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Minutes 04-02-08 MINUTES OF THE YOUTH VIOLENCE PREVENTION PROJECT MEETING HELD ON APRIL 2, 2008, AT 5:30 P.M., CAROLYN SIMS CENTER, BOYNTON BEACH, FLORIDA PRESENT: Stacey Robinson, Youth Violence Prevention Program Coordinator Buck Buchanan, Boynton Chamber of Commerce Lt. Kelly Harris, Boynton Beach Police Department Sgt. Suzanne Gitto, Boynton Beach Police Department Kathleen Perry, Boynton Beach Community High School Jim Kidd, South Tech Academy (arrived at 5:46 p.rn.) Robin Johnson, Palm Beach Community College Laura Elena Santos, LaPalma News (via speaker phone) Vinola Rada, Non-Voting Member ABSENT: Jose Rodriguez, Chair Nate Nichols, Children's Services Council, Palm Beach County Beverly Johnson, Executive Director Robert Taylor, CFO, Bethesda Memorial Hospital Elivio Serrano, Vice President, Programs, United Way of Palm Beach County I. Welcome and Opening Comments - Jose Rodriguez, Chairman Ms. Perry welcomed everyone to the agenda. II. Roll Call The Recording Secretary called the roll and determined a quorum was present. III. Introduction of Guests No guests were present IV. Approval and/or Additions to the Agenda There were no additions or corrections to the meeting. Motion Mr. Buchanan moved approval. Ms. Robinson seconded the motion that passed 8-0. (Voting is not permitted via speakerphone.) Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida April 2, 2008 V. Approval and/or Additions to the Minutes of the March 5, 2008 Meeting Motion Mr. Kidd moved approval. Lt. Harris seconded the motion that passed 8-0. VI. Chairman's Comments None. VII. Old Business A. City of Boynton Cheerleading Team Funding At the last meeting, the board had requested Ms. Robinson obtain additional information. A memo dated March 11, 2008 from Mary DeGraffenreidt, Senior Recreation Manager, acknowledged the Cheerleading program was a City program run by the Recreation and Parks Department. She confirmed the yearly fee for the program was $700 which was required to be paid prior to entering the program. Other components of the Cheerleading program included self development. Ms. DeGraffenreidts memo set forth the names and addresses of the girls to determine whether they resided in the target area. Information was also provided as to the schools attended, and whether they were private or public. However, percentages of private versus public schools were not included. Ms. Robinson noted 80% of the girls in the program were required to reside within the target area. There was approximately $2,000 in the budget that had not been allocated, and a portion thereof could be contributed if the board felt it was appropriate to do so. Ms. Robinson indicated the cost for all the cheerleaders to attend the Nationals would be approximately $25,000. Both the senior and mini teams had qualified to compete in the Nationals. It was noted the board previously sponsored a Boys' Basketball program, comprised of 40 boys aged 13-15, at a cost of $45 per person. This did not include competing in the Nationals. Ms. Robinson noted numerous fundraising efforts had been made on behalf of the Cheerleading program through car washes and the sale of candy. She believed the cheerleaders would still attend the Nationals, even if the board did not contribute to the program. 2 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida April 2, 2008 As the board previously funded the Boys' Basketball team at a cost of $45 per person, it was suggested, in order to promote gender equity, the cheerleaders be funded in a like amount. In the event the board opted to sponsor the cheerleaders, the monies would not be paid in advance and expense receipts were required for reimbursement. If the cheerleaders did not attend the Nationals, clearly there would be no receipts to submit. Motion Mr. Kidd moved that the board equitably fund the cheerleaders in a like amount as previously funded the male-sponsored programs. (This would result in funding of $45 each for 32 cheerleaders, for a total of $1,440.) (The board previously provided $1,800 to the Hester Center to sponsor a basketball team of 40 boys at a cost of $45 per person.) There was no second to the motion. Board discussion ensued with regard to other possible uses for the funding. Suggestions included funding existing programs, or providing funding in the fall to those cheerleaders who were unable to pay the yearly participation fee of $700. It was also suggested funding be provided to extend the Art of Film Making, currently a six-week program. Mr. Kidd withdrew his motion. Ms. Robinson reiterated there was approximately $2,000 in the budget for funding. The board concurred it would be more suitable to fund existing activities by enhancing the programs and attracting more participants. Motion Mr. Buchanan moved that the board not fund the cheerleading team. Sgt. Gitto seconded the motion that passed 8-0. B. Introduction of Teen Coordinator - Lt. Kelly Harris Lt. Harris introduced Vickie Henderson, the new Teen Coordinator, who came on board in early March and was in the process of assembling a Teen Council. Ms. Henderson was of the opinion that funding should be provided to existing programs. She had observed the interest shown by the youths in the Art of Film Making and the positive reinforcement provided by the program. James Brown presented a commercial made by the students in the Art of Film Making program. The commercial pertained to a poster and social issue, Keeping a Real 3 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida April 2, 2008 Superstar, Trash in the Can, Keep the Hood Clean and Mean. The commercial will be aired and copies of the poster will be distributed in the community. Ms. Santos announced she was disconnecting, as it was difficult for her to hear the board. VIII. New Business A. Budget and Recommendations - Stacey Robinson All the monies had been moved in the budget, with the exception of item 26, Communications/Utilities. The sum of $580 was moved from Building Maintenance and Renovations into 26.a, Telephone, for a new total of $4,100. This would cover the computer, DSL and other unanticipated expenses. The most significant item, 31.h, Awards and Grants, was originally budgeted at $130,000. However, as Ms. Henderson commenced her employment later than expected, the additional funds available were added to Awards and Grants, for a total of $141,630. It was Ms. Robinson's recommendation the additional funds be utilized to extend the Art of Film Making program from six weeks to eight weeks during the summer. This would provide an opportunity to enroll new students into the program. Lt. Harris left the room at 6:19 p.m. Ms. Robinson advised the sum of $3,200 remained in item 31.j, Payment to Non- Affiliated Organizations, after deducting $1,800 for the Boys' Basketball program. A portion of this sum could fund the art portion of the Spring Break program. Ms. Robinson inquired whether it was necessary to obtain board approval as to the manner in which the funding was utilized, or whether funds could be generically approved for one-time events or other short-term programs. The board discussed approving a dollar amount, and anything over the amount approved would require the board's authorization. Ms. Robinson indicated she would require approximately $700 to fund the art portion of the Spring Break program. Motion Mr. Buchanan moved to approve $700 for the Art Program for Spring Break plus another $500, at the discretion of Ms. Robinson, for incidentals that may come up. Sgt. Gitto seconded the motion that passed 7-0. (Lt. Harris was absent for the motion.) 4 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida April 2, 2008 Ms. Robinson noted another motion was needed to utilize the sum of $11,630, (the monies over and above the $130,000 originally allocated), to extend the Art of Film Making program through the summer. Motion Mr. Buchanan moved approval. Sgt. Gitto seconded the motion that passed 7-0. (Lt. Harris was absent for the motion.) Ms. Robinson noted there were funds in the budget to allow for incidentals. In particular, $3,000 remained in Food Service, $2,300 in Equipment Purchases and $7,300 in Printing and Supplies. Additionally, there was approximately $5,000 in the budget for shortfalls. The budget was prepared in such a manner that funds were not required to remain earmarked in a specific category. Ms. Robinson noted while the budget could be amended this year, only two amendments could be made next year. As such, she was endeavoring to move funds at this time. This would serve as a guideline as to the manner in which the funds would be utilized next year. B. Publicity and News Releases - Sgt. Gitto (Taken out of order) Sgt. Gitto requested, for any type of media relations, interviews or comments pertaining to the Youth Violence Prevention Project, the Police Department's Public Information Officer (PIa), Stephanie Slater, be contacted at 742-6191. The Sun-Sentinel had published an article on March 30, 2008 pertaining to the Hooked on Fishing, Not on Drugs program, but there were inconsistencies in the article. It was recommended the media be referred to Ms. Robinson, who would then contact Ms. Slater. In this way, the information provided would be consistent and the appropriate programs, people and entities would receive recognition for their contributions. Ms. Robinson noted she sent an email to the Police Media Distribution reaffirming that anyone requesting information pertaining to the Youth Violence Prevention Project or the Youth Empowerment Center should be advised to contact the Police Department's PIa. It was noted the media would be present for the Spring Break program. Releases to the media should be provided to either Sgt. Gitto or Ms. Slater for distribution to the Police Media Distribution. Lt. Harris returned at 6:26 p.m. Mr. Buchanan left the meeting at 6:29 p.m. C. Spring Break Schedule and Activities - Vinola Rada 5 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida April 2, 2008 Ms. Robinson noted a flyer generated by Ms. Henderson was included in the packet and set forth the activities planned for Spring Break. Ms. Rada was in charge of the activities for "Tainted Tuesday," April 8, 2008, a student field trip to DuPuis Preserve. The outing, a collaboration between the Florida Atlantic University's Center for Environmental Studies and the South Florida Water Management District (SFWMD), is intended to introduce the youths to the wonders of nature. Some of the activities planned included fishing, exploration of the Habitat Trail, identification of wildlife and service learning activities such as planting, chopping, mulching and weeding. Ms. Robinson spoke about "Wild Wednesday," Game Day. The Police Department and Lake Worth Reapers, a semi-pro football team, were invited to play basketball, flag football and other games with the youths. "Express Yourself Thursday," Arts Day, will provide an opportunity for the youths to draw, paint and color fish that represent their diverse cultures. Known artists would be working with the youths. The activities for "Frantic Friday" will remain a surprise, although a day at the pool is being considered. On Saturday, an art exhibit will be held and a barbeque will be given for the community. This will provide parents with an opportunity to view projects undertaken by their children and activities in which their children participated. Ten children had pre- registered for the program to date, and it was hoped more children would register. Spring Break will run from 2:00 p.m. to 7:00 p.m. for youths aged 12-18. Permission slips are required to be signed by parents and a waiver of liability will be required for the DePuis outing. D. Update on Steering Committee and Teen Council - Vickie Henderson Ms. Robinson and Ms. Henderson will be scheduling the first meeting of the Teen Council after Spring Break, and invitations will be sent to all the youths that signed up for the program. The Steering Committee met last week and only one member attended. In addition, many of the members were new. Ms. Robinson communicated to the Steering Committee that regular scheduling had resumed, although the time of the meeting had changed to accommodate requests of members. It was noted many of the members had not attended meetings because of conflicts. Additionally, the committee had not been effective, as the Teen Council was not yet in place. Board members suggested reaching out to others to determine interest, as well as communicating with original members who might have more interest now that the center was operational. Ms. Robinson suggested the board also make recommendations, and she would contact those people. Board discussion ensued. It was suggested the structure of the YVPP be explored. It would make sense for Ms. Robinson to meet with youth groups in order to determine 6 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida April 2, 2008 their needs. Thereafter, Ms. Robinson could make a recommendation, supported by documentation, to this board, and a decision could be made. This would streamline the process and obviate the need to continually revisit the issue. The board agreed this suggestion merited consideration. The board discussed whether or not to combine the Executive and Steering Committees. Ms. Robinson advised she would send an email or letter to the current members, inquiring as to their interest in remaining on the committees, and provide an update on the responses at the next meeting. It would then be clearer whether the committees should be combined, or whether the Steering Committee should be dissolved or restructured to represent the Teen Council. The CDC would be consulted prior to any decision being made. It was also suggested the by-laws be explored in order to determine the appropriate process. IX. Member Comments Ms. Robinson noted she contributed an article to the Department of Juvenile Justice newsletter. X. Guest Comments None. Adjournment Motion Ms. Robinson moved to adjourn. Lt. Harris seconded the motion. The meeting duly adjourned at 6:50 p.m. 0- Stephanie D. Kahn Recording Secretary 040808 7