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08-08-18 YB1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 PARKS AND RECREATION YOUTH BOARD August 8, 2018 Following are the summary minutes from the Parks and Recreation Youth Board meeting held on Wednesday, August 8, 2018 at the Parks and Recreation Conference Room, 1501 E. Hadley, Las Cruces, New Mexico. PARKS & RECREATION YOUTH BOARD MEMBERS PRESENT: Katie Allbright Emma Christiano Cade Creason Annalise Edwards Kaitlin Fitzherbert Elizabeth Furr Esther Heerema Susannah Jozwiak Nyasia Lambert -White Jonathan Lee Karen Melo Tanner Nielsen Sarah Rodriguez Miranda Romero PARKS & RECREATION YOUTH BOARD MEMBERS ABSENT: Jocelyn Contreras OTHERS PRESENT: Robert Nunez, Recreation & Youth Services Administrator Phillip Catanach, Recreation & Youth Services Administrator Mark O'Neill, Parks & Recreation Advisory Board Chair The meeting was called to order at 1:35 p.m. by Robert Nunez and recognized the meeting as having a legal quorum. I. INTRODUCTIONS Board members introduced themselves and stated the school they represent. Staff introduced themselves and stated their position. Robert: Thank you for making it in today. The agenda is in the format of the Parks and Recreation Advisory Board and City Council meetings. We will use the Robert's Rules as guidance for our meetings. Being our first meeting there are some items that we will skip over, approval of agenda, approval of minutes, public comments, and unfinished business. What we want to go over today is the By -Laws, Policy of Procedures, Code of Conduct, and Internet Policy. We will also go through the process of selecting a Chair, Vice -Chair and Recorder. Chair O'Neill will give a presentation regarding communicating while on a board. Mr. Catanach will give a presentation on Recreation and the department. 1 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 We can begin having an official meeting on topics, issues, special events, activities that we might want to pursue over the next year as a board. Phil: This is an important board; you guys are going to do some great stuff for us but remember this is Parks & Recreation not school. Take it seriously but have fun with it, be a voice for the teens. This is going to help you move forward being on a board learning about Robert's Rules how it works. Make it a fun thing not a job, give your ideas. We are a resource for you. Mark: The Parks & Recreation Advisory Board welcomes you and I also did a presentation at City Hall about the Youth Board. They asked questions and are excited in having a youth board, remember it's not only about Parks & Recreation it's any issues that you feel are important to teens. Welcome on board. Thank you. Kaitlin: Thank you to all those that came to my house last night for a dinner party, so we can get to know each other. I initially set it up because I want to get closer with the team it's difficult to get things done with a group of people who are uncomfortable talking to who we see as strangers. We are going to be spending a lot of time together this next year, so I want us to be comfortable with each other. I want us to put our thoughts forward without hesitation due to fear of rejection. I want us to become a small family. Thank you for all that came, and we are also thinking of doing it once a month; maybe next time everybody can be there. Thank you. II. CONFLICT OF INTEREST No conflict of interest. III. APPROVAL OF AGENDA Not Applicable IV. APPROVAL OF MINUTES Not Applicable V. PUBLIC COMMENT No comments. VI. UNFINISHED BUSINESS Not Applicable VII. NEW BUSINESS A. Review By -Laws (Informational) — Robert Nunez Robert: Reviewed the By -Laws. We want you as members of the board to be the voice for our teens in the community; give your ideas, issues, and concerns. 2 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 B. Policy and Procedures (Informational) — Robert Nunez Robert: Reviewed the Policy and Procedures. Mark: I'm here to be a resource for you, I may not be at all your meetings, I will attend when I can, hopefully your chair well be coming to our Parks & Recreation Advisory Board meeting. If you like for me to be at the meeting or if you have questions, just let me know. You're a branch of Parks & Recreation board but really you are a board for the entire city, to represent your age group. My concern is that you want to be able to accomplish things, you want to build do things fun things, and respond to your peers to the things they want to do such as bullying, whatever issues you want to take up, you're going to make those decisions. When you are in setting of a board we want to get all people to participate, I'm going to read some guidelines these are generally done in meetings some of these are from the Great Conversation and what is used at our board meetings: • Everybody has a voice, and everybody voice is to be heard in a civil setting • We can speak freely and openly about things which are important to all of us • We may agree or disagree but always with respect and consideration for everyone at the table • Meetings are opportunities to hear and examine views of others and to have our views heard and respectfully examine as well • We will need to depend on others as we are all in this together • We need everybody's input • All board members are welcomed to speak out agree or disagree • Questions others respectfully, however you don't interrupt someone else and you try to stay on the topic being discussed • Those that talk the fastest, loudest, or longest are not righter than those speak, slower, softer or less • Those assertive must allow time and space for the views of others that are less assertive that have important things to say • If you think you are dominating the conversation, you probably are, and it might be time to slow down, stop and listen more Actions are important issues, are motivated by these types of discussions making for productive meeting, our goal is to have a productive meeting. A copy was provided to all board members. Come up with some actions for the community. Robert: Respect of each opinions and feelings. C. Code of Conduct (Action) — Robert Nunez Reviewed and signed by board members. D. Internet Policy (Action) — Robert Nunez Reviewed and signed by board members. 3 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 E. Youth Board Officers (Action) — Robert Nunez Robert: We will be selecting officers for the Youth Board. The following are the Youth Board Officers elected: Katie Allbright — Chair Jonathan Lee — Vice -Chair Miranda Romero — Secretary/Recorder F. Topics Katie: Are there any topics to be discussed? Robert: Chair and board members there are a few special events that are taking place, Suicide Prevention and Bullying Coalition. I would like us to pursue participation with these events and getting the word out on the importance of these events. Katie: Can we have a motion to open this up for discussion about the Walk for Suicide Prevention and joining one of these groups. Katie: I move to open this up for discussion, the Walk for Suicide Prevention, seconded by Jonathan. Motion carried unanimously. Robert: The walk is September 8, at Young Park 10:00 a.m. — 1:00 p.m. Katie: Is the board interested in setting up a booth or just the walk? Jonathan: I think we should delegate a specific person to communicate with schools and clubs to get the word out on events. I move we refer this to a committee, seconded by Annalise. Motion carried unanimously. Katie: Moved that we refer the pursuing of information for the Walk for Suicide Prevention to a committee. Motion carried unanimously. Katie Is there a committee that would like to lead this and is interested in participating? Susannah, Jonathan and Kaitlin Jonathan: What is the name of the committee? Katie: The Suicide Committee. Katie: Susannah we are entrusting you that you gather more information and put something together talking to the entire group in maybe we want to walk or just do relations. Katie: The last time we met we were discussing fundraisers to help us out. An idea is to pursue a dance marathon. Phil: Chair and board members since we are part of city government we have the privilege of using tax dollars and we don't fundraise, but we can have a dance marathon. We can solicit donations not for ourselves but for a 4 1 group for cause. Need to get approval. Need to be careful we have an anti- 2 donation policy. 3 4 Katie: It might be something that we don't collect money but for teens to keep 5 active. This would be volunteer participation and opened to all ages. 6 7 Elizabeth: This is a proposal creating more internships for teens, so they can get 8 experience in the working environment. 9 10 Robert: Chair and board members, the Parks and Recreation Department offer 11 positions for students 10th to 12th grade. Possibly have the Human 12 Resource Department do a presentation on the program. 13 14 Phil: This is a great topic in possibly bringing more jobs for teens. 15 16 Miranda: I make a motion to appoint a committee for Social Media making, seconded 17 by Jonathan. Motion carried unanimously. 18 19 Robert: Chair and board members I will work with PIO and IT to see how we can 20 create a specific platform for social media under the umbrella of Parks and 21 Recreation Department. 22 23 G. Issues 24 25 Combining Issues and Special Activities 26 27 28 H. Special Activities/Events 29 30 Jonathan: I move to have a Public Relations (PR) Committee, seconded by Sarah. 31 Motion carried unanimously. 32 33 Katie: Do we have any volunteers to be on the PR committee? 34 35 Jonathan: Proposing having a short seminar on how to manage finances. 36 37 VIII. STAFF MEMBER COMMENTS 38 39 Robert: You have been invited to the Parks & Recreation Advisory Board meeting 40 on Thursday, August 16 at 6:00 p.m. 41 42 IX. BOARD MEMBER COMMENTS 43 44 Katie: Should we select a date for next meeting date. 45 46 Karen: I think we should do it through GroupMe. 47 48 Robert: I will send you date and time for next meeting in September through 49 GroupMe. 50 51 X. ADJOURNMENT 5 1 2 3 4 5 6 7 9 10 Katie: I move to adjourn the meeting, seconded by Jonathan. Motion carried unanimously. Meeting adjourned at 3:45 p.m. r r� -- aco(k Chairperson Date Cel