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Minutes 10-24-13 MINUTES OF THE EDUCATION AND YOUTH ADVISORY BOARD MEETING HELD ON OCTOBER 24, 2013, AT 6:00 P.M., IN CITY HALL COMMISSION CHAMBERS 100 E. BOYNTON BEACH BOULEVARD, BOYNTON BEACH, FLORIDA PRESENT: Steve Waldman, Chair Sherri Claude, Board Liaison Mary Morera, Vice Chair Carla Colebrooks Carol Lundquist Loretta Wilkinson Keilsie Kershaw, Student Voting Member Dawson Charles Hagger - Lendoiro, Student Non - Voting Member ABSENT: Hattie Miller Dr. Tiffany North Gerline Christophe Lourdes Paola Alvarez, Student Voting Member 1. Call to Order Chair Waldman called the meeting to order at 6:07 p.m. Self- introductions were made. II. Pledge of Allegiance /Moment of Silent Reflection The members recited the Pledge of Allegiance to the Flag followed by a moment of silent reflection. III. Approval of the Minutes of September 26, 2013 Ms. Claude announced the minutes from September 26, 2013 were not ready for distribution. IV. Approval of the Agenda Motion Ms. Wilkinson moved to approve the agenda. Ms. Colebrooks seconded the motion that passed unanimously 1 MEETING MINUTES EDUCATION AND YOUTH ADVISORY BOARD BOYNTON BEACH, FLORIDA OCTOBER 24, 2013 V. Announcements /Presentations /Correspondence There were no issues to discuss for this item. VI. Public Audience There was no public present; however, Chair Waldman announced Mr. Dan DeCarlo would be in the audience later to talk about the student exchange program for Sister Cities VII. New Business Ms. Kellsie Kershaw reported on a Fall Fling at her school, South Tech, which would include a car show and games. The National Honor Society would be sponsoring some of the games which Ms. Kershaw would be doing. There will also be a swap shop, a bounce house and a dunk tank. The event is scheduled for November 16 2013 from 9 am — 2 pm and the admission fee is $2 or people can bring a non - perishable food item for the food drive. Ms. Colebrooks stated she had information from the Boynton Beach Reads meeting, but Chair Waldman said this item would be discussed under Old Business VIII. Old Business a. Shred -A -Thon Chair Waldman announced he gave the proceeds from the Shred -A -Thon to Ms. Claude and thanked Ms Lundquist, Ms. Wilkinson, Ms. Claude and Ms. Morera for helping with the event. Ms. Claude reported the event grossed $1,624 and after paying the company there is a balance of $1,124 net. Chair Waldman commented the Board will have to decide how to distribute the funds. Ms. Claude advised it had been discussed in a prior meeting this year's money would go into the Borovy fund and next time it would go into the community funds account. Ms. Wilkinson thought it would be better to split the funds, so it does not go all into the community funds account. Chair Waldman recalled this was discussed because there are only two years left in the Borovy fund Chair Waldman asked if there were any objections to move the funds into the Borovy award. There were no objections and Chair Waldman directed putting the funds into the Borovy fund. Ms. Wilkinson gave a report on the Shred -A -Thon. Ms. Wilkinson recognized Mrs. Karen Haggar - Lendoiro (Dawson Charles's mother) who was in the audience for 2 MEETING MINUTES EDUCATION AND YOUTH ADVISORY BOARD BOYNTON BEACH, FLORIDA OCTOBER 24, 2013 helping with phone calls. Ms. Wilkinson continued she was inputting the extra 100 names of people who want to be called next year. She would like to get a -mails addresses, but many of the older generation do not have a computer. When the next Shred -A -Thon comes in April, there will probably be a need for at least two people to make phone calls. The Shred -A -Thon went very well despite a glitch in the beginning. Unfortunately even though the contract was clear about the start time, 9 am -12 pm, the shredding company thought it was 10 am -1 pm. They did not arrive until about 20 minutes before 10am and for 40 minutes Chair Waldman, Ms. Lundquist and Ms. Wilkinson were fielding angry people who had been waiting. Many people left in the beginning, but some came back. Some people were confident enough to leave their paper goods with a donation. Ms. Wilkinson was somewhat concerned, if the truck did not come, they would be left with people's documents. Everything got shredded but the last hour of the event was not as lucrative as it could have been, because people were told it was over at noon. The $500 fee was paid to the company as the contract reads, but Ms. Wilkinson stated she has already spoken with them to remind them they did not uphold their end of the contract and the next time this event is held a discount should be applied. Lots of people had very positive things to say. Ms. Wilkinson thought twice a year is enough for now. There were many businesses that came and a number of people had 15 -20 boxes or more. Advertising in the papers was a good idea and about 100 people called because of seeing the advertisement She commented the Sun - Sentinel ran the advertisement twice because the first time they did not indicate the date of the event. Many of the calls received were from people asking when the event was taking place, and the size the box needed to be. The last thing Ms. Wilkinson wanted to say was that the newspaper indicated the Boynton Beach High School's address as the location of the Shred -A -Thon which does not reflect where it took place. Next year, more signs and more advertising are needed. All in all it was a huge success. Chair Waldman asked if it would perhaps be a good idea to have tickets. Some people were annoyed that cars parked on the grass were not in line. Ms. Wilkinson commented that was largely due to the truck not getting there on time. There was an organized line at the beginning. Ms. Wilkinson asked Ms. Claude if she knew if the check had been cashed because she received an invoice saying the company was still owed $500. Chair Waldman stated he forgot to get receipts and was handwriting them Ms Wilkinson had printed receipts on her computer, but forgot to bring them. Ms. Colebrooks commented she gave out a lot of flyers to many of her co- workers who in turn gave them to other people some of whom were attorneys. She apologized for 3 MEETING MINUTES EDUCATION AND YOUTH ADVISORY BOARD BOYNTON BEACH, FLORIDA OCTOBER 24, 2013 not being able to attend, but had another youth function the same day. The feedback was very good. scheduled for April 19 The next Shred -A -Thon is tentatively sc p 19, 2014. Chair Waldman commented if the advertising can get started earlier, the turnout could be even better. Ms. Wilkinson stated that CBS 12 News covered the event, but was unable to find it. Ms. Lundquist commented the sign at the event was not easy to find. Perhaps a banner of some kind would be a good idea. Ms. Wilkinson suggested a large vinyl banner pointing to the area would be a great idea. Ms. Claude said she would look into getting a quote for a large banner. b. Tennis Carnival (4/256/14) Chair Waldman reported the date for the Tennis Carnival had been set for April 25, 2014. Ms:. Wilkinson brought to the Board's attention the date is the weekend following the next Shred -A -Thon and may be difficult for those who will give up two weekends in a row. The Shred -A -Thon date can be moved if need be. Chair Waldman said it is something to consider. Chair Waldman also stated he spoke with the tennis pro and Phyllis Stern's daughter, Laura Golden and her husband. There will be a few trophies for the contest and a free tennis lesson or two for the winners. Chair Waldman also said there would be additional funds coming because the card at Phyllis Stern's funeral said donations could be made. Ms. Stern's daughter Laura said she has some donation money. c. Youth Volunteer Bank /Bob Borovy Award Ms. Claude reported the Borovy Award application is on the website and in the current issue of Funfare magazine. It will be in the next issue as well. Ms. Claude also said she sent e-mails to all the high schools. The due date to get applications in is March 28, 2014. Ms. Wilkinson asked if there is a stipulation in the Borovy award as to what is considered community service. She knew of a senior high school student who could benefit from it, if she were able to apply. The student is 17 years old and does a lot for her own family. Her mother is very sick and she is the only person in charge of her siblings, as well as her mother's medical care. She is lucky she can even attend school because she spends so much time caring for her family. She really wants to go to college. .There are places like the Boynton Kiwanis Club that have scholarships. Ms. Wilkinson asked if this is someone who would be eligible to apply for the scholarship if she submitted an essay. Ms. Claude said the only qualification for the application to be forwarded to the judges would be the person live within the City limits. Applicants also need to include three letters of recommendation, but are not required. Although the applicant . would not get as many points for not submitting the letters, their application would still be considered. Each applicant is scored on their volunteer service, letters of recommendation and their essay. They are given a numerical ranking based on the 4 MEETING MINUTES EDUCATION AND YOUTH ADVISORY BOARD BOYNTON BEACH, FLORIDA OCTOBER 24, 2013 criteria Chair Waldman stated the money originally came from the Commission which is why one of the requirements is the applicant live within the City limits He did not see why this person would not be eligible. d. Fundraising Chair Waldman asked everyone for suggestions to find more money besides the Shred - A-Thon. Ms Wilkinson suggested an idea involving a new business in the area called Smashburger The General Manager has been helping out with some of the other Boards Ms. Wilkinson serves on and is open to doing some fundraising. He is interested in doing fundraising nights and for every meal purchased they will donate one dollar This would help him as well because he needs some advertising. They are located in Sunshine Plaza next to Tijuana Flats. Smashburger and Tijuana Flats have an agreement between them and both places will allow you to order what you want and take it to the other restaurant to eat there if you choose. Chair Waldman said it sounded like a great idea. Ms Wilkinson commented it would take some work to promote, but it could be a very positive event. Chair Waldman wanted to mention since he is now retired, he has time to help whenever possible. e Sister Cities Jeanne Heavilin Boynton Beach Sister Cities. Ms. Heavilin wanted to give the Board an update on the Young Artists and Young Authors Showcase. Ms. Heavilin handed out flyers to the Board. The Theme for 2014 is; "Connect globally, Thrive locally ". Ms. Heavilin reported confirmation of the lease with Boynton Beach Mall. The exhibit will be March 24 -April 6, 2014. Ms. Heavilin will send Ms. Claude a copy of the lease once it has been signed. Ms. Heavilin stated she has also sent this information to Eleanor Krusell, Communications Manager, and Wally Majors, Director of Recreation and Parks, asking them to help promote the event for children who attend school out of the City, but live in the City and /or students who are home schooled. She hopes for wider participation. Chair Waldman asked if volunteers will be needed and Ms Heavilin said there is still a long way to go, but definitely will need help. The Mall is not charging a fee. The next step is to try and get sponsors in the mall who will provide refreshments for the reception. Ms. Wilkinson suggested she speak with the manager at Smashburger. Chair Waldman suggested Ms. Heavilin speak with someone at the Mall to make sure that would not be a conflict. Ms Heavilin thanked Ms. Wilkinson for the application from Kiwanis. Dan DeCarlo 9960 Pineapple Tree Drive. Mr. DeCarlo gave an update on the artists from China Mr DeCarlo stated he was in China a few weeks ago and took a lot of the art work he has been working on for the past 8 -10 years which is representative art work from students here in Boynton Beach. Combined with some of the art work from the students in China, there will be a big display of the young artist program. They are very happy to do this because they have never had any way to promote the young 5 MEETING MINUTES EDUCATION AND YOUTH ADVISORY BOARD BOYNTON BEACH, FLORIDA OCTOBER 24, 2013 artists, in particular the students from Boynton Beach. Hopefully, there will be some pictures put on Facebook. Sister Cities International has a Sister School Program. Before Mr. DeCarlo left for China he met with one of the counselors about students from QuFu who might possibly be interested in coming here as foreign exchange students. This would be mainly for sophomores and juniors. The people at QuFu were also very open to this idea. These would be students who have their own insurance and their visas would be taken care of as well It was felt the program would be better if it took place in the summer. There are students from China who would like to come for 3 -4 weeks just to practice their English. July and August would be the best months. It is also much easier for the host family to do this for a few weeks rather than a whole school year. There is also a plan to work with Miami -Dade College and Jining University where Mr. DeCarlo taught and both schools are very interested in doing a joint program. Mr. DeCarlo said they are trying to encourage them to put together a delegation to come to Boynton Beach in January. The Chinese students are out of school for a month and a half in January to early February for the Chinese New Years. Chair Waldman wondered if the summer would be a good time because people might be away. Mr. DeCarlo commented it would only be one or two students for maybe 3 -4 weeks. It would definitely need to be planned well in advance, not only to assure a host family be available, but also to secure the insurance and visas None of those things can be done until they have assurances there is a host family to receive them. These students come from families that can pay their own expenses, such as their airfare and all expenses while they are here. f. Boynton Beach Reads Meeting Ms. Colebrooks reported on the meeting she attended. There are a few things she was asked to present to the Board. In regards to the book drive, the Boynton Beach Reads program would like some of the boxes to be put out into the community. If the Board agrees; Laura Orlove can be contacted for details The book drive starts November 1st with the Boynton Reads Program. The books are for elementary students. Ms. Colebrooks remarked the other issue was "Just Read Florida" which is scheduled for January 13 -17, 2014. If anyone would like to read to a class or a school they should contact Ms. Orlove. Ms. Orlove also asked for any possible support for the Forest Park Book Fair at Barnes and Nobles December 5 from 3 -7 pm. Beginning November 7th from 4 -7 pm McDonald's on Federal Highway will begin to put books in their happy meals for $1.99 and they will have a literacy evening to broadcast their new program. Ms. Wilkinson inquired where the boxes for donations of books would be placed. Ms. Colebrooks replied they would like to put them in restaurants. Those who need a box can contact Ms. Orlove by phone or email. Once the locations have been established Ms Orlove will have that information as well Books donated should not be gently used 6 MEETING MINUTES EDUCATION AND YOUTH ADVISORY BOARD BOYNTON BEACH, FLORIDA OCTOBER 24, 2013 books, but rather brand new books. Ms. Wilkinson said Barnes and Nobles has a list of acceptable books that are age appropriate. Starbucks is willing to participate, as well as Dunkin' Donuts. Chair Waldman also mentioned Subway would be interested in doing something. Subway has already donated $25 for the perfect attendance program going on with the five schools Barnes and Nobles gave $25 gift cards for the perfect attendance program. Schoolhouse Museum gave free passes and they are looking into the Sims Center and Denson pool for family passes. They are looking into contacting Wells Fargo to possibly participate in the perfect attendance program and will be asking Publix to see if they would donate gift cards for the families. Chair Waldman had a comment to make about monies given to the school last year for some of the programs and asked Ms. Colebrooks how they were doing. Ms. Colebrooks said they were supposed to present at tonight's meeting but one of the students had to have surgery. Ms. Colebrooks asked Ms. Claude to put them on the agenda for December 5 and hopefully they would attend. Ms. Colebrooks stated she could share a bit of information about one of the students in the SECME program who came in second in the national competition for the United States. They will bring the essay the student submitted and what the project was about. Thanks to the Board's funds they were able to send her to the competition. Ms. Wilkinson announced her Kiwanis Club is doing a Halloween Spooktacular this Saturday from 11 am -3 pm in Spanish River High School in Boca Raton. It is the Club's signature, but otherwise all the games, bounce house, hay ride and the train are free. It hoped to tie into Family Promise, SOS Village, The Haven and some of the other places down south in the Boca area that service homeless families. Laura Orlove is going to dress up as Ms Viola Swamp and read for the children. IX. Future Meeting Dates: December 05, 2013 January 23, 2014 X. Adjournment Motion There being no further business to discuss, Ms. Morera moved to adjourn. Ms. Lundquist seconded the motion that unanimously passed. The meeting was adjourned at 6:53 pm. ace orales Records Coordinator 102613 4 hours 7