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Minutes 08-23-07 MINUTES OF THE YOUTH VIOLENCE PREVENTION PROJECT MEETING HELD ON AUGUST 23, 2007 AT 10:00 A.M., CONFERENCE ROOM B, BOYNTON BEACH, FLORID Present: Jose Rodriguez, Vice Mayor Stacey Robinson, YVPP Coordinator Laura Elena Santos, Marketing Coordinator, LaPalma News Lt. Kelly Harris, Boynton Beach Police Department Robin Johnson, Director of Outreach & Improvement Services, Palm Beach Community College Lisa Bright, Executive Director, Boynton Beach Community Redevelopment Agency (arrived 10:13 a.m.) Absent: Mikel D. Jones, P.A. Myra Jones, President Ridgewood Hills Neighborhood Association Robert Taylor, CFO, Bethesda Memorial Hospital Lena Rahming, Director Boynton Beach Child Care Center Elivio Serrano, Vice President Programs, United Way of Palm Beach County Kathleen Perry, Principal, Boynton Beach Community High School Beverly Johnson, Executive Director, YMCA James Kidd, South Tech Academy Tana Ebbole, CEO Children's Services Council, PBC Buck Buchanan, Board Member Boynton Beach Chamber of Commerce Also Present: Ashley Buckley, CRA (arrived 10:13 a.m.) Vinola Rada, Non - voting Member Gloria Harmon, Greater Boynton Magazine, Guest Brian Miller, Chair, Community Relations Board I. Welcome and Opening Comments — Jose Rodriguez, Chair Chair Rodriguez called the meeting to order at 10:11 a.m. II. Roll Call — Recording Secretary 1 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida August 23, 2007 III. Introduction of Guests Chair Rodriguez announced Ms. Rada would be attending the Executive Committee meetings as a non - voting Member. IV. Approval and /or additions to the Agenda Brian Miller announced the date on the agenda and flyer representing the upcoming presentation on Violent Crimes was incorrect. He noted it was being made on September 26th, not September 27th. Ms. Robinson would make the correction. Motion Lt. Harris moved to approve the agenda. Ms. Santos seconded the motion that unanimously passed. V. Approval and /or additions to the minutes of August 1, 2007 Executive Committee Meeting Chair Rodriguez noted the minutes reflect the Violent Crimes Presentation would take place at the City Commission meeting which was an error. He announced the presentation would occur at the September 26 Community Relations Board Meeting in City Commission Chambers. It was also noted the July 18 minutes were not addressed at the last meeting. Chair Rodriguez suggested approving them with the August 1 St meeting minutes. There were no other changes to the minutes. Concensus There was unanimous consent to accept the July 18, 2007 meeting minutes and the August 1 St meeting minutes as amended. VI. Chairman's Comments A. Affirms Attendance By -Laws Chair Rodriguez wanted the Youth Violence Prevention Program members to be an active committee and he referenced the By -laws. He wanted to ensure the members understood the regulations and the function of the different committees. He explained the Steering Committee would drive the effort and make recommendations to the 2 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida August 23, 2007 Executive Committee as to where the dollars should be spent. The Executive Committee, which previously met twice a month, will now meet once a month. Ms. Rada requested a letter be sent reminding the Steering Committee members of the By -laws. She believed it would be helpful because each time they met, the attendance was less. Chair Rodriguez responded a letter would be sent to the Steering Committee Members and he reviewed the Attendance Policy specified that after missing two meetings, members would receive a notice. B. Meeting rules and guidelines This item was discussed with Item V.A. above. VII. Old Business A. Upgrades to the Ezell Hester Center — Stacey Robinson Ms. Robinson announced the Steering Committee voted to upgrade the community game room, to convert the big meeting room to a youth room, and to upgrade the weight and training rooms at the Ezell Hester Center. The Committee was awaiting word from the Recreation and Parks Department as to whether the recommendations made fit within their plan. The upgrades were noted as significant and funds were moved into the budget to accommodate the request. The Hester Center would be the first Youth Empowerment Center. There was a short discussion about the Juvenile Transition Center, and a funded YVPP Partner for services, which also shares space at the Hester Center. It appeared there was a type of commitment for an after school program there, which was more of a verbal agreement than written. Chair Rodriguez commented they were a 501(c)3 organization and it was important the YVPP would have appropriate space at the Center. B. Violent Crimes Task Force Visual Presentation — Stacey Robinson Ms. Robinson reviewed the Violet Crimes Task Force Visual Presentation regarding the upcoming presentation to be made at the Community Relations Board. She had extra flyers to use to invite individuals, however other changes would be made to it such as the date would be enlarged and changed to reflect the 26 and highlight why it was important to attend the event. The City and CRA have a marketing division that could be used, and Ms. Bright suggested Margee Adelsperger, CRA Marketing Director, handle the project. The flyers would be sent to all homeowners associations, and some would be given to Lt. Harris for distribution. In addition to the presentation given on the 3 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida August 23, 2007 Violent Crimes, the YVPP needs to make a presentation about what they are doing. This effort was strictly from Boynton Beach, although Ms. Bright suggested inviting Mayor Clemons, from Lake Worth to attend. She noted he was very supportive of the effort. Chair Rodriguez also noted Addie Greene, County Commission Chair was also very excited about the program and she forwarded it to Lake Worth to be used as a resource. This effort was not about just allocating funds; rather they had a plan in place and then allocated dollars in accordance with the plan provisions. Clergy from local churches were also referenced as appropriate individuals to communicate information on the presentation. Mr. Miller would work with Ms. Adelsperger, CRA Marketing Division on the flyer. Ms. Robinson would put together a brief presentation about the organization for the meeting on September 26, and the press should be made aware of the presentation as well as the Police Public Information Officer to properly publicize the event. VIII. New Business A. YVPP Amended Budget — Lt. Kelly Harris Lt. Harris distributed an updated budget and reviewed the changes. She advised the committee in furtherance of the objective, she was working with Brenda Gibbs to post for the Teen Program Coordinator. Other changes to the budget were: ➢ Administrative Assistant position was removed. ➢ Funds for a national conference were removed. ➢ Printing and program supplies were increased to purchase related games, DVD's, internet subscriptions, etc. ➢ Printing and Publications budget was reduced. ➢ Food services were increased. ➢ Janitorial supplies was reduced to zero. ➢ Equipment rental was reduced to zero. ➢ Membership dues was reduced to zero ➢ Training and Development was reduced. ➢ Awards and Grant was reduced. ➢ Building Renovations was reduced. ➢ Teen empowerment was increased. ➢ Contractual Services was increased. ➢ In -kind contributions were listed. Chair Rodriguez commented those items were directly related to what the Teen Council relayed they wanted and this was just the allocation of the funds, not the items 4 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida August 23, 2007 selected. A brief question and answer session ensued. The board was advised this was an amendment to the original budget proposal and the budget period ended September 30, 2007. Lt. Harris explained there would be an opportunity to revisit the budget and they tried to utilize as much of the funding as possible. There were a few budget amendments noted that needed to be changed. Lt. Harris advised a complete budget would be compiled showing the distribution of all funds. The procedure to submit expenses back to the committee was reviewed. Ms. Robinson explained there is a form to be used and the costs were reimbursed to the vendors by the City and then the City requests reimbursement from the County. Correspondence advising of the allocations made, had not been sent to interested parties; however Chair Rodriguez requested they be advised of the action. It was noted Mad Dads got the letter. The same letter would also be forwarded to the Juvenile Transition Center and the Community Development Foundation. B. Strategic Plan — Jose Rodriguez — Chair Chair Rodriguez announced the Strategic Planning Committee met to set up short and long term plans. The United Way recommended using the Center for Non - Profit Excellence to help assist in measuring outcomes. Ms. Robinson received a proposal back, which was reviewed. Chair Rodriguez advised the committee needed assistance with outcome measurements for the organizations they fund. The other portions were not needed such as Administrative Guidance, which was eliminated. The 2007 Project Management would be adjusted to $2,720 because they only wanted assistance in setting up the project measurables. The amount for the 2008 Strategic Plan was agreed on; the monthly consultation fee eliminated. Ms. Robinson explained project management expenses could be reduced through project management software. She suggested contacting Peter Wallace, in ITS. Once the project plan was instituted, then it was just monitoring. Motion Ms. Bright moved to approve $2,720 for the Project Management budget for the rest of this year and $2,210 for 2008. Ms. Santos seconded the motion that unanimously passed. C. Additional Application for Funding Assistance Update — Jose Rodriguez — Chair 5 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida August 23, 2007 Chair Rodriguez explained the committee selected three organizations in response to the RFP, all funded to some degree. He requested Ms. Robinson solicit the remaining providers on the list and see what comes back to the board. The deadline to return the seed applications was August 31st at 5:30 pm. Ms. Robinson advised she had also been out in the community looking at organizations that could help. He requested a motion to proceed with the solicitations. Motion Ms. Bright moved to approve. Ms. Robinson seconded the motion that unanimously passed. Additional discussion ensued about possibly funding up to 10 additional organizations. The board noted, if funded, the budget could be amended. The Center for Non - Profit Excellence would assist the committee to measure outcomes. The time -frame for the short -term plan was this fiscal year and was almost retroactive. The long -term plan should be ready by the end of the year. Ms. Bright thought the plans could be a good tool to garner private dollars. D. Community Walk /Community Assessment — Stacey Robinson Ms. Robinson explained this walk was an assessment done in conjunction with Mad Dads members and a few other individuals that go into the heart of the community and interact with the residents there. Mad Dads indicated initially, only a small group of six or seven should walk. Chair Rodriguez expressed he did not want to limit the effort to the Heart of Boynton area because the service area reached all the way to Woolbright. This was anticipated to be the first of many other walks. Mr. Miller suggested prioritizing the areas to be serviced. The first walk was set for September 10, 2007 at 6:00 p.m., and the goal was to walk through the community, sometimes door -to -door. The community concern cards would be distributed at that time. E. Update on Steering Committee Meeting — Vinola Rada — Chair, Steering Committee Ms. Rada explained the update was given by Ms. Robinson on the Steering Committee activities earlier in the meeting and reported the committee recommended hiring a Coordinator. The committee felt there was a need to have someone work with teens and help provide transportation. Chair Rodriguez requested Ms. Robinson investigate using the Shopper Hopper for the teens for use after hours. The Shopper Hopper would be a better option than the trolley because it could provide door -to -door service. Additionally they could expand on existing service, and it was thought it would be more economical that way. Ms. Robinson would investigate further to see what it would cost to support this use for additional hours. The hours were from after school to 10:00 pm. 6 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida August 23, 2007 Ms. Rada suggested developing additional services that could benefit the teens such as a "dressing for success seminar" or other appropriate training to assist in the job market. She volunteered her services to provide for that training. Chair Rodriguez explained the priority was first to establish the youth center, and then provide services. The RFP for the renovations was issued and they were waiting for Recreation and Parks to review the changes were within their guidelines. The Teen Coordinator position was discussed further. Chair Rodriguez thought it was very important to have services allocated to the teens, and it would be an added bonus if the Coordinator position encompassed driving. Initially there were four positions slated. There was discussion if they filled the Teen Council Coordinator position now, the process would be expedited. Motion Ms. Bright moved to hire Teen Council Coordinator for YVPP. Lt. Harris seconded the motion that unanimously passed. IX. Member Comments Ms. Robinson explained subcommittees were developed. A follow -up report was forthcoming. Ms. Santos announced she was leaving the LasPalmas Newpaper and going to work for a TV station. She provided her e-mail address to the other members. Mr. Miller asked how contact would be made with the gangs. Chair Rodriguez explained one of the subgroups would assist with that but clarified this was a prevention effort and they were trying to reach out to the kids that are not already involved in the gang and or violent crime lifestye. X. Adjournment There being no further business to discuss, the meeting properly adjourned at 11:17 a.m. 0 Catherine Cher - Guberman �l Recording Secretary 090707 7