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Home My WebLink About12-20-21 PCSC Regular MeetingDecember 20, 2021 Dublin Parks and Community Services Commission Agenda 1 Regular Meeting of the DUBLIN PARKS AND COMMUNITY SERVICES COMMISSION Monday, December 20, 2021 Location: Council Chamber Civic Center 100 Civic Plaza Dublin, CA 94568 Regular Meeting 7:00 PM This meeting will be held in person for the public, and all members of the Parks and Community Services Commission will be participating in person from the Council Chamber at the Civic Center, 100 Civic Plaza, Dublin, California. Pursuant to Alameda County Health Officer Order No. 21-03, members of the public attending the meeting must wear a face covering over the nose and mouth at all times while indoors. 1. CALL TO ORDER AND PLEDGE OF ALLEGIANCE 2. ORAL COMMUNICATIONS 2.1 Public Comment At this time, the public is permitted to address the Parks and Community Services Commission on non-agendized items. Please step to the podium and clearly state your name for the record. COMMENTS SHOULD NOT EXCEED THREE (3) MINUTES. In accordance with State Law, no action or discussion may take place on any item not appearing on the posted agenda. The Commission may respond to statements made or questions asked, or may request Staff to report back at a future meeting concerning the matter. Any member of the public may contact the Recording Secretary’s Office related to the proper procedure to place an item on a future Parks and Community Services Commission agenda. The exceptions under which the Commission MAY discuss and/or take action on items not appearing on the agenda are contained in Government Code Section 54954.2(b)(1)(2)(3). 3. CONSENT CALENDAR Consent Calendar items are typically non-controversial in nature and are considered for approval by the Parks & Community Services Commission with one single action. Members of the audience, Staff or the Parks & Community Services Commission who 1 December 20, 2021 Dublin Parks and Community Services Commission Agenda 2 would like an item removed from the Consent Calendar for purposes of public input may request the Chair to remove the item. 3.1 Approval of the November 15, 2021 Parks and Community Services Commission Regular Meeting Minutes The Commission will consider approval of the minutes of the November 15, 2021 Parks and Community Services Commission Regular Meeting. STAFF RECOMMENDATION: Approve the minutes of the November 15, 2021 Parks and Community Services Commission Regular Meeting. Staff Report Attachment 1 - November 15, 2021 Parks and Community Services Commission Regular Meeting Minutes 3.2 Public Art Proposals for Heritage Park The Parks and Community Services Commission will receive a report on the two public art project proposals being recommended to the City Council by the Heritage and Cultural Arts Commission. STAFF RECOMMENDATION: Receive the report. Staff Report Attachment 1 - Design Proposals from Brian Keith and Adan Romo 4. WRITTEN COMMUNICATION 5. PUBLIC HEARING 6. UNFINISHED BUSINESS 6.1 Establishment of the Adopt-A-Bench Program The Parks and Community Services Commission will consider recommending the new Adopt-A-Bench Program to the City Council for approval. STAFF RECOMMENDATION: Recommend the Adopt-A-Bench Program to the City Council for approval. Staff Report 7. NEW BUSINESS 7.1 Youth Mini Grant Funding Recommendations The Commission will recommend Youth Mini Grant Program funding allocations to the City Council for approval. STAFF RECOMMENDATION: Review the Youth Advisory Committee’s recommended funding allocations for the Youth Mini Grant Program, and consider recommending them to the City Council for approval in January 2022. Staff Report Attachment 1 - 2021-22 Youth Mini Grant Applications and Proposals Attachment 2 - Mini Grant Application Rating Sheet 2 December 20, 2021 Dublin Parks and Community Services Commission Agenda 3 7.2 2021 “Deck the Homes” Holiday Home Decorating Contest The Commission will review the applications for the 2021 “Deck the Homes” Holiday Home Decorating Contest and vote to select contest winners. STAFF RECOMMENDATION: Review contest applicants, select category winners, and select a grand prize winner for the 2021 “Deck the Homes” Holiday Home Decorating Contest. Staff Report Attachment 1 - 2021 Home Holiday Decorating Contest Entry Form Attachment 2 - 2021 Home Holiday Decorating Contest Flyer 8. OTHER BUSINESS Brief information only reports from the commission and/or Staff, including committee reports and reports by the commission related to meetings attended at City expense (AB1234). 9. ADJOURNMENT This AGENDA is posted in accordance with Government Code Section 54954.2(a) If requested, pursuant to Government Code Section 54953.2, this agenda shall be made available in appropriate alternative formats to persons with a disability, as required by Section 202 of the Americans with Disabilities Act of 1990 (42 U.S.C. Section 12132), and the federal rules and regulations adopted in implementation thereof. To make a request for disability-related modification or accommodation, please contact the City Clerk’s Office (925) 833 -6650 at least 72 hours in advance of the meeting. Mission The City of Dublin promotes and supports a high quality of life, ensures a safe and secure environment, fosters new opportunities, provides equity across all programs, and champions a culture of diversity and inclusion. 3 STAFF REPORT Parks and Community Services Commission Page 1 of 2 Agenda Item 3.1 DATE:December 20, 2021 TO:Honorable Chair and Commissioners FROM:La Shawn Butler, Parks & Community Services Director SUBJECT:Approval of the November 15, 2021 Parks and Community Services Commission Regular Meeting MinutesPrepared by:Robert Stone, Senior Office Assistant EXECUTIVE SUMMARY:The Commission will consider approval of the minutes of the November 15, 2021 Parks and Community Services Commission Regular Meeting. STAFF RECOMMENDATION:Approve the minutes of the November 15, 2021 Parks and Community Services Commission Regular Meeting. FINANCIAL IMPACT:None. DESCRIPTION:The Commission will consider approval of the minutes of the November 15, 2021 Parks and Community Services Commission Regular Meeting. STRATEGIC PLAN INITIATIVE:None. NOTICING REQUIREMENTS/PUBLIC OUTREACH:The Commission Agenda was posted. ATTACHMENTS: 4 Page 2 of 2 1) November 15, 2021 Parks and Community Services Commission Regular Meeting Minutes 5 MINUTES OF THE PARKS AND COMMUNITY SERVICES COMMISSION Regular Meeting: November 15, 2021 PARKS AND COMMUNITY SERVICES COMMISSION MINUTES 1 REGULAR MEETING NOVEMBER 15, 2021 Attachment 1 A Regular Meeting of the Dublin Parks and Community Services Commission was held on Monday, November 15, 2021, in the Council Chamber at the Civic Center. The meeting was called to order at 7:00 PM, by Commission Chair Matthew Giller. 1. Call to Order and Pledge of Allegiance Attendee Name Title StatusMatthew Giller Commission Chair PresentKristin Speck Vice-Chairperson PresentJoseph Washington Commissioner PresentSameer Hakim Commissioner AbsentVimal Pannala Commissioner PresentPratyush Rallapally Student Representative PresentRichard Thornbury Alternate Commissioner PresentDaniel Colley Alternate Commissioner Present 2. Oral Communications 2.1. Public CommentNone. 3. Consent Calendar 3.1.Approval of the September 20, 2021 Parks and Community Services Commission Regular Meeting MinutesThe Commission voted to approve the Consent Calendar. RESULT:APPROVED [UNANIMOUS] MOVED BY:Kristin Speck, Vice Chair SECOND:Vimal Pannala, Commissioner AYES:Alternate Colley, Giller, Pannala, Rallapally, Speck, Washington ABSENT:Hakim 4. Written Communication – None. 6 PARKS AND COMMUNITY SERVICES COMMISSION MINUTES 2 REGULAR MEETING NOVEMBER 15, 2021 5. Public Hearing – None. 6. Unfinished Business – None. 7. New Business 7.2 Establishing the Adopt-A-Bench Program This item was heard prior to 7.1 due to technical difficulties.La Shawn Butler, Parks and Community Services Director, presented the specifics of the item as outlined in the Staff Report and then invited Commissioners’ questions.Steve Minniear provided public commentThe Commission discussed the item and made comments for Staff consideration. Staff will incorporate the comments and bring the item back for consideration. 7.1 The Wave 2021 Waterpark Summer Season Wrap-UpDaniel Weber, Recreation Supervisor, presented the specifics of the item as outlined in the Staff Report. 8. Other BusinessThe Commissioners provided brief informational reports about other events and meetings attended. 9. AdjournmentThe meeting was adjourned at 8:15 p.m. ____________________________________________ Parks & Community Services Commission Chairperson ATTEST: ______________________________________ La Shawn Butler Parks and Community Services Director 7 STAFF REPORT Parks and Community Services Commission Page 1 of 2 Agenda Item 3.2 DATE:December 20, 2021 TO:Honorable Chair and Commission Members FROM:La Shawn Butler, Parks & Community Services Director SUBJECT:Public Art Proposals for Heritage Park Prepared by: Tyler Phillips, Heritage and Cultural Arts Supervisor EXECUTIVE SUMMARY: The Commission will receive a report on the two public art project proposals being recommended to the City Council by the Heritage and Cultural Arts Commission. STAFF RECOMMENDATION: Receive the report. FINANCIAL IMPACT: These projects are funded in the Fiscal Year 2020-2025 Capital Improvement Program (Project PK0222). The budget for the monumental public art piece is $275,000 and the budget for the artistic art features piece is $100,000, both funded by the Public Art Fund. There is no impact to the General Fund. DESCRIPTION: On June 1, 2021, the City Council approved the 2020-2025 Five-Year Capital Improvement Program which included public art to be installed at Heritage Park. The City anticipates installing a monumental sculpture at the northeast corner of Heritage Park (Donlon Way and Dublin Boulevard), as well as a series of artistic park features throughout the park. An artistic park feature is considered a functional piece of art or art that’s integrated into the built environment. These projects fall within the goals and guidelines of the City’s Public Art Master Plan which emphasizes highly visible artwork along major throughfares and incorporation of art into the built environment. On June 21, 2021, Staff issued two separate Requests for Qualifications (RFQs) seeking qualified artists for the projects. Interested artists submitted a portfolio and resume to be considered for 8 Page 2 of 2 invitation to develop a site-specific design proposal for each art project for Heritage Park. The deadline for the RFQs was July 23, 2021. The City received 18 responses for the monumental art project and seven responses for the artistic art features project from qualified artists. In August 2021, an ad hoc art selection committee for each project met to review the portfolios and resumes of the submitting artists. The committees selected five artists for each project and invited them to develop site-specific design proposals. The ad hoc committees reconvened in October 2021 to review the site-specific design proposals. The monumental art selection committee recommended three artists to the Heritage and Cultural Arts Commission (HCAC) for selection. The selection committee for the artistic art features made one recommendation with an alternative to the HCAC. The HCAC considered these items at its December 9, 2021 meeting and made a recommendation to the City Council. The HCAC is recommending the proposal from Brian Keith for the monumental art project. This design will consist of a series of bronze figures on an artificial rock formation which will include seating and informative signs at the corner of Donlon Way and Dublin Boulevard. The HCAC recommendation also included the addition of a fourth bronze figure to be incorporated into the artwork, in the form of a native American figure that represents the Ohlone people that were native to the Tri-Valley. The HCAC is recommending the proposal from Adan Romo for the artistic park features project. This project will consist of a series of small bronze sculptures depicting scenes of a moment in Dublin life on top of rustic Corten steel bases that are located throughout Heritage Park. The HCAC recommended this proposal with a slight modification, requesting that the scene reflecting the farmland being tilled be modified to reflect a period of time from the 1930’s and 1940’s. The full artist proposals are included as Attachment 1. As is Dublin’s practice, the proposals were reviewed by the City’s contract art conservator and City Staff. The artwork from both artists is expected to be successful upon installation, of the utmost permanence, and maintained utilizing traditional art conservation methods. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. ATTACHMENTS: 1) Design Proposals from Brian Keith and Adan Romo 9 Heritage Park Public Art (PK0222) - Monumental Art Sculpture Site Specific Design Proposal by Artist Brian Keith Attachment 1 10 Concept Design : Dublin Heritage Crossroads The use of sculpture has a way of capturing the essence of what a thousand words cannot describe. It can tell a rare, often unheard tale about an unrecognized life. Public art can also cause the footsteps of a person to slow down and ponder something of great value and meaning the way nothing else can. In considering the City of Dublin’s Monument Sculpture for the Heritage Park and Museum, I hope to convey a story of history that captures the steadfastness and perseverance of the pioneering families of Dublin. My concept designs were inspired by painters of the pioneer era such as Morgan Weistling. The storytelling of Norman Rockwell has also influenced my design by helping me to create engaging sculptures that tell a tale through expression, animated poses, and authentic clothing and time-era tools. In the design that I am submitting, I hope to have a work of art that engages the community and invites them to experience elements within the pioneering story of Dublin. The overall rock-base is placed on a concrete footprint with granite pavers that are measured in an oval of 23 feet by 17 feet. The location of this artwork is on display near the entry to the park by the sign of the Park and Museum. I have integrated an oval design that is similar to that of the stage area located near to the bank. This allows for there to be a continued landscape design element within the park and this artwork. The pavers on the footprint will be a natural stone color, with an intersecting set of green pavers that depict a set of stagecoach tracks. Being the actual location of the Crossroads, I felt this was a very important element to include within the design. Standing on top of the rock formation are three (115% life-size) figures at different elevations. A young girl(ϲϰ” tall) is feeding sheep with a large feeding bottle that depicts how younger children had responsibilities and chores during ranch life. A teenage boy(73” tallͿ has his hands on the plow as he takes a brief rest, looking at the job he has just finished. The hard work is seen on his expression that he has on his satisfied and happy face. And then a Blacksmith(ϴϰ” tallͿ holds his hammer above the anvil depicting the way a rancher would need to be strong in his abilities to forge new tools and improvise ways of reusing items throughout the property. This monument will be made of cast bronze and the foundation will be concrete and granite pavers. The sculptures for the bronze monument will be cast at Artworks Foundry in Berkeley, California, which is a premiere foundry for casting work. The timeline for the overall artwork to be sculpted, cast, and installed would place it at a November/December 2022 unveiling date. The installation of the bronze figures would require a concrete pad to be poured, and masonry work to be completed displaying the beautiful granite pavers which would be the footprint for the rockwork that the figures stand on. The rock work(plans included in proposal) would be created on a metal structure that has concrete formed around it. This plan was created by OTL who does this similar work for locations throughout the country, and much of the rockwork at the San Diego Zoo. This allows for children to sit on the bench locations within the design and to include elements embedded within the sides of the rock formation including a pick axe, a mining plate, and several items depicting the presence and influence of the Native Tribes known within the East Bay. Installation would be relatively simple and would involve on site assembly of the rocks. And then the three sculpture elements with threaded rods and industrial epoxy would be permanently installed. Maintenance would be very minimal due to the durability of bronze, requiring only a 6-8 month wash and waxing of the bronze figures. I am very honored to be considered for this important project. It is my intention to create a monument that will commemorate the legacy of pioneering families of Dublin, the City’s unique pioneering heritage, and the history of this particular Crossroads location. I look forward to working with you to ensure that my efforts are as meaningful as possible and reflects the values and hopes for this monument. Attachment 1 11 Attachment 1 12 Attachment 1 13 Attachment 1 14 Attachment 1 15 Attachment 1 16 12'-0" 16'-8"18'-0"23'-3"Bench area652'-8" 1'-6"Flexible landscape edging2Angular crushed stonePavers (granite or concrete,TBD) on mortar bed on slabArtificial rock sculpture baseBench areaBench areaFlexible landscape edgingAngular crushed stone6" thick reinforced concreteslab, #4 bars 12" O.C.E.W.Pavers cut to fit aroundartificial rockRockwork core; geofoam,gravel, or concreteArtificial rockwork shell;shotcrete or pumped concrete,#3 bars 12" O.C.E.W. 4" min.thicknessArtificial rockwork carve coat.Thickness varies, 2"-6"Bench areaFinal height +- 4"TBD by Artist6" thick reinforced concreteslab, #4 bars 12" O.C.E.W.Pavers on setting bed2" thick concrete stripGreen granite "path" accentpieces; 3cm, 4x16Geotextile fabricGeotextile fabricAngular crushed stone4" thick concrete stripGreen granite "path" accentpieces; 3cm, 4x16343'-0"3'-0"Green granite "path" accentpieces; 3cm, 4x16Untitled SculptureBrian Keith - ArtistSculpture BaseScale: 3/4" =1'-0"Sculpture Base Plan110/14/2021Scale: 3/4" =1'-0"Sculpture Base Section2Scale: 3/4" =1'-0"Sculpture Base Elevation5Scale: 3/4" =1'-0"Sculpture Base Elevation6Not to ScaleSculpture Base Perspective7Not to ScaleSculpture Base Rendering8Note: Finish texture & color to matchexample photos supplied by ArtistNotes:The rockwork shown is a geometric simplificationmeant to establish scale, proportions, and generalconcept. Final rockwork to be carved and textured ina realistic manner, to match reference photossupplied by the ArtistFlat areas for sculpture installation to matchmaquette by ArtistScale: 3/4" =1'-0"Section Detail3Scale: 3/4" =1'-0"Section Detail4Attachment 117 Attachment 1 18 Attachment 1 19 Attachment 1 20 Attachment 1 21 Attachment 1 22 Attachment 1 23 MAINTANENCE - The bronze ﬁgures and corten steel pedestals will need little to no maintenance - aside from cleaning every 2 years. FABRICATION + INSTALLATION - Fabrication and installation of the artwork will be completed by Artworks Foundry 729 Heinz Ave #10 Berkeley, CA 94710 (510) 644-2735 Tipping Structural Engineers 1906 Shattuck Ave Berkeley, CA 94704 (510) 549-1906 The sculptures with pedestals will delivered by large truck and will be anchored into a reinforced concrete base. Attachment 1 24 Heritage Park Public Art (PK0222) - Artistic Art Features Site Specific Design Proposal by Artist Adan Romo Attachment 1 25 The Heritage Park site represents a special place where people from all over the world, from different backgrounds and traditions, gathered at various points during this land’s history to gather, work, raise families and build the community that thrives today in the City of Dublin. This rich history is difficult to represent and celebrate in one singular piece. Here at Romo Studios we took on this challenge by proposing six different small sculptures placed around the park. Walking around the park we realized that there are several historic large buildings- the Kolb house, the Hay barn, the Old St. Ramon church and Murray school- but it was hard to imagine what life was like back in Dublin’s rich history. Our minds wondered and envisioned the original Native tribes that lived here and what their daily life looked like. Or how farming was done prior to engines and tractors. What it was like for the blacksmith that worked here and his working conditions. Or visiting Murray school we wondered how it was possible for children to attend a school with only a single room. With so many thoughts about the past, we thought a fun and creative way to bring scenes of past life was to propose making several small sculptures that were snapshots of what people did here. These small scenes will be ideal for children who, like us, often times wonder what the past was like. These small scale scenes will entice adults as well - who can resist miniature scenes of activity. Many of the people depicted in these small scene celebrate the many men and women who came here - famous and not so famous - from all over the world to contribute to the building of the city. The Native American tribes of the Seunen, Souyen and the Pelnen will be depicted in a small bronze sculpture with a creek and waterway that once existed here in Dublin where local tribes would gather ﬁsh, food, acorns and plants for making baskets. The sculpture of the small Murray school celebrates the educators and children - past and present - who through education have contributed to the city’s growth and success. The farmland being tilled represents all the farmers in the region who have labored to feed a growing city. The blacksmith scene depict highlights the industries that existed here at this site - a blacksmith shop and a wheel wagon fabrication shop. Needless to say these two crafts contributed to the growth of the city of Dublin as it emerged from a being a small town to a thriving city. Scattered around the park, visitors will walk around in search of these small bronze works. Each scene will be made of bronze and each depict a moment in life that took place here at Heritage Park. The sculptures will be mounted to a corten steel pedestal that will be anchored to concrete foundations. The corten steel bases will look rusty and match the rusty look of hinges and farm equipment that currently exists in the park. Each work - bronze sculpture on its pedestal - will be around 32” high. At the base of each pedestal we propose the placement of a large stone, much like the ones found in the Heritage Park landscape, where children can stand and take a peek into these tiny little worlds. On the side of each pedestal will be a plaque welded ﬁrmly with information about the scenes and the Dublin history it depicts. Attachment 1 26 CITY OF DUBLIN HERITAGE PARK ARTISTIC FEATURES PROPOSAL Attachment 1 27 PROPOSED LOCATION - 6 DIFFERENT LOCATIONS THROUGHOUT HERITAGE PARK . Attachment 1 28 BLACKSMITH SHOP THIS SCULPTURE CELEBRATE THE INDUSTRIES THAT TOOK PLACE AT THE SITE OF HERITAGE PARK - A BLACKSMITH SHOP AND WAGON WHELL FABRICATION - BOTH PAID A VITAL ROLL IN HELPING BUILD THE CITY. Attachment 1 29 Attachment 1 30 EARLY OHLONE SETTLERS THESE FLIUD FORMS REPRESENT THE SMALL CREEK AND WATERWAYS THAT ONCE RESIDED HERE AT HERITAGE PARK AND WHERE NATIVE TRIBES COLLECTED FOOD, ACORNS AND PARTICULAR PLANT LIFE TO WEAVE BASKETS. THE SEUNEN, SOUYEN AND PELNEN TRIBES Attachment 1 31 Attachment 1 32 DUBLIN PIONEER CEMETERY Attachment 1 33 Attachment 1 34 DUBLIN FARMERS FARM FIELDS BEING PLOWED, CELEBRATING THE ACRES OF FARMLAND THAT MADE UP LARGE AREAS OF DUBLIN AND PROVIDED THE FOOD NECESSARY FOR A GROWING CITY. Attachment 1 35 Attachment 1 36 GOLD MINERS AND GOLD SETTLERS THIS SCULPTURE REPRESENTS THE AREAS HISTORY OF PROVIDING HOUSING AND SUPPLIES FOR GOLD MINERS AS WELL AS JOSE AMADOR, MICHAEL MURRAY, JEREMIAH FALLON AND JAMES DOUGHERTY. Attachment 1 37 Attachment 1 38 MURRAY SCHOOL HOUSE MURRAY SCHOOL HOUSE HELPED EDUCATED GENERATIONS OF EARLY CITIZENS OF DUBLIN AND WAS A FOUNDATION FOR HELPING BUILD THE CIOTY. Attachment 1 39 Attachment 1 40 CHILDREN INTERACTING WITH ARTWORK Attachment 1 41 Dublin Heritage Park Artistic Pieces Itemized Budget Fees & Expenses: Artist Fees 15,000 Studios Expenses 1,900 Rental Equipment 600 Subcontractors 1,800 Travel 1,500 Storage 0 Insurance & Professional Fees: Engineering Fees/CAD Mod 500 Artwork Insurance 1,500 General Liability 1,500 Automotive Liability 1,400 Legal Fees 1,500 Photography & Documentation: Photography of work in progress 350 On-site documentation of work 350 Fabrication: Wax Cast 6,000 Bronze Cast of Figures /Reliefs 18,500 Welding and Patina 1,500 Metal Box Fabrication 12,500. Site Prep - Installation: Concrete base - stones 15,000 Transport Art to Dublin 2,000 Travel Expenses for Install Team. 800 Installation/ Crane 4,400 Contingency:(10%) 8910 ____________ Total $98,010 Attachment 1 42 Attachment 1 43 STAFF REPORT Parks and Community Services Commission Page 1 of 3 Agenda Item 6.1 DATE:December 20, 2021 TO:Honorable Chair and Commissioners FROM:La Shawn Butler, Parks & Community Services Director SUBJECT:Establishment of the Adopt-A-Bench ProgramPrepared by:Bridget Amaya,Assistant Parks and Community ServicesDirector EXECUTIVE SUMMARY:The Parks and Community Services Commission will consider recommending the new Adopt-A-Bench Program to the City Council for approval. STAFF RECOMMENDATION:Recommend the Adopt-A-Bench Program to the City Council for approval. FINANCIAL IMPACT:Should the Adopt-A-Bench Program be approved by the City Council, fees would be included in the next Master Fee Schedule update and the budget would be amended to reflect estimated costs and fee revenue. DESCRIPTION: On November 15, 2021 the Parks and Community Services Commission received a report on the Adopt-A-Bench program, made general inquiries, and provided feedback. The Adopt -A-Bench program is designed to allow the public to honor special people or events in their lives and provide long-lasting beautification to Dublin parks. Through the program, any individual, family, business, or community group can “adopt” a park bench by placing on it apersonal message on an engraved plaque. A donor would choose from one of two options, with City-specified bench designs, as follows: o Adopt an Existing Bench – Donation Level: $1,500 – Includes a customized plaque to be installed on an existing park bench within a City of Dublin park. o Donate a New Bench – Donation Level: $2,500 – Includes a brand-new park bench to be installed, along with a customized plaque, in a City of Dublin park. The cost includes 44 Page 2 of 3 procurement and installation of the bench and plaque and if possible, consideration would be given to replacing an existing, aging bench.The Commission commented on the costs of the benches for donors, as well as the maintenance period of the purchased bench. Upon research of other cities in the area, Staff found the following:Table 1: Adopt-A-Bench ResearchCity/Org New Bench Cost Existing Bench Cost Maintenance PeriodPalo Alto $2,500 $1,500 10 yearsLA City Parks $10,000 $1,500 10 years, replace onceSanta Cruz Regular view -$2,600Ocean view -$5,000 10 years Napa Park -$827 (does not include plaque);Downtown -$1,269 (does not include plaque)East Bay Regional $2,500 10 yearsAlamedaIronwood Bench -$1,750Concrete Bench -$1,500Richmond$3,500 10 yearsSan Jose $5,000San Mateo $2,500 5 yearsUpon review of maintenance procedures of other cities in the area, Staff recommends that the maintenance of all benches be the responsibility of the City of Dublin to include graffiti removal, sanding/staining, and periodic cleaning. There will be a ten-year guarantee of maintenance and plaque replacement. The bench will be kept in place beyond the 10-year period for as long as it is serviceable. When a bench is no longer serviceable, applicants will be advised and given the opportunity to purchase a new bench under the terms and conditions then in effect. If it is not renewed, then the commemorative bench may be rededicated by a new donor. Staff also considered adding a historical aspect to the Adopt-A-Bench Program and recommends that agencies, groups, or organizations wishing to include Dublin’s history within the City’s park system adopt a bench via the organization and include historical facts for the plaque, which would then be verified before approval. Upon recommendation by the Commission and approval by the City Council, Staff will design an application for the Adopt-A-Bench Program and begin publicizing it via the typical City media. STRATEGIC PLAN INITIATIVE:None. NOTICING REQUIREMENTS/PUBLIC OUTREACH: 45 Page 3 of 3 The Commission Agenda was posted. ATTACHMENTS:None. 46 STAFF REPORT Parks & Community Services Commission Page 1 of 2 Agenda Item 7.1 DATE:December 20, 2021 TO:Honorable Chair and Commissioners FROM:La Shawn Butler, Parks & Community Services Director SUBJECT:Youth Mini Grant Funding RecommendationsPrepared by:Liz Elliott, Recreation Supervisor EXECUTIVE SUMMARY:The Commission will recommend Youth Mini Grant Program funding allocations to the City Council for approval. STAFF RECOMMENDATION:Review the Youth Advisory Committee’s recommended funding allocations for the Youth Mini Grant Program and recommend them to the City Council for approval in January 2022. FINANCIAL IMPACT:The City of Dublin Youth Mini Grant Program is supported by the General Fund in the amount of $2,500 for Fiscal Year 2021-22. DESCRIPTION:The Youth Advisory Committee (YAC) established the Mini Grant Program in Fiscal Year 2012-13 to support youth organizations that offer programs for middle and high school students other than those offered by the Parks and Community Services Department. Each year, Dublin-based youth organizations/clubs have an opportunity to apply for grant funding to assist them in offering activities to the community including performing arts, sports, multicultural awareness, health awareness, or other activities that support projects or programs benefiting Dublin youth. Funding is recommended annually by the YAC and awarded by the City Council to organizations/clubs that best meet the needs of Dublin youth. At the November 17, 2021 Special Meeting the YAC heard five-minute presentations from thefollowing qualified applicants, all of whom submitted applications by the deadline (Attachment 1): 1. Dublin High School Chess Club2. Gardeners of the Galaxy 3. Helping Hands for All 47 Page 2 of 2 4. Teens Unite for Education 5. Youth Coding Workshops (YCW) At the completion of the presentations, the YAC scored the presentations utilizing the rating sheet (Attachment 2), deliberated, rated applicant presentations, and recommended the following funding awards: 1. Dublin High School Chess Club - $4252. Gardeners of the Galaxy - $7003. Helping Hands for All - $754. Teens Unite for Education - $3005. Youth Coding Workshops (YCW) - $1,000Total - $2,500Funding recommendations will be presented to the City Council at the January 11, 2022 Regular Meeting. Upon City Council approval, awarded grantees will be notified by January 21, 2022 of their success and award amount.Upon completion of their projects, grant recipients will complete a brief project report to describe how the funds were used and the number of youths impacted. Grantees are encouraged to provide photos, testimonials, and flyers used to promote their project. Those who do not submit a report as requested may not be considered for future Youth Mini Grants. Project reports will be delivered at the YAC Regular Meeting on April 27, 2022. STRATEGIC PLAN INITIATIVE:None. NOTICING REQUIREMENTS/PUBLIC OUTREACH:The Committee Agenda was posted. ATTACHMENTS:1) 2021-22 Youth Mini Grant Applications and Proposals2) Mini Grant Application Rating Sheet 48 10/19/21, 12:21 PM https://dublin.ca.gov/Admin/FormCenter/Submissions/Print/4524 https://dublin.ca.gov/Admin/FormCenter/Submissions/Print/4524 1/3 Print Youth Advisory Committee - Youth Mini Grant Request for Proposals General Information: A. Qualifications: 1. Youth benefiting from or involved with the project must include at least 75% Dublin residents who are of middle or high school age. 2. Organization/Club must have an adult sponsor. 3. Organization/Club must be based within the City of Dublin. B. Proposal: The proposal must be no longer than two-and-a-half pages, double-spaced. The proposal should include the following: 1. A brief description of your organization. 2. Describe the project and how it will benefit Dublin youth. 3. Describe what and how the funds/grant will be used. 4. Explain what proof will be given to the Youth Advisory Committee that funds were used as proposed. 5. Should a grant have been awarded in the past to the same organization, a brief review of how the money was spent and how it benefitted the group needs to be highlighted in this year's presentation. C. Submission: The application and proposal will be accepted beginning Wednesday, September 1, 2021 at 8:00 a.m., through Friday, October 1, 2021 at 11:59 p.m. *Please note: Early applications are encouraged. Applications will be disqualified if not received by the deadline and/or the qualifications/proposal do not meet the criteria. Two ways to submit an application and proposal: 1. Email application packet to: Liz Elliott 2. Submit the application packet in-person at the Shannon Community Center; Attention: Liz Elliott, 11600 Shannon Avenue, Dublin, CA 94568. D. Presentation (limited to five minutes) Selected applicants will be notified on Friday, October 29, 2021 to present their proposal at the Youth Advisory Committee Special Meeting on Wednesday, November 17, 2021, at 7:00 p.m. at The Dublin Senior Center. A youth member or members, along with the adult sponsor of the organization or club, must conduct the presentation. City of Dublin Youth Advisory Committee - 2021 Youth Mini Grant Application - Submission #4524 Date Submitted: 9/29/2021 Attachment 1 49 10/19/21, 12:21 PM https://dublin.ca.gov/Admin/FormCenter/Submissions/Print/4524 https://dublin.ca.gov/Admin/FormCenter/Submissions/Print/4524 2/3 Name of Organization/Club:* Address1* City*State*Zip* Phone:* Primary Contact Person (Name & Title):* Phone:*Email:* Adult Sponsor (Name & Title):* Phone: *Email:* Amount Requesting:*Number of People in Organization:* Percent of Dublin Youth Participants:* Yes No Did the Youth Organization/Club receive grant funding in the past?* Teens Unite For Education Dublin CA 94568 Saiesha Goel (Secretary) Bhavna Goel (Adult Supervisor) $500 20+ 100% 50 10/19/21, 12:21 PM https://dublin.ca.gov/Admin/FormCenter/Submissions/Print/4524 https://dublin.ca.gov/Admin/FormCenter/Submissions/Print/4524 3/3 If yes, please explain how the funding from the Youth Mini Grants was used; if the goals were met; and the impact on the program. I have reviewed the proposal, and to the best of my knowledge, the funds requested from the City of Dublin will be used to provide the services described in this Request for Proposal. I also attest that the above-named organization/club have not received a grant from the City of Dublin within the past year. Adult Sponsor's Acknowledgement *Date: * Our organization, in the past, has received varying amounts of money through this grant. Every year we have spent this money on providing over 80 students with backpacks filled with school supplies. One year, with the additional money we received, we hosted a nutrition education program to help educate the public on the importance of nutrition and leading a healthy lifestyle. Bhavna Goel 09/29/2021 51 Teens Unite For Education Mini Grant Proposal Dear Youth Advisory Committee Members, My name is Saiesha Goel and I am the secretary of the Teens Unite For Education club founded in 2017 at Dublin High School. The members of our club are all students at Dublin High School from different grades that are united by our mission to decrease the education gap experienced by low-income families in Dublin. Our aim for this year is to provide backpacks and school supplies to underprivileged preschool students at a school called Kidango in Dublin. Many people believe that those living in Dublin are financially well off, but this might not be the case for everyone. We would like to help families that might not be able to afford school supplies for their children by donating backpacks and school supplies (notebooks, writing utensils, erasers, rulers, etc.) to thrive throughout the year. In the past years we have donated more than $200 to a nonprofit organization with similar goals to our club called Yours Humanly. We all want to provide support for these kids. Students attending Kidango don’t have the financial support nor the privilege to annually purchase new school supplies. We want to make their lives easier by focusing on making their futures stable by relieving some of their tensions. Our organization, in the past, has received varying amounts of money through this grant. Every year we have spent this money on providing over 80 students with backpacks filled with school supplies. We have also provided proof as to what the money was spent on. One year, with the additional money we received, we hosted a nutrition education program to help educate the public on the importance of nutrition and leading a healthy lifestyle. In order to ensure that we are giving students what they need, on top of the $500 we hope to receive from this grant, we will continue fundraising throughout the year. We will be partnering with many teen hotspots, such as various restaurants, to raise a portion of the money 52 to give back to the students in this community. Our main goal is to assist fellow residents in Dublin and provide some missing resources to lower-income families. If we are granted with the funds we are requesting, we will provide receipts of proof for all the supplies we have bought. We will also include pictures of the event where we will be handing out the backpacks with the supplies in it. Thank you so much for your time and consideration. 53 10/19/21, 12:21 PM https://dublin.ca.gov/Admin/FormCenter/Submissions/Print/4525 https://dublin.ca.gov/Admin/FormCenter/Submissions/Print/4525 1/3 Print Youth Advisory Committee - Youth Mini Grant Request for Proposals General Information: A. Qualifications: 1. Youth benefiting from or involved with the project must include at least 75% Dublin residents who are of middle or high school age. 2. Organization/Club must have an adult sponsor. 3. Organization/Club must be based within the City of Dublin. B. Proposal: The proposal must be no longer than two-and-a-half pages, double-spaced. The proposal should include the following: 1. A brief description of your organization. 2. Describe the project and how it will benefit Dublin youth. 3. Describe what and how the funds/grant will be used. 4. Explain what proof will be given to the Youth Advisory Committee that funds were used as proposed. 5. Should a grant have been awarded in the past to the same organization, a brief review of how the money was spent and how it benefitted the group needs to be highlighted in this year's presentation. C. Submission: The application and proposal will be accepted beginning Wednesday, September 1, 2021 at 8:00 a.m., through Friday, October 1, 2021 at 11:59 p.m. *Please note: Early applications are encouraged. Applications will be disqualified if not received by the deadline and/or the qualifications/proposal do not meet the criteria. Two ways to submit an application and proposal: 1. Email application packet to: Liz Elliott 2. Submit the application packet in-person at the Shannon Community Center; Attention: Liz Elliott, 11600 Shannon Avenue, Dublin, CA 94568. D. Presentation (limited to five minutes) Selected applicants will be notified on Friday, October 29, 2021 to present their proposal at the Youth Advisory Committee Special Meeting on Wednesday, November 17, 2021, at 7:00 p.m. at The Dublin Senior Center. A youth member or members, along with the adult sponsor of the organization or club, must conduct the presentation. City of Dublin Youth Advisory Committee - 2021 Youth Mini Grant Application - Submission #4525 Date Submitted: 9/29/2021 54 10/19/21, 12:21 PM https://dublin.ca.gov/Admin/FormCenter/Submissions/Print/4525 https://dublin.ca.gov/Admin/FormCenter/Submissions/Print/4525 2/3 Name of Organization/Club:* Address1* City*State*Zip* Phone:* Primary Contact Person (Name & Title):* Phone:*Email:* Adult Sponsor (Name & Title):* Phone: *Email:* Amount Requesting:*Number of People in Organization:* Percent of Dublin Youth Participants:* Yes No Did the Youth Organization/Club receive grant funding in the past?* Gardeners of the Galaxy Dublin CA 94568 Arjun Karur-Parekh l Frank Castro, Child Nutrition DIrector, DUSD 1500 20 100% 55 10/19/21, 12:21 PM https://dublin.ca.gov/Admin/FormCenter/Submissions/Print/4525 https://dublin.ca.gov/Admin/FormCenter/Submissions/Print/4525 3/3 If yes, please explain how the funding from the Youth Mini Grants was used; if the goals were met; and the impact on the program. I have reviewed the proposal, and to the best of my knowledge, the funds requested from the City of Dublin will be used to provide the services described in this Request for Proposal. I also attest that the above-named organization/club have not received a grant from the City of Dublin within the past year. Adult Sponsor's Acknowledgement *Date: * We were proud to receive our first grant of $480 from the City of Dublin in 2020 . We used those funds to donate over 85 trays of microgreens and gave away over 500 sunflower seedlings during the food drive for people to grow in their backyards! Those salad greens were used to enhance the nutritional value of chicken and vegetarian wraps which fed more than 950 families throughout DUSD! We additionally donated 25 trays of salad greens to Tri Valley Haven food pantry in Livermore. Frank Castro 9/29/21 56 Sent: Wednesday, September 29, 2021 9:00 PM Subject: Youth Grant Application Hi Ms. Elliott, It is with pleasure and enthusiasm that I submit my proposal again this year for the Dublin youth grant. My name is Arjun Karur-Parekh and I am a sophomore at Dublin High school . I have been gardening since I was in 5th grade and have started an organization called the“Gardeners of the Galaxy '' . Our goal is to grow and donate healthy food options to the students of Dublin Unified School District, Tri Valley Food Pantry and anyone else in need. As the COVID-19 pandemic continues to evolve , the need for fresh, healthy, affordable food remains constant and ever present. Last school year, with the aid of the youth grant, our club had the pleasure of contributing towards that need by donating over 60 trays of sunflower microgreens to DUSD. With students back in school, the need for fresh affordable options is even higher this year and our group hopes to continue our efforts with the aid of another grant. Our club will be primarily focusing on growing microgreens. It will consist of 5-15 students who will be growing and delivering them to the DUSD school kitchens. The addition of microgreens to the menu will enhance the nutritional value because of their dense concentration of vitamins and minerals. Our goal is to grow between 7 and 10 lbs of microgreens per week. To meet all the safety standards, we have obtained a community producer license from the Alameda County of Environmental services. Mr. Frank Castro, the director of nutritional services is our sponsor from the school district and has been an excellent supporter. If we wish to sustain this project, funding is crucial and will be used to buy trays, soil, and seeds. The cost of growing 1 tray is about $ 57 4.50 which can yield upto 16 servings! By collaborating with local businesses, we hope to reduce the cost even further by bulk purchasing. To prove that the funds are used as proposed, pictures will be sent at certain milestones and accurate bookkeeping will be initiated, ie. pictures taken at each delivery, weighing of product every harvest, accurate databases and treasury logs. Additionally, a website with all information regarding the project will be created to get additional funding and attention to our group. We were proud to receive our first grant of $480 from the City of Dublin in 2020 . We used those funds to donate over 85 trays of microgreens and gave away over 500 sunflower seedlings during the food drive for people to grow in their backyards! Those salad greens were used to enhance the nutritional value of chicken and vegetarian wraps which fed more than 950 families throughout DUSD! We additionally donated 25 trays of salad greens to Tri Valley Haven food pantry in Livermore. We sincerely hope to continue our efforts and secure your support with this grant , so we can grow and support those in need. The Covid-19 pandemic has taken a toll on all of us and with creative ideas and working together, we can make it better for everyone. Thank you again for supporting us and we look forward to hearing back from you. CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe. 58 10/19/21, 12:20 PM https://dublin.ca.gov/Admin/FormCenter/Submissions/Print/4526 https://dublin.ca.gov/Admin/FormCenter/Submissions/Print/4526 1/3 Print Youth Advisory Committee - Youth Mini Grant Request for Proposals General Information: A. Qualifications: 1. Youth benefiting from or involved with the project must include at least 75% Dublin residents who are of middle or high school age. 2. Organization/Club must have an adult sponsor. 3. Organization/Club must be based within the City of Dublin. B. Proposal: The proposal must be no longer than two-and-a-half pages, double-spaced. The proposal should include the following: 1. A brief description of your organization. 2. Describe the project and how it will benefit Dublin youth. 3. Describe what and how the funds/grant will be used. 4. Explain what proof will be given to the Youth Advisory Committee that funds were used as proposed. 5. Should a grant have been awarded in the past to the same organization, a brief review of how the money was spent and how it benefitted the group needs to be highlighted in this year's presentation. C. Submission: The application and proposal will be accepted beginning Wednesday, September 1, 2021 at 8:00 a.m., through Friday, October 1, 2021 at 11:59 p.m. *Please note: Early applications are encouraged. Applications will be disqualified if not received by the deadline and/or the qualifications/proposal do not meet the criteria. Two ways to submit an application and proposal: 1. Email application packet to: Liz Elliott 2. Submit the application packet in-person at the Shannon Community Center; Attention: Liz Elliott, 11600 Shannon Avenue, Dublin, CA 94568. D. Presentation (limited to five minutes) Selected applicants will be notified on Friday, October 29, 2021 to present their proposal at the Youth Advisory Committee Special Meeting on Wednesday, November 17, 2021, at 7:00 p.m. at The Dublin Senior Center. A youth member or members, along with the adult sponsor of the organization or club, must conduct the presentation. City of Dublin Youth Advisory Committee - 2021 Youth Mini Grant Application - Submission #4526 Date Submitted: 9/30/2021 59 10/19/21, 12:20 PM https://dublin.ca.gov/Admin/FormCenter/Submissions/Print/4526 https://dublin.ca.gov/Admin/FormCenter/Submissions/Print/4526 2/3 Name of Organization/Club:* Address1* City*State*Zip* Phone:* Primary Contact Person (Name & Title):* Phone:*Email:* Adult Sponsor (Name & Title):* Phone: *Email:* Amount Requesting:* Number of People in Organization:* Percent of Dublin Youth Participants:* Yes No Did the Youth Organization/Club receive grant funding in the past?* Dublin High Chess Club Dublin California 94568 Rohil Khare Eric Lai 10 clocks x 20 dollars = 200 dollars; 20 boards x 15 dollars = 300 dollars; 500 dollars total. 73 100 60 61 The Dublin High School Chess Club is a club sponsored by PFSO. Pre-Covid, our club met weekly at lunch and averaged about 20 to 30 members. Our club supports all types of chess players as we have members that are new to chess as well as nationally ranked players. During the pandemic, the club continued to meet weekly through both Zoom and Discord. To give some statistics regarding our accomplishments, our club placed 11th at the National High School Championships in May of 2021 and was the undefeated runner-up at the 2021 US Amateur West Scholastic. In the coming years, our chess team has the potential to place top 5 in the country if we continue playing the way we are. The Dublin Chess Club is on the rise this year and is planning to have a significant increase in the number of members. We want to make sure that everybody has the opportunity to play, and for that, we need to invest in chess boards, chess pieces, and clocks. In previous years, due to a lack of funding, there may not have been enough boards and clocks for players, meaning that they wouldn’t be able to play. This year, we don’t want that to happen because we want everybody to enjoy their time in our club and leave happy. Additionally, this year our club is planning on starting chess clubs at the middle schools in our area, specifically Wells and Cottonwood, in addition to the coaching we already help provide at Fallon Middle School. By providing chess coaching at Wells, we hope to help solve traditional “east versus west” equity issues. Regarding Cottonwood, we want to make them more involved as far as middle schools go as they are the newest school in Dublin. In order to essentially support two new chess clubs, we need more boards, pieces, and clocks so that everybody will be able to learn and play. Regarding proof of fund spending, our club will keep a digital log of all the money we spend. We plan to include the items bought, money spent, date of purchase, and copies of receipts on this log. Our club has past experience with creating and updating budget logs and 62 managing up to $500. We are certain that we will be able to keep a well-maintained budget log that is updated shortly after each purchase. Additionally, we plan to forward our digital log to the Youth Advisory Committee upon request. 63 10/19/21, 12:21 PM https://dublin.ca.gov/Admin/FormCenter/Submissions/Print/4527 https://dublin.ca.gov/Admin/FormCenter/Submissions/Print/4527 1/3 Print Youth Advisory Committee - Youth Mini Grant Request for Proposals General Information: A. Qualifications: 1. Youth benefiting from or involved with the project must include at least 75% Dublin residents who are of middle or high school age. 2. Organization/Club must have an adult sponsor. 3. Organization/Club must be based within the City of Dublin. B. Proposal: The proposal must be no longer than two-and-a-half pages, double-spaced. The proposal should include the following: 1. A brief description of your organization. 2. Describe the project and how it will benefit Dublin youth. 3. Describe what and how the funds/grant will be used. 4. Explain what proof will be given to the Youth Advisory Committee that funds were used as proposed. 5. Should a grant have been awarded in the past to the same organization, a brief review of how the money was spent and how it benefitted the group needs to be highlighted in this year's presentation. C. Submission: The application and proposal will be accepted beginning Wednesday, September 1, 2021 at 8:00 a.m., through Friday, October 1, 2021 at 11:59 p.m. *Please note: Early applications are encouraged. Applications will be disqualified if not received by the deadline and/or the qualifications/proposal do not meet the criteria. Two ways to submit an application and proposal: 1. Email application packet to: Liz Elliott 2. Submit the application packet in-person at the Shannon Community Center; Attention: Liz Elliott, 11600 Shannon Avenue, Dublin, CA 94568. D. Presentation (limited to five minutes) Selected applicants will be notified on Friday, October 29, 2021 to present their proposal at the Youth Advisory Committee Special Meeting on Wednesday, November 17, 2021, at 7:00 p.m. at The Dublin Senior Center. A youth member or members, along with the adult sponsor of the organization or club, must conduct the presentation. City of Dublin Youth Advisory Committee - 2021 Youth Mini Grant Application - Submission #4527 Date Submitted: 10/1/2021 64 10/19/21, 12:21 PM https://dublin.ca.gov/Admin/FormCenter/Submissions/Print/4527 https://dublin.ca.gov/Admin/FormCenter/Submissions/Print/4527 2/3 Name of Organization/Club:* Address1* City*State*Zip* Phone:* Primary Contact Person (Name & Title):* Phone:*Email:* Adult Sponsor (Name & Title):* Phone: *Email:* Amount Requesting:*Number of People in Organization:* Percent of Dublin Youth Participants:* Yes No Did the Youth Organization/Club receive grant funding in the past?* Helping Hands For All Dublin CA 94568 Amatullah Omar President of Helping Hands for All Tim Pale Club Mentor $150 16 75% 65 66 Helping Hands For All is a kid ran charity organization that my siblings and I started about 7 years ago. Originally the projects we conducted through Helping Hands involved friends and family, however, as we started to recognize the impact we had on the communities we donated to and the communities we involved in the collection process, we realized putting Helping Hands projects on a larger platform would have a greater impact on those donating and those receiving the donations. As a result, we brought Helping Hands to our school, Quarry Lane, in the form of a club. Our goal is to aid underprivileged communities while educating and providing a foundation for the youth to make a significant impact on society. The current Helping Hands For All project is a school supplies drive, all donations will go to Schoolhouse Supplies. The Dublin youth are involved in our projects from the start, as a club we research organizations, create flyers and presentations, hold school-wide assemblies to spread awareness, and share our projects with the surrounding communities. Our projects educate the Dublin youth about the importance of aiding underprivileged communities and allow the Dublin youth to see the impact they have on those communities firsthand. The funds will be used to buy donation items: pencils, pens, crayons, markers, highlighters, rulers, and glue sticks. Helping Hands For All will provide the Youth Advisory Committee with receipts from all the purchases along with pictures of the items purchased and progress updates of the project. 67 10/20/21, 4:13 PM https://dublin.ca.gov/Admin/FormCenter/Submissions/Print/4528 https://dublin.ca.gov/Admin/FormCenter/Submissions/Print/4528 1/3 Print Youth Advisory Committee - Youth Mini Grant Request for Proposals General Information: A. Qualifications: 1. Youth benefiting from or involved with the project must include at least 75% Dublin residents who are of middle or high school age. 2. Organization/Club must have an adult sponsor. 3. Organization/Club must be based within the City of Dublin. B. Proposal: The proposal must be no longer than two-and-a-half pages, double-spaced. The proposal should include the following: 1. A brief description of your organization. 2. Describe the project and how it will benefit Dublin youth. 3. Describe what and how the funds/grant will be used. 4. Explain what proof will be given to the Youth Advisory Committee that funds were used as proposed. 5. Should a grant have been awarded in the past to the same organization, a brief review of how the money was spent and how it benefitted the group needs to be highlighted in this year's presentation. C. Submission: The application and proposal will be accepted beginning Wednesday, September 1, 2021 at 8:00 a.m., through Friday, October 1, 2021 at 11:59 p.m. *Please note: Early applications are encouraged. Applications will be disqualified if not received by the deadline and/or the qualifications/proposal do not meet the criteria. Two ways to submit an application and proposal: 1. Email application packet to: Liz Elliott 2. Submit the application packet in-person at the Shannon Community Center; Attention: Liz Elliott, 11600 Shannon Avenue, Dublin, CA 94568. D. Presentation (limited to five minutes) Selected applicants will be notified on Friday, October 29, 2021 to present their proposal at the Youth Advisory Committee Special Meeting on Wednesday, November 17, 2021, at 7:00 p.m. at The Dublin Senior Center. A youth member or members, along with the adult sponsor of the organization or club, must conduct the presentation. City of Dublin Youth Advisory Committee - 2021 Youth Mini Grant Application - Submission #4528 Date Submitted: 10/1/2021 68 10/20/21, 4:13 PM https://dublin.ca.gov/Admin/FormCenter/Submissions/Print/4528 https://dublin.ca.gov/Admin/FormCenter/Submissions/Print/4528 2/3 Name of Organization/Club:* Address1* City*State*Zip* Phone:* Primary Contact Person (Name & Title):* Phone:*Email:* Adult Sponsor (Name & Title):* Phone: *Email:* Amount Requesting:*Number of People in Organization:* Percent of Dublin Youth Participants:* Yes No Did the Youth Organization/Club receive grant funding in the past?* Youth Coding Workshops Dublin California 94568 Harun Momin Aruna Mysore $2,000 30 staff, 100 students 95% 69 70 Youth Mini Grant Request for Proposals - Youth Coding Workshops a) Brief Description of YCW: Youth Coding Workshops, or YCW, is a Dublin-based organization working to provide programming literacy to middle school students in the Tri-Valley. At YCW, we provide workshop-based classes every weekend to students interested in programming, completely free of charge. We have also partnered and established branches at all three middle schools within Dublin (Fallon, Wells, and Cottonwood). Each one of these branches meets weekly for semester long courses in order to cultivate their programming skills. b) Describe YCW and how it benefits Dublin youth At each one of our YCW branches at each middle school in Dublin, we have made it our goal to make sure each and every single student learns the programming fundamentals necessary for the future of our society. At YCW, we started this organization as a result of the lack of advanced programming courses within middle schools. Many students are forced to learn on their own, many losing interest without the required motivation to learn programming. With YCW, we aimed to help Dublin youth reinstate the motivation that is required to learn programming. We, alongside each student, work to create a community where learning coding is possible. c) Describe what and how the funds/grants will be used Each year, YCW hosts numerous competitions and events in order to keep the community within the main branch and the middle school branches engaged and motivated to learn. In order to grow YCW and the community, we would like to shift to larger-scale hackathons and in-person events to gain a larger presence in Dublin. In order to do this, we would like ~$2000 in funds so that we can fund large-scale competitions with exciting prizes and on-site venues. In addition, 71 the funds would also be implemented with sustaining numerous websites for YCW that are created in order to help add to the theme of each large scale event. d) Proof for funds being used as proposed As for proof, YCW will make sure to stay in close contact with the City of Dublin in order to plan large-scale, on-site (if possible) events. With the support of the City of Dublin, we at YCW would be able to 1) make sure that the funds are being used appropriately and 2) gain a bigger presence within the community. In addition, we would be willing to provide any sorts of receipts/transaction histories that can help prove and usage of the funds. e) Should a grant have been awarded in the past to the same organization, a brief review of how the money was spent and how it benefited the group Not applicable. 72 City of Dublin Youth Advisory Comm ittee Mini Grant Rating Form Attachment 2 Organization:______________________________ Program:_______________________________ PROPOSAL SCORE Maximum of 15 points RECOMMEND FUNDING Yes No  Total Requested Total Recommended RECOMMENDING FUNDING FOR THE FOLLOWING YOUTH ACTIVITIES:(CHECK ONE). SCHOOL CLUB SPORT ORGANIZATION  PERFORMING ARTS CULTURAL AWARENESS HEALTH AWARENESS OTHER YOUTH ACTIVITY/ORGANIZATION___________________ THE WORD “PROGRAM”IS USED BELOW ON THIS FORM TO INCLUDE SERVICES,ACTIVITIES OR IMPROVEMEN TS. 1.Organization/Management Youth benefitting from or involved with the project must include 75% Dublin residents who are of middle school or high school age. The youth organization/group,as presented in the application,is able to achieve the stated goals and outcomes. The youth organization/group has completed all required aspects of the application process. The youth organization/group has an adult sponsor that assists in the management or oversight of the organization/group. (Maximum of 5) ______ 2.Needs/Benefi t The recipients are the appropriate target group (75%Dublin youth). The applicant provides an activity to Dublin residents that other organizations do not provide. Applicant’s proposed activity supports projects and programs serving or benefitting Dublin youth. The applicant collaborates with other youth-oriented organizations. (Maximum of 5) ______ 3.Funding/Budget The youth organization/group described in detail what the funds will be used for. The youth organization/group described how they will provide verification to the YAC that the funds were used as proposed. (Maximum of 5) ______ 73 STAFF REPORT Parks and Community Services Commission Page 1 of 2 Agenda Item 7.2 DATE:December 20, 2021 TO:Honorable Chair and Commissioners FROM:La Shawn Butler, Parks & Community Services Director SUBJECT:2021 “Deck the Homes” Holiday Home Decorating ContestPrepared by: Tyler Phillips, Heritage and Cultural Arts Supervisor EXECUTIVE SUMMARY:The Commission will review the applications for the 2021 “Deck the Homes” Holiday Home Decorating Contest and vote to select contest winners. STAFF RECOMMENDATION:Review contest applicants, select category winners, and select a grand prize winner for the 2021 “Deck the Homes” Holiday Home Decorating Contest. FINANCIAL IMPACT:Expenses for the program are included in the annual operating budget. DESCRIPTION:BackgroundThe “Deck the Homes” Holiday Home Decorating Program is intended to encourage and celebrate those residents who decorate their homes for the holidays. The Parks and Community Services Department organizes the program and utilizes the Parks and Community Services Commissioners to serve as the judges.Individual homes are judged in five categories and a best overall is selected by the contest judges. Winners receive a yard sign and certificate of recognition from the City Council, and Staff promote the contest applicants via various communication channels including social media platforms and the City website. Due to the positive feedback the program received in the past, Staff implemented the program again for the 2021 Holiday season.2021 “Deck the Homes” ProgramThe deadline for submissions was December 10, 2021, and the judging period took place during 74 Page 2 of 2 December 13-17, 2021.Nineteen applications were received totaling 34 different entries. Nominations were judged on a number scale of 1 to 5, with 5 being outstanding, in thefollowing categories:7 entries Seen from Space Award - Best Use of Lights.15 entries Winter Wonderland Award - Best Lawn Display. 6 entries Holiday Classic Award - Best Holiday Theme.3 entries Deck the Halls Award - Best Condo/Apartment.3 entries Gingerbread House Award - Best Neighborhood – Group of three or more homes.A best overall “Holiday Spirit Award” winner will also be selected by the Commission following the selection of category winners. At the December 20, 2021 meeting, Commissioners will present their individual recommendationsand then take a final vote to select the winners. Winners not present at the meeting will be notified on December 21, 2021. Category winners will receive a special Best Holiday Decoration yard sign and a $50 gift certificate from a local business. The grand prize winner will receive a special Best Holiday Decoration yard sign and a $100 gift certificate from a local business. All winners will be invited to the January 11, 2022 City Council meeting to be recognized. STRATEGIC PLAN INITIATIVE:None. NOTICING REQUIREMENTS/PUBLIC OUTREACH:The Commission Agenda was posted. ATTACHMENTS:1) 2021 Holiday Home Decorating Contest Entry Form2) 2021 Holiday Home Decorating Contest Flyer 75 CITY OF DUBLIN 2021 Holiday Home Decorating Contest “decK THE HOMES” IN OUR NEW AMERICAN BACKYARD Choose the categories (maximum of two categories, please) in which you would like your home to be judged: If entering Gingerbread House, addresses of other homes: 1) ______________________________________________ 2) ______________________________________________ 3) ______________________________________________ 4) ______________________________________________ By entering this competition, I agree to have my home photographed and release the use of photographs and home address for publicity in City of Dublin publications and other public information tools. ________ (initial here) This is a FREE contest for Dublin residents only. Contest is for exterior decorations only, including decorations in windows that are visible from the exterior. Judging will be based on overall presentation (curb appeal), as viewed from the street. Judging will be done between December 13 and 17, from 5:00 to 9:00 p.m. Participants should ensure that all lights, animations, and decorations are in place and activated for the judging periods on those nights. All category winners will receive a special Best Holiday Decoration yard sign. In addition, the judging committee will also select a Holiday Spirit award – a grand prize winner, best in show, utilizing multiple categories. Winners will be winners will be chosen at the Parks Commission meeting on December 20. For more information, please call Tyler Phillips at (925) 452-4558 or email tyler.phillips@dublin.ca.gov. Please email this completed form to tyler.phillips@dublin.ca.gov. The deadline to enter is Friday, December 10 at 4:00 p.m. Main Contact: _______________________________________________________________________________________ Address: ___________________________________________________________________________________________ Phone: ________________________________ Email: ______________________________________________________ Seen from Space (best use of lights) Winter Wonderland (best lawn display) Holiday Classic (best holiday theme/story) Gingerbread House (best neighborhood) Deck the Halls (best apartment/condo/balcony) Holiday Spirit (grand prize winner, best in show, utilizing multiple categories) Dublin residents are invited to enter the 2021 Holiday Home Decorating Contest Attachment 1 76 CITY OF DUBLIN2021 Holiday Home Decorating Contest “decK THE HOMES” IN OUR NEW AMERICAN BACKYARD Do you have the most festive holiday display in town? The City of Dublin invites Dublin residents to participate in the City’s Holiday Home Decorating Contest. One winner will be chosen from each of the following categories: •Seen from Space – best use of lights •Winter Wonderland – best lawn display •Holiday Classic – best holiday theme/story •Gingerbread House – best neighborhood •Deck the Halls – best apartment/condo/balcony A Holiday Spirit award will also be presented – grand prize winner, best in show, utilizing multiple categories Category winners will receive a special Best Holiday Decoration yard sign and a $50 gift certicate from a local business. The grand prize winner will receive a special Best Holiday Decoration yard sign and a $100 gift certicate. Entry forms are available online at www.dublin.ca.gov/holidayhappenings or by request from tyler.phillips@dublin.ca.gov. The deadline to enter is Friday, December 10 at 4:00 p.m. Judging will take place December 13-17, and winners will be chosen at the Parks Commission meeting on December 20. Attachment 2 77