REGULAR MEETING MINUTES
Monday, April 7, 2003 at 7:00 p.m.
Parks Administration Offices
740 Third Street
Brentwood, CA 94514
CALL TO ORDER: Meeting was called to order at 7:05 p.m. by Vice Chairperson Cynthia Fredenberg.
ROLL CALL: Commissioners present were Chairperson Brea Bryant, Vice Chairperson Cynthia Fredenberg, Taylor Brinkman, Jessica Ordaz, Megan DeGuerre, Darcy Garrity and Crystal Hammers. Commissioners with excused absences were Ashley Brown, Daisy Hurtado and Brian Fredenberg. Also absent at roll call was Adult Advisor Dave Lang. Others present were Poldina Scherff, Recreation Services Manager; Sylvia Elias, Administrative Assistant; Mac Kaiser, Recreational Services Supervisor; Youth Officer Mark Louwerens; and Juan Elias, an observer.
Mr. Kaiser thanked the Youth Commission for volunteering to participate again this year in the 6th Annual “Spring to Life Fun Run”. Mr. Kaiser reported that last year the Youth Commission had 25 volunteers to assist in the Fun Run and that they did an excellent job. The group received over $800 for their participation in the race. This year’s date is Saturday, April 26, 2003, and it is a 5K and 1 mile race. There will be no 10K this year. Mr. Kaiser said the most critical thing for the Youth Commission as recipients of the proceeds again is to do the same as they did last year and definitely have volunteers. There was suggestion that each Commissioner have at least five friends to volunteer to work along with them. They will be working on the course, directing the runners and assisting them through the run. Everyone needs to report at 7:30 a.m. sharp. All Commissioners and volunteers to meet at the front doors and be ready to work. He suggested that they wear their Youth Commissioner sweatshirts as it may be cool that early in the morning. He will have a clipboard with sign-in sheet and want the Commissioners to be responsible to get all volunteers together and check them in. Must have at least 25 volunteers, and he reminded them they must stay in place on the course until run completed. He will also have “Fun Run” t-shirts for them.
Mr. Kaiser said the 5 K starts at 8:30 a.m. and the One Mile starts at 9:30 a.m. 5 K runners should be on and off the course by the time the One Mile starts. Race should be completely over and Commissioners and volunteers done by 11:00 a.m. Volunteers can earn Community Service credits by working at this event. Race will start at the City Hall.
AGENDA REVIEW: No comments.
Youth Officer Mark Lawrence of the Brentwood Police Department arrived at 7:18 p.m.
Since there were some guests each Commissioner introduced themselves. Guest Juan Elias introduced himself and another guest Belinda.
Item No. 1 Approval of the minutes of regular meeting on March 3, 2003.
Commissioner Cynthia Fredenberg moved the approval of the minutes of the March 3, 2003 meeting and Commissioner Crystal Hammers seconded the motion. Motion carried unanimously.
Item No. 2 Approval of minutes of Special Meeting on March 7, 2003.
Commissioner Cynthia Fredenberg moved the approval of the minutes of the March 7, 2003 meeting, Commissioner Megan DeGuerre seconded the motion. Motion carried unanimously.
Poldina Scherff requested moving Item 12 to the top of the agenda of Scheduled Matters so that Sylvia and her family could leave when the presentation was completed. Chairperson Bryant agreed to this change.
Item No. 12 Discussion of final draft of Teen Crisis Referral Card (P. Scherff).
Ms. Elias presented the referral card and also the brochure (with two different samples of brochure). She said the plan is to glue the referral card to the brochure. Each brochure had different pictures on them of the Commissioners. Website was also added on the back of the brochure. She requested that all numbers be called and verified before the brochure is finalized. Ms. Scherff asked the Commissioners to thoroughly go through the brochures and make sure it is just the way they want it and verify numbers, spelling, etc. She asked if anyone would take the card and make the phone calls to make sure all numbers are correct and current. She needs this done the following day. Commissioner Fredenberg volunteered to do this and will call Ms. Scherff with the results. Discussion of newly authorized shelter for Battered Women, it is the Shepherd’s Gate. Ms. Scherff asked that this appear in the minutes as something that should be added in next year’s revision of the card. Discussion of any changes, budget for the brochure and card and also sheet that will go into the planners at the High School and Middle School if approved. Ms. Elias asked the Commissioners for opinions on which brochure sample presented would they prefer. Changes were given to Ms. Elias as to pictures and design.
Ms. Scherff expressed a need to check the websites on the brochure to make sure that they are all active and asked one of the Commissioners to check these out on their computer at home. Commissioner Taylor Brinkman volunteered to do that this evening and give Ms. Scherff his results. He needs only to check and make sure the websites are working.
Ms. Scherff then went through the brochure page by page and asked for any changes the Commissioners might wish to make at this time. Ms. Elias then went through the planner to show this to the Commissioners. This was then discussed and decision as to whether to add pictures, swirl designs or anything to this document. Discussion of final size and also whether this will be accepted in all the schools. Commissioners felt the comment and logo regarding if anyone wishes further information, and give number for Youth Commission should be bolded or made more legible.
Ms. Elias then passed around a copy of the bid she received for the printing and said she is not happy with it and feels it could be more competitive. She will pursue this further and if price is not reduced, then she will check for other bids. Number of brochures, cards and planners that would be needed was discussed and all felt should have about 5,000 of each printed. Ms. Scherff discussed the amount of money in budget and that $9,279 is left and after July 1, 2003 new funds will be available. Ms. Elias will have better and final price by the next meeting.
Ms. Scherff asked for funds to be allocated at this time so that brochures, cards and planners can be done in time to get into schools for walk throughs. Commissioner Megan DeGuerre moved that $5,000 be used for the making of the pamphlet, the planner page and the Teen Crisis card. Commissioner Brinkman seconded the motion, motion carried unanimously.
Ms. Scherff then presented Ms. Elias with a bouquet of roses for all her work on these items. The Commissioners and Ms. Scherff all thanked her and Ms. Elias said that she enjoyed doing the work and would be willing to help with anything else.
Ms. Scherff then suggested going immediately to Item 13 before returning to regularly scheduled items.
Item No. 13 Upcoming dates to get approval of Teen Crisis Referral Card (P. Scherff).
Ms. Scherff said she has contacted the City Council to make sure they are on the agenda to get approval of the documents. They are on the agenda for the April 22, 2003 at 7:00 p.m. She wants all Commissioners to put this on their calendars and make sure they are there and prepared to answer any questions of the Council. She hopes it will be on the Consent Calendar and gain approval quickly. However, she wants all Commissioners to feel comfortable and prepared to respond to questions. She asked them if they would like a meeting prior to the Council meeting to prepare themselves. Commissioner DeGuerre said she felt comfortable in responding to questions. Ms. Scherff said she is on the agenda for Liberty High School on April 23 for the presentation of the planners and brochures. Discussion of other planners put out by the High School and Middle School. Ms. Scherff also said she has talked to the Brentwood Union School District to try to get the Commission on their April 30,2003 Board agenda. She has sent Linda Pearson a copy of the brochure and the card and staff report to City Council that approved the crisis card. Ms. Pearson had suggested putting them in the health classes and felt that might be more appropriate. Ms. Scherff felt there may be some opposition to putting the material in the Middle and Junior High Schools. Youth Officer Louwerens had some comments on the material and questions as to who had been contacted. Commissioners felt all information should be made available to all the students in Middle, Junior and High School. Youth Officer Louwerens said most of this information is given in the DARE Program. Although he said the program is changing and much will be made available at 5th grade level. He suggested trying to get all the information into 6th grade and beyond, but if unsuccessful, then make it available through health classes as a backup plan. Ms. Scherff reminded them to be sure and put City Council meeting on their calendars. Ms. Scherff will call them about the Liberty High School meeting after the April 22nd City Council meeting.
Item No. 3 Update on Cornfest and Commission involvement. (C. Fredenberg/B. Bryant/M. DeGuerre).
Ms. Scherff told them that there is a meeting of the Cornfest committee this Thursday and they should attend. The meeting will be at 6:30 p.m. at the Veterans Hall. She said they need to have a plan to present at this meeting as to what they wish to do for the Cornfest. They have indicated they are tired of the tractor races and the coloring contest and not too sure if they want to do the Children’s Center. They are looking for a volunteer job, something that could be different possibly for this year only. The Commissioners will go to the front of the room and try to get on the schedule early in the meeting. A survey of the Commissioners showed that most will be in town and available for the Cornfest. Since this is one of their fund raisers and money is needed for the scholarship fund, they need to find something they can do at the event. They need to go to the meeting with a plan of what they wish to do. The Cornfest dates are July 11, 12, and 13, 2003. Discussion of whether they will have a teen center, with games or crafts. Commission changes year-to-year so they do not wish to make a long term commitment for the same event every year. They do wish to be a part of the event and are looking for an event to volunteer for and bring ideas back to the next meeting.
Item No. 4 Update on Sierra Ski Trip (T. Brinkman).
Commissioner Brinkman said the trip was as good as the first trip, with the exception of the weather and a poor turnout. The bus was not full. Ms. Scherff said she is considering opening the trips up to everyone, parents citizens, etc. Parents have indicated they would like to go. Commissioner Brinkman suggested the option of letting some just pay for bus and hang out in the lodge while children ski. Then they would not buy lift tickets.
Item No. 5 Update on CPRS Conference. (B. Fredenberg/C. Fredenberg/B. Bryant/F. Hurtado/T. Brinkman/
Commissioners felt it was rather boring and not enough to keep their interest. Not too many Youth Commissions. Subjects such as food and nutrition and letter writing and not subjects they were interested in. Ms. Scherff will look for a better conference for the Commissioners next year.
Item No. 6 Update on volunteers for Spring to Life Fun Run on April 26 (C. Hammers/B. Fredenberg).
Commissioner B. Fredenberg said he is having trouble getting volunteers. Others said the same, although some have 3 or more at this time. It will be difficult getting the 25 needed. Some will ask parents. Chairperson Bryant said most seniors already have their volunteer hours in and are not interested. They are going to call everyone. Ms. Scherff stressed how serious this is that they get the full 25 volunteers. Chairperson Bryant will call everyone and get list together next week, she will call by Thursday.
Item No. 7 Update on volunteers for Lunch with Bunny scheduled for April 12, 2003 (B. Bryant/C. Hammers/
Commissioner DeGuerre said she will not be able to go. Ms. Scherff said there will be only the one lunch at 11:30 a.m. Commissioners will check and make sure they can help. They will need to be there at 11:15 a.m. Commissioners Bryant, C. Fredenberg, and possibly Hammers and Brinkman will help with the event.
Item No. 8 Update on Team Building with San Jose and Livermore Youth Commissions (B. Bryant).
Commissioners want to get together with a person they met from Antioch who expressed her wishes to get together with the Brentwood Youth Commission. Not much activity from San Jose and Livermore. Chairperson Bryant will call the Antioch contact.
Item No. 9 Update on Recruitment of new Commissioners (P. Scherff).
Ms. Scherff said she has no candidates; however she did have applications with her which she passed around to all Commissioners. She hopes they can come back with some of the applications filled out.
Item No. 10 Update on Youth Scholarship (P. Scherff).
She has no update, has heard nothing at this point. She will call again and check with the schools.
Item No. 11 Discussion of possible modifications to Youth Commission Bylaws to possibly include age requirements. (D. Lang).
Since Dave Lang was not present and Ms. Scherff suggested all Commissioners read up on the Bylaws and be prepared to discuss at the next meeting.
Youth Officer Mark Louwerens said that the PAL Program is planning a week-long leadership conference at Big Bear near Los Angeles. PAL would pay for all expenses and would like to invite six people from this area. He suggested some of the Commissioners because they are in a leadership role in the community. He had just gotten this information at a meeting he attended this same day and suggested that the Commissioners keep this in mind. He said it will be geared more for High School age students.
COMMISSIONER COMMENTS: None
REQUEST FOR FUTURE AGENDA ITEMS:
PAL Leadership Conference
Update on Cornfest
Fun Run Follow-up
Antioch Commission Update
New Commissioner Applications
Brochure and Crisis card update/printing
ADJOURNMENT: Chairperson Bryant adjourned the meeting at 8:22 p.m.
Betty Jo Whincup,
City of Brentwood Youth Commission
35 Oak Street
Brentwood, CA 94513
Fax (925) 516-5445