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HomeMy WebLinkAbout2009-06-07 Youth Advisory CommitteeYOUTH ADVISORY COMMISSION AGENDA Sunday, June 7, 2009, 4:00 PM Lobby Conference Room, City Hall, 410 East Washington Street 1) Call to Order 2) Approve minutes of April 5, April 23, May 3 3) Secretary Position 4) Budget FY2009 (ending June 30) FY2010 (starting July 1) 5) 2009-10 Subcommittee Appointments and Reports Youth Empowerment Grant (Green, Han) Recognition (scholarship) Committee (Diamitani„ Wahls) Summer of the Arts/Global Village (Han, Green) Iowa City Rides (Wahls) Back to School Event (Diamitani, Wahls) Youth Arts Innovative (Post Secret) Project (Heywood) 6) Goals and planning for 2009 Student Citizenship Awards (Fa112009 decision) 7) Public Discussion 8) YAC Gmail account 9) Staff update Board vacancies (1 -Tate); future appointments Website bio/pictures 10) Meeting Schedule Summer schedule Next scheduled meeting July 5, 4:30 PM DRAFT ~~5/~ MINUTES ~~ Youth Advisory Commission April 5, 2009 - 4:30 P.M. Lobby Conference Room -City Hall Call to Order: Meeting called to order at 4:38 P.M. Members Present: Gao, Green, Heywood, Han, Wahls Members Absent: Diamitani Staff Present: Karr, Wilburn Others Present: Janie Jeffries from UAY Approval of Minutes: Wahls made a motion to approve the March 1 minutes, which was seconded by Han. Minutes were approved unanimously, 5-0. Introduction of New Member: The Youth Advisory Commission welcomed a new commissioner, Mr. Jerry Gao who is currently a junior at Iowa City West High School. Gao is an at-large commissioner. FY10 Budget: Karr noted that the requested YAC budget was approved by the Council at the budget meeting, and that that fiscal year will start on July 1, 2009. Karr noted that the unspent part of the FY09 budget does not carry over into the FY10, although it could in the incidence of outstanding bills from FY09. 2009-10 Subcommittee Appointments and Reports: Karr suggested that the YAC make new appointments for the year along evaluating the existence of the various subcommittees. Website Subcommittee: Han brought up the subject of the Website Subcommittee and said that though she had been on it she never entirely understood its function and procedure. Karr noted that the Website Subcommittee was originally created for the purpose of the creation of the YAC website, but perhaps that it did not need a continued existence as a committee. It was suggested that changes could be brought up at the meetings and then implemented by city website staff. Wilburn reiterated that the precedence of having had a subcommittee does not necessitate its continued existence. The YAC decided to end the Website Subcommittee. Public Relations/Advertising Subcommittee: Han suggested that the public relations committee, the brainchild of an old YAC commissioner, doesn't do anything that isn't already being done by the various YAC sponsored activities. They did, however, place the grant advertisements on the Facebook social networking website, which was then reimbursed by the city. Heywood questioned whether it is effective to have advertisements on Facebook, and Wahls noted a Facebook advertisement had spurred him, in a way, to apply to be on the YAC. Karr noted that in the past there had been quite a few clicks on the ads, although this had not translated into very many applications for the Youth Youth Advisory Commission Apri15, 2009 Page 2 DRAFT Empowerment Grant. Wahls suggested that this might have been because of a usability barrier on the part of the application. Wilburn noted that some of the site-hit statistics might have been by people from other communities that are interested in creating their own version of the Youth Empowerment Grant. Youth Empowerment Grant Subcommittee: This committee is comprised of Green and Han. Karr said that the grant application would need to be revisited and edited for clarity, ease of use and succinctness. Han said application might be too cumbersome-and perhaps some of the information on the application was extraneous and could be cut out. .Summer of the Arts Subcommittee: This committee is comprised of Green and Han. Karr said the Summer of the Arts event needs volunteers more than it needs planners, in order to staff the YAC booth at the Global Village. Karr said that Summer of the Arts had confirmed on the Commission's theme of Sudan at the Global Village event on June 6. Recruitment Subcommittee: Wahls suggested that since the YAC had six of seven commissioner posts filled at present, perhaps this subcommittee had become obsolete. Heywood noted that at the end of the summer there would be two openings (when Diamitani and Han would leave Iowa City) and that then, with only four of seven commissioner posts filled, the Recruitment Subcommittee would gain in importance. Wilburn talked about the Tate Alternative High School positionhe said that he had been in contact with students at Tate who seemed interested in joining the YAC. Youth Arts Subcommittee: Heywood joined this subcommittee. Han suggested changing the name of the PostSecret Event Committee to the Youth Art Committee to reflect the inclusion of various other art based projects including possible YAC facilitation of youth participation in the Iowa City Farmer's Market and the Iowa City Arts Festival. Back to School Picnic Subcommittee: Wahls and Green joined this subcommittee. Recognition Subcommittee: Wahls joined this subcommittee. He summarized its functions as a scholarship ceremony that allows the YAC to recognize high school aged youth in the community, analogous to Student Citizenship Awards in sixth graders. Other; Gao and Diamitani will make their subcommittee appointments at the next meeting, so Gao can get oriented to the function of each subcommittee and Diamitani can be present. Goals and Planning for 2009: Youth Empowerment Grant Subcommittee: Youth Advisory Commission April 5, 2009 Page 3 DRAFT Han suggested the subcommittee review grant guidelines (and suggest edits) and continue reviewing grant applications. Since the changes are typically taken in July, Han suggested getting changes approved at the May and June meetings. Recognition Subcommittee For the Recognition Subcommittee, Wahls said he would outline his ideas for goals, procedures, et al. at the nest meeting. Youth Art Subcommittee: Heywood suggested that the next step on the PostSecret Art project would be to make contact with the schools. Karr suggested that Heywood make a list of contacts, outline the program, get it approved by the commission and then proceed with execution of the program. Summer of the Arts/Global Village Subcommittee: For the Summer of the Arts Subcommittee, Han suggested an interim meeting to finish up the planning for the Global Village booth in order to shore up the plans in time for the June event. Back to School Picnic/Social Subcommittee In accordance to the August event date, it was proposed to talk more about the Back to School Event within commission. Green worried that since it was originally Diamitani's idea, to speak in his absence would be strange. Heywood said that Diamitani was not present, and even last time his conception was changing as the YAC discussed the plans, so the event was as much everyone else's conception as his. Wilburn reminded the Commission that since the Council approved the budget, it is the YAC's entire responsibly to make sure the event happens. Heywood suggested a double meeting in May or April in order to discuss plans for the Summer of the Arts and Back to School Social events. The YAC decided to meet at 3:30PM on Sunday, May 3, 2009, but also at 9:OOPM on Thursday, Apri123, 2009. Other: Wahls noted that since the end of the school year was fast approaching, planning for the Recognition Award could be put off for the rest of the school year and then revisited in the next year. Wahls introduced a proposal, the Iowa City Rides event, for an elementary school assembly for fifth and sixth graders about bike safety and maintenance. Karr suggested to add it to the agenda for the May 3 meeting. Public Discussion: Janie Jeffries, Youth Development Coordinator from United Action for Youth, said that she had been contacted by Diamitani concerning the PostSecret Project. She suggested that members of the subcommittee meet with her in order to work out the details. Karr mentioned that Dee Vanderhoef, former member of the Iowa City City Council, wants to see a coordinated effort to feature youth artwork at the Iowa City Farmer's Market. Karr had suggested Vanderhoef speak with Jeffries, and that the issue could be brought up at a YAC Youth Advisory Commission Apri15, 2009 Page 4 DRAFT meeting, potentially as a long-range goal. Green suggested creating a subcommittee to deal with youth arts. Heywood noted it would be most of the same contacts as the PostSecret Project, although the PostSecret Project was by design more expansive. Karr noted that Vanderhoef was also interested in creating a space for youth participation at the Iowa City Arts Festival. Wilburn suggested that participation at the Farmer's Market would also be a first step towards participation at the Arts Festival. Staff updates: Wilburn noted that he had been in contact with students from Tate, although they had yet to submit any applications to the YAC. Announcements/Invitations/Events/Opportunities: Karr said that the Iowa City Human Rights Commission was issuing a voluntary survey for statistical purposes to all of the Iowa City Boards and Commissions for demographic purposes, and all the YAC members present filled it out. Moved by Green, seconded by Wahls, to adjourn 5:47 PM Submitted by Heywood. Youth Advisory Commission April 5, 2009 Page 5 YOUTH ADVISORY COMMISSION ATTENDANCE RECORD YEAR 2009 (Meeting Datel DRAFT NAME TERM 1/4 1/8 1/27 2/12 311 4/5 EXP. Hannah Green (Regina) 12/31 /0 N M X N M N M X X 9 Michelle Han (West) 12/31 /0 N M X N M N M X X 9 Patrick Diamihani (At~arge) 12/31 /0 N M X N M N M X O/E 9 Luan Heywood (City) 12/31 / 1 N M X N M N M X X 0 Zack Wahls (At-Large) 12/31 /1 --- --- --- N M X X 0 Position Vacant (Tate) 12/31 /1 --- --- --- --- --- --- 0 Jeny Gao (At~arge) 12/31 /0 --- --- --- --- --- X 9 Dan'~elle Malatek (At~arge) 12/31 /0 N M O/E N M --- --- --- --- --- --- --- --- --- --- --- °- 9 KEY: X =Present O =Absent O/E = Absent/Excused NM = No meeting/No Quorum --- = Not a Member DRAFT MINUTES Youth Advisory Commission April 23, 2009 - 9:00 P.M. Lobby Conference Room -City Hall Call to Order: Meeting called to order at 9:00 P.M. Members Present: Diamitani, Gao, Green, Han, Heywood, Wahls Members Absent: None Staff Present: Karr, Wilburn Others Present: None 2009-10 Subcommittee Reports: Back to School Event Subcommittee: After deliberation by the commission, it was decided that this event would take the form of a three-hour event on Friday, August 14, from 4-7 PM, preferably at City Park so the event could include free swimming. Depending on the availability of the location, different locations were deliberated, as well as different times. Different activities that might take place would include free swimming, eating food prepared on grills, light recreational games, a short presentation by school and City officials and various presentations by various school affiliated recreational groups. Ideally, a brochure outlining and advertising the event would go out in the all-district mailing which happens mid-summer. Wahls will get in contact with pertinent officials to try and implement the plan approved by the YAC in meetings. Summer of the Arts/Global Village Subcommittee: The Global Village segment of the Iowa City Arts Festival will take place on June 6, 2009, from 10 AM though 4 PM. The YAC has selected the country theme of Sudan, and various activities were discussed. Members of the subcommittee came to the commission with various suggestions, which included a narrative color-in storybook with a Sudanese story, drawing henna designs on children's arms, and the creation of a large cutout person on which children might draw different designs on. Another idea was to have a small item of Sudanese food or drink for distribution to the public. Details will be finalized by the May 3 meeting. Karr stated she would be able to assist with City pricing on printed materials and said there were left over supplies from the last Global Village that might be used if subcommittee members wished to stop by her office and look at them. Note: Due to mechanical failure, audio transcript of this Apri123 meeting was not complete and the minutes summarized. Meeting adjourned 10:10 P.M. Submitted by Heywood. Youth Advisory Commission April 23, 2009 Page 2 YOUTH ADVISORY COMMISSION ATTENDANCE RECORD YEAR 2009 (Meeting Datel DRAFT NAME TERM 1 /4 1 /8 1 /27 2/12 3/1 4/5 4/23 EXP. Hannah Green (Regina) 12/31 /0 N M X N M N M X X X 9 Michelle Han (West) 12/31 /0 N M X N M N M X X X 9 Patrick Diamitani (At~arge) 12/31 /0 N M X N M N M X O/E X 9 Luan Heywood (City) 12/31 /1 N M X N M N M X X X 0 Zach Wahls (At~arge) 12/31 /1 --- --- --- N M X X X 0 Positron Vacant (Tate) 12/31 /1 --- --- --- --- --- --- --- 0 Jerry Gao (At-Large) 12/31 /0 --- --- --- --- --- X X 9 Danielle Malatek(At~arge) 12/31/0 NM O/E NM --- --- --- --- --- --- --- --- --- --- --- -° 9 KEY: X =Present O =Absent O/E = Absent/Excused NM = No meeting/No Quorum --- = Not a Member DRAFT MINUTES Youth Advisory Commission May 3 - 3:30 P.M. Lobby Conference Room -City Hall Call to Order: Meeting called to order at 3:44 P.M. Members Present: Gao, Heywood, Han, Wahls Members Absent: Diamitani, Green Staff Present: Karr, Wilburn Others Present: Janie Jeffries from UAY Officer Appointments: Heywood expressed her interest in resigning as secretary. Wahls offered to become acting secretary. Heywood agreed to complete minutes for the current meeting and the past two before resigning. Karr said she would put it on the next agenda to talk about. FY10 Budget: Karr noted that the 2008-2009 budget will end on June 30. Wahls asked whether the YAC could appropriate remaining funds in the Youth Employment Grant (YEG) category. Karr said that the YAC had requested the funds for each category from the City Council and such requests for transfers should be made to the City Council. She noted that the YEG should be examined in order to suggest changes to the policies, procedures, and budget for the next year. Heywood brought up her concern about the awkwardness the commission has in funding its own events. Wilburn noted that it is awkward when a commission changes their mission. Heywood stated that it is a problem that the YAC does not have a mechanism to fund its own projects, while at the same time the money that it has is not being used as outlined in the mission. 2009-10 Subcommittee Appointments and Reports: Summer of the Arts Subcommittee: Han noted that there were no new updates. In response to Han, Karr said that typically any subcommittee spending would be paid for via reimbursement. Han said that she and Green would buy supplies for the activities as outlined at the mid-April meeting pending reimbursement. Karr asked about the volunteer work schedule for the event, since it spans from 10 am to 4 pm, six hours not including set-up starting at 8 am. Subcommittee members reported they had contacted a number of friends and groups regarding volunteering but suggested a special YAC meeting be schedule prior to the event just to be sure all details were covered. YAC members agreed to meet at 4:30 on June 5 with the Global Village discussion being the only agenda item. Youth Arts Subcommittee: Heywood advocated a fall start to the large-scale activities of the Youth Arts subcommittee. She noted that the way she conceived of it was an art show preceded by a call out for submissions. These submissions would be in several forms depending on the target audience. Heywood advocated amid-December event to give time for submissions after a September call out. Han expressed womes that there wouldn't be enough time to Youfh Advisory Commission May 3, 2009 Page 2 DRAFT plan the event before September. Karr noted that if there was interest, a coalition of art teachers within the district or of student artists could fill out a grant application if they wanted to, and the YAC could pass on the task to another organization. Back to School Picnic Subcommittee: Wahls said that he had successfully reserved Iowa City City Park Shelters 6-8 for August 15, 2009 from 3-8 PM for the 4-7 PM event. He has also reserved the pool from 4-6 PM, although the paperwork hasn't been turned in, and said that most of the fee was waived, amounting to a YAC bill of approximately $100. The shelter reservations had coast $86. Wahls suggested that from 4-6 PM there would be eating and swimming, with games starting around 4:15 PM. At 5:45 PM, there would be a short speech, potentially by Ross Wilburn. From 6-7 PM there would be performances by various local groups, followed by a few words by YAC members. Karr noted that she would be out of town for the date of the event; and urged the subcommittee to meet with the City Attorney in order to address event risk and other issues prior to a plan being finalized. Wahls said he was planning to do this after speaking with Lane Plugge, ICCSD superintendent. Recognition Subcommittee: Wahls noted that the subcommittee had agreed that the recognition scholarship program would be something that should be postponed until the 2010-2011 school year. He said that the subcommittee would draw up various requirements for eventual dissemination to district teachers. Iowa City Rides Subcommittee: Wahls said that he was going to meet with Lane Plugge in the next week to outline the proposal to him, and that he was currently lining up support although he has only initiated contact and spoken informally to the pertinent people. Wahls moved the put a letter outlining the program on city letterhead, which was seconded by Heywood. Heywood wondered whether the YAC is able to fundraise to cover event costs. Wilburn noted that asking for contributions becomes a sticky topic since the YAC is a governmental organization instead of a nonprofit association. Wahls noted that the people would be donating their time. Heywood noted that if the largest part of the event cost was just pamphlets with the YAC name on it, the YAC could use funds out of their advertising budget since advertising was one of the primary purposes of the event. Karr said that the more time the commission has in advance before the event, the earlier the plans can be looked over by the City Attorney's office for legal feedback, and then the subcommittee could work with the City Attorney to change the event to minimize risk. Heywood asked whether or not the event would be executed all on the same day, since it was kind of at the discretion of various school principals and volunteers. Wahls stated that the event would be preferably on June 1, 2010 at different locations at the same time, since he believed that many members of Bicyclists of Iowa City (BIC) would be able take off time from work. Karr noted that recently members of BIC had emailed her saying that they were planning similar events for this year. Heywood noted that if the commission only did a few schools in the first year, this could act as a pilot project for Youth Advisory Commission May 3, 2009 Page 3 DRAFT application for funding as an addition to future budgets, which would have the added benefit of minimizing cost in the first year, since the commission has no means of directly funding the initiative. Wahls said that if the event could not be executed all in one day, there was a provision for executing the program at lower income schools first. Heywood suggested the implementation of a two-year rotating schedule since the event was designed to include two grades. Han agreed, adding that a rotating schedule would make it easier, since the original proposal assumes that 65 volunteersthirteen groups of five-can be secured. Wilburn recommended not getting hung up on formalities such as letterhead since the YAC is a commission of the city, which in itself holds credibility, also since once something appears on city letterhead, the whole affairs gets more complicated. Heywood asked whether or not there was another commission of the city whose jurisdiction this event might fall under. Wilburn suggested the speaking with the planning departments staff that work with Bike to Work Week. Karr emphasized sending the proposal through the City Attorney's office. Wilburn suggested cooperating with the Bike to School Week organization. Goals and Planning for 2009: Karr noted that under the bylaws there are two purposes of the commission. Heywood suggested that the YAC was not completely fulfilling and implementing the ideology in their mission statement. Wahls suggested that the YAC create an email account for commission business. Wilburn stated that this would be hard to operate within the open meeting requirements. After discussion with input by Karr and Wilburn, it was decided that this would not be a good idea, due to issues of legality. Karr said that she would talk to the city ITS in order to see whether or not there were other options she didn't know about. In regards to the Student Citizenship Award, Han said last time the YAC participated in this program, attendance was sketchy. Staff Updates: Karr noted the vacancy on the commissioner for a Tate High School position, and requested members update their bios on the website. Wilburn asked that some time members of the YAC would accompany him to Tate. Moved by Wahls, seconded by Gao, to adjourn 5:12 PM Submitted by Heywood. Youth Advisory Commission May 3, 2009 Page 4 YOUTH ADVISORY COMMISSION ATTENDANCE RECORD YEAR 2009 (Meetin Date) DRAFT NAME TERM 1/4 1/8 1127 2/12 3/1 4/5 4/23 5/3 EXP. Hannah Green (Regina) 12/31 /0 N M X N M N M X X X O/E 9 Michelle Han (West) 12/31 /0 N M X N M N M X X X X 9 Patrick Diamihani (At~arge) 12/31 /0 NM X NM N M X O/E X O/E 9 Luan Heywood (City) 12/31 /1 N M X N M N M X X X X 0 Zack Wahls (At-Large) 12/31 / 1 --- --- --- N M X X X X 0 Position Vacant (Tate) 12/31 / 1 --- --- --- --- --- --- --- --- 0 Jerry Gao (At~arge) 12/31 /0 --- --- --- --- --- X X X 9 Danielle Malatek (At~arge) 12/31 /0 N M O/E N M --- --- --- --- --- --- --- --- --- --- --- --- 9 KEY: X =Present O =Absent O/E = Absent/Excused NM = No meeting/No Quorum --- = Not a Member ~~ 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. Members shall be initially appointed for staggered terms as outlined in Res. # 05-371. Thereafter, members shall be appointed for two year terms and seats shall be filled accordingly to the requirements, as set below: • Four [4] persons ages fifteen-seventeen [15-17] • Three [3] persons ages eighteen-twenty-one [18-21] All ages shall be calculated on the date of the filing of applications, and 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. Youth Advisory Commission By-Laws Page 2 Section C: Notice of official Commission meetings needs to be in accordance with Iowa Open Meetings Laws. 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 Article V -Elections Section A: Section B Section C: Article VI -Officers Meeting shall be held, monthly, but not limited to. Elections of new officers to a term will occur at the first meeting of the Commission after the first of each calendar year. Officers will be elected by a majority vote of the commission. Terms of all officer positions shall be for one [1] year, but all persons are eligible for re-elections. 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 Youth Advisory Commission By-Laws Page 3 Chair and Vice-Chair in their activities; shall work hand-in-hand with the City Clerk. 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 Advisor Commission were approved at the meeting of the Commission on April 13, 2006; and approved by the City Council at their meeting July 18, 2006. _1 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 & 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 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