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Minutes 05-23-13 MINUTES OF THE EDUCATION AND YOUTH ADVISORY BOARD MEETING HELD ON MAY 23, 2013, AT 6:00 P.M., IN CITY HALL COMMISSION CHAMBERS, 100 E. BOYNTON EACH BLVD. BOYNTON BEACH, FLORIDA PRESENT: Steve Waldman, Chair Sherri Claude, Board Liaison Mary Morera, Vice Chair Carla Colebrooks-Spencer Carol Lundquist Dr. Tiffany North Loretta Wilkinson (arrived at 6:11 p.m.) Kellsie Kershaw, Student Voting Member Dawson Charles Hagger-Lendoiro, Student Non-Voting Member ABSENT: Hattie Miller Gerline Christophe, Alternate Lourdes Paola Alvarez, Student Voting Member 1. Call to Order Chair Waldman called the meeting to order at 6:03 p.m. Self introductions were made. 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. Ill. Approval of Minutes of April 25, 2013 Ms. Lundquist moved to approve the minutes. The motion was seconded by Vice Chair Morera and unanimously passed. IV. Approval of Agenda It was noted Jeanne Heavilin of the Sister Cities organization was present. Her presentation would be heard under Old Business as Item D. Motion Vice Chair Morera moved to approve the agenda as amended. Ms. Colebrooks- Spencer seconded the motion that unanimously passed. 1 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida May 23, 2013 V. Announcements /Presentations /Correspondence Ms. Claude commented she had articles from the Boynton Beach Forum about the Bob Borovy winner and the Tennis Carnival. The Palm Beach Post also had an article in the local section about Bob Borovy and the Youth Volunteer Awards. The programs received some very positive press coverage. VI. Public Audience None. VII. New Business A. Election of Chair and Vice Chair Ms. Lundquist nominated Steve Waldman for Chair. Ms. Colebrooks- Spencer seconded the nomination. There were no other nominations made, and the nominations were closed. The vote was unanimous. Ms. Lundquist nominated Mary Morera for Vice Chair, Ms. Colebrooks- Spencer seconded the nomination. There were no other nominations made, and the nominations were closed. The vote was unanimous. Chair Waldman expressed on behalf of Vice Chair Morera and himself, it was an honor to serve. The Board was an active Board with good members and they accomplish good things. He expressed his thanks and appreciation to the members. VIII. Old Business a. Shred -A -Thou Chair Waldman announced the Board was unable to hold a Shred -A -Thou this summer. Ms. Claude explained Ms. Wilkinson had expressed to her the company could not hold the event on the dates the Board was interested in during May, and they did not want to hold the event during the summer when it is hot. Ms. Wilkinson had agreed to approach the company in late summer and try to schedule a date in October. Chair Waldman noted the Shred -A -Thou has been the Board's most successful fundraiser, and they should try to hold it more than one time a year. He conveyed the secretary at the high school was receiving inquiries when the next one will be held. Ms. Claude had received inquiries as well. He agreed, since the school year starts in August, October would be a good time for the Shred -A -Thou and then have another event later during the year. The company requested the Board pay $500 to cover the cost of the employees' time, but in three hours, even with the charge, they made nearly $1,000. He thought it was important to continue the relationship. 2 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida May 23, 2013 Ms. Wilkinson arrived and explained the company gave her a list of dates that were available, and they hold these events on the 1st and 3rd Saturday. Nothing was on their calendar at this time, so all the members had to do was select a date. Ms. Claude suggested time could be saved by having only one contract for two events. After discussion, October 19th and April 19th were chosen. Ms. Wilkinson agreed to obtain the school's permission as the event was held on school grounds and the time would be from 9 to 12 noon. The event only needed to be advertised in the Palm Beach Post. In addition to issuing the press releases, it was suggested the Board contact Eliot Kleinberg from the Palm Beach Post and inform him of the purpose of the event and recruit his assistance. b. Youth Volunteer Bank /Bob Borovy Award Ms. Claude had nothing official to report, but commented she thought when the Awards were presented at the City Commission meeting on May 7, it was very impressive. About 40 to 50 youth attended and it was a great venue for the community and Commission to see what the Board and students were doing. It was good to recognize them in that forum. C. Fundraising Chair Waldman commented on a personal note, his name was submitted to the Molina Healthcare Program who gives awards in Palm Beach and other counties. Chair Waldman announced he won the award and, at a dinner next Thursday, he will be receiving a $1,000 check to issue to his favorite charity. He announced his favorite charity is this Board. He invited Vice Chair Morera and Ms. Claude to the dinner with him and his wife when he accepts the award. The check will be turned over to Ms. Claude for the Board and the members can decide how to use the money. He noted funds were down to $850 in the Oyer Fund and he anticipated Galaxy and Poinciana Elementary School would request support for programs such as Adapt -A- Classroom plus the Borovy Award, which only had two years worth of money remaining. Chair Waldman emphasized It was important to raise more money. He would like to have the funds available to help as requests for support were made. A suggestion was made Chair Waldman approach the City Commission for funds. Chair Waldman commented he may be successful if he appeared and made the request, as the City Commission does know about the Board and what they do, but he felt it was important he approach them at the appropriate time. Chair Waldman also reminded the members that teachers return to school August 16th. In prior years, he went to Poinciana Elementary School to sign up students for the Youth Volunteer Bank, but he missed it this year. He spoke to the principal who invited him to return. He noted Galaxy Elementary School also has a "Meet the Teacher" evening, and he suggested volunteers go to the various schools to try to sign up 3 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida May 23, 2013 volunteers. He would like to approach the new person who would be handling the student council at the high school on a temporary basis to see if he could recruit some of those students. They had been unable to do this in the past. He inquired if it would violate the Sunshine Law to call a fellow Board member to ask if they could go to a school. Ms. Claude suggested the matter be handled through her via email. d. Sister Cities Jeanne Heavilin, 734 NE 9th Avenue, thanked the Board for its donation to the Young Artist Competition. She presented the Board with a certificate and thanked the volunteers and members for setting up the exhibit, especially Vice Chair Morera and her family. She noted there were 148 exhibits this year, and it was the best exhibit so far. It was a great venue and she appreciated the help. Ms. Heavilin explained she recently attended the Florida State Sister Cities Conference in Sarasota. There was much discussion about the upcoming Sister Cities International Conference in July in San Antonio, Texas, and one activity piqued her interest, which was a youth leadership summit for high school students aged 14 to 18 who would participate in a mock United Nations. The topics would pertain to what is occurring globally, and she would like to send a youth from Boynton Beach. She printed flyers which she distributed to the Board and commented another member from their Sister Cities Board was attending. They were requested to send an invitation to officials in Les Cayes, Haiti, Boynton's Sister City, and she requested the City Commission send a Commissioner to the event, as it is a good way for them to see what can be accomplished through the organization. The cost is $450 for the hotel and registration. Airfare was about $500. In 2014, the Conference will be held in San Jose, California, which may be less expensive in terms of air travel. The organization provides chaperones that would take youth delegates from the airport to the hotel, and the hotel has a wing set aside where the youth and chaperones would stay. Ms. Heavilin pointed out the Sister Cities may be able to help with the cost. While she did not believe participation from the Board was possible this year, she suggested the matter be put on the Board's calendar for next year and Sister Cities would do the same. Ms. Heavilin proposed it would be a great experience, although she did not know how delegates would be selected. Chair Waldman agreed and thought it should be considered next year. The expenses could be split between the two Boards. There was discussion the delegate could be a volunteer, the winner of the Borovy Award, or a member from the Youth Leadership Program, (YLP). Ms. Claude noted Board members Hagger- Lendoiro and Alvarez were involved in that program, and she agreed to pass on the conference details and contact information to Chris Gonzales, Recreation Specialist, 4 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida May 23, 2013 who handles the program. Mr. Hagger- Lendoiro was also approached to see if he would be interested in attending, but he deferred to other students in the YLP. Ms. Heavilin commented the City Commission was approached for assistance, but they have been financially unable to do so for a number of years. She hoped it would be addressed on the Commission level at the next meeting. She noted Sister Cities held several fundraisers and had not developed any selection criteria, but the Conference is in July and there was time to decide before then. Ms. Wilkinson thought the delegate should contribute financially towards their attendance. If planning for next year, the student had time to plan how to pay for it as well. The matter could also be addressed as a scholarship. Ms. Kershaw indicated her interest in attending the Conference this year or next, but it was recognized participation was open to the YLP members too. Chair Waldman thought if participating this year, the Board would need to indicate its support to spend monies up to a certain amount because the Board will not meet again until August. Chair Waldman noted his donation added $1,000 and $500 could be spent from the Oyer Fund and replaced with his donation. Discussion ensued about how much each party should contribute and a suggestion was made each party contribute $300 to $350. The conference, this year, will take place July 11 to the 13th. Attendees would stay at the Hyatt Regency Riverwalk in San Antonio. Ms. Wilkinson emphasized the support was not just for Ms. Kershaw, it should be more generic in case someone else attended. Any motion made would be to expend the funds for a youth participant to attend the Conference in San Antonio. Motion Ms. Wilkinson made a motion to expend up to $500 for a youth to attend the Sister Cities International Power of Exchange Youth Leadership Summit in San Antonio. Ms. Colebrooks- Spencer seconded the motion. Vice Chair Morera inquired if Sister Cities had the ability to contribute an additional amount so the family would know how much they would have to pay out -of- pocket. Ms. Heavilin could not speak for the Board, but agreed to poll the members and know by Monday. Ms. Wilkinson liked the idea of splitting the cost into thirds as it was recognized there would be some miscellaneous expenses. Vote The motion passed unanimously. In response to a question about the organization, Ms. Heavilin explained the organization is named Sister Cities, International. It is their conference and there will be attendees representing 260 countries. Delray Beach has two or three delegates from 5 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida May 23, 2013 their Sister City in Japan that would attend. It was thought sending someone from Boynton Beach, and more specifically, from the Board would give the Board great prestige as it was indicative of what the Board does. Additionally, the City Commission may contribute to this event since it is a prestigious event. It may also encourage the Commission to send a delegate. Ms. Heavilin explained she emailed the Mayor and City Manager urging an official representative of the City to attend the Conference. Chair Waldman and Ms. Heavilin agreed to attend the City Commission and make the request. Ms. Heavilin agreed to make copies of the details for all the Commissioners and, as discussed earlier in the meeting, would make the reservation for the student to attend the Conference as they are the registered member of Sister Cities International. The Board's contribution would be to reimburse the student for airfare and miscellaneous expenses. I. Future Meeting Dates: August 22, 2013; September 26, 2013; October 24, 2013 X. Adjournment Motion There being no further business to discuss, Ms. Wilkinson moved to adjourn. Ms. Kershaw seconded the motion that unanimously passed. The meeting was adjourned at 6:48 p.m. Catherine Cherry Minutes Specialist 052813 6