REGULAR MEETING MINUTES
Monday, March 3, 2003 at 7:00 p.m.
City Council Chambers
734 Third Street
Brentwood, CA 94514
CALL TO ORDER: The meeting was called to order at 7:10 p.m. by Chairperson Brea Bryant.
ROLL CALL: Commissioners present were Chairperson Brea Bryant, Crystal Hammers, Taylor Brinkman, Brian Fredenberg, Jessica Ordaz, Ashley Brown, Megan DeGuerre and Daisy Hurtado. Commissioners absent were Cynthia Fredenberg and Darcy Garrity. Roll was called by Secretary Crystal Hammers. Others present were Poldina Scherff, Recreation Services Manager; Dave Lang, Adult Supervisor; Carrie Pankhust, Recreation Coordinator; and Rob Shatting, Recreation Coordinator. Also present was Sgt. Mark Lawrence of the Brentwood Police Department, liaison to the Youth Commission.
PRESENTATION: Teresa Hein regarding Cornfest Children’s Area.
Teresa Hein introduced herself and stated that she is the Chairperson for the Children’s Area at the Cornfest. She has served in this capacity for the past four years and was at the meeting to invite the Youth Commission to partner with her this year at the Cornfest to operate the Children’s Area. She had been informed that for the past several years the Youth Commission had operated the Tractor Race contest. She wondered if they might be interested in working with her this year in the Children’s area instead of the contests. This would be another opportunity to earn money from the event. She has done all of the planning for getting the area set up for the event which will be held July 11, 12, and 13. She needs volunteers in the craft area as she will not be able to be here after Friday the 11th. She will be able to set the area up on Friday and give them the guidance needed to continue operating the craft area on Saturday and Sunday. She is looking for a commitment from the Youth Commission to manage the Children’s Craft Area and she would want them to work with her in the planning in advance of the event. Since she does not plan to run the event next year, if the Commission wishes to take over the event, she would assist as an advisor but the Commission would handle the management. The Children’s Craft Area offers opportunities for children 2-12 to come in and make crafts. All materials are supplied by her so there is no cost for the children to come in to make any of the crafts. In order to be in the room the children have to be accompanied by a parent, and adults cannot come in unless they are with a child. These guidelines were set up five years ago and the Cornfest Committee would like to see them continued. She did have several of the Youth Commissioners among the volunteers last year and she was able to offer the volunteer hours needed by the seniors. She would like to extend that offer again this year, whether the Youth Commission was involved or not.
Chairperson Bryant wondered if this would complete the entire 20 hours of community service for high school seniors. Ms. Hein said she actually had three volunteers last year who volunteered initially only 6 hours the entire weekend and ended up staying and earned their full 20 hours. The Children’s Craft Area is open 3 hours on Friday night, 8 hours on Saturday and an additional 6 hours on Sunday. That is 17 hours; however with the time commitment in coming in and helping to set up on Friday morning that is an additional 3 hours, so someone could get their 20 hours. Adult Supervisor Dave Lang asked about the time period, and Ms. Hein responded that on Friday night the Cornfest is open from 5 to 10 p.m., Children’s Craft Area is open from 5 to
8 p.m., Saturday the Children’s Craft Area is open from 10 a.m. to 6 p.m. and Sunday the area is open 11 a.m. to 5 p.m. The area then has to be completely cleaned out by 6:00 p.m. Chairperson Bryant asked what crafts are offered. Ms. Hein said she has ordered kits which include 16 different types of crafts, such as magic wands, crowns, jewelry, visors and all types of glitter, etc. that can be attached. They can carry crafts from table to table and add more items to their work. Children can do as many as they want and stay as long as they want, some come back each day. Commissioner Brown asked if they would be in charge of getting all of the volunteers. The Youth Commission would be responsible for seeing that volunteers sign in and out if they were partnering with her for the weekend. She would make sure of the volunteers ahead of time and make sure they have their passes, tee shirts and have the schedules arranged. Commissioner Brown then asked if the Commission would then be in charge of supervising the volunteers, replenishing the supplies. Ms. Hein said the volunteers would be in charge of replenishing the supplies. Face painting may also be involved. Supervisors are to make sure order is maintained, if items fall on the floor that they are cleaned up and that supplies are carried out to the area. Commissioners then asked what the number of volunteers she normally has and Ms. Hein said usually 35-40 volunteers scattered for the whole weekend. Commissioner Hammers asked for each section how many would be needed. She said this varies with staggered shifts and some return to work extra shifts.
Ms. Hein also suggested a teen area which she has been requested to set up for teen crafts. This idea was requested by teens at last year’s Cornfest and the Cornfest Committee has said they would entertain the idea and would budget for this. She said if the Youth Commission was not interested in the Children’s Craft area, she would suggest they explore the idea of a teen craft area and she would give them the ideas that the teens had suggested. She would make the craft books available that she has ordered. A space has not as yet been designated for this project. Supervisor Lang asked if she has the project all laid out in a workbook or duty planner. She responded that she has instructions that she has gone by in the past five years and would make them available. Cornfest does need to have a commitment if they plan to do either of these events. Ms. Hein was asked for a phone number for volunteers and she gave her home phone of 240-8045 and work phone number of 753-5415. There is voice mail on both numbers.
AGENDA REVIEW: No changes or additions.
Item No. 1 Approval of the minutes of regular meeting on February 3, 2003.
Commissioner Brian Fredenberg moved the approval of the minutes of the February 3, 2003 meeting and Commissioner Ashley Brown seconded the motion. Motion carried unanimously.
Item No. 2. Discussion of participation in Cornfest Children’s Area and appointment of a subcommittee or liaison for the Cornfest (P. Scherff).
Ms. Scherff asked the Commission if they were interested in the presentation for the Children’s Craft Area. She didn’t think they wanted to do the tractor races again this year. Discussion of the teen area as opposed to the children’s area. Supervisor Lang suggested that it might be a good idea to only take one for this year, provide the supervision and guarantee clean up at the end of the day, but not take it on for more than a year-by-year basis. Ms. Scherff suggested they select representatives go to the Cornfest meetings and try to find out what the proceeds would be for the Commission. Most would like to know more about the event and their commitment. Some of the Commissioners wanted to know for their volunteer hours who would sign off on that and Adult Advisor Lang said either he or Ms. Scherff could do that. Chairperson Bryant volunteered to go to the next Cornfest meeting. Ms. Scherff will get the information, dates and times. All meetings are at the Vets Hall and she will inform the Commissioners who wish to represent the Commission. Commissioner Ashley Brown moved that a subcommittee consisting of Commissioners Cynthia Fredenberg, Brea Bryant and Megan DeGuerre serve on this committee. They will attend the meetings of the Cornfest and report back to the Commission. Motion seconded by Chairperson Bryant and motion carried unanimously.
Item No. 3 Update on ski trips (T. Brinkman).
Commissioner Brinkman said the ski trip went well. The bus was quite full and the weather was nice. Ms. Scherff reported that the VCR didn’t work. Carrie Pankhurst, Recreation Coordinator is working on getting a better bus for the second trip. She also passed out a flyer on the next ski trip, although they only have 25 signed up for the trip, they are still going. They would like more and asked the Commissioners to pass the flyers out at school to see if they could get some more signed up. She would like the bus to be full and to see more Commissioners on the bus. Commissioner Brown suggested pushing the trip at Bristow and Edna Hill, since most of her friends go to Kirkwood.
Item No. 4 Update on CPRS Conference and collection of permission slips (P. Scherff).
Ms. Scherff collected the permission slips from all Commissioners attending the conference. Commissioner Brinkman’s father will go as a chaperone and will bring his permission slip with him. Ms. Scherff told them they will be staying at the Crowne Plaza which is across the street from the convention center. Mr. Ken DeSilva will be driving the van taking the Commissioners to the conference. She asked them to all meet at the City Hall parking lot at 6:45 a.m. and the bus will leave at 7:00 a.m. Chaperone’s going will include Kathy Fredenberg (Cynthia and Brian’s mother) and Dan Brinkman (Taylor’s father). They can bring donuts or snacks to eat on the bus. The boys will have their own suite and the girls will have adjoining rooms in another area. She went over the schedule again and their first event is scheduled for 10:45 a.m. They will not be back until 11 p.m. or later on Saturday since Mr. DeSilva has a banquet he has to attend prior to leaving for Brentwood. Friday night will be a free night and some event will be planned. Ms. Scherff told them they are all registered and meals have been paid in advance. Ms. Scherff will send out another letter with all of the details prior to the conference.
Item No. 5 Discussion of meeting with Liberty Union High School District on February 26, 2003.
Since Commissioner Cynthia Fredenberg was not present, Commissioner Brown reported and she thought the presentation went very well. Adult Advisor Lang said that the Commissioners did an excellent job of answering questions from Liberty High School. They got the information they wanted and now they want to see a rough draft of the cards. Mr. Lang felt the Liberty High School people were not clear on where the cards would be placed. They have discussed putting them in their planners. Commissioners will bring a sample of the planners at the next meeting. Mr. Lang also mentioned having them at the walk throughs, possibly a wallet sized card along with the one for the planner. Commissioners Fredenberg and Brinkman said the planners are also given out at Edna Hill and Bristow, usually right after the walk through. They will bring a sample for the next meeting also. Ms. Scherff said her next step will be to go to the Brentwood School District and ask for a presentation.
Item No. 6 Discussion of Spring to Life Fun Run in April (P. Scherff/C. Hammers/B. Fredenberg/
C. Fredenberg/T. Brinkman).
Their biggest comment was that volunteers are hard to get. The Fun Run will start at the city parking lot. Commissioners are asked to be there early about 7:30 a.m. and station themselves along the route to show directions and cheer on the runners. Each Commissioner is encouraged to get 5 volunteers. They will receive money from the event for their fundraising. They should be done about 10 a.m. More details on times, etc. at the April meeting.
Item No. 7 Discussion and request for volunteers for Lunch with Bunny scheduled for April 12, 2003 (P. Scherff).
Ms. Scherff asked for volunteers. Chairperson Bryant volunteered and said she would be the bunny if needed. There are two lunches, one at 11:30 a.m. and one at 1:30 p.m. Volunteers are Commissioners Bryant, Crystal Hammers and Ashley Brown. Rob Shatting, Recreation Coordinator gave more details of the bunny suit and said each volunteer stays in the suit about 45 minutes.
Item No. 8 Update on Team Building with San Jose and Livermore Youth Commissions (P. Scherff).
Ms. Scherff reported that Livermore and San Jose’s Commissions have been contacted through the letter written them by Chairperson Bryant. They have responded that they would like to meet with the Brentwood Commission. The Livermore Commission will be meeting soon so they should hear from them also. The San Jose Commission would like to have the Brentwood Commission come to them, since they currently have no funds to travel. Adult Advisor Lang said the Livermore Commission meets on the third Monday of each month and he will be attending the meeting so he will have information for this Commission at their next meeting. They may also see some of the other Commissioners at the San Jose conference.
Item No. 9 Discussion on recruitment of new commissioners (P. Scherff).
Ms. Scherff said that she would like to get replacements of outgoing Commissioners before May. Terms end in August but would like to have new Commissioners to meet with them by May and be installed in August. Those whose terms are ending are Taylor Brinkman, Ashley Brown, Brian Fredenberg, Cynthia Fredenberg, Darcy Garrity, Daisy Hurtado and Jessica Ordaz. Ms. Scherff asked if anyone is signing up for another term. Some thought they would and Ms. Scherff said that she will bring applications to the next meeting for them to reapply. She will hope to have the applications back in May. She asked the Commissioners to talk to people that may be interested in applying. Commissioner DeGuerre said she has talked to some people that are interested.
Item No. 10 Update on Youth Scholarship and possibility of extending deadline for applications (P. Scherff).
Chairperson Bryant said that she has talked to Miss Foster and she said the scholarship had been put up the beginning of February. She had added to the list of scholarships and there were flyers on all scholarships. Commissioner Brinkman reported that his mother’s friend works at the Career Center with Miss Foster. She said that all of the applications are gathered for the local scholarships and they are all put on a spreadsheet and submitted. In this way every applicant for the local scholarships are submitted to the scholarship committee. They then pick out the criteria and it will be forwarded to the Commission for them to choose who receives the scholarship. They serve as a clearing house for all of the scholarships and using the criteria set forth by each scholarship. They should come back in mid April and could be judged at the May meeting. At least two of the Commissioners will present the scholarships to the winners.
Item No. 11 Discussion on possible modifications to Youth Commission Bylaws to possibly include age requirements (D. Lang).
Mr. Lang said they lose many of the Commissioners when they finish their senior year and graduate because of the 18-year old limit to be a Commissioner. He feels there are two things wrong with that: one, they lose people who may stay in the area who don’t go out of the area for school and second, they could be getting people from Los Medanos and some of the local colleges where there are still youth in the 18 to 20 and half or 21 year old range. He would like to propose a change in the Bylaws so that at age 18 a Commissioner could become an Adult Advisor. The person at 18 does not have life experience to become an Advisor, they are still a peer. Mr. Lang would like to see the age limits to be at 20-1/2 years of age. So, a person could be a Youth Commissioner and a voting member up until their 21st birthday. At this point they could either apply as an Adult Advisor or just resign. He feels currently they lose a lot of talent when Commissioners become 18 under the present Bylaws. This would apply only to those still living in Brentwood. There was some discussion on this matter. Mr. Lang gave as an example on the Livermore Youth Commission the Chairperson is 20 years of age and attending a local college. Ms. Scherff said it is not in the Bylaws so rather than change age limits, they could be amended. Commissioner Hammers moved to bring back the Bylaws and amend them. Chairperson Bryant seconded the motion and motion carried unanimously.
At this point Ms. Scherff introduced Mark Lawrence who is the police liaison from the City of Brentwood to the Youth Commission. He has been appointed to a new Youth Officer position that has been created in the City of Brentwood and appointed by the Chief. This position was a result of the survey the Youth Commission recently completed regarding problems with the Police Department. He will be working with DARE and PAL and the Youth Commission. He will be available for any questions or problems they might have. His main job is to work with the youth of community and will be at all of the meetings from now on. He gave some background on his work with the police department and what he hopes to do with the Youth Commission.
Item No. 12 Update from Commissioners on their individual topics that were assigned for the Teen Crisis Referral Card (P. Scherff).
Ms. Scherff presented the assignments as they had been given out at the last meeting. Some Commissioners had thought they had a different assignment. Chairperson Bryant thought she had incest and date or consensual rape and depression. Commissioner Ordaz did not have time to get her assignments done. Chairperson Bryant did date or consensual rape and depression. Commissioner B. Fredenberg did suicide and he also did rape and incest. Mr. Lang then responded that those completed are as follows: incest, rape, date or consensual rape, suicide, aids and HIV, counseling and grief, clinics and vaccinations. Substance abuse has also been done; however, numbers are at home and he will bring them in later. Police dispatch left and Commissioner Hurtado will do this subject this week. Phone numbers of 778-2441 and 646-2441 for Sheriff were given by Officer Lawrence. Ms. Sherff wants to have further information such as Officer Lawrence’s phone number and the SRO’s phone number. Commissioner Hurtado will go to the police department and get further information. Ms. Scherff asked that all the information be turned into her and she will put this on a spreadsheet combined with other information she has. If she feels she is missing anything then she will ask the Commissioners to go out again for further information and details. Deadlines were discussed and Mr. Lang felt it should be all into the office by the end of this month. Further discussion on information and some phone numbers serving the entire County. Former deadlines will not be adequate so a special meeting was proposed later this month. Adult Advisor Lang also asked to have the Commissioners check on the dates the deadlines for the printing of the planners are and when they are sent to print. This will help in establishing deadlines. Ms. Scherff asked that all who did not bring information to this meeting be sure and have it to her by Friday of this week which is March 7, 2003. If other information is discovered between now and Friday they will bring it to Ms. Scherff at her office.
Commissioner Ashley Brown moved that they hold a special meeting at 4:00 p.m. on Friday, March 14th to discuss the referral card. Motion seconded by Commissioner Crystal Hammers and motion carried unanimously.
Ms. Scherff also wanted to inform them that the Contra Costa Countywide Youth Commission (CYC) is soliciting for applicants for several vacancies. The CYC is an advisory body to the Contra Costa County Board of Supervisors. They are a 25 member body of youth who either live or attend school in the county with five adult volunteers. She passed out a flyer on the CYC so if anyone is interested they should have their applications in by March 31st. She also suggested inviting the CYC members to attend one of the Brentwood Youth Commission meetings. It would be nice to share goals with them.
CITIZENS COMMENTS: None
COMMISSIONER COMMENTS: None
REQUEST FOR FUTURE AGENDA ITEMS:
Referral Cards discussion
Cornfest Children’s Craft Center
Review of San Jose Conference
Fun Run Update
ADJOURNMENT: Chairperson Bryant adjourned the meeting at 8:38 p.m.
Betty Jo Whincup,
City of Brentwood Youth Commission
35 Oak Street
Brentwood, CA 94513
Fax (925) 516-5445