HomeMy WebLinkAbout11-18-2020 YAC Agenda PacketNovember 18, 2020 Dublin Youth Advisory Committee AgendaPage 1 of 3
SPECIAL MEETING
Wednesday, November 18, 2020, 7:00 PM
Zoom Communications, N/A
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.
Meeting Procedure During Coronavirus (COVID-19) Outbreak:
In keeping with the guidelines provided by the State of California and Alameda
County Department of Public Health regarding gatherings during the coronavirus
(COVID-19) outbreak, and recommendations to follow social distancing
procedures, the City of Dublin will adopt the following practices during
upcoming commission meetings:
• The Dublin Youth Advisory Committee will hold the meetings
remotely via Zoom Video Communications.
• https://dublinca.zoom.us/s/89430212940
• Passcode: 0n$H8%Mt
• The meeting will begin at 7:00 p.m.
• Online speaker slips will be available at www.dublin.ca.gov, and the public
will be able to call in using a computer/or smart phone via a link which will
be provided following submission of a speaker slip. A telephonic option will
also be available.
• Once connected, the public speaker will be placed in an on-line waiting
room. While in the waiting room, the public speaker will hear the meeting
while they are connected and waiting to speak.
• When the agenda item upon which the individual would like to comment is
addressed, the speaker will be announced in the meeting when it is his/her
time to speak to the committee. The speaker will then be moved to the
meeting for comment
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).
November 18, 2020 Dublin Youth Advisory Committee AgendaPage 2 of 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 October 28, 2020 Youth Advisory Committee Regular Meeting
Minutes
The Youth Advisory Committee will consider approval of the minutes of the October
28, 2020 Regular meeting.
STAFF RECOMMENDATION:
Approve the minutes of the October 28, 2020 Youth Advisory Committee Regular
meeting.
4. WRITTEN COMMUNICATION
5. PUBLIC HEARING
6. UNFINISHED BUSINESS
7. NEW BUSINESS
7.1. Youth Advisory Committee Mini Grant Program Information
The Youth Advisory Committee will receive information regarding the Youth Mini
Grant Program and Rating Criteria.
STAFF RECOMMENDATION:
Receive the Youth Mini Grant Program Information and Rating Criteria.
7.2. Youth Advisory Committee Member Volunteer Opportunities and
Commitments with Special Events
The Youth Advisory Committee will receive an update on assisting with two
upcoming special events.
STAFF RECOMMENDATION:
Receive the report and confirm participation for both events.
8. OTHER BUSINESS
Brief information only reports from the committee and/or Staff, including committee reports and reports by the
committee 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
November 18, 2020 Dublin Youth Advisory Committee AgendaPage 3 of 3
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 econ omic 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: November 18, 2020
TO: Honorable Chair and Commissioners
FROM:
La Shawn Butler, Parks & Community Services Director
SUBJECT:
Approval of the October 28, 2020 Youth Advisory Committee Regular
Meeting Minutes
Prepared by: Andrea Mendez, Recreation Manager
EXECUTIVE SUMMARY:
The Youth Advisory Committee will consider approval of the minutes of the October 28,
2020 Regular meeting.
STAFF RECOMMENDATION:
Approve the minutes of the October 28, 2020 Youth Advisory Committee Regular
meeting.
FINANCIAL IMPACT:
None.
DESCRIPTION:
The Youth Advisory Committee will consider approval of the minutes of the October 28,
2020 Regular meeting.
STRATEGIC PLAN INITIATIVE:
None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS:
1. October 28, 2020 Youth Advisory Committee Regular Meeting Minutes
3.1
Packet Pg. 4
YOUTH ADVISORY COMMITTEE MINUTES
Wednesday, October 28, 2020
Youth Advisory Committee October 28, 2020
Regular Meeting P a g e | 1
A Regular Meeting of the Dublin Youth Advisory Committee was held on Wednesday,
October 28, 2020, remotely via Zoom Video Communications. The meeting was called
to order at 7:02 PM., by Chair Saanya Goel.
1. Call to Order and Pledge of Allegiance
Chair Goel led the Pledge of Allegiance
Attendee Name Title Status
Saanya Goel Chair Present
Aleena Imran Vice Chair Present
Divyansh Agrawal Committee Member Present
Hollis Carey Committee Member Present
Mannat Dhot Committee Member Absent
Saiesha Goel Committee Member Present
Akul Gowda Committee Member Absent
Medha Gowda Committee Member Absent
Kunal Khaware Committee Member Present
Harismar Kaur Committee Member Absent
Logan Lin Committee Member Present
Romal Mitr Committee Member Present
Anay Sharma Committee Member Absent
Hibba Adeel Committee Member (Alternate) Present
Edison Chan Committee Member (Alternate) Present
Sri Manasa Jandhyala Committee Member (Alternate) Present
Trishala Jain PCS Commission Student Rep Present
2. Oral Communications
2.A. Public Comment
None.
3. Consent Calendar
3.1. Approve the minutes of the July 31, 2020 Youth Advisory Committee Special
meeting.
3.2. Approve the minutes of the September 23, 2020 Youth Advisory Committee
Regular meeting.
3.1.a
Packet Pg. 5
At
t
a
c
h
m
e
n
t
:
1
.
O
c
t
o
b
e
r
2
8
,
2
0
2
0
Y
o
u
t
h
A
d
v
i
s
o
r
y
C
o
m
m
i
t
t
e
e
R
e
g
u
l
a
r
M
e
e
t
i
n
g
M
i
n
u
t
e
s
(
M
i
n
u
t
e
s
o
f
t
h
e
O
c
t
o
b
e
r
2
8
,
2
0
2
0
Y
o
u
t
h
A
d
v
i
s
o
r
y
Youth Advisory Committee October 28, 2020
Regular Meeting P a g e | 2
The Committee approved the Consent Calendar
RESULT: APPROVED [UNANIMOUS]
MOVED BY: Hollis Carey, Committee Member
SECOND: Sri Manasa Jandhyala, Committee Member (Alternate)
AYES: Saanya Goel, Imran, Agrawal, Carey, Saiesha Goel, Khaware, Lin,
Mitr, Jandhyala, Adeel, Chan
ABSENT: Dhot, A. Gowda, M. Gowda, Kaur, Sharma
4. Written Communication
None.
5. Public Hearing
None.
6. Unfinished Business
None.
7. New Business
7.1. Annual Tree Lighting Event
Bridget Amaya, Parks and Community Services Assistant Director, presented the
specifics of the item as outlined in the Staff Report.
Chair Goel opened the item for discussion.
Committee members volunteered for the Annual Tree Lighting Event.
Attendee Name Status
Saanya Goel Volunteer
Aleena Imran Volunteer
Divyansh Agrawal Volunteer
Hollis Carey Volunteer
Saiesha Goel Volunteer
Kunal Khaware Volunteer
Logan Lin Volunteer
Romal Mitr Volunteer
Hibba Adeel TBD
Sri Manasa Jandhyala Volunteer
3.1.a
Packet Pg. 6
At
t
a
c
h
m
e
n
t
:
1
.
O
c
t
o
b
e
r
2
8
,
2
0
2
0
Y
o
u
t
h
A
d
v
i
s
o
r
y
C
o
m
m
i
t
t
e
e
R
e
g
u
l
a
r
M
e
e
t
i
n
g
M
i
n
u
t
e
s
(
M
i
n
u
t
e
s
o
f
t
h
e
O
c
t
o
b
e
r
2
8
,
2
0
2
0
Y
o
u
t
h
A
d
v
i
s
o
r
y
Youth Advisory Committee October 28, 2020
Regular Meeting P a g e | 3
7.2. 2021 Dublin Benefit Concert Timeline and Work Plan
Bridget Amaya, Parks and Community Services Assistant Director, presented the
specifics of the item as outlined in the Staff Report.
A speaker slip was received for this item. Steven Chan gave feedback regarding
the Dublin Benefit Concert timeline and work plan.
Chair Goel invited the Committee to discuss items regarding the Dublin Benefit
Concert timeline and work plan.
On a motion by Committee Member Khaware, and seconded by, Vice Chair
Imran, the Committee approved the concert timeline and work plan, set the date
and time of the event to be April 11, 2021 at Emerald Glen Park from 5:30 p.m. –
7:30 p.m., and appointed Commissioners Logan Lin, Kunal Khaware, and Sri
Manasa Jandhyala to sit on the subcommittee.
RESULT: APPROVED [UNANIMOUS]
MOVED BY: Kunal Khaware, Committee Member
SECOND: Aleena Imran, Vice-Chair
AYES: Saanya Goel, Imran, Agrawal, Carey, Saiesha Goel, Khaware, Lin,
Mitr, Jandhyala, Adeel, Chan
ABSENT: Dhot, A. Gowda, M. Gowda, Kaur, Sharma
8. Other Business
None.
9. Adjournment
Chair Goel adjourned the meeting at 7:46 p.m.
Minutes prepared by Recording Secretary Robert Stone, Office Assistant II.
____________________________________
Saanya Goel,
Youth Advisory Committee Chair
ATTEST:
________________________________________
Robert Stone,
Office Assistant II
3.1.a
Packet Pg. 7
At
t
a
c
h
m
e
n
t
:
1
.
O
c
t
o
b
e
r
2
8
,
2
0
2
0
Y
o
u
t
h
A
d
v
i
s
o
r
y
C
o
m
m
i
t
t
e
e
R
e
g
u
l
a
r
M
e
e
t
i
n
g
M
i
n
u
t
e
s
(
M
i
n
u
t
e
s
o
f
t
h
e
O
c
t
o
b
e
r
2
8
,
2
0
2
0
Y
o
u
t
h
A
d
v
i
s
o
r
y
Page 1 of 2
STAFF REPORT
YOUTH ADVISORY COMMITTEE
DATE: November 18, 2020
TO: Honorable Chair and Commissioners
FROM:
La Shawn Butler, Parks & Community Services Director
SUBJECT:
Youth Advisory Committee Mini Grant Program Information
Prepared by: Stephanie Mein, Recreation Supervisor
EXECUTIVE SUMMARY:
The Youth Advisory Committee will receive information regarding the Youth Mini Grant
Program and Rating Criteria.
STAFF RECOMMENDATION:
Receive the Youth Mini Grant Program Information and Rating Criteria.
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 2020-21.
DESCRIPTION:
The Youth Advisory Committee (Committee) established the Youth Mini Grant Progr am
in Fiscal Year 2012-13 to support youth organizations/clubs in offering programs for
middle and high school students which are not offered by the Parks and Community
Services Department. Each year, the grant program is opened to Dublin -based youth
organizations/clubs offering performing arts, sports, multicultural awareness, health
awareness programs, and other activities that are led by and that benefit Dublin youth.
Funding allocations are recommended annually by the Committee and are awarded by
the City Council.
The application to receive grant funding was posted to the City website on October 2,
with a submission deadline of November 13, by 12 pm. Staff will share all applications
with the commission during the week of November 16 . Committee members must
review and score all applications and submit rating sheets to Staff by December 1,
utilizing the rating sheet (Attachment 1).
Proposals will be rated based on the following criteria:
1) Organization/Management - maximum of 5 points
7.1
Packet Pg. 8
Page 2 of 2
2) Needs/Benefit - maximum of 5 points
3) Funding/Budget - maximum of 5 points
Each Committee Member will:
1) Score/Award a maximum total of 15 points per proposal.
2) Recommend funding (Yes/No).
3) Recommend the amount of funding.
At the December 9, 2020 Youth Advisory Committee Special Meeting, Committee
members will hear three-minute presentations from all qualified proposals. After the last
presentation, the Committee Chair will inform presenters that they are welcome to stay
for the duration of the Zoom meeting a nd observe the Committee's discussion and
recommendation on grant funding. The Committee will deliberate and discuss the initial
submissions, complete their rating sheet, and submit it to the staff liaison. The
Committee will have the opportunity to see th e overall scores and make final grant
funding recommendations, not to exceed $2,500, for City Council approval.
The recommendations of the Committee will be presented to the Parks and Community
Services Commission on Monday, December 21, 2020 and then to the City Council for
approval in January 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 14, 2021, to complete a brief project report on how the funds were used
and how many youth the funds impacted. Grantees are encouraged to provide photos,
testimonials, and/or flyers used to promote their project. Those who do not submit a
report by May 14, 2021 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 Application Rating Sheet
7.1
Packet Pg. 9
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 ACT IVITY/ORGANIZATION___________________
THE WORD “PROGRAM” IS USED BELOW ON THI S 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. 10
At
t
a
c
h
m
e
n
t
:
1
.
M
i
n
i
G
r
a
n
t
A
p
p
l
i
c
a
t
i
o
n
R
a
t
i
n
g
S
h
e
e
t
(
M
i
n
i
G
r
a
n
t
P
r
o
g
r
a
m
I
n
f
o
r
m
a
t
i
o
n
)
Page 1 of 2
STAFF REPORT
YOUTH ADVISORY COMMITTEE
DATE: November 18, 2020
TO: Honorable Chair and Commissioners
FROM:
La Shawn Butler, Parks & Community Services Director
SUBJECT:
Youth Advisory Committee Member Volunteer Opportunities and
Commitments with Special Events
Prepared by: Tyler Phillips, Heritage & Cultural Arts Supervisor
EXECUTIVE SUMMARY:
The Youth Advisory Committee will receive an update on assisting with two upcoming
special events.
STAFF RECOMMENDATION:
Receive the report and confirm participation for both events.
FINANCIAL IMPACT:
None.
DESCRIPTION:
The Parks and Community Services Department Staff have requested the assistance of
the Youth Advisory Committee at the Santa Drive-thru Meet and Greet event on
Saturday, December 5, 2020, from 5:00-8:30 pm. Duties and responsibilities will
include acting as “Santa’s helper,” traffic control, assisting with photo opportunity
stations, and event set up and clean up. The following committee members that have
registered to volunteer for this event are listed in the table below. Additional spots are
still available.
Name Task/Duty
Saanya Goel Santa’s Helper/Area set up & Clean up
Aleena Imran Traffic Control/Area Set up & Clean Up
Divyansh Agrawal Photo Booth/Area Set up & Clean Up
Hollis Carey Santa’s Helper/Area set up & Clean up
Kunal Khaware Traffic Control/Area Set up & Clean Up
Logan Lin Photo Booth/Area Set up & Clean Up
Romal Mitr Santa’s Helper/Area set up & Clean up
Saiesha Goel Traffic Control/Area Set up & Clean Up
7.2
Packet Pg. 11
Page 2 of 2
Hibba Adeel Photo Booth/Area Set up & Clean Up
Sri Manasa Jandhyala Santa’s Helper/Area set up & Clean up
SPOT VACANT Traffic Control/Area Set up & Clean Up
SPOT VACANT Photo Booth/Area Set up & Clean Up
SPOT VACANT Santa’s Helper/Area set up & Clean up
SPOT VACANT Traffic Control/Area Set up & Clean Up
SPOT VACANT Photo Booth/Area Set up & Clean Up
Additionally, Staff is requesting assistance from the Youth Advisory Committee on
Saturday, December 12, 2020, for the Imagine Playground Grand Opening event at the
Dublin Sports Grounds. The volunteer shift is from 9:00 am - 12:00 pm. Duties and
responsibilities will include passing out giveaways , assisting with the set-up of
prepackaged foods, and monitoring the new playground to ensure participant safety and
compliance with County guidelines. Staff is looking for 10 or more volunteers for this
event.
STRATEGIC PLAN INITIATIVE:
None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS:
None.
7.2
Packet Pg. 12