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HomeMy WebLinkAbout11-25-2025 Youth Commission MeetingMINUTES TUESDAY, NOVEMBER 25, 2025 SARATOGA YOUTH COMMISSION 7:00 P.M. REGULAR MEETING Chair Xia called the Regular Meeting to order at 7:00 PM ROLL CALL Present: Chair Xia, Commissioner Anand, Commissioner Chiu, Commissioner Lee, Commissioner Suh, Commissioner Agarwal Absent: Vice Chair Fugman, Commissioner Jain, Commissioner Aribi, Commissioner Miin Commissioner Chen Also Present: ● Sam Leale (SASCC Operations Manager) ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS AGENDA ITEMS: Commissioner Miin and Commissioner Aribi arrived at 7:01 PM 1. Youth Commission Minutes Recommended Action: Review and approve the minutes from the October 28, 2025 regular meeting Commissioners reviewed the 10/28/25 meeting minutes. Once the review was completed, Chair Xia made a motion to approve the minutes and Commissioner Anand seconded the motion. The motion was unanimously approved. 2. Recap October 28, 2025 Meeting Recommended Action: Debrief Staff Liaison on October 28, 2025 meeting while Leslie, Assistant City Manager facilitated and discuss overall meeting All commissioners agreed that the meeting ran quite smoothly. Administrative Analyst Binn shared a reminder that memos need to be created directly after subcommittee meetings, and that she should be notified of when subcommittee meetings will take place. 3. Recap Past Events Recommended Action: Debrief MSET. Share feedback on what went well, what could have been improved, and overall thoughts Commissioner Lee mentioned that having more commissioners present would be valuable. Also, better organization would be helpful, as it was very difficult to find materials. Overall, the event went smoothly, and there was a lot of turnout. 4. Discuss Future Events Recommended Action: Discuss Youth Commission participation for Saratoga Tree Lighting and Candy Cane Village, Friday, November 28; review agenda planner Agenda Planner Chair Xia, Commissioner Jain, Commissioner Chiu (early shift), Commissioner Lee, and Commissioner Suh (late shift) are available to attend the Saratoga Tree Lighting and Candy Cane Village event. Administrative Analyst Binn mentioned that she will provide tablecloths for the activity: writing letters to Santa. Chair Xia mentioned that his parents are tentative for chaperoning. 5. Discuss Subcommittees and Reports/Memo Recommended Action: Farmers’ Market, Bingo Night, SED Talks, & Parks and Recreation Hike SED Talks Committee Memo Operations Manager Sam introduced himself as the SASCC Program Manager and mentions that SASCC Farmer’s Market events occur on Thursdays from 10:00 AM to 2:00 PM. He additionally mentioned that there is a snack shack and a full-service kitchen at the Cash Bingo Night events, promoting it to the Youth Commission to engage. He also described a third idea, proposing youth engagement in Dick’s Cafe, a central meeting spot for Seniors in Saratoga. Chair Xia introduced a concern regarding fundraising within the Youth Commission for the “snack shack” idea. Commissioner Lee discussed a trivia idea (in collaboration with SASCC’s Bingo Night) to Program Manager Leale, which they will meet about in the future. The memorandum submitted by the SED Talks temporary committee was discussed, highlighting a theme that was decided to be utilizing technology in connecting communities. Commissioner Anand suggested a Stanford professor as a potential speaker. Commissioner Agarwal additionally suggested a worker at Pinterest. The date of the event was confirmed for March 28th from 1:00 PM to 3:00 PM. Administrative Analyst Binn discussed having her friend (a high-tech restaurant owner) as a speaker. Commissioner Chiu proposed her family friends as speakers (entrepreneurs with a podcast). Commissioner Suh discussed reaching out to her speaker connections from DECA. For the Farmer’s Market event, Commissioner Agarwal suggested creating two 2-hour shifts to encourage more student groups to sign up and hold booths, and having the Youth Commission handle the second shift. As for the Recreation Hike event, Commissioner Anand and Chair Xia discussed the fact that there is a new person in charge of the “Let’s Hike” program, and that we should reach out to them directly. 6. Youth Commission Apparel Recommended Action: Receive updates on apparel Commissioner Miin informed the Commission that, in previous years, it costed around $400 dollars to get 12 shirts plus one for the staff. Commissioner Miin is planning on contacting Sia to reach out to the same organization as a vendor. She will also share quotes for both t-shirts and hoodies with the Youth Commission for further discussion. 9. Marketing Chair Report Recommended Action: Discuss with newly-elected Co-Marketing Chairs on how to advertise upcoming events; receive report Commissioner Chiu reinstated that each temporary committee should reach out to the Marketing Chairs around three to four weeks in advance of the event day. Administrative Analyst Binn ensured that she will provide the Co-Marketing chairs with the official Instagram account. 10. Treasurer Report Recommended Action: Discuss with newly-elected Treasurer practices to track Youth Commission expenditures; receive report Commissioner Jain was absent. Commissioner Miin and Commissioner Xia discussed expenditures for coming events, agreeing upon a ball-park estimate of $150 for larger events and $50 for smaller events. 11. City Report Recommended Action: Receive report from staff of City updates and review attendance and participation and parent chaperones Administrative Analyst Binn discusses future city events, emphasizing that Mayor Belall had their last office hours at the Saratoga Farmer’s market. 2:30 PM to 4:30 PM and 4:00 PM to 6:00 PM were decided to be the shift timings for Youth Commissioners participating in the Candy Cane Village event. ADJOURNMENT Chair Xia adjourned the meeting at 7:58 PM Minutes respectfully submitted: Secretary Aarav Anand