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Minutes 03-27-08 MINUTES OF THE EDUCATION AND YOUTH ADVISORY BOARD MEETING HELD ON THURSDAY, MARCH 27, 2008, AT 7:00 P.M. IN SENIOR CENTER, BOYNTON BEACH, FLORIDA Present: Stephen Waldman, Chair Pamela Camel Carol Lundquist Hattie Miller Lesha Roundtree Loretta Wilkinson Robert Chiste, Student, Reg. Voting Member Brianna Frank, Student, Reg. Voting Member Lisa Pierre, Student, Reg. Non-voting Member Sherri Claude, Board Liaison Absent: Mary Morera, Vice Chair I. Call to Order Chair Waldman called the meeting to order at 7:09 p.m. II. Pledge of Allegiance/Moment of Silent Reflection The board recited the Pledge of Allegiance to the Flag and observed a moment of silent reflection for our troops in harms way. Self-introductions were made and more notably, new member Lesha Roundtree advised she was a lifelong resident of the area. She was a school teacher for about five years and taught math, language arts, and social studies. Brianna Frank is a senior at Boynton Beach High School. She was informed about the board position by her guidance counselor. Lisa Pierre, is a junior at Boynton Beach High School. She was interested in community service. She belongs to the Student Council and was President of the Junior Class. 1 Meeting Minutes Education and Youth Advisory Board Boynton Beach, FL March 27, 2008 III. Approval of Minutes of February 28, 2008 Motion There was one correction to the minutes on page five. The minutes noted the Bob Borovy Scholarship amount was $10K, when it was $1K. Ms. Lundquist moved to approve the minutes as amended. Mr. Chiste seconded the motion that unanimously passed. Ms. Wilkinson also advised she was unable to open her electronic copy of the minutes. IV. Approval of Agenda The agenda was approved by concensus. V. Announcements/Presentations/Correspondence Chair Waldman explained board member Mary Morera called to inform the members the Education and Youth Advisory Board would not be selling at the upcoming Ocean Front Concert on Friday. Additionally, Panera Bread was purchased by another corporation. Ms. Wilkinson spoke with the manager and the board had only given them the letter in the past, in order to receive a donation. Now the letter has to go through the corporate office, not just the manager. Ms. Morera was supposed to hear on Wednesday if approval was granted; however, Ms. Wilkinson had no further information. The next two events would have donations covered. Selling at the Ocean Front concerts was a way for the board to raise funds for the Education and Youth Advisory Board activities, including the Bob Borovy Award. The American Legion Post 164 donated $500 for the Borovy Award, and Chair Waldman would like to continue to raise more funds. The next Ocean Front Concert is April 18, 2008 from 6:00 -9:00 p.m. Ms. Claude would print signs and prices. At the last event, the members sold cookies three for $1.00. Chair Waldman requested they continue to sell and then the board could decide into which account they would deposit the funds. The Hunters Run Youth Tennis Carnival was being held in April. Ms. Wilkinson advised she will not be available for this event, but volunteered to make phone calls if needed. The members attend the event but usually were observers. Six individuals signed up for the event so far. A list of attendees must be created and given to the community for security purposes. It was explained that Phyllis Stern, a former member of this board, coordinates the event and she is now on the Community Relations Board. The 2 Meeting Minutes Education and Youth Advisory Board Boynton Beach, FL March 27, 2008 Education and Youth Advisory Board usually brings the beverages. If the board needed anything else for the event, Chair Waldman advised he be contacted. Thank you letters and plaques would be issued after the event as was customary. On another matter, Ms. Claude received two applications from students for the Borovy Award; one was a student attending Atlantic High School and the other was from Boynton Beach High School. The Selection Committee was comprised of Debby Majors, Grants Coordinator for the City, Alyssa Ewing, a Student Board Member, and the last year's winner. VI. Public Audience None. VII. New Business None. VIII. Old Business A. Youth Volunteer Bank Ms. Wilkinson reviewed the volunteer bank was a means for youth volunteers to keep track of their volunteer hours. At the end of the year, the individuals with the highest amount of volunteer hours are given an award, usually monetary. The problem was when the board originally wrote the rules, it turned out the rules were not as clear and concise to individuals outside the board. The board had decided that at their discretion, they would have the ability to award double points for specific projects, mainly an activity the board held. Normally, points are given on a one point per hour basis. The latter aspect was construed by a parent outside the board that it was picking and choosing. This parent wanted to move their child up on the roster. Another issue was the board did not identify what was considered volunteer hours and this same parent's child fostered a pet and decided to count the pet care as volunteer hours earning points 24 hours per day. The board did not necessarily agree, but could not object because the language was not clear. The child that applied for the scholarship and won, actually wound up having more volunteer hours than would have constituted a 40 hour a week job. The child was a full time student and had a job, and still counted points for 24 hours per day. 3 Meeting Minutes Education and Youth Advisory Board Boynton Beach, FL March 27, 2008 The process was once the youth decide to volunteer they completed an application, and filled out a membership form which is entered into the database. The volunteers receive an hours verification form, which is turned in to Ms. Claude to be added to the database. In addition, some volunteers use and turn in a school or other organizations form. The deadline to turn in all hours is April 1. The volunteer receives a letter as a reminder to turn in hours and a second postcard reminder is sent. All volunteers turning in hours are then invited to the banquet. In prior years, the banquet was a big catered event with a DJ, but the volunteers have dwindled so the event was downsized. The volunteers received certificates and were given the opportunity to speak about their service. For the last two or three years, volunteers received prizes, so every volunteer received something. Participating businesses contributed recognition items, where in other years, the top achievers got a savings bond, and all else received certificates. The board provides letters to solicit door prizes, i,e, movie tickets, museum admissions, restaurant coupons. Ms. Claude suggested soliciting Boynton Beach businesses. In the past sponsors usually donated something, but to get new sponsors and involve businesses, it was recommended going to the establishment and making personal contact. Chair Waldman offered to speak with the owners at Bonefish Grill and it was noted Benvenuto has always contributed. Ms. Claude did not recall if the donations were tax deductible and would bring that information to the next meeting. The banquet was scheduled for May 2nd, so there was some time remaining to solicit items from businesses. The banquet begins about 6:30 p.m. The question remained whether the board wanted to change the language making it clearer what constituted volunteer hours and that certain projects merit extra points. Various ideas were discussed, such as having language removing volunteer hours from the family settings within their households. Ideas, such as removing the double points, were also brought up. Members thought it would be fine to indicate extra points could be earned if the volunteer participated in one of the board-sponsored activities. It was thought that was clear, and was based on the premise that ranking number of hours meant something. Another question was whether there was going to be monetary prizes or incentives in terms of just the number of hours. A rubric with different criteria was suggested and as an example, volunteering 100 hours was good, but doing 100 hours in 10 different places does a different kind of good as opposed to someone doing 100 hours in the same location. That same location could be a parent's office. Some students forge signatures, and it was suggested confirming the hours. It was also discussed that if the 4 Meeting Minutes Education and Youth Advisory Board Boynton Beach, FL March 27, 2008 board distinguished between number of hours, how it should be recognized. The hour's verification form contained a clause that the hours needed to be verified by an adult from an organization. Aligning the program to the City's mission or vision was suggested and this would direct the focus of the volunteer to the efforts of the City. Another suggestion made was a signature cannot be obtained from a family member. The location of the volunteerism was agreed on by the members as being within Palm Beach County, not necessarily Boynton Beach only. The goal or the vision for the program was discussed, i.e. is it to encourage volunteerism in a broad setting, or in an unrestrictive setting? Is it a scholarship program with specific criteria? The ages were discussed, i.e., a sixth grader competing against a senior. It was noted a senior would have a better means of transportation or other advantages that come with age. There was consensus that the hours are subject to verification and the location must be within Palm Beach County. Other caveats with the program were noted. There was a circumstance where a City employee worked at an afterschool program and her daughter was there. The parent asserted the daughter was volunteering. There were cases where it was not a parent. There was a girl who volunteered at a stable seven days a week for 10 hours a day for the entire summer and the City verified the hours. The question was does the board want to police the issue. Students are volunteering on the high school level for the bonds, but the students have to volunteer anyway as a school requirement and it is about the money. For younger students, it is different. The volunteer requirements for the different schools were discussed and ranged from 25 hours to 100 hours. The number of students who turned in hours dwindled from 136 students in 2000 to 17 in 2007. There was agreement the elementary school students should be separated from the high school students. In 1997 there was a statement indicating the purpose of the program was to promote volunteerism in the community. There was agreement that statement would be modified to say the purpose was to promote volunteerism in Palm Beach County. Some board members believe there was a difference between a child volunteering at a hospital and volunteering, or participating in a scout project and a child who fosters a pet in his or her home. Is there a difference between volunteering as an instructor for a sport or other activities for which the individual was already involved in, or doing something different? 5 Meeting Minutes Education and Youth Advisory Board Boynton Beach, FL March 27, 2008 A rubric would clearly delineate the criteria is either met or it is not met. The quality or quantity of hours was discussed with most members thinking the quality of hours was more important than the quantity of hours. In the incident with the pet, the child was not fostering the pet alone; rather the whole family was. Different examples were given and the board leaned toward a clear delineation, and as a committee, they should have the right to disqualify and not give credit for those hours. Changing the wording was discussed and the sign-off on the Hours Verification Form. The members would review the diversity of volunteerism and if the board was not going to differentiate between hours, then that point didn't matter. The board decided to categorize the program criteria and agreed on diversity, exceptional hours, age and number of hours. The board needed to decide if the board would give cash, prizes, bonds or items because all volunteers would receive recognition. The members discussed the award should be monetary, as opposed to a prize. All participants would receive a certificate and perhaps a giveaway. The top earners could get an award. Having a special meeting or dividing into groups was discussed. The monetary awards varied in the past based on the amount in the treasury. An example of what was considered as normal volunteer hours showed the volunteer hours ranged from 20 hours per year for elementary school students; 30-40 hours for middle school students; and 150 hours for high school students. The board discussed putting a cap on the different hours in each category. Types of activities students volunteered for were: Morikami Sad Sack Boy Scouts Girl Scouts Sunday School Instructor assistance March of Dimes Special Olympics Stable Hand Schools or Day Cares Beautification projects Advisory Boards Church Homeowners Associations Library aids Summer camp Children's Museums Helping other kids with homework The new hours range would be implemented for the next year. Until that time, however, the volunteers would receive certificates or some type of recognition. The present requirement was the winner would be based on the highest number of hours. There would be another meeting before the banquet. Ms. Claude would bring in what was turned in and the board could review them at that time. 6 Meeting Minutes Education and Youth Advisory Board Boynton Beach, FL March 27, 2008 The members were asked to brainstorm and bring in their own ideas at the next meeting, and also to come up with a recommendation for an amount. Last year's awards would be brought to the next meeting, and they were based on the number of hours. If a volunteer exceeded that range, they got a bond. For each range there was a greater bond. Also, the prices of the bonds would be contingent on the age of the winner. Ms. Claude would be very happy if 15 volunteers turned in hours. Her immediate question was what would the award be this year and who would decide that. Current participants were not given criteria about how they would be judged. One recommendation was that certificates of recognition would be given and once the standard was reached, a monetary award could be given. Until then, the volunteer could receive a certificate or other gift card in addition to the recognition, such as putting their name on a billboard. There was agreement that when a member was above the average amount of hours, they would receive money or a bond, and for each range there would be an amount set. Also, depending on the age of the winner, a bond might not be appropriate. Diversity and number of hours were agreed on. Members would bring ideas on what the recognition should be; if monetary, to have an amount, and have pros and cons for cash or savings bonds. The amounts given last year would be reviewed at the next meeting, but typically the amount was contingent on what was in the account. On another subject, Chair Waldman urged members to invite people to the Tennis Carnival on April 26, 2008. The board usually purchased refreshments for the carnival and Ms. Morera takes care of the giveaways. IX. Future Meeting Dates: April 24, 2008 May 22, 2008 X. Adjournment Motion Ms. Frank moved to adjourn. Mr. Chiste seconded the motion that unanimously passed. The meeting adjourned at 8:38 p.m. (i CttIU./LJ;YlL QhUL{ j Catherine Cherry 7 Recording Secretary 032908 7