2008, China had a "great wall" around the booth.
2) Do you have ideas for games, songs, dances, that you could share? We can arrange for adequate
space for a demonstration and time for you to share with the audience if you'd like.
3) We will be putting together a "passport" for the kids and want to share a few interesting tidbits about the
country you choose. We would suggest that you NOT provide a flier of information. Most people don't want
them and it's a waste of paper.
Global Village will take place on Saturday, June 6th from 10 a.m. - 4 p.m. in downtown Iowa City. All
participants will receive a tent, tables and chairs. Booths will be set up on Dubuque and College Streets on the
Pedestrian Plaza. Set up will begin at 8 a.m. Saturday morning. Volunteers will be available to assist with setup
and to help staff your booth (if necessary).
We want this to be a fun and exciting experience for you and the people who visit your booth. For this reason,
we need to gather some information to confirm your participation.
Contact Name:
Business/Organization:
Mailing Address:
City:
Phone:
State: ZIP:
E-mail:
Country Represented:
(be sure to confirm availability with Lisa Barnes)
PLEASE NOTE: Due to budget constraints, we won't be able to reimburse you for supplies you provide.
However, we have lots of supplies on-hand and would be happy to see if we can help provide some of those to
you.
^ I need tables and I need _ chairs for my booth
Please return this completed form by March 15th to Lisa Barnes, 5096 Sand Road SE, Iowa City, 52240-8217.
If you have questions, contact Lisa Barnes at 338-2655 or lisajb.sota@yahoo.com. Thanks!
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WEBSITE MEMBER STATUS
Bio Info Picture
Patrick Diamitani X X
Luan Heywood
Hannah Green X
Michelle Han X
Zach Wahls X