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Meeting Minutes Title

REGULAR MEETING MINUTES 
August 6, 2001 7:00 p.m.
City Council Chambers
734 Third Street
Brentwood, CA 94514

CALL TO ORDER: Meeting was called to order at 7:05 p.m. by Chairperson Stacie Del Chiaro.

ROLL CALL: Commissioners present were Stacie Del Chiaro, Cynthia Fredenberg, Coree Brown, Lacey Barry, Ashley Brown, Laura Wenograd and Jessica Ordaz. Commissioner Daisy Hurtado was absent. Also present were non-voting members Brian Fredenberg and Taylor Brinkman. Staff members present were Poldina Scherff, Recreation Services Supervisor and Tim Taylor, Recreation Services Coordinator. Adult Advisor Maria Segura was present. Adult Advisor David Lang had an excused absence.

PRESENTATION(S): None

AGENDA REVIEW: No changes or additions.

CITIZEN COMMENTS: None

CONSENT CALENDAR: 
Item No. 1. Approval of minutes of regular meeting on July 2, 2001.
Motion to approve minutes by Ashley Brown, seconded by Lacey Barry, motion carried.

SCHEDULED MATTERS:

Item No. 2. Accept update from the Contra Costa County Tobacco Prevention Project.

Lacey Barry moved to accept the update from the Contra Costa Tobacco Prevention Project, Cynthia Fredenberg seconded the motion, motion carried.

Item No. 3. Accept California Healthy Cities and Communities Article “Youth Cut Their Own Path to Progress in ABC Communities”.
Ashley Brown moved to accept the California Healthy Cities and Communities Article. Lacey Barry seconded the motion and motion carried unanimously.

Item No. 4. Discussion of formal policy on children, youth and families (C. Bronzan / P. Scherff)
Prior to this item, there was discussion of need to have Cindy Billings invited to the next Commission Meeting to present her with the certificate for the coloring contest artwork. Laura Wenograd will be responsible for inviting Ms. Billings to the next meeting. It was agreed that a $50 certificate had been approved and Ms. Scherff thought it would be appropriate to also present her with a certificate. Ms. Scherff will prepare the certificate. 

Ms. Scherff referred to items in packets and asked if all had received them. Included should have been the update on the Contra Costa County Tobacco Prevention Project, the California Healthy Cities and Communities Article and also the formal policy on children, youth and families. Director Bronzan wanted all the Commissioners and staff members to receive these and read them. Included in this was a staff report and what he is proposing and something that other cities do, this is a policy that he is hoping the Commission will adopt. Basically it will be a part of the Youth Master Plan, which they have not gotten to yet but will. This plan will then be presented to the City Council to assure the Youth Commission of getting their funding every single budget year. Now, while the Commission is new, it is an automatic funding. However, as the years progress will need to have a plan to present showing where they are needed and why so they can continue with the funding. This is something that should be goal and should be on the agenda for the next meeting. They will then need to make this presentation to the City Council showing goals and plans for the future. There was a brief discussion and the Commissioners agreed to work on this plan.

Item No. 5 Update on Youth Commission Survey (P. Scherff)
Ms. Scherff had good news and reported that Linda Pearson who had appeared before the Commission has taken the Survey and adapted them in words appropriate for 5th and 6th graders and also 7th and 8th graders. Ms. Scherff also reported that they have approval from the High School from Superintendent Dan Smith of Liberty Union High School District for the survey. Ms. Pearson also included statistics from surveys that she has done previously and included that information also for the Commission. Ms. Scherff said they are now ready to go and wants them to be ready to move ahead on the survey. Ms. Scherff requested the Commissioners to give them approval to move forward with the new survey questions for 5th & 6th and 7th & 8th grades since they already have approval for the High School. Want to move ahead with survey and use of scan tron. Ashley Brown reports that she is currently working with someone for Homecoming and feels that since they have the technology, they could create a special scan tron for this survey. This person would run it through the machine for them. Ms. Scherff will do the final preparations for the scan tron and asked Ashley then to ask for a meeting of herself, Tim Taylor and the technology person to review and plan the ordering of the materials. She will also need to have money allocated to order and pay for the scan tron, and will need representatives from each school and a lead person from Liberty as well as Edna Hill and Bristow schools. Ashley asked about bringing in people from her leadership group being representatives from the Liberty High School and work with the Commission on the survey. After some discussion with Ms. Scherff it was decided she will discuss this project with members of the leadership group and hopefully bring them into the meetings as non-voting representatives working on the survey.

Coree Brown moved that the Commission go forward with the survey, locate representatives from each school to assist in the project, and designate $500 to cover costs of the scan tron. Ashley Brown seconded and motion carried unanimously.

Ms. Scherff then said she would need people to volunteer as representatives for each school to serve on the subcommittee. Stacie Del Chiaro, volunteered for Bristow, Coree Brown volunteered for Liberty, and Lacey Barry volunteered for Edna Hill. Later on they may need to solicit more help but currently will work with Tim Taylor and Poldina Scherff.

Item No. 6. Discussion of California Coastal Delta Clean Up Day (P. Scherff).
Ms. Scherf referred the commissioners to the packets and the information on the California Coastal Clean Up Day. Tim Taylor had called Ken DeSilva, Parks Manager who is the liaison with the Coastal Society for the clean up of Marsh Creek. They have a special day designated for the clean up day and would like a commitment from the Youth Commissioners to assist in the clean up. Tim Taylor said what is needed is people to run the booths, hand out plastic bags, make sure that water is getting out to the people who are cleaning up the area, and possibly also some clean up. The clean up day is Saturday, September 15, 2001, from 9 a.m. to 12 noon, so would need people to be there from 8:00 a.m. to approximately 12:30 p.m. Volunteers were Lacey Barry, Coree Brown, Stacie Del Chiaro, Cynthia Fredenberg and Ashley Brown. Taylor Brinkman said he also may be able to help. Poldina also said if they have friends that would be interested in helping out, please let her know.

Item No. 7. Update on August Pool Party (Tim Taylor)
Mr. Taylor passed out the flyers and asked that each Commissioner pass them out at the schools and that one person be responsible for going into the office and making an announcement to the schools. He asked Stacie Del Chiaro if she would like to do that and she agreed. She will talk to the Principal and get on the announcements and pass out flyers. Laura Wenograd asked the group what they thought of dressing in Hawaiian themes on Friday. Tim Taylor said he has lots of grass skirts and Hawaiian shirts. She thought it would help make people aware of the party. Discussion of hours each will work. Mr. Taylor doesn’t want them to work straight through the 14 hours without breaks. They will meet with Tim and set up work times agreeable to them and their parents. They do have the DJ for the last session, but do need CDs for the first two sessions. He asked people to donate CDs for this part of the event. He will also want to meet with the subcommittee later in the week to complete all these arrangements and plan games and prizes. After some discussion it was decided to have a brief meeting of the subcommittee at 4:30 p.m. on Tuesday, August 7th. He also commented on needing the Commissioners to act as hosts and ambassadors to keep track of what it going on and keep order. Lifeguards will be only working in their capacity as lifeguards and enforcing pool rules, etc. Cynthia Fredenberg, Laura Wenograd and Coree Brown will wear the Hawaiian wear and distribute flyers on Friday.

Item No. 8. Discussion and recommendations on tractor races and coloring contest to be submitted to Chamber of Commerce (Poldina Scherff)
Ms. Scherff requested feedback on the tractor races at the Cornfest. Most felt it was good and that it was something for the younger people to do. Felt the participants enjoyed it, did not get too competitive, and really had a good time. Suggestion for colored tractors, because it was sponsored by John Deere and because of their trademark “long green line” would probably not consider another color. Recommendations that announcements were not too clear, they were stuck in the back area and not as visible as they should be. Need to know exactly what they are giving as prizes and give prizes when earned, not expect them to come back the next day. Suggest that the Youth Commissioners have the microphone all the time, rather than passing it back and forth, as this got confusing. Need to move races further to the front away from parking area. Maybe also start a little bit later, as they felt they missed some who were still in church. They would also like to have more publicity on the tractor races.

Coloring contest: Commissioners felt they had good publicity and received very positive comments. Areas where they could improve the contest include the need to work on more sponsors and get more prizes. Possibly give rosettes or ribbons to winners in different categories and put them right on pictures. 

Ashley Brown moved that the comments regarding the tractor races and the coloring contest be submitted to the Chamber of Commerce by Ms. Scherff. Cynthia Fredenberg seconded the motion, motion carried.

Item No 9. Discussion of Salinas Youth Commission Meeting (Commissioners).
General comments very positive from commissioners. Lacey Barry felt overall a good experience, felt the Commission in Brentwood has done more than the one in Salinas, especially considering Salinas is a much larger city with a larger Commission. Ms. Scherff commented on the Youth Forum and said she has done this in other cities and is something they can look at when they get back the information from the survey. Tim Taylor would like to take some of the Commissioners to Benicia if possible when they hold their next Youth Forum. He has been in contact with the Benicia Commission and they have said they pull in about 500 youth for their forums. 

Item No. 10. Update on Skate Park (Poldina Scherff)
Poldina asked if anyone had attended the meeting on the skate park. Lacey Barry responded that she had attended the meeting and said that items discussed were rules, ages and where in the park all could use the park. There was a discussion of how the skate park is set up and rules that might apply. Ms. Scherff said that the skate park is definitely on schedule and need to be ready to plan on doing something for the grand opening. Mr. Taylor reported that Director Bronzan would like the skate park to be in use for about a month to work out any “bugs” and let kids get used to the park before they have the grand opening. May do an emergency meeting at the time to plan a good Grand Opening.

Item No. 11. Update on Youth Commission Scholarship (Poldina Scherff)
Ms. Scherff reports she has checked with an accountant in the Parks and Recreation Department and then emailed the City Attorneys office to see whether the account for funding the scholarship should be a 501C non-profit, or a separate account of another type. She should have this information later when the person involved in decision making is back from vacation. It will be a checking account with the treasurer’s signature, along with Ms. Scherff’s so they can issue a check for the scholarship. Still in the planning stages but will keep on going and have more information by the next meeting. She asked Coree Brown for her information as to questions and criteria for scholarship. She has the information, just not in final form and did not bring to the meeting. She will get her draft to Ms. Scherff in time to have copies in each Commissioner’s packet by the next meeting.

Item No. 12. Review of Commission Applications (Poldina Scherff)
Ms. Scherff said they have two openings on the Commission currently, and four are up to reapply. Lacey Barry was a one-year term and has reapplied. Coree Brown and Cynthia Fredenberg will also reapply. Laura Wenograd asked about those that have applied, but cannot be a voting member. What exactly would their standing be? Ms. Scherff said it would be like Brian and Taylor, can attend meetings, but non-voting. She clarified that they need to have 10 voting Commissioners. Currently only have eight voting members, so have two spots open. Lisa Maloney has applied and Dave Lang has reapplied. She will also try to bring in two more adult advisors. She asked Brian Fredenberg and Taylor Brinkman if they plan to reapply. They said yes they were and she told them their applications should have been in by today’s date. They will get the applications in immediately. Terms are up on August 31. Maria Segura plans to reapply; however, her job requires her to miss many events at the present time. After some discussion of others who are interested in the Commission, but have not applied as yet, it was decided to set a deadline to receive all applications before the next meeting September 10. May have to do a special meeting to go through the applications and make recommendations to the City Council at their meeting on September 25. Ashley Brown moved that the deadline of receipt of applications be August 24, and that a special meeting be held August 27 at 6:00 p.m. for review of the those applications and recommendations to City Council. Lacey Barry seconded and motion carried.

Item No. 13. Update on Fright Fest (Poldina Scherff)
Poldina reported that this is in the Activities Guide on page 20. The event will be held on October 20, which is a Saturday. They will leave from Brentwood at 10:00 a.m. and return at midnight. She said they need a motion to sponsor the remaining costs of the bus, since the $25 does not pay for the ticket and the bus. There will be two buses, costing $900 each for a total of $1800. Laura Wenograd moved that the Commission sponsor the remaining costs of the buses for the Fright Fest. Lacey Barry seconded the motion, motion carried.

October 5 is the last day to get tickets and there will be no extensions. There will be 47 on each bus, two of which will be chaperones.

Item No. 14. Update of upcoming ski trip (Poldina Scherff).
Poldina said she wants them to start thinking snow and thinking about a ski trip and where they would like to go. She said this year she will not rent equipment since some got lost and each person will have to rent or supply their own equipment. Taylor Brinkman said he likes Dodge Ridge. Ms Scherff suggested doing two separate trips, one for the older kids and one for the younger ones. Discussed time to go, February or March, Spring Break will be last two weeks in March. This will be further discussed at the next regular meeting.

Item No. 15. Discussion of upcoming Homecoming Parade (Poldina Scherff)
Laura Wenograd reported on this. She has an application for the Homecoming Parade that she will fill out and turn in for the Commission. It will be on September 28th, basically the same as the previous year. Ms. Scherff said they might want to think about ordering sweatshirts with their logo for the Homecoming Parade and could also be used for the Christmas Parade. Discussed whether or not they wanted to hand out something like candy at the Homecoming Parade. Discussion of floats, decorations, will think about this and come back to next meeting with ideas.

REQUEST FOR FUTURE AGENDA ITEMS:

Update on California Coastal Delta Clean Up Day
Update on Youth Survey
Report on Pool Party
Update on Skate Park Grand Opening
Update on Scholarship (funds)
Applications for reapplying to Commission/review and report
Update on Homecoming
Update on Ski Trip
Fright Fest/October 20
Calendar Items for next year

Stacie Del Chiaro requested that everyone dress a little special for the next meeting since she has sent out written invitations to all the Principals of all three schools and City Council members as guests to the September meeting. Discussion of bringing food, dessert, or coffee and tea for this meeting. Discussion of whether it should be strictly social or social first and then meeting later. 

Guest in the audience introduced herself. She is from Southern California and has recently moved to Brentwood. She was a former member of the Commission and is interested in becoming a member of this Commission. She will fill out an application.

There was a request to do a meeting with food or go out to eat soon. It was agreed that October would be a good time for this since the next meeting will be more formal with invited guests.

Ms. Scherff then said she would also like a goal setting as part of the next meeting. Asked that they all please invite people to the meetings. 

ADJOURNMENT: Ashley Brown moved to adjourn the meeting at 8:18 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