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HomeMy WebLinkAbout10-27-2021 YAC Agenda Packet1 October 27, 2021 Dublin Youth Advisory Committee Agenda Regular Meeting of the DUBLIN YOUTH ADVISORY COMMITTEE Wednesday, October 27, 2021 Location: Dublin Senior Center 7600 Amador Valley Blvd Dublin, CA 94568 Regular Meeting 7:00 PM 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 Youth Advisory Committee 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 Committee 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 Committee agenda. The exceptions under which the Committee 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 Youth Advisory Committee with one single action. Members of the audience, Staff or the Youth Advisory Committee who 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 September 22, 2021 Youth Advisory Committee Regular Meeting Minutes The Committee will consider approval of the minutes of the September 22, 2021 Youth Advisory Committee Regular Meeting. STAFF RECOMMENDATION: Approve the minutes of the September 22, 2021 Youth Advisory Committee Regular Meeting. Staff Report 1 2 October 27, 2021 Dublin Youth Advisory Committee Agenda Attachment 1 - Minutes of the September 22, 2021 Youth Advisory Committee Regular Meeting 4. UNFINISHED BUSINESS 5. NEW BUSINESS 5.1 Discussion of Youth Mini Grant Application Review Process The Committee will review and discuss the Youth Mini Grant application and rating process. STAFF RECOMMENDATION: Review the Youth Mini Grant rating form and discuss process. Staff Report Attachment 1 - Youth Advisory Committee Mini Grant Rating Form 5.2 2021-22 Fall Tri-Valley Youth Committees Virtual Round Table Even The Youth Advisory Committee will discuss participation in the Fall Tri-Valley Youth Committees Round Table event. STAFF RECOMMENDATION: Approve participation in the Fall Tri-Valley Youth Committees Round Table event. Staff Report 5.3 Discussion of Volunteer Assignments at the Holiday Tree Lighting Event The Committee will discuss volunteer assignments at the Holiday Tree Lighting event. STAFF RECOMMENDATION: Assign no fewer than four Committee members to volunteer shifts at the Holiday Tree Lighting event. Staff Report 6. OTHER BUSINESS Brief information only reports from Committee Members and/or Staff, including committee reports and reports by Committee Members related to meetings attended at City expense (AB1234). 7. 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. 2 STAFF REPORT Youth Advisory Committee Page 1 of 1 Agenda Item 3.1 DATE:October 27, 2021 TO:Honorable Chair and Committee Members FROM:La Shawn Butler, Parks & Community Services Director SUBJECT:Approval of the September 22, 2021 Youth Advisory Committee Regular Meeting MinutesPrepared by:Liz Elliott, Recreation Supervisor EXECUTIVE SUMMARY:The Committee will consider approval of the minutes of the September 22, 2021 Youth Advisory Committee Regular Meeting. STAFF RECOMMENDATION:Approve the minutes of the September 22, 2021 Youth Advisory Committee Regular Meeting. FINANCIAL IMPACT:None. DESCRIPTION:The Youth Advisory Committee will consider approval of the minutes from the September 22, 2021 Regular Meeting. STRATEGIC PLAN INITIATIVE:None. NOTICING REQUIREMENTS/PUBLIC OUTREACH:The Committee Agenda was posted. ATTACHMENTS:1) Minutes of the September 22, 2021 Youth Advisory Committee Regular Meeting 3 MINUTES OF THE YOUTH ADVISORY COMMITTEE OF THE CITY OF DUBLIN Regular Meeting: September 22, 2021 Page 1 of 3 Attachment I A Regular Meeting of the Dublin Youth Advisory Committee was held on Wednesday, September22, 2021, at the Dublin Senior Center. The meeting was called to order at 7:04PM. by Chair Logan Lin. 1.Call to Order and Pledge of AllegianceAttendee Name Title StatusLogan Lin Committee Chair PresentBrandon Maskey Committee Vice-Chair PresentKavin Berry Committee Member AbsentMihika Bhatnagar Committee Member PresentAditi Bongu Committee Member AbsentSaiesha Goel Committee Member PresentAdvaith Krishna Anoop Krishna Committee Member PresentMatthew Mendes Committee Member PresentDeepika Puli Committee Member PresentKrittika Senthilkumar Committee Member AbsentAnay Sharma Committee Member PresentEsha Shenoy Committee Member PresentMahidhara Sudeendra Committee Member PresentSofia Lembo Committee Member (Alternate 1)AbsentAarav Surapaneni Committee Member (Alternate 2)PresentAnika Kolan Committee Member (Alternate 3)PresentPratyush Rallapally PCS Student Representative Present 2.Oral Communications – None. 3. Consent Calendar 3.1. Approved the minutes of the August 25, 2021 Youth Advisory Committee Regular Meeting. The Committee approved the Consent Calendar. 4 Page 3 of 3 RESULT:APPROVED [UNANIMOUS] MOVED BY:Mahidhara Sudeendra, Committee Member SECOND:Anay Sharma, Committee Member AYES:Bhatnagar, Goel, Krishna Anoop Krishna, Lin, Maskey, Mendes, Puli, Sharma, Shenoy, Sudeendra, Alternate Surapaneni, Alternate Kolan ABSENT:Berry, Bongu, Senthilkumar 4. Unfinished Business – None. 5. New Business 5.1 Mental Health Forum Ad-Hoc Committee Updates and DiscussionThe Mental Health Forum Ad-Hoc Committee reported updates on the 2021-22 Youth Advisory Committee Work Plan for discussion.The Committee received the report. 5.2 2022 Dublin Benefit Concert Work Plan and Ad-Hoc CommitteeLiz Elliott, Recreation Supervisor, presented the 2022 Benefit Concert Work Plan for discussion.The Committee approved the 2022 Dublin Benefit Concert Work Plan and appointed Logan Lin, Advaith Krishna Anoop Krishna, Esha Shenoy, Saiesha Goel, and Mahidhara Sudeendrato the 2022 Dublin Benefit Concert Ad-Hoc Committee. RESULT:APPROVED [UNANIMOUS] MOVED BY:Sudeendra, Committee Member SECOND:Matthew Mendes, Committee Member AYES:Bhatnagar, Goel, Krishna Anoop Krishna, Lin, Maskey, Mendes, Puli, Sharma, Shenoy, Sudeendra, Alternate Surapaneni, Alternate Kolan `ABSENT:Berry, Bongu, Senthilkumar 6.Other BusinessPratyush Rallapally, PCS Student Representative, reported on business from the Parks and Community Services Commission meeting including a review of Splatter and upcoming PCS events and programs. Liz Elliott, Recreation Supervisor, reminded the Committee of the Youth Mini-Grant Application deadline, other deadlines, and upcoming commitments of Committee members. 5 Page 3 of 3 7. AdjournmentChair Lin adjourned the meeting at 7:59 PMMinutes prepared by Recording Secretary Robert Stone, Senior Office Assistant. _____________________________________ Youth Advisory Committee ChairATTEST: _______________________________Liz ElliottRecreation Supervisor 6 STAFF REPORT Youth Advisory Committee Page 1 of 2 Agenda Item 5.1 DATE:October 27, 2021 TO:Honorable Chair and Committee Members FROM:La Shawn Butler, Parks & Community Services Director SUBJECT:Discussion of Youth Mini Grant Application Review Process Prepared by: Liz Elliott, Recreation Supervisor EXECUTIVE SUMMARY: The Committee will review and discuss the Youth Mini Grant Application and rating process. STAFF RECOMMENDATION: Review the Youth Mini Grant form and discuss process. 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: At the June 23, 2021 Regular Meeting, the Youth Advisory Committee discussed goals for the 2021-22 work plan, includingparticipation in Youth Mini Grant Program. These grants are provided to Dublin-based youth organizations/clubs and programs that provide performing arts, multicultural awareness, and other youth-related activities. The Youth Mini Grant program was established in fiscal year 2012-13 to support youth organizations that offer programs for middle and high school students not offered by the Parks and Community Services Department. Funding is recommended annually by the Youth Advisory Committee and awarded by the City Council to organizations and clubs that best meet the needs of Dublin youth. The following is a timeline of completed and remaining objectives of the Committee for the Youth Mini Grant Program. o Objective 1.1 - Advertised the program on September 1, 2021 to Dublin Unified School District high school and middle schools, Quarry Lane School, Valley Christian Schools, Dublin-based youth organizations, and past grant recipients and applicants. 7 Page 2 of 2 o Objective 1.2 - Accepted application submissions through October 1, 2021. o Objective 1.3 - Review applications and presentations at the November 17, 2021 Special Meeting. o Objective 1.4 - Present mini-grant recommendations at the December 20, 2021 Parks and Community Services Commission meeting, and for City Council approval in January 2022. At the November 17, 2021 Special Meeting of the Youth Advisory Committee, the following qualified applicants will be invited to provide a five-minute presentation on their funding requests. 1. Dublin High School Chess Club 2. Gardeners of the Galaxy 3. Helping Hands for All 4. Teens Unite for Education 5. Youth Coding Workshops Committee members will use the Mini Grant Rating Form (Attachment 1) to review and rate the applications. Committee members will then deliberate and make funding recommendations to be presented to the Parks and Community Services Commission in December 2021, then to the City Council at its January 18, 2022 meeting. Upon City Council approval, awarded grantees will be notified by phone and emailed before January 21, 2022 of their success and the award amount. Upon completion of their projects, Youth Mini Grant recipients will have two weeks to complete a brief project report to describe how the funds were used and how many youths were impacted. Grantees are encouraged to provide photos, testimonials, and flyers used to promote their project. Those who do not submit a report in a timely fashion may not be considered for future Youth Mini Grants. STRATEGIC PLAN INITIATIVE: None. NOTICING REQUIREMENTS/PUBLIC OUTREACH: The Committee Agenda was posted. ATTACHMENTS: 1) Youth Advisory Committee Mini Grant Rating Form 8 City of Dublin Youth Advisory Committee Mini Grant Rating F orm 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 IMPROV EMENTS. 1.Organization/Management The organization requesting funds must be a recognized group and made up of 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 requirements of the application process. The youth organization/group has a qualified adult sponsor to assist in the management or oversight of the organization/group and approved project.. Location: (Maximum of 5) ______ 2. Needs/Benefit Youth benefitting from the service/project 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/enhances projects and programs benefitting Dublin youth. The applicant collaborates with other youth-oriented organizations. (Maximum of 5) ______ 3. Funding/ Budget The youth organization/group described in detail how the funds will be used. The youth organization/group described how they will provide verification to the YAC that the funds were used as proposed. The organization has a separate bank account specifically set up for the groups activities. (Maximum of 5) ______ Attachment 1 9 STAFF REPORT Youth Advisory Committee Page 2 of 3 Agenda Item 5.2 DATE:October 27, 2021 TO:Honorable Chair and Committee Members FROM:La Shawn Butler, Parks & Community Services Director SUBJECT:2021-22 Fall Tri-Valley Youth Committees Virtual Round Table Event Prepared by: Liz Elliott, Recreation Supervisor EXECUTIVE SUMMARY The Youth Advisory Committee will discuss participation in the Fall Tri-Valley Youth Committees Round Table event. STAFF RECOMMENDATION: Approve participation in the Fall Tri-Valley Youth Committees Round Table event. FINANCIAL IMPACT: None. DESCRIPTION: Each year, the Youth Advisory Committee participates in a Tri-Valley Youth Committees Roundtable event with youth advisory committees from Pleasanton, San Ramon, and Danville. The goals of the event are to collaborate and socialize with other youth committees, review upcoming events and programs, and discuss successes and challenges. Hosting duties are rotated; this year the Dublin Youth Advisory Committee will host the event. Due to COVID-19, some cities are not yet allowing in-person meetings and events. The Fall Tri- Valley Youth Committees Roundtable is scheduled for Wednesday, November 3, 2021 from 6:30pm to 7:30pm via Zoom. A minimum of one committee Chair, Vice-Chair, or officer from each city is required to attend, though all members are welcome and encouraged to join. STRATEGIC PLAN INITIATIVE: None. NOTICING REQUIREMENTS/PUBLIC OUTREACH: 10 Page 3 of 3 The Committee Agenda was posted. ATTACHMENTS: None. 11 STAFF REPORT Youth Advisory Committee Page 1 of 2 Agenda Item 5.3 DATE:October 27, 2021 TO:Honorable Chair and Committee Members FROM:La Shawn Butler, Parks & Community Services Director SUBJECT:Discussion of Volunteer Assignments at the Holiday Tree Lighting Event Prepared by: Liz Elliott, Recreation Supervisor EXECUTIVE SUMMARY: The Committee will discuss volunteer assignments at the Holiday Tree Lighting event. STAFF RECOMMENDATION: Assign no fewer than four Committee members to volunteer shifts at the Holiday Tree Lighting event. FINANCIAL IMPACT: None. DESCRIPTION: The City’s 38th Annual Tree Lighting will be held on Thursday, December 2 at the Civic Center. The event features caroling and performances by Dublin elementary-aged youth, a visit from Santa, and refreshments and booths from local businesses. Committee members are being asked to assist with event setup, logistics during the event, and cleanup. STRATEGIC PLAN INITIATIVE: None. NOTICING REQUIREMENTS/PUBLIC OUTREACH: The Committee Agenda was posted. ATTACHMENTS: 12 Page 2 of 2 None. 13