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Minutes 12-08-10 MINUTES OF THE COMMUNITY RELATIONS BOARD MEETING HELD ON WEDNESDAY, DECEMBER 8, 2010, IN COMMISSION CHAMBERS, CITY HALL, BOYNTON BEACH, FLORIDA PRESENT: Regina Waterhouse, Chair Officer John Huntington, Board Liaison Sanford Mayer Joyce Mura Stanley Sorgman Phyllis Stern Ben Lowe, Alternate ABSENT: Victor Norfus, Vice Chair Blanche Hearst-Girtman Brian Miller Doris Jackson, Alternate I. Openings A.Call to Order Chair Waterhouse called the meeting to order at 7:02 p.m. B. Pledge of Allegiance to the Flag The Board members recited the Pledge of Allegiance to the Flag. II. Roll Call The Recording Secretary called the roll. III. Approval of Minutes from November 10, 2010 Meeting Chair Waterhouse suggested that, although Ms. Hearst-Girtman was a Board member, her name be bolded on page 4 of the minutes. She requested the name of Ms. Hearst- Girtman's business, which she believed was "The Treasure Chest," be included in the minutes as well. 1 Meeting Minutes Community Relations Board Boynton Beach, Florida December 8, 2010 Motion Ms. Stern moved to accept the minutes with the requested modifications. Mr. Mayer seconded the motion that passed unanimously. IV. Announcements Officer Huntington announced the Boynton Beach Police Department would be holding its "Shop with A Cop" program at Super WalMart Wednesday, December 15, 2010. The more than 120 youngsters participating in the program were selected by their respective Boynton Beach elementary school principals and will be provided with gift cards ranging from $50 to $100. The gift cards were donated by the general public and various businesses. The members were invited to visit the event. V. Approval of Agenda 1. Additions, Deletions, Corrections The following additions were requested: VII. Old Business, Item B, Follow-up of items previously discussed including The Preserve, the CRA Board and Molly's Trolley. VII. Old Business, Item C, Discussion pertaining to the renaming of Jaycee Park. VIII. New Business, Item C, Presentation by the new Board Liaison. 2. Adoption There was no objection to the additions requested. Chair Waterhouse also requested "Housekeeping Items" be added under New Business. There was no objection to the request. VI. Public Audience (Individual speakers will be limited to three-minute presentations.) Donald Scantlan, 13 Cedar Circle, advised he was the Chairman of the recently- established Boynton Beach Financial Advisory Committee, whose function was to offer budgetary recommendations to the City Commission. As such, Mr. Scantlan was 2 Meeting Minutes Community Relations Board Boynton Beach, Florida December 8, 2010 attempting to attend every advisory board meeting, hear the issues and help the Committee members with whom he served to determine measures to assist the City with its budgetary issues. He distributed his resume and business card, noting he was running for Commissioner of District IV, and asked those present for their votes on March 8, 2010. VII. Old Business A. Board Members' Concerns This topic was discussed later in the meeting. B. Follow-up of items previously discussed including The Preserve, the CRA Board and the CRA Trolley Chair Waterhouse advised a meeting had been held at the end of November regarding The Preserve, which she believed was exploratory in nature. She was not aware of the outcome, but assured any decision reached would be a matter of public record. With regard to the independent CRA Board, Chair Waterhouse believed the Board would be in place for the January meeting. Donald Scantlan, 13 Cedar Circle, provided an update as to his understanding of the process relating to the ten candidates to be considered for the CRA Board. Molly's Trolley was not discussed. C. Discussion pertaining to the renaming of Jaycee Park The Board had been asked for two volunteers to serve on the committee to rename Jaycee Park. Messrs. Mayer and Zonenstein had previously volunteered to serve on the th committee which would be meeting on December 14. Mr. Mayer contacted the City Manager's office and was advised that several names had already been selected by the Commission. He felt the responsibilities of the committee members should have been made clear so that the members could effectively fulfill their obligations. He inquired whether an issue of this nature should be brought before the City Commission. Officer Huntington asserted it was the responsibility of the individual to determine the function and duties of the board/committee position. He suggested that in this instance, Messrs. Mayer and Zonenstein could have contacted the Recreation and Parks Department to determine their tasks and roles as committee members. While the Commission or civic organizations might have selected three names, the committee members would be making a selection from those names. Additionally, if desired, the committee members 3 Meeting Minutes Community Relations Board Boynton Beach, Florida December 8, 2010 could make inquiry as to the manner in which the names had been selected. Chair Waterhouse and Officer Huntington agreed clarification was needed. On another issue, Ms. Stern indicated her interest in volunteering for the "Elderly at Risk" program and was under the impression flyers would be produced which she could provide to Hunters Run. Officer Huntington advised the media had recently been advised of the program and as interest grew, volunteers would be sought from each community. He stressed that the program was designed for those currently experiencing dementia-related issues. Ms. Mura indicated she wished to volunteer on behalf of her community. In response to Ms. Mura's inquiry, Officer Huntington explained questions relating to medications would be permitted and would assist the volunteer in determining whether the individual fit the criteria required for participation in the program. VIII. New Business A. Set December meeting agenda items This item was not discussed. B. Preview Community Relations Board webpage This item was discussed during Officer Huntington's presentation. C. Housekeeping Items Officer Huntington presented the Board member list via an overhead projector to ensure the contact information was correct. Changes were noted. Board member terms were discussed and for those members reapplying, Chair Waterhouse urged they complete and submit the necessary paperwork. Chair Waterhouse noted all Board members would be asked to participate in an Ethics Training session. It was her understanding the session would not be scheduled until all of the expired slots had been filled and the candidates appointed in order to avoid having to provide the training twice. She believed the session would be held in Commission Chambers and would inform the Board of new developments. D. Presentation by the new Board Liaison. Officer Huntington noted the importance of an agenda. The agenda items would be posted on the City's website in advance of the meetings, affording the public an 4 Meeting Minutes Community Relations Board Boynton Beach, Florida December 8, 2010 opportunity to view items to be discussed by the Board. In this manner, the public would be able to express concerns to the City Commission via the Board. Officer Huntington requested the members confirm receipt of emails sent by him so that he could be certain his communications had been received. He addressed the Sunshine Law, noting emails constituted public records. When sending emails regarding agenda items to be discussed at a Board meeting, the members were instructed to reply directly to Officer Huntington and not to "reply to all" as this would violate the Sunshine Law. Agenda items were to be discussed at public meetings, with proper notice provided to the public. Committees to be established must be done so at a public forum, with the members named at that time and a timeline set for the meetings. Minutes would be required as well. Officer Huntington reminded the members they were appointed by the City Commission to address the concerns of the public. He noted opinions on the Trolley had been inappropriately rendered by the Board at the last meeting. Officer Huntington pointed out that the Board should not be offering opinions either for or against issues to be decided by the Commission. The Board was responsible for interacting with the public, providing a forum for the citizens to express their concerns and for the concerns to be brought to the attention of the City Commission. Board members speaking on a topic at a City Commission meeting should be doing so as a resident and not on behalf of the Board. Officer Huntington would contact the City Manager's office to determine whether any forms were required to be submitted for the City Commission to address items brought to the attention of the Community Relations Board. Officer Huntington distributed a handout and reviewed the steps to be taken by the Board members to access the City's website and prepare a proper agenda. As an aside and as a cost-saving measure, Mr. Mayer suggested minutes of the various City advisory boards be provided by email. Officer Huntington suggested that for those wishing to receive minutes by email rather than by "regular" mail, they opt out by notifying the City Clerk's Office of their wishes. He also urged the Board to contact the City Clerk's Office to advise whether the minutes had or had not been received. Chair Waterhouse suggested future refinements which included posting the minutes in a secure area on the website for the Board's review only, and for an acknowledgment to be sent, confirming the minutes had been received and opened. Officer Huntington explained no avenue currently existed to enable the minutes to be posted for the Board's eyes only, as the website was open to the public. Officer Huntington encouraged the Board members to contact him with any questions they might have relating to the website. He was attempting to resolve access issues so that the Board would have access to its webpage only. He pointed out the public would always have access to the final agenda. 5 Meeting Minutes Community Relations Board Boynton Beach, Florida December 8, 2010 A detailed training session followed. IX. Adjournment Motion Mr. Lowe moved to adjourn. Mr. Sorgman seconded the motion that passed unanimously. The meeting adjourned at 8:25 p.m. ~Q/~ Stephanie D. Kahn Recording Secretary 12/14/10 6