Meeting Schedule and Pre-conference Information

There will be NO meeting next Monday, January 30.

Our final, pre-conference meeting will be Monday, February 6.  This meeting is MANDATORY.  Delegates who do not attend will not be able to attend the conference.

(There will be no meeting on Monday, February 13 either as we will convene on Thursday, February 16 at the conference)

We will discuss the upcoming conference in more detail on February 6. But here's a preview of some things to remember:

1.) We will be guests of the Hyatt Regency Hotel from 11am February 16 (Thurs) through 10am February 20. (Mon).  Delegates must be dropped off at the hotel by 11am on 2/16 IN SAC ATTIRE. They must be picked up from the hotel between 7am and 10am on 2/20.

2.) There will be 4 people in each room. Some rooms have one bed, some rooms have two beds.  Please bring your sleeping bags to Sac conference.  Some people will likely sleep on the floor. This is how it is.

3.) Plan to bring spending money to feed yourselves for most meals during the conference. Three meals will be provided: lunch on Thursday; dinner on Friday; and dinner on Sunday. All other meals are a delegate's responsibility.  If this presents a financial hardship please contact me ASAP.  We strongly encourage you to bring easy, non-perishable breakfast food with you (granola bars, instant oatmeal, bananas, applesauce, etc) since breakfast can be overpriced and hard to squeeze in during the morning rush to session.

4.) IMPORTANT NOTE: Though we will be staying in our home town, delegates (and their families) are encouraged to treat this as an out-of-town trip. What does that mean? That means delegates are absolutely prohibited from leaving the conference boundaries during the conference. Local friends may NOT visit with delegates during the conference.  For all intents and purposes, we may as well be in Los Angeles or Paris. 

5.) Delegates must be in Sac attire from 8am until 10pm everyday.  If you have questions about the dress code, let me know. We'll go over everything one more time at our Feb 6 meeting. Ladies - watch those skirt lengths (knee-length means knee-length) and Gentlemen, you must have something covering your collared shirt and tie at all times.

And lastly - we would like to extend invitations to the annual VIP day where we show off the program to visiting supporters (and donors or would-be donors). If you received a donation from someone you think we should cultivate as a long-term delegation supporter, or if you think you know someone who may be able to help the delegation in the future through either monetary support or with our recruitment efforts, please let me know ASAP.

See you on February 6.

No Meeting on 12/19

I hope everyone made it through finals and college applications (or will have done so in the next few weeks!)

We won't meet this Monday (12/19).  We also won't meet on 12/26 or 1/2.

Our next meeting will be Monday, January 9.

That will be a MANDATORY pre-conference meeting. We will leave for Bob II on Saturday, January 14 (yes, another 3:30am arrival time at the YMCA. Yes, even though the buses were late last time, we're still meeting that early).

Have a happy, safe, and festive holiday season.

Best,
-Your advising team

Delegation Bulletin #7 Reminders, Applications, and Registration, Oh My!‏

1.) Elected and appointed leadership applications are online and due by December 9.  Let me know if you apply for a position - I need to know so I can approve your application.

Appointed: https://docs.google.com/a/phoblographer.com/spreadsheet/viewform?hl=en_US&formkey=dFNkamduRXhIc0dyNFM3X09DbjRVM0E6MA#gid=0
Elected: https://docs.google.com/a/phoblographer.com/spreadsheet/viewform?hl=en_US&formkey=dHh5Z2VLT2k5VmU4MzBQdm9iTFpNVlE6MA#gid=0

Questions about the available roles? FIRST check past bulletins and the Delegation Website - then ask an advisor.  Delegation website is here.

2.) Payments were due at yesterday's meeting. Only one delegate brought a payment. The rest of you have a second chance to turn in your payments on Wednesday. Please bring them to Bill Hearing Night.

3.) Don't forget to time your bill presentations and polish your talking points for tomorrow!

3.) Here's a recap of the reminders we reviewed yesterday:

Bill Hearing Night Reminders:

Date and Location

Bill Hearing Night is Wednesday, November 30 and will be held in the Board Room (accessed via the lower parking lot)

Time

Delegates must arrive by 6pm.  Parents and guests should be invited to arrive at 6:30pm. Plan for the hearing to run until 8pm

Attendance

Attendance is MANDATORY

Attire

You MUST attend in Sac attire. This means professional attire.  Young men should wear a suit or dress pants and a collared shirt, tie, and a blazer or a sweater (you must having something covering your shirt, but not merely an overcoat).  Don’t forget to wear dress shoes (no casual shoes allowed).  Young women should wear a suit or dress, or a skirt (must be knee-length) or dress pants, with a dress shirt or sweater (and also appropriate dress shoes). Young women must wear hosiery with skirts and dress socks with pants (i.e. no bare legs or feet). When in doubt “church attire” may be a useful term of guidance for you.   If you are unclear on Sac attire, contact your delegation or an advisor before the meeting. 

Preparation

Bill sponsors should be prepared to present their bills; group members should have planned who will act in a supporting and an opposing role.  Successful bill groups will be prepared with questions (supporting and challenging the bill) and answers which evidence your hard work and research over the course of the last few months.

Voting

Parents and guests will vote on which bill the delegation will carry to Sac conference. Our delegation is required to bring one bill. In certain circumstances, we may be permitted to bring an additional bill.

After Bill Hearing Night

The bill(s) chosen will need to be in their final form and uploaded to the Y&G website by this Friday, December 2.  Bill supplemental material will be due one week later, on December 9.  Bill sponsors must be prepared to dedicate additional time outside of the meetings to meet these deadlines. Sponsors unable to do so should withdraw their bills from consideration before Wednesday.

Dec 5 – regular meeting

Dec 9 – Elected & Appointed Leadership Applications due

Dec 12 – regular meeting

Dec 19 – regular meeting

Dec 26, Jan 2 – no meeting – Happy Holidays!

Jan 9 – MANDATORY meeting; Final $240 (or your specified amount) payment deadline.

Jan 14-16 – Bob II. Note: this conference runs Saturday through Monday.

Y&G Bulletin #6: Important changes to the calendar

1.) We made some important changes the the Delegation Calendar last night. You can also pull it up on line here.

There will be NO MEETING on Monday, November 21. Have a Happy Thanksgiving.

Monday, November 28 will be our practice bill hearing night. If you are a bill sponsor and holiday travels will keep you away through 11/28, make sure someone in your groups is prepared to present your bill.

WEDNESDAY, November 30 will be our Bill Hearing Night.  Delegates need to arrive at 6pm for last-minute preparations, guests will be invited to arrive at 6:30. Our meeting will run until 8pm.

Bill Hearing Night is MANDATORY for all delegates. During Bill Hearing Night, bill groups will present their bills in a modified committee hearing format.  At the end of all bill presentations, our guests (parents and whomever you would like to invite) will vote on which bill will proceed to the Sacramento conference and be presented on behalf of the delegation.  Again, note that this event will take place on a WEDNESDAY night, not our normal meeting day.

We will email an invitation you can pass out to your friends, family, teachers, principal, sponsors, etc, in the next day or two.

2.) The first round of Mixed Bag orders are available for pick up at the Y. If you can't recall whether your order was in the first or second round, please contact Morgan at 916-452-9622.

3.)  Role Selection: last night you filled out your Bob I survey and your program area preferences. If you change your mind about your rankings, please let me know by our next meeting.  The best way to ensure you get what you want is to apply for a leadership role!  Those applications will be available soon and I'll email you to let you know when they are online.  Elected and appointed leadership applications are due by December 2. For more information on program areas and available positions, check out the delegate handbook here : http://calymca.org/mlc-delegates/

We'll see you again on November 28. Please keep checking email for updates and any additional changes.

In case we haven't mentioned it....

Bill group work is due by 11:59pm tomorrow night - emailed to me - or we'll proceed with our Monday meeting (and you'll have to answer to a disappointed 19 month old in a cupcake costume)

I haven't received any questions from Bill sponsors so I assume everything is going well and I'll see lots of great work and bill language in my inbox by tomorrow night.

Bill sponsors: make sure you check the list of what is due: http://saccentraldelegation.blogspot.com/2011/10/bill-sponsorgroup-information-one-more.html

Delegates: check in with your bill sponsors and get them the information they need!

Parents: please check in with your delegates and ask them about their progress. There isn't much "homework" associated with Youth & Government, but the hour or so of outside research we need to prepare our legislation are very, very important to getting the most out of a program that everyone is working hard to remain a part of.  Please remind them to refer to the delegation calendar and complete their tasks!

I look forward to seeing your bills and materials soon!

p.s. Don't forget that regardless of whether we meet on Monday, your payment is still due to the YMCA and all delegates' accounts must be current by November 1.  Additional Mixed Bag orders and money are due by November 2.

p.p.s. Haven't sold many bags on your own? Worried about meeting your payment requirement in time to attend the first conference?  There are MANY slots available on the schedule to sell Mixed Bags in the lobby of the YMCA - any time the Y is open. The weekends are busy with members coming and going through the lobby. Lots of potential sales!  You should really sign up - why haven't you signed up?

Y&G Bulletin #5: Do Your Work, Enjoy Halloween

1.) We WILL meet on Monday, October 31 unless all bill sponsor material is received by Friday, October 28 at 11:59pm per the information found here:
http://saccentraldelegation.blogspot.com/2011/10/bill-sponsorgroup-information-one-more.html

Plan on attending the regular meeting on Monday unless you hear otherwise. (Halloween, parties, trick-or-treating, etc, do not constitute valid absences)

I encourage delegates to stay in communication with their bill groups this week and make sure sponsors get their materials in on time. Note: all of the work we are requesting from you can be accomplished in a solid 30-60 minutes of work. This is doable. So do it.

2.) Regardless of whether we meet on Monday, a $240 payment (or amount in your letter) is due by Monday.  All accounts must be current by November 1 to attend the first conference. If you still have payment concerns DO NOT JUST QUIT - call Morgan Bauer at the Y immediately: 916-452-9622.  We've already paid for your slot on the bus and your bed in the barracks at this point. You should talk to us about any help you need.

3.) Mixed Bag sales have been extended through November 2.  All orders and money must be turned in the Y by November 2 or your items will not be ordered. If you need more catalogs or order forms, contact Morgan.

4.) Interested delegates may sell bags in the lobby of the Y any time the Y is open.  Contact Christiana to sign up for a spot so we know when to make sample bags available to you.

5.) The meeting on Monday, November 7 is MANDATORY FOR ALL DELEGATES. Delegates who do not attend will not be permitted to attend the conference. Parents are strongly encouraged to attend, especially parents of first-time delegates.

6.) The first conference is only 17 days away. We depart from the YMCA parking lot (lower) at 3:30am (not a typo) on Friday, November 11 and return between 6 and 8pm on Sunday, November 13. Don't be late.

Bill Sponsor/Group information - one more time!

We WILL meet on Halloween night unless Christiana receives the requisite bill information from all bill groups by Friday, October 28, 11:59pm.

(And your payments are due by Monday regardless of whether we meet. Get them in.)

Here is what bill sponsors need to do between now and Friday:

1. Review this document if you're still a bit lost in the process.  Pay special attention to deciding what type of legislation you are writing. Is it a bill (something that adds, repeals or amends an existing statute)? A Constitutional Amendment (something that changes the State Constitution - hint, you can find that document at leginfo.ca.gov also)? A Joint Resolution (do you want to make a national change and you'd like California to ask Congress to act)? A Concurrent Resolution (do you want a state department or board to act? Tell the Department of Education to do something with schools?)?
2. Complete this form and email it to Christiana.  You can fill out by hand and scan (or drop off at the Y if you need to) or you can complete it on your computer or retype in an email.
3. Assign group member roles: who will argue for your proposal? Who will argue against it?(this goes on the form, but also needs to be communicated to your group members.
4. Research your bill idea. Start with www.leginfo.ca.gov and Google and move on from there. Make sure your idea doesn't already exist! If it does, can you make it better or more effective? You need to check existing code. It's also not a bad idea to search Bill Information, maybe somebody has tried your idea before and you can take a cue from that effort. Search some keywords for your bill and see what you get.
5. Collect your research. You should describe your efforts on the form and you can/should include links to information you have found. Include sources that support AND oppose your bill. You must learn about both sides otherwise your argument will be weak and easy to target.
6. If you are arguing AGAINST the group's idea, research as well! The same rules apply and you'll need to come to the next meeting prepared.
7. Draft language.  You need to write your first draft of actual bill language.
1.  Check out this bill template.  
2. The first line is called "the enacting clause" - it begins "An act to ____________" - the act will either ADD, REPEAL, or AMEND (if your idea is totally new, it adds, if it erases language, it repeals, and if it changes existing law, it amends) the "__________ code" - the second blank will be the code section (Penal, Public Resources, Vehicle, Government, Corporations, etc).  "Relating to _________________" - what's your bill about? And act to amend the penal code, relating to the death penalty? An act to add to the Government code, related to state employee pensions?
3. Don't worry about a bill abstract right now.
4. The language is the biggest concern.  If you are amending a section, cut and paste it from the leginfo website into a new document.  If you are removing language, you use the "strikethrough" option (do this by highlighting the words to strike, right-clicking on them, choose "font" and then click the box next to "strikethrough."  If you are adding language, the new language should be in italics.  The language that doesn't get changed just stays regular. (you don't need to worry about formatting the spacing or the line-numbering as our bills are entered online and not using this template anymore. This is just a guide to help you.)
5. Here is one of last year's bills as an example. (You'll need to download it to get it to open.)
8.  So, to review, you owe Christiana, by Friday at midnight, your completed bill worksheet, bill group assignments, evidence of research, and draft language.
9. And you still need to get your payments and any remaining mixed bag orders to the Y by Monday whether or not we have a meeting.

Oct 24 Last Minute Reminders!

Just another reminder to please, please bring your Mixed Bag orders and money to tonight's meeting. 

Reasons to bring them:
1.) Help ease your next payment amount by offsetting with your sales!
2.) If you don't bring the orders, your order will be delayed and your customers will be sad!
3.) Your parents don't want to make a special trip to the Y tomorrow. Trust me, I'm sure they are very busy.

Also, next Monday (Oct 31) is a $240 payment deadline.  There is NO MEETING on October 31 (Happy Halloween) so if you don't bring a payment tonight, you'll need to make a special trip to the Y between now and next Monday.

Reminder: delegates whose accounts are not current by November 1 will not be able to attend the first conference.  As always, if you have questions or concerns about payments contact Morgan Bauer at the Y (916-452-9622) ASAP!

You should also be bringing bill language and research with you this evening.

See you tonight!

Y&G Bulletin #4: Bring your Bill Resarch, Your Money, And Your Order Forms

1.) Money

OUR THIRD PAYMENT DATE IS NEARLY HERE: We have passed two due dates already, so you should have paid $480 in program costs so far. The next payment due date is October 31. We will not have a meeting that night. You are strongly urged to bring your payment to this coming Monday's meeting.  The amount due is $240 (or the amount listed in the letter Morgan provided to you last week).

Delegates whose accounts are not current as of November 1 will not be permitted to attend the first Training & Elections Conference.  Don't miss out!  Get your payments in.  Have your parents contact Morgan Bauer at the Y immediately if you have additional financial concerns. (916) 452-9622.

2.) More Money

Please bring Mixed Bag order forms and money to the meeting on Monday.  We may extend the deadline an additional week, however, bring what you have sold so far so that we may credit your account.

3.) Calendar changes

There is a newly updated delegation calendar available here.  Note that there will be no meeting on Monday, October 31 (happy halloween) and that Bill Hearing Night will be held on Monday, November 21.  Please be reminded that Bill Hearing Night is mandatory for all delegates.

4.) Mixed Bag Sales at the Y

For those interested in raising more money toward their program fees, the Y will allow the delegation to set up a sales table in the YMCA lobby in the evenings and on the weekends.  We have many sample bags and signs to set up an eye-catching display.  If you're the only sales person working at a time, you will get credit for the bags sold during that time period. Multiple delegates will share the proceeds.  Given the number of swim classes and members generally coming and going, you stand to earn some good money.

Currently, no one has expressed interest in weeknights nor for this coming Saturday.  The Y is open until 10pm on weeknights, 8pm on Fridays, from 8am-6pm on Saturdays, and Sundays from 12-6pm.  If you're applying for financial aid, please take advantage of this opportunity.  If you're not applying for financial aid, the delegation could still use your help.  Please email Christiana immediately to schedule a shift.

5.) Bills

The legislative kind.

We will select bills to move forward in the development process next week.  This document will help get you in the right frame of mind.  And now is the time to fill out this form (you can omit "group members" for now) and bring two copies to the meeting (if you don't have a printer, email to Christiana by 5pm on Monday).  One major part of bill development is conducting some basic research into whether your proposed law exists and if it does/doesn't, where in the California codes it lives.  An easy way to start looking for where you bill lives is to visit this site.  You'll find a list of all the codes of California law.  Click on one of them and hit "search" without entering text in the search box.  That will take you to the code section's table of contents (like this one for the Penal Code - where all statutes criminalizing behavior live).  You need to do this basic research or your bill will not be permitted to move forward in the process. 

6.) Pen and paper

You should be bringing them to meetings. Start bringing them to meetings.  Delegates without these basic supplies are hard to take seriously.

Y&G Bulletin #3: Letter-Writing and more (read carefully - there may be a bonus down there)

How to turn 44-cents into $1200

At the last meeting we discussed individual effort you can put into fundraising money to put toward your program costs. This idea is available to anyone, whether or not he or she has applied for financial aid.  But we expect to see delegates who have applied for aid try this method to raise money.

Developing your Contact List:

1.)    Who is your community? - School? Church? Clubs? Service Organizations? Your neighborhood? Kiwanis, Elks? Masons? Lions? Junior League? 20/30 Club? Who should you target who would be likely to support your efforts to participate in Y&G?

• Note that if you're going to approach businesses or foundations with whom you do not currently have a contact or existing relationship, you should talk to Christiana first. Sometimes the YMCA already has asked local businesses for help and we should coordinate efforts. 

2.)    Who are your elected officials? - Some of them will be willing to help from their personal funds and some, like the Sacramento City Council, have discretionary funds to use for programs just like this.  You'll never know until you ask. But make sure you ask the write elected officials. Use your home address.  You can look up your representatives here.
3.)    Don’t forget your family – near and far.  Instead of birthday or holiday gifts, ask them to sponsor your participation, instead. Video games come and go, but Y&G is forever!
4.)    Learn how to properly format and address a business letter - FORM MATTERS, almost as much as content, in most cases. In addition to instilling democracy into each generation, Y&G is about teaching you to act professionally. You dress professionally in Sacramento and behave professionally at all times. You should look professional on paper as well. You can google up examples (like this one) and many computer programs (like Word) will have templates ready for you. It doesn't have to be fancy, it just has to be clean and competent. Also, make sure you appropriately address elected officials.  For example, if you were writing to Congresswoman Doris Matsui, the address and top of your letter would read:

The Honorable Doris Matsui

United States House of Representatives

Robert T. Matsui United States Courthouse

501 I Street, Suite 12-600

Sacramento, CA 95814-7305

Dear Congresswoman Matsui,

If you have questions about how to properly address or format a letter, ask your parents or advisors!

Developing Your Fundraising Letter:

1.)    Know your audience - where is this letter going? If you're asking a service club to sponsor you, how would your letter differ from one directed to your city council person? A lot of your letter can be standard and will be applicable to anyone. But you should always have a carefully tailored paragraph so the recipient can tell you are really paying attention and asking the recipient specifically for aid.  For example, if you are asking your city council member, how might learning about civic engagement and democracy benefit the city?  If you are asking a legal club (the local bar association?), maybe you are interested in the model court part of the program?  No one likes a pure form letter!
2.)    Explain the program - we know this is more difficult for new delegates, however, you can still have a solid paragraph about Y&G. Pull information from the website, for example.  In its most basic terms: Youth & Government is a YMCA sponsored program for California high school students to learn about democracy and civic engagement. It is a model legislature and court program that runs from September through February.  We attend 3 conferences . . . etc etc.  If you are a returning delegate, give concrete examples of what you've done at conferences in the past. ("Last year, I sponsored our delegation's bill to open adoptee records. As a sponsor, I spoke about my bill in legislative committees and on the floor of the Assembly." etc etc)
3.)    Draft your "ask," be specific - Don't just say "I need a lot of money."  Say, "This year's program fees are $1200 and due to our financial situation, my family can afford to pay $400, so I am working hard to raise $800 myself.  Would you be willing to donate $100 toward my goal?"  Jordan recommends including a self-addressed-stamped-envelope and a reply sheet to make it extra easy for would-be donors to send you money.  The easier the better!
4.)    Explain what participating in the program means to you - Why do you want to do this?  You don't need to claim that you want to run for President someday.  And its also fine to mention the social aspects of this program: it is beneficial to meet people from all over the state, to hear about the problems their legislation focuses on, to socialize with people from different backgrounds, etc.  If you've been before - why are you back? If you have never been - what made you come to a meeting this year?
5.)    Explain what else you are doing to raise money - This may come at the start or end of your letter, but mention your other efforts. You are reaching out to community clubs. You are selling bags. You're doing something, etc etc.
6.)    SPELLING AND GRAMMAR COUNT - this should go without saying, but we'll say it anyway.  And do not rely on a computer program's spell check feature. You must read what you write. You must ask at least two other people to proofread your work.
7.)    Say thank you.

The Thank-You Note:
1.)    Don’t bother taking on this project if you aren’t going to write a solid, heartfelt thank-you note and send it in a timely manner.
You can buy very inexpensive, basic thank-you-note cards at office supply stores, craft stores, Target, WalMart, etc.  Prepare your thank you note at the same time you write your initial letter. Address it the same way you addressed your letter. Then, just keep your pile of prepared thank you notes handy and ready to fill-out and pop in the mail as soon as you get a response. Send a thank you regardless of the amount you receive, be as thankful for gifts of $10 as for gifts of $1000, and send a thank you note even if the response you receive is "sorry, we can't contribute right now."
2.)    Thank you notes MUST be sent no more than one week after you receive a gift of funding
3.)    Thank you note should be heartfelt, sincere, and give a concrete example of what the funds will be used for (this $300 will cover my registration fees for our final conference of the year; this $100 will help to cover the hotel room in which we'll stay during our final conference, etc)
4.)    Hand write it. Write neatly. Spell correctly. Write a draft first.  If you cannot write legibly, go ahead and type your letter instead.


The Follow-up:
1.)    Contact is essential to maintaining your network - you worked hard to put this list together and to cultivate this donor/recipient relationship. Don't forget about your contacts. You may need them later.
2.)    Send a follow-up thank you after each conference, especially after Sacramento  - this may depend on when/if you receive a gift.  
3.)    Include a photo - especially post-Sacramento - you'll have some great pictures of you in your professional attire in your program area and donors love to see proof of the good they are doing by supporting you.
4.)    Explain what you have learned from your participation and how you will use that knowledge.  A donor wants to know you benefited from their gift.
5.)    Craft this and all communication with the specific recipient in mind, just like before. Avoid obvious form letters. If someone spared even $1 for you, you can spare time to be unique in your response.

So what do you do now?
1.)    Draft your “ask”
2.)    Ask someone to proofread it
3.)    Email it to Christiana for review - if you are applying for financial aid, I won't know about all your hard work unless you let me know about it. Even if you don't receive any money as a result of your letters.
4.)    Mail it ASAP - payment deadlines come quickly and delaying does you no good.
5.)    Keep a list of the people you contact and the date on which you contact them - and what the result of each letter is.
6.)    Send a copy of your records to Christiana
7.)    SEND THANK YOU NOTES (see above)

We've had several parents graciously volunteer their efforts as proofreaders and resources as well.  We thank them for that offer!   Take this option seriously: past delegates have completely funded their program costs just by sending some letters. Why shouldn't you be able to claim the same?