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Youth Commission Minutes - November 2, 2011

CITY OF BRENTWOOD
YOUTH COMMISSION
REGULAR MEETING MINUTES
WEDNESDAY, 7:00 P.M.
NOVEMBER 2, 2011
COUNCIL CHAMBERS
101 B SAND CREEK ROAD


CALL TO ORDER
Chairperson J. Strauss called the meeting to order at 7:21 p.m.

ROLL CALL
Commissioners Megan Conder, Dakota Cushing, Madisun Marquez, Paige Ross, Allyson Spears, Allison Strauss, Jack Strauss and Veronika Wallace were present. Commissioners Kimberly Montes and Zachary Strauss were absent. Adult Advisor Vince Kraeber was present. Police Liaison Chris Peart was absent. City Staff Liaison Barbie Gary was present.

PRESENTATION(S)
None

ANNOUNCEMENT(S)
None

CITIZEN COMMENTS
None

CONSENT CALENDAR
1. Approve special meeting minutes of September 28, 2011. (J. Strauss)
2. Accept Fiscal Status for 2011/12 budget year. (D. Cushing)

Motion to approve the consent calendar.
Moved by A. Strauss; seconded by Ross.

Vote: 8-0-0-2
Yes: Conder, Cushing, Marquez, Ross, Spears, A. Strauss, J. Strauss, Wallace
No: 0
Abstain: 0
Absent: Montes, Z. Strauss

SCHEDULED MATTERS
3. DISCUSSION ITEM: Update from the Youth Leadership Conference Committee regarding the proposed Brentwood Youth Leadership Conference. (P. Ross)

7:24 p.m. Commissioner Z. Strauss arrived.

Commissioner Ross advised that she is having a difficult time making contact with the high school leadership teachers. She has confirmed that Freedom High School is hosting its own youth conference the day before the proposed Brentwood Youth Leadership Conference.

Commissioner A. Strauss commented that the event date is rapidly approaching; time is running out for proper planning; and that it isn’t desirable to host the event so close to Freedom’s youth conference. She proposed rescheduling the event until the start of the next school year. Commissioner Ross shared the same opinion and felt that holding the event in September 2012 would be a more realistic time frame. City Staff Liaison Gary is not comfortable with keeping the event planned for January. Chair J. Strauss is in favor of hosting the conference but is concerned with the date being repeatedly pushed out.

City Staff Liaison Gary advised the commissioners that they aren’t obligated to follow through with the Youth Leadership Conference. It was conceived by previous commissioners that have since graduated and left the commission. If the commissioners want to host the event, she suggested inviting the high school and middle school leadership teachers to a meeting to get their feedback to see if they have any recommendations.

City Staff Liaison Gary shared an opportunity for the commissioners to attend the upcoming Youth Advisory Commission Forum (YAC Attack) scheduled for March 3, 2012 in Santa Clara, California. The forum is hosted by youth commissions of surrounding cities to help develop fellow youth leaders. It would be a good opportunity to observe what is involved in hosting such an event as well as an opportunity to develop their leadership skills. She advised there are budget funds available to pay the registration fees. It is open to all commissioners to attend however, it is not a requirement.

City Staff Liaison Gary and Chair J. Strauss complimented Commissioner Ross for taking the reins of this project following the departure of the prior commissioners.

The consensus of the commissioners is to continue with the planning of the Brentwood Youth Leadership Conference but to postpone the event until September 2012. If adequate preparations aren’t completed by the end of the school year, then the event should be cancelled.

4. DISCUSSION ITEM: Update from the Youth Leadership Committee. (K. Montes)

No update was provided to the commission as Commissioner Montes was absent.

5. DISCUSSION ITEM: Review participation in Hometown Halloween and Liberty High School Homecoming Parade. (Z. Strauss)

Commissioner Z. Strauss advised that the Hometown Halloween event was successful. The Smencils were a popular giveaway item. He supports participating in the event next year but recommended having better signage to display the Youth Commission’s involvement.

Commissioner Z. Strauss stated that the Liberty High School Homecoming Parade wasn’t as successful as it should have been. Commissioner A. Strauss advised that the Youth Commission wasn’t on the list of parade participants but event organizers allowed them to ride in the last spot. City Staff Liaison advised that the registration paperwork was submitted with sufficient notice. She will contact the coordinator to obtain an explanation of the situation.

6. ACTION ITEM: Determine commissioners’ interest in volunteering at the Annual Christmas Tree Lighting Ceremony on Friday, December 2, 2011. (V. Wallace)

Commissioner Wallace advised that the Annual Christmas Tree Lighting Ceremony is scheduled to be held on Friday, December 2, 2011 at the Brentwood Senior Activity Center. Volunteers are needed to help with event logistics.

City Staff Liaison Gary advised that youth commissioners, in past years, have helped serve hot chocolate and cookies and helped manage the line for Santa visits. Volunteers are needed for set-up at 3:00 p.m.; during the event from 6:00 – 7:30 p.m.; and for clean-up until 9:00 p.m. The Youth Commission needs to determine the interest of its members to participate in the parade and who is available for the event. All commissioners were interested in volunteering at the event.

Motion to confirm the Youth Commission’s interest in volunteering at the Annual Christmas Tree Lighting Ceremony to be held on Friday, December 2, 2011 at the Brentwood Senior Activity Center.
Moved by Marquez; seconded by A. Spears.

Vote: 9-0-0-1
Yes: Conder, Cushing, Marquez, Ross, Spears, A. Strauss, J. Strauss, Z. Strauss, Wallace
No: 0
Abstain: 0
Absent: Montes

7. DISCUSSION ITEM: Review current process for selecting new commissioners and proposed revisions. (B. Gary)

City Staff Liaison Gary advised that there has always been a process in place for the selection of new commissioners and adult advisors. Currently, the Executive Committee, which is comprised of the Chairperson, Vice Chairperson, Secretary and Treasurer, has made its recommendations to the Youth Commission. However, a periodic review of the process has generated several recommended changes.

Proposed changes include adding new questions on the application inquiring about the candidate’s interest in joining the Youth Commission and how much do they currently know about the commission; change the interview panel so that the interviewers are less likely to know the applicants (i.e. City Staff Liaison, Park and Recreation Commissioner Liaison, adult advisor, and a youth commission member from a surrounding city); include a new scoring system in which the panel rates the responses and a baseline score would need to be met; try to improve the balance of high school and middle school students on the commission; and require commissioners interested in renewing their term to interview and follow the same protocol as other applicants.

The general consensus of the commissioners and adult advisor is to include some Brentwood Youth Commissioners on the panel; consider an equal balance of commissioners and adults on the panel; and ask the exact same questions of each applicant. One commissioner was in favor of an adult panel stating there is better neutrality.

City Staff Liaison Gary will present their comments to staff and return with the final recommendations.

8. ACTION ITEM: Accept the recommendation of a new adult advisor and recommend their approval by City Council. (B. Gary)

City Staff Liaison Gary advised that the Executive Committee interviewed Jimmy Theoc for an adult advisor position and it is recommending his approval by the Youth Commission and City Council. The Youth Commission recommendation will be presented for City Council approval at the November 8, 2011 meeting. If approved, his term would be effective from November 9, 2011 through June 30, 2013.

Motion to approve the executive committee recommendation to appoint Jimmy Theoc as an adult advisor, for a term of November 9, 2011 through June 30, 2013, and recommend their approval by City Council at the November 8, 2011 meeting.
Moved by Ross; seconded by A. Strauss.

Vote: 9-0-0-1
Yes: Conder, Cushing, Marquez, Ross, Spears, A. Strauss, J. Strauss, Z. Strauss, Wallace
No: 0
Abstain: 0
Absent: Montes

COMMISSIONER COMMENTS
None

STAFF COMMENTS
City Staff Liaison Gary inquired if the commissioners are interested in a holiday gift exchange and dessert party following the December meeting. A gift limit of $15 has been established, in past years. She will provide the beverages. She advised that everyone is welcome to partake in the dessert party and that participation in the gift exchange is not required. The consensus of the commissioners is that they would like to have a gift exchange and dessert party.

REQUEST FOR FUTURE AGENDA ITEMS
Youth Leadership Conference Committee
Youth Leadership Committee
New Selection Process
January Meeting – Change Date
Fundraising Committee Update

ADJOURNMENT
Meeting adjourned at 8:29 p.m.

 

Respectfully submitted,

Michelle Inglis
Administrative Assistant II

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