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Minutes 03-02-15 MINUTES OF THE SENIOR ADVISORY BOARD REGULAR MEETING HELD AT THE SENIOR CENTER, 1021 S. FEDERAL HIGHWAY, BOYNTON BEACH, FLORIDA, ON MONDAY, MARCH 2,2015, AT 2:00 P.M. PRESENT: Tony LaRiccia Nancy Molina, City Liaison Jean Young Floyd Zonenstein Janet Harris ABSENT: Katie Lynch, Chair Denise Chamberlain ® Call to order Wally Majors, Recreation and Parks Director, called the meeting to order at 2:01 p.m. and explained they would discuss protocols for the Chair and Vice Chair to follow at the meetings and the members' responsibilities. He explained this was recently discussed with Chair Lynch, who was not present at the meeting. II. Roll Call Ms. Molina took attendance. A quorum was present. Mr. Majors noted Ginny Shea, Senior Recreation Manager, was present. Also present was Janet Prainito, City Clerk. Ill. Approval of Minutes of February 2, 2015 Mr. Zonenstein left the meeting at 2:16 p.m. Mr. Majors explained the minutes are emailed to Ms. Molina and the members. Mr. Zonenstein returned to the meeting at 2:18 p.m. Motion Ms. Harris moved to approve the minutes as presented. Ms. Young seconded the motion that unanimously passed IV. Approval of Agenda Mr. Majors explained the agenda is handled by the Board Liaison, Nancy Molina. At least one week prior to the meeting, she would create the agenda and forward it to the City Clerk's office to post. He advised since not everyone had access to a computer, Ms. Molina would let the members know when the agenda was available. Items could be added to the agenda a week and a day before the meeting would take place. Meeting Minutes Senior Advisory or Boynton Beach, Florida March 2, 2015 If an emergency arises, members could add the item to the agenda, but the purpose of the agenda was to provide notice to the public of what would be discussed. City Clerk Janet Prainito counseled the Board if the item was a controversial item, it should be added to the next agenda as well so the public would have an opportunity to provide input. She explained the agenda was posted on the website and the calendar is posted outside City Hall in three places. Mr. Majors commented one thing unusual about the Board was it met during the day and most other Boards meet in the evening. If something was on the agenda, the members could not discuss it outside of the meeting. This was a legal requirement. Members could discuss a vacancy with a member of the Senior Center, but two members could not talk together about a third person becoming a member. This held true for emails and phone calls. Mr. Majors requested a motion to adopt the agenda. Motion Mr. LaRiccia so moved. Mr. Zonenstein seconded the motion that unanimously passed. V. UNFINISHED BUSINESS Mr. Majors explained the Chair would request Ms. Molina report on Unfinished Business. A. Police Chief Jeffrey Katz response Ms. Molina had discussed a woman bicyclist who was hit by a car, with the Police Chief and he provided copies of the report. This item was discussed at the last meeting. Ms. Molina advised the bicyclist did not want to make a report or pursue the matter, and only wanted a ride home. The bicyclist was very pleased with the officers who responded. Copies of the report were distributed to the members. I. NEW BUSINESS A. Senior Advisory Board vacancies Ms. Molina announced there was one regular and two alternate positions available. The regular position was previously held by Lillian Bruzzese who recently resigned. There is an online Advisory Board Application. Applicants need to be a registered voter in Palm Beach County and a resident of, or renter in Boynton Beach. When the application is received, the City Commission makes the appointments. 2 Meeting Minutes Senior Advisory or Boynton Beach, Florida March 2, 2015 B. Election of Chair The Senior Advisory Board nominates and elects the Chair and Vice Chair at the May meeting, per the City Code. Ms. Prainito advised the term was for one year. She confirmed the Chair and Vice Chair could be elected to more than one term. Mr. Majors explained the Vice Chair would run the meeting in the absence of the Chair and thought, due to there being two absent Board members, the Board should wait until May to discuss the matter. Motion Mr. Zonenstein moved to table the election to the next meeting. Ms. Young seconded the motion that unanimously passed. If an absent member had questions about what took place at the meeting, they should be directed to Ms. Molina, Mr. Majors or Ms. Shea. C. Florida Health Finder.gov Ms. Molina explained the Florida Health Finder.gov was a website she came across and she thought would be of interest to the Board. Comparisons of different insurance premiums could be viewed. The Senior Center would hold an October event to provide one-on-one information to the Center members. D. Sunshine Law Discussion Ms. Prainito emphasized the members cannot discuss any Board business, or anything that may potentially come before the Board, unless in a public meeting. Telephone conversations cannot occur. If anyone overhears any such conversation they could report it. A meeting is defined as having two or more members, and minutes need to be taken so the public knows what issues are discussed and how the Board proceeded. The Clerk's Office advertises the meeting. If a special meeting is to occur, the Clerk's Office must be informed and they will advertise it. These are requirements of the Sunshine Law. Ms. Prainito noted from past minutes, there were discussions about Board members and how the Board wanted to remove a member. She clarified that was not a Board responsibility; it was the City Commission's responsibility. Board members are removed when there is a fourth absence, which the City Clerk's Office monitors. When three absences occur, a warning letter advising the member a fourth absence would result in removal from the Board is sent. This could be problematic because this Board does not meet each month, and a new calendar year begins in January. This was how Ms. Bruzzese was able to remain on the Board. It was noted the Ethics training the members viewed by video was different than the Sunshine Law. Ms. Prainito would forward literature regarding the Sunshine Law and 3 Meeting Minutes Senior Advisory or Boynton Beach, Florida March 2, 2015 the Code of Ethics. She also advised if an email was sent to the members by Ms. Molina about Board business and a member wanted to respond, they should not "Reply All". They should just select the "Reply" option. Ms. Young expressed she would like to update her email address. Mr. Majors advised she should contact Ms. Molina. After further brief discussion, there was agreement to send the minutes by mail to all the members. E. Advisory board agenda items discussed at prior meeting. Ms. Molina inquired if the members had anything they wanted added to the agenda, and explained if so, they should let her know at least a week and a day before the next meeting. Items could also be added to the agenda and voted on at the meeting. F. Senior Advisory Board Role Ms. Molina explained Chair Lynch added the following two items. 1. Senior Center concerns directed to management Ms. Molina explained if there were any concerns having to do with the Senior Center, it should be directed to her, as opposed to the Board. Mr. Majors agreed the Senior Advisory Board should pursue issues impacting senior citizens, and have items about the Center addressed through Ms. Molina. 2. Issues/projects relevant to seniors in Boynton Beach Chair Lynch requested the members bring issues relevant to seniors to the meetings. Mr. Majors explained if there were still consistent vacancies on the Board and since the Board only meets four or five times per year, they should give consideration to merging. He advised he would follow up on this in the future to see if there was a need to do so. In the past the Education Board merged with the Youth Board creating the Education and Youth Advisory Board. There is a Recreation and Parks Advisory Board that takes interest in everything having to do with Recreation, including the Senior Center. The difference was the Recreation and Parks Advisory Board meets each month and in the evening. Ms. Young thought doing so would take away from the Center as patrons often make comments, which could be put on the agenda. Ms. Harris inquired about items regarding Senior Center concerns directed to management, and questioned if this was something the Chair wanted on the agenda. Ms. Molina confirmed that was correct. As an example, there was a mahjong issue. This could be discussed and handled through Ms. Molina and not the Board. Ms. Harris explained she had no idea the bicyclist hit by the car backed out of pursing the matter. She felt that now she wasted peoples' time, but pointed out three other individuals that 4 Meeting Minutes Senior Advisory Board Boynton Beach, Florida March 2, 2015 did not attend the meeting were interested in the matter. She thought it may have been frivolous bringing in the Police Chief. Ms. Prainito and Ms. Shea confirmed Ms. Harris did what she was supposed to do as a Board member. Mr. LaRiccia would like to have a call board to let the members know when someone was sick. It was pointed out this was a Senior Center issue and not a Board issue. This could be handled by Center staff or volunteers. Ms. Molina explained often they do not get complete information, but when it is received, they post the information. Mr. LaRiccia explained if he is sick, his daughter calls the desk and advises he would not be at the Center because he was at a specific hospital. His recommendation was to post it on the bulletin board. Ms. Harris commented they learn a patron was in the hospital or passed away. Ms. Young pointed out the family does not usually call. Mr. LaRiccia suggested putting a notice in the paper that if a patron has any such information, they notify the front desk; however, the newsletter comes out once every three months. Ms. Harris added she went on the Senior Center trip to the Holy Land and gave kudos to Gigi Barborini. She explained it was an all day trip, it was very inexpensive, well organized and she felt very comfortable. Ms. Barborini was in charge of planning the trips. She inquired if a letter should be written commending her. Ms. Shea thought a written letter to the Mayor and City Manager was appropriate. It also goes into the employee personnel file. In addition to Ms. Barborini, it was thought a commendation should also be made for Officer Rita Swan. VII. NEXT MEETING: May4,2015@2:00p.m. VIII. ADJOURNMENT Motion There being no further business to discuss, Ms. Harris moved to adjourn. Mr. Zonenstein seconded the motion that unanimously passed. The meeting was adjourned at 2:53 p.m. Catherine Cherry Minutes Specialist 030915 5