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Minutes 11-12-08 MINUTES OF THE COMMUNITY RELATIONS BOARD MEETING HELD ON WEDNESDAY NOVEMBER 12, 2008, AT 7:00 P.M. IN CITY COMMISSION CHAMBERS, BOYNTON BEACH, FLORIDA PRESENT: Brian Miller, Chair Victor Norfus, Vice Chair Belky Cruz Blanche Hearst-Girtman Paula Melley Joyce Mura Stanley Sorgman Phyllis Stern Judy Immer, Alt Thelma Lyons, Board Liaison ABSENT: Eddie Mitchell I. Call Meeting to Order - Pledge of Allegiance Chair Miller called the meeting to order at 7:00 p.m. Vice Chair Norfus led the Pledge of Allegiance to the Flag. II. Roll Call The Recording Secretary called the roll. A quorum was present. III. Recognition of Visitors: Carisse LeJeune, Assistant to the City Manager Presentation: American Assembly CRB Subcommittee "Roadshow" - Carisse LeJeune Carisse LeJeune, Assistant to the City Manager, explained she was present to convey information to the Board regarding the American Assembly recommendation that was delegated to the Community Relations Board by the City Commission on April 15, 2008. The recommendation was to establish a Community Relations Team and create a Road Show. 1 Meeting Minutes Community Relations Board Boynton Beach, Florida November 12, 2008 Ms. LeJeune explained the process that had been undertaken to implement the recommendations of the American Assembly and corresponding subcommittees. The Community Relations Subcommittee were to identify how they were effectively able to overcome any perceived geographic, economic, age, ethnic or racial diversities within the City. The perceived divisions were of an opinionated nature and the Road Show may provide a clearer indicator of what needed to be established to promote greater unity. It was suggested the Community Relations Team hold meetings in specific communities to gain a better perspective of the needs of the community by being visible and attentive to those in the community. Additionally, it may provide the respective community a perspective on how their support will assist in molding the City into a gem. It was up to the Community Relations Board how they would approach the task. Ms. LeJeune suggested information on homeowners and neighborhood associations could be obtained through the Board Liaison, and the Board could make contact with them. The Board could determine what type of meeting to hold and the information obtained from the meetings could be submitted to the City Commission as a recommendation. When there were issues that could be addressed by City Staff, the Liaison would notify the individual department that could address the issue. The following questions were posed to Ms. LeJeune: ~ Would the Community Relations Board meetings be held in different communities? The Community Relations Board meetings would remain the same. It appeared the type of meetings to be held were similar to a town hall or village hall meeting. It was only requested that the Community Relations Board be the creator of the meetings. ~ How would the meetings be different than the Neighborhood Association meetings? The type or style of the meeting was at the discretion of the Board. The meetings were to bring the residents and the City together as a whole. The intent was to identify ways to bridge any gaps. The subcommittee was not able to determine what the perceived subdivisions were because it was a small group of individuals who were not representative of every community. The road show was suggested as a method to ascertain what the needs and concerns of the different communities were, as well as what they liked in the City and would like to see continue in the City. 2 Meeting Minutes Community Relations Board Boynton Beach, Florida November 12, 2008 The Road Show could also be an informational vehicle to notify communities about items of interest. This could be accomplished through guest speakers or senior staff presentations. ~ Was the Board able to meet with different communities and associations. The Community Relations Board would be facilitating a meeting at which communities could meet and interact. They would be the ears of the City Commission. It would not change the role of the Community Relations Board, nor change the mandate of the Board as contained in the enabling Ordinance. If there were issues needing to be brought before the City Commission, the Community Relations Board could bring it forward as a recommendation. ~ Would the members would be going into the community all together as American Assembly representatives that are Community Relations Board members to reach out to the community and obtain information to bring about unity. The members would be going out as the Community Relations Board to facilitate a project that stemmed from the American Assembly. The road show was a project that was delegated to them by the City Commission. The Mission Statement of the Community Relations Board indicated the Community Relations Board was the most appropriate Board to address the issue. Ms. Mura explained her information indicated the American Assembly Community Relations Subcommittee was not the same as the Community Relations Board. The road show was a recommendation from the subcommittee that was not yet adopted by the Commission. Chair Miller read from the City Commission minutes of April 26, 2008, item 26 which was "to establish a Community Relations Team and create a 'Road Show' -- Referred to the Community Relations Board." Chair Miller explained that was where the confusion occurred. Ms. Immer liked the concept and noted Ms. Lyons had arranged for a meeting where neighborhood leaders could come together. The meeting; however, was cancelled. If the meeting was cancelled because there was no interest, she questioned how the Community Relations Board could get residents to respond. Ms. Lyons explained the matter had to do with Crime Prevention and they needed to change their location. Ms. Immer noted she and other Board members serve on the Board for their communities. Having residents attend the Board meetings to discuss what happens in their own communities was difficult. She would love for her community to have a road show, but was fairly certain there would not be a good response level. It was thought this would be the same throughout the City. 3 Meeting Minutes Community Relations Board Boynton Beach, Florida November 12, 2008 Ms. LeJeune explained the concept of using Homeowners Associations and Neighborhood Associations was her personal suggestion and there may be other, more creative ways to accomplish the task. Chair Miller pointed out Ms. Stern had made the presentation to the City Commission. Ms. Stern suggested if the Board decided the project was appropriate, they should approach it in a logical way. They could develop a letter to be sent to the different associations to request meeting times and explain the purpose of the meeting. Most organizations have scheduled times and dates for certain programs. She believed there could be an interest within Boynton Beach and a civic interest that could be inspired. The initial letter could promote interest from the residents of a specific community. (Chair Miller left the dais at 7:26 p.m.) Ms. Stern explained her community has ongoing programs throughout the year, and they could approach this issue in the same way. They would distribute flyers in the community and solicit interest; however, she cautioned it must be done professionally and under the umbrella of the City and the Community Relations Board. If done properly, there would be an interest in having the Community Relations Board appear. She thought it was an excellent concept. She noted the American Assembly was interested in the Heart of Boynton Beach and had recommendations to create an identity associated with marine life. She acknowledged there were other needs in the community. Ms. Melley explained a big part of the problem was interest and there were many ways to generate interest, if they formulated good topics. She indicated the public only appears when things are relevant to them. She inquired if there was a budget and noted they could do something at the holiday parade, or have a raffle. She explained it was helpful to give an incentive, and food helps attract people, even if it is just coffee and donuts. Ms. LeJeune suggested if they feel they need a budget, put one together and present it to the City Commission. Ms. Melley suggested they do that. (Chair Miller returned to the dais at 7:31 p.m.) (Ms. Hearst-Girtman arrived at 7:31 p.m.) Chair Miller welcomed Ms. Hearst-Girtman back to the Board. Ms. Hearst-Girtman thanked the members and thanked God for her being present, as she had been recovering from knee surgery. She expressed she did not want to leave the Community Relations Board and had served on it since the 1960s. The Board was her heart. She thanked the members for the cards and good wishes sent and advised it was good to be back. 4 Meeting Minutes Community Relations Board Boynton Beach, Florida November 12, 2008 Vice Chair Norfus explained the Community Relations Board should decide the best venue to bring about their goals. He inquired if the City had any events they could participate in. Ms. LeJeune explained the Community Redevelopment Agency puts on events and the City was collaborating with them for the Holiday Parade and the tree lighting. There were no City sponsored events. Ms. LeJeune explained it was important that there be one or two members of the Community Relations Board present at any meetings so they could document what transpired. This would not necessarily mean minutes or a fancy summary, just a note what the concerns were. A template could be created and distributed and utilized. Chair Miller explained in September he appointed a subcommittee of volunteers to begin to formulate some plans, but then there was the misunderstanding of who would actually handle the task. Chair Miller thanked Ms. LeJeune for attending the meeting. IV. Approval of Agenda Motion Ms. Stern moved to approve the agenda. Ms. Mura seconded the motion that unanimously passed. V. Approval of Minutes from Oct 6, 2008 Meeting (Previously mailed by City Clerk) Motion Ms. Melley moved to accept the minutes. Ms. Immer seconded the motion that unanimously passed. VI. Announcements: Chair Miller asked if the members had any announcements to make. Ms. Melley announced she was expecting twin boys. The members congratulated her. Ms. Cruz announced there was a Heart of Boynton meeting being held at the Carolyn Sims Center at 7:00 p.m. on November 17, 2008. VII. Reports/Updates: Pride in Boynton Update - a) Heart of Boynton and Federal Hwy Trash Receptacles - Brian Miller 5 Meeting Minutes Community Relations Board Boynton Beach, Florida November 12, 2008 Chair Miller announced the trash receptacles placed throughout the City have not been moved more than 10 or 15 feet, and his observation was they were being used. There were some locations in the City that still needed to be addressed, such as in the Poinciana Heights area. He advised he would be speaking to residents there. It appeared the receptacles were placed, but the trash already on the ground had not been picked up. The residents of the area, regardless of what district they live in, have to playa part and neighbors help neighbors. Residents should step up and do their part to keep their community clean and beautiful. Chair Miller also requested the members take a tour of the Poinciana Heights area. He announced the boarded up County-owned homes were demolished. The area had nice clean lots and was much improved. He hoped over the next several months, individual homes would be constructed. Ridding the area of the boarded up homes reduced crime and loitering. Residents who own homes in the area indicated they were pleased with the demolition. Some of the area homeowners diligently work to maintain and improve their homes and had to endure dilapidated, boarded up homes across the street. Three homes were recently constructed on Seacrest and seven more homes would be constructed. b) Book Program for Boynton Beach Community High School - Phyllis Stern Chair Miller thanked Ms. Stern for the book donations she and her community made to the high school. Ms. Stern had spoken with the high school and identified resources to make acquiring books rather simple. The problem she encountered was transporting the the quantity of books. Chair Miller offered to transport all the books and hoped the donations would continue throughout the year. Ms. Stern advised Faith Farm and other thrift stores were happy to accommodate the request because they have to recycle items. Some of her community members were happy to donate books. She invited the Board members to bring books as well so they can have an ongoing effort. A brief discussion followed whether the high school had a vehicle to transport the books and if it would be a help or hindrance. Ms. Stern felt it was an added trip. VIII. Old Business: Chair Miller, on behalf of Keith Oswald, Principal of Boynton Beach Community High School, thanked the members of the Board, the Mayor, the City Manager, Police Chief, Code Compliance Administrator and others for purchasing season tickets for the football season. He was pleased Commissioner Hay agreed to be the Pastor to the team and lead the pregame prayers. Both Commissioner Hay and Commissioner Ross are involved in the high school. 6 Meeting Minutes Community Relations Board Boynton Beach, Florida November 12, 2008 Ms. Immer requested an update on the Crime Prevention meeting. Ms. Lyons explained it was actually a Police Department workshop which she rescheduled for November 20, 2008 at the Carolyn Sims Center at 6:30 p.m. Association presidents and community citizens were invited. IX. New Business: a) Board Discussion: Holiday Parade Chair Miller requested members interested in participating in the holiday parade contact Mr. Sorgman or himself. He noted the parade was following the CERT picnic on Saturday December 6,2008. The CERT picnic was from 12 noon to 2:00 p.m. for CERT members and their guests. The tickets, which were seven dollars, must be purchased by November 30,2008 and no tickets would be sold at the door. Ms. Stern noted neither she, nor her husband, or Homeowner Association President had been notified of the event. Her community has 30 residents in the CERT program. Ms. Mura would provide a name and number to contact. The list she had was provided by Boynton Beach Fire Rescue. Chair Miller noted the holiday parade would begin between 5:00 p.m. and 6:00 p.m. b) Board Discussion: December Meeting (i.e., keeps regular scheduled meeting, group celebration outing or cancel meeting). Traditionally, the members waived their December meeting; and if that was the desire of the Board, a motion would be needed. Motion Mr. Sorgman moved to waive their December meeting as they have done in the past. Ms. Cruz seconded the motion that unanimously passed. Ms. Melley requested reopening discussion of the road show so they could set some groundwork and start moving from theory to application. There were some members who previously volunteered, but there were reservations exactly what they were volunteering to do. Vice Chair Norfus noted there was no documentation on the task and the information was vague. The members requested further clarification about what would be done and what it would entail. Ms. Stern pointed out different communities have different personalities. She suggested each member who is privy to a particular community, speak to the community members to determine the best way to initiate a meeting in their community. 7 Meeting Minutes Community Relations Board Boynton Beach, Florida November 12, 2008 Previous volunteers were Ms. Mura, Ms. Immer and Ms. Cruz. Ms. Melley would be happy to be part of the effort and thought as many members that could participate should. Chair Miller suggested the committee develop a plan and bring it back to the Board. All the members would participate in one way or another. If a presentation were made to Hunters Run, the entire Board did not need to attend. There was discussion most agendas were already set and it may be difficult to get on them. It was also noted the snowbirds only have three or four meetings. Ms. Stern felt if the Board were approached the task in a positive and intriguing way, they may be able to be accommodated. Ms. Stern suggested making the attempt and if unsuccessful, try for 2009. Mr. Sorgman explained when a community association has a problem and the word gets out someone would listen and possibly help, then the program would be successful. It may be difficult to get started, but once it was up and running, it would be successful. Ms. Immer advised she received a letter from the City Clerk regarding reappointment to the Board. Chair Miller indicated if the application is returned, the members are usually reappointed. There was not a guarantee. He advised the members made a good team. Mr. Sorgman inquired about the holiday parade and if they would be receiving any literature about it since they are on that committee. Chair Miller advised information was forthcoming. X. Adjournment Motion Mr. Sorgman moved to adjourn. Vice Chair Norfus seconded the motion that unanimously passed. The meeting adjourned at 8:04 p.m. /,' l!. {ll-A.-fi Ll/I'Ll J ,f~).j(ll Catherine Cherry 1 Recording Secretary 11/13/08 8