HomeMy WebLinkAboutYouth Bureau Advisory Board Meeting Minutes Ithaca Youth Bureau Advisory Board
January 14, 2008
Meeting Minutes
Attendance: Joan Spielholz, Stel Walton Whitehead, Sarah Zipfel, Gabriele Weber,
Ashlee Martinez, Lizzy Noonan-Pomada, Valerie Weber, Jesse Polenberg,Nancy
Schuler, Haidar Assad
Staff: Allen Green, Liz Vance,Jen Gluck, Karen Friedeborn and Danica Webbe
Excused: Jeri Gallucci,Roy Westwater, Cameron Younger
Absent: William Murphy and Nancy Zook
Meeting called to order at 7:05 p.m.
December minutes were approved
Summary of Meeting
• Allen took over as chair and called meeting to order. He announced Nancy
Schuler will be taking over for J.R.Claiborne as the Common Council
Liaison.The meeting began with introductions of all the board members starting
with Haidar who moved to Ithaca October 30, 2007 from Iraq and he has applied
for a position to be on the board and that process is still pending.
Election of Officers
• Stel and Sarah will serve as co-chairs
• Jeri,Valerie and Lizzy will serve as co-vice chairs
• Gabriele and Cameron will serve as co-treasurers
This slate of officers were nominated and approved unanimously.
Youth Development and Recreation Committee Meetings
• Joanie announced Tompkins County Investment Services will be a sponsor for
Tot Spot
OVER
IYB's 60th Anniversary
• Allen passed out celebration ideas for anniversary events. There was also
discussion of having smaller events instead of one big event. Getting the word
• was stressed and all Youth Bureau programs are encouraged to add something to
the celebration. The front desk will also be giving out pens,bumper stickers, etc.
to customers as another feature to the celebration.
Celebration suggestions from board members
• Ashlee along with Jen said they could make a banner announcing the anniversary
• Gabriele suggested the use of a button machine to make Youth Bureau buttons to
help get the word out. She also said maybe children could design their own Youth
Bureau button. Jen said it would be a good PR attempt.
• Valerie suggested there should be foot steps to different places in the Youth
Bureau. Jens suggested having a staff directory. Sarah suggested there be history
time-line of Ithaca and having it display the Youth Bureau's involvement over the
years.
• Allen reported Karen has been talking to Shea about having a Youth Bureau
birthday cake and Jen said there could be invitations to give out. The Ithaca
Festival was stated to possibly be the place to reveal the cake and celebrate
• Jen reported the Youth Reps will be going to the Youth Leadership Forum in
Albany to make a pitch to our legislators to get a van for the College Discovery
Program. The date the trip is happening is the next scheduled board meeting,
but the alternative date will be Wednesday.February 13th.
• The Youth Bureau is slated as a site for volunteers to clean up for the MLK Day
of Service.
Staff and Committee Reports
• Allen reported there has been a proposal for a new dock at Stewart Park located
near the large pavilion for small sailboats. The lowest bid for the dock was
$69,000 and the highest has been$124,000. There have been plans to make it
wheelchair accessible.
• A decision is still pending for whether the James L. Gibbs display in the atrium is
a project that should be attempted.
Liaison Report
• Joanie mentioned the MLK breakfast will be at BJM not GIAC. She also said
there have been discussions that GIAC is worth fixing but there are some issues
that need special attention.
• Friends of the Youth Bureau will be having their inaugural meeting next month.
Adjournment at 8:25 p.m.
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Meeting Minutes
March 10,2008 Rp41 1
Attendance:Joan Spielholz,Gabrielle Weber,Jerri Gallucci,Haidar Assad,Danielle Adams,Valerie Weber,Ashlee Martinez,Lizzy
Noonan-Pomada,Jesse Polenberg,William Murphy
Staff:Liz Vance,Jen Gluck,Darlise Barrett
Guest:Justin Villere
Excused:Alan Green,Cameron Younger,Stel Whitehead,Nancy Schuler,Sara Zipfel,Karen Friedebom,Brian Bartholomew
Absent:Royal Westwater,Nancy Zook
I.Call to Order
Youth Bureau Advisory board was called to order at 7:10pm by Valerie Weber, Acting Chair. It was
announced that the February meeting was cancelled and there were no previous minutes. Space was given
for any questions concerning the January minutes that were sent out.
Liz Vance stated that Alan sent an email regarding procedures for any member who was unable to attend a
meeting and mentioned all members who were excused for the evening. Cameron Younger, Stel Whitehead
and Nancy Schuler went to the Community Forum as representation of the. Ithaca Youth Bureau. A
document of written remarks to be made on behalf of the Youth Bureau, was distributed to all attendees.
All present were asked to introduce themselves for the members at-large and the note taker. Our guest,
Justin, is a graduate student in public administration at Cornell. He is taking part in a class called the
Public Service Exchange, and has been paired with the Ithaca Youth Bureau Advisory Board to help the
board conduct an evaluation of the board's recruitment and training practices, as well as helping the board
define a tangible purpose within the organization.
Ashlee Martinez offered a motion to receive the minutes. Moved in second by Gabrielle Weber. Motion
was carried by unanimous vote.
II.Old Business
Liz stated that the there were several bids for the construction of the Stewart Park Dock. They have gone
with the lowest bid for$69,000.They met with Common Council for addition funds,which were approved.
The dock is expected to be open for use to the summer camps.
Questions were asked regarding the amount the budget went up and who the contractor was. Liz also noted
that the dock would be wheel chair accessible.
Liz also spoke concerning the 60th year birthday celebration and acknowledged the part-time person who
was hired to assist in the project. Each program of the Youth Bureau will be sponsoring an event and
passing out free giveaways(pens,water bottles, etc.). Big Brothers Big Sisters has already sponsored their
event at the Tompkins County Public Library.There will be a walking challenge beginning in April,
"60 miles — 60 years". The event will continue for 10 weeks. We are teamed with the Cayuga Medical
Center and Cayuga Healthy Living.An RN is going to be leading the first night of warm ups and there will
be giveaways of pedometers to some of the first registrants. They are still looking for grand prizes. Cass
Park has donated a Lap Pass.The Finger Lakes club may donate a pair of shoes to promote health living.
Announcements were made about the possible speaker in the fall coming to talk to the community about
youth development. BBBS is also sponsoring their annual Bowl for Kids and Jen suggested it would be
nice to see a team formulated of Advisory Board members. She will send email information to those
interested.
The James L. Gibbs display is an item of interest, which will recognize his prominent influence in the
Ithaca community. His family lived here for a while and the History building is sponsoring this project. It
was suggested that there be Advisory. Board members along with community members on the display
committee.Jen will email information to those interested.
It was announced that the Ithaca Festival this year had moved to a later weekend in June. There is talk of
the Youth Bureau float recognizing the 60th birthday and the "Red Wagon" along with a cake event for
Sunday.Karen is also working on interviewing past program participants for a video.
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M. New Business
The youth members recently attended a leadership conference in Albany and participated with other youth
from around NYS in presentations, team building exercises and a meeting with Barbara Lifton about
including a van for the College Discovery Program for next year. The city may try to accommodate the
program by letting one of the older vans stay in use.
Jen presented the group with an activity in which each person was given a different task(patting ones head,
rubbing your stomach, hopping on one leg, humming a song,etc.). One at a time someone would sit down
and pass their task on to another person. Eventually two or three tasks had to be completed by one person.
The purpose of this activity was to emphasize the individual responsibility each member has and the impact
it has on the group when someone is missing.Each person has a responsibility to the entire group.
The bi-laws state that a member with three consecutive absences will be asked to reconsider his/her
position on the board.Discussion took place to figure out if there is inspiration for the members to come to
the meetings and what is each individual's sense of fulfillment. It was suggested that the meeting day and
time be consistent to avoid interference with other regularly scheduled board meetings others are apart of.
Other suggestions:
- Minimize the amount of time spent on some of the staff and committee updates and using the media to
publicize event
- Exchanging emails to make sure that if an event comes up and there are enough people interested in
going,there can be a decision made to cancel a meeting or plan accordingly
- When there are community forums,have the attendance to the forum be apart of the board meeting
- Jerri suggested that it should be board members' responsibility to keep the dialogue going between
meetings and to make decisions on whether or not the meeting location should be moved to attend
another event
If you are not going to attend, please notify the Youth Bureau or Allen directly so that we can plan for the
board meeting and have you marked as excused for the record.
There are two board members who are at-large.Brian Bartholomew(excused)and Danielle Adams.Valerie
asked for a motion to add Danielle to the board, which was made by Ashlee. Motion moved in second by
Jerri.A unanimous vote carried the motion.
IV.Staff and Committee Reports
Concerning the Youth Development monitoring, an email was sent out by Karen to schedule with each
program.
Staff from G.I.A.C, the Youth Bureau, Southside Community Center, and City Senior staff, attended the
Undoing Racism workshop. David Billings provided workshops for the school district in the past, which
are regularly 3 days but agreed to give an introductory session to the city staff that was informative in areas
of the history of racism. A brown bag lunch was held at the Youth Bureau as a follow up. There is
possibility of starting a book club to encourage monthly dialogue. The Human Resource department is
thinking of bringing David Billings back for the full 3-day session.
Gabrielle spoke on the Friends of the Ithaca Youth Bureau inaugural meeting which Karen and Shea were
working on to get individuals involved to help raise money for Youth Bureau programs and awareness
about the Youth Bureau.Individuals who attended seemed committed and showed interest.
V.Reports form the Liaisons
The G.I.A.C. board meets on the third Thursday of the month. Common Council voted to provide funding
for the building to be fixed.
Nancy was not present to provide a report from Tompkins County Youth Services.
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VI. Board Comments/Issues
Video showing of"Inside the Teenage Brain", a PBS production, is scheduled for April 2nd from 6:00-
7:30pm.
Bill Murphy announced that his son is graduating and has been very successful in his college studies.
Justin would like to touch base with board members to begin interviews.
VII.Adjournment
Valerie asked for a motion to adjourn the meeting, which was made by Joan and seconded by Ashlee.
Motion Carried.
Notes Submitted by Darlise Barrett
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April 14, 2008
Meeting Minutes
Attendance: Ashlee Martinez,Sarah Zipfel,Cameron Younger,Valerie Weber,Gabriele Weber,Nancy Schuler,
Roy Westwater and Stel Walton Whitehead
Staff: Allen Green,Jody Hallett-Harris and Jen Gluck
Guest: Justin Villere
Excused: Haidar Assad,Lizzy Noonan-Pomada,Jeri Gallucci,Joan Spielholz and Jesse Polenberg
Absent: Danielle Adams,Brian Bartholomew,William Murphy and Nancy Zook
Meeting called to order at 7:02 p.m. by Stel Walton Whitehead
March 10, 2008 minutes were approved by Stel and Nancy, after two corrections were pointed out by
Nancy Schuler(2nd paragraph where it says Nancy Schuler went to the Community Forum as
representation of the Ithaca Youth Bureau, it should state that Nancy Schuler attended the Forum as a
city council capacity and in the 2nd to last paragraph on page "1", it should say The History Center of
Tompkins County, not the History Center Building.
New Business (7:05 p.m.):
Board member biographies:
D Jen reported that she is currently trying to put together a Youth Rep Board Manual and handed out
biographies for everyone to complete so that these can be added to the manual. They are working on
making this a bit more personal. Jen would also like to take photographs of each member for the
manual.
Youth Representatives: "Needs and Expectations"
D A handout entitled "Youth Representative Needs and Expectations"was distributed to the attendees,
which outlined the needs and expectations for each other and about being on the Board.
D Jen elaborated a bit more regarding the handout as follows:
o Board Members attendance (i.e., that Board Members are expected to come to the meetings
and if they cannot attend to let someone know prior to the meeting).
o Touched base on using fewer acronyms when speaking, as it will lose people quickly if they do
not know what the acronym stands for. Better overview of issues discussed.
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o Expectations—The Board meeting should be a safe place for people to speak up, even if you
are not sure,just put ideas out there and voice your opinion/ideas, even if you are not sure.
➢ Cameron spoke about one of the bullets on the handout under Cheery Atmosphere— Do not drone on.
Meaning concept of"step up/step down" concept, meaning that Board Members should step up, say
what you have to say speak about his/her topic quickly and then step down. Under Expectations,
everyone pulls their own weight, coming to meeting, the importance of the Board members doing more
of the work, and that the Board shouldn't just consist of staff members of the IYB but should have more
outside people on the Board
Announcements (7:10 p.m.):
➢ Justin introduced himself. He is currently working with the Board to put together his final presentation.
On April 24, 2008 there is a brainstorming meeting planned (primarily for Board Members). It is hoped
that Board Members will come and discuss what members would like the board to do, goals, members
are encouraged to come and give reasons why joined the Board. Board members are, again,
encouraged to send ideas (email to either Justin or Jen) in if they cannot attend. Jen will do a reminder
email to members and ask that they RSVP for this meeting. On Wednesday, April 30, 2008, Justin's
final presentation will be at 9:30 a.m. here at the Ithaca Youth Bureau and everyone (Board Members
and/or staff) is welcome to come.
➢ Allen introduced Jody Hallett-Harris, the new Executive Assistant who will be doing the minutes at the
IYB Advisory Board Meetings and taking care of the refreshments for the meetings.
Stel and Cameron reported on the outcome of the Kearney case. (ICSD, Human Rights Commission). Media
reports indicate that the Juge has ruled on behalf of the family and recommended a $1 million fine.
Old Business (7:15 p.m.):
➢ ICSD Liaison — Follow Up—Allen stated that when Cameron and Stel spoke at the forum that they had
extended an invitation to the school to appoint a liaison. We always had a liaison on this board from
the School Board and at some point it was Chuck Bartosh and then after that it was Sally Grubb, and
she was the last liaison from the school, therefore it has been several years since we had a school
liaison. We had sent a letter previously to the School Board Chair, President and the Superintendent to
invite them to reengage with the Advisory Board and did not receive a response to that invitation. The
forum seemed to be an opportunity to get the board to reengage the school (Karen was lobbying for
this) and Allen wasn't sure if we had received a response since then. Nancy stated that it was a great
idea and wondering if an outreach should come from the City to the School District to appoint someone
(Mayor). She stated that she could assist with that.
➢ 60th year birthday celebration (possible speaker and updates) -Allen stated that there are a number of
activities and events planned in celebration, including the 60 Mile walk. One other idea is having a
speaker come in the Fall, this date has not been confirmed (if the University and College are going to
help, then we will need their input on dates). There are 5-6 different people that have been mentioned
as possible speakers, including the Mayor of Newark, New Jersey, Corie Booker(see film Streetfight
for more of a background on him). So far the only one that has been contacted is Corie Booker and we
have not yet heard back from him. There are also other people that were mentioned (Liz Murray) but it
hasn't yet been discussed regarding the costs, etc.
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> Ithaca Youth Bureau float in the Ithaca Festival parade is a definite. There are going to be exhibits
especially for the children like soccer and baseball. Shea is in charge of that. There will be a display
with tent/pavilions with stories and pictures of past members/participants. We have had luncheons
here with past members/participants, and we have recorded their past experiences with us. They had
very interesting stories to share with everyone. There was a suggestion that maybe some of these past
members can walk in the parade with the float.
> Report on Community Forum and Presentation at City C&OI Committee Meeting— (Committee and
Organizational Issues) Stel said that is would be wonderful if we had a Youth Council and there use to
be two in the 60's and one in the 80's (Karen). Youths went to the City Common Council regarding this
to see what a youth council would do, if it could be written into the city, etc. Jen suggested that may be
someone should talk to past council people to get ideas and their prior experience with prior council
members. There also use to be a Youth Court and Jen said that they were leaning more toward Youth
Council rather than Youth Court.
Stel stated that certain programs/organizations are great for youth development but at a certain point kids
have to move on. The question would be what do they move on to? It would be interesting see what the
input could be from this organization and other organizations like this on where the city should be going
with our youth, where are they moving on to an what is provided to them? Looking at that, her feelings are
that we don't want to lose them and the City doesn't want to lose them either. Not everyone connects to
some thing; we need something positive for that experience in moving on. For those of them not able to
move on in a positive manner is there something we can do to help? What can we use to make a
difference for those that haven't moved on?
Cameron stated that younger kids, elementary school age, should have some sort of interaction with other
kids that don't live near them and should have knowledge of what it means to meet someone new and
knowledge of diversity. The Youth Bureau provides for that very well. But it is not marketed well, not
everyone knows about what the Youth Bureau is about. We should contact the school district, not only
about having a liaison, but we have to go to them and tell them that we think it's important that we are part
of their district, and that we want and can help. The Chamber of Commerce received $50,000 worth of air
time from Cayuga Radio Group. He suggested that somebody from the Board, this organization or Youth
Reps should reach out. Cameron did his PSA and referenced the Ithaca Youth Bureau and it is a very
quick process, but it is very important. His PSA was what can we do to make this place a better community
—he had three points: model tolerance, practice diversity and take care of this place called community.
Cameron stated that there are no scripts for the radio; they are your own words. Gary Stewart has come to
us and asked if the Youth Reps would consider doing radio ads.
Roy asked if there were any restrictions or concepts to this radio air time, and how we could incorporate
the Ithaca Youth Bureau. Cameron stated that, basically, you have 20 seconds to say whatever you wish
to say and you must identify yourself and can say who you are affiliated with. It was suggested that we
could pick people from to do this from the past users of the program and new users of the programs.
STAFF AND COMMITTEE REPORTS:
> Allen stated that we are going to lose our first batch of VISTAs and wanted to report that Jen, Becca
and Shea are only here for one year. Which will end in the Fall they have already advertised the VISTA
positions and have gotten a few people who have expressed interest in these positions. Funding for
this will continue but the individuals move on after one year. Liz has indicated that she would be
interested in having a VISTA worker that can focus more on recreation. Currently there are already
three job descriptions and the new 4th job description would focus on community building, opportunity
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for young people to play together and getting to know each other at a younger age. The recreation
arena has a lot of these forums, but they need to get people together, rural/urban, the recreation dept,
we need people available to look out for community. VISTA is an amazing program; it is not only
focused on just children, but to find ways to include the parents/adults.
➢ RSS funding increase— Used to be called Recreation Mainstreaming Services (RMS) now called
Recreation Support Services that's the program through the Youth Bureau that focuses on a great
extent of opportunities for both adults and children with disabilities. We received new funding from the
New York State Office of Mental Retardation and Developmental Disabilities (OMRDD) getting $22,000
in new funding from that state source, ongoing. $11,000 for the remainder of this year, but goes up to
$22,000. It is used for camp mainstreaming aides (children that need an aide in order to go to Cass or
Stewart Park Day Camp) and for after school programming.
REPORTS FROM LIAISONS: (7:45 p.m.)
• Common Council— Nancy handed out the new city roster booklets, more available at City Hall.
Members are needed for youth boards (high school students/staff). Cameron wanted to know if the
vacancies are advertised to the youth, Nancy doesn't believe they are.
➢ GIAC—Joanie is liaison (not present). Nancy reported that funding was allocated for renovations.
➢ Tompkins County Youth Services— Nancy Zook not present— No report.
➢ SouthSide Community Center-Stel extended an invitation to the Youth Bureau to collaborate on two
projects coming up in May.
o Dr. Seuss' Birthday Party-4-5th Graders - literary project grant written with the Friends of the
Library—collaborating to bring youth from Sencer VanEtten to Southside for this. Yes there will
be green eggs and ham. Saturday May 17, 2008 they need volunteers. Nancy suggested that
we call Newfield Central School and see if high school students would volunteer to help with
this.
o Orf Music Presentations— pounding instrument and dance primarily focusing on Jazz—4-5
Graders
BOARD COMMENTS/ISSUES (7:53 p.m.):
➢ Youth Rep has bowling team for the BBBS - Bowl for Kids Sake which is on April 26, 2008 2-4 P.M. —
They still need pledges and teams for this event.
➢ 60th Year Birthday celebration is a big undertaking and Ithaca Youth Bureau is commended for this!
ADJOURNMENT -8:00 p.m.
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a Youth Bureau Advisory B
May 12, 2008
Meeting Minutes
Attendance: Haidar Assad,Jeri Gallucci,Ashlee Martinez,Sarah Zipfel,Cameron Younger,Valerie Weber,
Gabriele Weber,Roy Westwater,Stel Walton Whitehead,Lizzy Noonan-Pomada,Joan Spielholz and
Jesse Polenburg.
Staff: Allen Green,Jody Hallett-Harris and Jen Gluck
Guests: Justin Villere
Excused: Nancy Schuler and William Murphy
Absent: Danielle Adams and Nancy Zook
Meeting called to order at 7:01 p.m.by Stel Walton Whitehead
Roll call of members.
Review and approval of Minutes:
April 14,2008 minutes were approved,after a correction was pointed out by Jen Gluck under New Business,Board member biographies,it
should be Board Manual not"Youth Rep Board Manual"and that she would take pictures,but she actually would like people to send in a
photo.
Allen passed around booklet of Science and Mathematics Academy from Denise Lee to share with everyone.
Officers'Reports(7:05 p.m.):
Common Counsel
There were a couple of items that were presented to City Administration Committee that were approved and they were mentioned at last
month's Board Meeting(RSS Funding,etc.).
GIAC
There is a meeting on 5/22/08 and we are all invited to attend.
Tompkins County Youth Services:
No report.
Southside Community Center:
This Saturday,May 17,2008 at 1:00 p.m.is the Dr.Seus Birthday Party—she will bring some flyers for us and invited us all to come and
eat green eggs and ham.
Staff and Committee Reports(7:10 p.m.)
Program News hand out sent with this month's Agenda and Minutes and was also passed out at the meeting. This is a detailed report
from most Programs at the Ithaca Youth Bureau. General comments regarding this handout were that this was a great idea and gave
Board Members a more detailed view of what the programs were about and what activities are currently going on.
BBBS—Raised approximately$6000 with their Bowling fundraiser.
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Allen announced that next month the Board Meeting will be held on June 9,2008 and will be held upstairs in the conference room as there
will be a large gathering for the College Discovery Program. They are having a Welcome Dinner that night and hopefully we will have a
snack platter/refreshments donated for our meeting.
Allen gave a heads up to the people on the committee. City Of Ithaca signed an agreement with Cal Ripkin Baseball Program to do some
field improvements to the baseball fields at Cass Park. This included putting up a fence around the field. They want to be able to sell ads,
signs,banners,etc.,as a fundraiser,to help pay for the improvements. In the agreement that the City Attorney's drafted and the Mayor
and Cal Ripkin Program signed there is a clause that states that any signs or banners put up on the fence will be approved by the Ithaca
Youth Bureau. The City did not specify what they guidelines/polices are for approving such signs/banners(i.e.,stay away from signs
promoting tobacco or alcohol). This will require guidance from the Board RE: policy and guidelines. Allen suggested that the Board draft
a short proposal on this.
Jen Gluck advised that the Youth Development Monitoring Sessions have not been completed and she requested approval for an
extension until Fall for this to be completed as this is a really busy time of the year for the Youth Bureau. There was a lot of input regarding
this from the Board. Gabrielle would like this done right after summer break if not she is afraid that it will be pushed to far away and then
forgotten. There was a vote taken for the Monitoring Sessions to be completed in September,this was a unanimous vote by the Board and
it was therefore approved to be completed by September,2008. Jen clarified that the Youth Development Committee is required by the
State to do this monitoring. Roy would like to have a training/schedule done on this fairly soon and he volunteered to help with this.
Unfinished Business(7:25 p.m.):
ICSD Liaison
Allen wanted to clarify that the School Board appoints a liaison for the Advisory Board,not the Mayor. Nancy was to speak to the Mayor
about this. Allen suggested that a letter be sent from the Advisory Board formally requesting a liaison.Stel suggested that maybe
someone from the Advisory Board go to the next Community Forum meeting and actually voice concern regarding this liaison.
60th Year Birthday Celebration
Gabrielle stated that the Friends of the Youth Bureau are planning an event during the Ithaca Festival for Sunday,June 22,2008 from
12:00-4:05 p.m.in the large pavilion. Volunteers from the Board were welcomed to help sell water,popcorn,coffee,etc.,that day. . There
will also be a 60th Birthday Cake cutting and she is hopeful that the Mayor will be present for this. Some of the events planned are:
• A display of photos of past members/participants of the Youth Bureau and a brief history of the
Ithaca Youth Bureau.
• Crafts for children/youth,including,as a fundraising event,cotton tote bags that children can
decorate,paint,stencil,etc.,that will have the IYB logo on them. She is hopeful that the Tompkins
County Solid Waste Program will be a sponsor for this.An artist is coming that day to personalize
these bags for the children.
• Marty will be building clocks out of old computer parts.
• Soccer demonstration/sports events.
• Graffiti Club will be doing a demonstration on how graffiti works. Children will be able to paint on
boards.
New Business(7:45 p.m.):
Justin's proposal-Handouts were given and Justin gave a brief overview of his recommendations. Roy stated that instead of just going
ahead with Justin's recommendations that we should go over all material(Executive Summary)provided to us and a"Steering Committee"
should be put together and a meeting set up before the next regular meeting to specifically go over Justin's proposal. Suggestions were
made for a retreat in order to specifically review this proposal in depth. Dates of June 7 and June 8th were suggested. Members were
asked to email Jen regarding their date preference of this"retreat"and she will do a final tally of which date it will be and then a venue will
be established.Roy suggested that something be done before this retreat date specifically to be prepared for this(action plan). Roy stated
that he would be happy to take the lead on this.Justin will send all members the full report. Jenn encouraged Board Members to
participate in regard to the agendas for the board meetings. She would love to have ideas emailed to her prior to the meetings.
ADJOURNMENT(8:15 p.m.)
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For Advisory Board Meeting—May 12, 2008
Program News:
Big Brothers Big Sisters:
This year's Bowl 4 Kid's Sake was a fantastic success. People from all over the Ithaca Community and the
University Communities packed the house for the entire four hours. In addition to having a lot of fun, One-
to-One Big Brothers Big Sisters raised almost$6000 in a single day! That money will be key to providing the
quality services that the children of The Ithaca Youth Bureau deserve.
College Discovery Program: No information given.
Computer All Stars:
The Computer All Stars program has been exploring many avenues. The soon-to-open reuse center in town
has asked us to be a part of the operation. Cornell has a computer reuse program that has expressed interest in
what we do. There is the internet safety presentation that should happen at the IYB. Donations of computer
equipment come in by the car load. Many participants are waiting for their place in the after school program,
as are many families waiting for their refurbished computer.June 22nd and on America Recycles Day young
people will enjoy assembling clocks with battery operated clock works and recycled computer parts.
Outing:
This year we were able to implement an Outing High School Program with the help of IHS environemtal
science teachers. The program taught canoeing,teambuilding,and leadership; it ended in a 5 day,4 night
trip to Assateague Island in Maryland. It was an overwhelming success. We have also received a grant from
the United Way to bring additional funding to our long-term participants in our Dewitt Group. This group is
a combination of city kids and Caroline kids who have been working together for the past 2 years. Because
of this grant we will be able to provide summer programming for our long-term participants. Additional
funding helps us to provide more services to the youth we serve;we are thrilled to continue working with
these youth during the summer months.
Paul Schreurs Memorial Program:No information given.
Recreation:
The IYB 60 Mile Challenge Walk kicked off on Monday,April 20th. 125 people are registered and close to
100 showed up on the first night. Cayuga Medical and Cayuga Center for Healthy Living supported the walk
by donating pedometers and log sheets to registrants. People of all ages are walking together and are very
excited about the challenge. Board members who are not registered,but interested in joining us can! We
meet from 6:15-7:15 pm at the entrance to Cass Park Pool and Rink.
Recreation began taking registrations for summer camps,programs and lessons. See new brochure for a
summary of offerings.
Recreation Support Services:
Recreation Mainstreaming Services(a title since 1977) is now officially Recreation Support Services. The
title better reflects our range of services,which includes inclusionary, integrated and segregated-skill
building activities.
We applied for and received a grant from OMR/DD(Office of Mental Retardation and Development
Disabilities), which will give us the funding to increase our day camp integration support(one-on-one for
children with disabilities going to Cass/Stewart)and start an after school program for children with autism.
The funding will enable us to hire another full-time Recreation Specialist!
Bids have gone out for a fully accessible van-this van will give us the opportunity to transport 2 individuals
at a time(safely and correctly)who use a wheelchair.
Our programs are full-we have waiting lists for all of them. Life is good. We are busy!
Youth Employment Services:
YES is heading into our busy season.This summer we expect to put over 150 teens to work throughout
Tompkins County. To assist us with this process we are hiring 7 summer staff to lead teams, visit
worksites/teens weekly,and help with interviews, outreach, &general office support. We have 4 programs
for subsidized employment and one focused on private employment. We are eagerly accepting referrals.
Other News:
Arbor Day:
On Arbor Day, a grove of oaks was planted in honor of the 60th anniversary of the Youth Bureau. These
oaks, along with an under story of red buds,will serve as a natural wind barrier. This will not only cut down
on drifting but will also save money and be good for the environment. Instead of paying someone to run the
snow blower and then have to run it again after the wind blows the snow back in and instead of wasting gas
and polluting the environment,we will cut down on drifting by utilizing a"natural snowfence."
Friends of the Ithaca Youth Bureau:
Friends of the Ithaca Youth Bureau(FIYB) is helping sponsor the Ithaca Youth Bureau's 60th Anniversary
party. They will be setting up a history display using photographs to chronicle IYB's 60 years of service,
hosting games/crafts for kids and unveiling a large 60th birthday cake. At the event, FIYB members will be
selling popcorn,cotton candy, reusable bags, and raffle tickets to raise money for College Discovery
Program. FIYB is also trying to coordinate with Matt Riis to publish specials about the Youth Bureau
History and a guest editorial about Friends of the Ithaca Youth Bureau in local publications.
ca youth Bureau Advisory Bo _ -Ju
■,�h2► .A
y4r
June 9, 2008 ' 2008
Meeting Minutes
Attendance: Jeri Gallucci,Ashlee Martinez,Sarah Zipfel,Cameron Younger,Gabriele Weber,Stel 41414."' *IO
Whitehead,Joan Spielholz,Jesse Polenburg and Nancy Schuler.
Staff: Allen Green,Jody Hallett-Harris and Jen Gluck.
Excused: Roy Westwater,Valerie Weber and Hadar Assad.
Absent: Lizzy Noonan-Pomada,William Murphy,Danielle Adams and Nancy Zook.
Meeting called to order at 7:08p.m.by Stel Walton Whitehead
Review and approval of Minutes:
May 12,2008 minutes were approved(7:15 p.m.). Gabriele made a Motion to approve the minutes and Sarah 2nd the motion. Minutes _
stand approved.
Jen passed out 60th Birthday Celebration Invitation to all members.
Allen spoke briefly regarding some of the festivities at Stewart Park on June 20,21 and 22,2008 for the Ithaca Festival. Jean Flurry
Thompson was asked to come and help cut the cake. She was involved with the Youth Bureau in the late 40's. Gabriele reviewed the
activities planned in the large pavilion on Sunday,June 22,2008,including games for kids,graffiti club,the cake cutting and requested
volunteers for Sunday.
New Business(7:16 p.m.):
A Retreat was held at the Cooperative Extension on June 8,2008—Jen gave out hand-outs showing the staff of the Ithaca Youth Bureau
and the structure of the Youth Bureau. Gabriele requested that these be emailed to her. Jen will be putting together a packet of an
"overview"of the retreat. The one issue that is very clear and was unanimous at this retreat was that the Board needs to improve its
relationship with the staff. Gabriele suggested a letter from the Board to the staff. This letter should have all board members sign it and
should go to all staff members,not just the department heads. Stel agreed that this would be a great idea.
Old Business(7:30 p.m.):
69th Year Birthday Celebration -There have been further talks with Cory Booker's staff—Cory will be very busy in October/November with
the O'Bama campaign and maybe more likely in Sept.or possibly Dec.or Jan. As far as the financial progress,we have a couple of co-
sponsors for Corie.
James L.Gibbs Project—History Center is very interested in working with us regarding this project;it is under their umbrella as education.
Slow process,trying to schedule students and staff and the History Center. Some ideas that have emerged,as far as what the display
should be like was a flat screen TV/video screen be installed and a video be played. There is no electricity currently in that wall and
therefore it would use most of the budge just for this.
Allen received a very nice e-mail from James L.Gibbs,Jr.,who is in CA,he received the History Newsletter and he is very excited about
this project and he and his family gave their blessings for this project.
ICSD Liaison—Board members do not necessarily have to be school board members. Cameron stated that there are currently two
student reps that currently set on the Board;he suggested that may be they might want to take on the Youth Board also. Gabriele
suggested that maybe a 3rd student be appointment for the Youth Board. There were other suggestions that maybe a staff member or
teacher be appointed. Nancy stated that it doesn't just come from the Mayor's office only,and that this liaison comes from the school also.
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n_: _
Allen stated that maybe we need to do a formal request for an appointment of a liaison. It was suggested that a letter be drafted from the
Board and the Youth Bureau and that Stel and Allen should sign this letter along with the Youth Chair.
Ithaca Festival Sign-Ups—Gabriele had a sign-up sheet and passed it around for members to pick a time to come and help out on Sunday,
June 22,2008. There was a discussion regarding having an art contest for all ages celebrating the 60th Birthday. Jesse stated that if there
was an art contest kids should be able to do whatever they wanted and not have the art limited only to youth bureau related. Jen
suggested that maybe there be prizes,that maybe there would be a theme,etc. There was some concern not to go through the schools as
school is almost over. It was suggested that maybe this should be done through the day camps here at the Youth Bureau this summer.
That maybe the winner of this art project could be placed on front page of next year's summer brochure.
Stel stated that at the retreat there were a number of committees established and maybe this is one of the things that should be given to
one of the committees to work out. Cameron stated that the committees should be well established and working before taking on any
project.
Staff and Committee Reports(7:42 p.m.):
Allen reviewed the summer meetings schedule as follows:
✓ 07/14/08—No Meeting
✓ 07/21/08 - 4-6:OOp.m. —2"d Floor Conf. Rm.— Budget review
meeting in detail - Executive Committee members are required—
(Full Board is Invited,not mandatory)—All division coordinators
will be present.
✓ 07/28/08—7-8:30 p.m. --Act. Rm. —Regular Advisory Board
Meeting - Budget Meeting—Approval of budget.
✓ 08/11/08—No Meeting
Jen asked Allen to give a brief overview of the budget prior to the budget review meeting. Copies of the budget summary
sheets were passed out to board members. There is a detailed budget report but this was not given as it has too much
information in it. It is divided by department with grand totals on each page. The guidelines from the Mayor are generally
given out in early June/mid June and those usually involve having us present a couple of difference scenarios for the City
Council and Mayor to review. It is different every year, in recent years there is one version of the budget with 0%increase
sometimes it can include the raises for the staff which sometimes we know what those raises are going to and sometimes
there are guesstimates of these raises. This year there is a contract in place for most of the youth bureau employees,
salaries will go up 4%for all roster employees(full time,year around employees). So we know that in 2009 this will go up.
We will get guidelines pretty soon from the Mayor. Hopefully we will know what those guidelines are in a week or two before
the budget meeting. There was a question of why there is not an Actual 2007 Budget on the summary sheets. Allen stated
that this was duplicated from last year and we won't have the 2007 for a few weeks, Nancy is putting that together now.
Cameron asked is there a reason why there isn't a 3-year budget. Joan explained that there are certain things that cannot be
anticipated,for instance,this year with the increase in gas prices;this could not have been figured in 3 years ago. Most of
these figures are a projection,
Long-term capital projects proposals—Example: Dock at Stewart Park; Rebuilding the Cass Park Rink(replacing aging
refrigeration system and enclosing the rink)and purchase of new"greener'cars for the Ithaca Youth Bureau.
Jen had questions regarding the summary sheets regarding the difference between gifts/donations and donations. Jen would
like to know who they should email regarding these questions. Allen stated that these questions should be directed to him via
email.
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Reports from Liaisons(8:09 p.m.):
Common Council:
Roster questions that came up—are there a certain number that you have to have in the roster? At large or?? The answer was that there
was room for 9 in the Government booklet only. There were some questions regarding whether there would be electronic registrations for
our programs,since there are electronic payments of parking tickets to the City.
GIAC:
GIAC Street Festival is 06/14/08 1-6:00 p.m.—Music,food and lots of fun. We are all invited to attend.
Tompkins County Youth Services:
Liaison absent.
Southside Community Center:
Juneteenth is on June 28,2008—Musical review this year—The Lost Boys of Sudan were invited.
Board Commentsllssues(8:11 p.m.):
There was some concern shown regarding the graduation of some of our youth representatives and possible leaving the Board. We were
assured that most of them will be continuing with us,if not in a smaller capacity/reduced role. It was announced that there was a
Recruitment Committee established and they would take the lead on recruitments.
ADJOURNMENT(8:18 p.m.)
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ca Youth Bureau Advisory
July 28, 2008
Meeting Minutes
Attendance: Jeri Gallucci,Ashlee Martinez,Haidar Assad,Sarah Zipfel,Gabriele Weber,Stel Walton
Whitehead,Valerie Weber,William Murphy,Nancy Zook,Lizzy Noonan-Pomada and Nancy
Schuler.
Staff: Allen Green,Liz Vance,Jody Hallett-Harris and Jen Gluck Handy.
Excused: Cameron Younger,Roy Westwater,Joan Spielholz,and Jesse Polenburg.
Absent: Danielle Adams.
Meeting called to order at 7:01 p.m.by Stel Walton Whitehead
Stel asked that everyone share something about themselves in order to get to know each other better. A few members shared some
information about themselves and their families. Liz made an announcement that there will be a Family Roller Skating Night from 7-9:00
p.m.on Friday,August 1,2008 at Cass Park Rink.
Review and approval of Minutes:
June 9,2008 minutes were approved(7:09 p.m.). Gabriele made a Motion to approve the minutes and Ashlee 2nd the motion. Minutes
stand approved. Handouts were given out including: Draft letter to the Mayor from Allen;2 graphs,proposed Budget,Letter to Ithaca
Youth Bureau Staff from the Advisory Board; Ithaca Youth Council Proposal
Officer's Reports(7:10 p.m.):
Advisory Board Executive Committee: The Executive Committee met last Monday,July 21,2008 to review the budget.
Common Council(Nancy Schuler): There were things that were asked at last meeting. Cameron asked about the order of the Roster—
it's really space. Another question was regarding online registration—Jen spoke up and said that Roy is on that committee and will be
working on an answer to that question. Youth Council should be moving forward and will be going to the issues committee on Wednesday,
July 30th. She wants people to know that this is not something new this has been around since the 1948. Some of the past members of
the Youth Council included Bill Shaw and Joann Cornish,the acting Director of the Planning Department. We are hopeful to get this going
again.
GIAC(Joan Spielholz): No report.
Tompkins County Youth Services(Nancy Zook): Our budget process seems to be moving along and the allocations that the Youth board
recommended for One to One,Youth Employment Service and RSS programs are moving along and that included a 3.6%cost of living
increase that so far is in the county budget. The County Administrator has put it in as part of the budget.
Stel ask about a workshop that was sponsored by the Tompkins County Youth Services and it was about getting your kids to connect and
contribute to your organization. Nancy stated that it was an Advancing Youth Development Workshop and Stel suggested that she would
like to see another one of these workshops set up. Nancy said she would take that back with her.
Southside Community Center(Stel Whitehead): Summer camps are winding down, in their last 2 weeks,and their camps are more
focused on mentoring. Their morning camp is a music camp with Fe Nunn. They are having a showcase Thursday night at the small park
next to Southside at 5:00 p.m. There are approximately 50 children enrolled in the camp.
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Staff and Committee Reports(7:16 p.m.):
Staff Reports:
Men stated that it is a busy and exciting time of the year for the Youth Bureau with close to 1000 kids in camp and other programs or
employed through the Youth Employment Services. There is always something going on along with trying to get the 2009 budget together.
Liz stated that there is a new program here this year called the Cayuga Lake Explorers(the same people that run the Floating Classroom)
there are two sessions this year,one in June and the last one in August.This is a morning program that runs from 9-12:00 p.m.,we need
12 children to have this second session go. Anyone interested just give us a call.
Advisory Bard Committees: Jen stated that not everyone signed up for committees. Jen passed around a sign up sheet and asked that
each Board member sign up for at least 2 committees,either Recreation or Youth Development as primary and one extra committee,there
are four other committees. The changes in the committee structure were agreed upon at the board retreat in June.
Jen asked the Chairpersons to give an overview. Cameron and Roy were excused but gave their report to Jen.
Recreation: (Roy Westwater): Jen conveyed that Roy stated that he is booked until the end of August. In anticipating the Rec
Department being incredibly busy this month the Board members need to meet in August to provide their purpose and outlines and
schedule to begin monitoring and how to support those programs the best. We need to keep an ear out for when that meeting might be.
No major new stuff. The next step are Roy is to meet with Liz to review the renewed relationship and a repurpose of the Recreation
Committee and reconnect with Sportsmanship Committee and meet with staff to figure out what would be most helpful for Board
Monitoring.
Operations/Facilities: (Roy Westwater): Jen conveyed that nothing is going on right now,there are a couple of things that were tossed
around at the Board Retreat that would fall in that category such as online registrations but we will need people to sign up for those
committees to go forward on trying to lobby/advocate this.
Youth Development(Gabriele Weber): At the Board Retreat we decided to meet before monitoring in September to come up with
standard questions and due to the schedule of everybody and it being summer a date was not decided. The meeting is scheduled for
Thursday,July 31,2008 from 5-6:00 p.m.here at the Youth Bureau. To expedite the process committee members should bring along
ideas for monitoring questions.
Finance(Gabriele Weber): The Committee had a meeting last Monday,July 21,2008 and took a look at the proposed Budget. The
Department heads came to the meeting and explained why and how they came up with their numbers for the budget. This was very
helpful. It was very difficult to satisfy all needs that everyone has. Unfortunately we have to cut some programs,especially the Recreation
Programs and therefore some of the courses will not be able to be offered anymore.
Recruitment/Training/Orientation(Cameron Younger): Jen conveyed that Cameron was away on an internship in DC. Cameron was
disappointed that he did not receive any responses to the email he sent out trying to schedule a meeting. Cameron will send out another
email to try and schedule another meeting. Some of the things that are coming up are trying to figure out where and how to recruit,and
maybe possibly putting something in the Youth Bureau Program. One of the things that came up at the Board Retreat was that not
everyone knows exactly what is expected of them,what it means to be a Board Member,a Committee Chair,expectations of staff,etc. -
There was also talk about trying to team up with the Executive Committee to help define and write out expectations.
Staff Relations: (Jen Gluck Handy): Currently just Jen and she is also the Chair. This will have to be changed as she is leaving in 2
months. At the last Board meeting we talked about writing a letter to staff and Gabriele drafted the letter and we have come up with the
final. This letter was emailed to all Board members for their input in June. The original was given to Sarah and Stel for their signatures
and copies were given to all present at the meeting. In talking with the staff at the Youth Bureau there was a suggestion that maybe a
outside game/mixer be planned for staff and board members-and would like to have it in August/September. If anyone is interested in
helping with the planning of this please let Jen know. Allen stated some concem about all staff getting the letter and whether the staff
would know what Justin's report was and whether that was shared,etc. it was determined that Justin spoke with the division coordinators
only. It was suggested that a supplement be sent with the letter stating that if staff wanted additional information they could receive a copy
of Justin's report,etc.
Unfinished Business(7:33 p.m.):
60th Year Birthday Celebration Updates-Allen stated that there has been a new update on the talks with Cory Booker. Cory will be
coming to Ithaca and a tentative date of January 28,2009. We are still in need of funding/co-sponsors and needing help for the
preparation of Cory's arrival. There is talk of a possible dinner beforehand and possibly a meet and greet event. We have received some
help from Cornell and we are still working with Ithaca College for help and we are looking for sponsors for this event.
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Youth Bureau Board Membership [from September 3, 1982]
The Advisory Board provides a vehicle for citizen input to the operation of the Youth Bureau
and the policies that affect the way Bureau services are provided.
Bring the concerns of the Youth Bureau before the public and elected officials.
Provide continuity in the operations of the Bureau by staggering membership terms.
When membership on the Board is accepted, the volunteers agree to give leadership related to
Bureau services to all persons in the community and to give freely of their time.
You should keep in mind that you were selected for you abilities and interests and that you
express the overall service needs of the community rather than any single special interest group.
You must work cooperatively with others to obtain goals of the agency.
You will be an advisor, planner, evaluator and advocate for developing an outstanding
community program.
Chairperson:
The designated leader responsible and accountable for Board actions must:
Chair meetings and assist with planning agendas
See that the Board is fully informed
Make sure elected officials are informed about the Bureau
Work with the Director and Board to plan and develop policies and programs
Support the policies and programs adopted by the Board
Be involved in an annual review
Appoint committee chairpersons
Give committee chairpersons a clear charge and provide opportunities for them to report at
Board meetings
Speak for the department IllMt
Be in touch with the Director on a consistent basis �. R
*44
Board Members will:
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Review by-laws, policies and other documents, review past Board business \CC CE
Come to meetings fully informed about issues to be discussed -' C1.ER�S
Help formulate policy \ T��
Accept and fulfill specific assignments '`ANTI._
Support policies adopted by the Board
Understand the financial structure and review the annual budget
Evaluation programs and services
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The advisory board is not empowered to take such action as setting policy or making
administrative decisions. The board serves only in an advisory capacity.
Its duties are to recommend policies, rules and regulations; to advise the governing body about
budgets,programs and facilities.
Although the advisory board has no legal power, it serves an important function in identifying
needs and interpreting the local Youth Bureau programs, services and facility needs. It also
performs a vital function by acting as a sounding board to the director and governing officials in
determining the needs and desires for improving, developing and expanding the total services of
the Youth Bureau.
Policy Making:
The board provides advice on all phases of the department's operations. These include:
- personnel
- fees and charges
- use of facilities and programs
- development and implementation of procedures to carry out the policies are the
responsibility of the director
Policies should insure the health, safety and well-being of all participants.
Board Retreat Packets: Jen was not able to get these packets completed. Jen handed out an organization chart of the Board. The Board
spoke out at the retreat they want to put the power and responsibility of getting things done and shifting away from putting it all on the staff.
The Executive Committee will give input on the agenda and then the chair will work with Allen to put it together each month. We used to
have Karen and Liz as the chairperson for the committee but now there are going to be Board Members who will work with them.
Secondary committees could grow and shrink. Some committees are established to be temporary. We want to fix the problem and move
on. There was a suggestion to the flow tree by Bill is that there be a box for future committees. Jen agreed with this. Bill asked what
reactions there were to the retreat. Everyone agreed that it was good and needed. Committee Reports will stay on the agenda at all
times. Gabriele stated that she got to know people better at this retreat and it is easier to work alongside someone having spent time with
them.
New Business(7:43 p.m.):
Youth Council: A hand out was given on Ithaca Youth Council Proposal. A meeting was held on July 28,2008. A couple of months ago
the Board had a discussion about what we do for teens,etc.,Jen and Karen met.with Svante Myrick and J.R.Clairborne starting in
February. Allen stated that there was a meeting today of the Youth Council Committee because Common Council is working on this issue
this month. The first phase of that was the community and organizational issues committee which was a week or two ago and the next
phase will be coming up this Wednesday night when it goes to City Administration Committee and then perhaps a resolution that will go to
the August Common Council Meeting,first Wednesday in August,and its all about trying to get the Youth Council up and running again.
There have been a lot of people who have been in touch,some of the teens on this Board got together and wrote a letter in the last few
days and its going to be in the newspaper on Wednesday,Letter to the Editor. We have people who are sort of alumni of various earlier
incarnations of Youth Council who have been in touch with Common Council as this issue has been kind of working its way through the
committees of the Common Council. Former Mayor, Bill Shaw,was one of the Youth Council alumni who wrote to Common Council and
JoAnn Cornish,our Acting Planning Director also spoke. Specifically the resolution that will be going to the City Administration Meeting
calls for the City to create a part time youth development program leader position to help coordinate a new Youth Council that will involve
young people from GIAC,Youth Bureau and Southside and also others throughout the community. We are asking for half of the funding
from the City. There is actually a requirement that we come up with matching funding from a source yet to be determined.Jen gave a
quick overview of Youth Council which is a formal voice in the community. There will be 14 teens,8 from the City and the remaining(6)
from at large. The Program Board will recruit a diverse group of teens. Sarah Zipfel voiced her concern that a large group of teens that do
not know each other might find it very awkward to get them engaged with each other. There was a suggestion that once established that
maybe a retreat/trip/group event be planned so that they can work as a team—sometimes being forced to work together will bring this
group together as a"working team". Gabriele asked who would decide if there are more youths nominated then open seats available?
The Youth Council teens will be decided by nomination,teachers,employers,etc.,can nominate teens. The teens will have interviews
with the Youth Council Advisory Board. The Board will include representatives from IYB, GIAC, Southside,Common Council and more.
Roll for Kids Sake—Presented by Molly Barger and Nathalie Bessou from the Big Brother and Big Sister Program. They are organizing a
roller skating fundraiser for their program to be held at Cass Park on Saturday,October 4,2008 from 1-3 p.m. They asked for help in
putting out flyers and help in raising money for this event. They have already sent out letters to local businesses and they also left
donation letters for anyone to take and hand out to help with this event.
Budget Review: The Budget proposal was handed out along with two graphs that Jen put together. Jen gave a brief overview on how to
Lead the budget. Top half is expenditures and the bottom half is revenue. Jen also explained the differences between adopted,adjusted,
and actual. Adopted was the budget that was approved by Common Council the year before. Adjusted includes any amendments that
have been added to it. Actual is the actual expenditures and revenues from that year and that information becomes available sometime in
the spring or summer of the following year. The Mayor comes out with her guidelines that tell each department what kind of budgets to
propose. This year she asked for a 1%and 3%budget proposal with an optional category. "Optional"Allen described as a"wish list"of
the budget. The Mayor can suggest taking 1%or 3%proposal and pull items from the optional category as well. One of the biggest things
this year is the 4%staff pay increase. Allen stated that the majority of the year around Youth Bureau staff are in the CSEA Administrative
Union,so they negotiate a contract with the City and often its a 2 or 3 year contract. There is a contract that covers 2009 and that contract
calls for a 4%salary increase. Incorporated into these 1%and 3% proposal you have to factor into that the 4%salary increase it actually
ends up to being a reduction budget on the other lines. This was difficult,especially for recreation. Jen reviewed the graphs that she
handed out. TANF stands for temporary assistance for needy families. Allen reviewed his"draft"letter to the Mayor,as an overview to the
budget. The sheets are what we call summary sheets. The actual budget proposal that goes to the Mayor is a much thicker packet
(approx.40 pages long). There were some questions regarding the proposed replacement of lawn mowing tractors and whether these
were associated at all with DPW. It was explained that it was two separate budgets;we coordinate with them as far as repairs or possible
replacement of non-fixable equipment. The 3%proposal is our preferred budget but the items in the 1%column are our highest priority
and reflects what we would do if we had to live with a reduced budget.
ADJOURNMENT(8:32 p.m.)
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ca Youth Bureau Advisory Bo
September 8, 2008
Meeting Minutes
Attendance: Jeri Gallucci,Gabriele Weber,Stel Walton Whitehead,Valerie Weber,William Murphy,Lizzy
Noonan-Pomada and Joan Spielholz.
Staff: Allen Green and Jody Hallett-Harris.
Excused: Cameron Younger,Roy Westwater,Jen Gluck Handy,Nancy Zook and Nancy Schuler.
Absent: Haidar Assad,Danielle Adams and Sarah Zipfel.
Guests: Jen Mainville and Marty Schreiber
Meeting called to order at 7:01 p.m.by Stel Walton Whitehead
Introduction of Guests: Jen Mainville,works for Planned Parenthood and met with Jen at a conference and was invited to attend a
meeting. Marty Schreiber introduced himself as the Computer All Stars Coordinator and will be speaking later in the meeting.
Gabriele wants to have some kind of press release regarding the 1000+kids that attended camp over the summer. Stel suggested a letter
to the Journal and to somehow connect this figure to the need for members of the Youth Council.
Review and approval of Minutes:
July 28,2008 minutes were approved(7:05 p.m.). Bill made a Motion to approve the minutes and Gabriele 2nd the motion. Minutes stand
approved. Allen gave out an article from New York Times regarding Mayor Booker.
Officer's Reports(7:10 p.m.):
Advisory Board Executive Committee: No Report.
Common Council(Nancy Schuler): Absent.
GIAC(Joan Spielholz): Nothing to report.
Tompkins County Youth Services(Nancy Zook): Absent
Allen presented the letter for signature to Stel(letter to the Ithaca School District encouraging the appointment of a liaison).
Southside Community Center(Stel Whitehead): Youth Rally,back to school event,regarding voter education will be held on Monday,
September 22,2008 at 6:00 p.m.
Staff and Committee Reports(7:16 p.m.):
Staff Reports:
Marty Schreiber—Computer All Stars—Marty talked about the upcoming opening of the Re Use Center(Finger Lakes Re Use Center).
Retail outlet of electronics/computers. Marty is actively working on this opening. Diane Cowen is heading this up and it is expected to
have grand opening in October. It will be near Ithaca but the location has not yet been publicly announced. It will be a not-for-profit and
there will be warehousing,access for tractor trailers and lots and lots of room for storage. Affiliated with Tompk Co.Solid Waste, IC,
Cornell,Computer All Stars,etc. Profit will come back to Computer All Stars. Bill Murphy suggested ID tags be put on computers that are
donated from the Youth Bureau. They anticipate employing up to 20 people in the next 2 years at the Re Use Center.
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AmeriCorps VISTA: Allen stated that the first of our VISTA workers,Shea O'Neill had already left the Youth Bureau;he has a job at the
Smithsonian in DC. Jen and Becca are leaving shortly,September 26,2009. We have two new Vista workers,Sandy Kim and Brianne
Limner. Job descriptions were handed out for Sandy and Brianne. Job overview is Brianne's job description is similar to Rebecca
Curren's,and Sandy Kim's is a blending and modification of Shea's and Jen's job description.
Youth Council: City Council has approved both the budget resolution for 2008,50%funding for youth council,it also created the part
time,roster position and we have applications coming in and will be doing interviews soon. The ordinance was also approved,it is actually
written into the code,Chapter 120,title:Youth Council.
Jeri asked regarding the letter from the Board announcing the success of the summer camp and the 1000+kids. Gabriele said a letter to
editor would be good. Bill stated that it was a good idea. Gabriele suggested the need for youth representatives on the Board could be
added in this letter. Bill volunteered to write letters,he will need number of children that attended,number of camps offered and number of
employees employed. Stel suggested having something in the Ithaca Child,it also suggested Darts&Laurel in the paper. Allen stated
that Sandy's job description has in it developing a quarterly newsletter,which maybe something could be put in there. Gabriele stated that
the employees and parents should be thanked for the successful summer camp. This needs to be done quickly. Bill will email everyone a
copy of the letter.
Advisory Board Committees(7:45 p.m.):
Bill signed up for the Recreation and Operations/Facilities Committees,the only two that have not yet signed up are Haidar and Danielle.
Recreation: (Roy Westwater): Absent—No Report
OperationslFacilities: (Roy Westwater): Absent—No Report
Youth Development(Gabriele Weber): Committee has met a few times since the last Board meeting. There is a new process for
monitoring. More detailed then before,as it was very basic. The monitors could not grasp what the programs were doing,etc.,and so the
committee came up with a lot of questions,from how many volunteers,to what are the goals of the program. These questions will go to
the leaders/heads and the monitors will get these answers before monitoring dates. The scheduling for the 2009 monitoring will be March,
April and May.
Dates for monitoring this year:
Yes Program-9/15/08 @ 4:00 p.m.—Karen,Nancy Schuler,Stel and Valerie.
Computer All Stars—09/16/08 @ 12:00-sit down —Marty, Karen,Gabriele and Bill.
9/23/08 @ 4:00—shadowing—Bill Murphy
BBBS: 9/18/08 @ 4:00—sit down-Joe Gibson,Nancy Schuler and Valerie
Paul Schoers Mentoring Program—9/25/08 @ 4:00—sit down-Karen,Geri and Lizzy
Outings—9/26/08 @ 4:00—sit down-Kim,Geri and Lizzy
College Discovery Program-9/16/08 @ 4:00-sit down-Linda,Gabriele and Bill
This new monitoring schedule will enable two board members"experts"to go and keep a log of the each program,which will be passed
each year to the next"experts",and then report back to the Board. Jen passed the questions on to each department head already.
Finance(Gabriele Weber): Gabriele directed this to Allen regarding the Budget. A meeting was held where division coordinators met
with the Mayor and City Comptroller, Steve Thayer,to go over the budget proposals. They had a lot of questions;most of the discussion
was focused on the optional proposals. Those included a few recreation programs,a mower at Cass park,a couple of new programs in
the Youth Development,one of the programs is fully funded by the School District Rural Urban Adventure Program and the other is the
Youth Council,which is 50%funded. We were one of the first departments to go over the budget with the Mayor. No indication yet,as it is
very early. We should know more in early October. The Youth Bureau is scheduled for a sit down on October 19th. Allen will check this
date.
There was a question regarding the dock. It is here but it is not installed yet. There was some discussion regarding the carousel and the
revenue from that. Allen stated that the money goes to DPW.
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Operations/Facilities(Roy Westwater): Absent—No Report
Recruitment/Training/Orientation(Cameron Younger): Handout was given regarding membership committee goals. Geri stated that
the committee has met twice and talked about diversifying the recruitment. Going to try to be a bit more formal in their recruitment
procedures,to have a more formal"pitch". Need youth members—high school students. Asking people to submit a letter and resume to
join the board. Bill suggested that maybe cards should be given out,and it be circulated to the Board Members and those members give
them out,and keep track of how many cards are given out. Really seeking parents/caregivers,different aspects of the community. It was
suggested possibly seeking out schools,like student council groups,etc. (8th graders).
Staff Relations: (Jen Gluck Handy): Excused—No Report
Unfinished Business(8:22 p.m.):
60th Year Birthday Celebration Updates-Cory Booker has confirmed that he will be coming to Ithaca in late January,2009. A lot of
publicity will be going out later regarding this event. There are letters going out seeking funding/co-sponsors and needing help for the
preparation of Cory's arrival,from the Youth Bureau and Friends of the Ithaca Youth Bureau. There is a meeting of the Friends of the
Ithaca Youth Bureau on September 11th at 12:00,in the upstairs conference room.
New Business(8:26 p.m.):
Board Member Duties—Board Members need to review the hand out that was given and,everyone agreed,that because of the time,it
was suggested that this be put on the Agenda for next month's meeting.
Ashlee Martinez—She has graduated from school and resigned from the Board to go on to College. Allen suggested that a Wegman's gift
card/card be given to her from the Board as a thank you to her. Jody will head this up,email any questions to her and she will keep track
of the money that is received. Jeri asked regarding Sarah and what her intentions are concerning her membership.
ADJOURNMENT(8:30 p.m.)
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� y
ca Youth Bureau Advisory a
■001 °amp►
October 14, 2008
Meeting Minutes
Attendance: Jeri Gallucci,Gabriele Weber,Stel Walton Whitehead,William Murphy and Nancy Schuler.
Staff: Allen Green and Jody Hallett-Harris.
Excused: Cameron Younger,Valerie Weber,Roy Westwater,Nancy Zook,Sarah Zipfel,Haidar Assad and
Joan Spielholz.
Absent: Lizzy Noonan-Pomada
Guest: Chris Milner
Meeting called to order at 7:07p.m.by Jerri Gallucci
Introduction of Guest: Chris Milner works for the Tompkins Trust Company as an Investment Advisor and he has two children at Belle
Sherman and Dewitt,and has applied to become a Board Member. His application has been received and Jeri acknowledged that she has
it and the application has also been forwarded to the Mayor and Clerk.
Review and approval of Minutes:
September 8,2008 minutes were approved(7:09 p.m.). Nancy Schuler asked that one change be made,on Page 1 of the minutes it
should say under Officer's Reports,Common Council(Nancy Schuler): "Excused"instead of"absent". Change noted and Bill made a
Motion to approve the minutes and Gabriele 2nd the motion. Minutes stand approved with change.
Officer's Reports(7:10 p.m.):
Common Council(Nancy Schuler): There is a budget meeting coming up on October 20,2008,6-9:00. Nancy will email Jody the
Agenda information of the meeting and Jody will forward this information on to interested staff/board members. Nancy was very surprised
at the number of programs that the Youth Bureau has 43 or more programs on the budget report. She suggested that t-shirts be made
like they have on rock band t-shirts,having the programs listed on the back. Nancy urged Board Members to be at this budget meeting.
GIAC(Joan Spielholz): No Report—Excused. Gabriele stated that she received an email stating something about budget cuts. Allen
stated that they have a rather large cut to the part time seasonal line and there is was an open staff position that was not included in the
budget.
Tompkins County Youth Services(Nancy Zook): No Report-Excused—County budget is not totally done,but there is some sense from
the committee level,as far as funding for 2009,all the funding for Big Brother Big Sister, Recreation Support Services and Youth
Employment Services is included in the county administrator's recommendations. One of the things that was highlighted and discussed
was the over-target request for a YES program called Learn to Earn. That was highlighted because it was not in the base county budget,
so it's in this over-target category,and at the committee level that was approved,Allen believes unanimously. All the Cost of Living
increases were also included not only for Youth Bureau but for other community based organizations. That was the good news,the bad
news is that because the state is contemplating a 6%cut to Office of Family and Children's Services funded agencies,which includes the
Youth Bureau the county will now be in a position of either having to back bill to come up with that funding or make a cut. They are not
inclined to cut mid year in 08,but as they look at 09 as they get additional information they may have to make some cuts to deal with that.
Southside Community Center(Stel Whitehead): Southside is at a transition in the Mission statement,the staff is challenged to present
forums and activities. Stel announced that Southside will be encouraging more forums and activities. They are looking at ways to
collaborate to do more programs. One of the efforts that is currently there is a garden project in collaboration with Sustainable Tompkins
and Cornell Extension is a garden project that they are doing this semester and there is a curriculum and every week they collaborate with
Giac. Last Tuesday they made pesto and salsa from their garden. This program is for school age,elementary age children. Southside
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Mural project is another upcoming project,which is part of the visual arts projects in collaboration with Jay Stokes of Giac,Southside
bought all of the supplies. Major Act for Juneteenth,2009 event,and the board has come up with a plan for a venue for the Daughters of
Creative Sound,an African drumming group of all women. Community Arts Partnerships grants were wrote and one of those grants were
for a jazz band, (a man who worked with Bob Hope, USO jazz band)he has extensive jazz orchestra,they wrote a grant to bring a quintet
to Juneteenth. This summer there is also a theatre project with the help of Cynthia Henderson,event that is open to all teens. In terms of
budget,they are still waiting to hear,like every one else. Southside has its own website: sscc-ithaca.org.
Staff and Committee Reports(7:28 p.m.):
Staff Reports:
Allen Green—Allen discussed the budget and the budget meeting on 10/20/08. There were some items in the optional column when we
presented the budget and some had been included in the Mayor's budget proposal and Youth Council was one that was not. Youth
Council has funding through end of 2008 but not 2009. Youth Council is not included in the Mayor's budget,but we have committed to find
50%of the funding. The Cass Park mower is not included in proposal,and the Rural Urban Outreach program that is included in the
budget proposal because it is fully funded by the school. There are 3 recreation programs that are also included in the proposed budget.
We will be requesting 50%of the Youth Council funding from the City.
The door replacement project was underway,the doors that were originally brought in were not able to be used and had to be returned and
they have been reordered. It is anticipated that the project will be finished on or about October 21st. The main doors to the Youth Bureau
will be replaced with electric,automatic,handicap accessible doors. This is part of a city Americans with Disabilities Act Project.
Advisory Board Committees(7:45 p.m.):
Bill is now signed up for the Recreation,Recruitment and Operations/Facilities Committees
Recreation: (Roy Westwater): Excused—No Report
Operations/Facilities: (Roy Westwater): Excused —No Report
Gabriele will touch base with Roy on these committees to get an update from him.
Youth Development(Gabriele Weber): All programs have been monitored. There is now a much better insight into these programs. It
is difficult to evaluate each program as each program is so different. These programs cannot be compared to the other,as each program
is so different. It was agreed that they will be watching an actual program to get a better idea of each specific program.They will meet
again in November to re-evalute each program. What was actually found that better collaboration is needed. It is not yet ready to give an
action needed. Suggested that recruitment should be for all programs not just one person for each program,but one person for all
recruitment in the Youth Bureau. Bill worked with Marty,and some action was already taken care of,some monitors were disposed of.
There are a lot of things that need to be worked on need to continue to work on this. These monitoring will happen in the Spring not the
Fall and hopefully by Spring there will be a more clearer,categorical questioning. Jeri suggested that there should be a written report after
these monitoring sessions. There needs to be a measurable outcome that is evident from these monitoring programs. Each program
should be able to convey something that represents a measurable outcome. Bill Murphy added that it is difficult to ask people that run the
program to actually show the board members,guests,community,etc.,why the program is important. Very difficult for coordinators to
explain what they do. Nancy pointed out that some programs have only one staff person,others have several members that are able to
help more. Nancy talked about the Day of Service and that they have booths there and Allen stated that we will have our programs there.
Bill announced that Jen Gluck Handy did a great job and it was Jen that was really fantastic putting together questions,getting people
together and preparing these questions in advance. Her attitude in trying to"standardize"the questions so that in the future,these
monitoring sessions will be repeatable year after year. She made great progress. Jeri stated that this needs to be upheld and continued
by the Board Members,Bill agreed that this needs to be utilized and kept up on in the future.
Stel suggested that a Board Handbook be made. Jen had started to work on this.
Finance(Gabriele Weber): Nothing to add.
Operations/Facilities(Roy Westwater): Excused —No Report—Bill Murphy now on this committee
Recruitment/Training/Orientation(Jeri Gallucci,Cameron Younger): Jeri reviewed the fact that we have had a few people interested
in joining and they have come to a Board Meeting and then we have not heard anything back. We need to follow up with these folks and
invite them to come back. We need to come up with something to hand out with information regarding the Board. Nancy wanted to know
how many teens spots are now currently open. Danielle Adams is now gone,Ashlee Martinez resigned,she was mayoral appointed,
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Cameron is currently on leave. That leaves Valerie Weber as a teen member. Allen talked about the letter that was sent to the
Superintendant of the High School regarding the appointment of the liaison. We have not heard anything at this point. Nancy will follow up
on this. It could be any child,any person,not necessarily a School Board Member. A follow up letter should be written possibly to the
PTA. Jeri would like to see some kind of longevity study of the kids that grow up with the Youth Bureau. Bill Murphy is now on this
committee.
Staff Relations: (Open): —No Report—Bill suggested that maybe a board letter to the staff regarding the monitoring sessions,so that
this would show that we appreciate what they have done in cooperating with the monitoring sessions. Stel suggested that maybe
somehow the 60th Anniversary celebration should somehow include acknowledgment of the staff. Allen stated that maybe for the Booker
event that the handouts could have something in them acknowledging the staff. Stel also suggested that maybe some kind of a small
token of appreciation,like a mug,or something like that,nothing expensive,but that just expresses our appreciation of the staff of the
Youth Bureau.
Unfinished Business(8:03 p.m.):
60th Year Birthday Celebration Updates—Allen reviewed quickly for our guest, Chris Milner,the Cory Booker event. Allen passed out one
of the letters that has been sent to local businesses asking for sponsorship for the Cory Booker event on January 28,2009. Allen has
confirmed that Samite of Uganda will be the musical act for this event. Allen suggested that maybe the Board buy a block of tickets,to
give out for this event. We need to encourage outside areas to have their teens participate in this upcoming event. The tickets are$10.00.
We are hopeful that the Mayor will introduce Cory that evening. IPEI is in the process of considering a sponsorship to this event and we
are hopeful. Bill suggested that we send out an invitation to all school inviting student council. Stel said that she would be able to contact
Emily Hess, Student Activities person. Allen said that if there is a personal contact that people know,to go ahead and let them know;give
them a copy of the letter to let them know about this event.
Ashlee Martinez: A card was handed out and we asked that everyone sign the card so that we can send it on with Ashlee. We asked for
final contributions for the gift card.
Bill Murphy is in the process of writing a letter regarding the summer camp success to Laurels&Darts. Bill will get the draft to Allen,as he
needs the number of kids that participated in the summer camps.
Dance in the Park—This was a dance at the large pavilion on October 11,2008,which was done for fundraising for the Cory Booker event.
Approximately 30-40 people attended and unfortunately we lost money on this event as there was a conflict with another dance that night.
The band Radio London played that evening and the cost for the band was$500. Allen brought raffle items and then a raffle was done to
earn extra money that evening and all in all everyone that was there had a great time. There was a big thank you for Sandy Kim for all of
her help in setting this event up.
New Business(8:23 p.m.):
No new business.
Board Commentsllssues(8:23 p.m.):
No comments/issues. -
ADJOURNMENT(8:24 p.m.)
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Bureau Advisory B
ca youth
o
November 10, 2008
Meeting Minutes
Attendance: Gabriele Weber,Valerie Weber,Stel Walton Whitehead,William Murphy,Nancy Schuler,Haidar
Assad and Joan Spielholz.
Staff: Allen Green,Jen Handy and Jody Hallett-Harris.
Excused: Jeri Gallucci,Cameron Younger,Roy Westwater and Lizzy Noonan-Pomada
Absent: Nancy Zook,Sarah Zipfel
Meeting called to order at 7:04p.m.by Stel Walton Whitehead
There was a brief discussion of the last meeting's guest,Chris Milner and that we need to follow up with his application along with the other
applications that have been received the past few months. Jeri has the resumes/applications and they should be brought to the Board
Meeting so that everyone knows who has applied. Bill stated that he will follow up with Jeri. This should be put on next month's Agenda.
Review and approval of Minutes:
October 14,2008 minutes were approved(7:08 p.m.). Bill made a Motion to approve the minutes and Gabriele 2nd the motion. Minutes
stand approved.
Officer's Reports(7:09 p.m.):
Common Council(Nancy Schuler): Budget has been passed.
GIAC(Joan Spielholz):_ Joan gave a brief update on the basketball court. The basketball court near the pool is now closed for the coal tar
remediation. NYSEG is working on finding a new venue.
Tompkins County Youth Services(Nancy Zook): No Report
Southside Community Center(Stel Whitehead): There is a new employee at Southside, Carl Saunders,he is the new Facilities Manager
and he is doing an excellent job.
Staff and Committee Reports(7:21 p.m.):
Staff Reports:
Allen Green—There is currently a hiring freeze and purchasing freeze(items over$500). No new hiring full time roster employees unless
it is approved by the Vacancy Committee. It does not affect part-time seasonal persons(camp counselors,etc.). Congratulations were
given to Joanie Groome and the RSS Staff for the Brick Miscall Community Service Award she received. Allen announced the IPEI
Spelling Bee and it will be on Sunday,November 16,2008 at the Ithaca High School from 2-4:00 and the team(60 Years of Spelling
"Bureau")consists of Allen,the captain,Alice Green(who was with the IYB for 25 years)and Brianne Limner(Vista worker).
Jen Handy—Announced the Sister to Sister program that happens every year and there will be a meeting on 11/11/08 @ 6:00 p.m.,at the
Women's Community Building. There is a Youth Empowerment Conference coming together and she is encouraging teens to take and fill
out the surveys. Also a Logo Design going on and Jen will email people with more information. Youth Council is accepting nominations.
Jen will email everyone with more information about nominating a youth for the Youth Council. Jen said that Sandy Kim would like to get
with the Youth Development Committee and get a better grasp of the monitoring sessions.
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2008.doc
Advisory Board Committees(7:45 p.m.):
Recreation: (Roy WestwaterlBill Murphy): Need to get together with Liz.
Operations/Facilities: (Roy Westwater/Bill Murphy): No Report
Youth Development(Gabriele Weber): Gabriele will be sending out an email and hopefully get a meeting set up by the end of
November regarding a better understanding of different programs.
Finance(Gabriele Weber): Already discussed,nothing further to add.
Operations/Facilities(Roy WestwaterlBill Murphy): Have yet to meet and therefore no report. New doors were successfully installed.
Recruitment/Training/Orientation(Jeri Gallucci,Cameron Younger,Bill Murphy): Have yet to meet and therefore no report.
Staff Relations: (Not Active): —This will stay as"not active'unless something new arises.
Unfinished Business(7:37 p.m.):
60th Year Birthday Celebration Updates—January 28,2009,Cory Booker address. We need to get the word out! Allen announced that we
have had good success in getting sponsors/co-sponsors(Giac,Southside,Alana,Village of Ithaca, IPEI,City and Regional Planning,
Chuck Tauck and Frank Littman,individual donor and various IYB Friends donations).
The School District has not responded to our letter regarding the appointment of a School Board Liaison. Nancy said she would try to see
what she could do about this.
New Business(7:46 p.m.):
Stel wanted to discuss our"2009 working plan". The Board needs a 2009 working plan. What are we looking at next year for our main
tasks for next year? Suggestions were given to put together a Board Handbook,brochures and/or website. Brochure wasn't really
recommended. The website seemed to be a good idea with most board members. We need to have goals/tasks for 2009,such as the
2009 Spring Monitoring Sessions. We need to maintain our members and get new members in and have a description/plan of
membership and duties. It was suggested that we have the next board meeting as a working meeting to get the manual updated and
getting it together. The time suggested was 6:00,and for pizza. Allen suggested a possible secondary committee be formed to work on
the manual. We also need to elect new officers for 2009. Jen suggested that we have self-evaluations in September. Allen asked Jody to
follow up with Mayor Peterson's Assistant,Annie,regarding the expiration of the terms at the end of 12/08(there are 9 Mayoral
appointees). We need to get with Jeri and have her bring the applications/resumes with her to the next meeting. We do not want these
possible new board members to get discouraged and once they are on the Board we want them to know exactly what their duties and
expectations are. Stel wanted to have pizza ordered for the next meeting and to possibly meet earlier in the evening around 6:00 p.m.
Board Comments/Issues(8:11 p.m.):
Haider announced that a friend of his who is a soccer coach and is at Cayuga Community College is looking for soccer players for ages
16-30. This is for a full tuition(4 years)for college.A business card was given to Jody to give to Mike Armitage for interested persons.
Allen suggested that if this coach has something that he could email us regarding this opportunity that would be great and then Jody could
then forward it through the City of Ithaca email.
ADJOURNMENT(8:15 p.m.)
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2008.doc
Youth Bureau Advisor
�ra�a y so$e
o►
December 8, 2008
Meeting Minutes
Attendance: Gabriele Weber,Jeri Gallucci,Stel Walton Whitehead,William Murphy,and Joan Spielholz.
Staff: Allen Green,Jen Handy and Jody Hallett-Harris.
Excused: Valerie Weber,Cameron Younger,Roy Westwater and Nancy Schuler.
Absent: Nancy Zook,Lizzy Noonan-Pomada,Sarah Zipfel,Haidar Assad and Jesse Polenberg.
Guest: Christopher Milner
Meeting called to order at 6:12p.m.by Stel Walton Whitehead
Review and approval of Minutes:
November 10,2008 minutes were approved(6:15 p.m.). Bill made a Motion to approve the minutes and Gabriele 2nd the motion. Minutes
stand approved.
Officer's Reports(6:16 p.m.):
Common Council(Nancy Schuler): Excused—Nothing to Report
GIAC(Joan Spielholz): Nothing to Report
Tompkins County Youth Services(Nancy Zook): Absent-No Report
Southside Community Center(Stel Whitehead): Stel announced that she is no longer with Southside and Vincent Sierra may be
appointed as the new liaison for the Board.
Staff and Committee Reports(6:22 p.m.):
Staff Reports:
Allen Green— Allen passed around the Cory Booker posters that need to be distributed around Ithaca. Allen announced that Jen Handy's
job is now officially permanent! Allen thanked Gabriele Weber for all of her hard work for the IPEI Spelling Bee.
Jen Handy—Announced that the 10,000 Village Shopping Spree to benefit the Big Brother Big Sister Program was a big success and 10%
of all purchases were donated to them. Youth Council is accepting nominations through Friday, December 12,2008 and Jen handed out
nomination forms,along with information regarding the Youth Council. Jen stated that she has had quite a few responses.
Advisory Board Committees(6:46 p.m.):
Recreation: (Roy Westwater/Bill Murphy): Have not met—No Report
Operations/Facilities: (Roy Westwater/Bill Murphy): No Report
Youth Development(Gabriele Weber): Gabriele set up a meeting for January 8,2009 at 4:45 p.m.
Finance(Gabriele Weber): Nothing new to report..
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•
Operations/Facilities(Roy WestwaterlBill Murphy): Have yet to meet and therefore no report.
Recruitment/Training/Orientation(Jeri Gallucci,Cameron Younger,Bill Murphy): Applications that have previously been received by
Jeri were given to Jody for immediate action. Jen will be sending out an email to these applicants. Chris Milner stated that these should
be acted upon immediately when they are received.
Staff Relations: (Not Active): —This will stay as"not active'unless something new arises.
Unfinished Business(6:56 p.m.):
60th Year Birthday Celebration Updates—January 28,2009,Cory Booker event—Allen is open to suggestions as far as invitations,getting
word out and getting posters around Ithaca.
New Business(7:00 p.m.):
Proposed Slate of Officers: Chris Milner stated he would be willing to serve as Treasurer as appropriate. Gabriele will step down as
Treasurer and would be willing to Co-Chair. Stel would be willing to remain as Chair. Jeri will step down as Co-Chair
Chair Stel Walton Whitehead Co-Chair Gabriele Weber
Treasurer Christopher Milner
In the past we have had the teen board members as co-chairs for each position. It was decided that it is too difficult on the teens to work
around their school schedule with the Board schedule. It was decided that at each meeting one of the teens would be offered the
opportunity to co-chair the meeting and/or assist other Board Members during that particular meeting,a"shadowing"of members during
the meeting. That possibly Youth Reps be appointed only during the school year. There is a great need for a possible work study student
to come and work with these Youth Reps. Recruitment will need to be done during the spring semester for a work study student.
Board Manual—Jen presented the Board with a number of different"paper"options to be put together in the Board Manual. Each member
was asked to review the materials and put together the easiest to read,and important information only that should be in the manual. We
do not want to overwhelm the new member. It was decided that there should be one large"official"manual that would have everything in it
and that would stay with the current chair of the Board. There would be orientation manuals that each new member would be given and
they could then put in materials that are received each month and if needed they could ask to review the official manual that the current
chair has. It was suggested that there be a program overview(1-2 pages)in each orientation manual,one page budget overview and
possibly the past 2-3 years budget overview(the full budget would be in the chair's manual for reference. There also were suggestions of
member Bios and having the power point presentation on paper and a possible showing of the actual DVD at an orientation meeting.
Allen asked that Jody follow up with Annie Sherman,the Mayor's Assistant,regarding the appointment of Chris Milner and the
reappointment of Stel,Haider and Bill.
Board Comments/Issues(7:51 p.m.):
Bill Murphy wanted to follow up regarding the Computer All Stars program and whether the Reuse Center has opened?Did computers
from the Ithaca Youth Bureau make it up there?
ADJOURNMENT(7:55 p.m.)
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