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Minutes 01-26-12 MINUTES OF THE EDUCATION AND YOUTH ADVISORY BOARD MEETING HELD ON JANUARY 26, 2012, AT 7:00 P.M. AT THE LIBRARY, IN PROGRAM ROOM A, 208 S. SEACREST BOULEVARD, BOYNTON BEACH, FLORIDA PRESENT: Stephen Waldman, Chair Wally Majors, Director, Mary Morera, Vice Chair Recreation and Parks Carol Lundquist Dr. Tiffany North (arr,ved 7 p m ) Lori Wilkinson Armisha Roberts, Student Regular Voting Member ABSENT: Hattie Miller Victor Norfus Libby Stroud Sebastian Luglie, Student, Regular Voting Member Khadijah Davis, Student, Regular Non - Voting Member L Call to Order The meeting was called to order at 7:01 p.m. 11. Pledge of Allegiance /Moment of Silent Reflection The members recited the Pledge of Allegiance to the Flag, followed by a moment of silent reflection. 111. Approval of Minutes of December 1, 2011 Motion Ms. Lundquist moved to approve the minutes as written. Vice Chair Morera seconded the motion that unanimously passed. IV. Approval of Agenda Chair Waldman added a discussion of a training conference to VII. New Business, as Item C 1 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida January 26, 2012 Ms. Wilkinson added a discussion of the Shred -A -Thon to New Business as Item D. Motion A motion was made and duly seconded to approve the agenda as amended. The motion unanimously passed. V. Announcements /Presentations /Correspondence None. VI. Public Audience None VII. New Business A. Donation Request from Boynton Beach High School Joe Ametrano, the Drama Director from Boynton Beach Community High School, was present with students Bridgette Karam, Jonah Cabada, and Brendan Gardner from the Thespian Troupe. Mr. Ametrano explained the three students present, and others who are part of the Troupe, were very successful in the local Thespian Competition. The Competition occurred in West Boca, and the students performed scenes and monologues. They received eight "Superior" medals which qualified them to go to the State Competition in Tampa. The State Competition was a great opportunity and transportation, hotel expenses and fees to participate in the event were needed. The four -day event, held from March 14, 2012, to March 17, 2012, encompassed performances, workshops and the Competition. (Dr. North arrived at 7:07 p.m.) Mr. Ametrano planned to bring six students who qualified at the local Competition to the State Competition and each student would perform a maximum of five events. There would be two scenes and three sets of monologues, and the students would overlap. Principal Wexler and he would chaperone the trip and transportation costs would be shared with Olympic Heights who was also attending the event. The total cost of the trip was $5,000. Mr. Ametrano had some funds in his budget, and the school play, Candide, would take place prior to the Competition and should raise some funds. They were conducting a letter writing campaign to raise money and the amount requested from the Board was $1,000. 2 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida January 26, 2012 Chair Waldman agreed to speak with Glenn Jergensen from the Chamber of Commerce about the Competition and recommended the students put posters advertising the school play at area businesses. Discussion followed Applebee's and Chick FiI -A work with organizations to raise funds. C.R. Chicks in Wellington purchases whole chickens but only uses the white meat and donates the dark meat. Bud's Chicken will also work with organizations to fundraise. Grants was suggested and it was pointed out Target has grants specifically for bus trips. Local community theater groups may help subsidize the trip and it was thought the Kravitz Center may have grants as well. The hotel rooms were $239 each, per night, and four rooms were needed. Mr. Ametrano explained he had looked for more economical rooms further away from the Competition but it made transportation an issue. The students gave a short presentation. Afterwards, discussion followed about the Lebow Awards which is an award for Title 1 students who perform Shakespeare. Last year, Brendan Gardner won first place and received a $1,000 scholarship. This year, another student won first place, with Mr. Gardner and Ms. Karam placing, each winning a $200 scholarship The members discussed Boynton Beach was the City's home high school, but the Board had to be careful with its donation because other groups request funds. Mr. Ametrano indicated they have received donations via email and through Facebook. On Wednesday, The Boynton Forum, Tribune and Sun Sentinel, would post an online feature article on the group. The students have contributed towards the event and a suggestion was made that a request for donations could be made at the play, thereby raising additional money. Mr. Ametrano left posters for the play Candide, to be performed February 22 through the 25th. He and the students left the meeting. After discussion there was agreement a donation of $750 would be appropriate. Motion Vice Chair Morera moved to contribute $750. Ms. Lundquist seconded the motion that unanimously passed. A suggestion was made to compile a simple spreadsheet detailing amounts donated by the Board, and to whom. There was also agreement if the Troupe did not reach their goal, they could come back to the Board and request additional funds. A request was made to revisit the Board's decision that when a request for a donation was made and an immediate answer was needed, the party requesting the funds, if present, should be asked to leave the meeting so the Board could discuss the matter privately. An inquiry was also made if a cut -off date, as to how far in advance a group could request a donation, was established and discussion ensued it was not always possible. There were instances when a group won a competition making the group eligible to go to the next round which was often in the very near future. 3 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida January 26, 2012 There was also brief discussion if a donation was made and the event fell through, if those funds would be used for another purpose. It was suggested when a donation is given it should be made known it would only be used for the specified purpose and if not used for that purpose, the funds are to be returned. B. Recreation & Open Space Element of the City's Comprehensive Plan — Policy 5.1.1 Wally Majors, Recreation and Parks Director, explained the above named element requires him to obtain feedback from other interested parties regarding the adequacy of the Park and Recreation facilities. He requested the members give the request some thought and he would return next month for the information. Examples of the type of information he was looking for from the members, if the department's facilities were enough or not enough? Is anything lacking in the facilities or are they adequate? Mr. Majors explained detailed information was not necessary. A listing of the Department's facilities could be accessed through the City's webpage or by calling him. He noted the Recreation and Parks Advisory Board would also be polled for the same information. C. Training Conference Chair Waldman explained he received an email from the Interim City Manager explaining there was a training conference held by the Cultural Executives Committee, titled "Board Members Can Be Great Fundraisers and Never ask for Money." The session would be facilitated by Chuck V. Loring on February 6, 2012, noon to 2:30 p.m. at the Kravitz Center, Cohen Pavilion, Level II. The fee to attend was $15 which included lunch. Additional information could be obtained from Ms. LaVerriere, the Interim City Manager. Vice Chair Morera requested the form be emailed to her. D. Shred -a -Thon Gene Phillips, a resident of Pipers Glen, explained he saw the ad for the Shred -a -Thon last October. He and his wife had been in Florida for a few years and had been lugging boxes of paper around for years and his garage was half full of paper. They had been using a little shredder and when he saw the ad for the Shred -A -Thon, they decided to use the service. He approached Sherri Claude, Board Liaison, at the event and inquired if the Shred -a -Thon could be done for a local community. She was uncertain and referred him to the Board. Mr. Phillips commented there were four communities where he lived, which in total comprised about 1,250 homes. Mr. Phillips was on the Board of his community and he inquired at a Board meeting if the residents would be interested in an event like the Shred -A -Thon and it was determined there was a lot of support. Since his community only comprised about 250 homes, the cooperation of the adjacent communities was needed 4 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida January 26, 2012 Mr. Phillips spoke to the Boards from the other three communities and expressed they were "wild about the idea" He requested the Board consider holding the event there in a month or two in order for the event to be properly advertised. The only question raised by the four Homeowner Association Boards was if the vendor and apparatus were properly insured. A morning or afternoon event could be scheduled as the communities were retirement communities. Ms. Wilkinson agreed to contact the company to see if they was available in March, but she inquired if the communities would be interested in holding the event in May as the members had previously contemplated waiting until tax season was over. Mr. Philips noted some seasonal residents may leave by then, but he was flexible. Mr. Philips provided his contact information to Ms. Wilkinson and she agreed to update him after making contact with the company. There was brief discussion the funds raised go to the youth and to the school. The donated funds come from the Board's Harvey Oyer, Jr. Fund. Chair Waldman emails Mr. Oyer's son what the funds were spent on and it was possible Mr. Oyer may want to make a donation. Ms. Wilkinson pointed out while the company, at the last Shred -A -Thon, indicated they would participate in an event again, it cost the company about $2,000 to supply the truck for the day and pay their employees. They indicated they may have to charge a nominal fee at the next event to help offset the cost. She inquired if the HOA Board would consider, if needed, contributing something toward the truck. Mr. Philips responded he would take it back to the HOAs. If the fee for the truck was $300, between the four HOA's, Mr. Phillips thought the event should not be ruled out. The idea was for it to be charitable contribution. Chair Waldman pointed out the company requested, in return for providing the service, the Board advertise the company. It was thought that aspect could be problematic because the event would be held in a private community. Mr. Phillips explained many of the communities could hold an event and it would be advertised. The members agreed it would be better to hold an event before the seasonal residents leave the area, and noted the City's requirements due to holding the event at the high school would not apply. It was a great idea and a great money maker. In addition, if more money was needed for the truck because it would be in a private community, the charge per box could be increased from $5 to $6. The 3rd and 10th of March was identified to potentially hold the event Mr. Philips agreed to bring the date back to the HOAs. VIII. Old Business 5 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida January 26, 2012 A. Youth Volunteer Bank/Bob Borovy Award There was no report given on this item. Chair Waldman announced that Board member Armisha Roberts won the Comcast Scholarship. She was second in her class., and she planned to apply for the Borovy Award. B. Tennis Carnival — April 28, 10 a.m. @ Hunter's Run Vice Chair Morera commented she may be out of town and she would let the Board know if she could not attend. If so, she would shop for snacks for the event ahead of time. She explained the event runs itself and she reviewed the process. The event was open to all ages. There are 30 spots, 10 players to a court, divided into three age groups. It was a great event that was free to youth. The event was advertised in Funfare and fills up. Registration was required and there was usually a waiting list. Hunter's Run, which hosts the event, provides coolers. Ms. Morera arrives ahead of the event, ices the drinks, sets up the snacks, Ms. Stern arrives with prizes from Hunter's Run, and then they relax. C. Bowling Tournament There was no report given. IX. Future Meeting Date: February 23, 2012 March 22, 2012 X. Adjournment Motion Ms. Wilkinson moved to adjourn. Ms. Lundquist seconded the motion that unanimously passed. The meeting was adjourned at 8:13 p.m. Catherine Cherry Recording Secretary 013012 6