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Home My WebLink About2009-07-12 Youth Advisory CommitteeYOUTH ADVISORY COMMISSION AGENDA Sunday, July 12, 2009, 4:30 PM Lobby Conference Room, City Hall, 410 East Washington Street 1) Call to Order 2) Approve minutes of June 5 and June 7 3) Budget FY2009 (FINAL) FY2010 (starting July 1) 4) 2010 Subcommittee Appointments and Reports Youth Empowerment Grant (Green, Han) Recognition (scholarship) Committee (Diamitani, Wahls) Summer of the Arts/Global Village (wrap up) (Han, Green) Iowa City Rides (Wahls) Back to School Event (Diamitani, Wahls) Youth Arts Innovative Project (Heywood) 5) Review draft Annual Report 6) Goals and planning for 2010 Student Citizenship Awards (Fa112009) 7) Public Discussion 8) Staff update Board vacancies (3 -one from Tate; two at large) Website bio/pictures 9) Meeting Schedule Summer schedule Next scheduled meeting August 2, 4:30 PM ~~ Minutes of June 5 meeting not available at time of printing of packet Minutes to be distributed at the meeting Youth Advisory Commission PRELIMINARY June 7, 2009 - 4:00 P.M. Lobby Conference Room -City Hall Call to Order: Meeting called to order at 4:10 P.M. Members Present: Diamitani (arrived at 4:35), Gao, Han, Heywood, Wahls Members Absent: Green Staff Present: Karr, Wilburn (arrived at 4:30) Others Present: none Approval of Minutes: Wahls motioned to approve the minutes from April 5, April 23 and May 3. Gao seconded. The minutes were approved unanimously. Secretary Position: Wahls said he would take the job, but said that come fall, he might change his mind. Karr discussed whether or not we would really like to maintain the Secretary position, offering to do the duties that would require a bylaw change. The commission agreed to retain the position. Gao motioned to appoint Wahls as the secretary. Heywood seconded. Wahls was approved secretary unanimously. Budget: Karr mentioned that the budget would be in each packet throughout the year so we could see a running total of what was in the budget. Subcommittee Reports: Youth Empowerment Grant -Heywood inquired when Green and Han would revamp the empowerment grants. Karr pointed out that because Han and Green had the experience with the grants, it would be great if they could offer their input before leaving the commission. Recognition Scholarship -Heywood expressed confusion as to what this was all about. Wahls reminded the commission that there would be minimal progress on this issue until the next year, as no money had been budgeted until FY10. Summer of the Arts/Global Village -Han gave a brief summary of the event. Gao, Wahls and Heywood then proceeded to recount their experiences at the booth. Karr asked how many people had stopped by. Estimates varied, but clustered around 200. Karr mentioned that was something we could review for the next year, as far as YAC activities were concerned. She also recommended that a brief report be prepared be complied by Green and Han that could account for supplies used and purchased; and outlined activities. Iowa City Rides - Wahls mentioned that Diamitani was on his way. He then said that Dr. Plugge had given his support to the project and then talked about the Back to School event briefly, because he had also discussed this with Plugge, before returning to Iowa City Rides. He said that Plugge would talk with the principals and then said that he also would be contacting principals. Karr recommended keeping the city attorney involved as Minutes June 7, 2009 Page 2 PRELIMINARY decisions are finalized and prior to commission action; and offered to send minutes from the past few meetings and copy Wahls. Back to School Event - Wahls said that he had gained Dr. Plugge's approval and that the district would allow them to use their back to school mailing to help advertise the event. Karr said that the city could help with printing costs. Wahls said that everything sounded great and would present a full report at the next meeting. Karr reminded Wahls to keep the City Attorney informed as well. Youth Arts Innovative Project -Heywood said that she had been working on this as a civics project for AP US Government and Politics. She said that she had complied a lesson plan and would be compiling two more. She made a bunch of emails and would be finishing her packet soon, would show it to the commission and then send it out to teachers afterwards. Karr asked what the timeline was. Heywood said that callout was on September 1, and event in December. Karr then asked about location. Wahls mentioned that he was familiar with a local art gallery that might be interested in such a project. Heywood mentioned the Robert Lee Recreation Center as another possible location. Karr said that it could be reserved with advance notice and that parking would be plentiful. She then said that the Downtown Association (DTA) might be planning something for the holidays and recommended coordinating with the DTA so as to maximize benefit. Heywood agreed, then mentioned that the commission would be left with an awful lot of anonymous art when all was said and done. The group then briefly entertained the possibility of auctioning the art off afterward. Goals and Planning for 2009: Ross Wilburn then arrived. The commission briefly discussed the Student Citizenship Awards and agreed to wait until fall and discuss with a full commission. Public Discussion: None. YAC Gmail account: Karr explained that she had taken the idea up with the IT department and the idea was not recommended. She then pointed to the web site as a possible alternative means of communicating. Wahls asked if there was any possibility that the YAC would be able to get city emails and said that cost could be covered by Website and Advertising budget. Heywood expressed hesitancy in using those funds as they had been discussed for various other expenditures. Diamitani then arrived. Karr said she would look into that possibility but maintained that those accounts would certainly have to be used exclusively for commission business. Han asked if the website had received any questions, Karr said that was not the case. If it had, they would have been forwarded to the commission. Wahls said that he had been hoping for a means of YAC business communication. Staff Update: Han stated this would be her last meeting as she would be leaving town on June 26, and after her departure there would be 1 Tate and 1 West vacancy. Karr said vacancies are advertised immediately once written notification is received, noting that emails are acceptable and members could give notice with an effective date of later in the summer to enable advertising to occur prior to their departure. Diamitani mentioned he would be resigning as well. Karr encouraged both to submit letters of resignation as soon as possible, as it would affect a meeting quorum and people Minutes June 7, 2009 Page 3 PRELIMINARY available for YAC events. Diamitani said he wasn't leaving until late August. Karr pointed out Green would be Chair for the next meeting. Han then asked what was up with the website bio/pictures. Karr said that she just wanted to make sure they were up to date. Meeting Schedule: The next meeting was scheduled for July 5, but Wahls suggested the meeting be moved to July 12. Diamitani mentioned that he and Wahls would meet frequently outside of scheduled meetings to make sure that the event (Back to School) would be executed as planned. The group quickly agreed on July 12 at 4:30 p.m. Han reiterated that the next meeting would mostly concern the Arts Initiative and Back to School event. Heywood asked if anybody could help with the Iowa City Pride parade she was organizing on June 20 to carry a YAC banner. Gao and Diamitani said they would probably be able to assist. Wahls said he would be out of town. Wahls motioned to adjourn. Gao seconded. The commission unanimously voted to adjourn. Meeting adjourned 4:45 P.M. Minutes June 7, 2009 Page 4 YOUTH ADVISORY COMMISSION ATTENDANCE RECORD YEAR 2009 (Meeting Date) PRELIMINARY NAME TERM 1/4 1/8 1/27 2/12 3/1 4/5 4/23 5/3 6/5 6/7 EXP. Hannah Green (Regina) 12/31 /0 N M X N M N M X X X O/E X O/E 9 Michelle Han (West) 12/31 /0 N M X N M N M X X X X X X 9 Patrick Diamitani (At-Large) 12/31 /0 N M X N M N M X O/E X O/E O/E X 9 Luan Heywood (City) 12/31 / 1 N M X N M N M X X X X X X 0 Zach Wahls (At-Large) 12/31 /1 --- --- --- NM X X X X X X 0 Position Vacant (Tate) 12/31 /1 --- --- --- --- --- --- --- --- 0 Jerry Gao (At Large) 12/31 /0 --- --- --- --- --- X X 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 ~~ Updated 06/30/2009 YOUTH ADVISORY COMMISSION BUDGET FY09 (7/1/08-6/30/09) FY09 Budget Funds Used Balance Global Village $500.00 --- $360.39 Global Village (Jun08) $176.42 Global Village (Jun09) $36.81 Website & Advertising $500.00 --- $39.06 Facebook Ads (Grants) $460.94 Grants $2,000.00 --- $1,500.00 Regina Holiday Baskets $500.00 Total Remaining in Budget $1,899.45 S:CIk/Youth Advisory Commission/Budget Spreadsheets/FY2009 Updated 06/30/2009 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 YOUTH ADVISORY COMMISSION GENERAL RESPONSIBILITIES Established in November of 2005, by Resolution #05-371, the Iowa City Youth Advisory Commission consists of seven 7 members appointed by the City Council. Resolution # 08-344 amended the by- laws on December 2, 2008, and required that all members be currently enrolled in an Iowa City high school or high school equivalent. Four (4) members shall represent City, Regina, Tate, and West high schools. The three (3) remaining members shall be at large. All members of the Commission shall be residents of Iowa City, and staggered two year terms begin January 1. The Council shall choose one (1) council member to serve as the Council liaison and one (1) council member to serve as an alternate liaison. Said liaison shall attend the Commission meetings._ 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 ACTIVITIES AND ACCOMPLISHMENTS FOR FISCAL YEAR 2008/2009 Meetings The YAC holds monthly meetings and special meetings as necessary. During the reporting period the Board scheduled eighteen meetings; holding thirteen and rescheduling five due to lack of quorum . Accomplishments/Piresentations/Projects Prepared budget and appeared before Council on request Developed new projects: - Recognition (scholarship) - Back"to School Picnic /Social - Youth Arts Innovative Coordinated, designed, and staffed Sudan booth at the Arts Fest Global Village Revised by-laws Participated in Council Citizenship Awards (2008) Publicized and awarded Youth Empowerment Grant; Face book, Daily Iowan, and KXIC promotions Goals for FY2010 Implementation of three new projects (Recognition; Back to School Picnic/Social; and Youth Arts) BOARD MEMBERS Maison Bleam /Patrick Diamitani (At-Large) Michelle Han (West) Michael Nelson /Vacant (Tate) Danielle Malatek /Jerry Gao (At-Large) Hannah Green (Regina) David Segar / Luan Heywood (City) Lin Weeks / Zach Wahls (At-Large) Ross Wilburn, Council Liaison Connie Champion, Alternate Council Liaison ~~ Updated 07/06/09 Youth Advisory Commission Contact Information Term: 1/1/09 - 12/31/10 Position Vacant (Tate High) Term: 1/1/09 - 12/31/10 Luan Heywood (City High) 1207 Tyler Ct Iowa City, IA 52240 Term: 1/1/08 - 12/31/09 Position Vacant (At-Large) Term: 1/1/08 - 12/31/09 Hannah Green (Regina High) 1204 Sheridan Ave Iowa City, IA 52240 Term: 1/1/09 - 12/31/10 Zach Wahls (West High) 1215 Santa Fe Dr Iowa City, IA 52246 Term: 1/1/08 - 12/31/09 Jerry Gao (At Large, West High) 29 Coll Ct Iowa City, IA 52246 Term: 1/1/08 - 12/31/09 Position Vacant (At Large) Citv Council Liaison Ross Wilburn Cell - (319)530-5156 Staff Marian Karr, City Clerk Work - (319)356-5041 Cell - (319)936-1009 NOTICE THE CITY COUNCIL OF IOWA CITY IS CONSIDERING APPOINTMENT TO THE FOLLOWING COMMISSION: YOUTH ADVISORY COMMISSION One Vacancy -Two-Year Term January 1, 2009 -December 31, 2010 One (1) person -Tate High 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. 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 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. Applications must be received by 5:00 p.m., Wednesday, July 22, 2009. The City of Iowa City encourages diversity in the appointment of citizens to boards and commissions. Persons interested in being considered should contact the City Clerk at City Hall, 410 E. Washington Street. Application forms are available from the Clerk's office upon request or on the City website at www.icgov.orq. Questions about the Iowa City Youth Advisory Commission should be directed to Marian Karr, City Clerk at 356-5041. NOTICE THE CITY COUNCIL OF IOWA CITY IS CONSIDERING APPOINTMENT TO THE FOLLOWING COMMISSION: YOUTH ADVISORY COMMISSION Two Vacancies -Unexpired (+) Two-year Terms Effective Upon Appointment, ending December 31, 2011 Two (2) persons - At-Large 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. 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 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. Applications must be received by 5:00 p.m., Wednesday, August 12, 2009. The City of Iowa City encourages diversity in the appointment of citizens to boards and commissions. Persons interested in being considered should contact the City Clerk at City Hall, 410 E. Washington Street. Application forms are available from the Clerk's office upon request or on the City website at www.icgov.org. Questions about the Iowa City Youth Advisory Commission should be directed to Marian Karr, City Clerk at 356-5041. I~ ~/~~ JUNE 5, 2009 Mi]vITTES Youth Advisory Commission June 5 - 4:30 PM Lobby Conference Room -City Hall Call to Order: Meeting called to order at 4:34 P.M. Members Present: Gao, Green, Han, Heywood, Wahls Members Absent: Diamitani Staff Present: Karr Others Present: PGl/DRAFT Summer of the Arts/Global Village Committee Report: Green and Han. discussed the activities that were prepared for the Global Village activities. Summer of the Arts/Global Village Planning: All members present eked out event staffing for the Global Village activities from 9:00 AM set- up to the 4:00 PM closing time. Moved by Diamitani, seconded by Han, to adjourn 4:54 P.M. Submitted by Heywood. r~-~-~ Press Release ~;s~ ~~~ ~~~~~5~ On August 15t", the City of Iowa City's Youth Advisory Commission will be hosting a citywide Back to School blowout. The event, which will run from 4:00 p.m. to 7:00 p.m at Lower City Park, will feature free swimming, food, entertainment and guest speaker Ross Wilburn. "This is a chance for the city's youth to come together and just have a good time," said Zach Wahls, a member of the YAC. "Sometimes we all get caught up in the rivalries and what not, and we just need a reminder that at the end of the day, we're all friends." The event is targeting Iowa City youth entering grades K-7, with hopes of fostering a sense of holistic community. Free swimming will be offered at the city park pool from 4 to 6. Hot dogs and hamburgers will be provided at no cost throughout the duration of the event. Organizers of the event are hoping to promote a citywide sense of fraternity that they feel has been waning in recent years, especially as the ICCSD conflicts concerning expansion of the high schools and redistribution of students wear on. They figure that the best way to promote that fraternity is to start with the youth. "It's all about the kids. Start from the bottom and work your way up," Wahls said. ~T ~f /a Youth Advisory Commission Youth Arts Committee: Postsecret Art Show/Event Strategic Timetable July Commission action: --_ __ Review strategic timetable and advise committee ~ ,Brainstorm possible locations and dates , Committee action: (Approach event locations Pre are corres ondences, information ackets etc. August ~ Commission action: ~ Review correspondences, information packets etc. F'ircalize event choice Committee action: ~ Send working plans to the City Attorney's office for ~ ~ approval Reserve event location September Commission action: Review event plan ~ Review and a rove necessa than es ~ Committee action: (Re-approve plans with City Attorney) C ~ Send out correspondences, information packets etc. ~ Accept submissions ~ ~ Im lement direct advertisin lan to school communi October Commission action: ~ Report actions and progress ( j Review and approve necessary changes ~ Committee action: Correspond with teachers Implement direct advertising plan to school community ~ Accept submissions I Create advertisin lan, posters, flyers etc. I November Commission action: Report actions and progress ~ ~ ~ Approve advertising plan, posters,, flyers etc. ~ Finish event plans and specks ~ ~ Review and a rove necessa than es Committee action: Correspond with teachers (send reminders) ~ Advertise event to the school community i Accept submissions ~ Advertise event to the ublic j December ~ Commission action: E Approve Youth Empowerment Grant advertising i i materials Finalize event specifics, event staffing, event schedule ( etc. Committee action: Advertise event to the school community ~ i ~ Advertise event to the public Confirm and im lement events ecifics etc. Event Pre-event: Set-u the art show and associated tasks During event: ~ Staff the event ~ Advertise the Youth Em owerment Grant Post-event: Tear down the art show j January .Commission action: Review the process, the event, etc. Su est areas o im rovement