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Minutes 02-23-23 MINUTES OF THE EDUCATION AND YOUTH ADVISORY BOARD MEETING HELD ON FEBRUARY 23, 2023, AT 6 P.M. AT CITY HALL COMMISSION CHAMBERS 100 E. OCEAN AVENUE, BOYNTON BEACH, FLORIDA PRESENT: Lori Wilkinson, Vice Chair Franky Lazo, Assistant Director Francoise Calixte-Dieuvil Frando Patterson Chevette Gadson Katie Houseweart Dr. Valerie Valcourt, Chair (Arrived at 6:06 P.M.) ABSENT: Pedro Macedo Nicole Prado Jessica Wilkinson I. Call to Order Vice Chair Wilkinson called the meeting to order at 6:01 P.M. II. Pledge of Allegiance The members recited the Pledge of Allegiance to the Flag, followed by a moment of silence. III. Roll Call Roll was taken. A quorum was present. IV. Approval of Agenda — February 23, 2023 Motion Mr. Patterson moved to approve the agenda. Ms. Calixte-Dieuvil seconded the motion. The motion passed unanimously. V. Approval of Minutes — January 26, 2023 Ms. Calixte-Dieuvil stated that she was present. Motion Ms. Calixte-Dieuvil moved to approve the minutes as amended.. Ms. Houseweart seconded the motion. The motion passed unanimously. Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida February 23, 2023 V. Announcements/Presentations/Correspondence Vice Chair Wilkinson mentioned that the Barrier Free 5K Race was two weeks ago, which she said was fantastic and the Magic Wheels and Special Deals event was awesome. She explained that there are videos of the event, and they made a Transformer Magic Wheels Special Deals Wheelchair. VII. Public Audience None VIII. New Business A. Clarification from Legal —Sean Swartz (Via Zoom) Mr. Lazo introduced Sean Swartz, Assistant City Attorney, who was present online. He explained that for coordinating an event, one meeting a month is difficult. Vice Chair Wilkinson stated that she did some research after they got an email to cease and desist the subcommittee meetings. She said that she sent an email to the State and asked, as an example, that if they are holding an event and they want to know who is bringing the tickets, if that question had to be asked in a regular meeting. She said that a representative from the State called her the next day, and informed her that if they set all the meetings they want to hold now, they can notice them and that although notes must be taken, they do not have to have someone from the City take notes. Attorney Swartz agreed and said that if the subcommittee wants to meet, it has to be open to the public, noticed and minutes taken. He said that little logistical items that will occur, when holding an event, will not require a meeting as it is just a call from one member to another to discuss that item. He cautioned about members getting together and talking about over- reaching things, but who is bringing the chips or the soda is not a violation, it is the bigger organizational items that are. Ms. Calixte-Dieuvil inquired if they could have a group chat. Attorney Swartz suggested that they refrain from doing so because they have to meet the Sunshine Law. He further stated that Zoom is good as long as there are no voting items. Mr. Lazo commented that he spoke with the City Manager and team, and the subcommittee can meet. He said that City personnel does not have to be present, but the subcommittee members should send the meeting notes to him and he will forward them to the City Clerk. Discussion followed about when the subcommittee should meet and there was agreement they would meet every Wednesday via Zoom. They would need a listing to notice the public of the meetings. 2 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida February 23, 2023 Ms. Houseweart stated that the Art and Culture Center was available on Saturday, July 15th and the 22nd for the event. Chair Valcourt pointed out that schools open with the teachers returning on August 1 st or 2nd and the students on the 10th. There was agreement that the event would be held July 29th Mr. Lazo commented that they will reserve that date at the Cultural Center. He stated that as for Park and Recreation's involvement, they would run it as a Park and Recreation event, hosted by the Education and Youth Advisory Board, so that they can waive the fees. Chair Valcourt explained that they want the main session and keynote speakers at the amphitheater, the breakout sessions inside the Cultural Center rooms, have food trucks outside for lunch and vendors be in the grassy areas around the building. Mr. Lazo explained that an inside/outside event is more difficult to manage and they have not done anything using both because when road closures are involved, the costs add up and more staffing is needed. He advised that they can still have food trucks if using only the inside, but they could only park in the loop, and it may affect the Schoolhouse Children's Museum. Vice Chair Wilkinson stated that for the Kinetic Art Event, the caterer had a food truck, but had things set up inside and the Greater Boynton Beach Foundation served drinks. She explained that for the Magic Wheels and Special Deals event, the food trucks parked behind the Cultural Center, and the caterer ran the food up via the back of the Center. IX. Old Business A. Fundraising Proposals & Outreach Chair Valcourt stated that this is a huge item for the Board. She explained that for the Youth Summit, while vendors come out to sell their merchandise, it is also an opportunity for the Board to raise funds. She said that the subcommittee had discussed different levels of sponsorship and she advised that Mr. Macedo had the outline of the sponsor levels and associated recognition. She stated that advertisers will pay, but food vendors can also give a percent of sales donation. Vice Chair Wilkinson commented that she will hear this week about SunFest, and everything about SunFest has changed, but the food and drink booths remain. B. Goals and Objectives — Follow up Chair Valcourt explained that this item is for the overall Board this year and the members were supposed to bring back ideas and a goal. 3 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida February 23, 2023 C. Letter for Schools — Follow up Mr. Lazo explained that Ms. Prado forwarded letters to him, but the letter needs to be updated. Discussion about the design of the letter and logo followed. Mr. Lazo said that he will email the letters to the members. D. Youth Summit Event - Updates Chair Valcourt stated that they previously discussed that the subcommittee will meet each Wednesday. Vice Chair Wilkinson said that she and Jessica Wilkinson will not be present next Wednesday. After discussion, there was agreement that the subcommittee will meet virtually. Chair Valcourt said that she will set up the Google Meet links. Mr. Lazo said that he will check if they can record the meeting and later learned that they could. E. Bob Borovy Student Citizen of the Year Award Mr. Lazo advised that there was one applicant. X. Future Meeting Dates: March 23, 2023 Chair Valcourt announced that the next meeting is March 1 st Ms. Calixte-Dieuvil stated that she will not be present on the 23rd Mr. Lazo agreed to send different versions of the letterhead for the Board to decide. Vice Chair Wilkinson announced that March 14th, is Election Day. She encouraged the members to approach candidates they know requesting if there are any campaign funds left over, they be donated to the Board. XI. Adjournment Motion Vice Chair Wilkinson moved to adjourn. Ms. Calixte-Dieuvil seconded the motion. The motion passed unanimously. 4 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida February 23, 2023 The meeting was adjourned at 6:50 P.M. Catherine Cherry Minutes Specialist 5