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HomeMy WebLinkAbout09-23-2015 YAC Agenda PacketThis 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 Shannon Community Center (925) 556- 4500 at least 72 hours in advance of the meeting. A complete packet of information containing Staff Reports (Agenda Statements) and attachments related to each item is available for public review at least 72 hours prior to a Youth Advisory Committee Meeting or, in the event that it is delivered to the Committee less than 72 hours prior to a Youth Advisory Committee Meeting, as soon as it is so delivered. The packet is available at the Shannon Community Center, 11600 Shannon Avenue, Dublin. CITY OF DUBLIN YOUTH ADVISORY COMMITTEE MEETING AGENDA WEDNESDAY , SEPTEMBER 23, 201 5 , 7:00 PM DUBLIN SENIOR CENTER, 7600 AMADOR VALLEY BLVD . 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ORAL COMMUNICATIONS 3.1 Public Comments At this time, the public is permitted to address the Youth Advisory Committee on non -agenized items. The Committee must, however, comply with all State Laws in regard to items not appearing on the posted agenda. The Committee may respond to statements made or questions asked, o r may request Staff to report back at a future meeting concerning the matter. Any member of the public may contact the Parks and Community Services Department 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 GC 54954.2(b)(1)(2)(3). 4. MINUTES OF THE REGULAR MEETING – August 26, 2015 STAFF RECOMMENDATION: Approve Minutes 5. WRITTEN COMMUNICATIONS – None 6. UNFINISHED BUSINESS – None 7. NEW BUSINESS 7.1 Review of Roberts Rules of Order and Brown Act The Youth Advisory Committee will receive a review of the Roberts Rules of Order and the Brown Act as pertains to City Commissions and Committees. Presented by City Clerk, Caroline Soto. STAFF RECOMMENTATION: Receive report 7.2 Youth Advisory Committee Work Plan for 2015-2016 Youth Advisory Committee Members will establish the Youth Advisory Committee work plan for the 2015-2016 term. STAFF RECOMMENTATION: Receive report and establish the Youth Advisory Committee Work Plan for the 2015-2016 term. This NOTICE is posted in accordance with government Code Section 54954(b)(3). 7.3 2015-2016 Youth Mini Grant Program Timeline and Work plan The Youth Advisory Committee shall establish a timeline and work plan for the 2015- 2016 Youth Mini Grant Program. STAFF RECOMMENDATION: Receive report and establish the 2015-2016 Youth Mini Grant Program timeline and work plan. 8. OTHER BUSINESS 8.1 Brief Informational Only Reports from Youth Advisory Committee Members, Subcommittees, and/or Staff and Reports by Youth Advisory Committee related to Meetings Attended at City Expense (AB 1234). 9. ADJOURNMENT YOUTH ADVISORY COMMI TTEE REGULAR MEETING Draft Minutes CITY OF DUBLIN August 26, 2015 The August 26, 2015 meeting of the Youth Advisory Committee was called to order at 7:03 PM, at the Dublin Senior Center by Staff Member McPherson. PLEDGE OF ALLEGIANCE Staff Member McPherson led the Pledge of Allegiance. ROLL CALL Committee Members (CM) Present: Alini, Bedi, Meghan Butler, Nicki Butler, Sophie Butler, Gole, Marquez, Nurudin, Shah, Sher, Tomlinson, Won, Wong Committee Members Absent: Nunez, Rajikumar, Tran Liaison Present: Tabaracci, Parks and Community Services Commission Liaison Staff Present: McPherson, Siu, Middleton, Dublin Police Officer Blaylock ORAL COMMUNICATIONS 3.1 Introduction and Ice Breaker Activities Staff led Youth Advisory Committee Members through a variety of ice breakers. The Youth Advisory Committee Members introduced themselves and shared one goal they would like to accomplish during the 2015-2016 term. Goals shared included: improving communications and awareness of Dublin youth to increase participation in events and City offerings, increase awareness in the community, encourage active participation in volunteerism, increase opportunities for career advice at the Teen Job Fair, jobs and internships for both high school and middle school aged youth, and general safety of youth in Dublin. 3.2 Public Comments Amika Sharma introduced herself as a student who wished to observe the meeting as she is interested in applying for the Youth Advisory Committee next term. Vivian Wong introduced herself as a parent who would like to observe and support the Youth Advisory Committee. APPROVAL OF MINUTES 4.1 Regular Meeting April 22, 2015 On a motion by Youth Advisory Committee Member Sher, seconded by Youth Advisory Committee Member Bedi, and by a vote of 5-0-0, the Youth Advisory Committee Members voted to approve the minutes of the regular meeting of April 22, 2015 as presented. Youth YAC Draft Minutes – August 26, 2015 – Page 2 of 3 Advisory Committee Members Sophie Butler, Gole, Marquez, Nurudin, Won and Wong abstained from the vote as they were not appointed as Youth Advisory Committee Members for the April meeting. WRITTEN COMMUNICATIONS – None UNFINISHED BUSINESS – None NEW BUSINESS 7.1 Review of Youth Advisory Committee Bylaws and Rules of Procedure Staff discussed the Youth Advisory Committee Bylaws and Rules of Procedure and reviewed the responsibilities of the Youth Advisory Committee as contained therein. Staff emphasized the importance of attendance at the monthly scheduled Youth Advisory Committee meetings and explained that if a Youth Advisory Committee Member cannot be present at the monthly meeting they should contact Staff Member Siu or McPherson three days prior to the meeting to inform them of their planned absence. 7.2 Election of Youth Advisory Committee Chairperson and Vice Chairperson Youth Advisory Committee Member Sher nominated Youth Advisory Committee Member Bedi for Youth Advisory Committee Chairperson. No other nominations for Youth Advisory Committee Chairperson were made. Youth Advisory Committee Member Bedi nominated Youth Advisory Committee Member Sher and Youth Advisory Committee Member Nicki Butler for Youth Advisory Committee Vice Chairperson. Youth Advisory Committee Member Won nominated Youth Advisory Committee Member Wong for Youth Advisory Committee Vice Chairperson. Youth Advisory Committee Members completed a silent vote by submitting a ballot in which they voted for a Youth Advisory Committee Chairperson and Youth Advisory Committee Vice Chairperson. Staff Member Siu and Officer Blaylock collected the ballots and tallied the votes. By a vote of 11-0-0 the Youth Advisory Committee Members approved the election of Youth Advisory Committee Member Bedi to the position of Youth Advisory Committee Chairperson for the 2015-2016 term. For the position of Youth Advisory Committee Vice Chairperson Youth Advisory Committee Member Nicki Butler received five votes, Youth Advisory Committee Member Wong received four votes and Youth Advisory Committee Member Sher received two votes. By a final vote of 11-0-0 the Youth Advisory Committee Members approved the election of Youth Advisory Committee Member Nicki Butler to the position of Youth Advisory Committee Vice Chairperson for the 2015-2016 term. OTHER BUSINESS 8.1 Dublin Library Winter Carnival Fundraiser Staff Member Siu informed the Youth Advisory Committee Members that a Dublin Librarian was unable to attend the meeting and he was asked to share information on the Alameda County Library’s Teen Advisory Group’s proposal for a joint carnival fundraiser in the winter to promote reading. Library Staff would provide more details at the September meeting. Staff agreed to email a copy of the flyer to the Youth Advisory Committee Members. YAC Draft Minutes – August 26, 2015 – Page 3 of 3 8.2 Dublin Police Department Safety Fair Officer Blaylock informed the Youth Advisory Committee Members of the Safety Fair on October 3, 2015. They plan to include topics such as: water safety, electricity safety and new parent/car seat safety. Officer Blaylock amended that they will try to include cell phone safety since it was mentioned by the Youth Advisory Committee Members during their ice breaker activity. ADJOURNMENT Being no further business, the meeting was adjourned at 7:44 PM by Youth Advisory Committee Chairperson Bedi. Minutes prepared by Kristen Middleton, Senior Office Assistant. ______________________________ Neil Bedi Chairperson ATTEST: _________________________________ Lisa McPherson Recreation Supervisor COPIES TO: ITEM NO: 7.1 AGENDA STATEMENT YOUTH ADVISORY COMMITTEE MEETING DATE: September 23, 2015 SUBJECT: Review of Roberts Rules of Order and Brown Act Prepared by Lisa McPherson, Recreation Supervisor ATTACHMENTS: Roberts Rules of Order and Brown Act RECOMMENDATION: Receive report FINANCIAL STATEMENT: None DESCRIPTION: City Clerk Caroline Soto will provide a review of Roberts Rules of Order and the Brown Act to the Youth Advisory Committee Members. Youth Advisory Committee Members will be provided a handout which overviews Roberts Rules of Order and the Brown Act. Roberts Rules of Order are rules of conduct at meetings which allow everyone to be heard and to make decisions without confusion. The Brown Act solely applies to city and county governmental bodies in California, including public agencies, boards, commissions and councils. The intent of the Brown Act is to ensure that members of these governmental bodies conduct meetings in which meeting actions be taken openly and deliberations be conducted openly. ATTACHMENT 1 Robert’s Rules of Order and Brown Act Training September 23, 2015 Roberts Rules of Order Henry M. Robert wrote Roberts’ Rules of Order, a presentation and discussion of parliamentary procedure. Basic principles behind Roberts Rules of Order:  Someone has to facilitate or direct the discussion and keep order.  All members of the group have the right to bring up ideas, discuss them, and come to a conclusion.  Members should come to an agreement about what to do.  Members should understand the majority rules, but the rights of the minority are always protected by assuring them the right to speak and to vote. There are three main principles to Parliamentary procedure:  Take up business one item at a time.  Promote courtesy, justice and impartiality, and equality.  The majority rules, but the rights of individual, minority, and absent members are protected. Order of Business Chair calls the meeting to order. Recording Secretary records start time and takes roll. Agenda is followed. Minutes from previous meeting are approved. Making and Handling Motions Following Robert's Rules An item on the agenda is brought up and explained by the Chair. Item is discussed. Here are the eight steps required from, start to finish, making a motion and getting the decision of the committee. Each step is a required part of the process. Step What to say 1. The member rises and addresses the chair. “Mr./Madam Chairman.” 2. The chair recognizes the member. “The chair recognizes Ms. Dublin.” 3. The member makes a motion. “I move to have a game night at the Civic Center.” 4. Another member seconds the motion. “Second.” 5. The chair states the motion. “It is moved and seconded to have a game night at the Civic Center. Are you ready for the question? 6. The members debate the motion. “The chair recognizes Ms. Dublin to speak her motion. . . .” 7. The chair puts the question, “Those in favor of adopting and the members vote. the motion to hold a game night at the Civic Center, say ‘Aye.’ [pause] Those opposed, say ‘No.’” 8. The chair announces the result of the vote. “The ayes have it, and the motion carries. A game night will be held at the Civic Center.” Announcements Adjournment – This meeting is now adjourned. Recording Secretary records end time. The Brown Act The Ralph M. Brown Act (the “Brown Act”) was in acted in 1967 to cover state agencies. Its intent declares, “All meetings of the legislative body of a local agency shall be open and public, and all persons shall be permitted to attend any meeting of the legislative body of a local agency, except as otherwise provided in this chapter.” (Govt. Code 54953(a). There are certain requirements that must be followed when meetings of legislative bodies of a local agency take place: Agenda must be posted 72 hours in advance of meeting in a public place where it can be viewed 24 hours a day. A quorum of members (a majority of the members) cannot gather and discuss an y business of the body outside of the publicly notice meeting. The meeting name a regular meeting time, date and place, and cannot hold a Regular meeting outside of that time, date and place, unless required advance notice is given for an adjourned regular, special or emergency meeting. The agenda must also have a “Public Comment” category on the agenda so the public may address any item under the jurisdiction of the body, but not on the current agenda. A record of the meeting and actions must be kept. There a certain items on the agenda that can be heard in “Closed Session”. There i s a specific list of Safe Harbor categories to cover these items. Robert’s Rules of Order and the Brown Act help the City’s City Council, and Commissions and Committee meetings run smoothly. COPIES TO: ITEM NO: 7.2 AGENDA STATEMENT YOUTH ADVISORY COMMITTEE MEETING DATE: September 23, 2015 SUBJECT: Youth Advisory Committee Work Plan for 2015-2016 Prepared by Lisa McPherson, Recreation Supervisor ATTACHMENTS: None RECOMMENDATION: Receive report and establish the Youth Advisory Committee Work Plan for the 2015-2016 term. FINANCIAL STATEMENT: None DESCRIPTION: Youth Advisory Committee Members will be asked to establish the work plan for their term of service. A work plan provides a framework for establishing goals and objectives and serves as a guide during a specific time period for accomplishing the goals and objectives. The work plan also includes a schedule of events and responsibilities that details the action to be taken to accomplish the goals and objectives laid out in the plan. Staff is suggesting that the Youth Advisory Committee review, discuss and approve the following suggested work plan for the 2015-2016 term: WORK PLAN GOAL #1 Plan and coordinate events and programs that support the Youth Fee Assistance Program. Objective 1.1 Manage the City’s Parks and Community Service booth at the St. Patrick’s Day Festival at Civic Center on March 12 & 13, 2016 Objective 1.2 Partner with the Senior Center Advisory Committee on hosting a Youth Fee Assistance Benefit Concert at the Senior Center scheduled for April 10, 2016 WORK PLAN GOAL #2 Promote volunteer opportunities for teens in the Community to volunteer at scheduled City Special Events. Provide leadership to volunteer teens and assist Staff with various planned activities at the events. Objective 2.1 “Splatter” at Emerald Glen Park on September 19, 2015. Objective 2.2 Dublin Tree Lighting Ceremony at Civic Center on December 3, 2015. Objective 2.3 Tri-Valley Teen Job Fair at City of Dublin Senior Center on March 5, 2016. 2 of 2 Objective 2.4 St. Patrick’s Day Festival at Civic Center on March 12 & 13, 2016. WORK PLAN GOAL #3 Offer the Youth Mini Grant program which will provide funds to help Dublin- based School organizations/clubs or programs that provide performing arts, multicultural awareness or other youth related activities. Objective 3.1 Establish a timeline at the September 23, meeting. Review and approve the program application at the September 23 meeting. Begin advertising the program on October 5 at the High Schools, Middle Schools, and Dublin-based youth organizations. Objective 3.2 Begin receiving applications October 26. Objective 3.3 Review applicants at the November 18 meeting. Objective 3.4 Applicants presentations at the December 16, 2015 meeting. Objective 3.5 Award grants January 6, 2016. WORK PLAN GOAL #4 Generate an annual report highlighting the accomplishments of the Youth Advisory Committee during the 2015-2016 term. Youth Advisory Committee Members will present the report to the Parks and Community Services Commission and City Council. Objective 4.1 Create a power point presentation on accomplishments of the 2015 -2016 Youth Advisory Committee by April 20, 2016. Objective 4.2 Provide Parks and Community Services Staff the Annual Report for review by April 22, 2015. Objective 4.3 Present the Annual Report to the Parks and Community Services Commission and City Council in May 2016. COPIES TO: ITEM NO: 7.3 AGENDA STATEMENT YOUTH ADVISORY COMMITTEE MEETING DATE: September 23, 2015 SUBJECT: 2015-2016 Youth Mini Grant Program Timeline and Work Plan Prepared by Lisa McPherson, Recreation Supervisor ATTACHMENTS: Youth Mini Grant request for proposals and application. RECOMMENDATION: Receive report and establish the 2015-2016 Youth Mini Grant Program timeline and work plan. FINANCIAL STATEMENT: None DESCRIPTION: The Youth Advisory Committee shall establish a timeline and work plan for the 2015-2016 Youth Mini Grant Program. The timeline and work plan should include deadlines for the advertising and marketing and open and close dates for the application period. The timeline and work plan should also indicate when the applicants will be informed of the application status and whether their application has advanced to the next step in the process. The final step in the application process will be a presentation by the applicant(s) to the Youth Advisory Committee with the Youth Advisory Committee determining which applicants would be granted funding. The timeline and work plan should include specific dates to ensure each step in the application process is followed. The following is the proposed timeline and work plan dates:  September 23, 2015 o Establish a timeline and work plan o Review, revise and approve the Youth Mini Grant Program application  October 5, 2015 o Staff will post Youth Mini Grant Program application on City of Dublin Website o Youth Advisory Committee Members and Staff will advertise and market Youth Mini Grant Program application at the High Schools, Middle Schools, and Dublin-based youth organizations  October 26 to November 13, 2015 o Application submission open date on October 26 o Applications submission close date on November 13  November 18, 2015 2 of 2 o Review applications at the Youth Advisory Committee meeting  November 20, 2015 o Contact applicants on next steps in the process  Denial of application  Presentations of applicants at the Youth Advisory Committee December 16, 2015 meeting  December 16, 2015 o Applicant presentations at the Youth Advisory Committee meeting  January 6, 2016 o Notify awarded grant applicants by phone and email ATTACHMENT 1 October 5, 2015 Dear Youth Program Provider: Each year the City of Dublin Youth Advisory Committee (YAC) provides grant opportunities to support projects and programs serving or benefiting Dublin youth. The Youth Mini Grant program provides funds to help organizations or programs that provide services such as: current youth events, performing arts programs, athletic teams, multicultural awareness, health awareness and many other youth activities. The value of the grants will vary in range depending on the proposed applications and community need. Criteria for the Youth Mini Grant  Youth benefiting from or involved with the project must include at least 75% Dublin residents who are of middle or high school age.  Organization/Club must have an adult sponsor.  Organization/Club must be based within the City of Dublin. Criteria for Evaluation  Organization/Management  Needs/Benefit  Funding/Budget  Presentation Previous Year Follow-up (if applicable)  How the funds were used  Were the goals met  What was the impact Thank you for sharing the opportunity to assist the youth in Dublin. If you should need any further clarification please contact Lisa McPherson at (925)556-4516 or at lisa.mcpherson@dublin.ca.gov. Sincerely, Youth Advisory Committee Enclosures: 2015-2016 Youth Mini Grant Request for Proposals 2015-2016 Youth Mini-Grants Application City Of Dublin Youth Advisory Committee 2015-2016 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 the funds/grant will be used for. 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 benefited the group needs to be highlighted in this year’s presentation. C. Submission The application and proposal will be accepted from Monday, October 26, 2015 starting at 9:00 AM through Friday, November 6, 2015 ending at 5:00 PM. Early applications are encouraged. Three ways to summit application and proposal: 1. Emailed to lisa.mcpherosn@dublin.ca.gov 2. Mail: Shannon Community Center Youth Advisory Committee Attention: Lisa McPherson 11600 Shannon Avenue, Dublin CA, 94568 3. Drop it off in person at the Shannon Community Center D. Presentation (limited to five minutes) Selected applicants will be notified on November 20, 2015 to present their proposal at the Youth Advisory Committee December 16, 2015 meeting between 7:15-7:45 PM. 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 2015-2016 Youth Mini-Grants Application The application and proposal will be accepted until Friday, November 6, 2015 at 5:00 PM Early applications are encouraged. Application Form Name of Organization/Club: Organization Address: City/Zip: Phone: Primary Contact Person (Name & Title): Phone: Adult Sponsor (Name & Title): Phone: Amount Requesting: Number of People in Organization: Percent of Dublin Youth Participants: 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 (Signature): _______________________________ Date: ___________