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Minutes 10-06-05 MINUTES OF THE EDUCATION ADVISORY BOARD REGULAR MEETING HELD IN THE LIBRARY PROGRAM ROOM, 208 SOUTH SEACREST BOULEVARD, BOYNTON BEACH, FLORIDA, ON THURSDAY, OCTOBER 6,2005 AT 6:15 P.M. Present: Jean Cairo, Chair Floyd Beil, Vice Chair Susan Buchanan (arrived at 6:51 p.rn.) Patricia Lashley Melinda Mallon (arrived at 6:29 p.rn.) Christine Moeller Marlene Ross (arrived at 6:21 p.rn.) Cheryl Black, Alternate Maria Ferreira, Student Virginia Farace, Board Liaison I. Pledge Members recited the Pledge of Allegiance to the Flag led by Chairperson Cairo. II. RollCall The Recording Secretary called the roll and declared a quorum was present. III. Minutes: September 1, 2005 Chairperson Cairo requested that approval of the minutes be postponed to the next meeting since she did not receive them. Most members recalled receiving the minutes. The Clerk's Office was requested to e-mail the minutes to Chairperson Cairo for her review with a copy to Ms. Farace. Ms. Farace thanked the Board members for responding to her e-mail to attend tonight's meeting. IV. Public Audience Ms. Margot Boivin was present to observe the meeting and members welcomed her. V. Chair's Report Chairperson Cairo announced she, together with Guarn Sims, Principal of Galaxy School, and Don Bryant met at The Education Network (TEN) today with Chuck Shaw to tape a one-half hour segment about Principal for a Day (PFAD). Chairperson Cairo anticipated it would be aired in approximately two weeks and was told she would be informed of the exact date. Mr. Sims spoke about the schools and gave an excellent presentation on the programs and initiatives in the schools. Mr. Bryant spoke about Meeting Minutes Education Advisory Board Boynton Beach, Florida October 6, 2005 retirees volunteering and being involved with the schools. Chairperson Cairo felt the segment went very well. Chairperson Cairo asked for Board member assistance in getting a press release out about the show and Ms. Ross volunteered to assist. Chairperson Cairo spoke with Jonathan Lederman from the Happy Herald Times that offered to publicize the show, but she would have to write the story and then submit it to the newspaper. Chairperson Cairo explained before the show is aired, it is sent to New York for editing. The viewing date would then be published in the TV Guide. Ms. Farace requested that as soon as Chairperson Cairo was informed of the date and time of the show, to e-mail all the Board members and Ms. Farace. Chairperson Cairo was very pleased about the taping. She felt it was great publicity for the schools and PFAD. VI. City Liaison's Report . School District Demographics/5-Year Capital Plan Presentation . Response from Principals Ms. Farace noted at the last meeting members requested her to invite the school demographer to attend tonight's meeting to discuss demographics and the five-year plan. Because tonight was the last meeting of the boundary committee, he was unable to attend this meeting. He requested another date, and Ms. Farace said she would get back with him. Since the Board decided to hold some of their meetings in City schools, Ms. Farace wanted to make certain there would be sufficient time for his presentation, as well as enough time devoted to the school. Ms. Farace has not heard from any other principals regarding Board meetings at their schools. Chairperson Cairo confirmed that the November Board meeting would be held at Poinciana School. She spoke with Mr. Sims about having a meeting at Galaxy School and he was very amenable with having a Board meet at his school. Chairperson Cairo will speak with the principals at the PFAD breakfast meeting. The next Board meeting will be held the day after PFAD. After discussion, it was decided to invite the school demographer to attend the Board's December meeting. VII. Principal for a Day . November 2, 2005 Chairperson Cairo announced on Tuesday, October 25, 2005 at 8:00 a.m. the "meet your match principals and partners breakfast meeting" would take place at the Schoolhouse Children's Museum. All invitations have gone out and the necessary paperwork has been completed. Chairperson Cairo announced there is an abundance of business partners wanting to be principals this year and it may be necessary to include some schools outside City 2 Meeting Minutes Education Advisory Board Boynton Beach, Florida October 6, 2005 limits. She attributed this to Ms. Buchanan's promotion of the program and getting more people involved. Also, people that participated in previous years asked to come back this year. Chairperson Cairo announced that City Manager, Kurt Bressner, would also be a PFAD this year. She was very pleased at how well the event was coming along. Also participating is Superintendent of Schools, Art Johnson, who will be speaking at the luncheon. Chairperson Cairo pointed out that her contact at Lakeside Village, Patrick Carl, is no longer employed at that establishment. She was able to find a contact with someone at Lakeside Village who informed Chairperson Cairo that they would be agreeable to holding the town meeting and luncheon at their establishment. Also, a staff member from Lakeside Village would like to serve as a PFAD. Ms. Farace noted since these functions would be held in Lantana, she recommended bringing the program into Lantana Schools if more schools were needed. Chairperson Cairo thought it would be feasible to have two standbys in the event someone canceled. In place of a gift bag for the business people, Chairperson Cairo presented a miniature school desk that could be engraved and handed out as a memento of the event. Ms. Farace inquired if a certificate would still be presented as well. Chairperson Cairo felt that both could be handed out, but the certificate did not have to be framed. She was informed the price of the desk was $5.99 each, but if they were ordered in quantity, the price would be $4.88 each. Chairperson Cairo would like to have an engraved plaque glued to the front of the desk that read, "Principal for a Day, Boynton Beach 2005." Ms. Farace inquired how the vendor would be paid. Chairperson Cairo said they required a deposit of one-half of the entire order. Ms. Farace asked where the vendor was located and was informed the shop was in Delray Beach. Ms. Farace asked Chairperson Cairo to have the vendor send her an invoice that she could submit for payment. Ms. Farace pointed out the City has a tax exempt number and requested the invoice be cut without tax. Ms. Farace would then forward the check to the vendor. Chairperson Cairo inquired if members wanted to present the miniature desks to the principals as well. There are 22 business partners and if principals were included, they would need 44 desks. Vice Chair Beil recommended giving a desk to the principals as well. Ms. Farace inquired if the cost would be less if they ordered 50 desks. Chairperson Cairo will check on this. Ms. Mallon offered to check on the price for engraving. Chairperson Cairo recalled that someone at the last meeting mentioned contacting The Palm Beach Post to determine if they would print the program. Board Member Buchanan recommended this. Ms. Farace felt that City staff could do the programs and 50 would be sufficient. The only page that should be in color would be the cover page. Chairperson Cairo noted that the cover was the result of a contest at Survivor Charter School. Also, some of the students drew posters. Chairperson Cairo will be bringing them to the breakfast meeting and will ask the principals to display them in their schools. 3 Meeting Minutes Education Advisory Board Boynton Beach, Florida October 6, 2005 Chairperson Cairo noted they needed to discuss food for the breakfast meeting at the Museum on October 25th. She thought a continental breakfast for 50 people would be sufficient. Vice Chair Beil noted there was a great deal of food left over at the Principals' Roundtable. He offered to supply juices and would drop them off at Ms. Farace's office since he cannot attend. The meeting should only be one hour. The Museum personnel will discuss the Museum and explain some of the programs they offer. At the breakfast, the principals will be informed of the role of the business partner. The principals were requested to bring to the breakfast (1) directions to their school, (2) a list of their greatest needs, and (3) an agenda for the business partner of their duties for PFAD. Ms. Ross inquired if the Board members were invited to the breakfast. Chairperson Cairo requested that all Board members attend to assist with facilitating the business partners with their principals. Ms. Mallon asked about nametags for PFAD. Chairperson Cairo will take care of making them. Ms. Farace requested she be furnished with copies of the invitations. Chairperson Cairo will provide Ms. Farace with copies of all documents on a disk. Ms. Farace asked if a Board member would be willing to arrive early at the Museum to put the coffee on and to set up the room. She recommended setting up the breakfast in the downstairs hallways. Ms. Lashley and Ms. Buchanan offered to help with the set up. Ms. Farace will have a staff member at the Library to let them in. Ms. Buchanan will speak with Ms. Dennison, the Museum's Director, to determine what sources the Museum has available for the breakfast. Chairperson Cairo will try to solicit food donations from some City businesses. Chuck Shaw would like to do a follow up after the program with some of the business partners that served as principals for a day. Chairperson Cairo will also be at the Museum early to help with the set up. VIII. SAC Assignments Ms. Farace requested that Board Members review their SAC assignments. Vice Chair Beil said Survivor Charter School should be removed from the list because they would not be having SAC meetings. SAC assignments are as follows: " Boynton Beach High School Galaxy Elementary School Poinciana Elementary School Citrus Cove Elementary School Rolling Green Elementary School Congress Middle School Freedom Shores Crosspointe Elementary School Virginia Farace - Chairperson Cairo - Vice Chair Beil - Susan Buchanan - Melinda Mallon - Maria Ferreira - Marlene Ross - 4 Meeting Minutes Education Advisory Board Boynton Beach, Florida October 6, 2005 Cheryl Black - 'Patricia Lashley - Odyssey Middle School Forest Park 'Ms. Lashley was not certain if she could serve on the Forest Park Elementary School SAC. She would have to check the date and time it is held because it might conflict with the SAC she serves on for her children's school and other school meetings she is committed to attend. Chairperson Cairo pointed out that you could attend SAC meetings without becoming a voting member. Ms. Moeller reported she attended the first SAC meeting at Atlantic High School in August because there are still some students from Boynton Beach attending that school. Ms. Moeller was not certain if she wanted to remain on that SAC. She reported at the August meeting they were informed the entire football field must be redone at the cost of $500,000 because it is on a dumpsite. She had been originally opposed to the school relocating to this new site since the School District had been aware that they were building on an old dumpsite. In the meantime, the football games are being played at the old school field. Also, Ms. Moeller noted the traffic was horrendous and the principal complained that a greater part of her day is devoted to traffic. The school is new and looks good. It appears that the only major problem is the football field. Chairperson Cairo reported on Galaxy Elementary School. Their SAC meeting is held on Mondays at 6:00 p.m. and this past meeting was devoted to their school improvement plan. Ms. Buchanan attended the Rolling Green SAC meeting and it is their intent to devote each meeting to one portion of their school improvement plan. The school will be putting on a fund raiser to raise money to send students to Washington, D.C. on a safety patrol trip. Ms. Buchanan will accept "white elephant" donations for the fair. Chairperson Cairo reported that the cost for the train trip increased tremendously. Last year it cost $524 per student. She thought the cost is now around $640 per student. Ms. Farace inquired when the fair would take place. Ms. Buchanan will let the Board know when the date is set. Ms. Lashley pointed out that students wanting to take the trip must have it paid for by Thanksgiving. Chairperson Cairo recommended bringing the escalating costs for the trip to the attention of the business partners and inform them that corporate sponsorship would be welcomed. Ms. Ferreria also attended her SAC meeting and the majority of discussion centered on the school's B rating. They will be working on getting their scores up. 5 Meeting Minutes Education Advisory Board Boynton Beach, Florida October 6, 2005 Chairperson Cairo has designed a Website for Principal for a Day. Ms. Farace spoke with the City's IT Department about the Website. Chairperson Cairo would like the site linked to the Library and the Schoolhouse Children's Museum. She will be contacting PENCIL in New York about linking the Website to their Website since Boynton Beach is listed on their Website as an affiliate. Ms. Farace noted that the City would provide the linking, but Chairperson Cairo would keep the site updated. The Web address is www.pfadbovnton.ora. She applied for the URL and it is available. The Webmaster is working on securing the site. IX. New Business Ms. Lashley reported on volunteers in public schools. Volunteer orientation for all areas took place in August. The south area that includes the Boynton Beach schools took place at the West Boca Medical Center. Ms. Lashley displayed the training manual and resources manual that are provided to all the volunteer coordinators for Board members to review. There also is a training manual provided to business partnership coordinators that contains the same kind of information. Business partnership coordinators are also provided with handouts to assist them in recruiting other businesses. Ms. Lashley did mentoring training for one of her schools and will provide this for groups of people and schools that are interested in mentoring, particularly high schools. The School District provides them with a mentor training manual. After they are trained, they can go out and mentor one-on-one with a student. Ms. Lashley will have them available at the breakfast as a handout for the business partners. Ms. Lashley stated they also hand out Volunteers in Public Schools handbooks to parents. Ms. Lashley discussed various other trainings that have been held. Ms. Lashley announced the Office Legal Administrators organization is doing their annual community challenge. This year they are doing a school supply drive. On October 11th, they are sponsoring a miniature golf outing for a fee. All entrants are required to bring school supplies that will be distributed throughout the various school areas. Ms. Lashley prepared a list of all Boynton Beach schools that included (1) the school's address and telephone number, (2) the name of the principal, (3) the volunteer coordinator and telephone number, and (4) the business partnership person and their telephone number. Ms. Lashley provided the original to the Recording Secretary who was requested to send the list out with the minutes of the meeting. Chairperson Cairo noted the Board would not be meeting again before Principal for a Day. If necessary, she will request a sub-committee meeting. Chairperson Cairo will forward to Ms. Farace agendas for both meetings to send to everyone. 6 Meeting Minutes Education Advisory Board Boynton Beach, Florida October 6, 2005 Chairperson Cairo thanked all the Board members for their hard work and dedication in getting all the work done so smoothly for Principal for a Day. She anticipates that this PFAD will be the best one ever. It appears everyone is very excited about the event. X. Adjournment: Next Meeting: November 3, 2005 at 6:00 p.m. - Poinciana Elementary School There being no further business, the meeting properly adjourned at 7:35 p.m. Respectfully submitted, ~~~{ (' }-, t( Barbara M. Madden Recording Secretary (October 10, 2005) '/ /} U1~h 7