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Minutes 11-29-07 MINUTES OF THE EDUCATION & YOUTH ADVISORY BOARD REGULAR MEETING HELD ON NOVEMBER 29, 2007, AT 7:00 P.M. COMMISSION CHAMBERS, CITY HALL, BOYTON BEACH, FLORIDA PRESENT: Mary Morera, Vice Chair Sherri Claude, City Employee Representative Carol Lundquist Hattie Miller Robert Chiste, Student, Regular Voting member ABSENT: Steve Waldman, Chair Pamela Camel Loretta Wilkinson I. Call to Order Vice Chair Morera called the meeting to order at 6:57 p.m. II. Pledge of Allegiance/Moment of Silent Reflection Mr. Chiste led the Pledge of Allegiance to the Flag, followed by a moment of silent reflection. III. Approval of Minutes of October 25, 2007 Motion Ms. Lundquist moved approval of the minutes. Mr. Chiste seconded the motion that passed unanimously. IV. Approval of Agenda Vice Chair Morera requested the Tennis Carnival be added under VII. New Business. There were no other changes to the agenda. Motion Mr. Chiste moved approval of the agenda as amended. Ms. Lundquist seconded the motion that passed unanimously. Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida November 29, 2007 V. Announcements / Presentations/ Correspondence None. VI. Public Audience Vice Chair Morera welcomed a visitor, who observed the meeting from the audience. VII. New Business A. Tennis Carnival Phyllis Stern contacted Vice Chair Morera and mentioned that Hunters Run would be willing to hold the Tennis Carnival for the board in April 2008. Ms. Claude indicated there were staffing changes at the Boynton Beach Tennis Center, and it was not known whether the Tennis Center would hold the event. Ms. Stern wished to appear before the board to secure the board's authorization, and requested the board select two or three dates for the Tennis Carnival. The event was generally held from 1:00 to 3:00 or 2:00 to 4:00 in the afternoon on Saturdays. Vice Chair Morera suggested the dates of April 5th and April 26th. The board had no objection, and Vice Chair Morera advised she would approach Ms. Stern with the dates. VIII. Old Business A. Sister Cities Ms. Claude referred to an e-mail sent by Chair Waldman pertaining to the Young Artists Reception which would be held tomorrow evening at the Museum. Vice Chair Morera advised she would be unable to attend. B. Youth Volunteer Bank Ms. Claude provided a flyer, membership application, welcome letter to the students, hours verification form, reminder letter for submittal of hours, fOllOW-Up postcard, introductory letter sent to local schools, press release and a list of all volunteer bank members. After the names of seniors were eliminated from the list, the database was reduced to 73 students. She circulated the material for the board's review. Vice Chair Morera announced at the last meeting, discussions were held as to the manner in which students could be enlisted to serve as volunteers and incentives to be provided. She noted the board banked hours for youth volunteers, with awards bestowed for volunteer services provided throughout the year. In the past, savings 2 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida November 29, 2007 bonds were provided. However, this practice was discontinued as many students padded their hours merely to receive the bonds. She contended additional cash awards could be provided. However, it would be difficult to avoid the issues previously tackled by the board. Ms. Claude addressed the issues relating to the manner in which to attract more students and how to maintain their interest. She believed parents and students felt the board could assist in providing volunteer opportunities. In the past, large volunteer projects were provided annually. Attempts were made to secure projects on a smaller scale, but they did not produce the anticipated results. She suggested enhancing the program to make it more active. At present, the program focused chiefly on recognition. In order to increase parents' awareness of the program, press releases were sent out. Ms. Claude also suggested placing a blurb on BBTV to further promote the program. Vice Chair Morera suggested volunteers could assist with events hosted by the board, including the oceanfront concerts. She also suggested revisiting beautification and clean-up volunteer projects. In the past, these projects proved to be successful undertakings. She commented, over the years, she had observed that fewer volunteers assisted in volunteer opportunities. Ms. Claude suggested possibly partnering with other organizations in the community that had been in search of volunteers, and connecting the students with those organizations. Mr. Chiste suggested sending a newsletter to the students participating in the volunteer Bank noting the volunteer opportunities available. Ms. Claude pointed out the volunteer bank applications included a list of organizations in the community that accepted youth volunteers. The list included contact information and ages of volunteers sought. It was her belief ongoing communication with the volunteers was crucial. C. Bob Borovy Award Ms. Claude commented she had not yet received applications, but wanted to let everyone know that she had been taking measures to promote the award. The volunteer coordinator at Boynton Beach High School had already provided the information to her students and would be encouraging eligible students to apply. Ms. Claude sent packets to Atlantic High School, Park Vista, South Tech and Lake Worth Christian Schools. The application was now available on the City's website and could be completed on-line. A press release had been prepared and a blurb would be placed on BBTV. She circulated a text of the blurb. Colored flyers would be posted in all recreation facilities, and she e-mailed the pertinent information to the volunteer coordinator at the Children's Schoolhouse Museum. She would also be sending the information to all Youth Volunteer Bank members who qualified. 3 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida November 29, 2007 D. Fundraising Vice Chair Morera mentioned the oceanfront concerts would resume in January 2008. Chair Waldman had inquired whether the board could hold other events over the holidays. However, with schedules and commitments, it was not deemed to be feasible. She addressed the confusion relating to Panera Bread's donation of cookies for the green market. They were contacted and provided with a letter requesting their assistance, and were asked to call if there was any issue with the donation. Apparently, Chair Waldman was advised that Panera Bread was no longer offering these donations. Panera's originally informed Ms. Wilkinson if a letter of request was produced and advance notice was provided, Panera's would be pleased to donate several hundred cookies on behalf of the board. Ms. Wilkinson was working with Panera's to determine whether it would continue its practice of donating, or if other opportunities should be pursued. If it was determined that Panera's would provide cookies at the January 2008 oceanfront concert, arrangements could be made via e-mail and telephone. Board members would be kept apprised of this situation. E. Violence Prevention Chair Waldman would be reporting on this item. IX. Future Meeting Dates: January 24, 2008 February 28, 2008 X. Adjournment Motion Mr. Chiste moved to adjourn. Ms. Lundquist seconded the motion that passed unaN~OUSIY. The meeting adjourned at 7:18 p.m. J~~Q . Steph~ie D. Kahn Recording Secretary 113007 4