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Minutes 01-13-10 MINUTES OF THE YOUTH VIOLENCE PREVENTION PROJECT MEETING HELD ON JANUARY 13, 2010, AT 6:00 P.M. AT THE CAROLYN SIMS CENTER, BOYNTON BEACH, FLORIDA PRESENT: Jose Rodriguez, Chair Wally Majors, Director, Recreation Buck Buchanan, Boynton Chamber of Commerce and Parks Department Sgt. Suzanne Gitto, Boynton Beach Police Department Lt. Kelly Harris, Boynton Beach Police Department Vickie Henderson, Teen Project Specialist Sgt. Gladys Cannon Nate Nichols, Deputy Director, Palm Beach Children's Service Council (arived 6:09 p.m.) Mary DeGraffenreidt, Senior Recreation Manager ABSENT: Erin McClosky/Robin Johnson, Palm Beach Community College Carly Norsesian, Membership Development, YMCA Kathleen Perry, Palm Beach County School District Laura Elena Santos Jim Kidd, South Tech Academy Steve Waldman, Chair Education and Youth Board Vinola Rada I. Welcome and Opening Comments – Jose Rodriguez, Chairman Chair Rodriguez welcomed all to the meeting and called the meeting to order at 5:30 p.m. II. Roll Call A silent Roll Call was taken III. Introduction of Guests Michael Low, Deputy Director of Utilities Operations, was present as a volunteer. Frank Ireland, Sims Center Supervisor, was also introduced. 1 Meeting Minutes Youth Violence Prevention Project Boynton Beach, FL January 13, 2010 IV. Approval and/or additions to the Agenda – Jose Rodriguez None V. Approval and/or additions to the minutes of October 7, 2009 Motion Mr. Buchanan moved to approve the minutes. Ms. Henderson seconded the motion that unanimously passed. VI. Chairman’s Comments VII. Old Business VIII. New Business IX. Update of transfer of YVPP to Recreation & Parks (Wally Majors) A. Grant Status Chair Rodriguez introduced Wally Majors, Recreation and Parks Director, who explained staff was working with Brenda Oakes, Palm Beach County Criminal Justice Commission, and Sergeant Suzanne Gitto, Boynton Beach Police Department, to obtain as much information as possible regarding the program. Ms. Oakes indicated they submitted the budget to the Florida Department of Law Enforcement (FDLE) for review. Once that process was complete, they anticipated approval would be received in February when it would then be forwarded to the Board of County Commissioners for their approval in March. Chair Rodriguez understood the grant was approved. The providers had been providing their services up to December 31, 2009. Ms. Henderson advised the youth continued to come to the Center, basically for open recreation. Chair Rodriguez inquired if the providers would continue their services for three months when final approval was anticipated. The grant was retroactive, and the providers were willing to continue their services; however, the program would be inactive for three months. Mr. Majors explained Recreation and Parks could dedicate Mr. Ireland to the program until the providers were fully engaged. Discussion followed and it was determined they could advise the vendors they anticipated being funded after FDLE approval was obtained. . 2 Meeting Minutes Youth Violence Prevention Project Boynton Beach, FL January 13, 2010 Motion Mr. Buchanan moved to ask the providers if they would like to donate their services at this time with the anticipation but no guarantee their work will be retroactive. Ms. Henderson seconded the motion that unanimously passed. A blend of staff and providers was discussed and there was agreement to let the vendors resume as soon as possible. Mr. Majors explained staff met with the Police Chief regarding their desire to take a more active role in the program, especially because it was held in the building, and it was thought they could bring an added level of focus to the plan. Stacey Robinson had taken a position in another City. The program was formerly under the purview of the Police Department, but since it met in a Parks facility, especially in light of the funding issue, the transition to Recreation and Parks made sense. The Executive Board would maintain oversight of the program. Motion Mr. Buchanan moved to allow the transfer of the oversight of the program from the Police Department to Recreation and Parks. There would still be a Police Department Liaison. Sergeant Gitto would likely no longer attend the meetings and she would turn over the reporting and paperwork to the Recreation and Parks Department. Sergeant Cannon would remain on the Board. There was also discussion how the Board related to the Recreation and Parks Department. Chair Rodriguez explained it was the management of the staff. The Executive Board would still remain in place and Ms. Henderson would report to Ms. DeGraffenreidt. Mr. Majors explained the foundation was the building was a Recreation and Parks Department facility. He explained much of what the Youth Violence Prevention Program does augments what the Recreation and Parks Department already does and the programs were similar in nature. The source of funding had not changed; rather, the guidelines changed as did the allowable expenses. Examples of expenses were mission trips, travel, some supplies and nutritional snacks. Internships were not allowable expenses. Positions covered were the Director’s position and the Teen Coordinator position. It was Mr. Majors’ understanding the budget could be amended. The Director’s position would not be replaced, but they would review Ms. Henderson’s position and perhaps add part-time positions. Staff would investigate the best way to use those resources. 3 Meeting Minutes Youth Violence Prevention Project Boynton Beach, FL January 13, 2010 Sergeant Gitto clarified the County applied for the Edward Byrne Memorial Justice Assistance Grant. Paperwork for the Boynton Program was submitted to the County and the County applied for the grant for all five of the Centers. When the money is awarded to the County, it is passed on to the Centers. After the Center was awarded the monies, there were changes made in the guidelines and it was realized there were unallowed expenses. That change was the contention for the last six months as the County did not want to award the funds for them. There were many things the grant could not pay for; however, the Florida Department of Law Enforcement paid for items such as lights, rent, salaries and benefits. Mr. Majors explained they were not looking to amend the budget without knowing the ramifications. They were also unsure about what role the Board plays. Chair Rodriguez explained it was organized originally with an Executive Board and a Steering Committee. The two boards eventually merged and a Teen Council was formed as an advisory body. The Executive Board was responsible for the oversight of the grant, to evaluate the provider and agree on what providers would be funded based on input the Teen Council received from the youth. The Executive Board met monthly and after those decisions were made, the Board met on an as-needed basis. The Teen Council met monthly. If a provider dropped out, the Board would convene. There were also discretionary funds for activities that fell under other categories. Chair Rodriguez expressed the Executive Committee had a responsibility to meet the providers. Currently all the programs approved were stayed. Ms. Henderson explained now that the Executive Board would be meeting, the Teen Council would start meeting. Chair Rodriguez expressed the Teen Council should meet every month and use Roberts Rules of Order. It was thought by doing so, the leadership and protocol skills learned on the Council would assist them as they grew older because they would be familiar with structure. B. Executive Board Meeting date and time change The Board decided to meet the third Wednesday of the month at 5:30 p.m. Notices would be sent. C. Updates from Boynton Beach Commission – Jose Rodriguez None X. Member Comments There was discussion that there was a significant drop in attendance due to the lack of internet service at the Center. It was noted the bill needed to be paid. There was agreement the bill would be paid. 4 Meeting Minutes Youth Violence Prevention Project Boynton Beach, FL January 13, 2010 There was an outstanding motion on the floor which was to transfer the program from the Police Department to the Recreation and Parks Department Vote Ms. Henderson seconded the motion that unanimously passed. There being no further business to discuss, the meeting properly adjourned at 6:36 p.m. (lililuJJR UhlU..L Catherine Cherry 0 Recording Secretary 011710 5