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Meeting Minutes Title

June 4, at 7:00 p.m.
City Council Chambers
734 Third Street
Brentwood, CA 94514

CALL TO ORDER: The meeting was called to order at 7:03 p.m. by Chairperson Stacie Del Chiaro.

ROLL CALL: Present were Chairperson Stacie Del Chiaro and Commissioners Jessica Ordaz, Coree Brown, Laura Wenograd, and Ashley Brown. Excused absences were Lacey Barry, Daisy Hurtado, and Cynthia Fredenberg. Adult Advisors present were David Lang and Maria Segura. Parks and Recreation staff present included Tim Taylor and Poldina Scherff. Brian Fredenberg was also in attendance.

Presentation of Proceeds from the Fun Run to Youth Commission by Mac Kaiser.
Mr. Kaiser, Parks and Recreation staff member, reported that the Spring to Life Fun Run took place with 161 runners. This was the 4th Annual Fun Run and hope to continue with the 5th next year. He felt everyone had a good time, and expressed his appreciation from the Department to the Youth Commission for their support. He thanked them for doing a good job. Mr. Kaiser reported the net proceeds of $506.25, which will be split two ways, one half to the Liberty Educational Foundation and the other half to the Youth Commission of $253.12. He had some extra tee shirts from the event which he passed out to all those present. He also gave some out to be given to the volunteers. Ms. Scherff thanked him for the presentation and the tee shirts.

AGENDA REVIEW: No changes or additions.


Secretary Coree Brown moved the acceptance of the Consent Calendar, Commissioner Laura Wenograd seconded the motion and motion carried unanimously.


Item No. 1 Discussion on Youth Commission Survey by Linda Pearson, Asst. Superintendent of Student Services for B.U.S.D. and Poldina Scherff. 
Ms. Scherff introduced Linda Pearson who was there to discuss the Youth Survey and present ideas that she had on the survey. Ms. Pearson passed out her cards and discussed her thoughts on the survey. She noted that when they received the survey they were in the midst of stats testing and could not give it the time and attention then that they wished to. She did say that they are very much interested in participating in the survey and did have some suggestions that might make the survey a bit more applicable for all ages. She offered to adjust some of the questions so that they will fit 5th and 6th graders at Edna Hill as well as the middle school and high school students. She said she had not previously been aware of the existence of the Youth Commission and would like to work with them in getting more awareness in the school community. Commissioner Wenograd reported that they will be having a table at the school walkthroughs to pass out information on the Commission. Also working on being involved with Bristow and other schools. There was some discussion of recruiting more members for the Commission and how they are appointed by the City Council after completing an application. Also plan was discussed of having some non-voting members at large who could later on be considered for Commission when openings occur. Leadership groups at Bristow and Edna Hill discussed as places where applicants could be recruited. Ms. Pearson will research this idea further.

Ms. Pearson also said she has capability of assisting in tallying the surveys through her facilities at the school Scan Tron. Since the population has increased so much in Brentwood this would really be of a help to the Commission. 

There was a discussion of changing the survey questions to be somewhat more appealing to the younger students as well as high school. The Commissioners were in favor of this. Commissioner Brown said she would like to see the surveys in the schools by August 2001.  There was also the question of how many of these students were Spanish speaking only, or could read and write more fluently in Spanish and should the survey be translated into Spanish to attract and interest these students. Ms. Pearson estimated at least 75 and suggested that she could have her secretary utilize the computer capabilities of translating the survey to accommodate these students. Chairperson Del Chiaro also felt they should consider the changes as suggested by Ms. Pearson. Commissioner Coree Brown moved that they further investigate the survey and modify it for the middle school and junior high, and translate it into Spanish to make it more acceptable, and give Ms. Pearson permission to bring the modifications back to the next meeting. Motion seconded by Commissioner Wenograd and motion carried unanimously.

Commissioner Coree Brown then offered a second motion to look into a liaison between the middle school and junior high for a representative to come to Youth Commission meetings, a member at large who would be non-voting from each school. Commissioner Ashley Brown seconded the motion and motion carried unanimously.

Commissioner Stacie Del Chiaro thanked Ms. Pearson for coming and for her offer to assist the Commission in their survey. Ms. Scherff also thanked her and is looking forward to working with her.

Item No. 3 Discussion and approval of artwork for Cornfest Coloring Contest 
Commissioner Wenograd passed around a drawing for the contest of a cow with corn and tractor in background. All of the Commissioners liked the drawing and will use it for the Cornfest Coloring Contest. The contest will be advertised in the June 15 issue of the Brentwood Press, deadline for entries will be June 29th. Artist is Cindy Billings. Discussion of giving a gift certificate to the artist for her drawing. Ms. Scherff suggested putting together a display board of everyone who submitted an entry. The winners would then be announced at the Cornfest. Commission members will do the announcement. Judging criteria discussed, type of mediums used in coloring. Age groups are 3-4, 5-6, 7-8, and 9-10. Rules for the contest were also discussed. Commissioner Coree Brown moved that the Commission approve the art work presented for the Cornfest Coloring Contest, the guidelines will include a due date of June 29, 2001, and that the rules and guideline will be published in the June 15 edition of the Brentwood Press. Mediums to be used are crayons, water colors, colored pencils or markers. Money to be allotted for printing 17,000 copies, $1500 will be allotted for the copies. A $50 gift certificate will be given to the artist from Michaels. Motion was seconded by Commissioner Stacie Del Chiaro and motion carried unanimously.

Ms. Scherff suggested it would be a good idea to invite the artist to a meeting of the Youth Commission to thank her and present her with the gift certificate.

Ms. Scherff complimented Commissioner Laura Wenograd and Commissioner Ashley Brown on getting the artwork for the Cornfest. 

Item No. 4 Update on August Pool Party
Mr. Taylor reported that the pool party is set for August 11, 2001 and everyone is required to be there. Mr. Taylor said he is still waiting for the Department to come back with what they will be charging for the rental fees. Still looking at about the same amount of money. Decorations will be ordered June 5, and all will be getting grass skirts or sarongs to wear. A discussion of DJ for party and it was decided the subcommittee will meet after this meeting briefly to get names and phone numbers for DJs. They will get commitment and pay partial payment in advance and secure the balance for payment on completion of the event. David Lang has a DJ, “High Top Classy” and he will contact him and get information to Tim Taylor. DJ will be for last section of party for high school only. All of the Commissioners are required to be there from 12:00 noon until final clean-up, probably about 12:00 midnight. Ashley and Tim will also get numbers of other DJ so they have at least two to check out. 

Item No. 5 Update and discussion on Summer Concert Series
Ms. Scherff reported the posters should be coming out this week. She has booked the following dates:
· July 29 Sin Sity Suitz (Big Band Swing & Jazz)
· July 20 Yesterday (Beattles Style Group)
· August 2 Russ Morgan (Big Band Sound)
· August 17 Joni Morris (Country Western)
Concerts are from 7:00 p.m. until 9:00 p.m., except for the August 2 concert.  She asked if the Youth Commission would be willing to cook the hot dogs and hamburgers. They will be supplied with all the materials and will be required to donate 10% of the proceeds (net profits) back to the concert series. Coree Brown, Stacie Del Chiaro, Laura Wenograd, and Ashley Brown said they would help. Mr. Taylor also volunteered. Commissioner Wenograd made the motion that the Commissioners sell hot dogs and hamburgers at the Summer Concert Series and that 10% of the profit goes back to the Concert Series. Commissioner Ashley Brown seconded and the motion carried unanimously.

Item No. 6 Update on Skate Park
Discussion of what a Fingerpark is . . . it is a miniature version of a skate park. Ms. Scherff said that she will discuss with Tina Clark encumbering funds so that the Youth Commission will be able donate those funds from this budget for whatever project they chose for the Skate Park. This could then be done when the Skate Park opens. Amount previously discussed at prior meetings was between $3,500 and $4,000. Discussion of what type of project they would prefer to purchase for the park. There will be a bronze plaque on the project with name of Youth Commission, date of placement and will be protected so that it will be there for a long period of time. Motion by Commissioner Coree Brown to allot $4,000 from this year’s budget for a bench for the Skate Park. Motion seconded by Commissioner Jessica Ordaz and motion carried unanimously. 

Item No. 7 Update on research for Youth Commission Scholarship 
She reported that they wanted to find someone who faced diversity, and wanted to go with an essay contest. She discussed questions that should be asked for essay, and criteria such as economics (need for assistance) and grade point average. Discussion of grade point average to be used and general consensus that it should be placed at 2.0. Input and ideas were given from adult advisors David Lang and Maria Segura, as well as Poldina Scherff. Suggestion that they use Mission Statement, which is “ To create a safe youth oriented environment that promotes motivation interaction and unity within the community”. How to demonstrate financial need discussed, if the person has drive to succeed, as “What is their dream?”. Discussion also of recommendations, who from, and how many? Scholarship should be for college of their choice, whether Junior College, University, or Technical School. After more discussion on recommendations, it was generally agreed there should be three letters of recommendations. These should come from someone who truly knows the person, such as minister, teacher, counselor or employer. The applicant should seek these recommendations out as a part of the application process. Schools can supply transcript of grades upon request. 

Criteria decided upon would be three letters of recommendation, show financial need through previous year’s tax form, grade point average and school where they are applying or intending to attend. Committee will meet later to decide essay question and tie in Mission Statement.

Item No. 8 Update on walkthroughs at the schools
Final dates for walkthroughs are July 19, 20, 23 and 24 for the high school. Do not have Bristow’s dates at this time. Commissioner Stacie DelChiaro will get Bristow’s dates and bring to the next meeting. She also indicated that she has approval for the Youth Commission to be there to hand out information. They will hand out pencils and buttons. $400 allotted for pencils for walkthroughs and also to hand out at Cornfest. Commissioner Coree Brown moved that a schedule be prepared and presented at the July 2nd meeting for sign ups by Commissioners and iron out all final details for the walkthroughs at the schools. Motion seconded by Commissioner Ashley Brown and motion carried unanimously.

Chairperson Stacie Del Chiaro left the meeting at 8:17 p.m.

Item No. 9 Update on Youth Commission Trip
Mr. Taylor reported on changes on plans for trip. He had a discussion with Director Craig Bronzan, and he requested that Mr. Taylor contact some of the Youth Commissions in the area so the trip could be a time to communicate with them. This would change the focus of the trip to be more of a teambuilding effort with other Commissions. He has had contact with the Advisor of the Youth Commission for the City of Benicia. Mr. Taylor has met with him and one of the members of the Benicia Commission and believes Brentwood Commission should do more in community service such as youth forums, Veterans Day events, and other events where City officials are invited. These types of events will bring the Commission more into the community focus and let the communities know what they are and what they do. 

Mr. Taylor said the Youth Commission trip could include breakfast meetings and working sessions with social times with other Commissioners from other cities. It was also noted that if they go somewhere to stay overnight, such as Monterey, they will need to have chaperones in each room, either parents or adult advisors. Mr. Taylor will get together with committee at a later date and finalize plans. Director Bronzan also said no problem with financing the entire event, meals rooms and transportation. Mentioned other Commissions to meet with such as Monterey, Salinas and Benicia. 


Ms. Scherff had comments regarding rough draft of old application and revisions she has prepared. She has changed cover letter, mentioned changing question regarding committee assignments, either change question or eliminate it, whatever the Commissioners wishes are for that question. She noted it is important to get the changes made now and have new applications ready for the July Cornfest and Walkthroughs at the schools. David Lang, Adult Advisor suggested they change the question to say, “If not selected for the Commission, would you be interested in subcommittee work?” Or, phrase it, “I would be interested in subcommittee work, yes or no”. Also add Mission Statement and operating budget, organization structure and terms of Commissioners and Adult Advisors. Commissioner Coree Brown asked about letters of recommendation, and also need for person to be willing to commit the amount of time needed to devote to Commission. 

Ms. Scherf also reported on recent articles in newspapers including a “Valley Section” commenting on Brentwood and interviews at aquatic center. Comments on few activities available for teens in area. She said this is what the Youth Commission is about, they need to address these situations and tell the city what is needed for the teens. Also, “Timeout” section gave more information on what there is to do, mentioning golf courses, Harvest Bowl and other activities. She said in the next meetings the Youth Commission needs to address these areas as to what is missing and addressing these issues. Ms. Scherff wants the Commission members to be thinking of these issues and be prepared to address the subject with Council. Commissioners would like to have more contact with City Council and plan a special meeting soon with the Council. 

Skate Park Bench
Youth Survey (update with Linda Pearson)
Tour of Cities and other Youth Commissions
Pool Party
Leadership Groups
Contact with City Council

Motion by Commissioner Ashley Brown to change time for next meeting on July 2 to 6:00 p.m. Dinner will be provided and that this will be a working meeting. Motion seconded by Commissioner Wenograd and motion carried unanimously. 

ADJOURNMENT: Meeting was adjourned at 8:29 p.m. by Secretary Coree Brown.

Respectfully Submitted,

Betty Jo Whincup
Minutes Recorder

City Administration
City of Brentwood Youth Commission
35 Oak Street
Brentwood, CA 94513
(925) 516-5444
Fax (925) 516-5445