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Meeting Minutes Title

YOUTH COMMISSION
REGULAR MEETING MINUTES 
July 2, 2001 at 7:00 p.m.
City Council Chambers
734 Third Street
Brentwood, CA 94514

CALL TO ORDER: The meeting was called to order at 6:40 p.m.

ROLL CALL: Commissioners present were Jessica Ordaz, Cynthia Fredenberg, Coree Brown, Stacie Del Chiaro, Laura Wenograd, Lacey Barry, and Ashley Brown. Excused absences were Daisy Hurtado and Maria Segura. Others present were David Lang, Adult Advisor, Tim Taylor, Recreation Services Coordinator, and Poldina Scherff, Recreation Services Supervisor. Non-voting member Brian Fredenberg was also present.

PRESENTATION(S): None.

AGENDA REVIEW: No comments.

CITIZEN COMMENTS: None.

CONSENT CALENDAR: 
Item No. 1 Approval of minutes of regular meeting on June 4, 2001. 
Motion to approve minutes by Coree Brown, seconded by Cynthia Fredenberg and motion carried unanimously.

SCHEDULED MATTERS:

Item No. 2 Report on Youth Survey (update and review by Linda Pearson, Asst. Superintendent of Student Services for B.U.S.D.) 
Ms. Pearson was not able to attend the meeting. Ms. Scherff reported that she will be gathering facts and presenting them at the next meeting. She did report that Ms. Pearson said the Commission will be able to use the Scan Tron for the Youth Survey and will be able to order materials needed from catalog available through her. 

Item No. 3 Update on Youth Commission Pool Party (Tim Taylor) 
Tim reported that the decorations are in, food is ordered, and there will be flyers ready to be distributed at the Cornfest. There will be an ad in the paper and the only problem still not solved is they do not have a DJ for the party. Dave Lang, Adult Advisor, had helpful information and will work with Tim on finding a DJ. Youth Commission members need to be at the pool to assist in setting up for the party. Mr. Taylor said there should be some there by 9:30 a.m., no later than 10:30a.m. There was some further discussion and some feeling that would be a very long day for them since they would also have to stay and help clean up. Discussion of having some breaks or working in shifts. He will work this out later with the Commission members.

Item No. 4 Update on Tractor Races (Laura Wenograd)
Laura reported that the Tractor Races will be on Saturday from 11:00 a.m. 1:00 p.m. at the Cornfest. Discussion of timekeepers and need for volunteers to assist. There will also be Tractor Races on Sunday. Ms. Scherff asked the Commissioners to put this on their calendars and she will meet them there at 10:30 a.m. in front of the Community Center. Volunteers are Laura Wenograd, Cynthia Fredenberg, Lacey Barry, and Jessica Ordaz. Ms. Scherff also asked for timekeeper, people to sign up people and keep track of times on a flip chart. She will get everything set up and do a debriefing at the start. They will use a megaphone to announce the heats. They will have a shared booth at the Cornfest and would like some of the volunteers to stick around promote the pool party and other Youth Commission events.

Item No. 5 Judging Coloring Contest for Cornfest
This had already been done in a meeting prior to the regular meeting.

Item No. 6 Skate Park Bench (Poldina Scherff)
Ms. Scherff did not have the material for this. She previously had sketches and drawings of benches and fingerboards, but could not locate them prior to the meeting. Mr. Lang and others think they know where they can be located. Ms. Scherff also said that she thinks if she goes on line to the Internet she will find something. She will have something by the August meeting. 

Item No. 7 Update and discussion of tour of other cities and Youth Commissions (Tim Taylor)
Mr. Taylor reported that he had received a call from Sheila Molenari from the City of Salinas, and he has also spoken to Ann Dunlevy, Recreation Supervisor from the City of Benicia. He found that they don’t have active meetings with their Youth Commissions in the summer as Brentwood does. However, he said that when they get back in school and start up their meetings she is very interested in getting the Commissions together. They have a Commission of 18 in Benicia, have been operation for about 7 years and are very active. Would like to get together and do some teambuilding. The City of Benicia had done a Youth Symposium and had over 400 kids attend last year. Discussion of when the Commission will take their tour of cities of Salinas and Monterey. Dates discussed, considered whether they should plan for October break rather than this summer. Decision to plan for one long day, rather than an overnight. They would leave early in morning and go to Salinas first then to Monterey. July 25th, a Wednesday, was decided as the date for the tour. Mr. Taylor will call and set this all up with the Salinas Commission. Mr. Lang reported that weather could be very changeable going from warm in Salinas to Monterey where it could be foggy and cold.

Item No. 8 Update on Youth Commission Scholarship (Coree Brown)
Coree said she would have information ready by walk-through; however, she was told that it would have to be approved first by the Commission before it could be printed. Discussion of amount of scholarship and other terms. Referred to earlier minutes where an error was discovered June minutes on Item #6. Should read Update on Skate Park. Thought that amount was set at $500. Coree Brown moved that scholarship be set at $500. Stacie Del Chiaro seconded. Ms. Scherff stopped the motion, saying that she needs to confirm with the Director of Parks and Recreation first to make sure the scholarship is legal. Mr. Lang confirmed that the funds in the Commission’s account currently are City funds and cannot be given away. They would need to raise funds in a special fund-raiser specifically for the purpose of the scholarship award. They would have to be separate funds from those received from the City to operate the Commission. Mr. Lang also said they will need to audit their funds to separate funds they have raised from other areas such as the fitness run, etc. Money from pool party will be considered fundraising funds and will need to designate a percentage for scholarship, and a percentage to go back to general fund. Ms. Scherff will check with Tina and get funds separated. 
Coree Brown moved to set up a scholarship fund from donated funds, a separate account from fundraising money. Motion seconded by Laura Wenograd and motion carried unanimously. 

Mr. Lang then raised the question that there may have to be a change in the bylaws stating what the account can be used for. Ms. Scherff will discuss this with Director Bronzan. 

Coree then asked what she should prepare for the walk-throughs. Can she have information on the scholarship? Mr. Lang felt nothing should be prepared or presented at the Walk-through until it is approved by the Commission and City Council. Ms. Scherff said go ahead and complete the form and forward it to her and she will proceed to follow up on the approval. The funds for the pool party are already encumbered and set aside. So those costs are already in the budget. Funds raised and donations, plus a percentage of funds raised at the Summer Concerts Series from hot dog sales can be set aside. Tim Taylor suggested letting people know they are raising funds for a scholarship and people will donate to this cause. 

Item No. 9 
Already completed.

Item No. 10 Discussion of Contact with City Council (Poldina Scherff)
She explained that Tim Taylor has previously brought up the idea of getting the City Council more involved with the Commission and possibly try to get City Council to come to more of their meetings. Mr. Lang suggested a meeting at his house. He had held one last year, but none of the Commissioners could make the meeting. Ms. Scherff said they must come this time, it was a great party lots of food and swimming pool and should have better showing of members of Commission. Need to wear shirts and nametags at events, let people know who they are. Tim Taylor mentioned functions by other commissions. Ashley Brown said she would be willing to have a function at her house. 

Item No. 11 Discussion of reapplying for Youth Commission Positions (Poldina Scherff)
Ms. Scherff presented the applications that have been revised, and wants the members to take them to the Cornfest, Walk-throughs, concerts, and any events where they can recruit new members. Some of the Commissioners’ terms are up, and therefore will have to reapply if they wish to continue on the Commission. Ms. Scherff reported that Stacie Del Chiaro’s term ends August of 2002. Lacey Barry, Coree Brown, Cynthia Fredenberg, and Maria Segura end this year. Laura Wenograd and Ashley Brown’s terms both expire next year in August, and Jessica Ordaz and Daisy Hurtado’s terms expire in August 2003. Dave Lang expires this year in August. Currently have eight voting members and need 10 for bylaws compliance. Three need to reapply and there will be two openings for new members.

Ms. Scherff thought Brian Fredenberg and Taylor Brinkman should have some kind of perks since they do attend. She reported that they do need ongoing people so would like to have applications on hand in case of people leave for one reason or another. Would also like to have them come to the meetings and become familiar with the Commission and their goals. Suggested need to talk to people at walk-throughs regarding the Commission and having them come to meetings since they are open to the public. They also need one more adult advisor. Extra applications for Commissioners to take with them tonight for upcoming events. Walk-through dates are 19,20, 23 and 24 of August. There are buttons and pencils ordered for these dates. Stacie Del Chiaro will be working all four days of walk-through. 

At this point Dave Lang, Adult Advisor asked for permission to speak about a matter of importance for him. He requested a three-month leave from the Commission. He requested August, September, and October off for personal reasons. He will try to make the pool party but needs to attend to personal matters for the balance of that time. Coree Brown moved to approve Dave Lang’s absence. Lacey Barry seconded and motion carried unanimously.

REQUEST FOR FUTURE AGENDA ITEMS:
Update on Walk-through
Update on Youth Survey
Update on Pool Party
Update on Scholarship (funds)
Applications for reapplying to Commission
Homecoming
Ski Trip
Fright Fest/October 20
Skate Park
Back to School Clothes Drive for Shelters/school supplies
Christmas ideas 

ADJOURNMENT:
Coree Brown moved to adjourn the meeting at 7:58 p.m. Stacie Del Chiaro seconded and motion carried unanimously. 

Respectfully Submitted,

Betty Jo Whincup

City Administration
City of Brentwood Youth Commission
35 Oak Street
Brentwood, CA 94513
(925) 516-5444
Fax (925) 516-5445
E-mail dept-parkrec@brentwoodca.gov