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.
AGENDA REVIEW: No comments.
CITIZEN COMMENTS: None.
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.
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
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
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
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
Fright Fest/October 20
Back to School Clothes Drive for Shelters/school supplies
Coree Brown moved to adjourn the meeting at 7:58 p.m. Stacie Del Chiaro
seconded and motion carried unanimously.
Betty Jo Whincup