02/01/2002 - Report Monthly Report
February 2002
for
Youth Forum Task Force
1. Meetings were held on February 12, 2002 and February 26, 2002.
2. Current activities: The February meeting was held at Twality Middle School so that
members could observe the pilot after school program. Unfortunately,the program was
canceled because of the e grade music program being held that evening.
A panel of representatives from the League of Oregon Cities, Washington County, and the
City of Tualatin spoke to the group about Youth Advisory Councils, each presenting
different aspects related to their experiences with Youth Advisory Councils. Further
discussion on Youth Councils is scheduled for the March 13 Youth forum meeting.
Susan Stark Haydon reported that the assets survey results are being reviewed. The
Tigard and Tualatin city councils will receive information on the results prior to their
Joint meeting in April. The Youth Forum will receive the information later in April.
A visit of the after school program at Twality was held on February 26. Four Youth
Forum Task Force members participated.
3. Status of long-term projects:
The pilot after school program at Twality is up and running.
4. Number of volunteer hours contributed this month(noted number of volunteers and total
hours). February 12 - 7.5 hours (6 volunteers x 1.25 hours)
February 26—4 hours (4 volunteers x I hour)
Total for the month= 11.5 hours
5. Attachments (include notifications, sign-in sheets, minutes, reports, press releases,
proposals, etc.) -
Copy of February 12 meeting minutes with attachments on Youth Advisory Councils.
6. Any items to be scheduled for on the Council tentative agenda(list item and date):
None
7. Status of members—are there any members scheduled to have their terms expire in the
next four months? Are any members indicating that they plan to retire, move or resign
soon? Please give details.
N/A
Tigard Youth Forum
Meeting Minutes
February 12, 2002
4:30 p.m.
In Attendance: Bonnie White, Mike Javens,Susan Stark Haydon, Pat Sharp, Mark
Mahon,Rich Carlson,Justin Patterson-City of Tualatin, Becky
Reed-Washington County,Trista Ochoa-League of Oregon Cities,
Mayor Jim Griffith, Louise Meyers,Margaret Barnes, Ed Wegner,
Liz Newton
Mike Javens gave a report on the "after-after" school program. He apologized that the
program was not operating today because of a schedule conflict with a 6th grade
concert. Seventy-two had registered as of February 9 with an additional 18 registrations
received this week. The students that participate like the program. The snacks are
popular. It is an expensive program for less than 100 students. Food Services has taken
over the snacks because it seems that for some of the participants the snack provided
may be dinner, so nutrition is an issue. Students must be participants in the first hour of
the after-school program to participate in the second hour. There is a$10 fee for the first
hour, no fee for the second. Fifty-five of the 72 participants in the second hour are on
scholarship for the first hour—cant afford the$10 fee. So even though the participation
is high, the program is probably sending those most in need.
Currently,the staff is able to supervise the participants. All but one of the participants
take the bus home and that is working well. In order to continue the program with a
daily snack,staff supervision, and bus transportation, some other resources will be
needed—dollars,volunteers,and donations.
Consensus of the group was to schedule another program visit at 4:45 p.m. on February
26 at Twality. Youth Forum members, service club members, and representatives of the
faith community will be invited. The purpose of the visit is to showcase the program
and the needs for continued operation.
Youth Advisory Councils (YACs)
Trista Ochoa from the League of Oregon Cities spoke about her work with the League
on Youth Advisory Councils.Trista has prepared a guidebook for youth involvement
that includes various options based on several models. Trista distributed a handout on
Youth Advisory Councils (copy enclosed).
Becky Reed with Washington County explained her role with the county's Commission
on Children and Families and the newly formed county Youth Advisory Council. She
commented that it's important to consider which age group of youth to involve and to
Tigard Youth Forum
Meeting Minutes
February 12,2002 Page 2
let the kids"run the show." She distributed a page on Youth Advisory Councils (copy
included).
Justin Patterson,city of Tualatin, is the staff liaison to Tualatin's Youth Advisory
Council. Their YAC is not an official city committee.The YAC has staff support and
$2,500 from the city to travel. Eight YAC members have been to the National League of
Cities. There are 22 members on Tualatin s YAC. The group has five goals/objectives.
Justin distributed a copy of their bylaws (enclosed). Outgoing seniors select the new
members based on applications and no names are included on the applications.Justin
advised that an adult advisor and some funding is helpful. It's important that the YAC
have a role and a community advocate.
Consensus of the group was to discuss the information presented at the March 13
meeting.
Assets Survey
Susan Stark Haydon reported that the assets survey results are being reviewed. The
Tigard-Tualatin School Board,The city of Tualatin City Council, and the city of Tigard
City Council will get information prior to their joint meeting in April. The Youth Forum
Task Force will receive information probably in April.
Skateboard Park Task Force
Rich Carlson reported that the three subcommittees are meeting. City Council allocated
up to$20,000 for a design consultant. City staff is putting together a Request for
Proposal to go out to design consultants.
Next Youth Forum Task Force Meeting
Wednesday, March 13, 7:30 a.m. in the Town Hall at City Hall.
\AWY0Un+20021MEE"NG 2-12-02 MINUfES.DOC
Washington County Commission on Children and Families
Youth Advisory Councils
Community Outreach and Assistance
In order to promote positive youth development in Washington County
the Commission on Children and Families will provide guidance and
technical assistance to local cities' development of youth advisory
councils
Assistance may include training workshops in leadership,
communications, and by-laws and goal setting.
How do youth councils serve youth and the community?
1. Make the voice of youth heard
2. Infuse the perspective of youth at all levels of community
(schools, government, private organizations, and more)
3. Give youth meaningful roles in the community
4. Show youth they are valued in the community
R OJ E C
A democracy dropout reversal clearinghouse
encouraging maximum youth participation
Some Interesting Facts
One quarter of the population in the U.S. is under the age
A-M=�1 of 18.
1 ,: -
That's 26% who participate in SGh0Ol an
26% who spend more than S 150 billion a year,
and 26% who Care about the world in which they
live.
However, that's also
26% of the population who cannot vote
and 26% who are supposed to be seen and not
heard,
making for a resounding 100% of the future
who have not been encouraged to exercise leadership
today.
Shouldn't young people have a voice in issues that directly
concern them?
'youth no longer have to be shut out.
More adults recognize that the long tradition of making
decisions for youth without youth has failed.Getting the
http://www.youthactivism.cori/ 5/25/2001
M
powers-that-be to take seriously the ideas and solutions
offered by the next generation is not as difficult as you might
expect.
This site aims to prove that MINORS can play a MAJOR
ROLE. Our national clearinghouse also provides help and
information to parents, mentors, teachers, principals, policy-
makers and other adult allies who want to collaborate with
youth to achieve positive community change.
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YOUTM TIM
2G%WWTION
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Success Stories ( Youth Action Line I Advice for Adult Allies Resource Centrals About this
Clearinuhouse
ACTIVISM 2000 PROJECT, P.O. Box E, Kensington, MD, 20895
phone: 1-800-KID-POWER
E mail us at infoQyouthactivism.com!
This site created by randio. Currently maintained by Nugneam
http://w,vw.youthactivism.com/ 5/25/2001
What i5 a Youth Advisory Council?
A YAC works to coordinate, advise, and activate peers and eiders in
issues affecting youth. YACs act as a positive, influential, and energetic
voice in affecting policies, and solutions to Oregon's problems. YACs
are found in many segments of society. To be successful, a YAC must
be carefully thought out in everything from its purpose, to its role in
city government, to its membership. Every city is unique and the YAC
must be tailored to fit your community's needs.
What do YACs do?
A YAC can:
• Raise youth related issues with • Organize youth forums
community leaders • Provide training for
• Assist with event management teachers/organizations
and grant writing/giving • Organize speakers bureaus by
• Train peers for public service bringing in experts on a subject
• Practice public speaking • Coordinate service projects
• Recruiting volunteers • Share advice
• Write volunteer newsletters • Consulting-by youth for the city
What do YACs look like?
• They can represent cities, communities, regions, schools, organizations, and
states
• They are hosted by many different groups, including cities, offices of
volunteerism, governor's offices, state commissions, volunteer centers, schools,
United Ways, non-profits, etc.
• They generally have 15-25 members
• They meet weekly or monthly
• Members serve 1-2 year terms or until they are out of high school
Just Starting out? Questions to Keep in Mind
Great! Now that you have a group of interested youth and a city council member to
work with them there are a few issues that should be addressed. Below are
questions to keep in mind when creating a YAC.
General Purpose of your YAC
• Will a YAC support the mission of your city council?
• What is the purpose of the YAC within the city they serve?
• What kind of activities will the YAC undertake?
• What will the YAC be called?
• What are the goals of the YAC?
Membership
• What benefits will YAC members receive from serving on a YAC?
• How many youth will serve on the YAC?
• What age ranges will be represented on the YAC?
• What is the commitment expected out of YAC members?
Recruitment
• What is the timeline for recruitment and selection?
• What is your plan for recruitment?
• How will you recruit diversely (culturally, socio-economically, geographically)?
Application and Selection
• What will the application look like?
• Is the application accessible for young people with learning or other disabilities?
• What are your criteria for selection (skills, background, experience, and
residence)?
• What is the selection process?
• Who will make the selections?
Host City
• Does the YAC have a decision-making or an advisory role with the host city?
• Are there specific responsibilities of the YAC to the host city?
• Are there specific responsibilities of the host city to the YAC?
• Will the YAC have any staff time to support it? How much?
• What are the expectations of the staff supporting the YAC? What is their role?
• Will any money be budgeted for the YAC and its goals?
Five Steps to Building a YAC
1. Build a Framework
Gather a group of young people and one or two adults. This group
should start to define the structure of the YAC. They should cover
all of the logistics of the YAC, including length of term of service
and criteria for membership such as age, geography, experience in
service, and working with local government.
2. Decide on Costs
With your structure in mind, consider what funding will be needed
to cover expenses, such as training, travel, materials and supplies.
You will likely need to assign a staff person for your YAC.
3. Recruit Broadly
It is often very easy for a city to draw from students who have been
involved in the past and are very visible in their community. It is
also beneficial to send applications to all junior high and high
schools in the area. Your application will be unique to your city and
what you want to accomplish with your YAC. Make sure to include a
section that asks for a thorough description of the applicant's
experience with community service and lets the young person
demonstrate their creativity, energy, and commitment.
4. Orient and Train
Once you have formed your YAC, consider bringing them together
for a long weekend of orientation and training. Training may include
briefing on city issues, listening skills, group facilitation, problem
solving, and public speaking to help to prepare them for their work.
Team building exercises also help to build.'a sense of community
and purpose. You should also set aside a time when city officials
and youth can do teambuilding exercises together.
S. Hurry up... but Don't Rush
Although it takes time to set goals, develop a mission statement
and structure, a balance between process and outcome must be
struck. Let your group establish a pace at which it can work
effectively. Everyone is busy, but if your YAC moves too slowly the
participants may lose interest.
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FOUR MODELS OF YOUTH INFUSION
After working with many non-profits, advocacy groups, community coalitions and government
agencies for nearly 10 years, the Activism 2000 Project predicts an accelerated effort to involve
young people to a greater extent in the decision-making process on issues that directly affect
children and adolescents. The benefits of intergenerational collaboration extend beyond building
youth's self-esteem and civic engagement to developing innovative programs and effective
policies to combat many societal problems.
OVERNANCEi OUTH-ADULT PARTNERSHIPS
• Over a dozen state Boards of Education and Many youth,alongside seasoned lobbyists,have
hundreds of local school boards have student been drumming up co-sponsors in the 107'"
members.Voting rights and optional two-year Congress for the Younger Americans Act.This
terms increase the level of authentic involvement. legislation would authorize up to$2 billion annually
One student board member proposed a bus through 2006 to fund local grants-making panels,
schedule during exam week that saved the school
district$140,0001year. Earth Force continues to give more responsibility
to the Youth Advisory Board in determining its
• The National 4-H Council expanded its Board of national environmental campaigns.Three youth
Trustees to include 10 youth.At one point two representatives now sit on the Board of Directors.
trustees were aae12.The 50-member National
4-H Youth Directions Council advises the U.S. Students Working Against Tobacco,funded by
Department of Agriculture 4-H program. Florida's$11.3 billion tobacco settlement,guides
the state's anti-smoking"Truth'media campaign.
• Several youths,who hold an equal position with In state's 64 counties, youth comprise 25%on
adults on the Board of Oakland(CA)Kids First! each community board that determines the
Public Fund,decide how to allocate 2.5%of the priorities for this aggressive social marketing
city's budget for youth services and programs. campaign.
ONGOING CONSULTATIONS PAIQ YOUTH STAFF
• Two Members of Congress,Senator Patty Murray The Planning Department of the City of Hampton
(D-WA)and Rep.Bill Pascrall(D-NJ), have (VA)has two teens on its payroll who function like
student advisory corrmitt°es to get input regularly city planners,conducting feasibility studies and
on federal legislation such as class size and surveys on youth employment,transportation,
standardized testing. recreation services, etc.Several youth are paid to
maintain the city's"Youth l.inl, website.
• The Board of Young Adult Police Commissioners Community clinics in five California counties hire
In New Haven(CT)makes racornmendaticns on • teens to work as family planning staff and deliver
curfews and other proposed ordinances.The non-medical services such as health education,
board also screens all new police recruits,derides laboratory services, and case management,
w
who needs additional sentraining,and tape including telephone follow-up.These Peer
records these interviews,whichh are reviewed by Providers have the same basic training
the Police Chief and Adult Commissioners. requirements and certifications,job
• After the Rockville City Council(MD)heard responsibilities,pay scale, and expectations of
testimony from two skateboarders complaining of
professionalism as adult employees.
no legal place to skate,the Recreation At each Teen Empowerment site in Boston(MA),
Department was told to develop a plan.A Task a team composed of an experienced youth worker
Force was formed,typical of other'user groups' and a dozen youth organizers(each of whom earn
created to get citizen input Some 30 teens $8/hour and work 10 hours a week),concentrate
collaborated on a proposed budget,site selection, on school restructuring,police relations, and
hiring the contractor,to build a skatepark. community development issues.
P.O. Box E, Kensington, MID 20895
Toll-Free TEI: 800-KID-POWER or 301-9229-3508 Fax- 301-929-8907
inrFo@youthactivism.com v,- rwr.youthactivi1Sm.ccm
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Printed on Recycled Paper
'Y
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INTERGENERATIONAL COLLABORATION
These reminders apply to everyone involved.
D p,s - _ ... ........ DON'TS
Listen Lecture
IBe open-minded Be close-minded
Build on ideas Co-opt or redirect ideas
Be honest and authentic Pretend to agree
See everyone as individuals Stereotype
Show respect Show favoritism
Trast Fear failure
Experiment Stifle creativity
Offer a safe space Be judgmental
Be flexible... Force anyone to participate
Share skills and information Selectively share certain information '
Engage everyone Ignore personality conflicts-
Provide support Control everything
Curb your ego Be power hungry
Keep your promise Make half-hearted commitments
Walk the talk Be a hypocrite
Be patient and persistent Act uptight
Be consistent and dependable Abandon us
Demonstrate your passion Whine
Laugh and have fun Be too serious
Excerpt from the I.NTERGENERATIONAL,ADVOCACY TOOZ,IT
Maximizing Youth Involvement & Minimizing Mistakes by Wendy
Lesko. For additional information, please contact the Activism 2000
Project (1-800-KID-POWER or via e-mail at inio@youthactivism.com).
the program over three years and to have a more extensive learning -
experience.
Madras' student program consists of one student representative
who sits with the staff during City Council meetings. The role of the
student is strictly as an observer. The student body selects the
representative. Typically the student has been involved with student
council or is enrolled in the Government class at the high school.
In Medford, the Mayor's Youth Advisory Council meets twice a
month to discuss community issues affecting youth. There are fifteen
students on the council and they represent the five area high schools.
A staff member from the Parks Department serves as a liaison and a
council member also attends the monthly meetings. As an advisory
council, they set goals, plan events, perform community service
activities and make proposals to the City Council. The staff liaison and
at least two council members interview students who apply for the
YAC. The final decision is left with the Mayor.
Another option for involving youth in local government is work
experience. The City of Redmond works with the high school to offer
a work experience program for its students. A junior or senior can sign
up to work for the city for one term. The student works two hours a
day, two days a week. The student is placed in a department based on
the students' interests. As part of the work experience, the student
shadows a staff member and attends all meetings and activities.
Although the city serves as an "employer" the school carries all the
liability.
The City of Reedsport appoints one student each to the City
Council and Planning Commission. This student advises the council on
youth concerns and is actively involved in policy discussion. The
student also votes along with the City Council. The vote is recorded in
the minutes as an advisory vote but does not count in the actual
decision.
N
The Mayor's Youth Advisory Council in Tualatin is governed by a _
set of by-laws, which were developed by the: students. The Mayor and
a member of the Parks and Recreation staff serves as the advisors to
the youth council. The YAC itself advises the City on the issues
affecting the city's youth. The council meets once a week. The city is
dedicating more office space to develop the program further. The city
also appoints students to work with various advisory committees, such
as library and parks committees. The students who apply for this
position are interviewed by the City Council.
Bylaws of the Tualatin Youth Advisory Council
Roles of the Tualatin Youth Advisory Council:
• Advise the Tualatin City Council on issues that affect youth in the
community
• Serve as a communication link for youth to government, business, and
the entire community on a variety of subjects
• Identify and advocate for the needs of youth in our community
• Identify and carry out events and activities for the community which are
important to youth
• Create and foster cultural relations in the Tualatin community
Organization of the Tualatin Youth Advisory Council (YAC):
The YAC shall consist of 22 members. The YAC shall be comprised of 4 youth
from each school grade classification, (Freshman, Sophomore, Junior and
Seniors from Tualatin High) and 6 at large members from any class. This shall
ensure broad-based membership, and representative views. Any vacancies left
after the normal application process should be filled as soon as possible through
the re-advertisement of openings.
Structure and Responsibilities of the Tualatin Youth Advisory Council:
A. Executive Committee
The Executive Committee shall serve as the voting body of the YAC, and
shall consist of seven members. The Executive Committee shall be
responsible for voting on matters pertaining to budget and Council goals,
and serve as the primary point of contact for the YAC. Decisions of the
Executive Committee can be appealed by the remaining membership of
the YAC. A majority vote of the remaining YAC shall decide the outcome
of any decision appeal.
B. YAC Subcommittees
Sub-committee appointments are for one year. All subcommittees shall
make recommendations to the YAC Executive Committee in the following
areas:
a. Communications Sub-committee
Responsible for issues related to YAC publicity needs and the YAC
web page.
b. Activities Sub-committee
Responsible for conceptualizing and planning YAC sponsored
functions, and generating opportunities for community service.
YAC Bylaws
Page 2
2/12/02
c. Funding Sub-committee
Responsible for raising funds to facilitate YAC events. Also
responsible for fostering relationships with local businesses.
Election of Members
The term of membership for all YAC positions is one year, unless re-appointment
is made to further terms. Positions appointed mid-year will serve the remainder
of the respective position term.
A. Executive Committee Membership
a. The Executive Committee shall be selected by a quorum vote of
the entire YAC at a special session during the month of April,
before new YAC member or returning YAC member applications
are submitted and approved.
b. To be selected to the Executive Committee, the candidate must
be a standing member of the YAC.
c. The Executive Committee shall consist of seven members.
d. If seven members cannot be selected, remaining members can
be selected from the incoming new membership of the YAC
appointed in the month of May.
e. Mid-year vacancies on the Executive Committee shall be filled
by application from standing members of the YAC. Applications
shall be reviewed"by the Executive Committee, and appointed
by vote of the Executive Committee.
f. The Executive Committee shall include the following positions:
i. Chair
ii. Co-chair
iii. 3 Chairs of YAC subcommittees
iv. Secretary
v. City Council Liaison
g. Members of the Executive Committee shall decide which
position they desire to hold at the first regular Executive
Committee meeting. The remaining members of the Executive
Committee shall approve position appointments by quorum
vote.
B. Regular YAC Membership Positions
a. The regular membership of the YAC shall be selected during the
last week of May.
b. New member applications shall be reviewed by outgoing senior
members of the YAC. Selection of new YAC members shall be
the last official task of the outgoing senior membership of the
YAC. Potential members shall be recommended to the
YAC Bylaws
Page 3
2/12/02
Executive Committee for approval as official members, and
recommended for placement on one of three YAC sub-
committees. Each candidate will have expressed interest in a
particular sub-committee on their application for YAC
membership.
c. New members shall be appointed to the YAC and one of the
three YAC sub-committees by a vote of the Executive
Committee, and begin service as a member of the YAC upon
Executive Committee approval.
d. Should a YAC member wish to serve on another sub-committee
during their tenure, such change shall be approved after
application to the Executive Committee for sub-committee
reassignment.
Returning YAC Members
Reappointment of YAC members (excluding Executive Committee members)
shall be by vote of the Executive Committee. Those YAC members who wish to
return for a second or further term shall request re-appointment by letter to the
Executive Committee after selection of the new Executive Committee in April, but
prior to the normal application process in May of each year.
Attendance Requirements and Dismissals
Members of the YAC shall be required to maintain a positive attendance record
to meetings, and represent the YAC in a positive manner.
A. A total of three unexcused absences shall constitute grounds for
dismissal from the YAC.
B. All excused absences should be limited to an amount that allows a
member to maintain at least a 75% attendance rate. If excused
absences reach a total that prevent a member from keeping an
attendance rate of 75%, it shall constitute grounds for dismissal from
the YAC.
C. All dismissals shall be by vote of the Executive Committee.
D. A Leave of Absence may be granted by the Executive Committee to
facilitate absences that will be of significant duration, and prevent a
member from meeting regular attendance requirements.
YAC Bylaws
Page 4
2/12/02
YAC Meeting Procedures
All YAC meetings shall be conducted according to basic parliamentary
procedure.
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Youth Development
1. Advise City Council on issues that Report on information gained from Update City Council as conference
affect youth in the community. attending key conferences and attendance is completed. Business
Responsible staff:Justin Patterson meetings. and Community Relations Sub-
Committee established.
(Brian Shen, Chair)
Participate as members or,observers Business and Community Relations
on all City committees. Sub-Committee established.
(Brian Shen, Chair)
Advise City Council once a month on Business and Community Relations
status of YAC. Sub-Committee established.
(Brian Shen, Chair)
2. Provide the primary communication Participate on the Washington County Youth participating with Washington
link for youth to government, Youth Advisory Council, County Children and Family
business, and the entire community Services to have three Tualatin
on a variety of subjects and YAC members serve on County
opportunities. Youth Advisory Council. (Philipe
Responsible staff: Justin Patterson Champagne, Megan MacLennan,
Megan Shoemaker)
Participate on the League of Oregon Katie Fidler and Katie Nichols both
Cities Youth Advisory Committee, and members of State Youth Advisory
State Youth Advisory Council. Council.
Participate on the League of National Katie Fidler a member of National
Cities Institute for Youth, League of Cities Youth Advisory
Education, and Families. Council. One of three youth
members nationally.
Create a Youth Advisory Council YAC Awareness Sub-Committee
web page to inform the public and established. (Philipe Champagne,
youth about the YAC, community Chair)
opportunities and related topics.
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Have youth representation within the Various members of the YAC attend
Key Stakeholders,group, which was the meeting of the Key
created as a part of the Washington Stakeholders group.
County Take the Time campaign.
3. Identify and advocate for the needs Coordinate with Washington County Representatives from Washington
of youth in our community Children and Family Services to County have attended several YAC
Responsible staff. Justin Patterson carry-out and update the Search meetings to discuss the topic.
Institute Forty-Developmental Assets Survey to be completed in the Fall
Survey to monitor the development of of 2001.
youth assets in the community.
Research incentives through the City Business and Community Relations
to help attract youth oriented Sub-committee established. (Brian
businesses to Tualatin. Shen, Chair)
Prepare an annual budget of revenues FY 01/02 Budget adopted on June
and expenditures to support all 28, 2001 by the YAC.
endeavors of the YAC and its activities
and events in coordination with the
City's budget process and timeline.
4. Identify and carry out events and Create an Activities Committee that Activities and Events sub-committee
activities for the community,which prepares an annual schedule of youth created. Currently coordinating with
are important to youth. activities and events. the YMCA. (Megan Shoemaker,
Responsible staff., Justin Patterson Chair)
Create an informational resource of YAC Awareness sub-committee
youth activities and interests. created. (Philipe Champagne,
Chair) Web Site being created by
YAC Awareness sub-committee.
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