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Youth Commission Minutes - January 16, 2008
REGULAR MEETING
Wednesday, January 16, 2008 at 7:00 p.m.
Brentwood Community Center – Blue Room
730 Third Street
Brentwood, CA 94513

CALL TO ORDER
The meeting was called to order at 7:05 p.m.

ROLL CALL
Commissioners Nick Castle, Christine Mendez, Matthew Strauss, Belinda Ordaz, Leah Hocking, Sarah Simmons, Chris Walker, Lauren Conder, C.C. Ahluwalia, and Mickell Escobar were present. Adult Advisors Dave Castle and Julie Truesdell were present. Adult Advisor James Martinez was absent. Police Liaison Matt Bell was present. City Staff Liaison Barbie Gary was present.

PRESENTATION(S)
None

ANNOUNCEMENT(S)
None

AGENDA REVIEW
There were no changes to the agenda.

CITIZEN COMMENTS
None

CONSENT CALENDAR
Commissioner Strauss pulled Consent Item #5: Approve Youth Commission Scholarship and set a budget of no more than $3,000.00. It was explained that the Youth Commission is providing more scholarships this year, at a lower amount per scholarship, as Heritage High School has approached the Youth Commission and asked for scholarships. There will be four scholarships offered this year instead of two scholarships as in past years.

City Staff Liaison Gary commented on Consent Item #4: Accept monthly status report with respects to the Ski and Snowboard trips. The 2008 Ski and Snowboard trips have been cancelled due to issues with contract requirements not being fulfilled with sufficient time for registrations.

As a result, Staff Liaison Gary noted that Consent Item #3: Approve amended budget not to exceed $6,100.00 for the 2008 Ski and Snowboard trips sponsored by the Youth Commission, no longer needs approval.

Commissioner Condor made a motion to approve the consent calendar and accept the changes to Consent Items #3 and #4 addressed by Staff Liaison Gary. Commissioner Walker seconds. All were in favor.

SCHEDULED MATTERS
• ACTION ITEM Approve Youth Commission participation in the Battle of the Bands fundraiser on April 18, 2008 and approve a budget not to exceed $500.00 for event supplies. (J. Dwyer)
Recreation Coordinator Jaclyn Dwyer advised that April 18, 2008 is available at the Brentwood Community Center. The estimated cost to attend the event is $10.00 per person. However, a complete event budget will need to be prepared if the Youth Commission decides to host the event. The funds raised this year would not be shared with PAL as in past years. This would be a Youth Commission event and thus requires initial support of $500.00 to purchase event supplies. All proceeds will benefit the Youth Commission scholarship fund.

The event will be limited to six bands. Bands that wish to be considered must submit an application with a non-refundable application fee and a sample of their music and lyrics. The band that receives the most votes at the event will be asked to play at the Concerts in the Park series this summer.

Commissioner Walker inquired if the event can be held outdoors. Recreation Coordinator Dwyer advised that an outdoor event is not practical due to weather; labor intensive stage set-up and crowd control challenges.

City Staff Liaison Gary advised of a correction to the staff report. The fiscal impact for this event will be the Special Supplies Account.

Commissioner Strauss made a motion for the Youth Commission to sponsor the Battle of the Bands event and approve a budget of no more than $500.00 for event supplies. Commissioner Mendez seconds. All were in favor.

ACTION ITEM Approve the Youth Commission subcommittee’s recommendations regarding ideas and events to increase middle school student involvement with the Youth Commission. (N. Castle)
Commissioner Castle advised the subcommittee recommends visiting leadership classes in February as well as prepare a brochure describing the Youth Commission mission and activities.

Commissioners volunteered to attend leadership classes at Edna Hill Middle School, Doug Adams Middle School and Bristow Middle School. City Staff Liaison Gary will contact leadership instructors and facilitate the commissioner visits.

Commissioner Hocking made a motion to approve the subcommittee recommendations to visit the leadership classes. Commissioner Escobar seconds. All were in favor.

• ACTION ITEM Report from the Youth Commission Master Plan Subcommittee regarding the status of the youth survey and approve a budget not to exceed $2,500.00. (D. Castle)
Adult Advisor Castle advised that the subcommittee met on January 14, 2008 to discuss the survey and its goals. The subcommittee recommends meeting with a consultant to assist with survey preparation.

City Staff Liaison Gary has been asked to have the Youth Commission hold-off from meeting with a consultant at this time. However, she encourages the subcommittee to continue to meet and refine the survey on its own. The Youth Commission is not required to complete this task this year.

Commissioner Strauss made a motion to withhold any action with respects to meeting with a consultant. Commissioner Walker seconds. All were in favor.

• ACTION ITEM Determine date, time, location, and event details of the Middle School Movie Night and approve a budget of no more than $400.00 for the event. (B. Ordaz)
Commissioner Ordaz advised the Middle School Activity Night subcommittee recommends showing “School of Rock” as the feature presentation. The movie is on a list of best leadership movies. It’s rated PG-13.

City Staff Liaison Gary contacted Swank Motion Pictures and inquired about the requirements to legally rent the movie for a public viewing. Swank must be notified of show date and estimated attendance in order for a one-day license to be approved. There cannot be a fee for admission. However, charging for concessions and advertising the event is acceptable. City Staff Liaison Gary will contact Swank for the price to rent the selected movie. The budget amount was based on another movie title and may need to be revised once the actual price is determined for “School of Rock”.

City Staff Liaison Gary asked for detailed information prior to the next Youth Commission meeting regarding cost and availability of the various locations to host the event.

Commissioner Ordaz made a motion to approve a budget not to exceed $400.00 for the Middle School Movie Night with date, time and location to be determined. Commissioner Strauss seconds. All were in favor.

• DISCUSSION ITEM Discuss viability of offering a Youth Job Fair in 2008.
(L. Hocking)
Commissioner Hocking advised the Youth Commission has hosted Job Fairs over the past several years. There has been varying success with the event. Last year, there appeared to be a lack of interest from students and businesses. Corporations typically haven’t attended as they host their own job fairs and some will not hire youth under 18 years old. Commissioners personally invited businesses in Slatten Ranch and Garin Ranch and were told they would not attend or were not hiring.

Commissioners felt that a hosting another Youth Job Fair, and its related activities, was not a priority for the Youth Commission at this time.

• DISCUSSION ITEM Review protocol regarding Youth Commissioners re-applying for the Youth Commission upon term expiration. (M. Strauss)
Commissioner Strauss advised, that in past years, Youth Commissioners interested in another term needed only to submit a complete application and the interview process was waived.

In the interest of fairness and searching for the best candidates, the Executive Committee is of the opinion that Youth Commissioners interested in another term must go through the entire application and interview process. This will be implemented for the 2008/2009 Youth Commission selection process. A vote on this item was not required as no change in the Youth Commission By-Laws is required.

COMMISSIONER COMMENTS
None

STAFF COMMENTS
City Staff Liaison Gary advised The Institute for Local Government is hosting a web dialogue from February 19 – 26, 2008. It is an opportunity for the Youth Commissioners to network and share ideas with other youth in government. The information will be forwarded to the commissioners.

REQUEST FOR FUTURE AGENDA ITEMS
Subcommittee Report – Middle School Movie Night
Battle of the Bands Update
Subcommittee Report - Master Plan Survey
Lunch with Bunny
Tour de Starbucks

ADJOURNMENT
Meeting adjourned at 7:58 p.m.

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