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Minutes 09-11-13 MINUTES OF THE COMMUNITY RELATIONS BOARD MEETING HELD ON WEDNESDAY, SEPTEMBER 11, 2013, AT 7:00 P.M. IN THE COMMISSION CHAMBERS CITY HALL 100 E. BOYNTON BEACH BLVD., BOYNTON BEACH FLORIDA PRESENT: Willie Swoope, Chair Matthew Graham, Board Liaison Wendy Kelly, Vice Chair Ben Lowe Margaret Newton Floyd Zonenstein ABSENT: Lesha Roundtree Carol Porter 1. Openings 2. Call to Order Mr Swoope called the meeting to order at 7:03 p.m. 3. Pledge of Allegiance to the Flag The members recited the Pledge of Allegiance to the Flag. 4. Roll Call Roll call was taken A quorum was present 5. Approval of Minutes from July 10 Meeting Motion Mr. Zonenstein moved to accept the minutes as submitted. Ms. Kelly seconded the motion that unanimously passed. 6. Announcements Mr. Swoope commented that everyone received an email from Chair Piraino announcing his resignation from the Community Relations Board. The question was whether or not a copy of Mr. Piraino's email was sent to the Clerk. Since it was not clear, Mr. Swoope assumed Mr. Piraino's resignation is official. 1 MEETING MINUTES COMMUNITY RELATIONS BOARD BOYNTON BEACH, FLORIDA SEPTEMBER 11, 2013 Mr. Lowe replied that Mr. Piraino only sent the email to the members of Board. Mr. Swoope asked Mr. Graham if he received a copy of the email and if it constituted an official resignation. Mr. Graham responded that he forwarded the email to the City Clerk's Office and it will be discussed at the next Commission meeting. Mr. Swoope wanted clarification if the Board can assume Mr. Piraino's resignation is official or if the Board needed to wait until after the Commission meets. Mr. Graham responded that it would be accepted at the next Commission meeting. There were no other announcements to discuss. 7. Approval of Agenda Mr. Swoope acknowledged that the Community Relations Board did not have a prepared Agenda for this meeting. In light of Mr. Piraino's resignation, Mr. Swoope reviewed the Community Relations Board's Ordinance to clarify what it says about resignations and electing officers. Specifically, the Ordinance does not talk about electing a Chair or Vice Chair. However, Mr. Swoope felt that a Chair and /or a Vice Chair should be elected at the meeting. Motion Mr. Lowe nominated Mr. Swoope for Chair. Mr Zonenstein seconded the motion that unanimously passed. Chair Swoope also held elections for Vice Chair of the Board. Mr. Zonenstein nominated Mr. Lowe for Vice Chair; however, Mr. Lowe did not accept the nomination saying he would only be on the board for three more months. Motion Mr. Lowe nominated Wendy Kelly for Vice Chair. Ms. Newton seconded the motion which passed unanimously. Chair Swoope wanted to add two additional items to the agenda; the survey results from the City Manager's office and the strategy for the Community Relations Board going forward. Chair Swoope asked if there were any other items to add to the agenda. Ms. Newton replied that she did not have anything for this agenda, but wanted to make sure an item would be discussed at the October meeting. Ms. Newton requested that the Board look into the rehabilitation homes that are going up in the northwest section of the community. Apparently, these are drug and alcohol rehabilitation centers for young adults As far as Ms. Newton was aware, there has been no notification to the community. It is not clear if this issue should be discussed with the Police Department 2 MEETING MINUTES COMMUNITY RELATIONS BOARD BOYNTON BEACH, FLORIDA SEPTEMBER 11, 2013 or Code Enforcement. Chair Swoope felt that this is something Code Enforcement would have information about. Mr. Zonenstein thought a presenter from the Code Compliance Office was supposed to be at the meeting, however, Chair Swoope replied it was something Mr. Piraino should have followed up with. This item will be tabled for another meeting. Motion Chair Swoope asked for approval of the agenda. There was a motion to approve by Mr. Lowe and seconded by Mr. Zonenstein. The motion was passed unanimously. 8. Public Audience Chair Swoope announced Public Audience. Kevin Johnson approached the podium to introduce himself and to say that he is a new resident of West Boynton Beach and wanted to listen to the discussion /comments of the Community Relations Board and to see what is happening in the community. Mr. Johnson was observing. Janet Morgano, 803 NE 3 rd Street was under the impression that this was a Town Hall meeting where the new Police Chief was to be introduced. She commented on the Boynton Beach Police Department. There have been a few incidents at Ms. Morgano's home and the response from the Police Department has been quick and positive. Ms. Morgano's only concern is across the street from her home, there is drug activity. When Ms. Morgano stops at the light by that area, her car is approached which is troublesome However, she will go the Town Hall meeting and address her concerns there. Mr. Lowe stated that the Town Hall meeting was being broadcast live, and the meeting was being held at the Woman's Club. Ms. Morgano commented she recently received a call from the Police Department alerting her that her side door was open and her two Great Danes had gotten out. A K -9 Unit and Police Officers were containing her dogs when she arrived home. The Officers went inside to make sure everything was safe and secure. Mr. Lowe asked if Ms. Morgano had spoken to the Police about the drug traffic in her area Ms. Morgano said she had but would discuss it at the Town Hall meeting. Chair Swoope asked if there were any other citizens in the audience who wanted to speak There were none. Public Audience was closed. 3 MEETING MINUTES COMMUNITY RELATIONS BOARD BOYNTON BEACH, FLORIDA SEPTEMBER 11, 2013 9. Old Business A Survey Results /Update Chair Swoope commented that from reviewing the minutes from the last meeting, only five members of the Community Relations Board had returned their survey to the City Manager's office. Ms. Kelly, Mr. Zonenstein, Mr. Lowe and Chair Swoope have submitted their surveys. Ms. Newton submitted her survey directly to the receptionist at City Hall. Apparently, Carol Porter and Lesha Roundtree have not submitted their surveys. Chair Swoope stated that the importance of getting the survey completed was to get an evaluation from the City Manager's office to determine what the status of the Board is for the future. Chair Swoope asked Mr. Graham if he had any idea when to expect feedback from the Manager's office. Mr. Graham replied that once all the responses are in they can better discuss what the plan will be for the Community Relations Board. Chair Swoope asked if it would be possible to get the results back by the Board's next meeting and Mr. Graham replied that he would ask Ms. LeJeune. Chair Swoope commented that this issue had been on the table long enough and results should be done by now. Mr. Graham replied that he would send an email to Ms. LeJeune to get an idea of when to expect a response. Chair Swoope asked Mr. Graham if he would send whatever information he gets to the Community Relations Board members. Mr Graham said he would. Chair Swoope wanted to thank all of the Board members for making so many good suggestions with regards to the Boards community involvement and activities fulfilling the Board's purpose. The Community Relations Board has participated in various community activities and has attempted to relay messages to the City Commission that the Community Relations Board is ready and willing to do whatever is needed. Chair Swoope stated that the Board has done as much as it can do in regards to informing the public. The next important step is to see what the City Manager thinks the purpose of the Community Relations Board should be. Based on the genesis of the Community Relations Board, perhaps the purpose has changed. B Strategy Moving Forward for the Community Relations Board Chair Swoope again wanted the members of the Board to know, in reviewing the Ordinance, it very clearly states that; "The Community Relations Board in general, is to be utilized as a forum for the hearing of grievances or complaints of all citizens of the City and the Board shall make timely recommendations to the City Commission concerning such grievances or complaints ". Chair Swoope also stated that there are other specific duties outlined but this was the Boards primary duty. Chair Swoope commented that after reviewing the minutes from the last meeting, there was no one 4 MEETING MINUTES COMMUNITY RELATIONS BOARD BOYNTON BEACH, FLORIDA SEPTEMBER 11, 2013 from the public present to hear the presentation of the Code Compliance Officer. Chair Swoope again commented that having reviewed the Ordinance and having reviewed the minutes, it was his feeling that the best thing to do at this point was to wait for the City Manager's results of the survey and evaluation and based on that, the Board can then determine what the strategy should be to communicate with citizens. Mr. Lowe commented that it would have been helpful for the Police to have coordinated their Town Hall meeting with the Community Relations Board, especially since both meetings took place on the same night. It was a good opportunity for members of the community to get to know the Board. People are going to the Town Hall meeting to complain about issues going on in their communities, and that is what the Community Relations Board is set up to do Someone in the Police Department should have thought to coordinate the Town Hall meeting with the Community Relations Board. There should be a way to accomplish this in the future instead of having separate meetings Ms. Newton commented that she is confused as to why the City is taking so long to get the results back if they have five responses and five members make up a majority. Ms. Newton said the City should be able to make a decision on the five surveys they have received Mr Kevin Johnson (in the audience), asked if it would be helpful for someone from the public to ask the City Manager directly where a person of the community can go to voice their grievances. Mr. Johnson also asked how someone would know when the Community Relations Board meets in order to attend. Chair Swoope said this has been one of the struggles the Board has been dealing with. There has been discussion about creating a pamphlet that can be distributed to the citizens, or perhaps a web page where announcements can be made as to when Boards are meeting. A number of different strategies have been discussed on ways to inform the community about the Community Relations Board and how they can be an asset to citizens and help resolve issues. Those ideas, however, have either not been implemented or not been as successful as the Board would like them to be. Chair Swoope also told Mr. Johnson that if he wanted to speak to the City Manager about the Community Relations Board he is free to do so. Chair Swoope said he himself found out about the Community Relations Board because there was something about it in the water bill. Chair Swoope then went to the City's website to find out more information. Mr. Zonenstein commented that in the cases of condos, the only people that get the water bills are the Associations who don't always give the water bills out Chair Swoope also commented that he recently learned the Community Relations Board was established in 1991 when the race relations in the City were not as good as they are today. The Community Relations Board served as a forum where citizens 5 MEETING MINUTES COMMUNITY RELATIONS BOARD BOYNTON BEACH, FLORIDA SEPTEMBER 11, 2013 could address their complaints as it related to community services. Citizens felt more comfortable going to the Community Relations Board than the Police Department or the Mayor's Office. Today, citizens feel empowered to go directly to their City representatives to discuss their issues. Chair Swoope reiterated that this is why the Community Relations Board has evolved over the years and perhaps it is going through another change now. Mr. Lowe wanted to add that the purpose of the Community Relations Board seems to have been taken over in some ways by other organizations. Mr. Lowe received a Tweet from the Police Department that at the Town Hall meeting, concern cards where handed out asking people to write down issues that are plaguing their neighborhoods. The Police have essentially taken over the role the Community Relations Board should be doing. If the Board is not hearing these complaints, what is the purpose of a Community Relations Board? Mr. Lowe also commented that, as Chair Swoope read in the Ordinance, this is what the Board should be doing, yet the Police are doing it. Mr. Zonenstein commented that at one of the Commission meetings, all complaints are going to the Commission and they are not being referred to the Community Relations Board. Ms Newton stated that she again strongly suggests that the City decide by the October meeting what the function of the Community Relations Board is going to be. The survey has been circulating since before the summer and now Fall is coming. It is understandable why people do not wish to register to sit on this Board or why we so many people resigned in the last few months. It is not the Board's fault. It is the City's fault for not telling this Board how they want it to function. If this Board is not viable, abolish it If it is viable, the City needs to tell the Board their function. Mr. Zonenstein continued to say that at one of the Commission meetings he approached Vice Mayor Hay to ask why complaints are not given to the Community Relations Board. The Vice Mayor said; "That's a good idea ". Vice Mayor Hay did not know that citizens are complaining that in order for handicapped people to get onto the beach, they now pay $40.00 for a yearly permit or $10.00 to get on the beach. This used to be a free service for the handicapped. They also took the bus away from them. Vice Mayor Hay asked when this had happened and Mayor Taylor, (who was sitting next to him) said "Yes, the Commission voted to abolish the free handicap entrance to the beach" Mr. Zonenstein commented that the City says come to Boynton Beach, but these types of things are chasing people away. Mr. Lowe wanted to ask Mr. Graham if he would ask the City Manager to look at the function of the Community Relations Board within the context of the Ordinance. It clearly spells out what the Board should do, but it seems to be duplicated somewhere else. The City cannot ask this Board to do something that is not in the Ordinance. It has to be in the context of what is in the Ordinance. 6 MEETING MINUTES COMMUNITY RELATIONS BOARD BOYNTON BEACH, FLORIDA SEPTEMBER 11, 2013 10. Adjournment There being no further business to discuss, Chair Swoope adjourned the meeting at 7:42 p.m. / / Grace Morales Records Coordinator 9/12/13 3 hours 7