San Marcos Commission on Children & Youth

Community Services Parks and Recreation Department Commission on Children & Youth Wednesday, October 7, 2015 12:00 pm Regular Meeting Agenda Action or Direction # 1 Call to Order The meeting was called to order at 12:04pm by Daniel Guerrero, Chairman. 2 Roll Call Members present – Daniel Guerrero, Chairman; Rodney Cobb, Michelle Harper, Michelle Hamilton, Laura Hernandez, Stacey Shackleford, Brad Russell, Marty Nelson, Stephen Sundquist, Billy Stokes, Lisa Prewitt, and Jeff Baergen Members absent – SMCISD, Victor Garza, Lupe Costilla, Suad Hooper, Kim Porterfield Others Present – Staff – W. Ford, J. Ramos, V. Van de Ryt Visitors Present – None It was noted that this is Lupe Costilla’s third absences in a row. 3 Citizen Comment Period None at this time. 4 Approval of the Minutes A motion was made by Daniel Guerrero to approve the minutes. The motion was seconded by Stephen Sundquist. The motion passed unanimously. 5 Old Business ‐ Update on SMCISD Daniel Guerrero met with Superintendent, Mark Eads, who says that the Position school district has identified a person to fill the SMCISD position on the commission. 1  Community Services Parks and Recreation Department Commission on Children & Youth Wednesday, October 7, 2015 12:00 pm Regular Meeting A. Data Collection and Assessment Old Business ‐ Subcommittee Billy Stokes and Michelle Hamilton recommend merging the Data Collection 6 Updates and Assessment subcommittee with the Systems and Policy Review subcommittee due to the duplication of members on each subcommittee. Michelle Hamilton also noted that the intent of the data and research is to inform policy making decisions. B. Resource Mapping Michelle Harper reported that the subcommittee will be focusing on those services that provide for children and families within the City or those that reside in areas that feed into our school system. The Greater San Marcos Partnership, United Way and Texas State University will each provide one intern to help collect, process, and organize the resource data. Information gathered will include: organization, program name, ages served, times offered, etc. The data points will then be mapped to action items from the Youth Master Plan. C. Systems and Policy Review Michelle Hamilton reported that they will be looking at the whole continuum ‐ from birth to career readiness. Efforts will be focused on early childhood and the high school‐to‐college transition. The subcommittee’s goal is to look at models and policies that are supportive of those focuses, and be able to present that information to council. D. Youth Commission Steering Steven Sundquist reported that their first step will be determining how to get kids involved with the Youth Commission. It was decided to reach out to students, those previously involved and currently interested, during the Thanksgiving Holiday in order to get their ideas and input on involvement. They will also be creating a flyer or brochure to distribute to the schools. Lisa Prewitt noted that they will be looking at other city models and projects in order to provide direction. Parent opinions will also be taken into consideration. Stacey Shackelford and Jeff Baergen will be joining this subcommittee. Chairman Daniel Guerrero would like this subcommittee to be ready to present to council and recommend appoint. Rodney Cobb stated that it is the subcommittee’s intention to speak to council before February and ask the one to two spots be earmarked on specific boards for youth positions; especially those affecting youth. It will be brought to the Youth Commission in November for an official recommendation to council. The subcommittee will also pursue a more flexible approach to Youth Commission assignments and will be taking a regional approach to appointments. 2  Community Services Parks and Recreation Department Commission on Children & Youth Wednesday, October 7, 2015 12:00 pm Regular Meeting E. Strategic Planning Michelle Harper reported that they will be reviewing the Youth Master Plan and prioritize the action items and strategies. They will focus on early childhood development and after school, as identified by the Core Four. A motion was made by Rodney Cobb to merge the Data Collection and Assessment and Systems and Policy Review subcommittees. The motion was seconded by Stephen Sundquist. The motion passed unanimously. Jessica Ramos asked that subcommittees send their set meeting day and time to her via email so that she can create a document that can then be shared to all members. Daniel Guerrero requested that the new subcommittee created from the combination of the Data Collection and Assessment and Systems and Policy Review subcommittees come up with a name and email it to Jessica Ramos. Daniel Guerrero noted that in Spring 2016 he would like the Commission and various subcommittees be ready to present an annual report to the different bodies that make up the Commission on Children and Youth. A motion was made by Michelle Harper to amend “Copy of CURRENT IRS Form 7 Discussion/Recommendation – 990, pages 1 and 2 (Should be at least a 2011 depending on your fiscal year)” Final Review and approval of to “Copy of LAST AVAILABLE IRS Form 990, pages 1 and 2 (Should be at least a application and process 2011 depending on your fiscal year)” The motion was seconded by Billy Stokes. The motion passed unanimously. A motion was made by Michelle Harper to amend “Responses should not exceed 75 words per question” to “Total responses should not exceed five pages.” The motion was seconded by Michelle Harper The motion passed unanimously. 3  Community Services Parks and Recreation Department Commission on Children & Youth Wednesday, October 7, 2015 12:00 pm Regular Meeting A motion was made by Michelle Harper to amend “Copy of organizational chart showing names of staff persons” to “Copy of organizational chart showing names of staff persons working on proposed program” The motion was seconded by Stacey Shackleford The motion passed unanimously. A motion was made by Daniel Guerreo to amend the section “To participate in the admissions review process, an agency must meet the following criteria:” to include “Must submit a Final Report at the end of the program” The motion was seconded by Michelle Harper The motion passed unanimously. A motion was made by Stacey Shackleford to amend “Must establish that it is performing a needed service to the community not provided by any other agency” to “Must establish that it is performing a needed service that meets the needs of one of the Priority Areas in the Youth Master Plan.” And to make sure that there is a section in the application to provide that information. The motion was seconded by Michelle Harper The motion passed unanimously. A motion was made by Lisa Prewitt for a final approval of the document. The motion was seconded by Stacey Shackleford. The motion passed unanimously. 8 Discussion/Recommendation – Follow up on the board and commission appointments for inclusion of a Agenda items for next meeting Youth Commission representative on boards such as the Parks Advisory Board, among others. Recommendations for Lupe Costilla’s replacement, which will need to be approved by council. 9 Questions and Answers with None at this time Press and Public 10 Adjourn Michelle Hamilton made the motion to adjourn the meeting. All members were in favor. Meeting adjourned at 1:15pm. 4