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Home My WebLink About2011-10-02 Youth Advisory CommitteeYOUTH ADVISORY COMMISSION AGENDA Sunday, October 2, 2011, 4:00 PM Lobby Conference Hall, City Hall 410 East Washington Street 1) Call to Order 2) Approve minutes of September 11, 2011 3) Elect temporary secretary (until March 2012) 4) Update on vacancies 5) Budget update 2012 Budget 2013 Proposal 6) Sub - Committee reports and appointments a) Grant Programming (Tamerius, Van Voorhis) b) Website & Advertising (Gao, Murray) c) Recognition Grant (Gao, Tamerius, Fosse) d) Global Village (Van Voorhis, Murray) e) Appointments f) Other 7) City Council and Staff Update 8) Meeting Schedule Next scheduled meeting YOUTH ADVISORY COMMISSION Sunday, September 11, 2011- 4:30 PM Lobby Conference Room, CITY HALL DRAFT Members Present: Jerry Gao, Alexandra Tamerius (4:35), Caroline Van Voorhis, Sam Fosse, Chris Nepola Members Absent: Leah Murray Liaison Present: Ross Wilburn Staff Present: Marian Karr Others Present: None RECOMMENDATIONS TO COUNCIL None CALL TO ORDER: The meeting was called to order at 4:30 PM by Chair Gao. INTRODUCTIONS: Members introduced themselves to new member Chris Nepola. City Clerk Karr stated that Van Voorhis, Tamerius and Wilburn would be leaving at 5PM to attend the Youth Salute Awards, and suggested a discussion of FY13 budget and annual report be done prior to their departure. MINUTES: Van Voorhis noted under "Annual Report for Youth Advisory Commission, page 2, the end of the first sentence had a duplicate phase "for the next" that should be removed. Karr said that the starting time of the September 11 meeting under "Meeting Schedule" should read 4:30 PM. Moved by Van Voorhis seconded by Tamerius, to approve the minutes as amended. The motion passed unanimously, 5/0, Murray absent. UPDATE ON VACANCIES: The Commission currently has the Tate vacancy. BUDGET UPDATE: City Clerk Karr stated the FY12 budget was in the packet but she had been informed that the FY13 budget was due by September 27. She asked if the Commission was prepared to discuss this evening to whether a special meeting would be needed. Chair Gao stated he felt a decision could be made at this meeting. After discussion a majority felt the same amount of $3250 should be requested. Tamerius suggested changing the line item from "forums" to "miscellaneous" to allow greater flexibility in planning events. Council Liaison Wilburn suggested that it be firmed up, noting that "miscellaneous" be too broad and open- ended. Majority agreed to "Community Outreach (events)" for the new line item. The Commission agreed to discuss individual categories, appointments, and application /process at the need meeting. SUBCOMMITTEE REPORTS: No report, review next meeting. Subcommittees may meet and provide reports to Karr for distribution with meeting materials. YOUTH ADVISORY COMMISSION September 11, 2011 Page 2 of 3 ANNUAL REPORT FOR YOUTH ADVISORY COMMISSION: Karr provided the Commission with a second draft of Annual Report for the Youth Advisory Commission in the packet and asked if there were any changes prior to adoption. Moved by Tamerius, seconded by Van Voorhis, to approve the Annual report. The motion carried unanimously, 5/0. Murray absent. CITY COUNCIL UPDATE: Council Liaison Wilburn reported this was an election year and City Council would have at least three new Members, including himself. In the past government classes at the high schools have conducted candidate forums and that might be something YAC members would be interested in. City Council is getting back into a meetings schedule, having fewer meetings during the summer months, and is scheduled for strategic planning sessions in November and December. MEETING SCHEDULE: The Commission set a date for their next meeting, Sunday, October 2 at 4:00 PM. Tamerius left the meeting at 4:48. Moved by Van Voorhis, seconded by Nepola, to adjourn 4:55 PM. The motion to adjourn passed unanimously, 4/0, Murray and Tamerius absent Minutes submitted by Karr. YOUTH ADVISORY COMMISSION ATTENDANCE RECORD YEAR 2011 (Meet in Date) NAME TERM EXP. 1/9 2113 3/6 4/3 5/1 7110 7116 9/11 Leah Murray (West) 12/31/12 X X X X X NM X O/E AlexarxJra Tamerius 12/31/11 X X X X X NM X X Sam Fosse (City) 12/31/12 X X X X X NM X X ,Jerry Gao (At Large) 12/31/11 X X X X X NM O/E X Cardin VanVoorhis (Al Large) 12/31/11 X X X X X NM X X Chris Nepola (Regina) 12/31/11 - -- - -- - -- - -- - -- - -- - -- X Position Vacant (Tate) 12/31/12 - -- - -- - -- - -- - -- - -- - -- - -- Matt Lincoln (Regina) 12/31/11 X O O/E X X NM X - -- KEY: X = Present O =Absent O/E = Absent/Excused NM = No meeting /No Quorum - -- =Not a Member Current Vacancies - YAC Youth Advisory Commission — Three vacancies to fill two -year terms January 1, 2012 — December 31, 2013. (Term expires for Jerry Gao, Alexandra Tamerius, Caroline Van Voorhis) Youth Advisory Commission — One vacancy to fill a two -year term, January 1, 2011 — December 31, 2012, One (1) person —Tate High. APPLICATIONS MUST BE RECEIVED BY 5:00 P.M., WEDNESDAY, October 26, 2011. YOUTH ADVISORY COMMISSION BUDGET FYI (7/1/11- 6/30/12) S:CIk/Youth Advisory Commission /Budget Spreads heets /FY2011 FY12 Budget Funds Authorized Funds Spent Balance Forums $500.00 - -- - -- $500.00 Website & Advertising $250.00 - -- - -- $250.00 Empowerment Grants $2,000.00 - -- - -- $2,000.00 Recognition Grants $500.00 $500.00 Total $3,250.00 $3,250.00 S:CIk/Youth Advisory Commission /Budget Spreads heets /FY2011 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 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 members shall be appointed for two year terms beginning January 1. 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. 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. Section C: Notice of official Commission meetings needs to be in accordance with Iowa Open Meetings Laws. 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. Youth Advisory Commission By -Laws Page 3 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 Advisory Commission were approved at the meeting of the Commission on November 23, 2008; and approved by the City Council at their meeting December 2, 2008. Updated 09101111 Youth Advisory Commission Information Term: 1 /l /11 — 12/31/12 Position Vacant (Tate High) Term: 1 /l /10 — 12/31/11 James (Chris) Nepola (Regina High) 01/01/12 — 12/31/13 355 Butternut Lane Iowa City, IA 52246 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 E1 Paso Ct Iowa City, IA 52246 Term: 1 /l /10 — 12/31/11 Alexandra Tamerius (At- Large, from City High) 2911 Eastwood Dr Iowa City, IA 52245 Term: 1 /l /10 — 12/31/11 Jerry Gao (At Large) 29 Coll Court Iowa City, IA 52246 Term: 1 /l /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 City of Iowa City Youth Advisory Commission Applicant Name: D0QFp Youth Recognition Grant Application Birthdate: Grade: School: Teachers Phone number: E -mail address: Address: � r III CITY OF IOWA CITY Applicants are required to submit two (2) letters of recommendation from choice of teachers, administrators, or counselors, preferably someone with significant knowledge of applicant's experience and involvement. For these letters of recommendation, we ask the authors to limit their response to a maximum of 300 words but provide at least 200 words. We encourage letters to evaluate the following criteria, in addition to whatever the author feels appropriate: • Leadership (inside and /or beyond the classroom) • Integrity • Intellectual promise • Concern for others • Motivation Essay Finally, we ask applicants, in at least 300 words, to answer the question: What is your definition of leadership? What has it meant in your life and how has it affected your decisions? Submission Please postmark application, letters and essay in one package by Wednesday, December 1, 2010. Applications postmarked later will not be considered. Submit in person or by mail to: Attention: City Clerk's Office Iowa City City Hall 410 E. Washington Street Iowa City, IA 52240 Clerk /youthrecognition grantapp.doc � r i City of Iowa City !!—_�® Youth Advisory Commission 3. CITY OF IOWA CITY Applicant Name: Birthdate: Youth Recognition Grant Application Phone number: Grade: E -mail address: School: Address: Letter of Recommendation Applicants are required to submit one letter of recommendation from a teacher, administrator, counselor, or community leader, preferably someone with a significant knowledge of the applicant's experience and involvement. Essay Please write an essay of 300 or more words on the question below: In 1905, an 11 year -old named Frank Epperson left his fruit flavored soda outside on the porch with a stir stick in it. The drink froze overnight, and the next morning he discovered the frozen treat. Originally called the "Epsicle," it was later renamed the "Popsicle." Write about a time you found something you weren't looking for. Adapted from a University of Chicago essay question Deadline The application is due December 1, 2011. Applications postmarked after this date will not be considered. Recipients will be notified by February 1, 2012. Please mail or submit application in person to: Attention: City Clerk's Office Iowa City City Hall 410 E. Washington Street Iowa City, IA 52240 Clerk /youth recognition grantapp.doc City of Iowa City Youth Advisory Commission Youth Recognition Grant Summary CITY OF IOWA CITY Purpose: To provide grants to deserving Iowa City Community School District junior high students who have demonstrated leadership, involvement and academic success. Award Components: Two (2) $250 grants given to students selected by the members of the City of Iowa City Youth Advisory Commission. Eligibility: 1. Applicant must be a junior high student in the Iowa City Community School District or the Regina Education Center. 2. Applicant must be a resident of Iowa City. Application Process: 1. Completed application form. 2. Two (2) letters of recommendation from teachers, administrators, counselors, or community leaders, preferably someone with significant knowledge of applicant's experience and involvement. 3. Answer the question below in an essay of a minimum of 300 words: What is your definition of leadership? What has it meant in your life and how has it affected your decisions? Deadline for the application is Wednesday, December 1, 2010. Applications postmarked after this date will not be considered. Recipients will be notified by Tuesday, February 1, 2011. Please mail or submit application in person to: Attention: City Clerk's Office Iowa City City Hall 410 E. Washington Street Iowa City, IA 52240 Clerk /youth recognition grant summary.doc City of Iowa City Youth Advisory Commission VD, 0 � F 7 Youth Recognition Grant Summary Purpose CITY OF IOWA CITY To provide grants to deserving Iowa City Community School District junior high students who have demonstrated leadership, involvement and academic success. Award Components Two (2) $250 grants given to students selected by the members of the City of Iowa City Youth Advisory Commission. Eligibility 1. Applicant must be a junior high student in the Iowa City Community School District or the Regina Education Center. 2. Applicant must be a resident of Iowa City. Application Requirements 1. Completed application form. 2. One letter of recommendation from a teacher, administrator, counselor, or community leader, preferably someone with a significant knowledge of the applicant's experience and involvement. 3. Essay of 300 or more words, answering the question in the application. Deadline The application is due December 1, 2011. Applications postmarked after this date will not be considered. Recipients will be notified by February 1, 2012. Please mail or submit application in person to: Attention: City Clerk's Office Iowa City City Hall 410 E. Washington Street Iowa City, IA 52240 Clerk /youth recognition grant summary.doc