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Minutes 09-28-06 MINUTES OF THE EDUCATION 8r. YOUTH ADVISORY BOARD REGULAR MEETING HELD IN THE COMMISSION CHAMBERS, CITY HALL, BOYNTON BEACH, FLORIDA, ON THURSDAY, SEPTEMBER 28, 2006 AT 7:00 P.M. Present: Melinda Mallon (arrvd. 7:14 p.m.) Mary Morera, Vice Chair Stephen Waldman, Chair Loretta Wilkinson Susan Buchanan Robert Chiste, Student Regular Voting Member Christine Hogenkamp, Student Regular Voting Member Alyssa Ewing, Student Regular Non-Voting Member Brenton Rolle, Acting Board Liaison Absent: Hattie Miller I. Call to Order Chair Waldman called the meeting to order at 7:04 p.m. He introduced Brenton Rolle to the board, saying he was sitting in for Sherri Claude, the Board Liaison. II. Pledge of Allegiance/Moment of Silent Reflection Ms. Hogenkamp led the members in the Pledge of Allegiance to the Flag, followed by a moment of silent reflection to consider those who were serving in the nation's armed forces in harm's way. III. Approval of Minutes of August 24, 2006 Motion Ms. Buchanan moved to approve the minutes as presented. Ms. Wilkinson seconded the motion that passed 5-0. IV. Approval of Agenda Motion Vice Chair Morera moved to approve the agenda as presented. Ms. Wilkinson seconded the motion that passed 5-0. V. Announcements/ Presentations/ Correspondence Mr. Rolle announced that at the September 6, 2006 City Commission meeting, the Commission authorized the use of $1K each of Mayor Taylor's, Vice Mayor McKoy's, Commissioner Ensler's, and Commissioner McCray's Community Investment Funds for the Education & Youth Advisory Board for: 1) Youth Expo, 2) the Bob Borovy Student Citizen of the Year Award, and 3) the Youth Volunteer Bank, for its ongoing events and programs. The award would be split, with $2K going to the Bob Borovy Student Citizen of the Year Award (Scholarship), and $1K each for the Youth Expo and Youth Volunteer Bank programs. Meeting Minutes Education &. Youth Advisory Board Boynton Beach, Florida September 28, 2006 The board was thrilled at the generosity of the Commission and talked of ways to express its appreciation. Ms. Buchanan suggested sending a letter and appearing in person at a City Commission meeting to thank the Mayor and Commissioners. Chair Waldman thought such remarks should include a brief description of each program. VI. Public Audience Chair Waldman introduced a visitor, Mrs. Pamela Camel, Vice Principal of the Del Prado School in Boca Raton, parent, and resident of Boynton Beach. Ms. Camel had put in an application to the Education & Youth Advisory Board and Chair Waldman looked forward to her appointment as a board member. VII. Old Business At 7:14 p.m., Ms. Melinda Mallon, new board member, appeared. Chair Waldman welcomed her to the meeting. Ms. Mallon explained she was a retired teacher and looked forward to serving on the board. A. Sister Cities Chair Waldman had spoken to Jeanne Heavilin and Sister Cities had met with two Area Superintendents, who were interested in supporting the Young Artist in Residence and Pen Pal programs. Their suggestion was that the Pen Pal program should be implemented at Poinciana Elementary School. There was a possibility of John I. Leonard High School taking the Young Artist in Residence Program. Chair Waldman noted the board had not yet discovered the best way to work with the Sister Cities organization, but were having a representative from Sister Cities at the Youth Expo and this would be a start in the right direction. Chair Waldman mentioned if anyone wished to serve as liaison between this board and the Sister Cities organization, to let him know. Sister Cities might be sending a liaison to the EYAB meetings also. The meetings for Sister Cities were held during the day and this was a deterrent for most board members. B. Youth Volunteer Bank/Bob Borovy Award Mr. Rolle indicated Sherri Claude was working on updating the list of local volunteer opportunities. He reported the Bob Borovy Award applications had been prepared and would be sent to the schools in January of 2007 with a deadline for return of April 6, 2007. Chair Waldman sought the board's opinion on whether the members should make appointments with the guidance counselors to discuss this individually. They had only received two applications this year and it was thought the personal attention might help. Ms. Hogencamp believed the guidance counselors were the right recipients for the application packages and that if the packages were sent, a follow-up telephone call or letter would be helpful. Mr. Chiste believed it was important to make appointments to discuss this personally 2 Meeting Minutes Education &. Youth Advisory Board Boynton Beach, Florida September 28, 2006 with the guidance counselors. Ms. Ewing commented there was a Web site used by the seniors looking for scholarships, and it would be a good idea to list this award on that site. She would follow up to give the name of the Web site to Ms. Claude. Ms. Buchanan echoed Mr. Chiste's comment that a personal visit or telephone call would be the best way to handle this. She suggested giving posters (or flyers) to the guidance counselors, so they could put them on the walls in the schools. Ms. Buchanan also suggested calling the Office of Public Information at the School Board, to ask for their help to disseminate this information. She believed the Area Superintendents were so flooded with paperwork that this kind of thing might get buried on their desks. Ms. Buchanan suggested the possibility of posting this on the School Board's Web page as well. Ms. Wilkinson suggested advertising this in the Fun Fare magazine. Mr. Rolle commented it would have to be submitted by mid-October for placement in the winter-spring issue of Fun Fare. Ms. Buchanan suggested another source of wide coverage at no cost would be the Boynton Beach Chamber of Commerce's paper newsletter that went out to every Palm Beach Post subscriber in south Palm Beach County. This kind of notice would probably attract the attention of a number of parents. Chair Waldman would mention that to Ms. Claude. Ms. Buchanan commented if they needed a contact at the Chamber, her husband was on the board. C Fundraising Ideas Mr. Rolle indicated Ms. Claude was asked at the last meeting if donations were tax-deductible. According to the Internal Revenue Service guidelines, contributions to a qualified entity, which included the City of Boynton Beach, were tax deductible if made solely for public purposes. This included donations made to the advisory board for its programs and Ms. Claude would add that language to all future flyers and letters. Ms. Claude had also spoken with Wayne Segal about setting up a booth for the EYAB at the Oceanfront Concert series in November. Chair Waldman was pursuing a donation from the Publix bakery for the booth at the Oceanfront Concert. He had already spoken to one person there and had to speak to one other before confirming their donation. Ms. Wilkinson announced the Oceanfront Concert series took place on the second Friday of each month from 6:00 p.m. to 9:00 p.m. D. Youth Expo (October 14, 2006 from 11:00 a.m. to 5:00 p.m. at the Boynton Beach Mall Mr. Rolle distributed an updated Youth Expo flyer. Chair Waldman mentioned the Sister Cities organization would need a table for this event, and Mr. Rolle made a note of it. The members discussed their schedules and when they would be available to man a booth at the event. Chair Waldman and Ms. Wilkinson planned to be there for the day. Ms. Buchanan would be available from 1:30 or 2:00 p.m. onwards. Mr. Rolle declared the event was going to be in the kid's playing area near J. C. Penney. Vice Chair Morera would be available from 12:30 onwards. Mr. Rolle was in charge of setting up for the event and welcomed assistance. The tents and sound system would be set up Saturday morning. He was not sure if the Mall personnel were putting out the chairs, but he was concerned there be enough room between the first row of 3 Meeting Minutes Education &. Youth Advisory Board Boynton Beach, Florida September 28, 2006 chairs and the stage, as several dance troupes had expressed a preference for dancing on the floor instead of the stage. The stage was not large enough for their productions. Someone needed to see that this space was allowed when the chairs were being set up on Friday night or Saturday morning before the event. Mr. Rolle would find out from Janice Phillips when the Friday night set up would commence and let Chair Waldman know. Chair Waldman would contact Ms. Claude about having Youth Volunteer Bank applications and other information about the EYAB's programs available for the event. Vice Chair Morera asked about giveaway items and Chair Waldman would check with Ms. Claude about this also. E Tennis Carnival Event (November 11, 2:00 p.m. to 4:00 p.m., Boynton Tennis Center) Mr. Rolle distributed a flyer for the Tennis Carnival from the Boynton Beach Tennis Center. To date, there had been 21 registrants and the maximum was 32. Vice Chair Morera reported Mr. Howell at the Tennis Center had enough tennis rackets for the children who did not have them. Phyllis Stern from the Community Relations Board was working with Vice Chair Morera to obtain donations from Publix and elsewhere for refreshments. The Palm Beach Post was providing t- shirts for all the kids and that was why their logo was on the flyer. They were not distributing a large amount of flyers, since the event was already filling up. To give people who did not read FunFare an opportunity to participate, the flyer would be posted at the Hester Center and the Civic Center. Vice Chair Morera reported the flyer had originally been issued showing a time for the event of 9:00 a.m. to 12:00 p.m., but everyone had now been called to correct this to 2:00 p.m. to 4:00 p.m. Once they had the official registration list, the participants would be called again. Ms. Wilkinson offered to help make the calls. Vice Chair Morera spoke of a possible misunderstanding concerning the Hunters Run and Boynton Beach Tennis Center events. The Tennis Center event was meant to be an additional event and not one that would take the place of the very successful Hunters Run event held in the spring. It appeared to Vice Chair Morera that Hunters Run believed the Boynton Beach Tennis Center event was meant to take the place of the Hunters Run event and this was definitely not the case. Ms. Mallon, who resided in Hunters Run and knew Ms. Stern, offered to discuss this with Ms. Stern and let Chair Waldman know the outcome. VIII. New Business A. Tennis Carnival (Hunters Run) Ms. Mallon will be speaking with Ms. Phyllis Stern about the Tennis Carnival and whether or not Hunters Run wished to continue doing the spring event. Mr. Rolle mentioned the date for the spring Tennis Carnival at Hunters Run had to be confirmed and finalized prior to putting it in the FunFare magazine. The submission would have to be in by mid-October in order to get into the winter/spring issue of Fun Fare. 4 Meeting Minutes Education &. Youth Advisory Board Boynton Beach, Florida September 28, 2006 B. November and December Meeting Dates Since the board's meeting dates conflicted with holidays during November and December, the board decided to combine its November and December meetings into one meeting on November 30, 2006 in City Hall Chambers at 7:00 p.m. IX. Future Meeting Dates: October 26, 2006 November 30, 2006 (Nov./Dec. combined) X. Adjournment As there was no further business before the board, the meeting was duly adjourned at 8:00 p.m. Respectfully submitted, ~~L-" Susan Collins Recording Secretary (092906) 5