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Home My WebLink About2012-06-12 Youth Advisory Committee** NO MEETING HELD DUE TO LACK OF QUORUM - MINUTES ELECTRONICALLY APPROVED ** YOUTH ADVISORY COMMISSION AGENDA Tuesday, June 12, 2012,1:30 PM Helling Conference Hall, City Hall 410 East Washington Street 1) Call to Order 2) Approve minutes of February 12, April 1, and May 8 3) City Council and Staff Update a) Budget b) Update on vacancies c) Board & Commission Survey 4) EIection of Officers 5) Sub - Committee reports and appointments a) Empowerment Grant (Nepola, Craig) b) Website & Advertising (Murray) c) Global Village (Murray, Rapp) ➢ Report from June 2 event d) Recognition Grant (Fosse, Thornton) C) Other b) Meeting Schedule YOUTH ADVISORY COMMISSION Sunday, February 12, 2012- 4:15 PM Helling Conference Room, CITY HALL Members Present: Fosse, Craig, Rapp, Murray, Nepola (4:20) Members Absent: None Liaison Present: Dobyns Staff Present: Karr Others Present: None RECOMMENDATIONS TO COUNCIL None DRAFT CALL TO ORDER Temporary Chair Fosse called the meeting to order at 4:15 PM. Commission Member Murray offered to act as temporary secretary in the absence of Nepola. INTRODUCTION OF NEW COUNCIL LIAISON AND CITY COUNCIL UPDATE Council Member Dobyns introduced himself as the newly appointed Council liaison. Members introduced themselves. APPROVE MINTUES Fosse noted that "conduct' should be "contact' on the December 17 minutes, under Commission Brainstorming, second to the last line of the bottom of page 1. Moved by Murray, seconded by Fosse, to approve the minutes of December 17 as amended and the January 8 as presented. The motion passed unanimously, 5/0. UPDATE ON VACANCIES Dobyns reported he had discussed the vacancy with Alexandria Tamerius. He stated he thanked her for stepping up and re- applying, but noting she was a senior, and he felt the best person who could serve a year and a half at least. He thanked here for her time and encouraged an application form a junior or sophomore. Dobyns stated that an appointment for two or three months would not be ideal. City Clerk Karr called attention to packet item #4 announcing two vacancies, at -large and Tate, and stated the application deadline was February 15. Nepola arrived (4:20). Murray stated she printed out an application and encouraged people to attend. Dobyns stated he had talked with the Principal at Tate and was hopeful a female from Tate may apply, noting the gender balance requirement on all City Boards and Commissions. (See further discussion later in meeting] BUDGET UPDATE Karr noted the expenditure from the previous month for the Empowerment Grant (Regina) and authorization for the Recognition Grants. Fosse reported on his presentation to the City Council on January 31 representing the YAC and requesting funding for FYI 3. Dobyns stated Fosse did a good job, and thanked Fosse for attending. UPDATE ON VACANCIES (continued) Dobyns asked if any members knew Edgar Thornton, from City High, noting he had applied for the at -large vacancy. Dobyns stated he would contact Thornton, stating part of his job is to make recommendation to Council on appointments. YOUTH ADVISORY COMMISSION February 12, 2012 Page 2 of 4 COMMISSION BRAINSTROMING In response to Dobyns, Karr stated the recognition grant has been awarded for three years. Dobyns stated that recipients /awardees of the grant might be approached for membership on the Commission in a year or two. Dobyns encouraged members to think about people in their schools that might be interested in applying for the Commission, and also start thinking about replacing themselves when their terms end. Karr noted that empowerment grant awardees might also be future members. SUBCOMMITTEE REPORTS [See information shared during 'Brainstorming" discussion earlier in the meeting.] Karr encouraged committee members to review the application, process, etc. to see if changes might want to be considered. Empowerment Grant. — Nepola explained two $1000 grants are available each year. One awarded to Regina Christmas Basket Project which helped needy families get gifts for Christmas. Nepola explained he did not participate in discussions as he was active in the project. Karr stated applications are accepted, reviewed by the committee, a recommendation made the Commission, and the Commission allocates the amount. The project allows youth to provide requests for community projects that might not be possible without the award. Previous recipients were GLOW and Summer of Solutions. Website & Advertising — Advertises grants, recruitment of members, etc. Recognition Grant — Fosse outlined the procedure for junior high students to apply each year, and information sent to all junior high schools. Applications /essays are reviewed by the Commission. The process starts in the fall, decisions made early in the new year, and presented soon thereafter. Murray noted the letter included in the packet stating that one applicant could not attend the March 25 date. Karr reminded the Commission the date was selected to avoid spring break week, and stated the ceremony can be structured differently than in past years. Murray said the ceremony was at the beginning of a scheduled meeting last year, and the recipients and their families stayed for the meeting. Karr suggested an option might be to present at a televised Tuesday Council meeting. Dobyns noted that the presentation could be a five minute presentation at the beginning of a Council meeting. Fosse said he liked the Sunday meeting. Members discussed the possible program could include: Mayoral and /or liaison remarks, current or past Chair remarks, overview of the grant program, and possible reading of the essays. Dobyns stated he would talk to the Mayor regarding attending. Majority agreed to offer April 1 to recipients and combine with the regular meeting. Karr reported that each recipient receives $250, noting that last year when the checks were presented Commission members expressed interest in awarding savings bonds rather than checks. However, the procedure for purchasing savings bonds has changed at the federal level and the City has issues qualifying to get the bonds. Therefore, checks will be awarded again this year. Karr suggested the committee members revisit the award prior to advertising next fall. Karr will follow up with the recipient regarding the April 1 date. Global Village — No report YOUTH ADVISORY COMMISSION February 12, 2012 Page 3 of 4 STAFF UPDATE /PACKET DISTRIBUTION In response to Karr, members agreed to electronic delivery of packets MEETING SCHEDULE Majority agreed to cancel the March 25 meeting, and reschedule to April 1, at 4:00 PM Refreshments will also be provided. COUNCIL LIAISON REMARKS Dobyns noted that the Commission started in 1996, and unlike other City Boards or Commissions who generally focused on specific areas of City operations, like Planning & Zoning or Parks & Recreation; YAC is more similar to the University of Iowa (UISG) student government liaison - really free to comment on various areas. He noted YAC is like all Boards and Commissions where all recommendation to the Council are meaningful. Dobyns stated he will provide information to YAC, and ask if YAC would like to comment on it. It might be something you may want to talk about, or you may decide not to discuss. He also asked if members report to their respective student council, noting that after Fosse's presentation at the budget session Council Member Throgmorton questioned if YAC members report back to their schools. Dobyns stated he felt it was a sense of Council that would be a good idea, actually embedded in the description of YAC. Karr stated different schools may have different mechanisms for reporting in their schools. Moved by Fosse, seconded by Nepola, to adjourn 5:00 PM. The motion to adjourn passed unanimously, 5/0. Minutes submitted by Karr YOUTH ADVISORY COMMISSION ATTENDANCE RECORD YEAR 2012 (Meeting Date) NAME TERM EXP. 118 2/12 Leah Murray (West) 12/31/12 X X Sam Fosse (City) 12/31/12 X X Chris Nepola (Regina) 12/31/13 O/E X Katherine Rapp 12/31/13 X X Marn Craig 12/31/13 X X Position Vacant (At- Large) 12/31/13 - -- - -- Position Vacant (fate) 12131/12 - -- - -- KEY: X = Present O =Absent O/E = Absent/Excused NM = No meeting /No Quorum - -- = Not a Member YOUTH ADVISORY COMMISSION DRAFT Sunday, April 1, 2012- 4:05 PM Helling Conference Room, CITY HALL Members Present: Craig, Rapp, Murray, Thornton, Nepola Members Absent: Fosse Liaison Present: Dobyns Staff Present: Karr Others Present: None RECOMMENDATIONS TO COUNCIL None CALL TO ORDER Temporary Chair Murray called the meeting to order at 4:05 PM. APPROVE MINTUES Members stated they had difficulty accessing the packet. Karr requested they inform her if they are unable to open the link or attachment. Item was deferred to enable members time to review the February 12 minutes. INTRODUCTIONS Members introduced themselves and welcomed new member Edgar Thornton. RECOGNITION GRANT CEREMONY Council Liaison Dobyns indicated his desire to present the awards at a Council meeting. City Clerk Karr reminded members of previous discussions regarding the presentation at a YAC meeting but the dates did not work for the recipients. Temporary Chair Murray reviewed the presentation the previous year at a YAC meeting. After discussion it was agreed: ➢ To schedule presentation at the beginning of the April 17 Council meeting ➢ YAC Members were encouraged to attend ➢ Brief remarks by the Mayor, Council Liaison, and a representative from YAC (Nepola and Murray will check their schedules regarding availability) ➢ Karr and Dobyns will help prepare remarks for YAC representative ➢ Introductions of YAC members present COMMISSION STRATEGIC PLANNING / COMMISSION CHARGE / INDIVIDUAL MEMBER GOALS Dobyns stated he would discuss later under City Council business. ELECTION OF OFFICERS City Clerk noted the by -laws provide for election of officers at the first meeting March, and no meeting was held. It was agreed to wait until after discussion of different strategies available to the Commission. Majority agreed to defer pending further discussion of the strategic plan. SUBCOMMITTEE REPORTS AND APPOINTMENTS Empowerment Grant. — In response to Dobyns, Nepola reviewed the grant purpose and process. Murray noted there is no deadline and the program responds to grant requests as they come in and ends when the money is appropriated for the year. Publicity for the grant is generally by word of mouth in the schools. YOUTH ADVISORY COMMISSION April 1, 2012 Page 2 of 5 Website & Advertising — No report. In response to Murray, City Clerk Karr stated the website can be updated at any time and the subcommittee can recommend changes. Global Village — Forms for this year's event were included in the packet. City Clerk Karr reviewed the procedure for participation. The event this year is 10:00 -4:00 on Saturday, June 2. Set -up and take down is roughly an hour before and after the actual event. Murray reviewed the activities done the previous year when YAC selected "Brazil" as their country. Karr noted YAC members had a number of conflicts last year and the booth relied on SOA floating volunteers for some shifts. Murray stated she felt with a few exceptions (set -up and take down) the booth could be staffed with just 2 volunteers. Dobyns questioned participation by senior members with graduation parties and other activities since school is over for the year. After discussion a majority agreed to do a booth again this year and repeat the same country and activities. City Clerk Karr will respond that YAC will be participating. Thornton volunteered to participate in the Recognition Grant subcommittee CITY COUNCIL AND STAFF UPDATE City Council Liaison Dobyns and City Clerk Karr reviewed the history of the establishment of the YAC, and changes that have occurred over the years. Dobyns reviewed the University of Iowa Student Government (UISG) liaison process whereby the individual is recommended by the government body itself. Karr reported that the application and appointment process for YAC was patterned after procedures for all other City Boards and Commissions, and the appointment process could be reviewed and changes recommended to Council. Dobyns noted an advantage of YAC members "politicking" and working with their respective student governments to get the recommendation similar to the UISG process; as well as the advantage in being appointed independently of the government body and filling a separate application. In response to Karr, Nepola read the mission statement from the website. Murray stated she used to be on student government but they made a decision she disagreed with and has resigned; she felt strongly that the appointment process remain the same and not be tied to the student government. Rapp did not see a benefit in changing the procedure. Karr noted that the UISG procedure allows for a one year appointments only rather than a two -year term. Dobyns questioned the procedure for communications between YAC members and their schools and /or their government. Nepola reported he communicated regarding grant funding. Murray shared volunteer recruitment for the Global Village event. Dobyns shared comments he received from individual members via phone calls, and his perspective of similarities and differences with other City Boards and Commissions. Dobyns shared that many Boards have a limited or specific scope or direction and that the YAC, similar to UISG, are not bound by certain topics but can pick items to comment to Council. Dobyns suggested YAC select topics relevant to the Commission and let the Council know verbally or in writing your thoughts. Some topics might be: • Approve TIF for downtown • Changes in Farmer's Market • Approving the Animal Shelter • Taft Speedway Levy • Changing the Broadway Street name YOUTH ADVISORY COMMISSION April 1, 2012 Page 3 of 5 • Dodge Street /Bowery intersection • Second story sidewalk cafes • Neighborhood Stabilization Dobyns stated the process could include deliberation, preparation of a letter to Council, learn to understand information, discuss with each other, you learn as a team who would write the letter. Staff would help accomplish the end result. Karr stated subcommittee could be formed on a subject to prepare a draft letter. Dobyns stated he was placing a seed for operational change. Dobyns noted the Commission was not for student government and trying to figure out what is going to happen in your schools; this Commission has nothing to do with your schools but everything to do with your City. In response to Dobyns, Karr noted some subjects could be more time sensitive than others and could involve inviting speakers to come to a meeting with more information or utilization of subcommittee that would do some research and include the information in the meeting packet for the next meeting. Different subjects and different individuals create different opportunities. After discussion Commission Members agreed: • To explore selection of topic • Talk with parents, teachers, friends, groups • Research prior to next meeting • Bulk of work to be done at a YAC meeting • Communicate either verbally or in written form to Council Dobyns indicated the decision is totally the Commissions' and he would commit to it, and keep them on task, as long as the Commission felt this was the direction they wished to pursue. Karr noted that Commission members may wish to subscribe to receiving the weekly Council packets as well. Dobyns stated he could bring items but he would need guidance from the Commission on what interested them. Karr also encouraged members to bring things to the table that they hear about. Dobyns stated he would provide items for next month's meeting. Electronic Packets — City Clerk Karr stated obviously there were some problems with receipt of the meeting packet this time and she would re -send the packets after the meeting and wanted feedback if they could not be read. Karr noted that the agenda is always the front page but you should have the ability to scroll thru entire packet. Budget — No changes. Update on vacancies - One vacancy exists for a Tate representative. Bio updates on website — Karr distributed copies of the bio information currently on the site for members, and asked members to let her know of any changes, updates, or additions. State of Iowa Youth Advisory Council — Information was included in the packet for those interested. MEETING SCHEDULE YOUTH ADVISORY COMMISSION April 1, 2012 Page 4 of 5 Karr shared work conflicts with Chair Fosse. Murray stated her schedule conflicts with Fosse's. Majority agreed to schedule the next meeting for 7:30 PM on Wednesday, May 9, and an alternate date of Wednesday, May 2 at 7:30 PM. City Clerk Karr will send email with both dates asking members to confirm availability. Moved by Thornton, seconded by Rapp, to adjourn 5:15 PM. The motion to adjourn passed unanimously, 5/0, Fosse absent. Minutes submitted by Karr. YOUTH ADVISORY COMMISSION ATTENDANCE RECORD YEAR 2012 (Meeting Date) NAME TERM EXP. 1/8 2112 411 Leah Murray (West) 12/31/12 X X X Sam Fosse (City) 12/31/12 X X O/E Chris Nepola (Regina) 12/31/13 O/E X X Katherine Rapp (Regina) 12/31/13 X X X Malin Craig 12/31/13 X X X Edgar7hornton(k4 -uge) 12131/13 - -- - -- X Position Vacant (Tate) 12/31/12 - -- - -- - -- KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting /No Quorum - -- = Not a Member YOUTH ADVISORY COMMISSION DRAFT Tuesday, May 8, 2012 - 7:40 PM Helling Conference Room, CITY HALL Members Present: Craig, Rapp, Murray,Thornton Members Absent: Fosse, Nepola Liaison Absent: Dobyns Staff Present: Karr Others Present: None RECOMMENDATIONS TO COUNCIL None CALL TO ORDER Temporary Chair Murray called the meeting to order at 7:40 PM. APPROVE MINTUES Item was deferred pending April 1 minutes from Nepola. GLOBAL VILLAGE City Clerk Karr stated she had received some preliminary information regarding the event, and questioned if there was interest and volunteers necessary to do the event. In response to Commission Member Murray, City Clerk reported that a number of the supplies were provided to the Commission from Parks & Recreation Department the previous year, and that if they were interested in doing it again a request could be made to the department. Karr noted the event is Saturday, June 2 10 -4; and volunteers are asked to report by 8:30 AM to set -up. A questionnaire from the Summer of the Arts staff was received. Karr raised concerns regarding staffing the booth all day. Murray stated she was interested in doing Brazil again and that a lot of the set -up and activities would be repeated and wouldn't take that much time to organize. Commission Members present had interest in doing the event. The Commission subcommittee (Murray & Rapp) will meet and respond to the questionnaire, and let City Clerk Karr know what supplies are needed from Parks & Recreation or may have to be purchased. Murray noted costs last year included printing for the animals (colored) and purchasing poster board for signs. Karr suggested dividing the volunteers into shifts of 2 or 3 hours and friends or school clubs are a good source for volunteers. Commission Members Thornton and Craig stated they would be out of town for the event and unable to work. Members were going to check their calendars and let Karr know about availability. Karr felt it was important that a member of the Commission be present at all times, and stated for an individual to stay all day could be a long day. COMMISSION TRAINING & ELECTION OF OFFICERS City Clerk Karr stated that Council Liaison Dobyns had requested this item be placed on the agenda prior to election of officers to discuss some potential structural changes and suggested that this item, as well as the Election of Officers, wait until Council Liaison Dobyns was in attendance. City Clerk Karr suggested Members think about possible changes that could improve participation and strengthen the current structure. SUBCOMMITTEE REPORTS Karr encouraged committee members to review the application, process, and website to familiarize themselves with the information and see if changes might want to be considered. She noted that the Commission was not bound to continue these projects or programs and that YOUTH ADVISORY COMMISSION May 8, 2012 Page 2 of 3 the decision was totally up to the Commission. Reviewing this now would enable the subcommittees to meet prior to the next meeting. Empowerment Grant. — No report Website & Advertising — No report Recognition Grant — In response to Karr, Commission Members Thornton and Murray reported on the ceremony held at the April 17 City Council meeting. Members liked it at the beginning the meeting and felt they got more publicity for the award than in the past. Karr stated the award could be scheduled earlier in the year next time. Murray stated she liked it better than last year. Global Village — Discussed earlier in the meeting DISCUSSION RE URBAN / BACKYARD CHICKENS Karr reminded Commissioners of Council Liaison Dobyns previous comments regarding involving the Commission in topics that are will be discussed or are being discussed by Council and reported that Council will be discussing the subject of backyard chickens in the near future. Council Liaison Dobyns selected this item in hopes of providing time for research by individual members. The YAC packet contained the same information that was distributed to Council recently. No discussion is scheduled at this meeting but will be scheduled at the next meeting prior to Council discussion. Karr stated that Council Member Dobyns will be sharing information from time to time to enable an opportunity to provide input to Council. Members were encouraged to talk with others about the item. CITY COUNCIL AND STAFF UPDATE Budget — Funds for empowerment grants and Karr noted the new budget year begins July 1. recognition grants have been spent for the year. UPDATE ON VACANCIES Karr noted one vacancy exists for a Tate representative. TRAINING OPPORTUNITY - City Clerk Karr pointed out information distributed in the packet on Board Member training provided free to City Board and Commission members on May 22 at the Public Library. Karr will follow up with an email to YAC Commission Members on specific times to enable them to check their calendars and asked them to let her know if they were interested in attending. MEETING SCHEDULE Murray stated she would be attending Hope College and would need to resign from the Board. Karr outlined the procedure, noting an email addressed to Council would be fine. In response to Murray, Karr stated the resignation could be effective immediately or indicate a specific date. Majority agreed to schedule next meeting for 10:00 AM on Tuesday, June 5. City Clerk Karr will send email to absent members. Moved by Rapp, seconded by Thornton, to adjourn 8:10 PM. The motion to adjourn passed unanimously, 4/0, Fosse and Nepola absent. Minutes submitted by Karr. YOUTH ADVISORY COMMISSION ATTENDANCE RECORD YEAR 2012 (Meeting Date) NAME TERM EXP. 1/8 2112 4/1 518 Leah Murray (West) 12/31/12 X X X X Sam Fosse (Cfij) 12/31/12 X X O/E O/E Chris Nepola (Regra) 12/31/13 O/E X X O/E Katherine Rapp (Regina) 12/31/13 X X X X Malin Crag 12/31/13 X X X X EdgarThomton(k- Large) 12/31/13 - -- - -- X X PositonVacant (fate) 12/31 /12 - -- --- - -- - -- KEY: X = Present O =Absent O/E = Absent/Excused NM = No meeting /No Quorum -- =Not a Member Cn YOUTH ADVISORY COMMISSION BUDGET FYI (7/1/11- 6/30112) S:CIk/Youth Advisory Commission /Budget Spreadsheets /FY2012 Updated 06/05/2012 FY12 Budget Funds Authorized Funds Spent Balance Forums $500.00 -- -- $500.00 Website & Advertising $250.00 $25.50 $25.50 $224.50 Empowerment Grants $2,000.00 $1,000.00 $1,000.00 $1,000.00 Recognition Grants $500.00 $500.00 $500.00 $0.00 Total $3,250.00 $1,724.50 S:CIk/Youth Advisory Commission /Budget Spreadsheets /FY2012 Updated 06/05/2012 Updated 01/01/2012 YOUTH ADVISORY COMMISSION BUDGET FY13 (7/1/12- 6/30113) S:CIk/Youth Advisory Commission /Budget Spreadsheets /FY2013 FY13 Budget Funds Authorized Funds Spent Balance Community Outreach /Events $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 Spreadsheets /FY2013 )b Youth Advisory Commission — One vacancy to fill a two -year term (Shall not be more than 18 years of age at the time of application; and currently enrolled in an Iowa City high school or high school equivalent) January 1, 2011 — December 31, 2012 One (1) person —Tate High APPLICATIONS MUST BE RECEIVED BY 5:00 P.M., WEDNESDAY, July 25, 2012. Youth Advisory Comnussion 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: Article V - Elections Section A: Section B: Section C: Article VI -Officers Meeting shall be held, monthly, but not limited to. Elections of new officers to a term will occur at the first meeting of the Commission after the first of March. Officers will be elected by a majority vote of the commission. Terms of all officer positions shall be for one [1 ] year, but all persons are eligible for re- elections. 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. Updated 03106112 Youth Advisory Commission Information - STAFF Term: 1 /l /11 — 12/31/12 Position Vacant (Tate High) Term: 1/01/12-12/31/13 James (Chris) Nepola (Regina High) 355 Butternut Lane Iowa City, IA 52246 351-3229 Term: I /l /11 —12/31/12 Sam Fosse (City High) 4741 Inverness Ct Iowa City, IA 52245 331 -7012 Term: ] /I /11 — 12/31/12 Leah Murray (West High) 4005 El Paso Ct Iowa City, IA 52246 354 -3601 Term: 1/1/12-12/31/13 Malin Craig (At Large, from City High) 2415 Mayfield Rd Iowa City, IA 52245 339 -9403 Term: 1/1/12 — 12/31/13 Katherine Rapp (At Large, from Regina) 4314 Cumberland Ln Iowa City, IA 52245 354 -4022 Term: 1/1/12-12/31/13 Edgar Thornton, IV (At Large) 631 Scott Park Dr Iowa City, IA 52245 594 -6263 City Council Liaison Rick Dobyns 319 -530 -3881 Staff Marian Karr, City Clerk Work — (319)356 -5041 Cell — (319)936 -1009