HomeMy WebLinkAbout2009-04-05 Youth Advisory CommitteeYOUTH ADVISORY COMMISSION
AGENDA
Sunday, April 5, 2009, 4:30 PM
Lobby Conference Room, City Hall,
410 East Washington Street
1) Call to Order
2) Approve minutes of March 1
3) Budget
FY2009 (ending June 30)
FY2010 (starting July 1)
4) 2009-10 Subcommittee Appointments and Reports
Youth Empowerment Grant
(Last year -Green, Han)
Recognition (scholarship) Committee
(Last year - Diamitani)
Summer of the Arts/Global Village
(Last year - Dianutani, Han, Green)
Website
(Last year -Han)
Public Relations -Advertising & Recruitment
(Last year -Green)
Back to School Event -NEW
My Secret Book Project -NEW
Others
5) Goals and planning for 2009
Youth Input and Involvement
Student Citizenship Awards
6) Update on website
7) Public Discussion
8) Staff update
1-Board vacancies (1 -Tate)
9) Announcements/Invitations/Events/Opportunities
YOUTH ADVISORY COMMISSION
AGENDA
Sunday, April 5, 2009, 4:30 PM
Lobby Conference Room, City Hall,
410 East Washington Street
1) Call to Order
2) Approve minutes of March 1
3) Budget
FY2009 (ending June 30)
FY2010 (starting July 1)
4) 2009-10 Subcommittee Appointments and Reports
Youth Empowerment Grant
(Last year -Green, Han)
Recognition (scholarship) Committee
(Last year -Diamitani)
Summer of the Arts/Global Village
(Last year -Diamitani, Han, Green)
Website
(Last year -Han)
Public Relations -Advertising & Recruitment
(Last year -Green)
Back to School Event -NEW
My Secret Book Project -NEW
Others
5) Goals and planning for 2009
Youth Input and Involvement
Student Citizenship Awards
6) Update on website
7) Public Discussion
8) Staff update
1-Board vacancies (1 -Tate)
9) Announcements/Invitations/Events/Opportunities
MINUTES DRAFT
Youth Advisory Commission
March 1, 2009 - 5:00 P.M.
Lobby Conference Room -City Hall
Call to Order: Meeting called to order at 5:00 P.M.
Members Present: Diamitani, Green (left 6:05), Han, Heywood (arrived 5:10), Wahls
Members Absent: none
Staff Present: Karr, Wilburn (arrived 5:10)
Others Present: University Journalism student
Election of Officers:
Karr noted that there were three positions to be elected: chair, vice chair and secretary
in accordance with YAC By-laws. Green nominated Han for the position of chair, which
was seconded by Diamitani. There were no other nominations for chair, and Han was
elected unanimously, 4/0. Diamitani nominated Green for the position of vice chair,
which was seconded by Han. There were no other nominations for vice-chair, and
Green was elected unanimously, 4/0. Green nominated Heywood for the position of
secretary, which was seconded by Diamitani. There were no other nominations for
secretary, and Heywood was elected, 4/0.
Heywood and Wilburn arrived.
Approval of Minutes:
Wahls made a motion to approve the minutes of January 8, which was seconded by
Diamitani. Minutes were approved unanimously, 5/0.
Meeting Schedule:
Karr recommended choosing a regular meeting schedule, in order to preclude quorum
problems, along with the possibility of additional meetings when needed. Diamitani
suggested meeting on the first Sunday of each month, other Commission members
agreed. Next meeting scheduled for April 5.
Cancellation/weather Policy:
Regarding bad weather and emergency cancellation, Karr noted that some boards had
adopted the policy of canceling meetings on days that the ICCSD has cancelled school,
and others phone-tree cancellation notification procedures. Han noted that, in
accordance to the Sunday meeting schedule, school cancellation type policy was mostly
irrelevant. Green advocated aphone-tree policy in order to prevent quorum issues.
Wilburn recommended that the commission adopt a school cancellation type policy in
order to cover additional meetings outside of the monthly Sunday meetings. Green
noted the time between school cancellation and evening meeting times is usually when
the roads are cleared, and thus the Commission rejected Wilburn's recommendation in
favor of conditional cancellation. Karr said she would draft assignments and include in
the next meeting packet. She noted that her email would not work for absences after
business hours.
Youth Advisory Commission
March 1, 2009
Page 2
DRAFT
Notification of Emergency Absence Policy:
Regarding issues with obtaining quorum, the Commission decided that in the event that
those members present did not meet quorum requirements, members would only wait
fifteen minutes for quorum to be met, and no business discussed until a special meeting
is called or the next regularly scheduled meeting on the first Sunday.
FY10 Budget:
Karr informed the Commission that Han had presented the FY10 budget to the City
Council at the January meeting and it was awaiting approval. Wilburn said that he had
not heard of any problems, and that most likely the budget was going to be approved. In
response to Diamitani, Karr stated that the FY10 budget request was for $4,200 and
effective on July 15~, 2009.
2009-10 Subcommittee Appointments and Reports:
Youth Empowerment Grant:
Green reported that there had been an application for the Youth Empowerment Grant
submitted by United, Action for Youth in connection to the Valentine's Day event, but that
it had been withdrawn. Green and Han had written an email to the other grant
applicants informing them of the commission's approval of the single award for the
location rental, and requesting application revision and resubmission of the other two
applications, but that they had never heard back. Diamitani confirmed that the
Valentine's Day event had not taken place, and that as far as he knew, the group had
intended not to use the grant amount. Karr noted the awarded $500 had not been taken
out of the FY09 budget included in the meeting packet. Karr suggested the application
protocol should be reviewed and revised by the Youth Empowerment Grant committee in
order to include clearer standards and deadlines in order to fit better with Commission
meeting schedules.
Recognition (scholarship) Committee:
Diamitani noted that the Recognition Committee was itself in its infancy, and that the
scholarship program needed to be further developed. Karr said that since the school
year is almost done for the year, the Committee ought to start planning for the next
school year.
Website and Advertising/Recruitment:
After a summary of subcommittee functions, the Commission decided to combine the
Website and Advertising and the Recruitment committees into a committee roughly
focused on publicity.
Back to School Picnic/Social:
Diamitani roughly described to the Commission the image of the event in its original
conception, as aBack-to-School social in Iowa City Park, possibly with food and free or
reduced swimming; aget-together type event for the Iowa City Community Schools.
Wahls suggested food and games, possibly with a speaker from the schools. Diamitani
advocated school and community representatives. Han suggested adistrict-wide
orientation and games for incoming high school freshman. Wahls suggested incoming
junior high students. Green suggested asking representatives from area student
governments to come to the event.
Heywood noted the disparate nature of the two conceptions of the event, as a carnival-
type event or an orientations and extra-curricular fair. Han advocated picking one focus
Youth Advisory Commission
March 1, 2009
Page 3
DRAFT
for the event. Heywood expressed hesitancy towards the idea of having a speaker.
Wahls noted the inherent orientation aspect of aget-together type event, without a
speaker. Green suggested having area sports teams representing the schools at the
event. Diamitani suggested athletics contests. Han suggested having an original focus
on the overall scope of the event, rather than activity specificities, in order to avoid the
hazards of the Valentine's Day event. Wahls advocated a central speaker.
Wahls and Wilburn compared the event to a district-wide ice cream social, since there is
no equivalent at the junior-high and high school level. Karr noted that presumably the
event would be around the beginning of school. Heywood noted that the event would
have to be scheduled as not to coincide with existing school orientations, but that she
liked the ice-cream social conception, since different schools already have their own
orientations, and that the Commission would lose event efficacy by trying to present the
disparate interests of different area schools. Heywood advocated having a non-
educational focus in order to avoid event duplicity and irrelevance.
Wilburn stated that food and simplicity would be a good focus in order to avoid
Commission liability and crushed hopes. Heywood noted her prior involvement with
large-scale public event planning, and suggested that since food vending has worked
well in her experience at the nonprofit level, it should work well here since funding is not
largely an issue. Karr suggested calendar dates and head-count (from schools)
planning for the next meeting.
Wilburn noted the Commission's inherent municipal Iowa City focus, especially in
contrast to the greater Iowa City area focus of the Iowa City Community School District.
Wilburn noted that since the Commission's budget comes from Iowa City, the
Commission must be directly accountable to the Iowa City taxpayers. Karr noted that
the fact that it is city monies must be considered with the event mission and motivation.
Diamitani noted that an ICCSD focus would not include Regina. Wahls advocated
targeting specifically to the Iowa City residents.
Heywood communicated her position towards an ICCSD and Regina focus including all
students seventh grade and up; and as far as taxpayer accountability goes, as long as
the Commission chooses to spend the budget money with as local of a focus as
possible, there is no better alternative and thus no reason for taxpayer and Council
objection. Diamitani suggested prior Council review for the event demographic issue.
Wilburn noted his thoughts that since the Commission put thought towards the
demographic issue, this should be sufficient since the Commission has found a stance
itself to advocate.
Summer of the Arts/Global Village:
Karr said that she had received the invitation to participate in the Summer of the Arts
Global Village (June 5-7), and advocated sooner country selection rather than later.
Karr noted that there is no obligation for the Commission to participate, but that if there is
interest, the Commission should choose a country soon. Wahls suggested choosing
Sweden, for its food. Diamitani suggested Sudan, in order to educate the public about
its culture, also since there is a large Sudanese community in Iowa City. Majority agreed
to request Sudan.
Goals and Planning for 2009:
Diamitani brought up the idea of having a citywide Post-Secret program. Heywood
agreed, and advocated it as a citywide art project, in concert with the Public Art
Youth Advisory Commission
March 1, 2009
Page 4
DRAFT
Commission. Diamitani stated that he had planned to introduce the concept separately
at different schools. Heywood advocated that for alarger-scale collaboration between
the schools in order to have a large art show, or perhaps in tandem with the United
Action for Youth art staff (and gallery space) or as part of the annual Gallery Walk,
similar to the old Iowa State Bank show.
Heywood stated that the elementary art curriculum would probably not be as receptive to
the idea, since they usually only meet once a week, along with the potentially graphic
nature of Post-Secret submissions. Green expressed hesitancy, since after the
elementary school level, art becomes an elective course. Heywood suggested not
limiting the scope of submission to only area art departments, since the Post-Secret
exercise has potential also in English, Social Studies and Personal Development
classes, perhaps limited only by dimensions, format etc.; and suggested utilizing student
government connections in order to publicize, along with direct communications to area
schools and departments.
Diamitani again stressed the multi-departmental, even non-curricular and interpersonal
focuses of the event. Green expressed favor towards the idea, also in terms of Youth
Commission publicity. Karr mentioned that Janie Jefferies, the representative of UAY
who had applied for and withdrew the Youth Empowerment Grant, had spoken favorably
for a future YAC/UAY collaboration. Diamitani said he had mentioned the project to
Jeffries.
Update on Website:
Karr distributed printouts of Commission members' online bios as they are on the
website, and suggested editing and updating them. Correction and updates should be
submitted to Karr.
Public Discussion:
None.
Staff updates:
Karr noted that there were still two board vacancies, one At-large and the Tate vacancy.
Wilburn reported that he had visited government classes at Tate High School and that
there had been some interest expressed.
Announcementsllnvitations/Events/Opportunities:
Diamitani suggested scheduling a halfway meeting, around March 14. The Commission
rejected this. Karr noted the next meeting would be scheduled for April 5, starting at
4:30 and lasting no more than two hours. Diamitani asked whether or not the
Commission should take steps to inform the City Council of the ICCSD focus of the
Back-to-School event. Wilburn suggested writing a letter to be included in the City
Council packet in order to inform the City Council of the issue.
Moved by Han, seconded by Diamitani, to adjourn 6:25 P.M.
Submitted by: Heywood
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Updated 02/24/2009
YOUTH ADVISORY COMMISSION BUDGET
FY09 (711 /08-6/30/09)
FY09 Budget Funds Used Balance
Global Village
Global Village (Jun08) $500.00 ---
$176.42 $323.58
Website & Advertising
Facebook Ads (Grants) $500.00 ---
$460.94 $39.06
Grants
Regina Holiday Baskets $2,000.00 ---
$500.00 $1,500.00
Total Remainina in Budget $1,862.64
S:CIk/Youth Advisory Commission/Budget Spreadsheets/FY2009
~3
Updated 03/30/2009
YOUTH ADVISORY COMMISSION BUDGET
FY10 (7/1/09-6/30/10)
FY10 Budget Funds Used Balance
Global Village $250.00 --- $250.00
Website & Advertising $1,000.00 --- $1,000.00
Grants $2,000.00 --- $2,000.00
Carnival $1,000.00 --- $1,000.00
Total Remaining in Budget $4,250.00
S:CIk/Youth Advisory Commission/Budget Spreadsheets/FY2010
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CITY OF IOWA CITY
MEMORANDUM
DATE: March 30, 2009
TO: Youth Advisory Commission
FROM: Marian K. Karr, City Clerk
RE: Phone tree contact list
At your March 1 meeting staff was directed to prepare a phone tree of members in the event of
a meeting cancellation. The following is a suggested contact procedure:
- Chair Han to call City Clerk Karr
- City Clerk Karr to call Vice Chair Green and Council Rep. Wilburn
- Vice Chair Green to call Secretary Heywood
- Secretary Heywood to call Commission Member Diamitani
- Commission Member Diamitani to call Commission Member Wahls
- Commission Member Wahls to call City Clerk Karr to ensure completed notification
cycle
We should discuss this procedure at our April 5 meeting and make necessary changes at that
time.
s/YAC/phonetree
Iowa City Rides!
Zach Wahls
In a two part program I will propose the development of an educational program for
elementary age kids and the creation of a bicycle co-operative.
The Problems:
-Global warming
-Use of fossil fuels
- Rising costs (monetary and political) of those fossil fuels
- Overweight kids
- Diminished supply of inexpensive bikes and bicycle safety
The Solution:
- Increased use of bicycles in the Iowa City Area
The Means:
The YAC should utilize local bike businesses World of Bikes, The Broken Spoke and
Geoff's Bike and Ski, along with organizations like Bicyclists of Iowa City, the Iowa City
Cycling Club and the Iowa Coalition of Off-Road Riders, to provide four to six bike safety
instructors to each of the Iowa City elementary schools for one day. These safety
instructors should cover the basics of bike safety and maintenance and provide an ad-
hoc bike shop for kids to bring in their own bikes for a tune up.
Incoming weeks I will be contacting these organizations with the hopes of having this
day on the second to last or last day of school for elementary schools. If this proves to
be an inadequate amount of time, which may very well be the case, I hope to have this
well established and planned for execution in the 2009-2010 school year.
Required Funds:
Not much.
Contact Information:
chaserudy@southslope.net, 626-6369 -Steve Rudin, President Bicyclists of Iowa City
http://www.iowacycling.org/ -University of Iowa Cycling Club
icorr@icorrmtb.org -Iowa Coalition of Off-Road Riders
administrator@ic-cycling.org -Iowa City Cycling Club
338-7202 - Geoff's Bike and Ski
info@worldofbikes.com -World of Bikes
ruckus@thebrokenspoke.com, 338-8900-The Broken Spoke
Toni.Cilek@iccsd.kl2.ia.us -President of the ICCSD Board