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Minutes 04-24-14 MINUTES OF THE EDUCATION AND YOUTH ADVISORY BOARD MEETING HELD IN COMMISSION CHAMBERS, CITY HALL, 100 E. BOYTON EACH BOULEVARD, BOYNTON BEACH, FLORIDA, ON APRIL 24, 2014, AT 6:00 P.M. MEMBERS PRESENT: Steve Waldman, Chair Sherrie Claude, Board Liaison Carla Colebrooks Carol Lundquist Valencia Spells Anderson Kellsie Kershaw, Student Regular Member ABSENT: Tiffany North, Dr. Hattie Miller Mary Morera, Vice Chair Carmela Nanton, Alternate Loretta Wilkinson, Alternate I. Call to Order Chair Waldman called the meeting to order at 6:08 p.m. 111. Pledge of Allegiance/Moment of Silent Reflection The members recited the Pledge of Allegiance to the Flag, followed by a moment of silent reflection. 111111. Approval of Minutes of March 27, 2014 There was one change to the minutes which was Ms. Lundquist was present. Motion Ms. Colebrooks moved to approve the minutes as amended. Ms. Kershaw seconded the motion that unanimously passed. I. Approval of Agenda No changes were made to the agenda. Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida April 24, 2014 Motion Ms. Lundquist moved to approve the agenda. Ms. Spells Anderson seconded the motion that unanimously passed. V. Announcements/Presentations/Correspondence Ms. Wilkinson and Ms. Nanton contacted Ms. Claude advising they would not be present for the meeting. I. Public Audience None. VII. New Business None. VIII. Old Business There was agreement to hear Item E., the Sister Cities update first. E. Sister Cities Jeanne Heavilin, 7034 NE 9th Avenue, thanked the Board for its support and participation in the Young Authors event. There was a great display at the Mail and this year, they received incredible Haitian art. The first award ceremony went well, but there were problems with those that followed because the Mall did not provide a microphone. She announced that issue would be addressed next year. Sister Cities did not use the $400 approved by the Board for the winners' schools' art departments. Only $20 ' 0 was used. Ms. Claude confirmed the Board had approved up to $400 and agreed to wait to see how much was needed before a check was issued. Ms. Claude requested, as backup for her to issue the check, that a motion be made to donate the $200 to the Sister Cities organization. Motion Ms. Spells Anderson moved to donate $200 to the Sister Cities. Ms. Kershaw seconded the motion that unanimously passed. Ms. Heavilin commented the organization has been busy. Four Sister Cities' representatives will be travelling to Les Cayes, Haiti, on Thursday to asses Les Cayes' 2 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida April 24, 2014 needs in terms of Fire Safety/Rescue equipment. Chief Carter expressed an interest in donating used equipment and the trip was needed to determine what they already had. Sister Cities' representatives planned to hold an awards ceremony for the Haitian students who participated in the Young Artists program there, and promote the program and encourage the teachers and community to participate next year. Cash prizes will be given away. Ms. Heavilin had hoped that the unused $200 previously approved by the Board could have been used for this purpose. Dan DeCarlo and Christiane Francois were travelling to China on May 6 th and would hold an award ceremony for students who had participated in the Young Artists event in QuFu. Ms. Heavilin commented the art from Haiti and QuFu was phenomenal. Three award ceremonies were planned and QuFu handled its own award monies. Ms. Heavilin planned to have Les Cayes handle their own award monies as well, but Sister Cities may have to help fund them for the first year or two until they are more established. Ms. Heavilin, Ms. Lundquist and Ms. Kershaw had a great meeting to review applications for the Youth Leadership Conference. A Sister Cities Board meeting was held shortly thereafter, but the Board determined no one would attend the Conference because they could not send a student without a chaperone. The cost would be between $1,500 and $2,000, which was higher than last year due to the airfare and hotel expenses. The Sister Cities Board would like to put the Conference on hold for a year unless someone from the Education and Youth Advisory Board wanted to chaperone. Discussion followed about the criteria which Ms. Heavilin offered to forward to the Board members after the meeting. She did not know where next year's Conference would be held. She also advised she sent the winning artwork and essays to Washington for the International Competition. Ms. Heavilin advised the winners are usually announced there. She reviewed the various categories and advised South Tech received a Blue Ribbon and White Best of Show ribbon. Submissions from Les Cayes did not adhere to the criteria so they were not submitted; however, some of the Boynton Beach art may be taken to Les Cayes and QuFu to share what American youth do. Les Cayes is a city with a population of 60,000 to 70,000 people, located on the coast of Haiti. The region was similar in size to Palm Beach County. Chair Waldman inquired how the $200 that was returned to the Board would be used. Ms. Heavilin explained $100 each would go to Christa McAuliffe and South Tech. Chair Waldman agreed the essays were pretty good and the essay winner did a good job on the theme. She is a Chinese student at Lake Worth Christian Academy. Ms. Heavilin 3 Meeting Minutes Education and Youth Advisory Board B oynton Beach, Florida April 2, 2014 noted there are 10 Chinese students there and she was trying to contact the principal to involve them and enhance the City's relationship with QuFu. A. Shred- A -Thon (5/31/14) Ms. Claude explained she was still waiting for the signed agreement and would contact Ms. Wilkinson to push the matter along. B. Tennis Carnival (4/26/14) Chair Waldman advised the Board members were invited to the event. Former Board member Phyllis Stern's daughter, Dr. Golden from New York, donated 18' by 24' glossy posters, which were hung in recreational buildings. She will also have tee shirts printed and fly down to attend the event. Ms. Claude received two more donations for the event for a total of $575. She separated the funds to keep track of what was donated specifically for the Tennis Carnival. There was an expense for some trophies and the Board would purchase the drinks and snacks for the event. Twenty -eight children were registered and registration would close at mid -day on April 25, 2014. Ms. Claude had to send rosters to Hunters Run and she would include the list of Board members. The event starts at 9:30 a.m., and it was recommended attendees arrive by 9 a.m. Ms. Claude advised Vice Chair Morera could not attend the meeting, but she would contact her the next day to ensure all was set. In the past, the Board purchased a plaque for the Head Tennis Pro. Chair Waldman did not want to duplicate a plaque and requested ideas on how the Board could show its appreciation. Ms. Claude explained they sent a certificate and a thank you letter in prior years and one year, they sent a plaque. One year, they also made a presentation at a City Commission meeting affording public acknowledgement. A decision did not have to be made right away. Suggestions for a reasonably priced engraved tennis ball or other item from Something Remembered may be appropriate. Chair Waldman works with the Academy of Awards in Boynton Beach and would investigate ideas with them. He requested an amount to work with and $50 was suggested. Motion Ms. Lundquist moved to spend up to $50. Ms. Colebrooks seconded the motion that unanimously passed. Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida April 24, 2014 Ms. Claude explained if the item is presented at a City Commission meeting, she would have to prepare an agenda item for approval by the City Commission. As for the Tennis Carnival, all were asked to bring cameras and take photographs. C. Youth Volunteer Bank/Bob Borovy Awards (5/6/14) Ms. Claude advised the awards were on the City Commission agenda for May 6, 2014. Nineteen students turned in a total of 973 hours. She will print certificates for them and contact Chair Waldman when they are complete for his signature. Volunteers would receive a memo book, pen and post-its. She ordered 50 and they could be used next year. The cost was $130 and the amount was reflected under the Youth Volunteer Bank account. The account summary was also updated regarding the funds taken for the Borovy Awards. The Tennis Carnival donations, which were combined with the Community Contributions, were taken out. There were five applications received for the Borovy Awards and Ms. Claude thanked Debbie Majors, Grants Coordinator; Jean Heavilin, from Sister Cities; and Gloria Roker, last year's winner who met and ranked the applications. Letters were sent to the winner and runner up. The Board had previously decided if there were less than 10 applicants, the first place award would be $1,000 and second place award was $300. Letters were sent to the other applicants that were not selected as well as two students who were non-residents. They were invited to the May 6, 2014 City Commission meeting as was Ms. Borovy. The winner was Savannah Lashley from Spanish River High School and second place went to Karissa Quiles, who attends Pope John Paul High School. D. Fundraising Chair Waldman announced he spoke with Tom Kaiser from the American Legion and he suggested the Board send a letter to the American Legion asking them to donate to the Borovy Award since Mr. Borovy was important to them. The letter would be sent this week. E. Sister Cities This item was heard earlier in the meeting. F. Boynton Reads update Ms. Colebrooks explained the Boynton Reads program did not meet last month. The next meeting was May 6 " . She would like the Board to consider a new volunteer to participate in the program next year as her schedule was difficult and she thought a volunteer from the Board would be beneficial. Chair Waldman explained this would be discussed at the next meeting when a full Board was present. 5 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida April 24, 2014 G. Brotherhood Award at BBHS Chair Waldman was away and did not have a report regarding the Brotherhood Award. He hoped to provide an update at the next meeting. I. Future Meeting Dates: May 22, 2014 August 28, 2014 Chair Waldman reminded the members they previously waived the June and July meetings. X. Adjournment Motion There being no further business to discuss, Ms. Spells Anderson moved to adjourn. Ms. Colebrooks seconded the motion that unanimously passed. The meeting was adjourned at 6:39 p.m. NLU Catherine Cherry Minutes Specialist 051314 6