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Minutes 05-11-11 MINUTES OF THE COMMUNITY RELATIONS BOARD MEETING HELD ON WEDNESDAY, MAY 11, 2011, IN COMMISSION CHAMBERS, 100 E. BOYNTON BEACH BOULEVARD, BOYNTON BEACH, FLORIDA PRESENT: Regina Waterhouse, Chair John Huntington, Board Liaison Victor Norfus, Vice Chair Ben Lowe Phyllis Stern ABSENT: Joyce Mura Floyd Zonenstein I. Openings A. Call to Order Chair Waterhouse called the meeting to order at 7:11 p.m. B. Pledge of Allegiance to the Flag The members recited the Pledge of Allegiance to the Flag. II. Roll Call Chair Waterhouse announced Brian Miller, Sanford Mayer and Stanley Sorgman resigned and there are now three open positions on the Board. Accordingly, the Board was looking for volunteers to serve on the broadest reaching advisory board in the City. III. Approval of Minutes from February and March Meeting There were no changes to the February meeting minutes. Motion Ms. Stern moved to approve the February minutes. Mr. Lowe seconded the motion that unanimously passed. There was one correction to the March meeting to reflect Mr. Lowe was not an Alternate. Meeting Minutes Community Relations Board Boynton Beach, FL May 11, 2011 The March minutes were approved by consensus. IV. Announcement: Chair Waterhouse advised immediately prior to the April meeting, she had met with Officer Huntington. There has been great concern about the lack of effectiveness and the perception of the Community Relations Board. She put together information and thought there was follow up on many of the issues the Community Relations Board had discussed in the past. The Board was waiting for the public to come to them, but she suggested reviewing what occurred at other advisory boards and the City Commission meetings and letting the public know the Community Relations Board will follow up on their issues. Don Scantlan, Chair of the Financial Review Committee, (FAC), had made several recommendations to the City Commission, which addressed some of the issues the Community Relations Board was interested in. She and Officer Huntington discussed reaching out to the various Homeowners’ Associations, which dovetailed with some of the recommendations put forward by the FAC. The affected residents were impacted by decisions made by the City Commission and it was thought that could be a good place to build bridges. Chair Waterhouse researched the Commission minutes and compiled a list of the FAC recommendations for the members to review. At the April 5, 2011 City Commission meeting, there was an issue with a burned structure and a feeling that no one from the City followed up on it. There was another suggestion about the City conveying a deed to a park to the Homeowners Association so the City would not have to maintain or improve it. Chair Waterhouse explained at the same meeting, Dorey Kilgren spoke about the over- 55 population and the impact some of the recommendations from the FAC would have on them. Ms. Slebodnik had again spoken about the trolley and the FAC would speak about that because a recommendation was made. She referenced the minutes regarding the Shopper Hopper and the FAC recommendation that the service be discontinued and replaced with a subsidized taxi service, charging fares, and other elements of the service. The survey said there was overwhelming support for discontinuance. Chair Waterhouse inquired what survey was used. The discussion indicated the item was tabled pending a report to the City Commission but the report indicated the City would institute something else and charge $3. She noted Palm Tran and Mae Volen only transported patients to their primary physician and Chair Waterhouse thought this might be something to keep in the forefront. Reference was also made to garbage collection, which has an impact on all citizens. 2 Meeting Minutes Community Relations Board Boynton Beach, FL May 11, 2011 There was agreement the Shopper Hopper and the CRA should remain on the list Chair Waterhouse drafted. With respect to the trolley, Chair Waterhouse reached out to Molly Stahlman and suggested she contact the City Manager to see if there was going to be a bid. Ms. Stern expressed Mr. Mayer left the Board because he was unsure how the members could pursue anything meaningful without giving the members proper identification. She thought it was a shame the members have no backing so they could approach business establishments about not having the Shopper Hopper. She thought they would have to start from the ground up before they could take action. She commented the City was building a Boundless Park for individuals who will not have transportation to frequent it. She pointed out when she served on the Youth Advisory Board, they were able to solicit funds and offer programs because they could approach the community for sponsorships. Mr. Lowe reviewed the function of the FAC and inquired how they came up with the items to consider. The CRB needed to determine what issues were out there and borrow their strategy. He liked that they had a form, they take the issues, list the pros and cons, and have specific information to back up what they do. He suggested first developing a set procedure similar to the FAC and addressing the items one at a time. He agreed they would like to see more people attend and not have the Board act on their own thoughts. Officer Huntington responded the FAC was put together by the City Commission to help determine how the City could save money and the FAC put the agenda together. When he and Chair Waterhouse got together to discuss the CRB, it was how to get it off the ground and obtain an audience. Officer Huntington commented he would sit down with whomever he can get a voice within the City Managers Office and discuss the purpose of the Board and how to have a functioning Board so the members can have a meaningful experience and a sense of accomplishment. One way to start was to ascertain what problems the community was having. Right now, the Community Relations Board does not have information unless they attend other meetings. Speakers at City Commission meetings only have three minutes to voice their concern. With the CRB as their voice, however, the residents have a better chance of having issues addressed because the Board was asking the City to put a particular topic on the agenda. Officer Huntington suggested the members voluntarily attend HOA meetings. Some meetings were not held every month but they meet when needed. Attending a meeting to hear community activists and bring it up as a topic of their agenda to offer assistance was one way to proceed. It was noted they have a huge voice and a large voter base. Ms. Stern disagreed with Officer Huntington’s view and felt the members already had agendas they could work on. Last year, they wrote a letter for the Shopper Hopper, 3 Meeting Minutes Community Relations Board Boynton Beach, FL May 11, 2011 heard from apartment dwellers in Renaissance that were distressed about a noise issue, there was a traffic problem on Seacrest, a mom and pop business establishment being closed down in the HOB revitalization and others. Chair Waterhouse reiterated the intent with the listing of the FAC recommendations she provided was for the members to review the list and decide at the next meeting what items they would undertake and how to do it. She wanted to obtain a copy of the survey and know who received it because she asserted 513 responses was not an appropriate statistical sample. Vice Chair Norfus commented when there are open forums or events, he attends them and felt that was where the Board was missing their opportunity. The Community Relations Board just wants to let them know there is a venue to follow for issues they have. The trolley and sidewalk issues came from the City Commission meetings. After the City Commission meetings, issues are difficult to address right away because it is another month before the Board meets. When it is brought up, that is when it becomes an issue. Officer Huntington explained the Board had to pick a topic. He reminded the members to send their items to him to put on the City website. All of the committees are listed on the City website so the public can see what meetings are coming up. When he and Chair Waterhouse go to the web page, there is nothing posted for the Community Relations Board. He urged the members to email him or the Chair and indicate what they want to discuss at the next meeting. Additionally, one of the first items on the agenda is “Approval of the Agenda.” The members could add as many items to the agenda as they would like. The Board could also partner with the Police Department to have a guest speaker to discuss identify theft. The meeting would be publicized through the media and at that meeting, the members could spend the first 10 minutes informing the public of the purpose of the Board. The Board could utilize a speakers bureau. Chair Waterhouse explained that was the purpose of having Don Scantlan come to the meeting to explain how they came to their conclusions, or have the Director of the CRA come to a meeting. People would attend the meeting because it affects them. The Arts Commission could speak about their projects. Officer Huntington referenced Inlet Cove Association. Presently, they are having problems with vacant shopping centers, vagrants, burglaries, etc. If a member attended one of their meetings, they could learn about issues and add information to the agendas as it becomes available. INCA meets the third Monday of every month at the Senior Center. Officer Huntington commented the Heart of Boynton was having their next meeting at the Carolyn Sims Center. They had invited Florida Senator, Chris Smith, which should be well attended. It would provide an opportunity to do a flyer about the CRB to hand 4 Meeting Minutes Community Relations Board Boynton Beach, FL May 11, 2011 out at the door and introduce themselves to the President of the Association. Vice Chair Norfus would be attending that meeting. Vice Chair Norfus commented he attends the INCA meetings but he could use more help with Commission meetings. He also hoped the City Commission would introduce the CRB to the attendees but it has not occurred. Ms. Stern suggested brochures be printed so they could be distributed at those meetings. Officer Huntington was attempting to update the HOA registrar to see how many HOAs there were so they could tap into the contacts they have. Chair Waterhouse suggested putting together a broadcast email with the agenda to post in the HOA clubhouse. They discussed some HOAs have TV channels and they need to know the HOA boards so they could get the information out there. Officer Huntington agreed to forward the list electronically. One of the best tools to provide notice of issues and meetings was through the City website in advance of the meetings; however, it was noted some members had difficulty accessing it. Chair Waterhouse proposed the following for the next meeting: Get additional members on the Board;  Have a vehicle for communication, which would involve physical attendance,  blast emails to HOAs and having an agenda in place to be on the city website; Have people attend to speak and putting them on the agenda so the information  was listed and would draw people; and Review the work done by the FAC, the structure they have, and the issues they  address because they will come back to the Board. They are part of the Board’s purview. At the next meeting, the members will narrow the focus to the issues they can address. Chair Waterhouse stressed it was important to recognize there is a big difference between listening and addressing issues, and having the power to do something. The Board does not have the authority to do that. V. Approval of Agenda A. Additions, Deletions, Corrections B. Adoption VI. Public Audience INDIVIDUAL SPEAKERS WILL BE LIMITED TO 3 MINUTE PRESENTATIONS Jolynn Slebodnik , 625 Casa Loma Boulevard, got involved when the trolley was cancelled. Ms. Stahlman had many options in place. She found out about the Board from Vice Chair Norfus from one of those meetings. 5 Meeting Minutes Community Relations Board Boynton Beach, FL May 11, 2011 Her understanding was the survey said drop the trolley. The reason they discontinued the trolley was because the Shopper Hopper was supposed to remain. Over 800 signatures in support of the service were obtained. She felt little people were being forgotten in this town and she hoped the Board could help. On a different matter, Chair Waterhouse wanted to add to the agenda a decision about the summer meeting. Motion Chair Waterhouse moved not to convene in the month of August. Ms. Stern seconded the motion. The motion unanimously passed. VII. Old Business: A. Transportation options follow-up B. Finance Advisory Board follow-up C. CRA follow-up D. Survey follow-up: Old School Project and Branding Boynton E. Marketing the Community Relations Board VIII. New Business A. Brian Miller resignation B. Advisory Board Candidate recruitment IX. Adjournment: Vice Chair Norfus inquired if the Board could put it on record that when individuals come before the City Commission, that they be advised there is a CRB they can go to and discuss matters with. Many individuals attend the meetings and leave frustrated. Officer Huntington had forwarded a template to Chair Waterhouse and advised that was the vehicle to use to have items put on the agenda. It was a memo sent to the City Commission, City Manager and Attorney. The City Manager and City Commission follow it. Other boards have a template they use. Officer Huntington also agreed to research how much was spent on the Boards and flyers. The photograph and member list on the brochure would need to be updated. Ms. Stern requested a generic flyer be designed to put in City Hall and to bring to other meetings. Chair Waterhouse agreed to develop the flyer. 6 Meeting Minutes Community Relations Board Boynton Beach, FL May 11, 2011 Motion Vice Chair Norfus moved to adjourn. The motion was duly seconded. The meeting was adjourned at 8:13 p.m. /;. Ii ' ~c.l*)\YJLJ:YlY- ('J-tUJJ. Catherine Cherryf Recording Secretary 052511 7