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HomeMy WebLinkAbout2009-08-06 Youth Advisory CommitteeYOUTH ADVISORY COMMISSION AGENDA Thursday, August 6, 2009, 4:00 PM Lobby Conference Room, City Hall, 410 East Washington Street 1) Call to Order 2) Approve minutes of July 22 & 24 3) Back to School Event (Diamitani, Wahls) - Set up & clean up - Food & drinks - Press Release & Flyers - Costs (budget) - Chaperones - Games - Outwear donations 4) Arts Initiative Project (Heywood) 5) Meeting Schedule Next scheduled meeting August 23, 4:30 PM ~~ MINUTES YOUTH ADVISORY COMMISSION July 22, 2009 - 4:00 PM LOBBY CONFERENCE ROOM, CITY HALL Members Present: Zach Wahls, Hannah Green, Jerry Gao, Patrick Diamitani Luan Heywood Members Absent: None Staff Present: Marian Karr Others Present: None PRELIMINARY RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): None CALL TO ORDER: The meeting was called to order at 4:00 p.m. Hannah Green chaired the meeting. APPROVAL OF JULY 15 MINUTES: Diamitani motioned to approve the minutes. Wahls seconded. The motion passed 5-0 BACK TO SCHOOL BLOWOUT: Diamitani said that he had contacted Coach Sabre of City High and the coach had said that the City High football team would be able to volunteer at the event. Wahls then mentioned that both of the interact groups at City and West would contact their members and try to get volunteers out to the event. Diamitani then asked Wahls for the schedule of events, who then e-mailed the schedule to Karr who printed it off and shared it with the group. Wahls said that he was trying to contact UAY to see if they could provide any student art. Wahls showed that Shelters 6 and 7 would be the primary venues for the entertainment. He said that he had spoken with the CHS Large Group Speech coach and they would be providing entertainment if possible. Shelter 8 would be used for food. Diamitani asked where the games would be played. Wahls said it would probably be best for our own people to start the games and let people show up and join in. Karr asked if the softball fields had been reserved. Wahls said he had not yet done that, but would move to make sure they were soon. Youth Advisory Commission July 22, 2009 Page 2 of 4 Heywood said that she thought the flier was somewhat text heavy. There was general concurrence that this was the case. Karr then inquired about the numbers from Regina. Wahls said that Regina now operates with an online packet, so all they need is a PDF, not actual physical copies. Heywood asked where the image of the dog, the central image on the flier, was from, a quick search by Wahls showed that it had most likely been produced by a blogger and, as far as he could tell, was not subject to copyright. Heywood thought that it was important to include the address of City Park, which was then added to the flier. Green said that she hadn't heard back from Hy-Vee about root beer, so Wahls said that he would contact John's Grocery and get an estimate from them about getting a root beer keg or two, number of servings, and possible donation. The Commission wasn't exactly sure how much root beer we would need. Karr asked if there had been any written communication between Wahls and the Heyn's people confirming prices. Wahls said that there had not yet been any written communication and that it had, so far, all been over the phone. Heywood asked what exactly needed to be set up and where. Wahls said that the ice cream freezer and bowls, utensils and cups needed to be set up in shelter 8. All the arts and crafts needed to be set up in shelter 7. Heywood mentioned that there was no swimming. Wahls said that that had been decided at the previous meeting seeing as the pool is on the other side of the park, and costs were too high. Karr asked about scheduling and how somebody would know what was happening where. Wahls said that posters detailing the evening's schedule would be the way to go. This could be something as simple as notes about activities at each shelter. The Commission then discussed printing costs and where the funds for printing would come from, as to whether they would be primarily from the Back to School event budget or from the advertising budget. The conclusion was that they would come from the Back to School event until that fund was empty, at which point they would dip into the advertising budget. The Commission then discussed various formatting issues with the flier, ranging from whether or not to use "Cassie's Mittens" in the flier without having heard back from them, which was decided against. Majority agreed to print 4,500 color copies on white paper hoping for the $236 estimate quoted earlier from PIP on another design. Wahls also asked that pin on name tags be provided for about 30 volunteers. Wahls motioned to approve the flier as it was on his computer, and emailed to City Clerk Karr. Heywood seconded it. The motion was approved 5-0. Next, the Commission looked at the two press releases that had been authored, and compiled a synthesized version to be released approximately one week prior to the event. Wahls motioned to approve the press release as it was on his computer, and emailed to City Clerk Karr. Youth Advisory Commission July 22, 2009 Page 3 of 4 Heywood seconded it. The motion was approved 5-0. MEETING SCHEDULE Majority agreed to make the following changes in the meeting schedule: Sunday, August 2, 4:30 p.m. -cancelled Wednesday, August 5, 4:00 p.m. -special meeting Back To School Event & Arts Initiative only Sunday, August 23, 4:00 p.m. -special meeting wrap up of Back To School event & full agenda ADJOURNMENT: Wahls moved to adjourn. Heywood seconded. The motion passed 5-0, 5:55 p.m. YOUTH ADVISORY COMMISSION ATTENDANCE RECORD YEAR 2009 (Meeting Date) NAME TERM 1/4 1/8 1/27 2/12 3/1 4/5 4/23 5/3 6/5 6/7 7/12 7/15 7/22 EXP. 12/31 /09 N M X N M N M X X X O/E X O/E X X X Hannah Green (Regina) 12/31 /09 N M X N M N M X X X X X X --- --- --- --- --- M~elle Han (West) 12/31 /09 N M X N M N M X O/E X O/E O/E X O/E X X Pat~id~Diamitani (At-Lart,~e) 12/31/10 NM X NM NM X X X X X X X O/E X Luan Hey-nrood (City) 12/31 /10 --- --- --- NM X X X X X X X X X Zack Wahls (At-Large) 12/31/10 --- --- --- --- --- --- --- --- --- --- --- --- --- Position Vacant (Tate) 12/31 /09 --- --- --- --- --- X X X X X X X X JerryGao (At~arge) Danielle Malatek (At~..arge) 12/31 /09 N M O/E N M --- --- --- --- --- --- --- --- --- --- --- --- KEY: X =Present O =Absent O/E = Absent/Excused NM = No meeting/No Quorum --- = Not a Member MINUTES YOUTH ADVISORY COMMISSION July 24, 2009 - 4:00 PM LOBBY CONFERENCE ROOM, CITY HALL Members Present: Zach Wahls, Hannah Green, Jerry Gao, Luan Heywood Members Absent: Patrick Diamitani Staff Present: Marian Karr, Ross Wilburn Others Present: Jessiah PRELIMINARY RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): None CALL TO ORDER: The meeting was called to order at 4:15 p.m. Hannah Green chaired the meeting. BACK TO SCHOOL BLOWOUT: Green said that the meeting had been called due to the overwhelming estimate of cost for printing the fliers, which was approaching $800. The Commission agreed that that was an unacceptable cost. Karr shared a number of samples that showed the flier in black and white on a variety of paper colors. After much discussion, the Commission settled on a orchid purple color. Wahls noted that the cost would be even less than the estimate that had been provided, seeing as only 4,000 fliers would be needed, not 4,500. The Commission then moved on to the language of the flier. It was changed to read, "Support Lassie's Mittens -Donations Welcome." There was also a slight change in that the phrase "K- 7" was added to the flier. Karr noted that Asst. City Attorney noted that the press release made the flier sound like the ice cream social was exclusive to ICCSD students. Karr noted that this was not the case. The Commission agreed. Green said that she didn't think the flier was particularly just for ICCSD students. A few grammatical and usage changes were made to the flier. The Commission decided to put off finalizing the press release until a date closer to the event, so as to possibly add participants from Regina to the press release. Moving back to the fliers, the Commission decided to try and circulate the flier on Iowa City Transit. Karr stated she would follow up on that as well as all City building bulletin boards. Heywood then pointed out we had not even thought about Willowwind. Wahls said that he could contact them and possibly distribute them. Heywood also mentioned neighborhood Centers, and offered to help with that distribution. It was agreed to order 100 extra fliers for distribution. Youth Advisory Commission July 24, 2009 Page 2 of 3 ARTS INITIATIVE PROJECT Nothing at this time. MEETING SCHEDULE Majority agreed to retain the August 5 and August 23 special meetings as discussed at the July 22"d meeting. Karr stated she would be out of town on the 5th and Council Liaison Wilburn may have a scheduling conflict. Aback-up date of August 6 was agreed upon. City Clerk Karr will notify Commission members as soon as she hears from Council Member Wilburn on his availability for August 5. ADJOURNMENT: Wahls moved to adjourn. Gao seconded. The motion passed 4-0, 4:50 p.m. YOUTH ADVISORY COMMISSION ATTENDANCE RECORD YEAR 2009 (Meeting Date) NAME TERM 1/4 1/8 1/27 2/12 3/1 4/5 4/23 5/3 6/5 6/7 7/12 7/15 7/22 7/24 EXP. 12/31/09 NM X NM NM X X X O/E X O/E X X X X Hannah Green (Regina) 12/31 /09 N M X N M N M X X X X X X --- --- --- --- --- Michelle Han (West) 12/31 /09 N M X N M N M X O/E X O/E O/E X O/E X X O/E Patrid~ Diarnitani (At-Large) 12/31/10 NM X NM NM X X X X X X X O/E X X Luan Heywood (City) 12/31 /10 --- --- N M X X X X X X X X X X Zaah Wahls (At-Large) 12/31 /10 --- --- --- --- --- --- --- --- --- --- --- --- --- --- Position Vacant (Tate) 12/31 /09 --- --- --- --- --- X X X X X X X X X Jerry Gao (Af-Large) Danielle Malato4c (At~arge) 12/31 /09 N M O/E N M --- --- --- --- --- --- --- --- --- --- --- --- KEY: X =Present O =Absent O/E = Absent/Excused NM = No meeting/No Quorum --- = Not a Member ~~ EVENT CHECK OFF SHEET Name Tags for 30 volunteers Root Beer & cups Pick up and return to John's Grocery Heyn's Ice cream, dishes, spoons, freezer Delivery and pick up to/from park Served in individual cups or scoop Not pay for any not opened Rec. Dept. equipment Pick up and return PA System /Rec. Dept. _ Pick up and return Printing of Schedule and distribution Size Quantity Press Release Release Date Fliers -Marian Regina -electronically 7/27 ICCSD -delivered 7/30/09 City Transit -sent 7/28 City offices -sent 7/30 Other sites Banner Displayed DRAFT PRESS RELEASE 8/6/09 On August 15th, the City of Iowa City's Youth Advisory Commission (YAC) 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 (200 East Park Road, Iowa City), will feature free Heyn's ice cream, entertainment, refreshments and guest speakers, while collecting outerwear for local youth. "We want to provide a fun environment for kids while raising awareness about a serious issue," said Zach Wahls, an at-large member of the YAC. "We're encouraging families to come out together, eat ice cream, drink root beer and donate extra pairs of gloves or mittens." The event targets children entering grades K-7 and their families. The entertainment will feature face painting, aTae-Kwon Do demonstration, the Iowa City High Large Group Speech team, high school fall sports coaches, members of the nationally recognized Iowa West High Forensics team and local guest speakers. YAC members will be collecting various assorted winter wear such as gloves, mittens, hats, coats and boots for donation to local charitable organizations. "This is a chance for Iowa City youth to come together and just have a good time," Wahls said. "Sometimes we 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 YAC is a City of Iowa City Commission comprised of seven Iowa City residents between the ages of 15 and 18. Its primary goals are to promote understanding and awareness of Iowa City among area youth and to represent the Iowa City youth in governmental and other affairs. Updated 07/31/2009 YOUTH ADVISORY COMMISSION BUDGET FY10 (7/1 /09-6/30/1.0) FY10 Budget Funds Used Balance Global Village $250.00 --- $250.00 Website 8~ Advertising $1,000.00 --- $1,000.00 Grants $2,000.00 --- $2,000.00 Back To School Blowout Flyers $1,000.00 --- $209.29 $790.71 Total Remaining in Budget $4,040.71 Known Cost Estimates: Rental of Shelters Ice Cream Root Beer Softball Field Rental Estimated Total: $86.00 $639.00 $169.65 NC $894.65 S:CIk/Youth Advisory Commission/Budget Spreadsheets/FY2010 ~' PostSecret Project Email To: Art teachers, Personal Development/Health teachers, English Teachers, Resource Advisors, At-risk Teachers and other interested people, at Southeast Junior High, Northwest Junior High, Iowa City High School, Iowa City West High School, Iowa City Elizabeth Tate High School and UAY Subject: Iowa City YAC PostSecret Art Project Date: September 1, 2009 Dear Teachers, Friends and Colleagues: I'm writing to you today as a member of the Iowa City Youth Advisory Commission, to introduce to you the Iowa City YAC PostSecret Art Project, which will be taking place over the next few months. The PostSecret Art Project is a city-wide local art project which will culminate in an art-show mid-December 2009, where students from all over the city will have their anonymous PostSecret art postcards on display. If you are not familiar with the concept of PostSecret, there is a large amount of literature available on the Internet (go to www.postsecret.blo~spot.com to view the original project itself). In the next few days, your academic home departments will be receiving packets of information outlining the PostSecret Project, including event flyers and lesson plans. We at the YAC would be much obliged to you if you would accept our easy to follow 1-period lesson plans and take the opportunity and share this with your students. In addition, we will be accepting submissions to the art show, as will be outlined in greater detail in the mailings you will receive. I look forward to working with you on this exciting project, and would love to field any questions, comments or requests that you might have. Sincerely, Luan Heywood Iowa City Youth Advisory Commission Youth Advisory Commission c/o City Clerk's Office 410 E. Washington Street Iowa City, Iowa 52240 September 1, 2009 [Teacher names] [c/o Department Name] [School Name] [Street Address] [City, ST ZIP Code] Dear "[Recipient Name(s)]" I'm writing to you today as a member of the Iowa City Youth Advisory Commission, to introduce to you the Iowa City YAC PostSecret Art Project, which will be taking place over the next few months. The PostSecret Art Project is a city-wide local art project which will culminate in an art-show mid-December 2009, where students from all over the city will have their anonymous PostSecret art postcards on display. If you are not familiar with the concept of PostSecret, there is a large amount of literature available on the Internet (go to www.postsecret.blogspot.com to view the original project itself) or see the enclosed lesson plan. We at the YAC would be much obliged to you if you would accept our easy to follow 1-period lesson plans and take the opportunity and share this with your students. In addition, we will be accepting submissions to the art show, which will take place at PLACE NAME at TIME on DATE. I look forward to working with you on this exciting project, and would love to field any questions, comments or requests that you might have. Sincerely, Luan Heywood Youth Arts Committee Iowa City Youth Advisory Commission Note: [Enclosures] The PostSecret Concept: The original PostSecret art project was developed in 2005 by artist Frank Warren, as an experimental biog. The basic concept of the project is to write your secret on a basic mail-able object, and to send it out into the world anonymously. But the intricacies and the draw lie in the more subtle relationships between the most intimate of strangers. In this day and age of social networking and online persona, PostSecret has become a pop culture icon. ~ ~o:;ng'"~Za~d4~ ~~-~e,r W~ Speh~- -4~e ~.ve~~K Acts o~ K~~dhess", l d,-~PPed o~ Q~ a#~ ~ o~~Y1~CAr can Said .~HAV Maa(e SoNt2cnC`S `~ ' ~: vet q~~: '" 1nll~ak ~ nneaK~ was , "'10~ n+-ade Mar1¢. ,~ W ; _ ~ i ,y ~` '"C~` ,~ ~ !'~ 1, ~ . ,.,.. ~~ 4 To write a PostSecret, there are three guidelines. Be brief -the fewer words used the better. • Be legible -use big, clear and bold lettering. • Be creative -let the postcard be your canvas. From these parameters came diverse ranges of stylistic submissions, but most commonly they include a short phrase, terse at times but often finding the mot juste, over or on an image, which can be either hand-drawn, collaged or anything else. [Graphic advertisement for show or parameters for submission] Post-Secret Postcard Making (Visual Arts Lesson) Concept /Topic To Teach: This lesson lets students create a deeply personal, multi- media pieces of small art work in the Post-Secret style, creating a piece around their chosen text. Subject: Junior high and high school visual arts. General Goal(s): Students will exercise their artistic expression and learn how to use art in an emotional way. Specific Objectives: Students will create a personal piece of art that incorporates the text off of which it is based off of. They will learn how to work on a small scale. Required Materials: Paper, scissors, glue, old magazines, paint, pencil, pastels, anything you have available Anticipatory Set (Lead-In): Students start by looking at examples of pieces in the Post- Secret style (see <postsecret.blogspot.com> although pre-screening is advised since submissions can sometimes be graphic in content and depiction) and will be asked to find characteristics of the style. Step-By-Step Procedures: 1. Write your own secret. This should use fewer words rather than more, and you shouldn't feel the need to be too precise (e.g. use names). The emotion of the situation is more important than the details. 2. Cut out sheets of paper in the uniform 4 x 6 size. These can be sheets of cardboard or cardstock (one of the goals of the activity is to cover up the entire surface) since normal computer paper might be too flimsy. 3. Decorate in an artful way that is in keeping with the style and the overall tone. Plan For Independent Practice: Students are encouraged to create art when they are upset to let out their emotions in a constructive manner; students are oriented with the idea of art therapy. Assessment Based On Objectives: Since this is an assignment that can have deeply personal overtones, teachers are asked not to grade on content but more so on completion and stylistic use. Extensions: Teachers are asked to extend the invitation to students to create anonymous submissions for inclusion in the upcoming Post-Secret Art Show.