Monday, September 9, 2002 at 7:00 p.m.
City Council Chambers
734 Third Street
Brentwood, CA 94513
CALL TO ORDER: Vice Chairperson Cynthia Fredenberg called the meeting to order at 7:02 p.m.
ROLL CALL: Secretary Brea Bryant called the roll. The following Commissioners were present: Ashley Brown, Taylor Brinkman, Brian Fredenberg, Cynthia Fredenberg, Jessica Ordaz, Megan DeGuerre, Crystal Hammers and Brea Bryant. Absent were Commissioners Daisy Hurtado and Viridiana Ramirez. Also present was Poldina Scherff, Recreation Services Supervisor. Adult Advisors Dave Lang and Maria Segura were absent.
AGENDA REVIEW: No changes or additions.
CITIZEN COMMENTS: None
Item No. 1 Approval of minutes of regular meeting of August 5, 2002.
Commissioner Ashley Brown moved the approval of the minutes of the regular meeting on August 5, 2002. Commissioner Brea Bryant seconded the motion and motion carried unanimously.
Item No. 2 Approval of minutes of special meeting on August 12, 2002
Commissioner Brea Bryant moved the approval of the minutes of the special meeting on August 12, 2002. Commissioner Cynthia Fredenberg seconded the motion and motion carried unanimously.
Item No. 3 Discussion of Teen Reading Program (Leonard Roudman, Brentwood Library).
Mr. Roudman introduced himself as the Branch Manager of the Brentwood Library and discussed the Teen Reading Program which will take place on October 14 through November 23, and stated that this is a county-wide program. He said they have some really neat prizes planned for this program and he would like the input from the Youth Commission as to the type of event they envision for the Brentwood teens at the close of the program. He outlined the basics of the program, which is that the participants have to read 15 hours between October 14 and November 23. Mr. Roudman then explained that what he would like is to enlist the Youth Commission’s help in creating the plan for the Brentwood Library’s program. He cited what other libraries are doing around the county and asked for their input in what would be interesting and attractive to the local teen reading community. Funds would be provided for the activities by Friends of the Library and he has a deadline of next month for some ideas that would be of interest to the local teens. Some ideas that others have suggested are a poetry slam, poetry writing workshop and the desire for something they have designed. Commissioner Brea Bryant suggested a block party. Adult Advisor Dave Lang suggested that the event be planned in December prior to the Christmas break. An all-night party at the library was suggested and Mr. Roudman said this would be feasible, showing videos and games, etc. Holiday themes were also suggested, and Mr. Roudman asked them to consider these ideas and he would be back in October for some more fully thought out events. He was thanked for his attendance by the Vice Chairperson.
Item No. 4 Election of officers (P. Scherff).
Ms. Scherff asked to move this item and go to the Item Number 12 since Sylvia Elias has put together a PowerPoint presentation of the Youth Master Plan and was available to show this at this time in the Parks and Recreation Office.
Item No. 12 Discussion of presentation ideas to City Council for Youth Master Plan (P. Scherff).
Ms. Scherff said the subcommittee consisting of Commissioners Brown, Bryant, C. Fredenberg and B. Fredenberg have done an excellent job of putting together the staff report and Ms. Elias and Ms. Scherff have prepared the PowerPoint presentation for the City Council meeting. At this point the two new Commissioners were introduced, Megan DeGuerre and Crystal Hammers. The other new Commissioner Viridiana Ramirez was absent. Ms. Scherff told the new Commissioners present that on the 24th of September they will be presented to the City Council and that this is a very important date and all must attend. She will be contacting Commissioner Ramirez in the meantime to find out what the status of her service is at this time. They then moved to the Parks and Recreation Office to see the PowerPoint presentation by Ms. Elias. The PowerPoint demonstration consisted of bulleted major areas, beginning with the Mission Statement, Goals of the Youth Commission, the By Laws, Youth Survey of the three schools involved, finally asking that the City Council be a part of the solution to the problems indicated in the survey and also requesting support for the Master Plan. Job resource, teen crisis, need to improve communication between the Police Department and the community. Discussion of deciding who will be speaking and at what times, refining the presentation and the need to prepare themselves to give a good solid presentation. Suggestions for change in some areas by Advisor Lang and input by Ms. Scherff. The Commission then thanked Ms. Elias for the presentation and returned to the Council Chambers.
At this time a discussion was held regarding the discussion of whether or not to have the election of officers or wait until all members were present. Adult Advisor Lang suggested checking the By Laws for protocol. Ms. Scherff researched the By Laws and found the election should be held in May and the term for one year, beginning June 1 and ending May 31. After some further discussion it was moved by Commissioner Brown that the current Board of officers be extended until October when they have all Commissioners present. Commissioner Bryant seconded the motion and motion carried unanimously.
Item No. 5 Discussion of Cornfest Volunteer Appreciation BBQ (P. Scherff).
Ms. Scherff reminded the Commissioners that the Cornfest Volunteer Appreciation night is September 14, this coming Saturday from 3:00 p.m., with dinner at 4:00, photos at 5:00 and presentation of awards at 6:00 and should have a good representation since they do receive a check at that time for their volunteer efforts at the Cornfest. It is especially crucial that they are there for the 6:00 p.m. presentation. She also said it would be very good to wear their Youth Commission shirts for the event. Both Commissioners Fredenberg and Bryant said they would be there. Others will also put it on their calendars.
Item No. 6 Discussion of Liberty High School Homecoming Parade (P. Scherff).
Ms. Scherff asked if the Commissioners would be interested in participating in the parade. Last year there was not too big a representation and wanted to know if they wanted to carry their banner and participate in the parade this year. If so, she would like it to be a commitment by all with a good showing of the Commissioners. She encouraged them to be out there in the public for these events. She will give them the support but urged them to make these commitments on their own. The parade will be October 26th at 6:00 p.m. Adult Advisor Lang will call Mr. Ochletree and find out about having the banner and Commissioners at the entrance to the game. Commissioner Cynthia Fredenberg suggested calling friends to help pass out candy. They would put stickers on the candy that would promote the scholarship and the Commission in general. Commissioner Megan DeGuerre thought it a good idea to use Airheads and put slogan on them. It was decided to have a subcommittee to formulate the plans and put stickers on candy. Commissioner Ashley Brown moved that $500 be allocated for the Homecoming Parade to cover the cost of candy and labels. Commissioner Megan DeGuerre seconded the motion and motion carried unanimously.
Subcommittee would consist of Commissioners Brian Fredenberg, Brea Bryant, Cynthia Fredenberg and Taylor Brinkman. After some further discussion of the number of people available for this event, the motion was revised to hand out the candy at the entrance to the game while displaying banner, rather than marching in the parade. They would then have a slogan for the event and would have this decided by the next meeting on October 14. The motion was made by Commissioner Ashley Brown that the Commission not be involved in the parade, but publicize the Youth Commission after the parade at the entrance to the game, if permission is granted to Adult Advisor Lang, who will speak to Mr. Ochletree regarding this issue. Commissioner Brea Bryant seconded the motion, motion carried.
Item No. 7 Discussion of participation in Hometown Halloween (P. Scherf).
Ms. Scherff asked the group if they would like to do this event again this year, it will take place in down town Brentwood on October 26. Last year the Commission gave out prizes and balloons and candy. The comment was made that they ran out of candy and prizes last year so would have to purchase more if they do the event again this year. Discussion and decision to have a subcommittee for the event to organize what to buy and who would be involved. Since it would be cold they were reminded to wear sweatshirts. Commissioners may wear costumes if they wish. Balloons were very popular and will need more this year. Subcommittee volunteers are Commissioners Bryant, Cynthia Fredenberg, Brian Fredenberg, Ordaz and Brown. Commissioner Ashley Brown moved that the Commission allocate $700 to be spent on materials for the Hometown Halloween Parade and that they set a meeting time to organize the event. Commissioner Cynthia Fredenberg seconded the motion and the motion carried. Meeting date set for October 18 at 3:00 P.M. at Ms. Scherff’s office.
Item No. 8 Discussion of last concert in Summer Nights Under the Stars series (P. Scherff).
Ms. Scherff reported on the reason why they were not able to continue to sell food at the concerts was that they were not complying with health permit codes. So next year she will check this out and make sure everything is up to the health permit codes.
Item No. 9 Update on Youth Commission Team Building trip to Great America (P. Scherff).
Ms. Scherff reported that she has talked to the San Jose Youth Commission and they are interested in meeting with the Brentwood Youth Commission at Great America. Plans were made for the trip. Drivers will be Ms. Scherff and Carrie Pankhurst, who will drive the vans. Adult Advisor Lang will be at UC Berkeley and will meet the group at the picnic area. Commissioner Cynthia Fredenberg will not be able to make the trip. Ms. Scherff asked for firm commitments from the other Commissioners. She asked each Commissioner to contact her when they have their permission slips signed by their parents. She will find out how many of the San Jose Commissioners will attend and set a firm time to meet them at the park. She will purchase the tickets in advance to get a good rate. Commissioner Brea Bryant moved that they allocate $1,000 to cover the expenses of the trip. Commissioner Taylor Brinkman seconded the motion and motion carried unanimously.
Ms Scherff will send out the permission slips to parents. Lunch, as well as the tickets, will be purchased for the Commissioners.
Item No. 10 Discussion of ski trips (P. Scherff).
Ms. Scherff asked them to give ideas of where they would like to go on the ski trip(s), since she would like to put it in the Activities Guide. She would like to see them make two trips this year and they should decide how they want to sponsor or co-sponsor the trips. They could do all the bus costs, or half the bus costs and/or half of the lift ticket costs. She asked them for their decision or ideas. Parents will go with the younger children on the bus and older ones can go without parents on the other bus. Each person responsible for their equipment and all went very well last year. Destinations discussed were Dodge Ridge, Bear Valley or Boreal. Trips are planned for Saturdays and tentative dates set were sometime in February and March 22nd. Ms. Scherff will get school calendar to confirm when school holiday dates might coincide with plans. Preferred destinations were Dodge Ridge and Bear Valley. Discussion of whether to pay for the buses in full or part, decision that buses would cost, about $2,500 for the two needed. Commissioner Ashley Brown moved that the Commission allow $2,500 to pay for the buses for the ski trips. Commissioner Hammers seconded the motion and motion carried unanimously.
Item No. 11 Update on Youth Commission Scholarship (P. Scherff).
Ms. Scherff handed out the rough draft of the scholarship application and asked for discussion and any corrections needed. Adult Advisor Dave Lang said where the form requested a “final transcript” it should read “current transcript” since they would not have graduated from high school and would not have final available. All applicants must be a Brentwood residents since it is the Brentwood Commission offering the scholarship. Ms. Scherff explained the eligibility income chart which is based on the lunch program at the school. Qualifications for the essay should be a 1-2 page, double-spaced and using a 12 point font, preferably a basic times font. Due date discussed and felt they should set a date of accepting applications up to February 28 at 5:00 p.m. Awards will be made to one male and one female. Corrected sentence to read “This award will provide a minimum of $1,000 to a male and female”. Bottom of first page of draft to read “please notify the Youth Commission at Brentwood Parks and Recreation Department (giving street address). Applications should be on white paper with black ink.
The recipients will be notified by mail. On the second page of the draft the name of the counselor was deleted along with the name of the educational institution and planned majors. On the first page of the draft the sentence “worthy and capable senior class graduating students” was revised to read “worthy and capable graduating seniors”. Second page of draft where it reads “In addition to your Essay” . . followed by two lines, this whole paragraph will be deleted. Ms. Scherff will revise the draft and bring it back to the next meeting. Final suggestion “recipients will be notified by letter”.
Item No. 12 Discussion of presentation ideas to City Council for Youth Master Plan (P. Scherff)
Ms. Scherff said they must now arrange for a time when all can be present to go over the Youth Master Plan and the PowerPoint presentation. They need to be confident in their presentation and comfortable in setting. Ms. Scherff explained the setting for the presentation and said they will have system working for the rehearsal and explained the etiquette involved in approaching the City Council. September 16 at 7:00 p.m. was decided as a good time for all to go over the final plans for the presentation. If needed, they will then have time to go over a second time. Ms. Scherff will call them if the Council Chambers are not available and if Council Chambers are not available, Adult Advisor Lang will bring his computer with the PowerPoint program and screen.
CITIZEN COMMENTS: None
Adult Advisor Lang made some comments asking that they work harder this year to accomplish the goals set and act more independently towards these goals. Ms. Scherff commented that she is very excited to finally get to this point where the Commissioners are doing some very important things and all will be there to support them. She feels they are on the right track and at the point where they need to be as a Commission. She said they need to set some goals and work towards them.
REQUEST FOR FUTURE AGENDA ITEMS:
Update on Teen Reading Program
Election of Officers
Update on Homecoming Parade
Update on Hometown Halloween
Review of Team Building trip
Update on Youth Commission Scholarship
ADJOURNMENT: Vice Chairperson Cynthia Fredenberg adjourned the meeting at 8:57 p.m.
Betty Jo Whincup
City of Brentwood Youth Commission
35 Oak Street
Brentwood, CA 94513
Fax (925) 516-5445