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Minutes 01-24-13 MINUTES OF THE EDUCATION AND YOUTH ADVISORY BOARD MEETING HELD ON JANUARY 24, 2013, AT 6:00 P.M., IN CITY HALL COMMISSION CHAMBERS, 100 E. BOYNTON BEACH BLVD. BOYNTON BEACH, FLORIDA PRESENT: Steve Waldman, Chair Sherri Claude, Board Liaison Mary Morera, Vice Chair Carol Lundquist (amved 6:25 p.m.) Hattie Miller Dr. Tiffany North Loretta Wilkinson Lourdes Paola Alvarez ABSENT: Carla Colebrooks- Spencer Jayvonna Roker, Student Voting Member Dawson Charles Hagger - Lendoiro, Student Non - Voting Member I. Call to Order Chair Waldman called the meeting to order at 6:09 p.m. 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. Self introductions were made. III. Approval of Minutes of December 6, 2012 Motion Dr. North moved to approve the minutes. Vice Chair Morera seconded the motion that unanimously passed. IV. Approval of Agenda Chair Waldman added a discussion of a League of Cities Youth Delegate to New Business, as Item A. The agenda was approved by consensus. 1 Meeting Minutes Education and Youth Advisory Board Boynton Beach, FL January 24, 2013 V. Announcements /Presentations /Correspondence Ms. Claude announced she received email from Ludnie Mauretour, the recipient of the 2011 Bob Borovy Award, thanking the Board for the award and giving an update. She distributed a copy of the email to the members. Ms. Wilkinson announced the Greater Boynton Beach Foundation was having a 5K Race on February 9th, called the Great Barrier -Free 5K Run/Walk. The youth group attached to the Recreation and Parks Department will help and the event is a collaboration between the Realtors Association of the Palm Beaches, the Greater Boynton Beach Foundation and the City's Recreation and Parks Department. The Race starts at 7:30 a.m. at the Tennis Center parking lot, travels to Hunters Run and back. She noted the race was only 3.1 miles and 30 runners had signed up so far, which was about 100 less than anticipated. After the Susan B. Komen Race for the Cure was over, it was anticipated more participants would sign up. The proceeds will help subsidize the Park. Chair Waldman noted the event was not only for those who like to run: individuals could walk as opposed to running the route. Ms. Wilkerson commented she was in charge of the children's activities and invited all to attend with their families. Anyone needing flyers should see Ms. Claude. VI. Public Audience None. VII. New Business A. League of Cities Youth Delegate Chair Waldman commented he is a member of the Palm Beach County League of Cities Education Committee and they have a youth delegation program called Yodel. A while ago, one student, Carl Amritt spoke with them about the program which deals with being mentored by a City or government official. Chair Waldman thought there could be some students from Boynton, who were not seniors, that would like to participate. It is an interesting program, and the students are motivated and future leaders. Students go to the FL League of Cities and the national meetings and interact with youth from around the country. There is an application form and an interview process involved. Carl Amritt could not attend this meeting, but indicated to Chair Waldman he would attend the next with the Chair of the Committee to speak to the Board. Chair Waldman requested the members think or try to recruit interested individuals for the program, and he agreed to provide further information to the Board. The League of Cities Youth Delegation meetings are held during the week for about an hour. 2 Meeting Minutes Education and Youth Advisory Board Boynton Beach, FL January 24, 2013 VIII. Old Business A. Plans /Events for Next Year Chair Waldman inquired if the members wanted to hold another Shred -a -Thon. The last Shred -A -Thon yielded about $1,000 for three hours work. He noted the Harvey Oyer Jr. Community Contributions Fund had a low balance of $1,300 and Chair Waldman thought Poinciana Elementary School may make a request to sponsor a Young Mathematician and Scientist Lunch or Breakfast which would cost about $300. If so, it would leave a balance of about $1,000 in the account. Ms. Wilkerson explained the shredding operators were amenable to holding the event again. Last year after tax time, the Board made about $1,300. As long as the event was advertised, it made money and the feedback re ceived was it was a g reat service. The Board also had a list of individuals to contact, but they did not have all their email addresses. Ms. Claude suggested creating a form requesting email as well as mailing addresses. The event was advertised in the paper quite a bit. In the past, Ms. Wilkerson had received no less than seven calls per day in advance of the event, asking about the size of the box, directions and if they could bring a check. Ms. Wilkerson noted the most important item was not to put the school's address in the ad because it was not a valid GPS address. It was important to specify Gateway Boulevard, between Congress and 1 -95 in the advertisement. Scheduling another event in early May was suggested as there could be conflicts later with graduations. May 4th was the first weekend, May 11th was Mother's Day, May 18th may be too late and May 27th was the Tennis Carnival. After brief discussion, there was agreement May 4th was the best date, with the 18th as a backup date. The truck has to run continuously in order for the shredder to work, and there was an expense for the company to provide the service due to gas to drive from Miami and to pay their workers. There was agreement to remain with this company and to pay them $500 towards their expenses. Ms. Wilkerson agreed to contact the company and report back to the Board regarding the dates and whether to hold the event from 9 a.m. to 1 p.m. or 10 a.m. to 2.p.m. The Tennis Carnival will be held April 27th from 9:30 to 11:00 a.m. at Hunters Run. Former Board member Phyllis Stern, who formerly helped organize the event, was still unavailable and it would be up to the Board how to handle prizes. Vice Chair Morera explained the participants were satisfied with the lesson, the snacks and having a fun day; however, if the Board wanted, they could be sent home with a small prize. Chair Waldman requested the tennis pro be approached about providing a few free lessons. B. Student Contest @ Boynton Beach High School Chair Waldman explained the Board was co- sponsoring a student contest at Boynton the morning of Saturday, 2nd. Chair Waldman obtained Beach High School t g y, February g 3 Meeting Minutes Education and Youth Advisory Board Boynton Beach, FL January 24, 2013 nearly all of the judges and the Board co- sponsored the cost of the trophies which were $162. Breakfast and lunch for the judges would be provided and two school Board members would serve as judges as would Mayor Hay and several others from the school district. The contest was celebrating African- American Traditions, Culture and Accomplishments. High school students were participating for extra credit, bonus points, at the teachers recommendation or because they like the idea. There is an essay and art format. The art format included pen and ink, brush, sculpture or computer generated art. Chair Waldman noted the graphic design students would participate in the tri -fold project, and the theater component included acting out a scene. He noted there were more students participating in the theater aspect and several were performing as an ensemble. He has also advertised the contest and commented that although several members of the school Board would be present, no violations of the Sunshine Law would occur due to the way the event was scheduled. He was hoping the event was a success and could be held again. He had a few leads that hopefully would provide cash awards to the students. At the moment, Chair Waldman was handling that aspect. It was a good event and it was hoped the students would have fun. C. Fundraising Chair Waldman requested the members keep in mind other fundraising events. He noted in the past they had the Bowling Tournament, and he inquired whether the Board should consider a fun event as opposed to one that made money. Vice Chair Morera was at a loss why the last bowling event did not materialize. It was scheduled; however, no one signed up and the event was cancelled. Additionally, the Youth Volunteer Banquet was also formerly a packed event which dwindled. The members recognized even students have a busy schedule, and after further discussion, there was agreement to drop those events for now and revisit them at a later time. For now, the Shred- A -Thon provided funds, but the Borovy Award fund had only about three years worth of funds left. Chair Waldman preferred to have $5,000 in the Bob Borovy Fund and Harvey Oyer Jr. Community Fund. A suggestion was made to partner with youth groups and /or the Sister Cities organization to help bolster participation. The Board used to sell Panera cookies at Oceanfront Concerts, but the fundraising was slow going. A suggestion was also made to put more energy into advertising events. Posters and a banner were suggested, but the cost to have one made was unknown. Additionally, a banner would have to be tied or held up on both ends. D. Youth Volunteer Bank/Bob Borovy Award Sherrie Claude, Board Liaison, advised there were about 135 volunteers enrolled in the program from various grade levels. Chair Waldman inquired if there would be enough money to give a gift card in a small amount. Currently, there was $2,000 in the account, and Ms. Claude thought there were sufficient funds to provide small gift cards 4 Meeting Minutes Education and Youth Advisory Board Boynton Beach, FL January 24, 2013 to the participants this year. She noted that of the volunteers enrolled in the program, only two or three dozen turn in information and students need hours for church groups and the International Baccalaureate program, to name a few. Even though students could use the same hours for the organization the student belongs to, they can use it in the City's program as well. It was unknown if they would make the effort to turn in forms for both the City and their organization. Ms. Claude advised the information was advertised and she received several calls and requests for information. Chair Waldman gave the form to the high school and commented that even for the $1,000, many students find it difficult to sit down and complete the application. IX. Future Meeting Dates: February 28, 2013 March 28, 2013 April 25, 2013 X. Adjournment Motion Ms. Wilkerson moved to adjourn. Dr. North seconded the motion that unanimously passed. The meeting was adjourned at 6 :49 p.m. Catherine Cherry Recording Secretary 092893 5