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City Administration
CITY OF BRENTWOOD YOUTH COMMISSION
REGULAR MEETING MINUTES
February 4, 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 Chairperson Brea Bryant.

ROLL CALL: Commissioners present at roll call were Jessica Ordaz, Belinda Ordaz, Andrea
Tate, Nicole Forde, Brea Bryant, and Crystal Hammers. Commissioners absent were Daisy Hurtado, Taylor Brinkman, Megan DeGuerre, and Cynthia Fredenberg. Others present at the meeting were Poldina Scherff, Recreation Services Manager; Kiko Ceja, Adult Advisor; and Tom Burt and Mac Kaiser, Recreation Services Supervisors. Commissioner Ernie Rodrigues of the Parks and Recreation Commission was also present. He is the liaison to the Youth Commission from the Parks and Recreation Commission. There were three visitors from the Edna Hill Political Science class and one visitor from Los Medanos College. All were welcomed to the meeting and Commissioner made a few comments congratulating the Commission on the work they are doing in the community.

PRESENTATION:
Mr. Kaiser was introduced by Tom Burt, with a brief background of his position with the Parks and Recreation Department. Mr. Kaiser came to discuss the upcoming 7th Annual Spring to Life Fun Run that will be held Saturday, April 24, 2004. He came to invite the Youth Commission to participate in the event as they have in the past. He discussed the past involvement of the Youth Commission and the fact that this is a method by which the Youth Commission can raise funds for their various activities in the City. He mentioned that several other local groups also volunteer to assist in the Fun Run and those groups receive a percentage of the proceeds. Last year the Youth Commission received approximately $1,000. He stated that in order to participate he will need a commitment from the Commissioners to bring at least 5 volunteers besides themselves to assist in the event. They will need to be able to commit to being at the Community Center ready to work between 7:00 and 7:30 a.m. They would be at several different intersections to direct the traffic and cheer on the runners. In addition to the volunteers there will also be staff people for any questions and assistance. Volunteers need to be prepared to stay on the race course until the race is completed. There will be breakfast provided and tee shirts for all volunteers. They are also invited to stay after the race for the awards presentation if they wish. Questions were asked regarding one intersection that was rather difficult last year due to harassment by vehicle traffic. Mr. Kaiser said there will be police cars covering these specific intersections and also monitoring the event. He stressed the need for this to be a commitment of five people plus each Commissioner. Mr. Kiko Ceja asked about other organizations that might be involved. Mr. Kaiser said at this point the Liberty Education Foundation is handling the registration and the Village Drive Resource Center will also do the start and finish line responsibilities. There is also another group from Krey Elementary that will be participating in the Fun Run. The Fun Run starts and ends at the Community Center. Mr. Kaiser said that they are expecting from 230 to 300 people for the run. A question of time involved was asked and the response was that they should be done and out the door by 10:30 to 11:00 a.m. The race goes rain or shine. Mr. Kaiser was thanked for the presentation by Mr. Burt and the event will be put on the March Regular meeting agenda.

CITIZEN COMMENTS: None.

CONSENT CALENDAR: 
1. Approval of minutes of Regular Meeting on January 7, 2004.
Motion by Commissioner Crystal Hammers to approve the minutes of the regular meeting on January 7, 2004. Commissioner Andrea Tate seconded the motion and motion carried unanimously.

SCHEDULED MATTERS:

2. Bear Valley Ski Trip (T. Burt)
Mr. Burt said that he has researched the availability of the Bear Valley Resort for this trip and then discovered a discrepancy in fees. He found that there were no funds allocated for the ski trip so it cannot be held this year. He will make sure that this is put into the budget for the upcoming year so the event can be held again in 2005. 

3. Discussion of Youth Commission Scholarship (Scherff)
Mr. Burt started the discussion of the Scholarship, reminding them of the discussion in the January meeting of getting the scholarship out to Liberty and try to promote it as much as possible. Chairperson Bryant said she has seen the application and since it is not in the packet with other local scholarship applications, the Commissioners do not have to be present for the actual awards ceremony. Ms. Scherff asked if all agreed to this since that was part of the plan for awarding the scholarship that the Commission would get the acknowledgment from the community and this would be a forum for this recognition to actually make the presentation at the awards ceremony. There was some considerable discussion between Ms. Scherff and Chairperson Bryant and it was decided that there was a misunderstanding and she will get the applications back into the Career Center drawer for local applications. Mr. Ceja, Adult Advisor reminded them of the change on the applications for the qualification of a 3.0, not a 2.5 GPA. 

4. Discussion of the Job Faire schedule for March 20, 2004. (All Commissioners)
Tom Burt, Recreation Supervisor reported on the activities to date and the reports from some of the Commissioners who had contacted vendors for the Job Faire. Chairperson Bryant said she has been experiencing difficulty in contacting the manager or decision maker by calling on them after school on the days she is not working. She has also tried weekends and nothing seems to be working out. She is getting positive comments, but cannot get decision from person in charge. Mr. Burt said they had been getting much the same types of response from other Commissioners. He said there was one good positive response from someone contacted by Commissioner Forde, the person in charge called Mr. Burt and said they would like to do it. He has asked everyone to go back out again this past week and try again. He wants all to keep trying until special meeting later this month. He had a list of confirmed vendors at this point, thirteen in all and will copy this list and hand it out to all of the Commissions. This is a tool to take with them to show to those that they call on showing the credibility of the Job Faire. He gave them some suggestions as to what to say and how to approach the vendors. Mr. Ceja, Adult Advisor said he will also take ten of the potential vendors that the Commissioners have had difficulty in talking to and use his own time to personally contact them. Commissioner Hammers thanked Mr. Ceja for helping them and gave them two names. He got names of vendors from others as well. 

Mr. Burt said with Mr. Ceja taking these vendors and the Commissioners continuing to work on the rest plus what the Commissioners not present may have contacted, they will keep increasing the numbers. He gave a tentative date as the end of February that they will have to have numbers solidified as to who will participate. They will then start the calling and mailing for confirmation of time and date. Discussion of potential vendors, who should be called on for the Job Faire. He also will have another special meeting later this month. At this point Mr. Burt passed out a flyer that he had designed and asked for comments. The flyer was designed with Liberty High School colors. Some Commissioners felt the words “Job Faire” should be in larger print and the $ sign should be in green. Also suggested switching “Job Faire” and “coming soon” around to focus on the Job Faire. Ms. Scherff suggested making date and time bigger, and putting 11:00 to1:00 in between Saturday and Brentwood. At the bottom hosted by Brentwood Youth Commission. All suggestions noted by Mr. Burt and he will redesign the flyer. 

Promotional ideas suggested and who will handle each portion of the promotion. Mr. Ceja said he has talked to a gentleman named Allen Paten, who has his own company. He is a very professional person with a lot of experience in promotion. He would write scripts for dialogue after getting the main goal and their vision. He will shoot a video for approximately $800 to $1,000, and use the Commissioners for the video. Mr. Paten has suggested Comcast, Nickelodeon, MTV and others that he could promote the Job Faire with the video. Need for frequency, etc. need to be discussed and Mr. Ceja suggested inviting him to the next meeting. Mr. Burt said they do have the money in the budget to cover the costs. He wants to have a promotional package, consisting of the flyers, poster sized also, and banners and the television commercial. Time for putting up posters and flyers also discussed. The date of Monday, March 1, 2004 was suggested as date for putting up posters at Liberty. Ms. Scherff said she will make sure the Principal gives them permission to post them at the school. The banner will go on the front of the Community Center. Time to start commercial discussed. Mr. Ceja will invite Mr. Paten to meeting later this month so that costs and times for commercial can be decided. 

Chairperson Bryant moved that the amount of $5,000 be allocated to fund the cost of posters, banners and commercials. Motion seconded by Commissioner Forde, motion passed unanimously.

Scrolling marquee in front of Liberty High School discussed and Commissioner Hammers has discussed this with some of the school authorities and was directed to talk to the school administrator and she has not been able to do this as yet. Ms. Scherff said she will have Mr. Burt contact the Principal and ask about the flyers and the scrolling marquee. Commissioner Hammers said there probably would not be a cost if it was approved. Mr. Burt suggested the Commission reconvene on February 18, in two weeks for an update from the vendors and have presentation of the commercial at that time. Chairperson Brea Bryant moved that the Commission have a Special Meeting on February 18, 2004 at 7:00 p.m. Commissioner Forde seconded the motion and motion carried unanimously.

Commissioner Hammers will check on the scrolling marquee and have an answer for the Commission at the Special Meeting. Mr. Burt will get the posters and flyers ready and get them out to the Commissioners. Commissioner Forde will coordinate the classroom announcements with the assistance of the other Commissioners. She felt the classroom announcements should be done within one week and plan to start them Monday, March 1, 2004. The second week of March 8-12 the announcements will also be run at the school. 

Commissioner Cynthia Fredenberg arrived at 7:55 p.m.

Mr. Burt suggested mentioning the television commercials when calling on the vendors, this will give them free advertising as well when agreeing to be a vendor. Discussion of putting the list of vendors also on the website. Also information on the Job Faire will be on the website. Discussion of making changes to the website after the Job Faire. 

Mr. Burt also asked the Commission to do a presentation and an update to the City Council meeting on March 9, 2004. This will be in the form of a progress report on the Job Faire, and to let the City Council know what is happening and invite the City Council members to the Job Faire. The meeting will start at 7 p.m. and will be at the beginning of the meeting. Chairperson Brea Bryant said she would be unable to make this meeting. 

Mr. Burt told the Commissioners of an event hosted by the California Parks and Recreation Society (CPRS) District IV. This is focused on youth team-related activities and will be in Morgan Hill on Saturday, March 6, 2004 from 9 a.m. until 3 p.m. He read the program and goals of the meeting and asked if the Commissioners would be interested in attending. Deadline for registration is February 25, 2004. Transportation to and from the event and all other costs related to the event will be provided by the Parks and Recreation Department. He felt this would be very beneficial for the Commissioners. Topics of the day long conference were discussed and Commissioners showed some interest in attending. 

Chairperson Bryant then said that before she adjourned the meeting she wished to go back to the scholarship question and discuss it further. She said that the Youth Commission would not actually be choosing who would be awarded the scholarships. This would be done by the committee that awards the local scholarships. Ms. Scherff said that she wanted this to be awarded and chosen by the Youth Commission. After some discussion, Ms. Scherff will talk to the Career Center and research the matter further. 

Mr. Burt then announced that Ms. Scherff has asked him to step up and take over the Youth Commission so he wanted to make sure all the Commissioners have his phone number, email, etc. so they can contact him directly. His office is now located at the Brentwood Education and Technology Center on Sand Creek Road. He had his business cards for all to pick up on their way out of the meeting. 

CITIZENS COMMENTS:
Park and Recreation Commissioner Rodrigues commented on the fact that he had worked with the Livermore Youth Commission for a number of years and is very impressed with the Brentwood Youth Commission. He will try to attend as many meetings in his capacity as liaison as he can. He thanked Ms. Scherff and Mr. Burt for their fine work with the Commission. 

Chris Francis visitor from Los Medanos College suggested that the flyer should make sure that it stated it is a local, Brentwood Job Faire. Mr. Burt said that is a good idea and asked for a decision at this time on how this should be worded on the flyer. The decision was to have in large letters across the top, “Brentwood Job Faire”. The balance of the information as earlier suggested. 

COMMISSIONER COMMENTS:

REQUEST FOR FUTURE AGENDA ITEMS:
Resource Cards update
Update on Job Faire
Fun Run

ADJOURNMENT: The meeting was adjourned at 8:22 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
E-mail dept-parkrec@brentwoodca.gov