Youth Activities Board

Youth Activities Board Meeting Zoom Webinar June 8, 2021 5:30 p.m. This meeting will take place virtually via Zoom Webinar. To join the Zoom Webinar, go to https://juneau.zoom.us/j/96746504233 Or Telephone: Dial(for higher quality, dial a number based on your current location): US: +1 253 215 8782 or +1 346 248 7799 or +1 669 900 6833 or +1 301 715 8592 or +1 312 626 6799 or +1 929 436 2866 Webinar ID: 967 4650 4233 Members of the public wishing to provide public comment during tonight’s meeting can do so by clicking the “Raise Hand” button (online Zoom Webinar) or press *9 (telephone). Agenda I. Roll Call II. Approval of Agenda III. Public Comments on non-agenda items IV. Approval of Minutes: April 21, 2021 V. Old Business VI. New Business a. Youth Activity Contingency Application Changes b. Grant Scoring Discussion VII. Liaison Reports a. PRAC b. JAHC VIII. Board Comments IX. Next Meeting - Tentatively August 10, 2021 X. Adjournment  Youth Activities Board Meeting Zoom Webinar Wednesday, April 21, 2021 5:00 PM This meeting will take place virtually via Zoom Webinar. To join the Zoom Webinar, go to https://juneau.zoom.us/j/99298949740?pwd=RUduc0FoL2dqNkt0bXdNUGkra3F5Zz09 Or Telephone: Dial(for higher quality, dial a number based on your current location): US: +1 253 215 8782 or +1 346 248 7799 or +1 669 900 6833 or +1 301 715 8592 or +1 312 626 6799 or +1 929 436 2866 Webinar Passcode: 110093 Webinar ID: 992 9894 9740 Members of the public wishing to provide public comment during tonight’s meeting can do so by clicking the “Raise Hand” button (online Zoom Webinar) or press *9 (telephone).  Meeting Minutes I. Call to order at 5:04pm- Tom Rutecki, Chair Roll Call- Member Present: Tom Rutecki, Bonita Nelson, Josh Anderson, Liz Balstad, Summer Christiansen, Caleb Peimann, Kiana Potter Members Absent: Della Cheney, Kristina Moore-jager Staff Present: Dave Pusich; Recreation Supervisor/Staff Liaison Public Member (phoned in): Summer Baxter (grant writer/parent for Showdown Basketball Tournament contingency request) II. Approval of Agenda - Ms. Balstad moves to approve agenda. No objection. Agenda approved. III. Public Comments on non-agenda items- None IV. Approval of Minutes: February 9, 2021 -Ms. Nelson moves to approve the minutes. No objection. Minutes approved V. Old Business – None VI. New Business a. Contingency Request - Available Balance- $16,089.80 NAME AMOUNT REQUESTED AMOUNT AWARDED Twin City Showdown Basketball Tournament (Palmer, AK) (8) eight 6-8th grade girls $4,294.00 $4,294.00 Mr. Pusich explained the contingency request to YAB members. The request could be an unanticipated event based on ongoing pandemic and current restrictions in place. Ms. Nelson stated that in resolution (section 4) it states unanticipated contingency funds are awarded for events or youth who qualify and believes this meets that requirement. Ms. Potter stated she is familiar with this girls’ basketball group and that the board shall fund them. Ms. Nelson stated that she does not know what definition of unanticipated events are but could see it as meeting this requirement. Ms. Balstad commented that she feels that with flexibility with resolution we could treat this as eight separate girl individual requests and fund them that way. Mr. Rutecki commented that the YAB should come up with definition at next meeting of what an unanticipated event is. Ms. Baxter stated Tanya Nizich is head coach of girl’s players and stated it is very difficult to qualify for any event during covid-19 times. Mr. Rutecki asked if there was any board recommendations from the YAB. Ms. Nelson makes motion to fund this group for $4,294 as requested. No objections. Motion passes. a. YAG FY22 funding recommendations – (Academics, Arts, Sports) – Board members were tasked to come up with their own allocation for their specific group since committees were unable to meet at the JDHS commons due to ongoing Covid-19 concerns. Academic – Presented by Josh Anderson & Kiana Potter  Discovery Southeast: requested $9,710; recommended $9,710.  SAIL: requested $8,240; recommended $8,240.  AWARE, Inc: requested $8,175; recommended $8,175.  AEYC-SEA: requested $12,700; recommended $12,700.  Girl Scouts of Alaska: requested $13,450; recommended $5,059.  Big Brothers Big Sisters: requested $9,815; recommended $9,815.  Resurrection Lutheran Church: requested $20,000; recommended $0. Mr. Anderson stated that everyone was awarded what requested except one group, Girl Scouts, as they were not as organized as previous years. Resurrection Lutheran Church was not funded, as grant application was not accurate, incomplete, unorganized and missing important pieces of application questions/requirements. Ms. Potter stated the Resurrection Lutheran Church application was invalid as it was missing number of youth, participant hours and cost per participant. Many questions were also not completed as required in application. Ms. Bonita stated the Resurrection Lutheran Church group did not fill out the application correctly per directions and were missing the three most important priorities to score the grant; number of hours, cost per participant and number of youth. Ms. Potter makes motion to fund first attempt recommendations for Academic group at $53,699. No objections. Motion passes. Arts – Presented by Summer Christiansen & Caleb Piemann  Juneau Dance Theatre: requested $22,000; recommended $22,000.  Juneau String Ensembles: requested $47,560; recommended $22,000.  Juneau Jazz & Classics: requested $20,000; recommended $13,000.  Juneau Symphony: requested $13,200; recommended $12,000.  Friend of Alaska State Museum: requested $21,831.99; recommended $13,000.  Perseverance Theatre: requested $24,350; recommended $12,762. Ms. Christiansen commented that the Juneau String Ensembles had a good application but felt funds for a trip to New York could have been better provided in our community. Mr. Peimann proposed to move $4,000 from String Ensembles and add $2,000 to Perseverance Theatre, $1,000 to Friends of Alaska State Museum, $1,000 to Juneau Jazz & Classics and Juneau Symphony stay the same at $12,000. Motion by Mr. Rutecki to fund third attempt recommendations for Arts group at $94,762. No objections. Motion passes Sports – Presented by Bonita Nelson & Liz Balstad  Gastineau Channel Little League: requested $34,800; recommended $27,144.  Juneau Douglas Ice Association: requested $30,000; recommended $12,000.  Glacier Swim Club: requested $20,600; recommended $12,294.  Juneau Youth Football League: requested $30,000; recommended $22,500.  Hooptime Basketball: requested $14,164; recommended $9,348.  Juneau Skating Club: requested $33,175; recommended $22,227.  Midnight Suns Fastpitch Softball: requested $15,000; recommended $6,035.  Juneau Ski Club: requested $10,000; recommended $9,000.  Juneau Trap Team: requested $10,000; recommended $5,654.  Midnight Suns Baseball Club: requested $24,000; recommended $16,800.  Juneau Youth Wrestling Club: requested $13,167.55; recommended $7,900  Juneau Nordic Ski Club: requested $22,900; recommended $16,030.  Sealaska Heritage Institute: requested $4,785; recommended $482. Ms. Nelson stated there were three organizations that had illegal requests for funds that included Midnight Suns Softball for gym time, JDIA Hockey for ice time and Sealaska Heritage for gym time and coaches.  Ms. Balstad stated she likes methodology that Ms. Nelson used for funding levels for sports groups and was happy with the first attempt funding numbers recommended. Motion by Mr. Rutecki to fund first attempt recommendations for Sports group at $167,414. No objections. Motion passes b. YAB FY22 Finance Meeting YAB recommendations - Mr. Pusich stated that the YAB grant recommendations and memo would be presented to Finance Department to add to agenda for meetings that are held on Wednesdays in month of May as part of CBJ budget process. Mr. Pusich also stated that funding letters are sent to all grant applicants informing them of the YAB award once Assembly approves the FY22 budget. VII. Liaison Reports a. JAHC – No report. b. PRAC – Last PRAC meeting canceled so no report from Mr. Anderson. VIII. Board Comments - Mr. Anderson commented that the grant scoring process was time consuming and would be nice to have comparison to other group’s methods. This was a good learning experience. Would be nice to work on a scoresheet that folks could just fill in the cells with data. Ms. Nelson commented that she has a few things to present to board at next meeting. We should be able to come up with scoring form that is more automated to fill in blanks for scoring of grants. Mr. Rutecki thanked everyone for all their work on scoring grants. Board typically we meet with groups at HS Commons which is beneficial to help clarify questions, so will be good to get back to that process again. IX. Next Meeting - Tentatively May 11, 2021 X. Adjournment – meeting adjourned at 6:26pm  ~ JUNEAU E< R' 0N YOUTH ACTIVITIES BOARD CONTINGENCY FUND APPLICATION (Please see reverse side for instructions and funding criteria) Date Filing Application: _________________ Amount Requested: ______________ Agency or Individual Name: ________________________________________ Address: ________________________________________ ________________________________________ Type of Agency: Individual, Corporation, Partnership, Joint Venture, Association or Other_________ (Circle one) Name of Event Requesting Funds For: _______________________________________________ 1. Please explain your need for contingency funds and what makes this an unanticipated event. Attach pages as needed. 2. Attach proof of qualification for the event. Attach a flyer/brochure or web address for the event. 3. Groups only: How many youth will it serve? 4. Dates of travel, event, etc: ________________________________________________________ 5. Please attach the program budget defining/outlining how the requested funding will be used. Name of contact person: ___________________________________________________________ (Person who will be primary contact for all information about the project and will attend meeting) Address: ________________________________________________________ Day Phone: _________________________ FAX: _________________________ E-mail address: ________________________________________________________ Name and Title of person authorized to sign contingency contract: _________________________________________________________ **************************************************************************************************************** You will be notified when the YAB will be meeting to review your request. Can you have a representative attend this meeting? Yes____ No____ YAB Review Date: ___________ Amount Approved: _____________________ Conditions of Award: I:\Recreation Division\YAB\FY18\Administrative Documents\Contingency\ContingencyAPPLICATION.doc  Youth Activity Board CONTINGENCY APPLICATION INSTRUCTIONS Criteria for funding 1. Funds are available for unanticipated events, purchases, or travel for youth that qualify by competition to attend advanced level competition. School District teams and programs that are funded by the School District’s activity funds cannot qualify for funding. 2. Applications must be submitted prior to event, purchase, or travel. 3. Funding will not cover expenses for adults. Youth individuals or programs that were allocated funding in their original grant proposal are still eligible for contingency funds if event was unanticipated and criteria for qualification was met by the youth activities board approval. Application 1. Complete application form and attach a program budget. Incomplete applications will not be accepted. 2. Submit completed applications to Dave Pusich, Youth Activity Board Liaison, Juneau Parks and Recreation Department, 155 S. Seward, Juneau, AK 99801. 3. Application must be received in the Parks and Recreation office prior to event, purchase, or travel. The only exception to this rule is when an individual or team is out of town attending a competition and qualifies to continue on to the next level of competition, without a return to Juneau. Under those circumstances an application must be submitted within one week (7 days) of when travel from one venue to the next begins. 4. The Youth Activities Board (YAB) meets on the second Tuesday of the month. Applications must be received 1 week prior to the regular scheduled (YAB) meeting to be considered for the meeting. 5. Within thirty days of completion of the event, purchase, or travel, actual receipts showing that the funding was spent on the approved items must be submitted to Parks and Recreation. Processing 1. The YAB liaisons review applications and requests additional information as needed. Applications are added to the agenda for the next applicable meeting. 2. The YAB reviews applications at the meeting and makes recommendations for funding. 3. If approved for funding, staff prepares a grant agreement for signature by the applicant and Department. Upon signature, a check request will be submitted. It takes 2-3 weeks for a check to be processed. I:\Recreation Division\YAB\FY18\Administrative Documents\Contingency\ContingencyAPPLICATION.doc