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Minutes 02-27-14 MINUTES OF THE EDUCATION AND YOUTH ADVISORY BOARD MEETING HELD IN COMMISSION CHAMBERS, CITY HALL, 100 E. BOYNTON BEACH BLVD., BOYNTON BEACH, FLORIDA, ON THURSDAY, FEBRUARY 27, 2014, AT 6:00 P.M. PRESENT: Stephen Waldman, Chair Sherri Claude, Board Liaison Mary Morera, Vice Chair Carol Lundquist Dr. Tiffany North Valencia Spells Anderson Kellsie Kerhaw, Student Regular Voting Member Dr. Carmela Nanton, Alternate Loretta Wilkinson, Alternate (arrived at 6:12 p.m.) ABSENT: Carla Colebrooks Hattie Miller I. Call to Order Chair Waldman called the meeting to order at 6:02 p.m. II. Pledge of Allegiance /Moment of Silent Reflection Ms. Lundquist led the Pledge of Allegiance to the Flag, followed by a moment of silent reflection. Self- introductions were made. III. Approval of Minutes of January 23, 2014 Motion Ms. Morera moved to approve the minutes. Ms. Lundquist seconded the motion that passed unanimously. IV. Approval of the agenda Motion Ms. North moved to approve the agenda. Ms. Morera seconded the motion that passed unanimously. 1 MEETING MINUTES EDUCATION AND YOUTH ADVISORY BOARD BOYNTON BEACH, FL. FEBRUARY 27, 2014 V. Announcements /Presentations /Correspondence Ms. Claude announced on March 15 the Recreation and Parks Department will have another of the Play Outdoors family events called; "Spring into Summer ". It will be held at the Intracoastal Park from 10:00 a.m. to 12:00 p.m. There will be various activities for children and early camp registration will be available. Those that register on the day of the event can save the $25 registration fee. VI. Public Audience Jeanne Heavilin, 734 NE 9 1h Avenue, Boynton Beach, Sister Cities, gave an update. Sister Cities has been working with Fire Chief Carter to become part of a delegation to Lakai, Haiti. The Boynton Beach Fire Department would assess their safety needs as well as replace a fire truck that burned. The Boynton Beach Fire Department periodically updates their equipment and would send their phased out equipment to Haiti. The delegation would go to Haiti sometime in April for three to four days. Young Artists/Young Authors deadline for entries is March 12 There would be artwork from Laiki and 45 pieces have already arrived from China. Chair Waldman inquired how many schools were contacted in Boynton Beach and Ms. Heavilin stated she contacted all middle schools, high schools and charter schools that serve the greater Boynton Beach area. Two mailings have gone out so far and an email blast will go out to all principals shortly. Chair Waldman asked how the schools will get the artwork to Ms. Heavilin. She responded the information will be in the blast email. Ms. Heavilin is requesting the Board to judge any essays that come in for the Young Artists/Young Authors competition. Chair Waldman and Ms. Lundquist volunteered to judge the essays. Ms. Morera commented she would be an alternate should a need arise. Chair Waldman announced Ms. Wilkinson's arrival at 6:12 p.m. Ms. Wilkinson introduced herself to the new members. Ms. Heavilin stated the competition will again take place at the Boynton Beach Mall on Sunday, March 23` after it closes at 6:00 p.m. Two volunteers are needed to take down the exhibits afterwards. Ms. Claude will send the Certificate of Insurance to Ms. Heaviliin. As in the past, cash will be awarded to the Art Departments of the middle and high school winners. This is done to help teachers with supplies as well as motivate students to participate in the showcase. Last year, Jerry's Art-O -Rama provided two $200 gift certificates, however; they have had a change in management and may only provide two $100 gift certificates. Ms. Heavilin is requesting the Board offset the difference in the event they only give two $100 gift certificates. 2 MEETING MINUTES EDUCATION AND YOUTH ADVISORY BOARD BOYNTON BEACH, FL. FEBRUARY 27, 2014 Motion Ms. Kershaw moved for the Board to make up the difference in award money to Young Artists/Young Authors. Ms. Lundquist seconded the motion that passed unanimously. Ms. North suggested a cap on the award money instead of what the difference is. Ms. Heavilin replied the maximum would be $400. Motion Ms. Kershaw accepted the amended motion for a maximum of $400 to the Young Artists/Young Authors program which passed unanimously. Chair Waldman reiterated $200 will go to the middle school winner's and $200 to the high school winner's Art Departments. Ms. Wilkinson pointed out the funds in the Community Contributions Account would go down to approximately $900 if the full $400 is donated. Chair Waldman commented that would be fine for now and money can always be added if necessary. Chair Waldman asked Ms. Heavilin if she has requested funds from the City Commission. She responded she has been in touch with Lori LaVerriere and Commissioner Fitzpatrick. Apparently, there are funds in the City budget for Sister Cities and Ms. Heavilin requested some of the money be released for the Young Artists/Young Authors program. She has not heard back as of yet. Ms. Heavilin reported the Youth Leadership Summit this year will be in San Jose, California, concurrent with the Sister Cities International Conference and the dates are July 31 through August 2 The Sister Cities Board would like to co- sponsor at least one student. The registration fee is $450 but would be $375 if done before the end of March. An approximate total for airfare and full registration would be $1,062 for one student. If the cost was split between Sister Cities, the Education and Youth Advisory Board and the student, it would be approximately $350 each. Chair Waldman remarked last year Mayor Taylor provided funds from his campaign. Since the Board is low on funds, and the City is vested in the Sister Cities program for both China and Haiti, they are in a better position to contribute some if not all of the money needed to send one or two students. Ms. Heavilin commented Sister Cities would like to send out the information to high school students as well as the application provided by Ms. Claude to see if there are any students who do not need financial assistance. Ms. Lundquist inquired if the Chamber of Commerce has ever gotten involved with this since it is a City event. Ms. Heavilin said no but would be contacting them as well. 3 MEETING MINUTES EDUCATION AND YOUTH ADVISORY BOARD BOYNTON BEACH, FL. FEBRUARY 27, 2014 Ms. Wilkinson recommended asking the Kiwanis Club or the Lions and Rotary Clubs as well. The community service organizations can be petitioned for help. She also recommended asking the candidates in the upcoming elections to keep this in mind should they have any campaign funds left to contribute as Mayor Taylor did last year. Ms. Morera suggested if Art -O -Rama or another art company contributes the two $200 gift certificates, could the Board's $400 contribution go to the Youth Leadership Summit? Ms. Heavilin stated the Sister Cities Board discussed and is requesting, three members of the Education and Youth Advisory Board be part of a committee to review and approve applications. There were a number of questions discussed; could a high school senior come back and use the experience during his /her senior year and perhaps also be required to sit on the Sister Cities Board for one year as a student member. The other issue was should the student(s) be within the City limits and would that make a difference in terms of the Education and Youth Advisory Board's support and /or the City Commission's support? Also discussed was whether or not the Greater Boynton Beach Sister Cities should open it up to anyone who lives or attends school in Boynton Beach. Chair Waldman commented since the Education and Youth Advisory Board is a City Board and since original funding came from the City Commission, it is his opinion the student(s) should live within the City limits. Ms. Kershaw agreed it should be offered to students living in the City. Ms. Heavilin requested Ms. Kershaw assist with creating the application to which Ms. Kershaw agreed and became one of the three committee members along with Ms. Lundquist. (A third committee member is still needed). Ms. Kershaw suggested sending the information to the guidance counselors especially for career schools not bound by the City. Ms. Heavilin stated information will be sent to the schools, Recreation and Parks and the Boynton Forum. Chair Waldman suggested Ms. Heavilin speak with Commissioner Fitzpatrick to see if he thinks the City Commission would be willing to contribute. Chair Waldman asked if there will be certificates for the students who participate in the Young Artists/Young Authors program. Ms. Heavilin stated everyone receives a certificate of participation. VII. New Business There was no new business to discuss. VIII. Old Business A. Shred- A -Thon 4 MEETING MINUTES EDUCATION AND YOUTH ADVISORY BOARD BOYNTON BEACH, FL. FEBRUARY 27, 2014 Ms. Wilkinson reported the shredding company is not able to do either of the two dates proposed; May 3 rd or May 10 The first available date in May is the 31 st which is the weekend after Memorial Day weekend. There are no dates available in April other than the original requested date of April 19 which is Easter weekend. Ms. Wilkinson mentioned she spoke with the shredding company about getting a lower rate this year because the truck arrived late last year. Although the truck stayed an extra hour, people were under the assumption it ended at 12:00 p.m. and left. Many people also left from 9:00 a.m. to 10:00 a.m. because the truck was not there to shred their documents. The contact person at the shredding company will discuss this with her boss to see if anything can be done. Ms. Wilkinson will follow up. Ms. Claude will send a letter and the contract that needs to be signed, notarized and returned as soon as possible. The Insurance Certificate naming Boynton Beach as the additional insured must be returned prior to the event. Ms. Wilkinson inquired about signs for the event. Ms. Claude replied a sign costs approximately $50 and would look into printing companies doing business with the City. Ms. Wilkinson suggested perhaps one of the high schools would do a sign and Ms. Kershaw thought the graphics department might be able to make one. Ms. Kershaw will look into it and report back to Ms. Wilkinson. Motion Ms. North moved to hold the Shred- A -Thon on Sunday, May 31, 2014. Ms. Spells Anderson seconded the motion that passed unanimously. B. Tennis Carnival Ms. Morera reported the tennis carnival is ready to proceed. Ms. Claude commented there are 11 to 12 students registered and information will be posted on Facebook as well as direct contact with customers through the database. Ms. Claude will email the flyer to the members. Ms. Morera will speak with the contact person to see if there is anything else they need other than the usual refreshments and signing in the students. Chair Waldman asked Ms. Morera to remind tennis pro David Cordrey, that he offered to give a one hour free tennis lesson as well as trophies to the winners. Ms. Morera suggested people arrive at 9:00 a.m. instead of 9:30 a.m. Ms. Claude remarked their receipt indicates to arrive no later than 9:15 a.m. 5 MEETING MINUTES EDUCATION AND YOUTH ADVISORY BOARD BOYNTON BEACH, FL. FEBRUARY 27, 2014 C. Youth Volunteer Bank /Bob Borovy Award Ms. Claude reported there are approximately 120 students in the volunteer bank. A letter was sent out reminding students to turn in their hours along with another form. There will be at least one more letter /email or postcard before the deadline of March 31 sc Chair Waldman stated awards are usually given to the students at the second Tuesday in May City Commission meeting. The awards will be determined. Ms. Claude commented the Borovy award deadline is March 28 Information was mailed to all schools. Press releases have gone out and the application is available on the website. Ms. Heavilin has agreed to be the third judge and last year's recipient will also be a judge. Guidance counselors should be contacted and reminded of the deadline. D. Fundraising Ms. Wilkinson reported her Karate Dojo had their fund raiser but did not do well. Only $100 was collected. Ms. Wilkinson thinks lack of advertising was the reason for such a low turn -out. Chair Waldman and Ms. Wilkinson plan to speak with Smashburger's manager to talk about possibly doing a fund raiser there. Smashburger donates $1 for every entree and kids meal purchased. They prefer to have the fund raiser on a Monday or a Tuesday night and ask that customers have the advertising flyer with them. The flyer should be put on Facebook or the website. Printed flyers will be accepted. E. Boynton Reads Update — TABLED F. Brotherhood Award at Boynton Beach High School Chair Waldman thought of the idea of giving students a brotherhood award. He will be speaking with Vice Mayor Hay, Isaac Robinson, Jr., Commissioner in West Palm Beach and Frank Hayden who works for the City of West Palm Beach to put together criteria for the Brotherhood Award. Although Chair Waldman prefers Boynton Beach High School, he is open to considering other schools and would like the Brotherhood award to be a recurring event. Ms. Wilkinson mentioned Boynton Reads' next meeting is March 25 at 4:00 p.m. at the Fire Station on High Ridge Road. 6 MEETING MINUTES EDUCATION AND YOUTH ADVISORY BOARD BOYNTON BEACH, FL. FEBRUARY 27, 2014 She wanted to let the members know about a new project the Kiwanis Club is involved with in collaboration with Scholastic Books called; "A Reading Oasis ". They will choose a Title 1 school where they will create a large room and stock it with furniture and books for children normally not able to get books. The school chosen was Rolling Green. Scholastic Books will donate $5,000 if the Kiwanis Club can raise the other $5,000. Ms. Wilkinson wanted to bring this to the Board's attention for their help not just monetarily but possibly with preparing the room. Chair Waldman suggested preparing the room on a weekend so that students can help with painting and whatever else is needed. IX. Future Meeting Dates: March 27 and April 24, 2014 Chair Waldman once again welcomed the new members. X. Adjournment Ms. Lundquist moved to adjourn the meeting. Ms. Kershaw seconded the motion that passed unanimously. The meeting was adjourned at 7:01 p.m. Grace Morales Records Coordinator 3/6/14 7