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Minutes 11-07-07 MINUTES OF THE YOUTH VIOLENCE PREVENTION PROJECT MEETING HELD ON NOVEMBER 7, 2007 AT 4:30 P.M., POLICE AND FIRE TRAINING ROOM, CITY HALL, BOYNTON BEACH, FLORIDA PRESENT: Kathleen Perry, Principal, Boynton Beach Community High School Stacey Robinson, Youth Violence Prevention Program Coordinator Jim Kidd, South Tech Academy Buck Buchanan, Board Member, Boynton Beach Chamber Lt. Kelly Harris, Boynton Beach Police Departmen Sgt. Suzanne Gitto, Boynton Beach Police Department Nate Nichols, Children's Services Council, PBC Elena Santos (arrived at 4:57 p.m.) Vinola Rada, Non-Voting Member(arrived at 4:57 p.m.) ABSENT: Jose Rodriguez, Chair Lisa Bright, Executive Director, Community Redevelopment Agency Melvin Brown, Ridgewood Hills Neighborhood Association Mikel D. Jones, P.A. Robin Johnson/Erin McCloskey, Palm Beach community College Lena Rahming, Director, Boynton Beach Child Care Center Elivio Serrano, Vice President Programs, United Way of Palm Beach County Robert Taylor, CFO, Bethesda Memorial Hospital I. Welcome and Opening Statement Ms. Perry called the meeting to order at 4:42 p.m. She advised the board would be considering a number of providers' presentations requested by the board. II. Roll Call - Recording Secretary The Recording Secretary called the roll, and determined a quorum was present. Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida November 7, 2007 III. Introduction of Guests The following guests were present: Marva Baldwin, Executive Director, MABCO, INC.; Carol Bishop, Assistant Director/Administrator, MABCO INC.; Carisse Lejeune, City Manager's Office, City of Boynton Beach; George Moyer, Sky Lake Homeowners Association and Boynton Beach City Services Institute attendee; Rose Kraml, Boynton Beach City Services Institute attendee; and Sandra Thomas, on behalf of Kids Korner. IV. Approval and/or additions to the Agenda Ms. Robinson noted, in addition to approval of the minutes of the October 10, 2007 Executive Board Meeting, approval was also needed for the minutes of the September 13, 2007 Executive Board Meeting, and this should be added to the agenda. Motion Mr. Kidd moved approval of the agenda as amended. Mr. Nichols seconded the motion that passed unanimously. V. Approval and/or additions to the minutes of September 13, 2007, Executive Board Meeting Motion Ms. Robinson moved approval of the Minutes of September 13, 2007 as submitted. Mr. Nicholas seconded the motion that passed unanimously. Approval and/or additions to the minutes of October 10, 2007, Executive Board Meeting Mr. Kidd requested a correction pertaining to the following paragraph: "Mr. Kidd explained at South Tech Academy they were open in the evenings and there could be a leasing option." He recalled stating the following: "We are running some programs in there at night, and I don't know the availability, but they could be looked into if it were needed." He requested the minutes reflect this. Motion Lt. Harris moved approval of the October 10, 2007 minutes as amended by Mr. Kidd. Ms. Robinson seconded the motion that passed unanimously. 2 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida November 7, 2007 Mr. Nichols requested he be listed as "present" and that his name be substituted for Ms. Ebbole, who was no longer on the board. Motion Ms. Robinson moved to accept the additional corrections to reflect a change in the attendance and to approve the minutes of October 10, 2007 as amended by Mr. Nichols. Lt. Harris seconded the motion that passed unanimously. VI. Chairman's Comments Ms. Perry indicated provider proposals were reviewed at the last meeting, and there were questions as to the manner in which the proposals were reviewed, whether everyone was clear as to expectations, what needed to be submitted and what the budget was so that funding needs were apparent. She indicated Ms. Robinson provided an easy-to-follow assessment of the proposals in response to the board's request. A budget was also put before the board. The tasks to be undertaken by the board would be to review the proposals and make a determination as to awards. VII. Old Business A. Review of service provider's request for funding and recommendations Ms. Robinson commented on an area of the budget pertaining to funding for service providers. As the department would not be hiring an additional employee until January 2008, there would be an additional $20,000 associated with that position. On that basis, staff came up the figures noted on the letter directed to Lisa Bright, Executive Director, CRA of Boynton Beach. Ms. Robinson referenced a column entitled YVPP, which indicated the board's contribution from the $130,000 available to service providers. It would be her recommendation to split the funding based upon the type of programming to be offered, the programming currently offered within the City, whether the organizations were "grass roots" in nature and had operated in the City for some time, and the number of youths affected within the target area. Ms. Robinson indicated the Kids Korner, Power through Peace Production program actually scored the highest. However, the program could not be operated without the equipment, making the program unaffordable. Mr. Kidd indicated the scoring process appeared to be substantial, and the distribution among the programs was practical. 3 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida November 7,2007 Mr. Nichols assisted in the review process, and commended Ms. Robinson on her objectivity in following the process. Ms. Perry also commended Ms. Robinson for her fine work, objectivity, equitable funding and timeliness within which the documents were provided. Ms. Robinson advised the allocations made were adjusted based on $130,048. It was hoped matching grant awards would be received from the CRA, which would allow the board to double the funding to providers. She pointed out the funds had not been officially approved by the Board of County Commissioners and would not be approved until December 18, 2007. However, letters would be sent, and telephone calls made to the service providers advising of the awards, and that they were tentative, subject to the approval of the grant through the Board of County Commissioners. She added some of the providers would likely not be able to begin programming until January 2008. Motion Ms. Santos moved the board accept Ms. Robinson's recommendation. Mr. Kidd seconded the motion. Ms. Perry clarified the board would move forward with awards to the service providers pursuant to the recommendation of Ms. Robinson and pursuant to the letter to the CRA, providing the total amounts in the YVPP column. Vote The motion passed unanimously. B. Request for match funding from CRA with recommendations Ms. Perry advised the request pertained to the aforesaid letter to the CRA. Ms. Robinson noted the draft letter was for the board to review and provide input. She added the recommendations she made for the use of the funds did not necessarily indicate the manner in which the funds would be utilized. The letter was broken down specifically, with the needs required for the future and whether the Kids Corner, Power through Peace Production program would be provided. Ms. Perry referred to the section of the letter pertaining to the 2007 funding, and suggested total funding requests be indicated in a table format with an asterisk noting it was not the board's intent to provide total funding for any of these programs. A range of percentages could be indicated. She believed the criteria set forth was succinct 4 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida November 7,2007 and clear, and it was important for the CRA to be aware the awards were based on the defined criteria. Motion Mr. Kidd moved for approval to proceed with the request to the CRA. Ms. Santos seconded the motion that passed unanimously. Ms. Perry indicated the committee recommended the letter be amended to include the suggestions set forth above. Motion Mr. Kidd moved to submit as corrected and amended. Lt. Harris seconded the motion that passed unanimously. VIII. New Business A. CJC Requirements and New Interlocal Agreement Ms. Robinson advised the Criminal Justice Commission (OC) was procuring a new Interlocal Agreement with the City and was also requiring the committee enter into an Interlocal Agreement with the service providers. The OC was preparing a draft of the documents. During the last budget cycle, the OC had discerned issues which had arisen pertaining to capital purchases for the service providers and the manner in which the equipment or buildings would be utilized beyond the budget year. The OC wished to be aware of the City's plans to ensure all equipment and capital items were accounted for and available to the targeted population past the year they were purchased. To that end, the Executive Committee would be required to establish a policy as to how this would be handled through the service providers. The committee was instructed that any capital items purchased for the providers were required to be housed at the Youth Empowerment Center. As the Center was not yet operational, the capital items would remain at their current location. The two service providers that were currently funded were aware of these instructions. Ms. Robinson suggested the policy required to be established be prepared in conjunction with the City's legal counsel. The assets were required to be tagged by the City, as the items were the property of the City. Any other requirements or necessary arrangements would be required to be made by the Committee within a short period of time. Ms. Robinson noted all programs were required to be operated out of the Youth Empowerment Center on the assigned evenings, based on criteria set forth by the County. Ms. Robinson had discussed this with Recreation and Parks, and this 5 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida November 7,2007 department was involved in the audio-visual portion of the program and willing to house the equipment. Lt. Harris advised the Police Department had a contract with the CRA and believed the City Attorney could draft an agreement to serve the committee's purposes. The committee requested Ms. Robinson move forward through City Officials to establish a policy that did not duplicate existing policies. B. 2007-2008 Budget Ms. Robinson pointed out the budget was prepared by Sgt. Gitto and was self- explanatory. She suggested the board review the proposed budget, adding, while the budget had been submitted, modifications could still be made. Ms. Robinson noted a salary adjustment as a result of reduced staffing. The Teen Program Coordinator could not be hired at this time as there was no space currently available to accommodate the position. An amended budget would be prepared, moving $20,000 from the Personnel Budget Narrative-Teen Program Coordinator. The additional funds would then be placed in #31, "Other," and added to "h," "Awards and Grants," increasing the $113,000 to $133,000. The $133,000 was measured at $130,000, as Ms. Robinson was uncertain of the amount of the benefits. Motion Mr. Kidd moved approval as amended. Lt. Harris seconded the motion that passed unanimously. Ms. Perry commended Ms. Robinson and Sgt. Gitto for assembling all the information in advance of the meeting, which greatly improved the process. C. Update on Steering Committee and Teen Council Ms. Robinson noted Chair Rodriguez requested this item be added to the agenda. The steering committee had not been active, and it was Ms. Robinson's intent to reenergize the committee and encourage the membership to assist the Executive Committee market the new Youth Empowerment Center slated to open in January 2008. The next meeting would focus on this issue. The problem in part was caused by the lack of a central location in which the Teen Council could meet. Additionally, the teens had many after-school activities, and it had been a struggle getting the membership and teens together on a consistent basis. Ms. Robinson suggested it might be necessary for the Teen Council and steering committee to work separately for the next couple of months until a facility was available and in order to build a base for the Teen Council. The Teen Council was currently comprised of six enthusiastic youths, three from 6 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida November 7, 2007 MABCO, INC. They were featured in the Greater Boynton Magazine, and had provided input on the committee's logos and designs. Ms. Perry emphasized the importance of communicating with the teens to ensure they remained involved in the project. She pointed out the first year of any new program presented challenges. It would also be important to communicate with the steering committee, perhaps by letter, in order to provide the update set forth herein and as a means of reengaging the membership. She believed the opening of the Center would serve as the impetus for the steering committee and teens to continue their efforts on a consistent basis. IX. Member Comments Mr. Buchanan commended Ms. Robinson for a job well done, as did other committee members. X. Guest Comments Sandy Thomas, grant writer, attending on behalf of Kids Korner, commented on the use of equipment with regard to policies pertaining to the program. Marva Baldwin requested and received clarification on the significance of "seed money." Rose Kraml inquired whether a website existed for the YVPP. Ms. Robinson advised a website could be accessed through the Criminal Justice Commission of Palm Beach County, which contained historical information relating to youth empowerment centers. Ms. Kraml also inquired as to mentoring for teens and Boys and Girls Clubs. Ms. Robinson advised she would provide the contact information. Mr. Nichols added the Children's Services Council maintained a mentoring center available to the youth in the community. Ms. Robinson reiterated the awards made this date were based upon the approval of the Board of County Commissioners at the December 18, 2006 meeting. There being no further business to discuss, the meeting properly adjourned at 5:36 p.m. ~, ~~-~::t.L <--<....); D /-- StePh~e D. Kahn Recording Secretary 110807 7