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City Administration
September 1, 2004 at 7:00 p.m.
City Council Chambers
734 Third Street
Brentwood, CA 94514

Prior to the regular meeting, a social hour was held with invited guests from the Brentwood Community. Some of those attending were city officials, Police Chief Davies, Liberty High School Principal, Tim Halloran, staff from Parks and Recreation Department, Commissioners from the Park and Recreation Commission, and others.

CALL TO ORDER: The meeting was called to order at 7:03 p.m. by Chairperson Cynthia Fredenberg.

ROLL CALL: Commissioners present at roll call were Luke Barnesmoore, Ashley Clare, Elizabeth Cruz, Mickell Escobar, Cynthia Fredenberg, Christine Mendez, Brianna Swisher and Belinda Ordaz. Commissioners absent at roll call were Taylor Brinkman and Leah Hocking.

Tom Burt, Recreation Services Supervisor represented staff from the Parks and Recreation Department. He is the liaison from the City to the Youth Commission. Adult Advisor Kiko Ceja was present, as well as Mark Louwerens representing the Brentwood Police Department. Adult Advisors Victor Silva and Anamarie Torres were absent. Other staff members present were the Director of Park and Recreation Department, Craig Bronzan, Recreation Services Manager Poldina Scherff, and Commissioners Ernie Rodrigues and Sandra Myers of the Parks and Recreation Commission.

1. Tom Burt read an email he had received regarding the Marsh Creek Clean-up Day. This email and flyer was to encourage the Youth Commission to assist in the Annual Marsh Creek Clean-up Day to be held Saturday the 18th of September. They are requested to be there by 8:00 a.m. to assist in the registration of the volunteers. Lunch will be served and this event will count towards Community Service hours. The actual hours of the clean-up campaign will be from 9:00 a.m. to Noon. Mr. Burt encouraged the Commissioners to be there and felt it would be a lot of fun. He asked for a show of hands of volunteers, Commissioners Cruz, Ashley Clark, Luke Barnesmoore asked questions and six Commissioners in all volunteered. Commissioner Barnesmoore said he will try to bring a group from his Leadership group. 

There were no changes to the Agenda.

Commissioner Ernie Rodrigues who had been the liaison from the Parks and Recreation Commission in the previous year commented and said that he has been very impressed with this Commission and their activities. He had previously been involved with the Youth Commission in Livermore and complimented them and hopes to be more involved with them in the future.

2. Approve Regular Meeting Minutes of July 7, 2004. (T. Burt)
Commissioner Luke Barnesmoore moved the approval of the July 7, 2004 minutes, Commissioner Mickell Escobar seconded the motion, motion carried unanimously.

3. ACTION Approval of funding for Homecoming Float and Hometown Halloween. (T. Burt)
Mr. Burt said that the Commissioners have some very good ideas for the Homecoming float and also have shown a lot of interest in the Hometown Halloween celebration. He said that at this time it is necessary to move forward with the approval of funding for these two events. Later in the agenda they will discuss specific ideas for the events. Commissioner Christine Mendez questioned how many would be participating and actually be able to ride in the float. Mr. Burt recommended that the amount of $500 be set aside for each event and whatever funds are not used will be returned to their account. Commissioner Ashley Clare moved to approve $500 to be spent on supplies for the Homecoming float. Motion seconded by Commissioner Cruz, motion carried unanimously.

The funds for the Hometown Halloween will be basically used for the purchase of candy and other materials to be handed out at the Hometown Halloween. Commissioner Cruz moved to set aside the amount of $500 for the purchase of candy and other items for the Hometown Halloween. Commissioner Belinda Ordaz seconded the motion, motion carried unanimously. 

4. ACTION Approve Commissioners for CAL PAL Youth Directors Council. (M. Louwerens)
Officer Louwerens referred to the previous meeting where he had introduced the CAL PAL YDC (California Police Activities League Youth Directors Council). He was asked to obtain more information and had a copy of the handbook made for Commissioners Cruz and Clare for their information and to compare with the Youth Commission Bylaws. He said that everything that the YDC is about is the same as what the Youth Commission is doing. He compared requirements of both of the groups and found them nearly identical. He said the only other thing is a certain amount of community service involvement, which the Commissioners already do, the requirements for the YDC are 8 hours a month. He then asked if there are any other questions. The eight hours per month community service hours was questioned and Officer Louwerens thought this could be averaged out over a year and the Commissioners will be doing this when meetings and events are included. Mr. Burt concurred. 

Officer Louwerens suggested that a subcommittee be set up and they attend a PAL Board meeting so all concerned could be informed of the obligations and how the Commission and YDC could work together. There was some discussion on the subject and how PAL is planning to get more involved in the high school level as well as all other schools in the community. Question was asked if it would be legally correct to have the Youth Commission and YDC run simultaneously. Officer Louwerens thought this would be by just adding the extra title such as Youth Commission/YDC. He did not feel it would have to be a separate meeting from the regularly scheduled Youth Commission meeting. He and Mr. Burt will work further on this issue. Officer Louwerens said the only other thing required would be a quarterly report for the PALYDC. There will be annual meetings and leadership development conferences as well as national conferences. All expenses to these conferences and meetings would be completely funded by PAL. Officer Louwerens explained some of the issues that will be presented at the “Sacramento Experience” and the Monterey conference. He then said he would like about three or four people that would form a subcommittee to attend the PAL Board meeting in either October or November. The PAL headquarters is in San Leandro so would not be difficult to arrange the meeting. Mr. Burt asked then for a show of hands for Commissioners that would be willing to sit on the PAL Board meeting, (one meeting) to discuss the issue. Questions were asked as to what forms, etc. have to be completed. Other questions were asked and answered regarding number of Commissioners involved. Mr. Burt emphasized that presently they are asking for a one meeting commitment only. Commissioners Barnsmoore, Cruz, Swisher and Fredenberg volunteered for the subcommittee. It was noted that the meeting if held during Spring Break some who volunteered would be unavailable. Then Officer Louwerens said he would try to set the meeting up on November instead of October. Commissioner Escobar had also volunteered. Mr. Burt said all that he really had wanted for the subcommittee was four. It was then decided that the subcommittee would consist of Commissioners Cruz, Fredenberg, Swisher and Ordaz. The meeting will be at 6:00 p.m. on Monday, October 4, 2004 in the Police Administration Building. Commissioner Barnesmoore moved that Commissioners Cruz, Fredenberg, Swisher and Ordaz be appointed to the subcommittee to attend the PAL/YDC Board meeting on Monday, October 4, 2004 at 6:00 p.m. Motion seconded by Commissioner Escobar, motion carried unanimously. 

5. ACTION Performing Arts Subcommittee. (T. Burt)
Mr. Burt said the purpose of this item was to move to put Commissioner Christine Mendez on the Performing Arts Committee of the Brentwood Arts Commission. Commissioner Mickell Escobar moved that Commissioner Christine Mendez be appointed to serve on the Performing Arts Committee of the Arts Commission. Commissioner Clare seconded the motion, motion carried unanimously.

6. DISCUSSION Homecoming float work groups and Hometown Halloween booth volunteers. (T. Burt)
Mr. Burt told the Commissioners that this is the last meeting before they need to start putting the float together, therefore they need to decide if they want to get together to make the float, what the float will be like and what will be needed for materials. Commissioner Ashley Clare suggested a subcommittee to meet and make the decisions on type of float, materials needed, etc. Homecoming is Friday, October 29, with the Halloween event being held the following day on October 30. Adult Advisor Kiko Ceja confirmed that the Hometown Halloween is from 5:00 p.m. to 8:00 p.m. He confirmed that they usually start setting up the booth for Hometown Halloween at 4:00 p.m. Some discussions and questions regarding storage of equipment were held and scheduling of people to work. Some of the Commissioners have other commitments for the Homecoming event, as well as the Halloween event. Commissioner Barnesmoore will talk to his Leadership class regarding help in building the float. Mr. Cejas asked for those Commissioners who could commit to building the float and working on the subcommittee. There was further discussion regarding planning the float and who could or would be available to work on both the subcommittee and actual building of the float. Design needs to be decided upon so supplies could be ordered. Also, mentioned that anyone working on these events will receive community service hours. The time for floats to be lined up for parade was said to be at around 5:00 p.m. or slightly before and the parade is from 5:00 to 8:00 p.m. Those committed to the subcommittee for building the float were Commissioners Barnesmoore, Escobar, Swisher, Ordaz, and Cruz to design the float. Later, Commissioners said if possible, all would be willing to work on the subcommittee except Commissioner Clare. Date for first meeting of subcommittee was set for Thursday, September 9 at 6:00 p.m. They will meet in the Council Chambers if available, if not then in the Administrative office. Lisa Smith will call to remind them of the meeting and tell them where to meet. 

The Youth Commission will probably have a booth this year for the Hometown Halloween. They will need to decide how they wish to decorate the booth. Commissioner Ordaz moved to hold a workshop meeting to plan the Hometown Halloween and Homecoming float, Thursday September 9, 2004 at 6:00 p.m. Commissioner Escobar seconded the motion, motion carried unanimously.

7. DISCUSSION Youth Commission subcommittee for website design. (T. Burt)
Mr. Burt asked for two people from the Commission to meet with him and the webmaster to work on the website for the Youth Commission. He said the website needs to be enhanced, needs to have more information and needs also to be updated from the Job Faire last spring. He would also like new ideas to make it more exciting. This needs to be done during the month of September. Commissioners Cruz and Barnesmoore volunteered to work with Mr. Burt and the webmaster on this project. They set a time of 4:30 p.m. this Friday at Mr. Burt’s office on September 3, 2004. 

8. DISCUSSION Youth Commission New Year’s Event. (T. Burt)
Mr. Ceja, Adult Advisor introduced the idea of a New Year’s event in a safe environment, this could also be a fund-raiser for the Commission. He asked for the Commissioner’s opinion and willingness to be involved and work on the event. Location discussed was the Community Center and possibly expanding to the Blue Room if necessary. Volunteers would get in free, as would the Commissioners, but others would pay so that funds could be raised for the scholarship. He mentioned that in another year there will be two high schools, so we’ll need to raise $4,000 for the scholarship fund. Mr. Ceja felt this could be a number 1 event in providing a safe, alcohol free environment for youth, and would be open for those from 6th to 8th grade. The price of the event and other details are to be decided later. This will come up again at the October meeting. He wanted the Commissioners to consider the ideas they would like to bring forth at that meeting and some further discussion of the event, and the fact that it is already mentioned in the Fall and Winter Activities Guide. The Commissioners were asked to brainstorm ideas and bring them back to the October meeting. 

9. ACTION “A Day in the Park” subcommittee and booth funding. (T. Burt)
Mr. Burt said he does not feel they do need a subcommittee. He will purchase the ice cream for floats, root beer, etc. The event will be held October 9 and 10 at the City Park and needs Youth Commissioners to man the booth. This is another fund-raising opportunity for the Commission. This event is from 10:00 a.m. to 6:00 p.m. making an serving the floats, for the two days of the event. He asked for people to commit to working and he will schedule them for about two hours at a time. They can bring friends to volunteer as well if they wish. Commissioners Barnesmoore, Cruz, Ordaz, Mendez volunteered. Commissioner Escobar said she may also be able to help for part of the time. 

10. ACTION Approval of funding for cost of Youth Commission banner. (T. Burt) 
Mr. Burt said it will cost them approximately $50 - $60 for the banner for the Homecoming float (second side) and he felt they should set aside $100 to pay for this banner. Commissioner Barnesmoore moved that $100 be set aside for the banner for the Homecoming float for the Youth Commission. Motion seconded by Commissioner Cruz, motion carried unanimously.

Mr. Burt said that as long as they know there will be a quorum the meeting will be held at the regular time on October 6. If they are not able to come please call and let him know.



Update New Year’s event
Review float plans for Homecoming/ Hometown Halloween
Review PAL YDC meeting.
Update Day in the Park 
Holiday parade

Chairperson Cynthia Fredenberg adjourned the meeting at 8:21 p.m.

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