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HomeMy WebLinkAbout03-28-2023 Youth Commission Meeting Agenda Saratoga Youth Commission Agenda – March 28, 2023 – Page 1 of 3 SARATOGA YOUTH COMMISSION REGULAR MEETING MARCH 28, 2023 7:00 P.M. REGULAR MEETING Saratoga City Hall, Linda Callon Conference Room · 13777 Fruitvale Avenue, Saratoga CA 95070 Public Participation Information In accordance with Saratoga City Council’s Remote Public Participation Policy, the public may participate in person at the location listed above on the agenda or via the Zoom platform using the information below. • Webinar URL: https://us02web.zoom.us/j/83562507132 • Webinar ID: 835 6250 7132 • Call In: 1.408.638.0968 or 1.669.900.6833 (enter the Webinar ID provided above when prompted) Written Communications Comments can be submitted in writing at www.saratoga.ca.us/yc. Written communications received prior the end of the comment period will be provided to the members of the committee and included in the agenda packet and/or supplemental meeting materials. Public Comment Members of the public may comment on any item for up to three (3) minutes. The amount of time for public comment may be reduced by the Chair or by action of the Commission. Public Comment will begin with speakers attending in-person first followed by those attending via Zoom. ROLL CALL REPORT ON POSTING OF THE AGENDA The agenda for this meeting was properly posted on March 24, 2023. ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS Any member of the public may address the Youth Commission for up to three (3) minutes on matters not on the Agenda. The law generally prohibits the Youth Commission from discussing or taking action on such items. However, the Youth Commission can schedule the item for discussion at a future meeting. Saratoga Youth Commission Agenda – March 28, 2023 – Page 2 of 3 AGENDA ITEMS: 1. Youth Commission Minutes Recommended Action: Review and approve the minutes from the February 28, 2023 meeting. Draft Minutes 2. Updated Agenda Process - Subcommittee Memos to Youth Commission Recommended Action: Approve the updated agenda process - subcommittee memo to Youth Commission Memo - Youth Commission Committee Workflow Attachment - Youth Commission Committee Memo Template 3. Recap St. Paddy’s Day Recommended Action: Debrief the St. Paddy’s Day event. Share feedback on what went well, what could be improved and any additional feedback for Youth Commission support at future community events. 4. SED Talks Committee Report Recommended Action: Receive updates from the SED Talks Committee and receive a verbal report from the committee about the new direction proposed for the April event. Commissioners should all contribute ideas and provide direction to the SED Talks Committee for the reimagination of this year’s event that is scheduled for April 22nd . The rehearsals for SED Talks will be on Sunday, 4/16 at 2pm in the Community Room of the library. 5. Sports Competition Committee Report Recommended Action: Receive the committee’s status update and provide input or direction as requested. All considerations should encompass and reflect the entirety of our youth in Saratoga. 6. Fitness Challenge Committee Report Recommended Action: Consider the proposed verbal report from the Fitness Challenge Committee. Provide input and direction to the committee if the Commission determines it is feasible and desired to include in the remainder of the 2022/23 school year. 7. Basketball Tournament Subcommittee Report Recommended Action: Receive updates from the basketball subcommittee and provide input and directions as needed. Saratoga Youth Commission Agenda – March 28, 2023 – Page 3 of 3 8. Blossom Festival Recommended Action: Receive updates from Saratoga Historical Foundation and provide input and directions as needed. 9. Youth Commission Subcommittee Workflow Process Recommended Action: Receive report from staff on new process for committee work efforts and scheduling Commission discussion of committee efforts. 10. City Report Recommended Action: Receive report from staff of City updates. 11. Future Agenda Items Recommended Action: Review the agenda planner and consider agenda items for upcoming meetings. The next Youth Commission meeting is scheduled for April 25, 2023. ADJOURNMENT CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF THE AGENDA PACKET, COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT I, Ann Xu, Accountant for the City of Saratoga, declare that the foregoing agenda for the meeting of the Youth Commission was posted and available for review on March 23, 2023 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at www.saratoga.ca.us. Signed this 23th day of March 2023 at Saratoga, California. Ann Xu, Accountant In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the Youth Commission by City staff in connection with this agenda, copies of materials distributed to the Youth Commission concurrently with the posting of the agenda, and materials distributed to the Youth Commission by staff after the posting of the agenda are available on the City Website at www.saratoga.ca.us. Following removal of State and local shelter in place orders these materials will be available for review in the office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, California. In Compliance with the Americans with Disabilities Act, if you need assistance to participate in this meeting, please contact the City Clerk at bavrit@saratoga.ca.us or calling 408.868.1216 as soon as possible before the meeting. The City will use its best efforts to provide reasonable accommodations to provide as much accessibility as possible while also maintaining public safety. [28 CFR 35.102-35.104 ADA title II] MINUTES TUESDAY, FEBRUARY 28, 2023 SARATOGA YOUTH COMMISSION 7:00 P.M. REGULAR MEETING Chair Hao called the Regular Meeting to order at 7:05 PM ROLL CALL -Present: Kelkar, Chao, Krishna, Xia, McCormick, Hao, Henry, Dharwadkar, Jing, Zhao -Absent: Singh -Excused: None -Members of the public: Anya Taneja, Avi Taneja, C, Garrick Chau, Kathy Wang, Medha Sunkara, Nathan Y, Nitya Nandula, Preeti Jain, Sriya M, Daniel, Anya, Ayan, Kevin REPORT ON POSTING OF THE AGENDA The agenda for this meeting was properly posted on February 25, 2023. ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS Any member of the public may address the Youth Commission for up to three (3) minutes on matters not on the Agenda. The law generally prohibits the Youth Commission from discussing or taking action on such items. However, the Youth Commission can schedule the item for discussion at a future meeting. AGENDA ITEMS: 1. Youth Commission Minutes Recommended Action: Review and approve the minutes from the January 24, 2023 meeting. COMMISSIONER HENRY/ COMMISSIONER DHARWADKAR MOVED TO APPROVE THE JANUARY 24TH REGULAR MEETING MINUTES WITH THE LOCATION OF THE SPORTS EVENT BEING CHANGED FROM “DE ANZA COLLEGE” TO “WEST VALLEY COLLEGE” -AYES: KELKAR, CHAO, KRISHNA, XIA, MCCORMICK, HAO, HENRY, DHARWADKAR, JING, ZHAO -NOES: NONE -ABSTAINS: NONE -ABSENT: SINGH -PASSED 10-0 2. Recap Hakone Lunar New Year Celebration Recommended Action: Debrief the Hakone Lunar New Year Celebration event. Share feedback on what went well, what could be improved and any additional feedback for Youth Commission support at future community events. 2 -Went very smoothly -slightly clearer communication needed -clearer roles should be ideally delineated in the future -distribution of work should be more spread out, labor should have been better used -There was standing around in second shift because the dim sum shop closed -Kelkar was standing around 3. Community Events Recommended Action: Receive update from staff about Youth Commission support requests at upcoming community events. Additionally, the Commission should schedule shifts for the St. Paddy’s Day Celebration for staff to confirm that information with the event organizers. -Community Job Fair (March 4th, ) at Campbell -Saint Patty’s Day confirmed for March 11th (2-4PM), along Big Basin -Activities -Nail painting was requested to come back -temporary tattoos (reuse resources from Blossom festival) -A couple of St. Patrick’s day tattoos -need to make sure the markers are easily washable -Shifts scheduling -Whenever you can make it -Possibly late: Chao, Zhao, Hao -Can’t make it: Xia -Absent (unsure): Singh -Stand is typically by Bank of America (Parking is difficult) Public comment: COMMISSIONER XIA/COMMISSIONER KELKAR MOVED TO HAVE NAIL PAINTING AND TEMPORARY TATTOOS (REUSING RESOURCES AND STAFF PURCHASING NEW ST. PATRICK’S DAY STENCILS) AS ST. PADDY’S DAY PARADE -AYES: KELKAR, CHAO, KRISHNA, XIA, MCCORMICK, HAO, HENRY, DHARWADKAR, JING, ZHAO -NOES: NONE -ABSTAINS: NONE -ABSENT: SINGH -PASSED 10-0 4. SED Talks Committee Report Recommended Action: Receive committee cancellation update for the March 4th SED Talks event and receive a verbal report from the committee about the new direction proposed for the April event. Commissioners should all contribute ideas and provide direction to the SED Talks Committee for the reimagination of this year’s event that is tentatively scheduled for either April 1st or April 22nd. -merging March + April topics (advocacy) -potential speaker: Blind De Anza Professor (Henry) --> published a book on nature themed + experience poetry -Have activities between the speakers -working with WVCWA possible grant -Ideas: -tie the city-wide poetry competition 3 -previous winners come in and talk about their process -Food: -has to be individually packaged, doesn’t align with sustainability -biodegradable packaging? -activities: -what they would like to advocate for and put it on the board -raffle/random drawing -have something they plan/create and put it in a popular spot -Make a poster about what they’re passionate about with their ideas (try to keep it away from politics) -Public comment: -Free stuff (stickers, pencils?, post-it books) COMMISSIONER ZHAO/COMMISSIONER CHAO MOVES TO LOOK INTO THE PROPOSALS BY THE YOUTH COMMISSION AND THE PUBLIC, ESPECIALLY THE POST-IT BOOKS -AYES: KELKAR, CHAO, KRISHNA, XIA, MCCORMICK, HAO, HENRY, DHARWADKAR, JING, ZHAO -NOES: NONE -ABSTAINS: NONE -ABSENT: SINGH -PASSED 10-0 COMMISSIONER CHAO/COMMISSIONER HENRY MOVE TO TAKE A BREAK FROM 8:00- 8:05 PM 5. Sports Competition Committee Report Recommended Action: Receive the committee’s status update and provide input or direction as requested. All considerations should encompass and reflect the entirety of our youth in Saratoga. -Location: Pending -Cash prize 10-12th grade: $25/person, 7-9th grade: $15/person (sticky for government policy) -potential prize: massage gun (would be first place for higher division), gift card, -propose donations to WVCWA (less) and Sierra club, shoe recycle program (“bring your old shoes for donation”) -Snacks: -Water, Gatorade -Chips, Protein Bar, Spam musubi, Fruit gummies, gogo squeez, food trucks/Kona Ice (have to guarantee that they can make enough money, but not this year) -Budget: -Send proposed budget to staff and treasurer once completed, need advertisement to estimate the amount of things needed to be purchased -Potential other locations (SHS has April 2nd, April 9th, May) -Lynbrook -Harker -Redwood Middle school -public comment: NONE COMMISSIONER HENRY/COMMISSIONER MCCORMICK MOVED TO HAVE THE SUBCOMMITTEE CONTINUE FLESHING OUT THE PROJECT WITH THE SUGGESTIONS PROVIDED BY THE COMMISSION. -AYES: KELKAR, CHAO, KRISHNA, XIA, MCCORMICK, HAO, HENRY, DHARWADKAR, JING, ZHAO 4 -NOES: NONE -ABSTAINS: NONE -ABSENT: SINGH -PASSED 10-0 6. Fitness Challenge Committee Report Recommended Action: Consider the proposed verbal report from the Fitness Challenge Committee. Provide input and direction to the committee if the Commission determines it is feasible and desired to include in the remainder of the 2022/23 school year. -continued to flesh out the event -dates: April 2nd-April 8th, April 9th-April 15th (Spring Break) -make sure there’s no conflict with Basketball tournament/Mental Health Month -staff recommends pushing event back to May + considering viability -rewards: Trail packs -(snacks, flares, flashlight, etc.) to everyone who shows up/signs up -gift cards -backpacks, water bottle, last year’s MITM pins -Trails: -Reuse some of the trails from Toga Trails (ex. Fremont Older) -Different hikes for different peaks -County Parks (Sanborn, San Antonio) -Staff will send previous years’ Toga Trails flyers for marketing -Public comment: -Trails: Sanborn, quarry park, -Rewards: branded gift cards rather than local business gift cards COMMISSIONER XIA/COMMISSIONER HENRY MOVED TO HAVE THE SUBCOMMITTEE TO PROCEED WITH THE DIRECTIONS OF THE COMMISSION AND FLESH OUT THE EVENT MORE -AYES: KELKAR, CHAO, KRISHNA, XIA, MCCORMICK, HAO, HENRY, DHARWADKAR, JING, ZHAO -NOES: NONE -ABSTAINS: NONE -ABSENT: SINGH -PASSED 10-0 7. CASC Leadership Training 2023 Recommended Action: Receive invitation to attend the California Association of Student Councils (CASC) Leadership Conference 2023, which will provide attendees with hands-on experience to learn effective leadership skills and network with local student leaders throughout this day-long training. Provide staff with confirmation list of Youth Commissioners who would be interested and available on March 19th to attend the CASC Leadership Training. -Staff report -spend part of the budget to send interested commissioners to the event (cover the fee) -Price: $35.40 -Deadline: 3/10/2023 5 -General consensus of the commission is leaning towards not participating, will check later on in the day -answer to public comment: interactivity depends on the speaker/conference COMMISSIONER CHAO/COMMISSIONER ZHAO MOVED TO GAUGE INTEREST LATER IN THE WEEK AND ALLOCATE BUDGET FOR THE ATTENDANCE OF COMMISSIONERS AND CONTACT STAFF IF INTERESTED -AYES: KELKAR, CHAO, KRISHNA, XIA, MCCORMICK, HAO, HENRY, DHARWADKAR, JING, ZHAO -NOES: NONE -ABSTAINS: NONE -ABSENT: SINGH -PASSED 10-0 8. City Report Recommended Action: Receive report from staff of City updates. -City council adopted resolution to have online meetings until Feb. 2023 -period has ended, all Brown Act rules revert to state before the pandemic -Public can still attend virtually -virtual meeting would mean extra complications to the agenda to not violate Brown Act (ex. opening up your home to public attendees) -Received more information around the Public Art Commission’s poetry competition -Change in Staff 9. Future Agenda Items Recommended Action: Review the agenda planner and consider agenda items for upcoming meetings. The next Youth Commission meeting is scheduled for March 28, 2023. -Committee reports (review, finalize, Sports competition, SED Talks, fitness challenge) -Blossom Festival -St. Paddy’s day recap + CASC events -End of the Year Party planning (joint meeting with new Youth Commissioners, INVITE KAYLA) - tacos place from Jacob’s first year COMMISSIONER DHARWADKAR/COMMISSIONER CHAO MOVED TO APPROVE THE ABOVE FUTURE AGENDA ITEMS -AYES: KELKAR, CHAO, KRISHNA, XIA, MCCORMICK, HAO, HENRY, DHARWADKAR, JING, ZHAO -NOES: NONE -ABSTAINS: NONE -ABSENT: SINGH -PASSED 10-0 ADJOURNMENT CHAIR HAO ADJOURNED THE MEETING AT 9:11 PM Minutes respectfully submitted: Ann Xu, Accountant 6 CITY OF SARATOGA Memorandum To:Youth Commission From:Ann Xu Date:March 28, 2023 Subject:Youth Commission Subcommittee Workflow Process Following the February Youth Commission meeting, the City staff who will be supporting the Youth Commission for the remainder of the 2022/23 school year discussed ways in which staff can work most effectively with Youth Commission and support the efforts of the Commission. One of the biggest concerns is the ability to provide sound guidance to the Commission as it implements its work plan. While a seasoned liaison can offer advice on the spot during a meeting, the interim staff providing support lack the necessary background and familiarity to do this effectively. Consequently, staff is introducing a change to the Youth Commission’s workflow process for subcommittees. For a committee work plan item to be discussed at a Commission meeting, the committee will need to submit a written memo to the staff liaison at least 7 days prior to the Commission meeting. A template of the memo, including a summary of the type of information to be included in each section of the memo, is attached. This process change provides the staff liaison with time to review recommendations and updates in advance, identify any potential concerns, and advise the committee if there are any red flags or gaps that may require further clarification before items are brought to the Commission. In addition to providing interim staff with the time needed to evaluate committee recommendations and updates in order to offer meaningful guidance, this process will result in historical documentation of Commission work efforts. Not only will this help the new staff liaison transition into their role, it will serve as a resource for future Commission. Staff also hopes that the process change will help promote development of comprehensive recommendations in advance of meetings and productive discussions at the Commission level. Attachments: -Committee Memo Template 7 CITY OF SARATOGA Memorandum To:Youth Commission From:[Committee Name] Date:[Commission Meeting Date] Subject:[Work Plan Item] Recommended Action: [This should be short statement describing the action the committee is recommending that the Commission take. If the committee is simply sharing new information and is not seeking a specific action from the Commission, the committee can use the statement “Informational only, no action needed.” in this part of the memo.] Work Plan Item Summary: [Include a copy of the City Council approved work plan item description in this section of the memo.] Background: [This section of the memo should be a detailed description of the committee’s recommendation or update. If the committee is recommending something, be sure to note important details that will help the Commission make a decision, such as: the proposed date, time, and location of an event or program; a description of the proposal; a summary of the target audience; a statement describing what goals will be achieved by the proposed action and how it will achieve the objective of the work plan as well as support the mission of the Youth Commission; a summary of how the Commission developed its recommendation, including alternative options that were considered and they were dismissed. If this work plan item has been previously discussed by the Commission and recommendations for implementation have been approved, include any Commission actions on the work plan item that were previously approved and efforts to date.] Resource Needs: [Any resources needed to implement the proposal from the committee should be identified in this section of the memo. This could include purchases (including estimated costs) that need to be made or non-monetary needs, such as volunteers. 8 Estimates for resource needs are just fine and City staff can help committees identify potential resource needs. The goal in identifying resources needs in the memo is to give the Commission a sense of whether the recommendation can be achieved with resources at the Commissions’ disposal. If the purpose of the memo is an informational update and resource needs have been previously approved, just copy and paste the previously approved resource needs.] Collaborators: [If the committee is proposing that the Commission work with other organizations or groups, this should be noted in this section of the memo. For example, partnering with the Saratoga Library Teen Advisory Board on implementation of SED Talks. Committees should not engage with potential collaborators before the Commission has approved the committee’s recommendation. If the purpose of the memo is an informational update and collaborators have been previously approved, just copy and paste the previously approved list of collaborators.] Implementation Plan & Schedule: [This section of the memo should provide a detailed outline and schedule of all steps needed for the Youth Commission to implement the recommended action. This should include any event day, setup, and cleanup needs and Youth Commission roles. The implementation plan and schedule in the memo isn’t set it stone. The goal of providing a proposed implementation plan and schedule is to help the Commission gauge whether the recommendation can be achieved within the context of the Commission’s other work efforts. If the purpose of the memo is an informational update and an implementation plan and schedule have been previously approved, just copy and paste the previously approved plan/schedule.] Outreach: [If outreach is warranted, this section should describe how the Youth Commission will get the work out about the work effort. Committees should not conduct outreach efforts before the Commission has approved the committee’s recommendation. If the purpose of the memo is an informational update and an outreach plan has been previously approved, just copy and paste the previously approved outreach plan.] 9