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Minutes 08-06-08 MINUTES OF THE YOUTH VIOLENCE PREVENTION PROJECT MEETING HELD ON AUGUST 6,2008, AT 5:30 P.M. AT THE CAROLYN SIMS CENTER, BOYNTON BEACH, FLORIDA PRESENT: Jose Rodriguez, Chair Stacey Robinson, Youth Violence Prevention Program Coordinator Buck Buchanan, Boynton Beach Chamber of Commerce Lt. Kelly Harris, Boynton Beach Police Department Erin Johnson, Palm Beach Community College Sgt. Suzanne Gitto, Boynton Beach Police Department Jim Kidd, South Tech Academy Nate Nichols, Children's Services Council, Palm Beach County early Norsesian, Membership Development YMCA ABSENT: Beverly Johnson, Executive Director YMCA Robert Taylor, CFO, Bethesda Memorial Hospital Elivio Serrano, Vice President, Programs, United Way of Palm Beach County Kathleen Perry, Palm Beach County School District Laura Elena Santos, LaPalma News Vinola Rada, Non-Voting Member Vickie Henderson, Teen Advisor Nate Nichols, Children's Services Council, Palm Beach County I. Welcome and Opening Comments - Jose Rodriguez, Chairman Chair Rodriguez welcomed all to the meeting and called the meeting to order at 5:33 p.m. II. Roll Call - Recording Secretary The Recording Secretary called the roll. III. Introduction of Guests None. IV. Approval and/or additions to the Agenda Chair Rodriquez added a discussion on the merger of the Steering and Executive Committees and Hooked on Fishing to Old Business. 1 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida August 6, 2008 V. Approval and/or additions to the minutes of Wednesday, June 4, 2008 None. VI. Chairman's Comments None. VII. Old Business A. Steering Committee Ms. Robinson explained there were two or three Steering Committee members interested in sitting in on the Teen Council meetings. The members were interested in mentoring the council with the teen advisor. She suggested in addition to acting as facilitators to the Teen Council, those individuals could also be the replacements for some members the Executive Committee was losing. Her recommendation was to merge the boards. Chair Rodriguez thought any of the individual members could act in that capacity and act as facilitators. The members acknowledged that point, but it was thought the continuity between the boards and members would be beneficial. It was anticipated there were three committee members that would sit on both boards, and the two boards would be merged. Motion Ms. Robinson moved to merge the Steering Committee and the Executive Committee. Sgt. Gitto seconded the motion that passed 7-0. B. Hooked on Fishing Chair Rodriguez received a call from the provider of Hooked on Fishing who expressed concern about being able to support the program because no one was signing up for it. He explained he was still interested in providing the service. Ms. Robinson explained over the last six months, she had spoken with the organizer about the issue. She explained the youth at the center need to form a relationship with the organizer. The most popular programs were the ones the organizers have taken the time to cultivate with the youth. She explained she felt a week-long program would not work and that youth did not want to be up at 8:00 a.m. in the morning. She explained if the provider does not take the initiative to market and promote the activity, it would not be successful. Ms. Robinson expressed she felt the youth would really like the organizer of the event, but he 2 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida August 6, 2008 was unable to take the time for the youth to get to know him. She explained staff can only recruit the program so much. Ms. Robinson would formally respond to the organizer regarding the sentiment. The members noted fishing was largely a morning activity, although there were afternoon fishing excursions. Chair Rodriguez inquired about the youth accountability that signed up for the activity but did not show up for it. Ms. Robinson explained they could review that when they planned a trip, but she indicated she had explained to the provider she thought the youth would not show. Contact numbers for the parents were provided. Ms. Robinson spoke with the youth on Friday night but there are many different reasons for the lack of accountability, because the youth were not used to being held accountable. Some of the kids only went to school for 10 days. Discussion turned to funding. The program was funded once. If it was a program the youth were not interested in, the committee would not fund the program. The underlying issue was whether the provider was willing to make the effort. Ms. Robinson preferred to have some kind of accountability via a first- come, first- served basis. She pointed out; however it was difficult to get the parents to come in to even sign permission slips. Accordingly, the program tries not to have week-long programs. It was noted it was important to try to reach the youth on their terms and then try to convert them. Fishing would have been a good normal, mostly male oriented activity. It was suggested having a kick-off to the week-long camp. They would take the Flag Football Team to talk to the kids about the program and moving them into the fishing program. Ms. Robinson explained the information was provided to the organizer, but she is not a program planner to the service provider. It was agreed the committee should try to formalize the program and indicate to the provider if they want funding for this year, what needs to be done to make it successful. Ms. Robinson noted the provider advised her he has been extremely busy in his personal business. Motion Sgt. Gitto moved to document in writing one last time, it was on the provider to promote the program and what Ms. Robinson's suggestions were to improve the program for the center/area. It was contingent on him to adhere to the program requirements, otherwise it would not be eligible for any more funding. Lt. Harris seconded the motion that passed 7-0. VIII. New Business 3 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida August 6, 2008 A. Funding requirements and discussion for next funding year - Stacey Robinson Ms. Robinson inquired how the committee publicized the request for funding to obtain service providers and whether it was done by public notice. It was discussed they would consult with Legal to ensure all the requirements of the grant would be met. It was discussed other organizations had links on their website. Sgt. Gitto was unsure whether they could have links because the program was under the Police Department. There was also a notice on BBTV ande website. She also advised at the September meeting, they would have the outcomes of the measurements from the service providers. She advised they would have major changes in the service providers, especially MadDads. She requested if the members knew of any programs that might be good for the youth and the center to let her know. Chair Rodriguez asked if the Teen Council had any programs they were interested in. Currently they were looking at a photography class and there was an African Drum instructor coming in as well. The Art of Film Making instructor became very ill, so that program was not offered. The current programs would run through September 30, 2008. Ms. Robinson advised they were getting ready to bring in an individual who went through the program in West Palm Beach to teach graphic design next year. There was also another Teen Council meeting scheduled. B. 08-09 Budget - Sgt. Gitto Sgt. Gitto advised there was an error in the budget documents. She reviewed in the Narrative under the Grants and Awards, the number should reflect $117,800. She explained she sent an updated narrative to the County so they would have updated documents. The changes made to in-kind contributions removed the Library. The numbers they used were based on the budget from last year, and the budget could be amended. There was a $15K cut from the County, and funds could be moved as needed. Sgt. Gitto announced there was a surplus in the budget for this year, and they were looking at a License Plate Recognition program which was a requirement for the grant. Manalapan and Palm Beach have it on their bridges, so that license plates were automatically recorded and checked for stolen vehicles, abductions and other infractions. There would be a vehicle that housed the equipment that would provide surveillance. The information gathered could assist in tracking stolen cars, gangs and would be a deterrent and intervention tool. The equipment was an eligible activity under the grant and the cost would be $41 K. A presentation was made to the County and the other Centers were using the technology. 4 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida August 6, 2008 It was noted the budget had to be assembled in a few days based on when the correspondence was received. This past year, the program spent $141K. They took $17K and deposited it to payments to non-affiliated organizations because if they had to plan a trip, they would need to pay it out of that budget. Service providers were not planning any trips with the kids, so they found they had to do that. It was noted these were funds budgeted for the year and the balance was now a surplus which must be spent or they would lose those funds. Motion Sgt. Gitto moved to approve the 08/09 budget with the changes to $117K (Narrative under the Grants and Awards revised amount.). Ms. Robinson seconded the motion that unanimously passed. IX. Member Comments None. X. Guest Comments None. XI. Adjournment Chair Rodriguez thanked all for coming. Motion Ms. Robinson moved to adjourn. Mr. Buchanan seconded the motion that unanimously passed. The meeting adjourned at 6:34 p.m. ~~~ Gkwf Recording Secretary 060808 5