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Home My WebLink About05-23-2023 Youth Commission Meeting Agenda Saratoga Youth Commission Agenda – May 23, 2023 – Page 1 of 3 SARATOGA YOUTH COMMISSION REGULAR MEETING MAY 23, 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/87118134329 • Webinar ID: 871 1813 4329 • 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 May 19, 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 – May 23, 2023 – Page 2 of 3 AGENDA ITEMS: 1. Youth Commission Minutes Recommended Action: Review and approve the minutes from the April 25, 2023 meeting. Draft Minutes 2. Recap the Blossom Festival Recommended Action: Debrief the Blossom Festival event. Share feedback on what went well, what could be improved and any additional feedback for Youth Commission support at future community events. 3. Sports Competition Committee - Basketball Tournament Subcommittee Report Recommended Action: Receive updates from the basketball subcommittee and provide input and directions as needed. 4. Treasurer Report Recommended Action: Receive verbal report from the Youth Commission Treasurer on budget. 5. Presentation of 2022-2023 Youth Commission Work Plan Recommended Action: Create and rehearse the Youth Commission’s end of the year presentation that will be given to the City Council on June 7, 2023. Any slides will need to be provided to staff before May 25, 2023. 6. End of the School Year Items Recommended Action: Schedule the Commission’s end of year celebration special meeting and provide staff with any preferences for location, food, etc. 7. Youth Commission Positions Recommended Action: Discuss the possibility of restructuring the Youth Commission officer election system. Potentially hold elections and appoint new roles, depending on the Commission’s decision. 8. City Report Recommended Action: Receive report from staff of City updates. Saratoga Youth Commission Agenda – May 23, 2023 – Page 3 of 3 9. Future Agenda Items Recommended Action: Review the agenda planner for upcoming important dates. 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 April 21, 2023 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at www.saratoga.ca.us. Signed this 19h day of May 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] Saratoga Youth Commission Agenda – April 25, 2023 – Page 1 of 5 MINUTES  TUESDAY, APRIL 25, 2023 SARATOGA YOUTH COMMISSION  7:00 P.M. REGULAR MEETING  Chair Hao called the Regular Meeting to order at 7:00 PM ROLL CALL -Present: Kelkar, Chao, Krishna, Xia, McCormick, Hao, Dharwadkar -Absent: None -Late: None -Excused: Singh, Henry, Jing, Zhao -Members of Public: Andy Zhu, Oliver, Arjun, Vihan, Seabert, Aarav Laila, Madhan, Nitya, Sriya, Ethan, Aarav, Bryan, Suchita REPORT ON POSTING OF THE AGENDA The agenda for this meeting was properly posted on April 21, 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 March 28, 2023 meeting. Draft Minutes COMMISSIONER KELKAR/COMMISSIONER MCCORMICK MOVED TO APPROVE THE MARCH 28, 2023 REGULAR MEETING MINUTES WITH THE AMENDMENTS WITH NAME CHANGES FROM “SHIBALI” TO “SHIVALI” AND “ALAN KAI” TO “ALAN CAI” AND ADD “AARVA LALLA” AS A MEMBER OF THE PUBLIC TO CHANGE THE NAME OF ITEM 7 FROM “BASKETBALL TOURNAMENT SUBCOMMITTEE REPORT” TO “BLOSSOM FESTIVAL” -AYES: KELKAR, CHAO, KRISHNA, XIA, MCCORMICK, HAO, DHARWADKAR -NOES: NONE -ABSTAINS: NONE -EXCUSED: SINGH, HENRY, JING -ABSENT: ZHAO 2. Updated Agenda Process - Subcommittee Memos to Youth Commission 2 Saratoga Youth Commission Agenda – April 25, 2023 – Page 2 of 5 Recommended Action: review the updated agenda process - subcommittee memo to Youth Commission -Not too much of a time commitment, observe how helpful the memos are for the rest of the meeting -helpful for organizing larger periods of time -guidance for future commission: strongly recommend/mandate the subcommittee memos, which will be especially important for keeping track as new ideas are being brought into fruition. -very important to keep track of things as new things are being planned, hard to make it mandatory but it is recommended COMMISSIONER CHAO/COMMISSIONER DHARWADKAR MOVED TO MANDATE SUBCOMMITTEE MEMORANDA FOR EACH SUBCOMMITTEE PER YOUTH COMMISSION MEETING. -AYES: KELKAR, CHAO, KRISHNA, XIA, MCCORMICK, HAO, DHARWADKAR -NOES: NONE -ABSTAINS: NONE -EXCUSED: SINGH, HENRY, JING -ABSENT: ZHAO 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. Attached Memo SED Talks Flyer -explanation by commissioner of SED Talks (topics, speakers, etc.) -being in person was very helpful -speakers/intermissions were very good -Having more rehearsals (not just within the commission but with the speakers) -Holding scripts and directly reading from them wasn’t a good look -some speakers were going too long -Ex. Susan Hinton -impact wall wasn’t very active (most people were just talking to each other or getting snacks, so for future references activities during intermissions are not super necessary) 4. Sports Competition Committee - Basketball Tournament Subcommittee Report Recommended Action: Receive updates from the basketball subcommittee and provide input and directions as needed. Attached Memo -Still mostly issues with finding a venue (a lot of schools are not available/expensive) -check parks -ex. calabazas park -middle schools are also good options -Budget is $300 (not enough, especially for expensive highschools that are ~$80/hr) -Public Comment: Sacred Heart Parish Church is another option for venue 3 Saratoga Youth Commission Agenda – April 25, 2023 – Page 3 of 5 COMMISSIONER XIA/CHAIR HAO MOVED TO HAVE THE SUBCOMMITTEE SECURE A VENUE WITH FOR THE EVENT, WITH POSSIBILITIES EXPANDED TO PARKS, MIDDLE SCHOOL OUTDOOR COURTS/GYM, AND SACRED HEAR PARISH CHURH -AYES: KELKAR, CHAO, KRISHNA, XIA, MCCORMICK, HAO, DHARWADKAR -NOES: NONE -ABSTAINS: NONE -EXCUSED: SINGH, HENRY, JING -ABSENT: ZHAO CHAIR HAO MOVED TO TAKE A BREAK (7:44-7:50) 5. Blossom Festival Recommended Action: Receive updates from Saratoga Historical Foundation and provide input and directions as needed. -Paper is ordered, candy, instructions are set -3 tables and 5 chairs provided -Chao can make morning as well (will be working both) -McCormick is confirmed morning -Dharwadkar wasn’t on the list, added to afternoon shift -Final list -morning: Xia, McCormick, Henry(?), Chao -afternoon: Kelkar, Hao, Zhao, Krishna, Jing, Dharwadkar -Spread out the materials around the tables (about 1 line per person) -Learn how to do it from after the meeting -Morning shift meets at city hall 9:30 -plastic box for available for storage -public comment COMMISSIONER CHAO/COMMISSIONER MOVE FORWARD WITH THE BLOSSOM FESTIVAL PLANNING WITH UPDATED SHIFTS (CHAO ADDITIONALY IN MORNING, MCCORMICK CONFIRMED FOR MORNING, DHARWADKAR ADDED TO AFTERNOON) -AYES: KELKAR, CHAO, KRISHNA, XIA, MCCORMICK, HAO, DHARWADKAR -NOES: NONE -ABSTAINS: NONE -EXCUSED: SINGH, HENRY, JING -ABSENT: ZHAO 6. Youth Commission Budget Review Recommended Action: Receive updates from the treasurer. Postponed to next meeting (Treasurer not present) 7. City Report Recommended Action: Receive report from staff of City updates. -Fallen trees -free permits for cutting easily falling trees (bluegum, eucalyptus) -survey for hazard jurisdiction 4 Saratoga Youth Commission Agenda – April 25, 2023 – Page 4 of 5 -arbor day upcoming -box drawing -city council/neighborhood watch joint meeting -national volunteer month -railroad crossing improvements for pedestrians/bikers -finance is finalizing city budget -blossom festival 8. Future Agenda Items Recommended Action: Review the agenda planner and consider agenda items for upcoming meetings. The next Youth Commission meeting is scheduled for May 23, 2023. Youth Commission Year-End Presentation is scheduled for June 7, 2023. -End of year presentation -Recap fitness challenge -End of year banquet -Blossom festival recap -Basketball tournament recap -Possible restructuring of chair/vice chair/officer election -Past meeting minutes -Budget review -City report COMMISSIONER XIA/COMMISSIONER KELKAR MOVED TO ACCEPT THE ABOVE LIST OF ITEMS FOR THE FUTURE AGENDA FOR THE MEETING OF MAY 23, 2023. -AYES: KELKAR, CHAO, KRISHNA, XIA, MCCORMICK, HAO, DHARWADKAR -NOES: NONE -ABSTAINS: NONE -EXCUSED: SINGH, HENRY, JING -ABSENT: ZHAO ADJOURNMENT CHAIR HAO MOVED TO ADJOURN AT 8:19 PM 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 April 21, 2023 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at www.saratoga.ca.us. Signed this 21h day of April 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 5 Saratoga Youth Commission Agenda – April 25, 2023 – Page 5 of 5 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] 6