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Home My WebLink About04-25-2023 Youth Commission Meeting AgendaSaratoga Youth commission Agenda – Page 1 of 1 SARATOGA YOUTH COMMISSION APRIL 25, 2023 7:00 PM YOUTH COMMISSION AGENDA ITEMS 1.Youth Commission Minutes Recommended Action: Review and approve the minutes from the March 28, 2023 meeting. 2023_03_28 PRINT Regular Meeting Minutes.pdf 3.Recap SED Talks Committee Report Recommended Action: Debrief the SED Talks event. Share feedback on what went well, what could be improved and any additional feedback for Youth Commission support at future community events. 4_18_2023 SED Talks Subcommittee Memorandum.pdf SED Talks Flyer.png 4.Sports Competition Committee - Basketball Tournament Subcommittee Report Recommended Action: Receive updates from the basketball subcommittee and provide input and directions as needed. Basketball Subcommittee Memos.pdf 1 Saratoga Youth Commission Agenda – March 28, 2023 – Page 1 of 5 MINUTES  TUESDAY, MARCH 28, 2023 SARATOGA YOUTH COMMISSION  7:00 P.M. REGULAR MEETING  Chair Hao called the Regular Meeting to order at 7:04 PM ROLL CALL - Present: Kelkar, Chao, Krishna, Xia, McCormick, Hao, Dharwadkar, Jing, Zhao - Absent: None - Late: None - Excused Late: Henry - Excused: Singh - Members of the Public: Advika Prashanth, Anika Rajaram, Aria Yang, Chloe Lee, Rishaan Thoppay, Sahil Jain, Shibali, Oliver, Alan Kai, Charlotte Hu, Julie 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. AGENDA ITEMS: 1. Youth Commission Minutes Recommended Action: Review and approve the minutes from the February 28, 2023 meeting. Draft Minutes COMMISSIONER ZHAO/COMMISSIONER CHAO MOVED TO APPROVE THE FEBRUARY 28TH REGULAR MEETING MINUTES - AYES: KELKAR, CHAO, KRISHNA, XIA, MCCORMICK, HAO, DHARWADKAR, JING, ZHAO - NOES: NONE - ABSTAINS: NONE - ABSENT: HENRY - EXCUSED: SINGH 2 Saratoga Youth Commission Agenda – March 28, 2023 – Page 2 of 5 - PASSED 9-0 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 - Share information before the meeting to identify resources for support - documentation for subcommittees (workflow process) COMMISSIONER CHAO/COMMISSIONER MOVED TO APPROVE THE SUBCOMMITTEE MEMO PLAN - AYES: KELKAR, CHAO, KRISHNA, MCCORMICK, HAO, DHARWADKAR, JING, ZHAO - NOES: NONE - ABSTAINS: XIA - ABSENT: HENRY - EXCUSED: SINGH - PASSED 8-0 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. - debrief for the public - Good things: - lots of community engagement - feedback: - more space (i.e. another table to spread things out) - only one table for three or four different activities - materials weren’t ideal (tattoos were old, test materials before the event in the future)-->subpar - people came in waves (more personnel needed for the peaks) 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. - debrief to public on what SED Talks is - speakers are locked in 3 Saratoga Youth Commission Agenda – March 28, 2023 – Page 3 of 5 - action points: - send materials to Lauren/advertising chair ASAP - put out an actual agenda on the advertising material to make it more clear COMMISSIONER XIA/COMMISSIONER DHARWADKAR MOVED TO TAKE THE DIRECTIONS FROM THE YOUTH COMMISSION, ESPECIALLY ON MARKETING AND BRING IT UP IN THE NEXT SUBCOMMITTEE MEETING AND ACT ON IT - AYES: KELKAR, CHAO, KRISHNA, XIA, MCCORMICK, HAO, DHARWADKAR, JING, ZHAO - NOES: NONE - ABSTAINS: NONE - ABSENT: HENRY - EXCUSED: SINGH - PASSED 9-0 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. - overview on the event - prizes, location, donation reception TBD - action point: lock down Lynbrook gym time, start advertising as well (push out materials) - For next year: Book early (venue, etc.) - work out expense of renting the gym - SJ youth commission is willing to pitch in - get help with venue + funding COMMISSIONER XIA/COMMISSIONER HAO MOVED TO GIVE THESE ABOVE ACTIONS TO THE SUBCOMMITTEE AND HAVE THEM WORK ON IT (SPECIFICALLY MARKETING, SECURING THE VENUE, BUDGET, AND COLLABORATION WITH SAN JOSE YOUTH COMMISSSION) - AYES: KELKAR, CHAO, KRISHNA, XIA, MCCORMICK, HAO, DHARWADKAR, JING, ZHAO, HENRY - NOES: NONE - ABSTAINS: NONE - ABSENT: NONE - EXCUSED: SINGH - PASSED 10-0 CHAIR HAO MOVED TO TAKE A BREAK UNTIL 8:12 PM 6. Fitness Challenge Committee Report Recommended Action: 4 Saratoga Youth Commission Agenda – March 28, 2023 – Page 4 of 5 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. - debrief to public on the fitness event - report by subcommittee on new timing, etc. - Marketing Chair will make another flier based on previous Toga trails flier (send information to her) - work with treasurer for budgeting - flesh out prizes/entry fee COMMISSIONER HAO/COMMISSIONER CHAO MOVED TO HAVE THE SUBCOMMITTEE CONTINUE WORKING ON THE FITNESS CHALLENGE EVENT WITH FEEDBACK FROM THE FULL COMMISSION - AYES: KELKAR, CHAO, KRISHNA, XIA, MCCORMICK, HAO, DHARWADKAR, JING, ZHAO, HENRY - NOES: NONE - ABSTAINS: NONE - ABSENT: NONE - EXCUSED: SINGH - PASSED 10-0 7. Basketball Tournament Subcommittee Report Recommended Action: Receive updates from the basketball subcommittee and provide input and directions as needed. - The event will be April 29th 10AM-4PM - origami flowers (space will be needed) - find origami link - staff should ask about face painting and extra space - food? - Shifts - Afternoon: Kelkar, Chao, Hao, Zhao, Krishna, Jing - Morning: McCormick (?), Henry (?), Xia - Maybe: Dharwadkar - Reach out to Aniket COMMISSIONER HENRY/COMMISSIONER KELKAR MOVED TO HAVE THE YOUTH COMMISSION TO APPROVE THE ABOVE SHIFTS AND HAVE COMMISSIONER CHAO FIND INSTRUCTIONS FOR THE ORIGAMI CRAFT THAT WILL BE DONE AS OUR ACTIVITY - AYES: KELKAR, CHAO, KRISHNA, XIA, MCCORMICK, HAO, DHARWADKAR, JING, ZHAO, HENRY - NOES: NONE - ABSTAINS: NONE - ABSENT: NONE - EXCUSED: SINGH 5 Saratoga Youth Commission Agenda – March 28, 2023 – Page 5 of 5 - PASSED 10-0 8. City Report Recommended Action: Receive report from staff of City updates. - Commission work plan study week (not including Youth Commission), proposed budget etc. - Arbor Day event (April 26th, 4pm, at Beauchamps park) - tree planting - presentation - recognition of arbor day - blossom festival upcoming (seen above) - Housing element affordable housing 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 April 25, 2023. - past meeting minutes - workflow/memo feedback - Subcommittee reports - blossom festival - Treasurer report - SED Talks recap - end of year party - city report - future agenda items COMMISSIONER DHARWADKAR/COMMISSIONER HAO MOVED TO APPROVE THE ABOVE FUTURE AGENDA ITEMS - AYES: KELKAR, CHAO, KRISHNA, XIA, MCCORMICK, HAO, DHARWADKAR, JING, ZHAO, HENRY - NOES: NONE - ABSTAINS: NONE - ABSENT: NONE - EXCUSED: SINGH - PASSED 10-0 ADJOURNMENT CHAIR HAO ADJOURNED THE MEETING AT 8:55 PM Minutes respectfully submitted:  Ann Xu, Accountant 6 CITY OF SARATOGA Memorandum To: Youth Commission From: SED Talks Subcommittee Date: April 25th, 2023 Subject: SED Talks Committee Report Recommended Action: Review the SED Talks event and provide feedback to the commission and subcommittee. Work Plan Item Summary: Item: SED Talks subcommittee report Receive a verbal report from the SED Talks committee about the completed event. Commissioners who attended the April 22nd event should provide feedback (strengths and weaknesses) about the event gathered both from their personal experience as well as from people they brought along. Background: Previous Commission recommendations can be seen in previous meeting minutes under “SED Talks Committee Report.” No further action is being recommended. Resource Needs: Snacks/water + raffle drawing purchase reimbursement for the Saratoga TAB (tentative $100-$150 allocated) Collaborators: Saratoga Library Teen Advisory Board 7 Various Speakers/performers: - Mayor Kookie Fitzsimmons - Susan Glass (former professor) - Sanjoli Gupta (SHS student) - Christina Chang (SHS student, editor in chief of the Falcon, SHS newspaper) - Susan Hinton (Sierra Club Advocate & Photographer) Implementation Plan & Schedule: Not Applicable. Simply a reflection on how the event went to provide feedback for future planning of events. Outreach: The event will be over by the Saratoga Youth Commission meeting, so there is no need for further outreach. 8 9 To:Youth Commission From:Sports Competition Committee Date:April 7,2023 Subject :Sports Competition Memos Recommended Action : The Commission Narrow down to 3 gyms and send them for approval to Ann. Work Plan Item Summary: Look at available gyms and choose 3 gyms to send them for approval to Ann. Background: Narrow gyms down to 3 possible choices,(taking into consideration availability,pricing etc), send them to Ann. Resource Needs: Approval for final gyms. Collaborators: Justin Chao,Ovee Dharwadkar,Saket Kelkar Implementation Plan &Schedule: Narrow gyms down to 3 possible choices,(taking into consideration availability,pricing etc), send them to Ann. Outreach: Send final gym choices to Ann. 10