Minutes 11-16-02Advisory Board on Children and Youth
Special Meeting
Saturday November 16, 2002 -- 9am -- Library Conference Room
Present: Phyllis Stern, Steve Waldman, Mary Morera, Shanna St. John, Julie Claude,
Jessica Cohen, & Mrs. Cohen
Shanna - Political candidates have campaign funds remaining, and some have donated to
our board in the past. We should send a letter requesting funds for our various projects.
Sherri has a copy of the letter. The city clerk should have a listing of those candidates
who still have campaign money. Shanna also suggested that we write a letter to the chief
of police to request seized funds. We have not received a donation in the past and
should be due as an organization.
Phyllis suggested keeping a calendar of events which includes necessary correspondence,
in order to keep track of opportunities for raising money and other important issues.
Steve updated us on the meeting he had with Shem, Joe Evans, and Janice Phillips
yesterday. They discussed the Youth Expo "post mortem" and listed suggestions for
future years. These items included modification of information letters, adjustments and
purchases for sound system, and possibility of hiring an emcee for the event. Steve and
Shem have details from this meeting, including details about total expenses for the event.
Shanna suggested that we review all Expo expenditures at the January meeting.
We discussed the number of entries received (273), noting that most came from
Poinciana. We also discussed either eliminating the photography contest, or possibly
hiring a company such as International Photographic Center to mn that particular contest.
Steve has a contact with them. This would probably be a $1500 commitment if we chose
to pursue it.
Phyllis suggested contacting theatre groups for help with contests, but most agreed that
these groups typically have very little money.
Shanna - We also need to send an "End of Contest" form to the PB county school district.
Awards Ceremony planning - Shem has taken care of most of the arrangements
including savings bond forms, letters and certificates to winners and participants, thank
you letters to judges, invitations to judges, sponsor plaques, thank you letters and
certificates to entertainers. Vicky will be taking digital pictures of the ceremony.
Short discussion about allocation of savings bond amounts. Many felt awards should be
higher if we have the funds. Shanna made a motion, 2nd by Jessica, to award the savings
bonds and certificates as follows: 1st place - $200 savings bond, 2nd place - $100 savings
bond, 3rd place - $50 savings bond, and honorable mention - $10 mall certificates. This
would be a total expenditure of $1400 on savings bonds plus the price of mall gifts. A
vote was taken and the motion passed unanimously.
After discussion, the agenda for the ceremony was agreed to go as follows: (pending
review and agreement by Shem Claude). Shem's PP presentation was inserted after
Steve's intro, but it can be moved if appropriate elsewhere.
Refreshments served in lobby
Open Meeting, Suspend regular business
Introduction of Board and Dignitaries present
Power Point Presentation
Thank the sponsors
Thank the Advisory Board on Children & Youth
Thank the Info Tables
Thank the Judges
Thank the Entertainment
Photography Certificate & Award Distribution
Creative Writing Cert. & Award Dist.
Art Cert. & Award Distribution
Closing Statement
Steve Waldman
Steve
Shem
Mary Morera
Staff Member (TBD)
7:00p.m.
7:15pm
Julie Claude & Staff Member (TBD)
Jessica Cohen & "
Phyllis Stem & "
Steve Waldman
So as not to take up too much time, only names of contest participant attending the
ceremony will be called to receive certificates. We will base this on the RSVP list
received before the event. All winners names will be called.
Shanna offered to put together a program for the ceremony, so that parents and
participants have something to look at and take home. Shem, please send names of all
contest participants, winners, entertainment, sponsors, etc.., to Shanna.
Phyllis will create a suggestion box, so those attending may give us feedback on the Expo
this year. Shanna will create the suggestion card.
Mary will buy refreshments - cookies, soda, cups, napkins, ice, amount to be determined
based on RSVP list.
Adjourned 10:15am
Minutes recorded by Mary Morera
Page 1 of 1
Prainito, Janet
From: Claude, Sherri
Sent: Monday, November 18, 2002 5:20
To: Prainito, Janet
Subject: FW: Meeting minutes enclosed
For your files
..... Original Message .....
From: Mary Morera [mailto:morera@bellsouth.net]
~ent: Monday, November 18, 2002 8:26 AM
To: Joyce O'Hara; Welton Sanders; St. John, Shanna; Claude, Sherri; Steve Waldman; Lori Wilkinson; PHYLLIS L
STERN; Willie Pearl Wilson
Subject: Meeting minutes enclosed
Hello all,
Enclosed are the minutes to our meeting Saturday morning (Word doc). If you find any omissions or mistakes,
please let me know. I don't take shod hand, so I got as much as possible the long way :-)
Mary
11/19/2002