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Minutes 03-25-99 MINUTES OF THE ADVISORY BOARD ON CHILDREN AND YOUTH MEETING HELD IN CONFERENCE ROOM C, WEST WING CITY HALL, BOYNTON BEACH, FLORIDA ON THURSDAY, MARCH 25, 1999 AT 7:00 P.M. PRESENT STAFF Shanna St. John, Chairperson Melody Green, Recreation Director Bob Borovy, Vice Chairman Amy DeVries, Student Charles Fisher Marie Lengert Hattie Miller Mary Morera ABSENT Dorothy Davis, Alternate Steven Kuehn, Student Stephen Waldman I. CALL TO ORDER Chairperson St. John called the meeting to order at 7:05 p.m. II. MOMENT OF SILENT PRAYER – PLEDGE OF ALLEGIANCE Chairperson St. John called for a moment of silent prayer and requested that Vice Chair Borovy lead the members in the Pledge of Allegiance. III. APPROVAL OF AGENDA Chairperson St. John asked for a motion to approve the Agenda. Motion Ms. DeVries moved that the Agenda as presented be approved. Motion seconded by Mr. Fisher. Chairperson St. John requested that the following items be added to the Agenda under Item V, “Announcements”: MEETING MINUTES ADVISORY BOARD ON CHILDREN & YOUTH BOYNTON BEACH, FLORIDA MARCH 25, 1999 ? South Technical High School Pledge of Responsibility ? Coalition for Black Student Achievement ? Education Times ? Palm Beach County School District Catalogue ? Senior Advisory Board Minutes ? Community Relations Advisory Board Minutes Chairperson St. John requested the removal of Item I under Old Business, “G.A.L.A. table-sign up sheet”. Under New Business, add Item “C”, “Set New April Meeting Date”. Chairperson St. John asked if any member had any additional items they wished to add to the agenda. There were none Motion Vice Chair Borovy moved to accept the Agenda, as amended. Motion seconded by Mr. Fisher. Motion unanimously carried. IV. APPROVAL OF MINUTES Ms. DeVries moved that the minutes of the February 25, 1999 meeting be approved. Motion seconded by Ms. Lengert. Motion unanimously carried. V. ANNOUNCEMENTS A. New Commission Members Chairperson St. John announced that there were three new commission members: Commissioner William Sherman, Commissioner Ronald Weiland and Mayor Gerald Broening. B. CDF Updates Chairperson St. John stated that the agenda packets contained the new Children’s Defense Fund updates. Chairperson St. John noted that there are budget cuts that will affect children and requested that members write and E-mail their Congressmen and Senators expressing opposition to the cuts in these programs. 2 MEETING MINUTES ADVISORY BOARD ON CHILDREN & YOUTH BOYNTON BEACH, FLORIDA MARCH 25, 1999 C. Green Market – Saturday, April 8, 1999, 8:00 A.M. Chairperson St. John announced that the Green Market would take place on Saturday, April 8, 1999 at 8:00 a.m. D. South Technical High School Pledge of Responsibility Chairperson St. John announced that South Technical will becoming a High School and will no longer be an adult vocational school. Chairperson St. John stated presently three programs for high school students are being offered, but the school will be turned into a full service high school. Chairperson St. John further stated that the adult vocational programs would be moved to Palm Beach Community College. Chairperson St. John noted that currently there are carpentry, automotive and nursing programs. It was noted that all three technical schools in the County would become High Schools. Chairperson St. John said that English, math and social studies would also be taught. Chairperson St. John said that they are looking for SAC members and she has information for anyone who might be interested in joining their SAC. Mr. Fisher inquired if the Advisory Board Brochures could be dispersed at the Green Market. Ms. Green said that this request could be accommodated. Chairperson St. John welcomed Beverly who was a guest as a result of attending the G.A.L.A. and stopping at the Advisory Board’s booth. The guest said she had a child with special needs who seems to be eliminated from all the programs that the City has to offer. Ms. Green said that her department operates with an inclusion philosophy and their staff has been trained in inclusion philosophy. Ms. Green said it is important that parents are honest with staff and inform them of the problems their children may have so that the child can be accommodated. Ms. Green said routinely a professional would assess the child with the parent present. Ms. Green said that children with special needs are already participating in City programs. Ms. Green said the assessment is critical in order to ensure the success and enjoyment of the child. Ms. Green briefed the Board on inclusion philosophy, which aids in breaking down barriers with the other children in the class. Ms. Green said that at times staff has to draw the line if a particular child presents a safety problem. The parent would be informed that the program is not suitable for their child. Ms. Green stressed it is important that recreation experience is a positive for all parties. Ms. Green said that usually this can be determined by doing the assessment and that adaptation to the program can be made based on the needs of the child. Ms. Green said it is always 3 MEETING MINUTES ADVISORY BOARD ON CHILDREN & YOUTH BOYNTON BEACH, FLORIDA MARCH 25, 1999 possible that an instructor would be hired for these few children who share the same challenge or special needs. Also, Ms. Green said that parental involvement is encouraged. Ms. Evelyn Gathers also joined the meeting and said she was present this evening after obtaining information at the Board’s booth at the G.A.L.A. Ms. Gathers said she resides north of Miner Road in the City and was hoping to obtain some information that could be brought back to her area and said a better-equipped park is needed for this part of the City. Ms. Gathers said there is a pocket park, which she thinks is a combination of the School Department and the City and is a big open field. Ms. Gathers said the racket ball court is in need of paint and there is graffiti on the wall. Also, Ms. Gathers said the equipment is old and needs to be improved. Ms. Green asked for the exact location of the park and Ms. Gathers said it was right th behind the Rolling Green School on 26 Street. Also, Ms. Gathers said there is no equipment for young children under five. Ms. Gathers said if she wanted to take her daughter to a better park, they had to walk over a mile to the Hester Center. Also, Ms. Gathers said that some of the park should be paved. Currently the entire park is grass and sand and there are no trails for walking and recreation. Chairperson St. John said that a few years ago this Board viewed all the City parks for assessment purposes and thinks it might be a good idea to do this again. Mr. Fisher suggested that a great many Boy Scout Troops are looking for an Eagle Scout project and maybe a Boy Scout Troop would like to adopt a park. Chairperson St. John suggested that the Boy Scouts could participate in the Beautiful Palm Beaches Day and create a project with them. Ms. Green said she would refer the issue to John Wildner, Parks Superintendent. Chairperson St. John said she would contact Mr. Ackermann. Chairperson St. John said she had available a copy of the Mentor Center which is a magazine on the various mentoring programs that are available in the County and distributed a copy of a poem from the brochure to the members. Chairperson St. John said she had a copy of the Coalition for Black Student Achievement in Palm Beach County. This is a joint action plan and if anyone would like a copy, Chairperson St. John would provide one. Also available for review was a copy of the Education Times and the Palm Beach County School District Catalogue. Chairperson St. John also had available for members review copies of the minutes from the Senior Advisory Board and the Community Relations Advisory Board meetings. 4 MEETING MINUTES ADVISORY BOARD ON CHILDREN & YOUTH BOYNTON BEACH, FLORIDA MARCH 25, 1999 VI. OLD BUSINESS A. Youth Expo – Workshop – Thursday, April 8, 1999 @ the Library Chairperson St. John said that another workshop on the Youth Expo would take place th on Thursday, April 8 in the Library. Mr. Fisher said that his wife would be attending the workshop to assist the Board in the preparation of a professional mailer B. Youth Volunteer Bank – Workshop, April 8 @ the Library This workshop is in conjunction with the Youth Expo Workshop. Chairperson St. John explained to the guests how the Youth Volunteer Bank works and that each May an awards banquet takes place with food and music for dancing. Also certificates and savings bonds are awarded. Chairperson St. John said that the winner last year had over 600 hours. Saturday, Chairperson St. John said that the date of the banquet has been set for th May 15 at the Civic Center. Chairperson St. John said that the same DJ from last year is donating his services again. Vice Chair Borovy is in charge of the food and said he should know by Thursday, April th 8 if the food is going to be donated or if the Board will have to buy the food. Chairperson St. John said it was discussed that pasta, salad and bread would be served, along with a variety of desserts. Chairperson St. John said that she would like to approach the City to donate funds for the banquet, since this Board has raised thousands of dollars for its programs. Chairperson St. John noted that the City gives staff time, postage, paper, etc. However, Chairperson St. John said she did not want to spend sponsorship funds that were earmarked for awards for the children to go towards the cost of the food. Last year the Board awarded over $2,400 in savings bonds. Chairperson St. John requested that the Board authorize her to prepare a letter to the Commission asking them for funds, and explaining to the Commission how much money this Board has raised, how many children are involved and the success of the program. Ms. Lengert said that if this Board solicits money, all the other Boards would solicit money from the Commission. 5 MEETING MINUTES ADVISORY BOARD ON CHILDREN & YOUTH BOYNTON BEACH, FLORIDA MARCH 25, 1999 Chairperson St. John said that the Board addressed this issue when Ms. Willis was City Manager and was informed that even though the Board does not have a budget, the City Commission has been known to give money for specific projects. Ms. Green said that the proper approach would be not to send the request directly to the City Commission, but to make the request to Ms. Green. Ms. Green said as City Liaison she would try to find a way to secure the requested funds for the Board and if she could not, she would forward the request onto the City Manager’s Office. Chairperson St. John said she would use this approach. The next matter under discussion was the amount of the request. Mr. Fisher inquired how many children attended the banquet. Chairperson St. John said this year there are an additional 100 children that have signed up, but is uncertain how many are active and will get their hours in. Ms. Miller inquired how much money was spent on last year’s banquet. Chairperson St. John said that about $900 in total expenses was spent last year. This included food, paper products, drinks, and decorations. Ms. Lengert said there was too much food last year and the Board had to donate the food to the homeless. Vice Chair Borovy stated it is difficult to estimate how much food would actually be needed and it is better to have more than not enough. Chairperson St. John would like to have two pasta dishes—baked ziti and spaghetti. Someone suggested that meatballs or sausages or a meat sauce should also be served. Further discussion on the food took place. Chairperson St. John stated that the Board should request $1,000 to cover all the costs involved. Chairperson St. John said she did not want to spend the sponsor’s money on the cost of the banquet. Chairperson St. John noted that this Board has in its account $2,864.45 and there were times when there was over $4,000 in the account. Chairperson St. John said that all this money is sponsorship money and none of these funds are City money. Ms. Green thought this approach would be satisfactory. Ms. Green inquired what the total cost of the entire program was and Chairperson St. John said she would have to determine this. Chairperson St. John said that last year $1,250 was spent on bonds, plus approximately $900 for the food and other items. Mr. Fisher said this shows that the Board spent $2,150 last year and is asking the City to match the $1,000 with an additional $1,000 that is needed for the event this year. Motion Vice Chair Borovy moved that this Board ask the City for matching funds in the amount of $1,000 and that the Chairperson be authorized to prepare a letter to Ms. Melody Green for handling. Motion seconded by Ms. DeVries. 6 MEETING MINUTES ADVISORY BOARD ON CHILDREN & YOUTH BOYNTON BEACH, FLORIDA MARCH 25, 1999 Ms. Lengert asked how many sponsors the Board currently has. Chairperson St. John said that Publix Supermarkets has donated $1,000 for the second time and Vice Chair Borovy has $200 from VFW Post 5335, which is double last year’s donation. Expicare Nursing donated $100 and there are also some in-kind donations. Ms. Lengert did not feel that $800 would be necessary to provide baked ziti, bread and salad. Mr. Fisher said that even if all the money were not expended on this one event, it would leave extra money for other events so that the Board doesn’t have to constantly seek funds. Mr. Fisher felt that it was not inappropriate to ask the City for help in sponsoring successful events. Ms. Miller did not think the cost for pasta would be as much as the cost for chicken. Also, Ms. Lengert felt it should be determined how many children would be attending before additional funding is sought. Chairperson St. John said the Board is approaching restaurants for assistance. Ms. Miller did not think the Board should seek assistance from the City. Chairperson St. John pointed out that not all the money in the account was raised specifically for this program. Chairperson St. John said if the City does not assist with funding, all the funding would come from the Board’s account, but noted it is called the City of Boynton Beach Volunteer Bank, not the Advisory Board on Children and Youth Volunteer Bank. Chairperson St. John said the intent of the program was to showcase the City and the children of the City. Vice Chair Borovy asked the Recording Secretary to read the motion that was on the floor. Motion Vice Chair Borovy moved that this Board ask the City for matching funds in the amount of $1,000 and that the Chairperson be authorized to prepare a letter to Ms. Melody Green for handling. Motion seconded by Ms. DeVries. Motion carried 6-1. (Ms. Miller dissenting) Chairperson St. John said that at the last workshop she was requested to prepare a list of all volunteer hours that were performed last year and the actual projects that were done. The projects have been separated by organizations, places, events, miscellaneous and a preliminary list for 1998/99. Discussion about the list ensued and Ms. Lengert asked how many actual hours were volunteered last year. Chairperson St. John said this had been discussed at the workshop and each project was discussed individually. It was determined at the workshop that all these projects were viable, volunteer projects. 7 MEETING MINUTES ADVISORY BOARD ON CHILDREN & YOUTH BOYNTON BEACH, FLORIDA MARCH 25, 1999 Chairperson St. John said the Board does not create projects. The Board acts as a facilitator to locate and promote projects. Chairperson St. John pointed out that only 10 volunteers received savings bonds and the remainder of the volunteers received a pin and a certificate. The party is to reward everyone and the savings bonds are an extra incentive for the children who are working the hardest. Members discussed the various types of projects that would be considered volunteering. Mr. Fisher pointed out the whole purpose of the program is to keep the spirit of volunteerism going. Just because the project doesn’t seem important to one person, does not mean that it doesn’t have significance to another person. Ms. Miller did not feel that volunteering in the home should count. Vice Chair Borovy pointed out that the list does not contain any volunteering in the home. Motion Vice Chair Borovy moved that the volunteer categories presented to the Board this evening be accepted as viable volunteer projects. Mr. Fisher seconded the motion. Motion unanimously carried. C. Butterfly Garden – Workshop – Library Ms. Miller requested that the Butterfly Garden be placed at the Hester Center. Vice Chair Borovy said this year the Butterfly Garden has been committed for the American Legion Circle, but it could be done next year at the Hester Center. It was noted that the location had already been discussed at previous meetings. Ms. Miller said she would like to see a Butterfly Garden where children go to play and Chairperson St. John said there is already a Butterfly Garden at the Art Center. It was noted that the Boynton Beach Garden Club maintains the Butterfly Garden at the Art Center. Also, Chairperson St. John stated that the Garden Club has purchased the signs for each plant. The signs are in both English and Latin and should be installed shortly. Ms. Miller inquired if the Butterfly Garden was planted wherever the organization that contributed to it preferred to have it placed. Vice Chairperson said this was not the case. The Art Center was chosen because the Board asked the City if it had some property that could be used for a Butterfly Garden and this location was mentioned. Chairperson St. John said the American Legion Circle was chosen this year because it is City owned and is in need of some improvement. Also, Chairperson St. John said the American Legion would be contributing some funds towards the project. Chairperson St. John said that when this location was discussed, there were no other locations suggested. 8 MEETING MINUTES ADVISORY BOARD ON CHILDREN & YOUTH BOYNTON BEACH, FLORIDA MARCH 25, 1999 Chairperson St. John said next year the Board can ask the City if a Butterfly Garden could be placed in the north part of town, perhaps in the Rolling Green Park previously discussed. Ms. Miller said that the Hester Center is frequented daily by hundreds of children. Chairperson St. John said the Board could apply for a grant for neighborhood beautification for the next Butterfly Garden. Mr. Fisher said that he felt people who donate funds for the Butterfly Garden aren’t that concerned on where it is placed and money was not the motivation for the planting of the Butterfly Garden. Chairperson St. John said she would check her records to determine the date that had been chosen for the Butterfly Garden Workshop and get back to the members. Chairperson St. John said the planting would take place in July and noted that the th Bowling Tournament had been set for July 25. Chairperson St. John suggested that th the planting could take place two weekends before July 25, since it takes two weekends to prepare the garden, one for digging and one for planting. D. Youth Council The matter was postponed since Mr. Waldman was not present this evening. Vice Chair Borovy said he was disappointed at the G.A.L.A. that none of the youth that stopped by the booth had any interest in a Youth Council. Chairperson St. John suggested that youth from the Teen Club could be approached to determine if anyone would like to become involved in the Youth Council. E. Teen Center Ms. Green said the City is in the process of setting up a Teen Club at the Civic Center. This is not to be considered a Teen Center, which would be much larger and offer additional program space. The Teen Club is a short-term solution to help with the youth at the Library. The Teen Center is not intended to chase the children out of the Library, but the Teen Club will offer a professional recreation staff to supervise and facilitate the program, but the youth will be involved in setting the rules. At today’s meeting, a decision was made on how to deal with teens that get suspended. Also, the youth nd planned their first field trip to Grand Prix on April 2. The youth are at the Club for activities everyday, and every Thursday they hold a meeting. Ms. Green also discussed with the Board the other business that was conducted at the meeting tonight. Ms. Green commended staff members Carolyn Sims and Steven Lulkin for being able to obtain within three days a professional quality pool table, ping pong table, fooze ball table, bumper pool table and a variety of games. Chairperson St. John suggested that rules be posted and Ms. Green stated that is already being done. Ms. Green said the rules would be posted in several places and the youth will be given the rules and will be asked to sign them. Also, Ms. Green said the teens would be given an identification 9 MEETING MINUTES ADVISORY BOARD ON CHILDREN & YOUTH BOYNTON BEACH, FLORIDA MARCH 25, 1999 card in the future. Ms. Green said that today's meeting was attended by 37 teens and felt this was a very good turnout. Ms. Green said staff is in the process of purchasing portable basketball goals for outdoor use which can be brought in at night. Chairperson St. John said she was very impressed on how the youth conducted themselves. Chairperson St. John said that a Teen Center is still needed and she has spoken to Mr. Henehan at the Library who said he would help research grants and suggested the best route would be to explore grants being offered by private foundations. Mr. Fisher said at the City Commission meeting two weeks ago Commissioner Titcomb brought up the Teen Center issue and asked if it was on the City’s agenda. Ms. Green said that Commissioner Titcomb that evening was addressing the challenge of the youth at the Library. Ms. Green said talks are still taking place on how to come up with a new two story Civic Center that could be used for a Teen Center with a separate entrance. Also, Ms. Green said from a staffing point, it makes more sense to have staff in the same building that could be rotated. Mr. Fisher asked Ms. Green how the Senior Center was originally included in the budget. Ms. Green said that the Visions 20/20 plan called for a new Senior Center to be built. Estimated cost for a new Senior Center was $2 million. However, when Lucille and Otley’s went out of business and closed, Vice Mayor Jaskiewicz brought it to the attention of the Commission that the building was available and felt it could be renovated for a Senior Center. Ms. Green said there was a certain amount of money in the City that could be used for Phase 1 renovations. Mr. Fisher asked how to get an item included in the budget. Ms. Green said the budget is being prepared now and will her Department has asked to revise their request for capital improvements. Ms. Green said that for three years she has included a request for a new Civic Center and the inclusion of a separate entrance for a Teen Center is a new addition. Ms. Green said it can be submitted with the budget for future funding. Ms. Green noted a new Civic Center would cost several million dollars and would not be available in the fund balance and a great deal of planning would have to take place. Ms. Green also said that this could be accomplished through a bond referendum if the City chose to go that route. Chairperson St. John noted that when the Children and Youth Board was originally formed in 1981 one of the visions of the Board was to create a place for teens. Vice Chair Borovy inquired if the Madsen Center could be utilized. Ms. Green pointed out that the Madsen Center is used every day by a large group of seniors who play cards and shuffleboard. Ms. Lengert also noted that the Hester Center is very busy with activities for children. 10 MEETING MINUTES ADVISORY BOARD ON CHILDREN & YOUTH BOYNTON BEACH, FLORIDA MARCH 25, 1999 F. Child Safety Programs Chairperson St. John said that no date has been set for the next meeting. Ms. DeVries said she sent a letter to Forest Park Elementary School asking the Principal if the Board could hold a Child Safety Forum, but has not received a reply. Ms. DeVries said she would follow up by sending a letter to the PTA. G. Web site – http://www.ci.boynton-beach.fl.us Mr. Fisher said that on the City’s official web site, the Advisory Board on Children and Youth has a page on the City web site. Mr. Fisher said that the Board now has two additional pages. Mr. Fisher said the two additional pages are for the Youth Volunteer Bank. Mr. Fisher said that the forms for the Youth Volunteer Bank could be printed from the Internet. Also, the instructions for completing the forms are included. Ms. Miller inquired where the forms were to be turned in. Mr. Fisher said the instructions state City Hall or City Hall in the Mall. Also, a youth could call and someone would pick them up. Chairperson St. John requested that the sponsors be listed on the web site. H. Open Forum Chairperson St. John said that the date has not been set and will probably not take place until sometime in May. Chairperson St. John said that the host Board for the Forum is the Education Advisory Board. Chairperson St. John said originally it was suggested that the Open Forum take place during the Commission orientation, but Chairperson St. John did not feel the Open Forum should take place with a Commission orientation since there would be no time for communication among the Boards. Chairperson St. John said that the Education Advisory Board would be selecting a date for the Forum at their next meeting. I. G.A.L.A. Chairperson St. John thanked everyone for their hard work and staying on for extra shifts. There was a consensus that the G.A.L.A. was very successful and the Board liked the new location, which made the event much more enjoyable. Vice Chairman Borovy pointed out that the first time the topic of the Teen Club came up was at the Open Forum meeting where the concerns of the Library staff were discussed. Vice Chair Borovy felt that it was through the Open Forum that this whole concept came to realization. 11 MEETING MINUTES ADVISORY BOARD ON CHILDREN & YOUTH BOYNTON BEACH, FLORIDA MARCH 25, 1999 Chairperson St. John requested that next time when a Board member selects a certain time to work at the booth to please be on time and please stay for your entire shift. There were a couple of occasions where the table was unmanned, or was only being manned by student volunteers. Chairperson St. John said that an adult was supposed to be present at all times. Chairperson St. John said that there were two Boards that didn’t have their tables manned at all times, and also they did not have sufficient material available for the public. Chairperson St. John said the Senior Advisory Board was well manned. Chairperson St. John mentioned at one time the Children and Youth Board and Senior Advisory Board were almost eliminated in the City and were going to be combined with the Education Advisory Board and the Community Relations Board. Chairperson St. John said that this Board and the Senior Board worked the hardest and is proud of this Board’s members for their devotion and commitment, as well as the Senior Advisory Board. Also, Chairperson St. John thought the banners were very effective. Chairperson St. John said that the butterfly plants were very effective and people were impressed that there were live butterflies at the table. Chairperson St. John suggested that the plants could be considered for future fundraising and the Board could prepare a pamphlet on how to plant a butterfly garden. This would be an excellent fundraiser. Also, Chairperson St. John suggested that the Board could raise funds by offering babysitting services at the G.A.L.A. Chairperson St. John suggested that Motorola could be approached to donate beepers. It was suggested that parents could drop their children off for an hour or two and could be equipped with a beeper. th J. Charter Revision – Workshop, Saturday, June 5 @ 9:00 a.m. Chairperson St. John said that the Education Advisory Board prepared By-laws and this might be something this Board may wish to consider at the charter revision meeting. K. Bowling Tournament – Sunday, July 25, 1999 Vice Chair Borovy inquired if the date has been confirmed with the bowling alley and was informed that it has. Chairperson St. John informed members that Mr. Waldman and Vice Chair Borovy are in charge of the tournament. VII. NEW BUSINESS 12 MEETING MINUTES ADVISORY BOARD ON CHILDREN & YOUTH BOYNTON BEACH, FLORIDA MARCH 25, 1999 A. CDF Conference Chairperson St. John informed the Board that information on the CDF Annual National Conference was included in their agenda packet. Chairperson St. John said the Conference will be held in Houston, Texas and she will be attending. Chairperson St. John said there would be four days of workshops on children’s issues that this Board discusses. Chairperson St. John said that as a member of a City Advisory Board, and not as Chairperson, she is going to ask the City Commission for financial assistance to attend the Conference. Chairperson St. John said that she has the letter prepared. Ms. Miller asked about the dates of the Conference and Chairperson St. John said the thnd conference is being held between April 28 and May 2. Chairperson St. John said she is offering to attend the Conference as a representative of the City and is asking the members of the Board to approve her attendance at the Conference on behalf of the Children and Youth Advisory Board. Motion Mr. Fisher moved that Shanna St. John represent the Advisory Board on Children and Youth at the CDF Conference. Motion seconded by Vice Chair Borovy. Motion unanimously carried. Ms. Miller asked if Chairperson St. John would be attending the Conference even if the City did not offer any assistance and Chairperson St. John said she was attending in any event. Ms. Green said that it would be appropriate for Chairperson St. John to send this request through her as this Board’s Liaison. Also, Ms. Green said Chairperson St. John should include all pertinent information on the Conference including the dates, times and costs. B. Commission Orientation- Set workshop date Chairperson St. John referred members to the letter in their packet from Interim City Manager Hawkins. Mr. Fisher said that at the last City Forum it was agreed that he, David Fellows and Mr. Hawkins would get together and come up with a format that would be included in the orientation for all the new Commissioners and Mayor. Chairperson St. John said that the date has not been set, but the City would like all the information seven days before the Orientation. 13 MEETING MINUTES ADVISORY BOARD ON CHILDREN & YOUTH BOYNTON BEACH, FLORIDA MARCH 25, 1999 Chairperson St. John reviewed the proposed format of the Commission orientation meeting. Chairperson St. John said it is necessary that this Board prepare seven information packets that would include the following – ? History and organization of the Boards, ? Specific Board accomplishments, and ? Future focus or goals of the Board st Ms. Green noted that the City’s Orientation is scheduled for Wednesday, March 31 in the morning. Chairperson St. John said she would need help in preparing the packets and asked if a workshop could be scheduled for this purpose. After discussion, it was th determined to set a workshop for Monday, April 5 at 6:30 p.m. Chairperson St. John will determine the location of the workshop and will contact all members. After discussion, it was decided that the workshop would be held either in the Library Program Room or at City Hall in the Mall. C. April Meeting Date Chairperson St. John informed members that a new date needs to be set for the April nd meeting, because there is no Recording Secretary available on April 22. Also, it was nd noted that April 22 is Youth In Government Day. thth The Recording Secretary stated that Thursday, April 15 or Monday, April 19 in Conference C would be available. After discussion, it was determined that the April th Monday, April 19 in the West Wing, Conference meeting will take place on Room C at 7:00 p.m. Mr. Fisher inquired if the City gives grants for the summer camp programs. Ms. Green said that notices were sent to every child who applied for a scholarship last year. The Community Action Council provides 100% scholarships for children whose families th meet low-income standards. The deadline application date is March 26 and the notices went out last week. Ms. Green said about $21,000 in scholarships is given each year. The City scholarships are 50% scholarships, and the Community Action Council’s scholarships are 100%. The Community Action Council applications are available at the HeadStart Office. Ms. Green stated that the applications for the 50% scholarships that the City awards are th due May 17. Ms. Green said that the City gave 132 scholarships last year. VIII. PUBLIC AUDIENCE 14 MEETING MINUTES ADVISORY BOARD ON CHILDREN & YOUTH BOYNTON BEACH, FLORIDA MARCH 25, 1999 IX. ADJOURNMENT There being no further business, the meeting properly adjourned at 9:12 p.m. Respectfully submitted, _____________________________ Barbara M. Madden Recording Secretary (two tapes) 15