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City Administration
November 3, 2004 at 7:00 p.m.
City Council Chambers
734 Third Street
Brentwood, CA 94514

CALL TO ORDER: Commissioner Ashley Clare called the meeting to order at 7:03 p.m.

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

Also present were Adult Advisor Kiko Ceja and Mark Louwerens who represents the Brentwood Police Department. Adult Advisors Victor Silva and Anamarie Torres were absent. Other staff member present was Park and Recreation Services Manager, Poldina Scherff, and Mike Tsutsumi, intern employee.

PRESENTATION:  No presentations.

AGENDA REVIEW:  There were no changes to the Agenda.

CITIZENS COMMENTS:  There were no citizen’s comments.

1. Approve regular meeting minutes of September 1, 2004. (C. Fredenberg)
Commissioner Ashley Clare moved the acceptance of the minutes of the September 1, 2004 meeting. Commissioner Barnesmoore seconded the motion, motion carried unanimously.

2. Approve calendar of regular meeting dates through June 2005. (P. Scherff)
Commissioner Belinda Ordaz moved to accept the calendar of regular meeting dates through June 2005. Motion seconded by Commissioner Luke Barnesmoore, motion carried unanimously.

3. DISCUSSION: Review YDC meeting with PAL Board. (E. Cruz)
Commissioner Cruz was scheduled to report on this meeting, however she was not present. Commissioner Brianna Swisher attended the meeting and she and Officer Louwerens gave a review of the meeting. Officer Louwerens said that Commissioner Swisher and Commissioner Cruz both attended the PAL Board meeting on Monday night previous to the meeting. They discussed the subject of having representatives from the Youth Commission be a part of the YDC and PAL Board and felt that no changes would have to be made, By Laws and activities of both are so similar that they will work together perfectly. It was recommended to have two members from the Youth Commission, one a regular or primary member and another alternate. These should be elected from the membership of the Commission. He did say that the PAL Board was very impressed with Commissioner Cruz. She spoke well and highly of the Youth Commission. However since Commissioner Cruz is a senior this year, she will be moving on at the end of the school year. One of the other requirements is that eight hours of community service are required every month, that doesn’t have to be every month. For example if several hours are put in on one month, such Homecoming, Cornfest, etc. these hours can be credited and averaged over the year. Officer Louwerens said that although only two members would be delegates, other Commissioners would be eligible to attend the meetings, such as the one in Ft. Lauderdale, Florida. Etc. Commissioner Clark asked if they should proceed with the motion to vote for the delegates at this time, or wait until all Commissioners are present. There was a brief discussion on this point as to whether they would move to become a part of the PAL and also a motion for the delegates to the PAL/YDC meetings. Also a discussion as to whether they should vote for younger Commissioners, rather than those who will be leaving the Commission after a year. Officer Louwerens recommended someone who is able to stay on the Board for two years, and then have a one- year rotating position, and that way more can be involved and see what is going on at the meetings. The meetings start at 6:00 p.m. the first Monday of each month and last until 8:00 p.m. Commissioner Clark noted that at the meeting it was suggested that one Commissioner should be older and one younger. 

Officer Lourwerens asked for a show of hands of those who would be interested in attending these meetings. Commissioners Clare, Barnesmoore, Hocking and Swisher indicated they would be. Ms. Scherff mentioned that the primary person knows that they can attend and promote that kind of time to the meetings. The secondary person would then be someone that could be relied upon to attend if the primary has a commitment. The primary person would be responsible for reporting back to the Commission every month. Ms. Scherff then indicated who had expressed interest in attending the meetings in the previous meeting. The purpose of the PAL Board and the commitments required were stated by Officer Louwerens. 

At this time it was decided to hold the election that evening and Ms. Scherff passed out ballots for the Commissioners to vote for this position. The Commissioner with the most votes would have the primary representative position, and the second most votes would be the secondary or alternate position. Votes were to be retained so that if a Commissioner did not choose to serve, the next name on the ballot would take the position. Those not wishing to serve were requested to indicate that by raising their hands. After counting the votes Ms. Scherff announced that Commissioner Elizabeth Cruz would be the primary delegate and Commissioner Swisher would be the secondary delegate. Commissioner Swisher will contact Commissioner Cruz of the election and remind her of the next meeting. Commissioner Swisher moved that the Youth Commission is now in partnership with the YDC and that Commissioners Cruz and Swisher have been chosen to represent the Youth Commission and to attend the PAL Board meetings on the first Monday of each month. Commissioner Cruz is the primary and Commissioner Swisher is the secondary. Motion seconded by Commissioner Brinkman, motion carried unanimously.The next meeting of the PAL Board will be December 6, 2004. 

4. DISCUSSION Review Homecoming & Hometown Halloween. (All Commissioners)
Commissioner Swisher said the float building was an interesting process, they had two float building meetings, and unfortunately at the second meeting they had a trailer and only two Commissioners present. Commissioner Hocking said they started with an idea which didn’t work but eventually with the help of Tom Burt, Recreational Services Supervisor and Anamarie Torres, Adult Supervisor came to their assistance and they ended up with a great float. In retrospect the Commissioners said that the next time they will have to be a lot more organized and have a lot more people assigned to the project. They needed tools and plans and more personnel. Adult Supervisor Kiko Ceja said that it was disappointing that he had to award service points to students who did not do a lot. He said he takes his Leadership class seriously and they did not do a lot to earn them. He hopes that there will be a lot better communication in the future regarding these events. He said they did have a lot of fun and talked to the Leadership class later about the event. 

Commissioners reported that Hometown Halloween was more fun to set up; they had toys and candy on a table. More Commissioners showed up to work on this project. Ms. Scherff commented from staff aspect she hopes all have learned something from this and will use this information in the next event. She was excited that they took on such a huge project, but will need to ask more questions of staff in the planning stage. Commissioners said they did call several times but were not able to talk to anyone. Ms. Scherff suggested in the future do the initial planning in a forum such as the regular meeting. She said otherwise it looked fantastic, good job overall.

5. DISCUSSION Holiday Parade on November 27. (P. Scherff)
Ms. Scherff said that the City of Brentwood, Parks and Recreation Department for the second year will be putting together a float that goes into the Holiday Parade. This year they are inviting all of the Park and Recreation Commissioners, Art Commissioners, Youth Commissioners and everyone that is involved with the department to participate in the float. They will also have the PAL After the Bell people and the PAL Board invited as well. She hopes they can all be a part of it, there will be no work involved for them. They will only be asked to hand out items to the crowd. The date will be November 27, 2004. It is always the Saturday after Thanksgiving, on Oak Street. It will be a farm theme, so jeans and Youth Commission sweatshirts will be appropriate attire. Question was asked about where to meet and Ms. Scherff did not know as yet, but when they are notified of the number they will get that information out to all participants. The parade starts at 2:00 p.m. and may start later as they did the previous year. The parade should be over by 5:00 or 5:30 P.M. Staff will remind them of the time and date and all other particulars.

6. DISCUSSION/ACTION December meeting and holiday party. (All Commissioners)
Since the December regular meeting is a social gathering discussion on when and where they want to meet and what they wish to do. Every year for this meeting the Commission meets at a special place and has dinner with a short informal meeting. Usually gifts are exchanged, and they need to decide how to plan for the exchange. Gifts are usually priced at about $5 or $10. There was a discussion of how to handle the gift exchange. There were various suggestions as to the restaurant in the Brentwood area that would be able to provide a separate meeting area for the Commission. Commissioner Ashley Clare moved that the December meeting be held offsite at the Caps Restaurant on December 1, 2004. The motion was seconded by Commissioner Ordaz, motion carried unanimously. There was then a discussion regarding the way the gift exchange was handled. Commissioner Brinkman moved that at the December meeting they have a “white elephant” steal-a-gift exchange with a $10 limit. Commissioner Mickell Escobar seconded the motion which carried unanimously. 

7. DISCUSSION Update on New Year’s Event (P. Scherff)
Ms. Scherff reported that the New Year’s event put together by Tom Burt and Commissioners and when checking in the community through flyers and calls there was absolutely no interest. So the event is cancelled. In place of that, they are thinking of offering a teen family oriented ski trip.

8. DISCUSSION/ACTION ski/snowboard trips in 2005. (All Commissioners)
The Youth Commission has previously offered a ski trip where the Commission would pay for the bus and the patrons would pick up the cost of the equipment and a small portion of the gas for the bus. It would usually average a cost of about $40 for adults and $20 for youth or less. She said they have been very successful in the past, and have been able to offer a variety of options. This year they are offering a teen bus, which usually is filled, so no adults on the teen bus, there would however be adult supervision on the bus. Then there would be a separate bus that would be more family oriented. Parents could take fifth grade and above on this bus. Parents would chaperone each child, all buses are chaperoned with adult staff. There was some discussion on the trips and which resorts to go to. The resorts planned are Bear Valley and Sierra Tahoe and they have gone to these in the past and they are good for both snowboarding and skiing. Commissioner Brinkman said he has gone to all of these trips in the past, and does not like Bear Valley, but likes Sierra Tahoe and Sugar Bowel. The trips take about three and half to four hours. People have to furnish their own equipment, either rent ahead of time or bring their own equipment. Commissioner Brianna Swisher moved to set aside $1300 per bus to go on ski trips to Sugar Bowel and Sierra Tahoe resorts in February and March of 2005. The motion was seconded by Commissioner Brinkman, and motion carried unanimously. 




There being no further business Commissioner Swisher moved to adjourn the meeting at 7:59 p.m., the motion was seconded by Commissioner Escobar, motion carried unanimously.

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