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YCMinutes.50612


CITY OF BRENTWOOD
YOUTH COMMISSION
REGULAR MEETING MINUTES
WEDNESDAY, 7:00 P.M.
May 2, 2012
CITY COUNCIL CHAMBER
150 CITY PARK WAY

CALL TO ORDER
Chairperson J. Strauss called the meeting to order at 7:05 p.m.

PLEDGE OF ALLEGIANCE

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

7:06 p.m. Commissioner Allison Strauss arrived

PRESENTATION(S)
Jeff Schults, representing the Brentwood Police Activities League, presented an opportunity for the Brentwood Youth Commission to volunteer at the Blues, Brews and BBQs event on May 26 & 27, 2012. He explained that various service organizations are the workforce behind the event and they will be compensated a portion of the event proceeds, based on their total volunteer hours.

Karen Rarey, representing REI, presented an opportunity for the Brentwood Youth Commission to volunteer at the Tour de Starbucks event on May 12, 2012. She asked for the Youth Commission’s assistance with directing riders on the course and organizing the raffle prizes. Recognizing that there have been some issues in the past couple of years, Starbucks has asked REI to take over the event next year. She also advised that a $1,000 check was recently given to Jeff Schults, Brentwood Police Activities League, for last year’s event. In turn, PAL will pay the Youth Commission for their service last year.

ANNOUNCEMENT(S)
None

CITIZEN COMMENTS
None

CONSENT CALENDAR
1. Approve special meeting minutes of April 4, 2012. (J. Strauss)
2. Accept Fiscal Status for 2011/12 budget year. (D. Cushing)
3. Accept the Youth Commission Executive Committee’s recommendation of winners for the 2012 Youth Commission Scholarship and request staff to schedule a presentation for the May 22, 2012 City Council meeting to recognize the winners. (P. Ross)

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

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

SCHEDULED MATTERS
4. DISCUSSION ITEM: Report from the Fundraising Committee on the all middle school Tie Dye Dance held Friday, April 20, 2012. (J. Strauss)

Chair J. Strauss advised that the dance wasn’t as successful as past ones. There were just over 100 attendees. He reported that $886 was earned from ticket sales and will go to the Youth Commission Scholarship Fund. Concessions did not make a profit and some product remains for the next event. He advised that Jamba Juice was confirmed for the evening but failed to show due to personnel issues.

The youth commissioners and adult advisors discussed factors that may have contributed to the decreased attendance such as confusion about the new venue; planning was rushed; and inadequate advertising. To improve the next dance, suggestions included better planning that involves the entire group; hire a disc jockey and/or emcee to get the crowd involved; and improve marketing.

City Staff Liaison Gary commented that the Brentwood Community Center was a nice venue but the Brentwood Senior Activity Center should remain in consideration for future events as it provides a separate room for concessions.

7:45 p.m. Commission Spears arrived

City Staff Liaison Gary further commented that there needs to be more time marketing the event and the high school student chaperones were not effective. More notably, she advised that there were only three adult chaperones provided by the Youth Commissioners, which fell short of their commitment of one chaperone per commissioner. She recruited six coworkers from the Parks and Recreation Department to volunteer their personal time to fill-in for the lack of chaperones. She won’t ask them to volunteer again if this is indicative of the level of effort on behalf of the Youth Commissioners. She won’t support another dance if the chaperone issue is not addressed.

5. ACTION ITEM: Discuss the Youth Commission’s interest in volunteering at the annual Blues, Brews and BBQs event, scheduled for May 26-27, 2012 at the Streets of Brentwood. (B. Gary)

City Staff Liaison Gary reminded the commissioners of the presentation by Jeff Schults. She advised that they are not obligated to volunteer. However, if they do volunteer, they would be guaranteed to receive a donation for the number of volunteer hours. A response is due to Mr. Schults by May 9, 2012.

An informal poll of the commissioners and adult advisors indicated that the majority is available to volunteer for some portion of the event. There were only a few commissioners that were not available.

Motion to confirm the Youth Commission’s interest in volunteering at the Blues, Brews and BBQs event scheduled for May 26-27, 2012 at the Streets of Brentwood.
Moved by Marquez; seconded by Wallace.

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

6. ACTION ITEM: Determine the Youth Commission’s interest in volunteering at the annual Tour de Starbucks fundraiser, scheduled for May 12, 2012, and if participating, select members to serve on a committee to work on event logistics and appoint a chair to lead the committee. (B. Gary)

Chair J. Strauss advised that he recently found out about the event at last week’s PAL meeting.

City Staff Liaison Gary was contacted last week about the event. She discussed with Karen Rarey that the event was disorganized last year and the Youth Commission did not receive a donation for their volunteer efforts. The inquiry for the Youth Commission to gather raffle prizes and sell tickets was all that was requested of her during the conversation. The request that was made tonight to help on the course was new information and therefore, it wasn’t included in the staff report.

Discussion followed concerning the commissioner’s and adult advisor’s interest and availability to assist at the Tour de Starbucks. A majority of the commissioners expressed their interest and availability to volunteer at the event. The adult advisors were not available.

Motion to approve the Youth Commission’s interest to volunteer at the Tour de Starbucks event scheduled for Saturday, May 12, 2012.
Moved by Ross; seconded by A. Strauss.

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

7. ACTION ITEM: Request staff to schedule the annual Year in Review presentation for the May 22, 2012 City Council meeting; select committee members and appoint a committee chair to prepare the presentation. (K. Montes)

Commissioner Montes advised that traditionally the Youth Commission has prepared a PowerPoint presentation summarizing their accomplishments over the past year and what is planned for the future. The presentation is made at a City Council meeting.

City Staff Liaison Gary advised that they can change the format if they prefer to do something different. She needs to have the presentation a week before the meeting for staff review and approval.

Commissioners volunteered to serve on the committee and prepare the presentation.

Motion to create a Year in Review Committee comprised of Commissioners Marquez, A. Strauss, J. Strauss, and Wallace with Commissioner Z. Strauss serving as chairperson and direct staff to schedule the presentation for the May 22, 2012 City Council meeting.
Moved by A. Strauss; seconded by Marquez.

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

COMMISSIONER COMMENTS
Commissioner Wallace inquired if applications have been received for the Youth Commission vacancies. City Staff Liaison advised that three current members have applied to renew and there is a total of thirteen candidates. Interviews will be on Saturday, May 5, 2012 with the interview panel comprised of Commissioner Conder, Adult Advisor Theoc, Park and Recreation Commissioner Hofstadt and herself.

Commissioner Marquez volunteered to present the Youth Commission scholarship at the awards night for Heritage High School. Commissioner Cushing and Adult Advisor Kraeber are also available. Commissioners J. Strauss and Wallace are available to present at the awards night for Liberty High School.

Chair J. Strauss reminded the commissioners to obtain raffle prizes for the Tour de Starbucks event.

STAFF COMMENTS
Adult Advisor Theoc acknowledged that May is a busy month and reminded the commissioners to focus on school.

City Staff Liaison Gary reminded the Youth Commission of the Civic Center Grand Opening event scheduled for May 19, 2012 and invited them to attend.

REQUEST FOR FUTURE AGENDA ITEMS
Year in Review
Blues, Brews and BBQs
Tour de Starbucks
Future Planning
New Commissioner Selections

ADJOURNMENT
Motion to adjourn the meeting at 8:39 p.m.
Moved by Ross; seconded by A. Strauss.

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

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