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HomeMy WebLinkAbout2011-03-06 Youth Advisory CommitteeYOUTH ADVISORY COMMISSION AGENDA Sunday, March 6, 2011, 4:00 PM Lobby Conference Hall, City Hall 410 East Washington Street 1) Call to Order 2) Approve minutes of February 13, 2011 3) Election of Officers 4) Update on vacancies 5) Budget update a) 2011 Budget 6) Global Village /Summer of the Arts opportunities 7) Sub-Committee reports and appointments a) Grant Programming (Tamerius, Van Voorhis) b) Website & Advertising (Lincoln, Gao, Murray) c) Recognition Grant (Gao, Tamerius, Fosse) d) Appointments e) Other 8) City Council and Staff Update 9) Meeting Schedule Next scheduled meeting YOUTH ADVISORY COMMISSION DRAFT Sunday, February 13, 2011- 4:08 PM HARVAT HALL, CITY HALL Members Present: Jerry Gao, Alexandra Tamerius, Caroline Van Voorhis, Leah Murray Sam Fosse (arrived 4:15 PM) Members Absent: Matt Lincoln Staff Present: Marian Karr, Ross Wilburn Others Present: None CALL TO ORDER: The meeting was called to order at 4.08 PM. MINUTES: Tamerius motioned to approve the minutes, Van Voorhis seconded the motion. The motion passed unanimously, 4/0, Fosse and Lincoln absent. AWARD OF RECOGNITION GRANTS Commission Members introduced themselves. Temporary Chair Gao reviewed the creation of the Commission, special events, and Commission make up. Tamerius reported on other grants awarded by the Commission. Recognition Subcommittee members Gao and Tamerius presented youth recognition grants (certificate and check) to Regina students Michael Sueppel and Andrew Yowell. Gao reviewed the process for the grants, and stated he was impressed with the overall quality of the essays. Tamerius stated she was impressed that the applicants spend the time to get quality individuals for their references, and not just teachers. City Council Liaison Wilburn thanked family and friends who attended with the grant recipients. Wilburn reviewed the background of the creation of the Commission, their work in developing the process for this grant, and encouraged young people to become involved with the Commission. Commission Member Fosse arrived, introduced himself, and apologized for being late. Temporary Chair Gao explained the Commission receives an agenda packet prior to the meeting outlining items and stated the Commission would now proceed with the agenda items. City Clerk Karr noted extra agendas were available by the door. UPDATE ON VACANCIES: The Commission currently has the one Tate vacancy. City Council Liaison Wilburn said he minded the counselor guidance at Tate of the vacancy and hoped we would receive applications. Tamerius noted that one issue that has come up both with applications for grants and with membership is the need to live within the city limits. BUDGET UPDATE: a) 2011 BUDGET City Clerk Karr noted the funds have been allocated for empowerment grants and recognition grants and that money was available for forums and website & advertising. b) 2012 REQUEST City Clerk Karr reported that Council had tentatively included the $3250 funds requested in the budget: $250 - Website and Advertising $2000 -Youth Empowerment Grants $500 -Youth Forums $500 -Recognition Grants A public hearing on the City budget is scheduled for February 15, with adoption of the budget scheduled for March 1. City Council Liaison Wilburn reported that he did not anticipate any decrease in the funds YOUTH ADVISORY COMMISSION February 13, 2011 Page 2 of 4 and that Council was very impressed with the presentation to them and acknowledged that the decision to reduce the amount requested from previous years was noticed. City Council Liaison Wilburn clarified the decision to do a community forum or discussion is up to the Commission, noting one was done last year for the curfew. City Clerk Karr noted the forum budget was reduced to $500 in FY12. Members noted that the entire forum budget was not spent in FY10 and was the reason the forum budget had been reduced. SUBCOMMITTEE REPORTS: ^ The Commission discussed the Grant Programming Subcommittee. Tamerius reported that GLOW was making more shirts and taking orders as a result of receiving the YAC grant. ^ Gao stated there were no new updates on Website and Advertisements. The Commission next discussed the Youth Recognition Grant and possible changes for the next year. Tamerius suggested the Commission ask the recipients what they thought of the process. A parent asked how the grant was advertised. Commission Members explained that they attempted to get information to all the junior highs in Iowa City but the procedure ended up to be more successful at Regina than the other junior highs because the Regina complex had both the junior high and high school together and Commission Member Lincoln was a senior there and responsible for reading the announcements every morning. No other members or junior highs had the same connection. Van Voorhis noted that the School District has hired someone to handle communications. City Council Liaison Wilburn sate that Kate Moreland had been hired as the Director of Communications and will be charged with getting the word out to the buildings and the community. Recipient Michael Sueppel stated he thought the application process was pretty straightforward. After discussion of the essay question itself, the general agreement was to add more of an emphasis to "you" in the question gain more personal insight. Van Voorhis suggested asking for personal examples of leadership. Tamerius suggested the Commission keep tweaking the question rather than changing the question. Gao noted that several of the references came from the same sources, and suggested reducing the number of references (per applicant) to one. Tamerius stated she liked having two in the event one reference was pretty vague, noting you may not know what to expect if you never asked before. Van Voorhis and Murray supported retaining two references. Gao suggested two shorter essays and one reference letter. Fosse stated he felt what was done this time worked well. The Commission agreed to retain one essay and two references. City Clerk Karr stated discussion could continue at future meetings with no action necessary until the grant is offered next year. Gao reminded the Commission of the proposal to offer a $250 bond rather than a check next year. New subcommittee appointments: Van Voorhis was added to grant programming; Murray to Website & Advertising; and Fosse to Recognition Grant. In response to Murray, City Clerk Karr reported that the website is updated with members, alumni, and grant information. However, the site had a dated video and suggested looking at updates and enhancements to the site. Gao noted the Commission had spent money for Facebook advertising in the past. The Commission agreed to review other youth websites at the next meeting. Karr reminded the Commission that no more than three members could serve on a subcommittee, as four members would constitute a quorum. ^ Global Village email: Gao referenced the email from Lisa Barnes, Ex. Dir. of Summer of the Arts regarding YAC participating in the Global Village. Gao and Karr stated the Commission had done the event two years ago which is held the first Saturday in June. Groups select a country and are responsible for activities for the day which could include music, food, arts and crafts. Karr noted the event is well attended, and marks the first Saturday of the Summer of the YOUTH ADVISORY COMMISSION February 13, 2011 Page 3 of 4 Arts events. She added the event is a commitment of time for members but could be viewed as an advertising event for YAC as well. Each group commits to the full day and is given the choice of country. There is an advantage in picking early and getting the country requested and often have some supplies available. City Clerk Karr will follow up and get further confirmation on the specific day, what countries are available, and the hours of the event. City Council Liaison Wilburn said it is a good way to increase visibility for the Commission but is not required; and suggested other possible ways to volunteer for various summer events to create Commission visibility. In response to Temporary Chair Gao, City Clerk Karr noted that the event had been a separate budget item in earlier budgets and the Commission decided to focus on grants and forums rather than this event. Discussion continued on whether such an event could utilize advertising funds from the budget. City Clerk Karr will provide more information for the next packet. Tamerius said she would be interested in doing something "crafty" for the global village booth or on some other Summer of the Arts events. CITY COUNCIL UPDATE: Wilburn reported on Council matters as follows: - budget public hearing on February 15 - issues that may lend to forum or participation positions such as curfew location of affordable in the community red light/traffic lighting issues relocate Farmers market into pedestrian mall (in 2012) City Council candidate elections (check with CA re Commission sponsoring a forum) City Clerk Karr pointed to the email from Council Member Bailey re the "DoSomerthing.org" website, and suggested Commission Members review the site prior to the March meeting. MEETING SCHEDULE: The Commission set a date of Sunday, March 6 at 4:00 PM. for the next meeting Tamerius motioned to adjourn, which was seconded by Van Voorhis. The motion to adjourn passed unanimously, 5/0, Lincoln absent. Adjourned 4:55 PM. Minutes submitted by Karr. YOUTH ADVISORY COMMISSION ATTENDANCE RECORD YEAR 2011 (Meeting Date) NAME TERM EXP. 1/9 2/13 3/6 Leah Murray (West) 12/31 /11 X X Alexandra Tamerius 12/31 /11 X X Sarn Fosse (Cit)y) 12/31 /31 X X Jerry Gao (At Large) 12/31 /11 X X Matt Laiooln (Regina) 12/31 /11 X O Cardine VanVoorhis (At Large) 12/31 / 11 X X Position Vacant (Tate) 12/31 / 11 --- --- KEY: X =Present O =Absent O/E = AbsentlExcused NM = No meeting/No Quorum --- = Not a Member ~~ Youth Advisory Commission By-Laws Page 2 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: Meeting shall be held, monthly, but not limited to. Article V -Elections Section A: Elections of new officers to a term will occur at the first meeting of the Commission after the first of March. Section B: Officers will be elected by a majority vote of the commission. Section C: Terms of all officer positions shall be for one [1 ]year, ._ but all persons are eligible for re-elections. Article VI -Officers 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 Chair and Vice-Chair in their activities; shall work hand-in-hand with the City Clerk. ~~ NOTICE THE CITY COUNCIL OF IOWA CITY IS CONSIDERING APPOINTMENT TO THE FOLLOWING COMMISSION: YOUTH ADVISORY COMMISSION One Vacancy -Two-Year Term January 1, 2011 -December 31, 2012 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, March 16, 2011. 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. YOUTH ADVISORY COMMISSION BUDGET FY11 (7/1/10-6/30/11) FY11 Budget Funds Funds Spent Balance Authorized Forums $1,000.00 --- --- $1,000.00 Website 8~ Advertising $1,000.00 --- --- $1,000.00 Empowerment Grants $2,000.00 --- --- $6.18 Regina $1,000.00 $1,000.00 Summer of Solutions $101.97 $101.97 GLOW $896.00 $891.85 Recognition Grants $500.00 $500.00 $500.00 $0.00 Total $4,500.00 $2,006.18 S:CIk/Youth Advisory Commission/Budget Spreadsheets/FY2011 Updated 02/01/2011 Marian Karr From: Lisa Barnes <lisa@summerofthearts.org> Sent: Monday, February 21, 2011 11:50 AM To: Marian Karr Cc: Kelly Ford Subject: Re: Global Village Attachments: 2011 GV Registration.doc; GV11 Invitation.doc Marian, I apologize for the delayed response. We were without our primary computer for just over a week and it has the Global Village information on it. I'm attaching the general information and registration form. At this point, the countries that are taken include: Japan, Thailand, Denmark, Africa (African American Museum), Greece and Korea. Let me know if you think UAY would be interested. Lisa Lisa J. Barnes Executive Director City of Iowa City's Summer of the Arts PO Box 3128 Iowa City, IA 52244-3128 319/337-7944 Cell: 319/930-7944 --powered by That Cellular Place FAX: 319/358-9094 www. summerofthearts. ors SV~merof the RTS ,~-, FESTIVAL 2011 GLOBAL VILLAGE Join us for a trip around the world! Share your experience, your culture and your enthusiasm with attendees at the 2011 Iowa Arts Festival! We're looking for dedicated groups or individuals willing to research and provide information on another country and provide at least one activity or demonstration that shares information on that country. This is a great way to educate our community about cultural diversity. We encourage participants to provide interactive activities for the kids (and adults) in attendance. A few suggestions: 1) Figure out how best to decorate your booth to really show something about the country you're sharing. Example -- in 2008, China had a "great wall" around the booth. 2) Do you have ideas for games, songs, dances, that you could share? We can arrange for adequate space for a demonstration and time for you to share with the audience if you'd like. 3) We will be putting together a "passport" for the kids and want to share a few interesting tidbits about the country you choose. We would suggest that you NOT provide a flier of information. Most people don't want them and it's a waste of paper. Global Village will take place on Saturday, June 4th from 10 a.m. - 4 p.m. in downtown Iowa City. All participants will receive a tent, tables and chairs. Booths will be set up on Dubuque and College Streets on the Pedestrian Plaza. Set up will begin at 8 a.m. Saturday morning. Volunteers will be available to assist with setup and to help staff your booth (if necessary and if requested in advance). We want this to be a fun and exciting experience for you and the people who visit your booth. For this reason, we need to gather some information to confirm your participation. Contact Name: Business/Organization: Mailing Address: City Phone: Country Represented: State: ZIP: E-mail: (be sure to confirm availability with Kelly Ford or Lisa Barnes) PLEASE NOTE: Due to budget constraints, we won't be able to reimburse you for supplies you provide. However, we have lots of supplies on-hand and would be happy to see if we can help provide some of those to you. ^ I need tables and I need _ chairs for my booth Please return this completed form by March 15th to Lisa Barnes, PO Box 3128, Iowa City, 52244-3128. If you have questions, contact Lisa Barnes at 337-7944 or lisa@summerofthearts.org. Thanks! ~~ R F E S T I V A L SV~1'1Rier of ~ the You are invited to participate in the 2011 Iowa Arts Festival Global Village. The festival will take place June 3-5, with Global Village being held on Saturday, June 4th from 10 a.m. - 4 p.m. on the Iowa City downtown Pedestrian Plaza. We are looking for more interaction and participation in learning about different cultures. What does this mean to you? Basically, you can set up a booth with a display and craft, or you can consider other ways to help kids learn about other cultures. Maybe a game or dance would help them learn? We'll be using the space on the Weatherdance Fountain Stage for interactive activities like this. Plan on young kids and activities or crafts that can be done by kids under age 10. We're really excited about the opportunities this event will present us to share information about countries from all over the world. We'd be happy to discuss this with you further if you have questions or ideas. If you are able to participate, simply complete the attached form and return it to Lisa Barnes ~ March 15th. Please note that due to budget constraints, we are not able to reimburse for supplies used at the booths. However, we will continue to supply tables, chairs, tablecloths and a box of generic supplies (scissors, tape, wet wipes, etc.). Also, if you have an idea for a craft, we'd be happy to check our supplies from previous years to see if we could provide some of your supply needs. Thanks for considering this! Lisa Barnes, Summer of the Arts Executive Director Kelly Ford, Global Village Coordinator Summer of the Arts Office: 319-337-7944 Updated 01/09/11 Youth Advisory Commission Information Term: 1/1/09 - 12/31/10 ~ Position Vacant (Tate High) Term: 1/1/10 - 12/31/11 Matt Lincoln (Regina High) 715 Caroline Ave Iowa City, IA 52245 Term: 1/1/11 - 12/31/12 Sam Fosse (City High) 4741 Inverness Ct Iowa City, IA 52245 Term: 1/1/11 - 12/31/12 Leah Murray (West High) 4005 El Paso Ct Iowa City, IA 52246 Term: 1/1/10 - 12/31/11 Alexandra Tamerius (At-Large, from City High) 2911 Eastwood Dr Iowa City, IA 52245 Term: 1 / 1 / 10 - 12/31 / 11 Jerry Gao (At Large) 29 Coll Court Iowa City, IA 52246 Term: 1/1/10 - 12/31/11 Caroline Van Voorhis (At Large) 53 Hunters Place Iowa City, IA 52246 City Council Liaison Ross Wilburn Cell - (319)530-5156 Staff Marian Karr, City Clerk Work - (319)356-5041 Cell - (319)936-1009