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HomeMy WebLinkAbout2011-12-17 Youth Advisory CommitteeYOUTH ADVISORY COMMISSION AGENDA Saturday, December 17, 2011, 4:00 PM Helling Conference Hall, City Hall 410 East Washington Street 1) Call to Order 2) Approve minutes of October 2 and November 4 (late handout), 2011 3) Update on vacancies 4) Budget update 5) Commission Goal Brainstorming 6) Sub - Committee reports and appointments a) Empowerment Grant (Tamerius, Van Voorhis, Nepola) Timelines Dollar limits / cap per request Review application Retaining receipts for reimbursement Statement re salaries not eligible b) Website & Advertising (Gao, Murray) c) Recognition Grant (Gao, Tamerius, Fosse) No new applications Review letters to participants and recipients d) Global Village (Van Voorhis, Murray) e) Other 7) City Council and Staff Update 8) Meeting Schedule Next scheduled meeting YOUTH ADVISORY COMMISSION Sunday, October 2, 2011- 4:05 PM Lobby Conference Room, CITY HALL DRAFT Members Present: Jerry Gao, Alexandra Tamerius, Chris Nepola, Sam Fosse, Caroline Van Voorhis (4:10) Members Absent: Leah Murray, Liaison Present: Ross Wilburn (4:15) Staff Present: Marian Karr Others Present: None RECOMMENDATIONS TO COUNCIL None CALL TO ORDER: The meeting was called to order at 4:05 PM by Chair Gao. MINUTES: Tamerius motioned to approve the minutes. Fosse seconded the motion. The motion passed unanimously, 4/0, Van Voorhis absent. ELECT TEMPORARY SECRETARY City Clerk Karr reported that Matt Lincoln was the previous secretary but resigned to attend college out of state. Gao stated he felt it was a great position for someone to get a better understanding of the Commission. Karr said election of a new slate of officers would be elected March 1 st. Gao and Karr outlined the procedures for the position, including receiving a CD after each meeting, type up minutes, and send to City Clerk no later than 20 days of the meeting. Karr said she could provide a template to assist. Moved by Fosse, seconded by Tamerius, to appoint Chris Nepola as temporary secretary until election of new officers in March 2012. The motion passed unanimously, 4/0, Van Voorhis absent. UPDATE ON VACANCIES In addition to the Tate vacancy, Chair Gao noted that three vacancies would occur at the end of December (Van Voorhis, Tamerius and Gao); and stated he could not reapply (due to age) but Van Voorhis and Tamerius could reapply. Karr stated the vacancies are advertised currently with a deadline for applications being October 26th (item #4 in meeting packet). Karr reminded everyone that the goal is to appoint people prior to their term beginning to allow them opportunity to attend one or two meetings as part of their orientation. Gao reported that Van Voorhis may be interested in reapplying, or recruit a member. Karr stated all positions are at- large and not restricted to any school. Tamerius noted the required (school designated) positions are okay thru 2012. At -large positions can be from anywhere in Iowa City. Karr said all applicants must complete an application, including current Commission members who's terms are ending. Tamerius inquired whether it would be appropriate for her to re -apply if she would be leaving for school at the end of May. Karr stated that was up to her, and could serve three months, but helping with recruitment of a more permanent members might be another option. (Van Voorhis arrived) Karr noted individual recruitment has been the key in the past to filling positions. Gao reported he re- applied because you never know where you will be in the fall. Karr stated the application is available on -line or she could provide hard copies to anyone after the meeting. YOUTH ADVISORY COMMISSION October 2, 2011 Page 2 of 4 BUDGET UPDATE No new expenditures in 2012. (Wilburn arrived). Budget for 2013 was submitted and Members talked about breaking the dollars into respective categories. Tamerius asked that "forums" be changed to "community outreach /events" and shows a broader use. In response to Van Voorhis, Tamerius explained the empowerment grant and outlined the purpose and mission. Nepola and Tamerius shared applications funded earlier from GLOW and the Regina Holiday Basket Project. Wilburn explained the focus of the grants was related to community and getting youth involved in the community. Karr noted the Commission packet included updated info on the recognition grant and suggested the empowerment grant programming subcommittee (Tamerius, Van Voorhis) review procedures and see if they would want to recommend any changes to the materials, scope, application, timelines, etc. Any adjustments could be discussed at the next meeting and changes made for next year. In response to Van Voorhis, Karr stated the City reimburses with receipts (after the fact). Gao noted the issues with Summer of Solutions that was awarded a grant last year, but they did not keep receipts and requested funding for salaries. Karr suggested looking at the dollar limitation as well. Gao suggested materials be included in the next packet, and discussion be added to the agenda. By -laws were included for discussion of the budget, and information on committees. Tamerius suggested using "Empowerment Grant" rather than "Grant Programming ". In response to Nepola, Van Voorhis presented a review of the Global Village event in June. Nepola asked to serve on the "empowerment grant" subcommittee. In response to a question re potential conflict of interest with a Regina application, Karr noted that if Nepola was involved in the group he would abstain. Karr asked that the Empower grant subcommittee meet and forward any materials for Commission review to her for the next packet. Gao asked that the By -laws be included in the next packet as well and stated he wanted more discussion on the second bullet under "Purpose ". Gao reviewed Commission history with larger events such as the ice cream social. Van Voorhis suggested a downtown (information /food) stand rather than a separate event with an invitation would be better attended. Wilburn noted the partnership with the Human Rights Commission for a forum at the Library and suggested stated partnering with other groups within the high schools that would promote a cause, and inform them of the Commission. Karr noted partnership could also happen with a national cause such as the Commission did with Cassie's Mittens, or partnering with local human service agencies. Tamerius suggested having a representative from the Human Rights Commission speak to the Commission. Karr noted that there were a number of City Boards and Commissions that could also be asked. Gao suggested thinking of current events scheduled in the summer or fall that the Commission might consider partnering with. Events such as Habitat for Humanity Dance, Project Holiday, or Take Back the Night were mentioned. Wilburn suggested contacting Director of Volunteers Patti Fields at United Way of Johnson County. Gac will follow up with members prior to the next meeting. SUBCOMMITTEE REPORTS: Empowerment Grant. — no report Website & Advertising — no report Recognition Grant — Gao noted the "old" (last year's) and "new" (proposed revised) applications. Karr noted they were included in the electronic packet. Gao and Tamerius reviewed application changes which included dropping to one letter of recommendation from teacher and shortened YOUTH ADVISORY COMMISSION October 2, 2011 Page 3 of 4 explanation, and a new essay question. Van Voorhis shared concerns about use of the word "creativity ", and the proposed essay question. Gao and Tamerius explained the reason for substituting "creativity" for "academic success. Karr noted that "academic success" had been removed from the application but was in the summary sheet. Tamerius suggested a short answer (3 -5 sentences) be included re leadership; totally separate from the essay question. Gao suggested combining the summary and application. After discussion a majority agreed to: ➢ Add "circle" one grade ( 7 or 8 grade) to the application ➢ Reword to remove Iowa City School District reference and include home school and private schooled ➢ Add "savings bonds" to awards section The subcommittee (Tamerius, Gao, Fosse) will meet and provide another draft for Commission review. The Commission agreed to accept applications, review, and select the recipients by the end of member terms December 31. Gao will email revised version to City Clerk for City Attorney review. Wilburn stated Kate Moreland, Communication Director at the IC Community School District, will for help in distribution after the Commission reviews and approves a final version. (Fosse left 5:25) Global Village — no report CITY COUNCIL UPDATE: Council Liaison Wilburn reminded everyone of the primary election will be held October 4 to narrow the at -large candidates to four for the November 8th general election. Several work session items include continued discussions regarding Human Rights Commission recommendations regarding immigration and building safe communities (sanctuary city); and enactment of a self - supporting municipal improvement district (SSMID). Karr noted the Council has about 5 meetings left prior to the change in Council makeup in January. MEETING SCHEDULE: Tamerius suggested a November 6 meeting date at 4:00 pm. Karr noted that the dedication for the fourth fire station is planned that day. Gao suggested a meeting in November to have an update on the empowerment grant. Karr will send an email and ask meeting preference to achieve a quorum with three proposed dates: Sunday, November 6 at 4:00 PM Sunday, November 13 at 4:00 PM Thursday, November 17 at 6:00 Moved by Tamerius, seconded by Van Voorhis, to adjourn 5:35 PM. The motion to adjourn passed unanimously, 4/0, Murray and Fosse absent. Minutes submitted by Karr Z O N Cl) 0 M () O w }w c- a t0QQ d w o z 2 Q w H H Q D O E a o 7 'a C Y O Z d 0,6m w t .=-, m a 2 Eea N to CL Z° Z° II II LU II I x00Z� w c x x x X x LU X x X x x x X X o x 6 x ti CD ti Z Z Z Z Z Z X X X X x X x x x X X X M x x X x x LLI M x x x x x ; o N x X X X X X N N N a C\M M M M M M M M w X N N N N N N N N I- w r w D $, a' LL �d LD cs5 a E a o 7 'a C Y O Z d 0,6m w t .=-, m a 2 Eea N to CL Z° Z° II II LU II I x00Z� w City of Iowa City ' ir lot Advisory Board /Commission /Committee k' pplication Form"� CITY OF IOWA CITY THIS APPLICATION IS A PUBLIC DOCUMENT AND AS SUCH CAN BE REPRODUCED AND DISTRIBUTED FOR THE PUBLIC, WITH THE EXCEPTION OF THE LAST PAGE MARKED "CONFIDENTIAL." THIS APPLICATION WILL BE CONSIDERED FOR THREE MONTHS ONLY AND AUTOMATICALLY CONSIDERED FOR ANY VACANCY DURING THAT TIME. Advisory Board /Commission /Committee Name Youth Advisory Commission Term two Years Youth Advisory Commission (shall not be more than 18 years of age at the time of application) Name of Iowa City High School or high school egwivalent: Signature of parent/guardian: NAME Malin Craig HCfWE ADDRESS 941 s, Mayfield Road Is your home address (listed above) within the corporate limits of Iowa City? [Z ] Yes No How long have you been a resident of Iowa City? seven years Gender: Male Female El OCCUPATION student EMPLOYER PHONE NUMBER: HOME 339 -9403 BUSINESS --XPERIENCE AND /OR ACTIVITIES WHICH YOU FEEL QUALIFY YOU FOR THIS POSITION: have been an active volunteer in the community with groups like Best Buddies, the Free Lunch Program, ToGather ,gether, and activities through my school and church. .- %ff .i irm nnoccw it WKIMAn cnr_F nG THIS ADVISORY BOARD? vvnk►1 1.7 T VVR r ... There are monthly (or as needed) meetings to discuss youth and their part in the Iowa City community. The commission interacts with the Iowa City Council involving youth issues. WHAT CONTRIBUTIONS CAN YOU MAKE TO THIS ADVISORY BOARD REASON FOR APPLYING)? I have been an active community volunteer and I would like to encourage other youth in the Iowa City community to get involved as well. In the seven years I have lived in Iowa City I have enjoyed interacting with many types of people and I look forward to being part of the discussions involving youth. LIST POTENTIAL CONFLICTS OF INTEREST: See page 1 for information regarding Conflict of interest Nor& IF YOU ARE NOT SELECTED, DO YOU WANT TO BE NOTIFIED? U Yes �_t_j No= DO YOU CURRENTLY SERVE ON ANOTHER IOWA CITY BOARD OR COMMISSIQI? Yes QNo (It has been Council policy not to permit an individual to serve on two Boards or Commissign*at th&samE e.) MT Misrepresentations on this application will constitute just cause for removal of am ointee. Iffq-u fail to answer all the questions, Council may not consider your application. General Application ° June 2010 Page 2 of 8 _� 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. \\ONOR Regina Junior & Senior High School p,c.-r M6 . VUC rr a4-Ld thz \►Outk f,d jt;sa-�j GomnW4 JQ-C, N rucxx ,O- C6 C omer, w1A i a{ru O 6�.ru;or OGb- ,� ucu l U 5r -'rwoU ©ru b�a'f of ovt' 60"Cjr C LC ,, y c�ovt\J �h�axu �c� for cx�c-8�ti'�vs 80ru Cm -tn our 13 r�sb��'5 B�w� ,ctti Iovr co,trt;b�tov w C, uXcGtm,0,s f o t,G UJp, o.,r -, r- f� h,e,l.p v nee drys o`v�h -�1�� j�LfCZf•t e r t CW w'., YW tnt�rov5 �au'r G��b Lit. G° ;u; TI o� (� OLovufor ovr �� V(i� our cofYixrtiv UxLs v�r c e rte' ' zf Eowim Updated 01101112 Youth Advisory Commission Information Term: 1 /l /11 — 12/31/12 Term: 1/01/12-12/31/13 Term: 1/1/11 — 12/31/12 Term: 1/1/11-12/31/12 Term: 1/1/12 — 12/31/13 Term: 1/1/12 — 12/31/13 Term: 1/1/12 — 12/31/13 City Council Liaison Ross Wilburn Cell — (319)530 -5156 Staff Marian Karr, City Clerk Work — (319)356 -5041 Cell — (319)936 -1009 Position Vacant (Tate High) James (Chris) Nepola (Regina High) 355 Butternut Lane Iowa City, IA 52246 Sam Fosse (City High) 4741 Inverness Ct Iowa City, IA 52245 Leah Murray (West High) 4005 El Paso Ct Iowa City, IA 52246 Malin Craig (At Large, from City High) 2415 Mayfield Rd Iowa City, IA 52245 Katherine Rapp (At Large, from Regina) 4314 Cumberland Ln Iowa City, IA 52245 Position Vacant (At Large)