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City Administration
November 5, 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 7:08 p.m. by President Brea Bryant.

ROLL CALL: Commissioners present at roll call were Jessica Ordaz, Andrea Tate, Taylor Brinkman, Nicole Forde, Brea Bryant, and Belinda Ordaz. Commissioners absent were Daisy Hurtado, Megan DeGuerre, Crystal Hammers, and Cynthia Fredenberg.

Others present at the meeting were Poldina Scherff, Recreation Services Manager; Kiko Ceja, Adult Advisor; Tom Burt, Recreation Services Supervisor; Craig Bronzan, Director of Parks and Recreation, and Mark Louwerens, Police Department Liaison. There were also three visitors from Los Medanos College and Douglas Hartsough representing the Family Resource Center.



Item No. 1 Approval of minutes of Regular Meeting on October 15, 2003.
Motion by Belinda Ordaz to approve the minutes of the regular meeting on October 15, 2003, seconded by Andrea Tate, motion carried unanimously.

Item No. 2 Review of Job Resource PowerPoint presentation flyer and website (All Commissioners).
Poldina Scherff, Recreation Services Manager requested that this item be moved to the end of the old business after Item 7. All agreed to this.

Item No. 3 Reminder of Chamber of Commerce meeting (P. Scherff).
Ms. Scherff stated that this relates to the PowerPoint presentation that the Commissioners will be doing at the Chamber of Commerce luncheon. The date of the luncheon is Wednesday, November 12, 2003 and will start at 11:45 a.m. She said that this will require her getting permission from their parents and the schools for the Commissioners to attend. She wanted these names as soon as possible so she can contact the principals and parents. The luncheon will be at Caps Restaurant. The presentation will be at the beginning of the luncheon and will last about 15-30 minutes. Ms. Scherff asked for the commitment at this meeting for the presentation. Discussion of taking the time away from school, Commissioners commented that this would only include 4th period and lunch time. Commissioners Andrea Tate, Brea Bryant, Nicole Forde and Belinda Ordaz volunteered to be there. Adult Advisor Ceja said he could probably get away and be there and give rides to the Commissioners if necessary and get them back in time for lunch. He will also call Commissioners Fredenberg and Hammers to see if they can be there. Commissioners will also check with Commissioners DeGuerre and Hurtado to see if they will be able to attend. 

Item No. 4 Report of Liberty High Homecoming Parade (Bryant, Fredenberg, DeGuerre & Ceja).
Commissioner Belinda Ordaz and Adult Advisor Ceja commented on the parade. Commissioner Belinda Ordaz was the only Commissioner present who participated in the parade. Commissioner Ordaz thought it went well. Mr. Ceja said there were three Commissioners that did show up and he did invite some leadership students to help out and be a part of the parade. He said the description of the Youth Commission when in front of the viewing stand was good, except that they said they were five to twelve year olds, instead of grades five through twelve. He wondered if they could purchase another banner for next year so they could have one on each side. Ms. Scherff said they do have another one but it could not be located at the time of the parade. He said they had fun, other Commissioners present at the parade were Commissioners Hammers, Fredenberg, and Belinda Ordaz.

Item No. 5 Report of Hometown Halloween (B. Ordaz/J. Ordaz).
Commissioners both said it was okay, Commissioner Jessica Ordaz said there was a recommendation that the Youth Commission have their own separate booth next year. Ms. Scherff thought this an excellent idea. 

6. Report of Franks with Frankenstein. (Hammers).
Since Commissioner Hammers was not present Tom Burt, Recreational Supervisor reported on this event. He said that Commissioner Hammers was the only Commissioner at the event. It went well and they had approximately 104 children and parents there together. There were also many other volunteers there to assist from Liberty High School who were doing their community service hours. All went very smooth, he said Commissioner Hammers was involved from setting up, serving the food and helping to run some of the games and helping also to clean up after the event was over. He said she had said she had fun and thought it was a success when they discussed it after it was over. He regretted that she was not there this evening to give her comments.

7. Planning of Holiday Parade (Scherff).
Ms. Scherff told the Commissioners that the Parks and Recreation Department is putting together a float for the Holiday Parade. The concept of the float is one of the many services that the department offers. One of the services being the Youth Commission which is part of the department and part of the City. If the Commission is interested you can be a part of the parade, either to walk with them, be in it, show the banner help to hand out candy canes wrapped up with pencils and flyers that explain the entire department and all the services offered. She said the PAL Board and youth will also be involved. This would give the Youth Commission a bigger focus than they normally receive. The parade will be Saturday, November 29, the parade starts at 2:00 PM, and participants will have to be there between 1:00 and 1:45 PM. If interested they could wear their sweatshirts and a Christmas type of hat, etc. They would need to make the decision at this meeting. Chairperson Bryant said she was interested as well as Commissioner Tate. After some discussion the Commissioners said they would talk to other Commissioners not present and see if they would also like to be involved. Mr. Burt commented that there was a meeting regarding this event recently in the department and felt strongly that this event is a good time to show the community exactly what the Parks & Recreation Department does in the community and all of the services offered. He said this is a great opportunity to get information to the public regarding the Youth Commission. Ms. Scherff said she will get the information to the Commissioners as to where to meet for the parade. Chairperson Bryant moved that the Youth Commission be involved in the Holiday Parade on November 29, Commissioner Brinkman seconded the motion, motion carried unanimously. 

2. Review of Job Resource PowerPoint presentation flyer and website. (All Commissioners).
This item had been moved to the last of the Old Business and Ms. Scherff sent around the last revision of the flyer after corrections, she needs all Commissioners to look it over carefully and make sure there are no errors, typos, and that it has all the information they wish. It will go to the printers the next day and so she requested them to make sure it is what they want. Money has already been approved for the printing. There will be 12,500 copies going to every resident who receive a utility billing. 

She then moved onto the presentation, this was put on the overhead for the Commissioners to view and make any further changes which they felt necessary. As the Commissioners viewed the presentation and certain changes were recommended, and parts each would speak to the presentation for the Chamber of Commerce. Commissioners read through the presentation taking the parts they would have for the presentation. Some changes were discussed and made in the presentation. A visitor, Mr. Hartsough suggested that at the end of the presentation the Commissioners turn to the audience and say that “you the local employers are who we need to assist in this endeavor”. He suggested that the Commissioners have something in the Chamber of Commerce member’s packets where they could indicate their willingness to help and give their business name, phone number etc. He felt it was important to have a handout for the people attending the luncheon. 

Ms. Scherff will send each Commissioners a corrected version of the presentation in the mail. She also stated that the website which was shown has been worked on by the webmaster and Ms. Scherff asked the Commissioners for any changes, additions or corrections. The webmaster will be coming to the January meeting of the Commission. She does want to continue working up until this time and would like comments or changes, etc. Chairperson Bryant suggested adding “bios” of each Commissioner along with their pictures. Ms. Scherff said they also need to add how to interview, how to fill out an application, job expectations, work laws or permit, mission statement should be added if not there. Also activities and projects need to be added, Ms. Scherff will get this ready for January meeting. She will rework the Mission Statement. She asked the Commissioners to get on line and work on this document. Colors should be chosen, possibly same as on sweatshirts. She suggested looking at other cities such as San Jose, and give lots of feedback to the webmaster. 

Chairperson Bryant commented on the flyer, she suggested switching the first two benefits, free advertising should go first. All agreed to this change. 

8. Election of new officers (Scherff).
Chairperson Bryant nominated Commissioner Tate as Secretary. Nicole Forde was nominated for Treasurer and Taylor Brinkman for Vice Chairperson. Brea Bryant was nominated to serve a second term as Chairperson. Chairperson Bryant moved that the slate of officers be elected as follows; Commissioner Bryant Chairperson, Commissioner Brinkman Vice Chairperson, Commissioner Forde Treasurer and Commissioner Tate as Secretary. The motion was seconded by Commissioner Brinkman, motion carried unanimously. These positions to be carried out a the next meeting.

9. Discussion of next year’s Youth Commission meeting dates. (Scherff).
Ms. Scherff said that the meeting dates are on the first Wednesday of each month at 7:00 PM. The only changes to this schedule will be October, which will be the second Wednesday instead of the first because of the Spring break. She will make up the calendar and have it ready for the December meeting. 

10. Discussion of December’s Youth Commission meeting (all Commissioners)
After some discussion it was decided that the meeting will be held at the “Pump it Up”. Motion made by Commissioner Tate to hold the December meeting at “Pump it Up”, seconded by Commissioner Brinkman, motion carried. One opposing vote by Commissioner Forde. Discussion of whether to bring gifts to exchange. Discussion of whether it will be a ornament or white elephant type of gift. Motion by Commissioner Tate to limit cost of gift to $10.00, which could be gift or ornament, motion seconded by Commissioner Forde, motion carried unanimously. Commissioner Tate will check on reservations and times for serving food. Motion was made by Chairperson Bryant to change meeting time to 5:30 PM and meet for three hours, motion seconded by Commissioner Tate and carried unanimously. 

The visitor Doug Hartsough introduced himself, he said he is part of the forming Far East County Family Resource and Learning Center. They will be located at 740 First Street, Brentwood, where the old Post Office was located. They are targeting currently youth ages 0-5 but will eventually involving the entire family as a learning and resource center. He wanted to introduce himself as he has an interest in the Youth Commission and what they are doing and has an appreciation of the Commission.

All the new officers were congratulated.

REQUEST FOR FUTURE AGENDA ITEMS: None since it will be the Christmas party.
However at this point, Ms. Scherff said they do need to discuss the scholarship fund soon, since they have approximately $2,000 in the fund. She may ask for money to get advertising going again after the first of the new year. There are pictures of the Commissioners for them to look at if they wish to stay and look at them. 

The meeting was adjourned at 8:25 p.m. by Chairperson Brea Bryant.

Respectfully Submitted,

Betty Jo Whincup
Minutes Recorder
City Administration
City of Brentwood Youth Commission
35 Oak Street
Brentwood, CA 94513
(925) 516-5444
Fax (925) 516-5445