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Minutes 10-26-06 MINUTES OF THE EDUCATION & YOUTH ADVISORY BOARD REGULAR MEETING HELD IN THE COMMISSION CHAMBERS, CITY HALL, BOYNTON BEACH, FLORIDA, ON THURSDAY, OCTOBER 26, 2006 AT 7:00 P.M. Present: Steve Waldman, Chair Robert Ch iste Hattie Miller Mary Morera (arrived 7:15 p.m.) Loretta Wilkinson Heather Spillane - City Liaison Alyssa Ewing, Non-voting member I. Call to Order Chair Waldman called the meeting to order at 7:10 p.m. II. Pledge of Allegiance/Moment of Silent Reflection Mr. Chiste led the Pledge of Allegiance followed by a moment of silent reflection for the troops overseas. III. Approval of Minutes of September 28, 2006 The board noted Susan Buchanan was present at the September meeting but was not listed as present. There were no other changes to the minutes. Motion Ms. Wilkinson moved to accept the minutes as corrected. Mr. Chiste seconded the motion that unanimously passed. IV. Approval of Agenda Motion Ms. Wilkinson moved to accept the agenda. Ms. Ewing seconded the motion that unanimously carried. V. Announcements/Presentations/ Correspondence A. Recreation and Parks Department National Accreditation Chair Waldman introduced Heather Spillane, Recreation and Parks Department, who was filling in for Sherri Claude, Assistant to the Director, and regular City Liaison to the board. Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida October 26, 2006 Ms. Spillane announced the Recreation and Parks Department received National Accreditation. They are one of 66 agencies in the United States that have received the accreditation. She indicated they were very proud of staff. The board congratulated the department and gave kudos to staff on the achievement. Chair Waldman reported he attended the Boynton Beach Assembly and there was unanimous agreement the Recreation and Parks Department staff was outstanding. They were noted to be talented and professional. VI. Public Audience Chair Waldman noted there was no public audience. VII. Old Business A. Youth Expo Report and Evaluation Chair Waldman reported they received a Certificate of Participation for being involved in the Youth Expo. He gave the certificate to Heather Spillane for the file. Ms. Spillane reported Janice Phillips and her team put on the Youth Expo. There was new management at the mall, who was not interested with the event and setup. The woman in charge of marketing for the mall was not present for a meeting. Phone calls were not returned. The event was charged $400 for twelve tables. She further reported it was difficult working with mall staff for set up times. Mall staff wanted the event set up at either 7:30 a.m. or 10:00 p.m. The manager wanted a walk through, but was not available. The event was very challenging this year. In 2008, staff would be looking for a new location. The board's active participation in planning the event would be imperative and in the future, the board may hold the function instead of staff. Staff, however, would be available for assistance as needed. Otherwise, all turned out well. The attendance was good, and they had great groups participating. Chair Waldman announced when he first became a member of the board, this was a board project. He became involved in the event and he got the non-profit groups to get tables at the event. At one point, there were about 20 tables, plug-ins and a Master of Ceremonies. The only complaints they received were from nearby stores saying the music was too loud, or it was detracting from their business while performances were ongoing. They had about 150 art displays in the area. This year, they were told they could not place the art near the tables, they had to be placed by Macy's. Chair Waldman found the event a let-down, and expressed it was not due to City staff. When he was involved with putting the event on, even mall staff was great. 2 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida October 26, 2006 Chair Waldman went on record, that displays of rudeness, embarrassing people, intimidation and blackmail to give mall staff money should not happen again. He intended to write a personal letter and hand deliver it to the mall management. Ms. Loretta Wilkinson also was extremely disappointed with the way Ms. Phillips and the City staff were treated. Although the event was successful, it was through no credit of the mall management; rather it was successful because they had big groups involved in the event that brought parents and family members. If they relied on the mall patrons, it would not have mattered. She indicated they had good exhibits. The City Library participated as well as Palm Beach Post, the March of Dimes, Girl Scouts, and the YMCA. Some individuals were able to get the word out. In general, however, she thought people did not realize anything was occurring. There was no signage, advertising or anything. The Palm Beach Post was a sponsor and it was acknowledged there were ads in the paper for the event. Additionally, there were about 7,500 flyers that went out to schools and posters were placed in nearby businesses and facilities. Ms. Wilkinson also requested if the event was returned to the board to handle, the meetings should be held in the evenings in order to accommodate working individuals. She noted artwork used to be a huge part of the expo, and that aspect was played down and forced to be located elsewhere in the mall away from the event. Patrons saw performers in costumes and heard music but had no idea what was happening. She was in favor of holding the event at a different location and did not want to work with mall unless there was a show of good faith to not be in an adversarial position and would work together. She complimented the Master of Ceremonies, Shawn Hennessy, on doing an excellent job of keeping the event moving and on schedule. Chair Waldman requested the names of the City staff to recognize them for a job well done. These employees were: Brent Rolle, Joe Evans, Linda McKinnon, Jennifer Fall and Heather Spillane. Also part-time staff, Tremain Johnson and Julietta Seide, who was a new employee. Ms. Morera thought it was a great event in spite of the difficulties staff encountered. The mall does well with events such as these, because the groups bring the crowds. She would like to revisit how it was planned and wanted to know why the art teachers from the schools won't participate. She indicated if an activity is not part of the required curriculum, the principals were reluctant to take on additional projects. She had the same problem with trying to get a survey for a teen center. Their curriculum appeared to be set in stone. She also noted she took a lot of photographs and would put together a CD to be delivered to Sherri Claude. B. Sister Cities Chair Waldman announced the Sister Cities organization would be holding a Golf Tournament November 3rd in the evening at the Links. He announced the Wheelchairs for Peace and Understanding program. The Sister Cities organization was looking for a $60 donation to purchase a wheelchair. In return for the donation, a framed photograph of the child or person whose life was changed by the wheelchair would be sent to the sponsor. 3 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida October 26, 2006 Chair Waldman noted Loretta Wilkinson was a teacher at Royal Palm School in Lantana, which is a special needs school and the Sister Cities organization has an Adopt-a-School Program. Ms. Wilkinson explained most of the pupils at her school receive their equipment through insurance, Children's Medical Services, (CMS) or Medicare. She was not sure anything as major as a wheelchair would be needed. She did note her school was always looking for donations. She noted the Kiwanis Club donates money to the profoundly mentally handicapped, which has the lowest cognition but highest need. She explained often the students are tub fed, require bibs, and had several clothing changes per day. She explained teachers are doing laundry frequently. There are items needed but a wheelchair was not necessarily one of them. Chair Waldman requested a list of items needed be developed, in lieu of a wheelchair or money. Ms. Wilkinson explained the teachers probably have a wish list. She also cautioned school donations have a process and directed donations may not always wind up being used for the purpose intended. If there is something specific, for example, the Kiwanas Club donates a gift card. Chair Waldman suggested addressing the Sister Cities request and then discussing the Adopt-a- School. He indicated they have $60 for a wheelchair in one of their funds. The board discussed the Miscellaneous Fund and shifting funds. Ms. WilkineFson suggested donating two wheelchairs. She also reported children outgrow their wheelchairs and they are not used. In those instances the Sister Cities may be able to get some used, but in very good condition wheelchairs. Motion Ms. Wilkcrson Wilkinson-moved to take $120 from the Miscellaneous Account to donate two wheelchairs to the Sister City project in QJlliLQtt--Ftt. Ms. Morera seconded the motion that unanimously passed. C. Youth Volunteer Bank/Bob Borovy Award There was no report given. It was noted, however, that any information about the program should be included in FunFare Magazine. Chair Waldman reported the next Ocean Front Concert is November 17, 2006. He reported the Manager at Panera Bread would bake fresh items specifically for the board to sell. He suggested selling the items comparative to Panera's prices. The items could be bagels, cookies or sandwiches. Chair Waldman explained the manager's name is Tom and he suggested the members frequent Panera Bread and let him know they are on the board. He suggested having signs made and noted they would need a table and chairs, and a bank. A beach pass would not be required after 5:00 p.m. The City has a special events crew that sets-up for the event. Ms. Spillane recommended contacting Wayne Segal, Media Director. 4 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida October 26, 2006 Motion Ms. Wilkinson moved to take Panera Bread up on the offer to fundraising at the concert series commencing November 17, 2006. motion. bake for the board as a Ms. Morera seconded the The board discussed who would man the table. The event starts at 4:00 p.m. Ms. Wilkinson would head a committee for the event and would speak with the manager of Panera Bread. Vote A vote was taken and unanimously passed. Chair Waldman asked if the board was interested in purchasing a gift card for a school or putting the funds in a dedicated account. Ms. Wilkinson explained there are plenty of schools that would not turn down anything free. Chair Waldman had spoken with Mr. Guarn Sims, Principal of Galaxy Elementary School about the Adopt-a-School Program. It was learned at the Boynton Beach Assembly, the biggest concern was that Boynton Beach High School had a lot of needs. This issue was reiterated several times and would be in the final Assembly Report. Chair Waldman asked if the board wanted to Adopt-a-School, or Schools. He noted it did not necessarily mean it had to be money, it could be contacts, manpower or other services. Ms. Wilkinson explained, in her opinion, with the board being small and members pressed for time, she had no problem fundraising for a school, but thought if they did, they needed to attend the SAC meetings and it would be a huge time commitment. She would rather see the board help with specific issues. There was agreement the board could fundraise for schools in general and address issues on a case-by-case basis. The board could also determine where to donate, and not necessarily dedicate the fundraising to a particular school. Chair Waldman thought principals could attend the meetings and ask for assistance, however the principal must earmark the funds. The board did not want the monies to go to the general fund. If a school requested the board come to a meeting, it would only be done on an individual basis without committing the board to anything. There was agreement the board would not tie itself down to one school. They did not want everyone approaching the board for money. Ms. Edwards explained Mayor Taylor was discussing Boynton Beach High School. The school was noted for having some great programs, such as their culinary department, and sports team. The students, however, were not performing academically. There was also discussion that any donations should go to pUblic schools as opposed to private schools. The board also wanted signs placed at the event and thought the wording was important. They noted people want to know where their money is going. The board discussed whether the fundraising would be a monthly event. Ms. Wilkinson suggested seeing how the event goes the first time. The board thought creating another line item in the budget and then the board would vote where to donate the monies. The board did not Adopt-a-School. The board discussed whether they would invite principals to make presentations or requests for assistance. 5 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida October 26, 2006 Chair Waldman thought to some extent, it was almost incumbent to try to see if there was some way they could assist the schools. Having the principal come to a meeting was discussed. The principal for Boynton Beach High School would be invited to the November 30, 2006 meeting. E. Tennis Carnival Event (November 11, 2-4 p.m. @ Boynton Tennis Center) Ms. Morera reported the Tennis Carnival was all set. Contingent on the donations, she would buy snacks. The Community Relations Board sent a $35 donation from Ms. Phyllis Stern. The Education and Youth Advisory Board would send a thank you to the Community Relations Board with a copy to the City Clerk. F. Tennis Carnival (Hunters Run) There was no report given on this item. Chair Waldman would try to contact Ms. Melinda Mallon about the event. Ms. Wilkinson thought they should speak with the Board at Hunter's Run because Ms. Stern and Ms. Mallon are not the representatives for their community. Chair Waldman would look into the matter further. VIII. New Business A. Boynton Beach Assembly Report Chair Waldman indicated he attended the Assembly at Hutchinson Island. The Assembly noted there were no students present. Chair Waldman complimented the way the Assembly was facilitated. The purpose of the Assembly was to discuss the future direction of the City. The Assembly was also trying to attract a Boys and Girls Club to Boynton Beach. The board discussed the Bob Borovy Award criteria. It was noted the award was for students who live within the City limits of Boynton Beach. Ms. Wilkinson is on the committee for the Boundless Park. She is unable to make the meetings because they are held during the day and she works during the day. She would like that to be a future agenda item, and would like an update. B. Adopt-a-School This item was discussed earlier in the meeting. IX. Future Meeting Dates: November 30, 2006 January 25, 2007 6 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida October 26, 2006 X. Adjournment Motion Ms. Morera moved to adjourn. Mr. Chiste seconded the motion that unanimously passed. Meeting adjourned at 8:25 p.m. Respectfully submitted, ~0~-~m(L~ Catherine Ch rry-Guberman Recording Secretary 112906 7