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Minutes 07-24-08 MINUTES OF THE EDUCATION AND YOUTH ADVISORY BOARD MEETING HELD ON THURSDAY, JULY 24,2008, AT 7:00 P.M. COMMISSION CHAMBERS, BOYNTON BEACH, FLORIDA Present: Stephen Waldman, Chair Mary Morera, Vice Chair Carol Lundquist Lesha Roundtree Loretta Wilkinson Robert Chiste, Student, Reg. Voting Member Roberta Fasano, Alternate Sherri Claude, Board Liaison Absent: Pamela Camel Hattie Miller Lisa Pierre, Student, Non-voting Member I. Call to Order Chair Waldman called the meeting to order at 7:02 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 June 26, 2008 Motion Ms. Lundquist moved to approve the minutes as presented. Mr. Chiste seconded the motion that unanimously passed. IV. Approval of Agenda Motion Ms. Wilkinson moved to approve the agenda. Mr. Chiste seconded the motion that unanimously passed. 1 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida July 24, 2008 V. Announcements/Presentations/Correspondence At the last meeting there was an inquiry regarding the quorum and attendance requirements for the board. Ms. Claude explained the Ordinance establishing the Education and Youth Advisory board superseded the City's General Absentee Policy. The requirements for the Education and Youth Advisory Board were members could not miss two of three successive meetings. Additionally, members needed to notify the board of their absence. VI. Public Audience Chair Waldman welcomed Mr. Chiste back to the board and invited Ms. Fasano to sit as a regular member. VII. New Business None. VIII. Old Business A. League of Cities Youth Conference - Report The Palm Beach County League of Cities was sending youth and chaperones to Tampa for the Florida League of Cities conference. Two students from Boynton Beach High School were chosen to go. They were Lisa Pierre, a board member, and Mr. Boudin. The Education and Youth Advisory Board had previously indicated to the Palm Beach chapter they would pay $100 for each attendee and the League of Cities would contact the board with the necessary information. In order to attend, the youth would have to prepare a report and attend a City Commission meeting of their City. The board would ensure Ms. Pierre would prepare a report. Chair Waldman also announced the National League of Cities was having a conference in Orlando in November. B. Proposal to Reward Academic Accomplishment at BBHS Chair Waldman advised this effort was ongoing and was an attempt to push academics and social studies by having the students compete and partake in Jeopardy style games and other activities during the year. Chair Waldman did not have all the details and would keep the board apprised of the program. The Children's Schoolhouse Museum had an activity where students would interview World War II Veterans. Janet DeVries would instruct the students on how to interview and the interviews would be made into a project. Anyone interested in assisting in the project should contact Chair Waldman. 2 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida July 24,2008 C. Youth Volunteer Bank Chair Waldman explained the board previously agreed to devote the meeting to discussing the Youth Volunteer Bank program. Ms. Lundquist had developed a list of suggestions she used to promote volunteerism as well as other ideas used by other entities. Ms. Claude explained the back of the volunteer form had a list of local organizations with contact information youth could use for volunteer activities, as well as ideas youth could do on their own. As an example, Ms. Claude included information about the Sand Sifters program which involved beach clean-ups. Mr. Solomon, who runs the program, was always at the clean-ups and could sign forms. It was noted anyone who attended the clean-ups could receive community service hours. It did not have to pertain to the Youth Volunteer program only. Chair Waldman advised the school Volunteer Coordinator, Susan Pell, had her job eliminated, but would continue to coordinate programs for students. She requested receiving the information and she would recruit the volunteers. Chair Waldman also had an appointment to see the new Principal at the high school and he would talk about the program, and bring forms, so the program could be used in the high school. Ms. Fasano explained volunteer recognition could be printed in the newspaper, or an article written for a service award. It was noted this type of recognition would be very helpful when submitting college applications. The board also discussed using the City's marquees. A discussion ensued about whether to give incremental awards. It was noted certificates were always available. It was thought starting with the elementary and middle schools would build a good core of volunteers with the emphasis put on elementary school students. The board would touch base with all the principals and guidance counselors for the program to develop a relationship and focus on elementary school youth. It was thought linking high schools students to elementary schools was helpful. For many high school students that were required to do service hours, they delayed doing so. There was a need for volunteers to be present during school Open House activities to direct parents or babysit young children. On the elementary school level, those activities occurred on multiple nights. Having a table at a high school event for students to sign-up to volunteer at the elementary schools would be helpful. It linked the schools. Most elementary schools did not have a high school pool of volunteers to use. 3 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida July 24,2008 If incremental awards would be given, young children liked little things. The board was seeking to find a way to make it easy for kids and parents to become involved. There was agreement that elementary students would want to work to earn a prize. The members discussed when a certain level of hours was reached the volunteer would receive a prize. If the student exceeded that amount, they would receive a bigger prize. The members agreed the purpose of the program was to encourage volunteerism. In the elementary schools, children would be taught volunteering was the right thing to do, and it helped the community and other people. Discussion followed about involving the principal or his designee and the board decided the sign-up forms could be brought to the principal's office, but the board members needed to be the initiators. The program was a way to reward and encourage children to volunteer to provide resources, ideas and suggestions. It was up to the student and their parents to perform the service. The hours needed on the elementary school level to earn a reward would be 10, 30 and 50 hours to coincide with the trimesters. Rewards would be a pencil, a T-shirt and the last gift would be given at the banquet. Ms. Claude discussed developing a budget so she could obtain estimates on the cost of the reward. Other items for rewards could be plastic cups, pens, having a spot or announcement on the school's Morning Show, and adding a lollypop or a balloon to the reward was suggested. When the trimester ended, there would be no more hours accumulated for that period. The members discussed the middle school and decided the hours needed to earn a reward would be 15, 30 and 60 hours. Ms. Claude suggested there be criteria about what counted for volunteer time and who would determine the activity qualified. Some volunteers provided a letter on the organization's letterhead indicating the person volunteered, and others just signed the form. If tangible rewards were being offered, the hours worked needed to be clear and verifiable. The City collected and recorded the data. Chair Waldman suggested a subcommittee help review the applications. There was discussion the program should be presented and stressed as community volunteerism, or church or school opportunity. Developing a minimum or maximum amount of time volunteering at a relative's place of work was discussed; however, it was thought when trying to encourage volunteerism, the limitations might be a detraction. The sense was it should be volunteering outside of the home. There was agreement the program could be modified down the road. The board could also have a disclaimer. The members discussed with 10 or 12 schools involved, whether the members would be able to distribute the rewards, and would schools let the members in to present the awards. It was thought holding a mini-banquet with cookies and punch at the meeting could suffice for an award ceremony if needed. Most elementary school students would not attend because the children get embarrassed easily, although it was noted the high 4 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida July 24,2008 school students might attend. Most schools had at least one staff member that could pick up the awards and bring them back to the school to be presented. The total budget was $3,500. The banquet costs combined with the gifts and certificates would be under $1,000. In the past, Publix Charities donated $1,000. Ms. Claude would obtain cost estimates for pencils pens, cups, T-shirts. She also suggested businesses could donate gift certificates for movies, free video rentals, or a donation of 50% of whatever the student purchased at the establishment could be another type of reward. It was thought the Schoolhouse Museum would probably give a discount to winners, but it was not known if the movie theater would give a discount. There were between 60 and 70 kids in the database and many had not participated in any activities in several years. In the program announcement they would issue, they could indicate they would receive an award, but they did not have to say what the award was. Sew on patches, lanyards and live strong type bracelets or pins were also suggested as a reward. The pins could have the year on them, or read Youth Volunteer and the year, thereby encouraging youth to obtain the pins for each year. At the award ceremony the youth could receive their pins. The hours for an award at the high school level would be 20, 40 and 75. T-shirts and printed articles in the newspaper were suggested. Chair Waldman suggested there be a subcommittee of the board to work on volunteer hours submitted. Ms. Wilkinson offered to help. Ms. Morera would work on the form to send out to existing volunteers and a flyer to be sent to the schools. Ms. Claude suggested a brochure with information on the Borovy award be given. It was thought if there was an award system in place and the program listed in FunFare magazine, parents would be motivated to sign up their children. The members discussed a logo or slogan, and membership cards which could be used for identification. Mr. Chiste agreed to design the membership card. Chair Waldman explained the program could be refined. He asked for volunteers to go to the elementary schools, once they got the program materials. Ms. Morera agreed to go to Crosspointe Elementary School. Chair Waldman would go to Citrus Cove Elementary School and also speak with the principal at Boynton Beach High School. Ms. Fasano will go to Galaxy Elementary School. Ms. Claude agreed to obtain the cost estimates for the various items by the next meeting. This item will be continued at the August 28, 2008 meeting. 5 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida July 24,2008 D. Fundraising This item will be discussed at the next meeting. IX. Future Meeting Dates: August 28, 2008 September 25, 2008 X. Adjournment There being no further business to discuss, the meeting properly adjourned at 8:17 p.m. 0{)JJt1JJi1jl 4 .~ A ^ I L Catherine Cher~UL/VU Recording Secretary 073108 6