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City Administration
Wednesday, September 7, 2005 at 7:00 p.m.
City Council Chambers
734 Third Street
Brentwood, Ca. 94513

The meeting was called to order at 7:06 p.m. by Chairperson Taylor Brinkman

The roll was called by Commissioner Luke Barnesmoore. Commissioners present at roll call were Luke Barnesmoore, Taylor Brinkman, Christine Mendez, Leah Hocking, Sarah Simmons, Mickell Escobar and Matt Strauss. Commissioners absent at roll call were Belinda Ordaz, Belen Sidhu and Brianna Swisher. Subcommittee member Chris Welker was also present.

Staff member Tom Burt, Recreational Services Supervisor, and Officer Mark Louwerens of the Brentwood Police Department were present. Adult Advisors Kiko Ceja and Clay McNamara were present. Adult Advisor Anamarie Torres was absent.

No presentations.

There were no changes to the Agenda.


1. Approval of minutes of Regular Meeting on August 3, 2005. (T. Brinkman)
Commissioner Leah Hocking moved the approval of the Regular Meeting minutes of August 3, 2005. Commissioner Mickell Escobar seconded the motion, motion carried unanimously

2. DISCUSSION/ACTION Youth Commission Group Photo. (T. Burt)
All of the Commissioners present retired to the front of the Council Chambers for individual pictures and a group picture of those present.

3. DISCUSSION/ACTION Treasurers Report. (L. Hocking)
Commissioner Hocking reported no changes in the Treasurers report since the previous meeting in August.

4. DISCUSSION/ACTION Fall Social moved to October. (B. Swisher)
Mr. Burt opened this item for discussion since Commissioner Swisher was not present. He said that this meeting was scheduled to be a combined mixer/social event with City Council members, school officials and other dignitaries, and since it will fall during fall school break and many Commissioners; one Adult Advisor and others would not be able to attend, he would like input from the Commissioners. Several Commissioners indicated by a show of hands those that would be able to be present and those who will not be present. Some were not sure if they would be out of town or not. Mr. Burt suggested that the Commissioners consider what they would like to then do about this event. It was decided that it would be better to hold the mixer/social the following month in November. This then would be a good time and most would be able to attend at this time. Commissioner Strauss moved that the mixer/social be moved from the regular October meeting to the November regular meeting, with the social/mixer be held at 6:00 p.m., with the regular meeting following at 7:00 p.m. Motion seconded by Commissioner Simmons, motion carried unanimously.

Commissioner Sidhu arrived at 7:15 p.m.

Mr. Burt also said the regular October meeting will be held at 7:00 p.m. and hoped that there would be quorum of the Commissioners in attendance so that decisions could be made and actions taken on the various matters that will be brought up at this meeting. They will need six Commissioners in attendance to form a quorum.

5. Discussion/Action Supply order for Hometown Halloween. (L. Barnesmoore)
Commissioner Barnesmoore said he would like to see it the same as the previous year. Commissioner Hocking discussed what had been done the previous year. Tables were put out at the location and decorated them with pumpkins, skeletons, stickers, etc. and then candy and necklaces were passed out. Chairperson Brinkman said that they need to decide how much money needs to be set aside. He asked Mr. Burt what amount was spent in 2004. The meeting minutes were checked for this amount. Adult Advisor Ceja asked the Commissioners if they were sure that this was indeed what they wanted to do. He asked if they felt they were visible and promoting themselves well in the community. He asked for comments from those that were in attendance last year. There was discussion of the event and whether or not it was a good event, worth the expenditure and got the message out in the community. Their banners would be up in place at the tables. Commissioners felt it was easy and did attract parents and youth, some much younger than the Commissioners. Suggestions of having their brochures there along with the candy, also maybe balloons with their logo and Commission name on them. No toys, only candy and balloons, plus banners and brochures available at the table.

Some felt that although it did not benefit the Commission, since there would be no fundraising, it put them out into the community and promoted the Commission in that fashion. Most felt they should be visible in this way. Mr. Burt agreed that being present at one of Brentwood’s larger community events would also put the Commission forward not only to the youth, but to the parents. Chairperson Brinkman felt it important to always have a presence in the community for this type of event. The date of the event is October 29. Mr. Burt said the previous year the amount of $500 was set aside for Hometown Halloween. He remembered that this did limit the amount of things he wanted to purchase. He said that if the Commissioners wanted to set aside more this year it would be up to them. After discussion, Commissioner Hocking said that if they are doing balloons they will need to set aside more funds, if only candy, then the amount spent the previous year would be enough. Decision has to be made on what they are setting aside the funds to purchase. Subcommittee member Welker said his mother works for Nestle and he could probably get some free candy donated. Commissioner Hocking also suggested having someone walking around distributing the brochures among the crowd. Several suggestions were given as to what they could do with the booth, such as raising funds for the Katrina hurricane victims. Commissioner Hocking moved to approve the setting aside of $1,000 for the Hometown Halloween event. Commissioner Barnesmoore seconded the motion, motion carried unanimously.

Mr. Burt will keep all of these ideas in mind as he places the order for the candy balloons and makes sure banners will be in place for the event. They will discuss exactly what they want to do in October.

6. DISCUSSION/ACTION Review of Youth Commission By-Laws. (M. Escobar)
Chairperson Brinkman introduced this subject stating that the By-Laws are basically the rule book that the Commissioners go by in conducting their affairs. Mr. Burt said that it had been brought to his attention by Adult Advisor Ceja that some of the by-laws are out of date or need to be changed, since 2000 when they were adopted. He would like suggestions at this time for recommended changes that he will then take back to Ms. Scherff, Recreation Services Manager for decision. Commissioner Strauss said that the time for recruitment on page two, under Applications, possibly need to be updated. Along with this, what time terms started and ended need to be looked at as well. Adult Advisor Ceja said that Heritage High School needs to be added where applications will be available, also under Applications on page two. Chairperson Brinkman said that there will also be a new middle school soon. Mr. Burt said to wait until next year when the school opens to change this portion of the by-laws. Commissioner Strauss said that under Meetings in Article 5, page 3 the April meeting of each year will be for orientation of new members needs to be changed. Mr. Burt will look at this as well. Adult Advisor Ceja said that they also need to look at duties of officers on page three as it pertains to the Secretary, since they have a Minutes Recorder for this purpose, this could be changed to Secretary will be responsible for roll call at the meetings only. Officer Louwerens said possibly it should remain just in case there is a time when the Minutes Recorder is not available. Goals should stay the same all agreed. Mr. Burt brought up the subject of the Adult Advisors and the terms they serve, currently the by-laws state under Membership and Appointment, page 1 that terms are 1 one year term, 1 two year term and 1 three year term. There was some discussion on this and he felt it should be one year terms for all, with a maximum of two years. These people can always re-apply each year if they choose. After further discussion on this subject Commissioners felt all Adult Advisors should be appointed for two years. Subcommittee member Welker questioned the age of Commissioners up to 20 and one-half years. Mr. Burt explained that this was changed for those who may wish to act as past-chairpersons after they graduate, but may still be in the community and want to remain involved as Immediate Past-Chairpersons.

The commitment of Commissioners as designated in page one, Membership and Appointment, was discussed and all felt it should be up to the Commissioners to choose either one or two year commitments and skip the three year term commitment. Chairperson Brinkman said that they can always re-apply for another year. After further discussion Commissioners said they thought maybe just all for one year commitment, Mr. Burt will take this recommendation back to Ms. Scherff. Mr. Burt will also look at Article four, Officers, stating the term of office. Mr. Burt also felt the Standing Committees on page four needs to be revised. He will discuss these two items with Ms. Scherff as well.

The recruitment and interview process currently used was explained. Mr. Burt felt the interview and selection process needs to be added to the by-laws. Mr. Burt will have a report on these proposed changes at the October meeting.

7. DISCUSSION/ACTION youth Commission T-shirt order. (C. Mendez)
Commissioner Mendez asked how they proceed on this. Mr. Burt said to just set the money aside and he will order them. Commissioner Straus moved to set aside $500 for the purpose of ordering T-shirts for the Commissioners. Commissioner Escobar seconded the motion, motion carried unanimously.

8. DISCUSSION Marsh Creek Clean-up. (M. Strauss)
Commissioner Strauss said that this event is Saturday, September 17, from 9:00 to 11:00 a.m. at Creekside Park. Mr. Burt referred the Commissioners to the Activities Guide, page 30, which has an article and picture of last years’ clean-up. Some asked if they could bring friends and they were assured that they could. Lunch will be served after the clean-up to those participating. Mr. Burt asked all Commissioners to meet him at 8:45 a.m. at the park. Commissioners will contact Leadership classes and tell the volunteers that it will count for service hours. Heritage High Schoycm_20050907.cfmol Leadership class will be contacted as well. Mr. Burt said reminder phone calls will be handled by the Park and Recreation office. He also asked for a show of hands for those that definitely will be at Marsh Creek Clean-Up, he had 8 volunteers.

9. DISCUSSION Homecoming. (B. Sidhu)
Commissioner Sidhu said that they will have the convertibles for the parade. Leadership is getting them for them. Homecoming is Friday, September 23. They are to check in with Liberty High School’s Leadership Class at the corner of First and Birch at 5:15 p.m. The parade will begin at 6:00 p.m. Banners will be on the convertibles and all will be wearing their Commission shirts. Discussion of posters, Mr. Burt will decide on this later and call them if he wants them made.

10. DISCUSSION Activities Night. (K. Ceja)
Adult Advisor Ceja discussed the purpose of the Youth Commission and where it is headed at this time. He asked if the Commissioners felt they were following the purpose of the Youth Commission and if not, what they could do throughout the year to provide an experience for the Commissioners to do something hands on, such as an activities night. He then discussed his ideas and vision for type of event. He feels they currently do not interact with the other youth in the community their age. He thought they would start with junior high age first in planning an event, and then brainstorm other ideas for high school later on. He suggested an event between Edna Hill and Bristow. He wants a competitive event that would cause interest and interaction. The event will be lead by the Commissioners. It would consist of teams for different types of competitive games. It should be clear however, that it is sponsored by the Youth Commission.

There was a discussion of how to plan and put on such an event. Also, which types of games to play and how it should be handled? Some didn’t think it should be Bristow pitted against Edna Hill. Commissioner Sidhu said that there are a lot of games that can be found at Barnes and Noble. There was a suggestion to have a band and a dance. Some felt the competition would fuel more interest, especially if prizes are awarded. Whether the event would be in the Community Center or a park was discussed. However, if the event is in November, indoors at the Community Center would probably be the best choice. A subcommittee will be formed to decide on the hours, place, types of games, etc. and it will be brought back to the October meeting for action. It will be on November 18, 2005.

Commissioner Sidhu stressed that she really wants to do something for the Katrina Hurricane victims. She feels strongly that they need to do something to make a difference. The Starbuck Ride was suggested. Having bracelets made to sell was also suggested. These can be bought through the internet. Mr. Burt said that she should call him and they will research the web and bring it back as an action item in October.

Katrina Hurricane benefit
Hometown Halloween
Homecoming Recap
Clean-up Recap
Distribute t shirts
Treasurers Report
Starbucks Ride
Fall Social
By-Laws update
Group picture
Holiday Parade
Activity Event

The meeting was adjourned at 8:20 p.m. by Chairperson Brinkman.

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