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Youth Commission Minutes - July 18, 2007.cfm
REGULAR MEETING
Wednesday, July 18, 2007 at 7:00 p.m.
City Council Chambers
734 Third Street
Brentwood, CA 94513

CALL TO ORDER
The meeting was called to order at 7:19 p.m.

ROLL CALL
Commissioners Christine Mendez, Mickell Escobar, Belinda Ordaz, Leah Hocking, Matthew Strauss, Nick Castle and Chris Walker were present. Adult Advisors Julie Truesdell and Dave Castle were present. PAL Liaison Mark Louwerens was present. City Staff Liaison Tom Burt was present. Commissioners Luke Barnesmoore, Sarah Simmons and Lauren Conder were absent. Adult Advisor James Martinez was absent.

PRESENTATION(S)
None

ANNOUNCEMENT(S)
None

AGENDA REVIEW
There were no changes to the agenda.

CITIZEN COMMENTS
Mr. Exodie Roe III, Field Representative for Congressman Jerry McNerney, addressed the Youth Commission. He advised that Congressman McNerney is interested in hearing from youth and encouraging youth involvement in politics. Mr. Roe will attend future meetings to stay abreast of what is happening in our community.

CONSENT CALENDAR
Commissioner Strauss pulled Consent Item #2: Approve Fiscal Status for 2007/08 budget year. (L. Hocking). City Staff Liaison Burt advised that the new budget for FY 2007/08 is $21,927. He further illustrated how the budget is divided out between the various line item expenses. He clarified that the new camera, Consent Item #3, was purchased with funds from the FY 2006/07 budget.

Commissioner Hocking made a motion to approve the consent calendar including approval of the Fiscal Status for 2007/08 budget year. Commissioner Escobar seconds. All were in favor.

SCHEDULED MATTERS
• DISCUSSION ITEM Determine the status of Youth Commission Apparel to possibly be purchased in the 2007/08 budget year. (M. Strauss)
Commissioner Strauss advised that the Youth Commission is looking to purchase apparel with the new City logo for the current commissioners and adult advisors. The apparel will include the words Youth Commission beneath the City logo.

City Staff Liaison Burt is aware that white is not a desirable color. He will obtain quotes for sweatshirts, polo shirts and t-shirts. Embroidery is preferred over screen printing. He will present the information to the commissioners for a decision on what to order based upon the allocated budget. Additional items may be purchased at the individual’s expense.

• DISCUSSION ITEM Review Spring to Life Fun Run and Tour de Starbucks fundraisers. (S. Simmons)
Fundraising totals stated on the staff report were incorrectly associated with the event. The Spring to Life Fun Run generated a donation of $1,260 and the Tour de Starbucks yielded a donation of $575. The money raised will be added to the youth scholarship fund.

City Staff Liaison Burt advised that a commissioner will need to attend the Park & Recreation Commission meeting on July 26, 2007 to accept the donation from the Spring to Life Fun Run.

• DISCUSSION ITEM Discuss Youth Commission’s interest in assisting the Community Development Department with the tree light replacement program. (B. Ordaz/L. Hocking)
Commissioners Ordaz and Hocking were approached by the Community Development Department with a volunteer opportunity to assist in maintaining the beauty of downtown by replacing missing and/or burnt out tree lights. Additional information gathered by Commissioners Ordaz and Hocking determined that the task should be completed in the evenings, two to three times per week for several hours.

Staff Liaison Burt commented that this task may be too daunting and time intensive for the Youth Commission and may not be a volunteer opportunity that is appropriate for them. The commissioners are quite busy in the beginning of the school year with their studies, Homecoming, Hometown Halloween, sports and other activities. Perhaps, other service groups such as the Boy Scouts would be available to assist with this task.

• ACTION ITEM Discuss and select the date of the get to know the Youth Commission Annual Social and Gathering and set a budget of no more than $300. (C. Walker)
Commissioner Walker advised that the Youth Commission would like to host its annual social and gathering. It was suggested that a brief social preceding the September 5, 2007 Youth Commission meeting be hosted from 6:00 – 7:00 p.m. in Council Chambers. Invitations signed by the Chairperson and/or Vice Chairperson will lend a more personal flair. A budget of $300 will be allotted for Hors d’oeuvres and beverages to be served to the guests.

Commissioner Strauss made a motion to set the date of September 5, 2007 from 6:00 – 7:00 p.m. for the annual get to know the Youth Commission Social and a budget of no more than $300 be used to purchase food and beverages. Commission Mendez seconds. All were in favor.

• ACTION ITEM Approve dates and location of the 2008 Youth Commission Ski and Snowboard trip. (M. Escobar)
Commissioner Escobar advised that the dates of January 26 and February 9, 2008 are being considered for the Youth Commission Ski and Snowboard trips.

City Staff Liaison Burt advised that it is necessary to establish the dates for these trips so that they will be included in the Fall 2007/Winter 2008 Activities Guide for early advertising to the community. The Winter/Spring 2008 Activities Guide is distributed too close to the trip dates and may not generate enough interest.

Commissioner Hocking made a motion to set the 2008 Youth Commission Ski and Snowboard Trips on the tentative dates of January 26 and February 9 to Bear Valley and Sugar Bowl, respectively and the budget to be determined. Commissioner Strauss seconds. All were in favor.

• ACTION ITEM Determine Youth Commission’s desire to host a Back to School Concert featuring local bands on September 15, 2007. Any forward progress on this project will require the formation of a subcommittee. (L. Hocking/B. Ordaz)
Commissioners Hocking and Ordaz advised a tentative date of September 15, 2007 is being considered for a Back to School Concert featuring six local bands.

City Staff Liaison Burt offered several items for their consideration as to whether to proceed with the event. He advised that the date is less than two months away; it has not been promoted yet; Homecoming and Hometown Halloween are in October and will require planning; if the concert is to be done, it needs to be done well and the short time frame is not conducive to its success.

Commissioner Ordaz agreed with City Staff Liaison Burt’s opinion. Commissioner Hocking advised the PAL Board did not have a quorum at their last meeting and it is difficult to assess their level of enthusiasm and involvement. Commissioner Strauss advised making sure sponsorships are available and willing to participate in such events before committing to a date.

Commission Escobar made a motion to host a concert at a later date, to be determined. Commissioner Ordaz seconds. All were in favor.

• ACTION ITEM Nomination and selection of names for the Youth Commission Executive Committee. The open positions include Chairperson, Vice Chairperson, Treasurer and Secretary. The list of names will be approved by City Council. (T. Burt)
City Staff Liaison Burt opened the floor to nominations for the Youth Commission Executive Committee positions of Chairperson, Vice Chairperson, Secretary and Treasurer. He advised that any of the commissioners present can nominate themselves or another commissioner. Those nominated are given the opportunity to accept or decline the nomination prior to voting. Those accepting the nomination are invited to address the Youth Commission with their reasons for wanting to serve on the Executive Committee.

For the position of Chairperson, Commissioners Hocking and Ordaz were nominated and accepted their nominations. Commissioner Ordaz received 4 votes and Commissioner Hocking received 3 votes.

For the position of Vice Chairperson, Commissioners Hocking, Strauss and Mendez were nominated and accepted their nominations. Commissioner Hocking received 3 votes, Commissioner Strauss received 2 votes and Commissioner Mendez received 2 votes.

For the position of Secretary, Commissioners Strauss and Mendez were nominated and accepted their nominations. Commissioner Strauss received 2 votes and Commissioner Mendez received 5 votes.

For the position of Treasurer, Commissioners Strauss, Castle and Escobar were nominated. Commissioners Strauss and Castle accepted their nominations and Commission Escobar declined the nomination. Commissioner Strauss received 4 votes and Commissioner Castle received 3 votes.

Commissioner Ordaz made a motion to present to City Council for their approval the recommendation of Belinda Ordaz for the position of Chairperson; Leah Hocking for the position of Vice Chairperson; Christine Mendez for the position of Secretary; and Matt Strauss for the position of Treasurer for the 2007/2008 Youth Commission Executive Committee. Commissioner Walker seconds. All were in favor.

COMMISSIONER COMMENTS
None

STAFF COMMENTS
City Staff Liaison Burt asked for a representative of the Youth Commission to attend the Park and Recreation Commission meeting on Thursday, July 26, 2007 at 7:00 p.m. to accept the donation from the Spring to Life Fun Run. Commissioners Ordaz and Hocking will attend. Commissioner Strauss may also be available to attend.

REQUEST FOR FUTURE AGENDA ITEMS
Youth Commission Apparel Purchase
Budget for the Ski and Snowboard Trips
Hometown Halloween
Homecoming
Monster Mash
Light Replacement of downtown trees
Meet and Greet Social
Swear-in ceremony for new commissioners and adult advisor

ADJOURNMENT
Meeting adjourned at 8:19 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