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Youth Commission Minutes August 2, 2006
Youth Commission Regular Meeting
Wednesday August 2, 2006 at 7:00 p.m.
City Council Chambers
734 Third Street
Brentwood, CA 94513

The meeting was called to order at 7:10 p.m. by Chairperson Belinda Ordaz.

All stood for the Pledge of Allegiance.

The roll was called by Secretary Barnesmoore. Commissioners present at roll call as follows: Chairperson Belinda Ordaz, Matt Strauss, Leah Hocking, Brianna Swisher, Christine Mendez, Stephanie James, Sarah Simmons, and Taylor Brinkman. Commissioner Mickell Escobar was absent and excused. Adult Advisors present were Kiko Ceja, James Martinez and Julie Truesdell. Subcommittee members Chris Walker and Suray Patra were also present. Subcommittee member Rachael Musumeci was not present. Tom Burt, Recreation Supervisor and Officer Mark Louwerens were present as well.

Adult Advisor Kiko Ceja will swear in Stephanie James, Luke Barnesmoore, Sarah Simmons and Christine Mendez as Youth Commissioners. James Martinez and Julie Truesdell will be sworn in as Adult Advisors. Mr. Ceja called the above persons to the front of the dais and they were duly sworn into office.

Belen Sidhu will be at the August 8, City Council Meeting to receive a plaque for her dedication and service as a Youth Commissioner. All other Commissioners are invited and welcome to attend this meeting.

There were no changes to the agenda.

Mr. Burt asked that all of the Commissioners review the list of Commissioners and others associated with the Youth Commission and if there were any changes to be made to let him know at this time or bring these changes to his attention and the Minutes Recorders attention by the end of the meeting. These changes were made to the list.

No citizen comments.

1. Approval of minutes of Regular Meeting on July 5, 2006. (T. Brinkman)
2. Update on Fiscal Status for ‘06/07 budget year. (L. Hocking)
Commissioner Strauss requested pulling Item #2. No other items were pulled from the Consent Calendar. Treasurer Leah Hocking reported that the Commission is starting the new fiscal year with a total budget of $23,539. Commissioner Strauss asked about the budget that was included in the Commissioner’s packets for this meeting. He asked if that was last year’s budget and Mr. Burt affirmed that it was. He explained the reason there was so much left in the budget from the previous year was due to the fact that there was no award from the scholarship fund. Commissioner Strauss asked a few other questions answered by Mr. Burt. Fundraising efforts were also detailed in the budget. There was some further discussion regarding the budget for the upcoming fiscal year. Commissioner Hocking moved to approve the Consent Calendar. Motion seconded by Commissioner Barnesmoore and motion carried unanimously.

3. ACTION ITEM Election of new officers including Secretary and Treasurer. (T. Burt)
Mr. Burt explained the election process and the reason for not having to elect a Chairperson and Vice Chairperson this year. Nominations for Secretary were called open by the Chairperson Ordaz. Commissioner Barnesmoore nominated himself for the position. Commissioner Strauss was then nominated by Commissioner Hocking and Commissioner Strauss nominated Commissioner Simmons. There were no further nominations and therefore nominations were closed. Each nominee gave a short statement on why they would like the position. The vote was then taken and votes counted by Officer Louwerens. Chairperson Ordaz announced the results of the election. Commissioner Matt Strauss was elected the new Secretary for the 2006-2007 year.

Nominations were then opened for Treasurer. Commissioner Simmons nominated Commissioner Barnesmoore for Treasurer. Commissioner James nominated Commissioner Hocking for Treasurer. There being no further nominations, nominations were closed. There were short statements by the nominees as to why they would like to be elected. Votes were taken and tallied by Officer Louwerens. Chairperson Ordaz announced the Treasurer for the following year 2006-2007 will be Commissioner Hocking.

4. ACTION ITEM Review of new city logo and decide on color and purchase of new shirts. (M. Strauss)
Mr. Burt explained the new city logo which was depicted at the top of the agenda. Because of this change all Youth Commission shirts and other materials will now have to be changed and new shirts will be ordered. He explained that money will have to be put aside to order new shirts, sweatshirts, etc. for the Commissioners. He would like these items ordered before the Teen Forum. He asked the Commissioners what they wanted him to order. Commissioner Hocking said that it sounded like a good idea and he should go ahead and order. All agreed and that ordering jackets such as windbreakers along with the polo shirts should be done by Mr. Burt. They also asked for dark colors rather than the white. Navy blue with white stitching was recommended. Commissioner Strauss moved that the Youth Commission set aside $3,000 for the purchase of new Youth Commission apparel with the new city logo on it in different or dark colors. Motion seconded by Commissioner Barnesmoore, motion carried unanimously.

5. ACTION ITEM Discuss level of involvement in the Liberty High School Homecoming Parade in October 2006. (S. James)
Commissioner James discussed the fact that the Youth Commission has been involved in the Liberty High School parade and wondered what the Commissioners would like to do. Last year they rode in convertibles and previous years had made floats. She wondered what the Commissioners wanted to do this year, what their level of involvement should be. Homecoming is October 20, 2006. All of the Commissioners commented that they preferred riding in convertibles over trying to construct floats. Chairperson Ordaz was appointed to be in charge of obtaining three convertibles for them to ride in at the parade. Motion made by Commissioner Brinkman to have Chairperson Ordaz in charge of obtaining three convertibles for the October 20, 2006 Homecoming Parade. Motion seconded by Commissioner Barnesmoore, motion carried unanimously.

6. DISCUSSION ITEM Commissioners will discuss the logistics for the “Get to Know the Youth Advisory Commission” workshop. (L. Hocking)
Commissioner Hocking reminded the Commissioners that the date set for this event is September 6, 2006 and invitations will be sent out from the office on August 15, 2006. $400 has been set aside for refreshments for this event and the Commissioners agreed to have Mr. Burt order these for them. All agreed they were very good last year. The event will start at 6 p.m. and the regular meeting will follow directly after the workshop at 7 p.m. Adult Advisor Kiko Ceja commented on some discussions he has had with Mr. Burt and others regarding the interaction of the Commissioners with the invitees. He suggested having some ideas and questions for discussion with the guests. Officer Louwerens encouraged more mingling and discussions with the Commissioners and officials invited. Suggestions are to discuss some of the Youth Commission’s activities and goals. Nametags were suggested as a conversation starter. Other ideas such as invitations to the Teen Forum when talking to the guests and discussing with principals the ability to release students to participate in the forum. Commissioner Hocking suggested when sending out the invitations having some of the Youth Commissioners sign some of the invitations with a personal note. Mr. Burt thought this a good idea and to possibly have the Vice Chairperson and Chairperson do that this year.

7. ACTION ITEM Commissioners to discuss and decide on topic and format for the Youth Forum in September 2006. (All Adult Advisors and Commissioners)
Mr. Burt said that all arrangements have been made for reserving the facility. The facilitator for the Youth Forum will be Keith Hawkins. All Commissioners were pleased to hear he will be handling this event. Money will have to be set aside to pay for his services. Mr. Burt also explained the logistics of the forum, timing, buses schedules etc. Commissioners will need to be there from 9:00 a.m. to 3:00 p.m. Officer Louwerens will call the principals to make sure that the Commissioners who are high school students will be excused to come directly to the community center, rather than go to school and wait to be excused as they will need to help in setting up for the forum. Other Commissioners will go to their classrooms and be checked in and then walk over to the center, other than Heritage who will be bused.

Adult Advisers talked about how the discussions will be held. Topics to be focused on will be decided between Mr. Burt and Mr. Hawkins. There will be some raffle prizes as incentives and there will be a pizza lunch. They are hoping for about 60 students from each of the schools and they will be chosen by the principals and will be a cross-section of the student body. Contact people at Liberty will be Commissioner Brinkman and Mendez and at Heritage would be Commissioners Swisher and Escobar to coordinate with the principals. Mr. Burt said there will be a packet given to those invited to participate which will include an agenda, release forms and other information. Chairperson Ordaz will be the point person at Heritage to also check on how the enrollments are going with Commissioners Ordaz and Swisher. She will also stay in touch in the same way with Commissioners Brinkman and Mendez at Liberty. Packets will be personalized with names and outline of the forum and the logo which is “Making a Difference Because You Can”. Paperwork will have to be turned in within 3-4 days by those receiving the packets. Commissioners assigned to the two schools will monitor those students returning the signed forms. There were other questions and discussions regarding the forum between the Adult Advisors, Commissioners and Mr. Burt. Motion to set aside $3,000 to cover the costs of the hiring of the facilitator and refreshments, plus any other costs incurred in the Youth Forum by Commissioner Swisher. Motion seconded by Commissioner Barnesmoore, motion carried unanimously. Commissioner Barnesmoore later asked to abstain from voting on this motion.

Adult Advisor Ceja further explained the role of Commissioners as contact persons with the principals at their schools and getting the packets out to the students and getting signed forms returned by the deadline. Chairperson Ordaz will be the contact person for both schools. This activity should all take place during school hours.

Mr. Burt then said that on August 22 the Executive Committee, Chairperson, Vice Chairperson, Treasurer and Secretary will be doing the end of year review for City Council at 7 p.m. at the regular City Council meeting. This should take about twenty minutes at the beginning of the meeting. They will also invite the City Council members to attend the Youth Forum at this meeting. Mr. Burt will need to meet with these members of the Executive Committee to outline what is to be said prior to that meeting. Tentative date of September 14 given, but Mr. Burt asked them to call him regarding this issue.

Commissioner Hocking asked if they should wear their polo shirts at the City Council meeting and if the new ones would be here by that time. Mr. Burt said yes and they should be here by that time. Adult sizes will be ordered, sizes mentioned were 5 small, 2 mediums, 3 large and some extra large.

Youth Forum
Recap Getting to Know Youth Commission
Homecoming Parade
Middle School Events Night

The meeting was adjourned at 8:27 p.m. by Chairperson Ordaz.

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