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Minutes 06-20-07 MINUTES OF THE YOUTH VIOLENCE PREVENTION PROJECT MEETING HELD ON JUNE 20, 2007 AT 4:30 P.M. AT THE MADSEN CENTER BOYNTON BEACH, FLORIDA Members Present: Jose Rodriguez, Vice Mayor, Boynton Beach Regenia Scott, Neighborhood Services Beverly Johnson, Executive Director YMCA Laura Elana Santos, LaPalma News Kathleen Perry, Boynton Beach Community High School Bvte Elivio Serrano, Executive Vice President, United Way of Palm Beach County Buck Buchanan, Boynton Beach Chamber of Commerce Ashley Buckley, Administrative Services Manager, Boynton Beach CRA James Kidd, Principal, South Tech Community Academy School Steering Committee: Wally Majors, Recreation and Parks Director Duane Cyr, Jubilee Ministry Center Elizabeth Jenkins, President Boynton Hills Neighborhood Assoc. Vinola Rada, MPA and concerned citizen Antoin Elwood, Greater St. Paul AME Church Kelly Harris, Lt., Boynton Beach Police Department Joyce Fisher, Center Manager, Workforce Alliance Steve Waldman, Chair, Education and Youth Advisory Committee Daniel Gibson, United Way Impact Director I. Welcome and Introduction Jose Rodriguez, Chair of the Youth Violence Prevention Project welcomed the members and began the meeting at 4:47 p.m. II. Roll Call The Recording Secretary called the roll. A quorum was present. III. Agenda Approval Consensus There was consensus to approve the agenda as presented. 1 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida June 20, 2007 IV. Approval of Minutes Ms. Scott had one correction to the minutes pertaining to Article 3. Ms. Scott had suggested correcting the number relating to the members in the by-laws. Motion Motion made by Ms. Johnson and Ms. Santos to approve the minutes as amended. A vote was taken and the motion unanimously passed. V. Welcome the Newly Appointed Steering Committee Board A. Overview of the Youth Violence Prevention Project Ms. Scott circulated a brochure from Palm Beach County. The Youth Violence Prevention Project was being funded by Palm Beach County through a three-year grant. She provided an overview of the program. B. Role of Steering Committee Members of the Steering Committee introduced themselves. Ms. Scott reviewed a study Florida State University conducted on crime in Palm Beach County indicated Boynton Beach was one of the areas with the highest incidences of youth violence crimes. The Youth Violence Prevention Project was started about a year ago in an effort to address that statistic in a sustainable way. It was intended the Steering Committee could advise the Executive Committee on matters and on needs and activities that were successful with the youth. Their input was needed to continue the grant. Ms. Scott pointed out the meeting materials contained a description of the function of the Steering Committee. She explained the group was accountable to the City and the community. The brochure she distributed was a draft that came from the County Public Relations Marketing Division. The Criminal Justice Commission provided the model to be tailored to the City of Boynton Beach. If this committee did not make progress, they would not obtain the funds. Commissioner Addie Greene had applauded the accomplishments of the committee. Ms. Scott explained there was a county budget meeting scheduled for the following week and the money for the program was there this year, but to continue funding, the committee needed to show measurable progress each year. 2 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida June 20, 2007 Chair Rodriguez explained they put together a separate Steering Committee so they could get organized. The boards would function independently but would coordinate with one another. The Executive Committee could assist and provide guidance. IV. New Business A. Strategic Planning Subcommittee recommendation to develop draft proposal, get member feedback and present final plan. Chair Rodriguez explained the Steering Committee needed to be clear what the strategic initiatives were. Kathleen Perry, Vice Chair, explained the strategic plan referenced the need for measurability. She did not want this to be an effort that money gets thrown into and nothing comes out. The Strategic Planning subcommittee was charged with developing a vision and mission, including specifics with accountability of what the subcommittee was implementing that would be a driving force for everything that happened. How funds were disseminated and how projects were approved, needed to be reviewed with a goal and objective in mind. Ms. Perry reported they did that on the 8th and developed a list of things they wanted to do. To assist them in identifying where they wanted to go, they would use the United Way and Center for Non-Profit Excellence to help them facilitate their efforts and it would assist them with their planning session so they would not flounder. They would also need to determine the timeline and the committee wanted members of the Steering Committee and as many other individuals concerned with the matter as possible, to be involved in the effort. It was thought they would make it more effective. They would draft a vision, mission and logic model with the framework to work within and bring it back. This would be a draft document with a starting place, so meetings would be productive. Another important part of the effort was involvement of the teens. The committee wanted to ask them what their needs were and include them in the decisionmaking. The Teen Council would be vital to this project and they would be meeting with them at 1:00 p.m. at the library. Twelve students applied to serve on the council and each one was contacted and eager about being able to participate in this project. 3 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida June 20, 2007 Mr. Serrano, United Way of Palm Beach County, thought it was important they have a meaningful focus and objective, which could be measured. He pointed out there were a multitude of good programs that were funded each year but were fragmented. Everyone should be on the same page and on a very specific path to guide the programs. Their work would center on that and they would work with people who know how to focus on making goals happen with measurable results. They offered the services of their staff that do this on a daily basis. Motion Mr. Bt:i€* Buchanan motioned to move forward with a Strategic Plan involving the United Way and the Center for Non-Profit Excellence. Ms. Santos seconded the motion that unanimously passed. B. Approve/Ratify Teen Council Appointees Chair Rodriguez explained approving the appointees was immensely instrumental because they would be able to tell the Executive Committee what was working. He recommended reaching out to all those providers and offering one teen from each organization to serve on the council, thereby providing a broad spectrum and melting pot of talent to advise what was happening and working in different programs in the community. The youth could be from churches, non-profits or schools. The Teen Council was envisioned as being decision makers and being part of the process. The goal was to empower the youth to make some decisions. The students identified were listed in the backup materials of the meeti ng. Chair Rodriguez commented, for the record, that Louis Rodriguez was of no relation to him. Chair Rodriguez indicated the list would be expanded and the bigger the better. They would reach out to the providers in the community and ask for volunteers. If anyone knew of youth that might be interested, to send them to the focus group at the Library Program Room. Mr. Gibson explained children brainstorm and often think outside the box. Lt. Harris thought the JFO program might also be able to offer some volunteers. Ms. Scott noted a form in the backup materials of the meeting, which was a form from Florida State University for the kids and parents. It was a consent form. This information was needed because part of this effort was research and they needed the information before training was given in order to measure the results. The results would be reported to the County. 4 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida June 20, 2007 Consensus There was agreement to approve the Teen Council form, and to include the provider study in the community and to reach out to those groups. Seed Funding Application Process Ms. Scott reported on the application process. Ms. Johnson reviewed the packet of information. Using the existing package as a guide, they reviewed the three organizations already working within the community. They wanted to research, or tweak those programs to determine if they would work for this effort. It could help financially support a full application process going forward. It also provided an opportunity to look at an outside agency to come in and help develop tools that mayor may not be in place. The turn around time was short. The deadline for the application was July 10, 2007. Ms. Johnson noted there were more than those three providers in the community, but those three were identified in the community for services. Ms. Scott advised there were not many programs in the City that involved working with teens. The Juvenile Transition Center was one and there was an after-school program and they would help them plan for next year. Mad Dads had programs at Boynton Beach Community High School and summer camp, doing outreach. They also had street patrols and they work with the police. The committee was encouraged to think long term. The third organization was the Community Foundation. Their primary group was Haitian children. That group had after school family programs, a radio program, magazines and overall, had a good quality of work. Next year, they would open up the process as they determined where the gaps and needs were, and then go from there. Chair Rodriguez asked for a motion to move forward with the seed funding application with those organizations. Mr. Gibson had questions on the meeting materials. He suggested language changes and recommended making the changes now as opposed to later. Another aspect was how those indicators would be measured. The way it was written should be switched around. Ms. Scott indicated the timeline for measuring should be for the year as opposed to a three-month period. There was discussion there had to be some time put into it the effort. Mr. Serrano explained part of what was discussed for the strategic planning was working with those organizations and formulating the models, and measuring them. Those services would be for free. Mr. Waldman, 5 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida June 20, 2007 thought this was an interim report. Ms. Johnson explained the three-month report would be the final report for the seed funding. Ms. Scott indicated that in October, there would be a whole new dollar amount and hopefully they would have shown them a plan. Ms. Johnson suggested changing the date in the last paragraph to reflect the new deadline, which was July 10th, 2007. There was no further discussion of this item. Motion Ms. Santos moved to approve. Mr. 8tf€* Buchanan seconded the motion that unanimously passed. C. Approval to purchase electronic equipment and games to update Teen wing of Hester Center. It is proposed that not more than $15,000 be expended and approved for such purchases. Chair Rodriguez explained there were still some items on the agenda and cautioned the committee needed to be careful how they distributed the funds and how to measured the results. Ms. Scott explained she would be meeting with Mary DeGraffenreidt from the Hester Center. The center, which underwent renovations, was listed as one of the empowerment centers and they were creating a teen wing. They already had equipment, but not the video games, x-box and similar types of equipment that interested teens. It was discussed that could be an opportunity to draw teens to participate, and alternatively, in other programs but, they could not do one without the other. Wally Majors, Recreation and Director, had not been informed about getting the equipment yet. Ms. Scott explained there was a pool table, ping pong and bumper table which were heavily used. The committee was looking to upgrade that equipment or obtain different equipment. Since the committee was at the beginning of the effort, they needed to get started and draw the kids in. The purchases were eligible expenses under the guidelines, and she checked with the County, and they could use, draw and provide an array of activities. Mr. Waldman thought with a skateboard park, the youth would come. Ms. Rada suggested instead of spending money, using a donation letter for the x-box and that type of equipment. In return, those providers could be listed as a sponsor for the Youth Violence Prevention Project. Ms. Scott was not opposed to that, 6 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida June 20, 2007 but explained they have a source of dollars to draw the youth in with. They needed to market the program but they need something upfront. Mr. Majors cautioned the video games needed to be very closely reviewed. Ms. Scott explained she had spoken with Ms. DeGraffenreidt and she had some recommendations. Ms. Scott's proposal was to use the equipment to draw the youth in. Ms. Johnson noted in ramping up programs, it was her experience at the YMCA, the pool tables and other equipment there were not the best tools to use. They found activities such as recording studios were successful. X-boxes were wanted, but they got bicycles instead. Some programs the youth were beginning to benefit from. The children picked those activities and they did away with the air hockey and other tables. She suggested speaking to the teens first. Mr. Gibson asked if the idea was to have multiple sites or just the Hester Center as the Empowerment Zone. Ms. Scott commented the Hester Center was one Empowerment Center, the Wilson Center and even the Madsen Center could be used. The committee needed to look beyond using just one facility and Ms. Scott was hoping for multiple sites. There was a large target area to be served. Mr. Serrano agreed hearing from the teens first would be beneficial and thought the equipment acquisition should be deferred. Ms. Perry suggested the committee should exercise care; one group should not receive preference over another group or have even the appearance of such. Pastor Woods asked about the role of the Teen Council. Chair Rodriguez explained they make recommendations and the Executive Committee makes the decisions. The time frame to mobilize was as soon as possible. The earliest date would be the July 18th meeting. Motion Ms. Perry moved to table the purchases to the next meeting on July 18th. Ms. Johnson seconded the motion that unanimously passed. D. Request to participate as sponsor of the Heart of Boynton Neighborhood Association's 1st Intergenerational Gathering to address the youth violence in their community. The Heart of Boynton Neighborhood Association has requested from Neighborhood Services $2,250 to purchase food, bounce house, DJ, water, and cleaning supplies. The HOB Neighborhood Association has obtained donations to offset the event cost and is recruiting 7 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida June 20, 2007 volunteers. They are also looking for organizations to participate by providing information and onsite program assistance. Ms. Scott distributed a flyer on the gathering. She reported this group did an outstanding job and approached her for assistance with a budget. This was outreach, and Ms. Scott explained it could help the committee learn what the needs of the community were, as well as get the word out. Ms. Scott noted there were five neighborhood associations associated with the event. Chair Rodriguez would be in favor of the project if they had some type of booth or presence at the event. Ms. Scott explained any organizations wanting to participate could. It was a great opportunity to network. Ms. Jenkins explained this was just put together, but thought it could be done. The total cost of the event was about $5K. Chair Rodriguez was in favor of deferring this until the next meeting. Ms. Jenkins, however wanted to get the event organized. Mr. Serrano agreed the event could be an opportunity. Since they would be hearing from the teens, the initiative could be rolled out at this event. Ms. Johnson and Mr. Kidd left the meeting at 5:46 p.m. Ms. Jenkins requested assistance in advising them if they could do certain things. Mr. Majors explained Neighborhood Services was a partner in the event so permitting requirements were avoided. Mr. Gibson thought they should market the three agencies they selected at the event. Ms. Perry agreed the event could be used as an opportunity to push and promote what was being done and the marketing should be done boldly. Additionally, this event could be a kick off for the project and be representative of all the agencies that were providers and supporters of the effort. Ms. Scott explained the purpose was to empower neighborhood associations. Ms. Santos thought the committee should entertain whatever the Teen Council offered and incorporate that into the event. Mr. Serrano thought the committee should approve the recommendation of staff, and stipulate the input of the teens at the facilitated session would be included in the plan and have the opportunity to market the Youth Violence Prevention Project at the event. Motion Ms. Scott so moved. Ms. Perry seconded and the motion unanimously passed. 8 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida June 20, 2007 V. Updates A. YVPP Coordinator is still undergoing hiring process. It is expected that she will start within two weeks. Ms. Scott reported this item was still going through the process. B. A meeting is scheduled for Wednesday, June 2ih at 4:00 p.m., with Hester Center Recreation and Parks staff to discuss teen programming for the balance of the summer. Ms. Scott would be meeting with Ms. DeGraffenreidt at the Hester Center on this issue. C. On Tuesday, June 12, Ms. Scott met with Prime Time, a non-profit organization that provides after-school programming assistance to community-based organizations. The purpose of the meeting was to learn about this organization and how the Boynton Beach YVPP can partner with this organization. Chair Rodriguez asked about using this organization as a first step for the Steering Committee, and for them to review and bring input back to the table. Mr. Serrano explained Prime Time was put together to make curriculum models that were proven. They are in the community and are funded. They improve programs in Palm Beach County. They provide support, stipends for staff and it was a valuable resource. The committee thought it was a good suggestion they to be invited as part of the effort. Consensus There was no objection for the Steering Committee approaching them and bringing back recommendations. VI. Next meeting date The next meeting would be July 18, 2007 at 4:30 p.m. VII. Member Comments Ms. Fisher distributed information of interest to the committee. Mr. Gibson, would be spearheading the Steering Committee. 9 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida June 20, 2007 VIII. Adjournment There was no further business before the board. The meeting duly adjourned at 5:56 p.m. ~t~-G~YV1O/I( Recording Secretary 10