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SYC 08-20-2007 MiButesand Notes from Schertz Youth Commission Regular Meeting Monday, August 20, 2007 6:30 p.m. Schertz City Hall Deb ADdrews Conference Room 1400 Schertz Parkway, Schertz, TX 78154 1. Call to Order MemberspreseRt: Bean, Berg, Coronado, Farmer, Freimarck, FuriIIe, Graatltam, MembeR abseRt: Wasko (unexcused), Farmer (unexcused), Rippetoe (excused) 2. IntFoihletion 3. Election of Officers Since the application process is not closed and has Qnly recently opened to Steele High School, the Commission felt it w;~s best tOo wait until the next meeting to elect officers. With full representati0n.and membership, the Commission can then elect its Qfflcers. 4. Adoption ofUteetiDg calendar Members discussed variQUS dates and times fQr future meetings. After some research, it was fO:U11dthe third Thur.sday of,th.e mQnth wQrks well for the SYC's PUrposes. If this is agre~~e, then wewillentertafu a mQtiQn tOo adopt the third Thursday Qf every mQnth as the new meeting date. 5. Upcoming Activities a. Senior Dance- Feb '08- ThecQmmissiQn felt that they would be willing tOo assist with some aspects Qfthe dance such.as decorati0Bls, but they are not willing to take the project on completely. This was communicated to the the chairs of the 50th anniversarY meeting. b. Schertzfest/Kinderfest- September '08- The commission spoke about the SYC plamring and executing Que cQmpQnent Qf Schertz€est activities known as "Kinderfest." This is essentially an area of activities fQr the younger kids attending Schertzfest. Please see the attached documents fQr further explanatiQn abQut SQme activities. c. Job fair- Date TBD: ' d. ToWB Hall meeting- Date TBD:, This will need tOo be scheduled and marketed tOo 6. SubeollllBittees Creation & Selection TOo handle the different tasks that the SYC faces this year, city staff is advising the commission cr. a couple ofcoIIlmitteesto deal with the nuances and complicated issues that arise When planning for these, events. W Qrking thrQugh cQmmittees accQmplishes a few things: 1. Allows the deli~native process to play out in a smaller group, allowing that group to d*rmine ~/~t options tOo present to the CQmmission. This means that committees are pr-esenting better optiQns fQr the cQmmission to VQte Qn. 2. It streanilines the prQcessbecause fewer people have tOo fmd CQnsensus on a variety ofissuesatld. the "kinks" will have been wQrked Qut before they are presented to the~issiQn as a whole. 3. By breaking, work ,dOwn into wQrkable sectiQns, we can better track progress and managet@wardsourovera11 goals. This will result ina better product in the end. 4. Committees are free tOo meet outside of qUQrum requirements and can choose the time and location of their monthly meeting. Fewer peQples' schedules likely means there is a compromise tOo be fQund. Things to keep in mind abQut cQmmittees: · Each of the committees should support the purpose of the youth cQmmissionand its activities. · These-conunittees will plan, cQordinate, cQmmunicate and implement. all facets Qf an event such as the job fair Qr town hall. · The outreach and prQgrammingcommittees should meet at least QnCe Qutside of the'regular YQuth. cQmmission meetings. The cQmmittee chair is responsible fQr making sure his or her cQmmittee meets outside Qfthe regular SYC meeting. · These committees will report progress made tOo the entire YQuth cQmmissiQn. Committee chairs are responsible for their respective committees and for ensming that there. is a healthy communication flQW between the two conmlittees. Duties and responsibilities shQuld'be Qutlined and understoQd between the twQ committee chairs. · CD~.:WS between committees and to the restofdleSYC are ~. Each cQmmittee chair will be expected tOo deliver a report to the entire SYCevery month on the progress that has been made witi1their respective cQmmittee. Com,municatiQn will ensure there is no duplication between the CQmmitt:ees. 1. OutRaclt - This subcQmmitteewill be the communications and planning arm Qfthe SYC. The pUFpose behind this subcommittee is to genetate infQrmatton and public aWareness abQut the YQuthcQmmission and its activities, aswel1:as)Q help plan events. This includes letting people know abQut the YQuthcQtn.tllissiQn, wQrking with city staff t~ make sure that ilifQrmatiQn is placedQn th~ city's website and electteni.c miarquee, creating marketing material tOo publicize YQuth cQmmissiQnevmts;:3nd to generate awareness abQut the prQgrams. 2. Pntgra-..m.g- This subcQmmittee will research progr~',opti()ns once the commission has decided Qn a direction and be responsible for aU execution of an event's planning. This cQmmittee should hdp,e;nsure that ~ techni~ details of any event have been cQnsidered ,andaddr.essoo. They will likely wQrk closely with the Qutreach committee to ensure"tha1; the needs of vendors are met and that everyQne is Qn the same page. 7. Items by Comm.ission members NODe 8. Adj01U1llllent DeadliBesa.d tltingsto do before the next meeting (Sep. 24th at 6:31 pm): By September 12, each member will have researched kids' activities, picked 2 of their favorite ideas for kinderfest, and emailed me their selectiQns. I will take a look at all the activities to mak:esure there is no overlap. Once YQU receive the go ahead Cf will let you know by September 14)~ you will need tOo identify and call at least 2 vendors that speeialize in the activity and obtain important infQrmatiQn frQm them. The amount and type Qf infom'lation m:ee&ed will vary based Qn the activity you end up choosing: 1. Ayaitabiligr-,..lfptw far,~ut'does',the.organizatiQn normally book events?' Are they availa,ble for~hertzfest 2008 (September 26, 27, and 28)? 2. CQst- Y QU wilt 1leed 'loge! infQrmation on their fee structUre (if~even charge an.ything). Some ven<!lers will justpay a setup fee (if necessary-intis case, the city has not yet detennined if they will be charging Qne) andkeep'allthe profits they make during the course of the event. Obviously, having an inflatable castle willcostmoney so pleijSe find out how much it is. Ifwe need to purchase supplies;and equipment, we will also need tOo knQW that early on~ Bring your two proPo.sals and what you think are the best options for Kinderfest. The CQmmission wil'he.ar your proposal and VQte ,Qn them. Final n..: If~,c~ission would like to do SQme kind Qf fjmdraiser in the upcoming year, please bring~se ideas to the next meeting, and we can begin planning what that will be and what everyQne WQuld like tOo dQ. Additionally, as members Qfthe'SYC, meeting' attendance, including committee meetings, is required. IfYQU cannot make ~ meeting, please give advance notice of YQUf inability to do so. The SYC@yla\'t{$ say fQur unexcused absences (an unexcused absence is UQt showing upwithoutletting'Ms. StQhr Qr me know ahead of time) is grQunds for dismissal from thecommissWn. '". We, need everyQne's participation tOo make the SYC and our activities a success. We wl!tl probably have to decide aftd talkabQutthis issue at the next meeting and how the Commission wants to determine attendance policy for cQmmittee meetings.