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City Administration
May 5, 2004 at 7:00 p.m.
City Council Chambers
734 Third Street
Brentwood, CA 94514

CALL TO ORDER: The meeting was called to order at 7:20 p.m. by Chairperson Brea Bryant. 

ROLL CALL: Commissioners present were Jessica Ordaz, Belinda Ordaz, Brea Bryant, Crystal Hammers, and Taylor Brinkman, and Megan DeGuerre. Commissioners absent were as follows: Nicole Forde, Daisy Hurtado, Andrea Tate, and Cynthia Fredenberg. Tom Burt, Recreation Services Supervisor represented staff. Adult Advisor Kiko Ceja was present. 


AGENDA REVIEW: No additions or changes.

Chairperson Bryant asked citizens present to introduce themselves and tell the Commission why they were present at the meeting. There were four students of the Political Science class from Los Medanos College and they were present to observe how a city commission operated. Commissioners, Staff, and Adult Advisor then also introduced themselves. 

1. Approve recommendation to City Council for new Youth Commissioners and Advisors. (Burt)
Mr. Burt outlined what he felt was the appropriate approach to approve those applicants for the Youth Commission and make the recommendations for their appointments to the Commission by the City Council. They have seven positions to fill out of the ten positions total. Three of them will be filled by current Commissioners, Taylor Brinkman, Cynthia Fredenberg, and Belinda Ordaz. Currently, there are nine applications, therefore more applicants than open positions. Mr. Burt recommended that a subcommittee be formed to interview the applicants next Thursday, May 13 and they would choose seven of the applicants to recommend to be on the Youth Commission. Then after the applicants have been interviewed by the subcommittee, a Special Meeting would have to be called of the Youth Commission for the Subcommittee to present their list to the full Commission for approval and ultimately recommend this list of seven applicants to the City Council for their approval. Applicants for Adult Advisors would also be presented to the City Council at that time. The City Council meeting will be on May 25, 2004, the new applicants then when approved would go before the City Council on June 8, 2004 to be sworn in as new Youth Commissioners. Mr. Burt then referred to By Laws for clarification of these procedures for the Commission. The new Commissioners would then take office and their first meeting would be July 7, 2004. 

There was a discussion of having a mixer or some type of event to greet the new Commissioners and give them an opportunity to meet with the outgoing Commissioners as well as those remaining on the Commission. This would be held between June 8 and the July meeting on July 7. This would be an agenda item for the June regular meeting. Mr. Burt suggested possibly a barbecue at the Aquatic Center, this would have to be decided by the Commission. 

There was considerable discussion of how to deal with this matter since there was no quorum. Mr. Burt described how the subcommittee would work and that it should be formed with the Chairperson, Brea Bryant, Vice Chairperson Cynthia Fredenberg and one other Commissioner to interview the applicants. Kiko Ceja, Adult Advisor would also be invited to participate in the interviews. Mr. Burt also explained that he has received applications for Adult Advisors as well as the nine applications for Youth Commissioners. He feels they should have a very strong Commission next year. This item was then tabled since action could not be taken without a quorum present.

2. Youth Commission Scholarship selection update. (Burt)
Mr. Burt discussed how the presentation of the scholarships would take place on May 11th. Two scholarships will be awarded to Liberty High School students as follows; Bryan Pridmore the boys award and Luiza Lopez the girls award, both scholarships in the amount of $1,000 to be used towards college tuition, books, etc. Procedures of how the scholarships will be presented and how the winners have been notified. Commissioners and Mr. Burt will make the presentations. Adult Advisor Kiko Ceja will also assist in the presentations. Chairperson Bryant and Commissioner Jessica Ordaz will give a brief history of the Commission.

3. Corn Fest Fundraising (Burt).
Mr. Burt said he received a return phone call from the representative of the Chamber of Commerce and was told that there might possibly be one area of fundraising that the Commission could participate in at the Corn Fest. If they wish to do this, it will require a vote by the Commission. He should get the information from the Chamber of Commerce very soon. He said booths for selling items like snow cones, etc. have to be arranged for much earlier in the year, February is when most of the planning for this type of event takes place. The other option the Commission would have is to have a booth in line with the other city booths and departments, this would be a booth where the Youth Commission would man the booth during the Corn Fest, and would be a source of information to the public, handing out materials and sharing the time there with all Commissioners and Adult Advisor and Liaison. This would not be a fund-raiser, but would give the community information on the Youth Commission. This could be decorated as well. They would not be in the booth the full time of the hours of the Corn Fest. 

4. Fun Run Review (Burt).
Commissioner Belinda Ordaz said that she and Chairperson Bryant were there and she brought ten volunteers. Mr. Burt has not heard yet how much they will receive from this event, but should get this information soon from Mr. Kaiser. Commissioner Ordaz recruited from her Leadership Class and they will receive Leadership Activity Points. 

Mr. Burt asked if the Youth Commission should continue to participate in the Fun Run. Commissioner Belinda did not know that they received money for recruiting volunteers for the event. She felt if she had known that she could have gotten more. Amount was discussed, Mr. Burt thought it was $40 per person. Should receive about $480 for the twelve people that were there. Commissioner Belinda Ordaz thought they should continue and Commissioner DeGuerre thought that they should provide a breakfast for the volunteers when the race is finished. Kiko Ceja, Adult Advisor, thought they could count on the eighth grade leadership class and make it a mandatory event they could get at least eighteen volunteers. This is an easy fundraising idea and Mr. Burt said he felt they should go with Mr. Ceja and Commissioner DeGuerre’s ideas and continue the event. 

5. Crisis card update. (Burt). 
Commissioner DeGuerre said that the student planner is usually due mid-April and felt that they could continue to insert the Crisis cards in the planners. She said they would probably have to contact the schools to get permission and the time lines. She asked if they need to change anything on the cards. Mr. Burt said some phone numbers are outdated and will have to be updated. It was suggested to update the card and scan from the original card and give this to the schools. The dates will have to be confirmed. Commissioner DeGuerre thought the person to contact would be Miss Forrest. Commissioner DeGuerre will check this out tomorrow and see who is in charge at the school and if they could still get this submitted this year. She will call Mr. Burt back after she checks this out. 

Commissioner DeGuerre moved that the Commission return to Item one which was tabled earlier in the meeting, Commissioner Jessica Ordaz seconded the motion, motion carried unanimously.

1. Approve recommendation to City Council for new Youth Commissioners and Advisors. (Burt)
Mr. Burt explained to the Commissioners again for the benefit of Commissioner DeGuerre that he was recommending a subcommittee be formed to interview the applicants for the Commission and make those recommendations to the full Commission at a special meeting later. He recommended the Chairperson, Vice Chairperson and one other Commissioner to form this subcommittee and that they meet next week on Thursday, May 13, 2004. As a result of these interviews, the subcommittee would then take their recommendations back to the full Commission at a Special Meeting and the vote for recommending these applicants to the City Council would take place at that meeting. This procedure was outlined earlier in the meeting.
Chairperson Bryant asked if they could have a get-together or party with the new and outgoing Commissioners. Mr. Burt said the would be a good idea and referred to a section in the By Laws for verification of procedures for new Commissioners coming to the Board. The By Laws stated “. .immediate past Chairperson, when available the last Chairperson will remain on the Board in an advisory capacity to the Chairperson and other Board members”. This would be Chairperson Bryant and she would then be “Chairperson at large”. Since she will still be in the area until July, she could then attend an event or work with the new Commission. Mr. Burt will research this to see how this event could be handled. 

Commissioner DeGuerre moved that a Subcommittee be formed to interview and make the selection from applicants for Commissioners and Advisors for the upcoming year, and that the Subcommittee include Commissioners Brinkman, Fredenberg and Bryant. Chairperson Bryant seconded the motion, motion carried unanimously. 

Mr. Burt asked about questions to be asked of the applicants. Commissioner DeGuerre suggested stressing the commitment that is required of the Commissioners on their time. This could also be discussed at the get together with the new and retiring Commissioners. Mr. Burt also mentioned a workshop that he is planning for the new Commissioners. Discussion of questions to be asked of the applicants when being interviewed. There was also a discussion of 
changing the meeting day of the week. 

Some of the students asked how the Commission receives their funds, this was explained that it is through fundraising efforts and funds received from the City of Brentwood. They also asked about age limit (11 to 19) and how long Commissioners can serve, (l, 2 year terms). 


Corn Fest 
Update on Commission Party
City Council Invitation

Chairperson Bryant adjourned the meeting at 8:30 p.m. until Special Meeting Thursday, May 20, at 3:30 p.m. Place to be determined and Commissioners notified by Mr. Burt.

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