DARTMOUTH YOUTH COMMISSION

DARTMOUTH YOUTH COMMISSION
WEDNESDAY, MARCH 16, 2005
ROOM 314, DARTMOUTH TOWN HALL
6:30 P.M.

AGENDA

Approval of Open Session Minutes from February 16, 2005.

Old Business:

Corporate mailing list for Alvin Glaser Memorial Family Assistance Trust Fund.
Report from Valerie on issuing/filtering donation cards.
Kevin to report on implemented system for keeping track of gift cards received.
Valerie and Kevin to report on application for a help-grant received from Dartmouth family.
Review proposed goals and objectives for Youth Advocate.
Old Business from the floor.
Discuss obtaining monetary donations from people in lieu of flowers, gift, etc. in the event of a death, birthday, etc. for Alvin Glaser Memorial Family Assistance Trust Fund. (Hold over until next meeting when Rosalyn will be present.)

Youth Advocate’s Report

New Business:

Review General Fund Budget Account.
New Business from the floor.

Enclosures:
February 16, 2005 minutes
Note from parent regarding $20.00 donation for snacks
Budget review schedule meeting
Letter from applicant (Glaser Fund
Copy of Application for a help-grant (Glaser Fund
Letter to Kevin Lee from Sandra Gosselin, Animal Control Officer
February Budget Report
Note to Kevin from Superintendent Steve Russell
Draft Three of Youth Advocate Employment Description for Commissioners not
Present at last meeting

_____________________________________________________________________

Minutes

Present: Gale Schultz, Chairperson; Lorraine Gagne, Vice-chairperson; John Coleman Swanson; Valerie Alves, Alyson Bellora; Jane Brooks; Debra Brejcha; Kevin Lee, Youth Advocate and Justine Clarke, clerk

Regrets: Rosalyn Glaser-Bernstein

Gale Schultz, Chairperson, notified Kevin Lee that she would be arriving late to the meeting. John Swanson volunteered to chair the meeting.

John Swanson called the meeting to order at 6:30 p.m.

Approval of Open Session Minutes from February 16, 2005:

Alyson Bellora made a motion to accept the Minutes from February 16, 2005. Debra Brejcha seconded the motion. Voted unanimously

Old Business:

Corporate mailing list for Alvin Glaser Memorial Family Assistance Trust Fund:

Valerie reported that she and Kevin are still working on a list.

Report from Valerie on issuing/filtering donation cards:

Valerie reported that she went to the Schwartz Center and got a copy of their donation envelopes which she showed to Commissioners. Valerie called Alphagraphics to get an estimate on printing up donation envelopes. Alphagraphics stated they require a minimum of 1,000 envelopes, which they typeset, at a price of $280.00.

Valerie stated that she thinks before money is spent on envelopes, the Commission should have a strong idea of how these donation envelopes will get distributed/advertised. She suggested this issue be researched further.

Kevin stated that when, and if, the time is right the Commission obtain three estimates for the printing of donation envelopes. Kevin also suggested thank you cards, similar to Alvin Glaser Family Assistance Trust Fund, be available.

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Report from Kevin on implementing system for keeping track of gift cards received:

Kevin presented to Commissioners a hard copy of the recording system that is to be implemented for gift cards received.

Valerie and Kevin to report on application for a help-grant received from a Dartmouth Family:

Valerie stated that the Youth Commission received the first request for a donation from the Alvin Glaser Family Assistance Trust Fund. This application is from a family living in Dartmouth. There are four children and the father is waiting for a liver transplant.

Valerie stated that the family requested $1,000.00. Valerie consulted Kevin and Debra Brejcha on a fair amount to donate to this family. Since the money in the fund is not abundant and shouldn’t be depleted too quickly, they decided an appropriate amount to donate would be $250.00. Kevin reminded Commissioners that approximately one year ago Valerie Alves was appointed to be the Fund Administrator.

Valerie stated a warrant would have to be obtained and would be signed off by Valerie Alves, fund administrator, Kevin Lee and Debra Brejcha.

Kevin distributed to Commissioners a “Disbursement Authorization Form” that must be completed and submitted to the Town’s Accountant’s Office.

Kevin made a request to Commissioners that the Minutes not reflect the applicant’s name due to the fact that the Minutes are posted on the Dartmouth Youth Commission Web site. The Commission agreed with this request.

Alyson Bellora asked if it would be appropriate to solicit donations from friends, family, etc., for the applicant. These donations could be cash or diapers, gift cards, etc. Valerie stated she thinks this would be acceptable. She suggested this still be done protecting the family’s identity. If a Commissioner wishes to solicit donations, Valerie requested it be done without mentioning it is through the Youth Commission.

Lorraine Gagne asked if the Alvin Glaser Family Assistance Trust Fund is solely for Dartmouth residents. Kevin stated that the Application for a Help-Grant states the fund was created to assist Dartmouth families.

The Commission all agreed a donation of $250.00 at this time is appropriate. The warrant is scheduled for Monday, March 21, 2005 which means the check should be ready on Thursday, March 24, 2005.

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Kevin reported to Commissioners that the Youth Commission has approximately $200.00 worth of gift cards available.

Valerie stated that after she speaks with the applicant she can get a better understanding of their financial situation and perhaps one or two gift cards be donated also. The Commission felt this was appropriate and would trust Valerie’s judgment.

Review proposed goals and objectives for Youth Advocate:

Kevin distributed to Commissioners most recent draft “Youth Advocate’s Goals and Objectives Draft One.” Kevin stated that he listed the most important description first under each heading.

John Coleman Swanson asked if the Commission needs to vote on accepting the Youth Advocate’s Goals and Objectives. Kevin stated that a vote needs to be taken.

Gale Schultz made a motion to accept the Youth Advocate’s Goals and Objectives. Valerie Alves seconded the motion. Voted unanimously.

Kevin stated that he will print out a final copy and submit to Michael Gagne, Executive Administrator.

Old Business from the floor:

Jane Brooks asked if Kevin has been able to find a reliable student intern for light office duties. Kevin stated that he had 2 student interns. One has completed his 20 hours and the other intern still has 10 more hours to complete.

Valerie stated that in the future the Commission may want to investigate churches whose programs require youth to perform community service for confirmation, etc.

Kevin stated that if any one has any leads, he would be more than happy to speak with any groups requiring participants to perform community service.

Youth Advocate’s Report:

Kevin reported that Banana Splits second and third graders had their final meeting yesterday. The final meeting for the fourth and fifth graders will be on March 22^nd.

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Kevin stated that he sent out letters to Banana Splits’ parents letting them know that he is available for individual counseling for their children. He has already been contacted by some parents who may possible require individual counseling for their child.

Kevin reported that the Girl Power group is also ending. Once again, he has really enjoyed this group.

Kevin informed Commissioners that one of the Dartmouth Middle School guidance counselors, Karen Marchand recently passed away. He will make himself available to students during this difficult time.

Kevin informed Commissioners that the Finance Committee will be reviewing the Youth Commission budget report on April 14, 2005 at 7:00 p.m. at the Dartmouth Town Hall. All Commissioners are invited to attend. Justine Clarke will send out reminders to Commissioners

Kevin stated that Heidi Gotlib made a personal donation of 600 engraved “Girl Power” pens. Justine Clarke, clerk, sent her a thank you letter.

New Business:

Review General Fund Budget Account:

Valerie Alves when the fiscal year ends for the budget. Kevin stated June 30, 2005.

Gale Schultz made a motion to accept the General Fund Budget Report for February 2005. Alyson Bellora seconded the motion. Voted unanimously.

New Business from the floor:

Kevin requested that all future correspondence, minutes, etc regarding John Swanson be written as John Coleman Swanson. His father is also involved in town politics and listing John’s middle name will prevent any possible confusion.

Kevin reported that the Caring Tree Grief Group will be a four day event scheduled for sometime in June of 2005. Kevin has started training some individuals from the local Hospice program who will be participating.

Kevin stated that Michael Gagne requested he attend a program called “Community Response to Violence” that is being held in New Bedford on seven consecutive Tuesdays. Kevin attended the first meeting on Tuesday, March 15, 2005. He will make every effort to attend the remaining meetings.

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The next scheduled meeting of the Dartmouth Youth Commission is Wednesday, May 11, 2005 at 6:30 p.m.

Alyson Bellora made a motion to adjourn the meeting. Valerie Alves seconded the motion. Voted unanimously at 8:05 p.m.

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