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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 Z O N~ ~~ ~O .-. U OWrn a' U~OO~ ~ W N ~ ~ U ~ ~ NQQ ~ w 0 Z ~ ~ Q W H H Q ~" M X X X X X ~ ~ ~ ~ ~ ~ N Z Z Z Z Z ' r Z Z Z Z ' ' Z °~° X X X X ~ ~ c c C c c c C C i i i C c ~ Z Z Z Z Z ~ ~ ~ ~ 0 ~ ~ ~ O O O ` ~ ~ O O ~ d c~ ch c~ c~ c~ c~ c~ c~ W X N N N N N N N N H W r r r r ~ ~ r ~- $' --~ -~ -~ ~' w ~ ~ ~ CS ~ ~ Z ~ ~ ~ ~ .g ~ ~ ~ 2 ~ c ~ ~ ~ ~ E 3 0 7 d 0 ~ Z d V ~~ x ~ ~ ~r~ ~+ t, ~ ~ N ~ N ~ ++ N S aaaz°z° u u ~ u u xooz w Y ~- 3 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 ~g ~ r ~~~~~~ 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