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Home My WebLink About09-26-2023 Youth Commission Meeting Agenda Saratoga Youth Commission Agenda – September 26, 2023 – Page 1 of 3 SARATOGA YOUTH COMMISSION REGULAR MEETING September 26, 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/85906393981 • Webinar ID: 859 0639 3981 • 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 to the end of the comment period will be provided to the members of the commission 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 September 22, 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 – September 26, 2023 – Page 2 of 3 AGENDA ITEMS: 1. Public Works Sustainability Project and Youth Commission Involvement Recommended Action: Presentation from Mainini Cabute, Saratoga Public Works Department Staff Report 2. Youth Commission Minutes Recommended Action: Review and approve the minutes from the September 19, 2023, special meeting. Draft Minutes 3. Recap State of the City event Recommended Action: Debrief the State of the City event. Share feedback on what went well and what could be improved. 4. Slideshow Creation for Joint Session with the City Council Recommended Action: Create a slideshow for the Youth Commission presentation to the City Council on October 18, 2023 (the proposed 2023-2024 Youth Commission work plan). Any slides will need to be provided to staff before October 6, 2023. 5. Commission Apparel Recommended Action: Receive update from Commissioner Dharwadkar and finalize the Commission apparel selection. 6. 2023-2024 Meeting Schedule Recommended Action: Review meeting dates; reschedule any if necessary. 7. 2023-2024 Youth Commission Work Plan and annual budget Recommended Action: Finalize five events for the year and decide our key focus on each. Preliminary options include: Witchy ‘Walk A Bout (Saturday, 10/28/24) ; Saratoga Fun Run (Sunday, 11/5/23); Tree Lighting and Candy Cane Village (Friday, 11/24/23); Lunar New Year (February 2024) St. Paddy’s Day (March 2024); Blossom Festival (March or April 2024) 8. Subcommittee Creation Recommended Action: Saratoga Youth Commission Agenda – September 26, 2023 – Page 3 of 3 Create subcommittees for each finalized event and develop work schedule. 9. Youth Commission Positions Recommended Action: Select Treasurer, Secretary, and Marketing Chair. Discuss possible creation of new roles. 10. City Report Recommended Action: Receive report from staff of City updates. City Report 11. Future Agenda Items Recommended Action: Review the agenda planner for upcoming important dates. Agenda Planner ADJOURNMENT CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF THE AGENDA PACKET, COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT I, Ramona McGary, Administrative Analyst for the City of Saratoga, declare that the foregoing agenda for the meeting of the Youth Commission was posted and available for review on September 22, 2023 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at www.saratoga.ca.us. Signed this 22nd day of September 2023 at Saratoga, California. Ramona McGary, Administrative Analyst 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. , and are 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 MEETING DATE: September 26, 2023 DEPARTMENT: Public Works Department PREPARED BY: M. Leah Cabute, Environmental Program Manager SUBJECT: Saratoga City Hall Sustainable Landscape Demonstration Project RECOMMENDED ACTION: Accept the report and develop a timeline to complete design recommendations for the Sustainable Landscape Demonstration Project for the front of City Hall. BACKGROUND: In response to the state’s drought emergency declaration in 2014, the City of Saratoga stopped watering its front lawn to reduce its water consumption. Consequently, the front area is now mostly dirt. At this time, the City has remaining federal funding from the American Recovery Plan Act that it would like to spend toward sustainable landscaping to replace the rectangular dirt patch and beautify City Hall. Because of the City Hall’s proximity to Redwood Middle School, West Valley College, and the Senior Center, City staff would like to create a welcoming space that educates our youth and our community-at-large about sustainable practices that help our environment. To make this space welcoming for all community members, City staff would like to work with the Youth Commission to develop design recommendations for this sustainable landscaping project. During the Youth Commission meeting, Public Works staff will give a presentation about the scope of the project, sustainable landscaping ideas for the space, and a draft project timeline to help guide the Youth Commission during the project. Staff recommends that the Youth Commission accept this report and develop a timeline to complete its design recommendations for the sustainability project. 3 Saratoga Youth Commission Minutes September 16, 2023 MINUTES TUESDAY, SEPTEMBER 19, 2023 SARATOGA YOUTH COMMISSION 6:30 P.M. SPECIAL MEETING (ORIENTATION) Chair Chao called the Special Meeting to order at 6:47pm ROLL CALL Present: Chao, Chowdhri, Dharwadkar, Gonzalez, Jing, Krishna, McCormick, Mukund, Sutioso, Xia, Zhao Absent: Chen Also Present: Ann Xu, Britt Avrit, Leslie Arroyo, Crystal Bothelio, Ramona McGary Assistant City Manager Leslie Arroyo confirmed for the record that in-person attendees could hear Commissioner Gonzalez while participating by ZOOM, that Commissioner Gonzalez could hear meeting proceedings, and that agenda posting requirements had been met. There were no members of the public present at Commissioner Gonzalez’s location, and there was no doubt about Commissioner Gonzalez’s identity. REPORT ON POSTING OF THE AGENDA Assistant City Manager Leslie Arroyo reported that the agenda for this meeting was properly posted on September 14, 2023. ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS None 4 Saratoga Youth Commission Minutes September 16, 2023 AGENDA ITEMS: 1. Tour of City Hall Recommended Action: Take a tour of the Saratoga City Hall campus and facility spaces that have been commonly used for Youth Commission efforts in previous years. Assistant City Manager Leslie Arroyo led students on a tour of City Hall. 2. Commissioner Handbook Recommended Action: Receive presentation on handbook, roles, and expectations of a Youth Commissioner. Assistant City Manager Leslie Arroyo provided a presentation on the Commissioner Handbook, including attendance requirements, expressing your opinions, and quorums. 3. Brown Act & Communications Recommended Action: Receive presentation from staff about the Brown Act and communications. City Clerk Britt Avril and City Consultant Crystal Bothelio provided a presentation on the Brown Act, communications, and other laws and policies that apply to Commissioners. 4. Review of 2022-2023 Youth Commission Work Plan Recommended Action: Review previous year’s work plan and calendar of events. The Commission reviewed the last Fiscal Year work plan. 5. Subcommittee Execution Recommended Action: Receive presentation on the role of subcommittees and how to execute them. The Commission reviewed the subcommittee roles and execution. The Commission 5 Saratoga Youth Commission Minutes September 16, 2023 confirmed that subcommittee recommendations would be due to staff one week before regular meetings. Commissioner Krishna suggested regular subcommittee meeting schedules for the year, to help the Commission accomplish more of its goals. 6. Youth Commission Apparel Recommended Action: Select a piece of apparel for the Youth Commission 2023-2024 year. Share input on designs and color if decided. Chao/McCormick moved to designate Vice Chair Dhardwadkar the “Head of Apparel” for the Youth Commission and return at the next meeting with a recommendation. Motion passed. AYES: Chao, Chowdhri, Dhardwadkar, Gonzalez, Jing, Krishna, McCormick, Mukund, Sutioso, Zhao NOES: None ABSTAIN: None ABSENT: Chen 7. Agenda Planner 2023-2024 Recommended Action: Discuss agenda items for 2023-2024 The Commission reviewed the responsibilities and ideal candidate characteristics for open Commission positions, including Secretary, Treasurer, and Marketing Chair. Ann Xu, city staff member, proposed that the Commission develop a planned budget at the beginning for the school year. The Commission discussed some of the challenges executing work plan items in the previous year. Staff shared information about a Public Works sustainability project with the potential for collaboration with the Youth Commission. ADJOURNMENT Chair Chao adjourned the meeting at 8:37p.m. Minutes respectfully submitted: Ramona McGary, Administrative Analyst 6 Saratoga Youth Commission September 26, 2023 CITY OF SARATOGA Memorandum To: Saratoga Youth Commission From: Ramona McGary, Administrative Analyst Date: September 26, 2023 Subject: City of Saratoga Report Saratoga Chamber of Commerce & SASCC Scarecrow Event starts September 29th Saratoga Youth Commission scarecrow (s) in this year’s event 7 Saratoga Youth Commission September 26, 2023 The Witchy Walk-A-Bout! on October 28th Need at least 3 (or more) Youth Commissioners to volunteer at this event, and staff a city craft table. 8 Saratoga Youth Commission September 26, 2023 SARATOGA 5K Fun Run and Walk Presented by Saratoga Education Foundation November 5, 2023 - 8:30 am The Saratoga Education Foundation is excited to announce our second annual 5K Fun Run and Walk. Last year, we had an amazing turnout, with over 900 participants coming out to support SEF and SUSD schools. This year, we’re planning an even bigger event so lace up your sneakers on Sunday, November 5th, and join us for a morning of fitness and fun, all while supporting a great cause! After the race event, stay for post-race activities, including food trucks, awards, raffles, games, and a special Kids Dash for children 5 and under. All proceeds from the event benefit specialized educational programs in Saratoga Union School District like elementary makerspace and science labs, general music, physical education, and middle school STEM class. Event Location: Redwood Middle School 13925 Fruitvale Ave Saratoga, CA 95070 9 City of Saratoga Youth Commission MEMBERSHIP FIRST NAME LAST NAME TERM END SCHOOL GRADE Justin Chao June 30, 2024 The Harker School 12 Ovee Dhardwadkar June 30, 2024 Saratoga High School 9 Lisa Jing June 30, 2024 Lynbrook High School 10 Arjun Krishna June 30, 2024 Bellarmine College Prep 12 Maggie McCormick June 30, 2024 Prospect High School 10 Bryan Zhao June 30, 2024 Saratoga High School 10 Julie Chen June 30, 2025 Saint Andrews Episcopal School 8 Sia Chowdhri June 30, 2025 Saratoga High School 9 Hillary Gonzalez June 30, 2025 Saratoga High School 11 Sriya Mukund June 30, 2025 Redwood Middle School 7 Bianca Sutioso June 30, 2025 Archbishop Mitty High School 11 Staff Liaison: Ramona McGary | 408.868.1208 | rmcgary@saratoga.ca.us ROLE & RESPONSIBILITIES – RESOLUTION 21-058 The powers of the Youth Commission are advisory only, and it shall render all reports and recommendations directly to the City of Council, unless otherwise directed by the Council. The Commissioners' powers and duties, in such advisory capacity to the City Council, shall include the following: A. To develop and recommend guidelines involving the concerns of youth and the programming and implementation thereof, to the Council; B. Advise the Council generally on matters which concern youth and specifically on the various aspects of the city matters related to youth as may be requested by Council. AGENDA PLANNER The Youth Commission holds regular meetings on the 4th Tuesday of each month during the school year (September – May) at 7:00 p.m. in the City Hall, Linda Callon Conference Room and may schedule special meetings as needed. 10 YOUTH COMMISSION AGENDA PLANNER Page 2 of 3 MEETING DATE AGENDA ITEMS September 19, 2023 • Youth Commission Orientation • September 26, 2023 • Review/Approval of Draft Minutes • Approve Recommended 2023/24 Work Plan • Selection of Secretary, Treasurer, and Marketing Chair • Discuss Subcommittees and Work Plan • 2023/2024 Meeting Schedule • Future Agenda Items October 18, 2023 • Joint Session with City Council • Present Proposed Work Plan to City Council October 24, 2023 • Review/Approval of Draft Minutes • Approve Subcommittees and Work Plan Implementation Schedule • Work Plan 2023/24 • Overview of Tree Lighting (Nov. 24) & Candy Cane Village • Committee Reports • Treasurer & Marketing Chair Report • Future Agenda Items November 24, 2023 • Saratoga Tree Lighting & Candy Cane Village (Blaney Plaza/Behind Chamber of Commerce) • 2:45 pm - 6:30pm November 28, 2023 • Review/Approval of Draft Minutes • Recap Tree Lighting & Candy Cane Village • Committee Reports • Treasurer & Marketing Chair Report • Future Agenda Items December _____, 2023 (Re-scheduled from December 26, 2023) • Review/Approval of Draft Minutes • Committee Reports • Treasurer & Marketing Chair Report • Future Agenda Items January 23, 2024 • Review/Approval of Draft Minutes • Committee Reports • Treasurer & Marketing Chair Report • Future Agenda Items February 27, 2024 • Review/Approval of Draft Minutes • Committee Reports • Treasurer & Marketing Chair Report • Future Agenda Items March 26, 2024 • Review/Approval of Draft Minutes • Committee Reports • Treasurer & Marketing Chair Report 11 YOUTH COMMISSION AGENDA PLANNER Page 3 of 3 • Future Agenda Items April 23, 2024 • Review/Approval of Draft Minutes • Committee Reports • Treasurer & Marketing Chair Report • Future Agenda Items May 28, 2024 • Review/Approval of Draft Minutes • Finalize City Council Year-End Presentation • Committee Reports • Treasurer & Marketing Chair Report • Future Agenda Items June --, 2024 • City Council Year End Presentation to City Council June --, 2024 • Year End Party KEY Past Meeting Upcoming Meeting Special Event, City Council Meeting, etc. 12