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Home My WebLink About12-11-2019 YAC Agenda PacketDecember 11, 2019 Dublin Youth Advisory Committee Agenda Page 1 of 2 SPECIAL MEETING Wednesday, December 11, 2019, 7:00 PM Dublin Senior Center, 7600 Amador Valley Boulevard DUBLIN YOUTH ADVISORY COMMITTEE A G E N D A  Agendas and Staff Reports are posted on the City’s Internet Website (www.dublin.ca.gov)  A complete packet of information containing Staff Reports and exhibits relate to each item is available of public review at least 72 hours prior to a Youth Advisory Committee Meeting or, in the event that it is delivered to Youth Advisory Committee members less than 72 hours prior to a Youth Advisory Committee Meeting, as soon as it is so delivered. 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 Youth Advisory 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 Youth Advisory Committee agenda. The exceptions under which the Youth Advisory 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. Minutes of the November 13, 2019 Special Youth Advisory Committee Meeting The Youth Advisory Committee will consider approval of the minutes of the November 13, 2019 Special meeting. STAFF RECOMMENDATION: Approve the minutes of the November 13, 2019 Special Youth Advisory Committee meeting. 4. WRITTEN COMMUNICATION 5. PUBLIC HEARING 6. UNFINISHED BUSINESS 7. NEW BUSINESS 7.1. Youth Advisory Committee Mini Grant Program Applicants Presentation The Youth Advisory Committee will receive presentations from qualified Youth Advisory Committee Mini Grant Program applicants. After the last presentation, the December 11, 2019 Dublin Youth Advisory Committee Agenda Page 2 of 2 Committee will deliberate and consider the amount of grant funding to be recommend for City Council approval. STAFF RECOMMENDATION: Receive applicant presentations, deliberate, and recommend the amount of grant funding for City Council approval. 8. OTHER BUSINESS Brief information only reports from City Council and/or Staff, including committee reports and reports by City Council 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, and fosters new opportunities. Vision Dublin is a vibrant city committed to its citizens, natural resources and cultural heritage. As Dublin grows, it will balance history with progress, to sustain an enlightened, economically balanced and diverse community. Dublin is unified in its belief that an engaged and informed community encourages innovation in all aspects of City life, including programs to strengthen our economic vitality, and preserve our natural surroundings through environmental stewardship and sustainability. Dublin is dedicated to promoting an active and healthy lifestyle through the creation of first-class recreational opportunities, facilities and programs. Page 1 of 1 STAFF REPORT YOUTH ADVISORY COMMITTEE DATE: December 11, 2019 TO: Honorable Chair and Commissioners FROM: La Shawn Butler, Parks & Community Services Director SUBJECT: Minutes of the November 13, 2019 Special Youth Advisory Committee Meeting Prepared by: Laura Johnston, Recreation Supervisor EXECUTIVE SUMMARY: The Youth Advisory Committee will consider approval of the minutes of the November 13, 2019 Special meeting. STAFF RECOMMENDATION: Approve the minutes of the November 13, 2019 Special Youth Advisory Committee meeting. FINANCIAL IMPACT: None. DESCRIPTION: The Youth Advisory Committee will consider approval of the minutes of the November 13, 2019 Special meeting. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. ATTACHMENTS: 1. Minutes of the November 13, 2019 Special Youth Advisory Committee Meeting 3.1 Packet Pg. 3 YOUTH ADVISORY COMMITTEE MINUTES Wednesday, November 13, 2019 Youth Advisory Committee November 13, 2019 Regular Meeting P a g e | 1 1. Call to Order and Pledge of Allegiance - The meeting was called to order at 7:01 p.m. by Chair T. Jain. The pledge of allegiance was recited by those present at the meeting. Attendee Name Title Status Divyansh Agrawal Committee Member Present Hollis Carey Committee Member Present Steven Chan Committee Member Present Kandace Chen Committee Member Absent Mannat Dhot Committee Member Present Saanya Goel Committee Member Absent Akul Gowda Committee Member Present Medha Gowda Committee Member Present Trishala Jain Committee Chair Present Visvesh Jegadheesh Committee Member Present Rithu Lakshman Committee Member Present Grace Marnon Committee Member Present Romal Mitr Committee Member Present Harsimar Saini Committee Member Present Moises Vazquez Committee Member Present Diya Vij Committee Member Present Siri Phaneendra PCS Student Representative Absent 2. Oral Communications 2.1. Public Comment - None 3. Consent Calendar 3.1. Approved the minutes of the October 23, 2019 Regular meeting. RESULT: ADOPTED MOVED BY: H. CAREY SECOND: H. SAINI AYES: D. AGRAWAL, S. CHAN, M. DHOT, A. GOWDA, M. GOWDA, T. JAIN, V. JEGADHEESH, R. LAKSHMAN, G. MARNON, R. MITR, M. VAZQUEZ, D. VIJ ABSENT: K. CHEN, S. GOEL, S. PHANEEDRA 4. Written Communication - None 3.1.a Packet Pg. 4 Attachment: 1. Minutes of the November 13, 2019 Special Youth Advisory Committee Meeting (Minutes of the November 13, 2019 Special Youth Youth Advisory Committee November 13, 2019 Regular Meeting P a g e | 2 5. Public Hearing - None 6. Unfinished Business - None 7. New Business 7.1. Youth Advisory Committee Youth Mini Grant Applications Review and Selection Laura Johnston, Recreation Supervisor, presented the specifics of the item as outlined in the Staff Report. Committee Members rated each application based on the criteria form. Committee Member T. Jain opened the floor for discussion. The Committee discussed each applicant’s funding request and their impact on Dublin youth. Motion by Committee Member R. Mitr, seconded by Committee Member R. Lakshman, with Committee Members K. Chen, S. Goel and S. Phaneendra being absent, and by unanimous vote, the Committee recommended the applicants from Dublin High School Athletics; Quarry Lane Environmental Club; Dublin High School OverBooked Club; Dublin High School P.A.T.C.H. Club; TEDxYouth@Dublin; and Dublin High School Teens United for Education to attend the December 11, 2019 Special Youth Advisory Committee meeting to present their Mini Grant Application submittal. 8. Other Business Henry Siu, Recreation Coordinator reminded Committee Members about the upcoming Tri- Valley Youth Advisory Committee Roundtable event which will be held on November 16, 2019. Henry Siu, Recreation Coordinator, asked for a list of names of Committee Members who would like to volunteer at the upcoming Tree Lighting Event which will be held on December 5, 2019. 3.1.a Packet Pg. 5 Attachment: 1. Minutes of the November 13, 2019 Special Youth Advisory Committee Meeting (Minutes of the November 13, 2019 Special Youth Youth Advisory Committee November 13, 2019 Regular Meeting P a g e | 3 Laura Johnston, Recreation Supervisor informed Committee members t hat two Senior Advisory Committee members will be appointed to the Dublin Benefit Concert Subcommittee at the Senior Advisory Committee’s next regularly scheduled meeting on December 4, 2019. Laura Johnston, Recreation Supervisor reminded the Committee that the regularly scheduled meeting on November 27, 2019 has been cancelled and that a Youth Advisory Committee Special Meeting will be held on December 11, 2019 when the selected Mini Grant applicants will be invited to give a five-minute presentation of their application. 9. Adjournment The meeting was adjourned by Committee Member D. Vij at 8:17 p.m. Minutes prepared by Laura Johnston, Recreation Supervisor ____________________________________ Trishala Jain Youth Advisory Committee Chair ATTEST: ________________________________________ Laura Johnston Recreation Supervisor 3.1.a Packet Pg. 6 Attachment: 1. Minutes of the November 13, 2019 Special Youth Advisory Committee Meeting (Minutes of the November 13, 2019 Special Youth Page 1 of 2 STAFF REPORT YOUTH ADVISORY COMMITTEE DATE: December 11, 2019 TO: Honorable Chair and Commissioners FROM: La Shawn Butler, Parks & Community Services Director SUBJECT: Youth Advisory Committee Mini Grant Program Applicants Presentation Prepared by: Laura Johnston, Recreation Supervisor EXECUTIVE SUMMARY: The Youth Advisory Committee will receive presentations from qualified Youth Advisory Committee Mini Grant Program applicants. After the last presentation, the Committee will deliberate and consider the amount of grant funding to be recommend for City Council approval. STAFF RECOMMENDATION: Receive applicant presentations, deliberate, and recommend the amount of grant funding for City Council approval. FINANCIAL IMPACT: The City of Dublin Youth Mini Grant Program is supported by the General Fund in the amount of $1,600 for Fiscal Year 2019-20. DESCRIPTION: At the Youth Advisory Committee (YAC) Special Meeting on November 13, 2019, Committee Members reviewed and rated each submitted YAC Mini Grant application using a criteria rating form (Attachment 1). After reviewing each application, the Advisory Committee selected six qualified organizations/clubs to attend and provide a presentation in support of their funding requests. 1. Dublin High School Athletics 2. Quarry Lane Environmental Club 3. Dublin High School OverBooked Club 4. Dublin High School P.A.T.C.H. Club 5. TEDzYouth@Dublin 6. Dublin High School Teens United for Education Staff then reviewed all submitted proposals along with the aligned programs and 7.1 Packet Pg. 7 Page 2 of 2 projects that can be offered through the YAC Mini Grant Program. Upon review, one (1) application (Dublin High School Athletics) was not recommended for funding as it was not project based for youth to lead and is already l argely funded by an additional source. Utilizing the scores form the criteria rating form, the next highest scoring applicant was invited to present. The following organizations/clubs will move on to present at the Advisory Committee’s December 11, 2019 Special Meeting: 1. Boys Scouts of America, Troop 904 2. Quarry Lane Environmental Club 3. Dublin High School OverBooked Club 4. Dublin High School P.A.T.C.H. Club 5. TEDzYouth@Dublin 6. Dublin High School Teens United for Education Presenters will be asked to sign in with Staff and present in the order in which they arrive to the meeting. After the last presentation, the Advisory Committee will deliberate and discuss the amount of grant funding to recommend for City Council approval. Staff will inform presenters that they are welcome to stay for the duration of the meeting and observe the Committee’s discussion and recommendation on grant funding. Youth Advisory Committee recommendations will be presented to the Parks and Community Services Commission on Monday, January 13, 2020 and then to City Council for approval on February 4, 2020. After City Council approval, awarded grant applicants will be notified by phone and email before February 7, 2020. Upon completion of the respective organization/club project, Youth Advisory Committee Mini Grant recipients will have two weeks from the conclusion of their project and no later than May 15, 2020, to complete a brief project report on how the funds were used and how many youths the funds impacted. Grantees are encouraged to provide photos, testimonials or flyers used to promote their project. Those who do not submit a report by May 15, 2020 may not be considered for future Youth Mini Grants. NOTICING REQUIREMENTS/PUBLIC OUTREACH: A copy of this Staff Report was sent to the applicants. ATTACHMENTS: 1. Mini Grant Criteria Rating Sheet FY19-20 7.1 Packet Pg. 8 City of Dublin Youth Advisory Committee Mini Grant Rating Form 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 IMPROVEMENTS. 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/Benefit 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) ______ 7.1.a Packet Pg. 9 Attachment: 1. Mini Grant Criteria Rating Sheet FY19-20 (Mini Grant Program Applicants Presentation)