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Minutes 05-28-15 MINUTES OF THE EDUCATION AND YOUTH ADVISORY BOARD MEETING HELD ON THURSDAY, MAY 28, 2015, AT 6 P.M., CITY COMMISSION CHAMBERS CITY HALL 100 E. BOYNTON BEACH BOULEVARD, BOYNTON BEACH, FLORIDA PRESENT: Steve Waldman, Chair Sherri Claude, Board Liaison Carla Colebrooks Dr. Stephanie Hayden Carole Lundquist Hattie Miller Dr. Tiffany North, Alternate Loretta Wilkinson, Alternate ABSENT: Valencia Spells Anderson Mary Morera, Vice Chair Kathleen Wilkinson, Student, Reg. Voting member I. Call to Order Chair Waldman called the meeting to order at 6:11 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. III. Approval of Minutes of March 26, 2015 Motion Dr. North moved to approve the minutes as presented. Ms. Colebrooks seconded the motion that unanimously passed. IV. Approval of Agenda Sherri Claude, Board Liaison, received a message from Freedom Shores Elementary School and added it to New Business as Item C. Freedom Shores Elementary School also had a donation request as New Business Item D, which was cancelled since they received the funds. There was agreement to remove Item D from the agenda. Chair Waldman added to Old Business Item B 1., Gift for David Cordrey, Head Tennis Pro at Hunters Run. Meeting Minutes Education and Youth Advisory Board B o y nton each, Florida May 28, 2015 Motion Dr. North approved the agenda as amended. Ms. Lundquist seconded the motion that unanimously passed. V. Announcements /Presentations /Correspondence Ms. Claude announced Board Alternate Dr. North was filling in for Valencia Spells Anderson. Ms. Claude advised she received a thank you note from the Boynton Beach Theater Academy for the Board's donation. She also received letters from Freedom Shores for the three different projects the Board helped to fund last year which she circulated to the members. Chair Waldman explained Lori Wilkinson attended an event at Freedom Shores Elementary School. He appreciated her attending in his absence and commented the garden was very nice. Ms. Colebrooks advised she had also attended. VI. Public Audience Lisa Lee, Principal at Poinciana STEM Elementary School, advised she spoke to Warren Adams, Historic Preservation Planner, and she was interested in assisting him with his grant to research the history of Boynton Beach. Poinciana STEM is situated on a 100 -year old site where the original Boynton Colored School was located and they would like to teach that history. She was partnering with him and thought it was something they could all support. Ms. Lee was unsure he would include interviews with local residents in the area. The grant was a historical grant from the State and she offered a letter of support from the school. Ms. Colebrooks offered to help and commented her mother, Blanche Hearst- Girtman, was one of the teachers and first African Americans to teach at Poinciana. She knew several teachers who also taught there. Chair Waldman suggested contacting Eddie Mitchell. Ms. Miller advised she had attended the school. Ms. Colebrooks spoke about the garden at Freedom Shores and announced they won awards as one of the best gardens in Palm Beach County. With the Board's support, the STEM garden program received the Golden Shovel Award from Commissioner Adam Putnam, and was the Best New Garden on the elementary school level in the State. (Ms. Wilkinson arrived 6:22 p.m.) Patricia Trejo, Principal at Freedom Shores Elementary School, thanked the Board for their support and all they do for the students. She appreciated Ms. Colebrooks being on the Board. It helped maintain the relationship between the school and the Board. Ms. Wilkinson commented the garden was amazing, but they needed more glass mulch. Ms. Beasley, Freedom Shores STEM Educator, obtained the glass mulch from Home Depot and it was expensive. Chair Waldman inquired if Home Depot could be approached to donate 2 Meeting Minutes Education and Youth Advisory Board Boyn each, Fl May 28, 2015 more or purchase it at cost. Ms. Trejo explained the glass mulch was to create an illusion of a pond with an alligator in it. It was a sensory garden with aesthetic, calming and other components to it. There are students classified as emotional /behavioral students, and when those students have anxiety attacks they can relax in the garden. The garden was created through the vision of the Guidance Department. Ms. Colebrooks explained as a teacher, they have to incorporate fine arts into their program. They hold class there and use it for other functions. She invited all to come by. Chair Waldman asked how much more was needed. Ms. Trejo commented about $2,000 more for mulch and other items were needed; however, Ms. Wilkinson emailed Ms. Beasley and learned a $1,000 donation was received. She learned plants for the butterfly garden were needed and the funds were requested because it is a newly developed garden. Once established, it should be fine thereafter. Dr. Hayden inquired if the garden was self- sustaining and discussion turned to various gardens in the County. Some gardens donate food to the homeless and others have a tie in to the community. Hydroponics could also be grown which would conform to the STEM program. The Secret Garden Cafe has a garden. There is a veggie mobile on Tuesday and Thursday and they give vegetables to the senior citizens. It was suggested the school work something out for the students and Ms. Colebrooks agreed to try to arrange something for next fall. Chair Waldman announced the City Commission has funds available, similar to how discretionary funds were used in the past and he suggested the Commission be approached, especially Vice Chair Casello who represents the district in which the school is located. Dr. North inquired if Ms. Claude could facilitate the process and Ms. Claude recommended contacting the City Clerk or City Manager's office for further information. The items would be placed on the City Commission agendas and voted on, but she was fairly certain a form had to be used. Ms. Miller noted each Commissioner had $2,000 in discretionary funds. Chair Waldman inquired if the Commission would give the Board funds if they specifically state what it would be for. Ms. Claude explained the funding has to have a specific purpose and the organization needs to submit a report or documentation. She suggested schools be directed to go through the process rather than the Board being the middle man. Chair Waldman introduced School Board Member Erica Whitfield who explained the new superintendent was starting soon and he will have a community meeting in each School Board Members' district. Hers would be held at Lake Worth Middle School on June 29 and she invited the Board to attend any of the meetings, which would be held in a round table fashion. VII. New Business A. Election of Chair /Vice Chair 3 Meeting Minutes Education and Youth Advisory Board Boynton Bea ch, lri , 2015 Chair Waldman asked for nominations for Chair. Ms. Lundquist nominated Steve Waldman for Chair. Ms. Colebrooks and Dr. North seconded the nomination. There were no other nominations made. Mr. Waldman was elected Chair by vote of 6 -1. (Dr. North opposed.) Chair Waldman thanked the members. Dr. North inquired if there were term limits and learned there were none. Vice Chair Morera has had three absences. She had indicated to Chair Waldman her schedule would be okay after a certain time as she has had a job change. The Vice Chair position was open for nominations. Ms. Wilkinson did not think Vice Chair Morera would be offended if she were not nominated. There were no written duties for the Vice Chair position. Chair Waldman explained if the Chair is not present at the meetings, or has to step down, the Vice Chair takes over. Vice Chair Morera handled the Tennis Carnival and he believed she would continue to do so. Just the same as with any Board member, if they hold a function or are invited to one, they attend on behalf of the Board. The duties are in the absence of the Chair. Ms. Lundquist expressed Vice Chair Morera should have the option and suggested tabling the item or giving her the opportunity to decline the nomination and remain as a board member. The next meeting would be held in August. Ms. Claude recommended making a nomination tonight since the Chair was already nominated. Ms. Colebrooks nominated Dr. North who could not serve due to her alternate member status. Ms. Wilkinson nominated Dr. Hayden. Dr. North seconded the nomination. Dr. Hayden accepted the nomination. Chair Waldman asked for other nominations. No others were received and Dr. Hayden was unanimously elected as Vice Chair. B. Donation Request from Don Estridge Middle School "Taz Bot RENEGADES" Lego Robotics team Chair Waldman asked for a motion. Ms. Colebrooks thought donations had to be from a Boynton Beach school. Motion Ms. Wilkinson moved to deny the Don Estridge High Tech Middle School request due to the school not being a Boynton Beach school. Ms. Colebrooks seconded the motion. 4 Meeting Minutes Education and Youth Advisory Board Boyn each, Fl May 28, 2015 Dr. North also noted the request was not on the Board's form; it was a standard letter and the Board had agreed they would not accept requests unless it was on the form and completed correctly. Chair Waldman advised he would write a letter advising them of such. Discussion followed about the criteria for funding requests. A few years ago, funds were requested for a Santaluces High School vocational program and they were denied as the school was considered a Lake Worth school even though Boynton students attended. They had also supported Santaluces and Atlantic High Schools in the past because they do take Boynton Beach students. Chair Waldman commented the school had to be a Boynton Beach school. Dr. Hayden thought there should be clarification about who was eligible for funding. She asked whether the Board was funding the youth of Boynton Beach or the school as defined by Boynton Beach zip codes. There were also questions about the location of Freedom Shores Elementary School because the same precedent would apply. Ms. Colebrooks disagreed because it was a choice program and during further discussion, it was ascertained Freedom Shores was considered a Boynton Beach school. The members discussed they do not know exactly who is in the program that was asking for the funds nor do not know the demographics of the students in those schools. There are middle schools in Boynton Beach that have great programs. If the Board funds schools outside of the Boynton Beach area, they should make it clear. Ms. Wilkinson agreed the criteria should be written and it would be helpful to have something to refer to. The Board has donated to Boynton students in schools outside the City and visa versa. The letter from Don Estridge came because of the coaches and Gloria Gibson who now teaches there. The Board had donated to Ms. Gibson's Robotics class at Poinciana in the past. Dr. North thought a formalized process should be in place; there should be clear written guidelines; the Board should table the item; and the members discuss it at the next meeting. In this instance, the date of the event had passed and the team had already won. Vote The motion to deny passed 6 -1 (Chair Waldman dissenting.) Chair Waldman requested a motion to set up a committee to review the request. Ms. Claude advised if two or more members get together to discuss an item, the meeting had to be noticed. A workshop could occur, but it still had to be noticed and minutes taken. A member could draft something and bring it to the next board meeting and Dr. North agreed to do so. Dr. Hayden requested clarification if there was anything written how funds are distributed. Ms. Claude responded there was nothing in the ordinance establishing the Board regarding funds or money. There was a donation request form, but as far as a process, there was 5 Meeting Minutes Education and Youth Advisory Board Boynton Bea l ri , 2015 nothing in writing. Ms. Claude agreed to send the form to Dr. North and agenda this item for the next meeting. Ms. Wilkinson thought the Board should consider if students live in the City of Boynton Beach, the Board should fund them but if the school was outside the City and there are no Boynton students, the request should be denied. C. Donation Request from Freedom Shores Elementary School This item was rescinded earlier in the meeting by Ms. Trejo who wanted the Board to know they no longer needed funds for the project. The school and PTA raised the funds for the kiln. D. Future Meeting Dates Ms. Claude explained she needed to submit the meeting date for next year. Last year, the Board did not meet in June or July. They met on August 4 She inquired if there were any objections to not meeting again until August. Dr. North thought the Board should meet consistently as they are not on a school schedule. Ms. Wilkinson pointed out historically, they have had trouble during the summer obtaining a quorum. Dr. North recommended meeting in June and July. Dr Hayden announced she could not attend the July meeting and after discussion, there were no objections to meet on June 25, 2015, and July 23, 2015. Ms. Claude pointed out the November meeting generally falls on Thanksgiving and the December on Christmas so they have a meeting the first week in December. Ms. Claude agreed to send the dates of the future meetings. VIII. Old Business A. Donation Request from Sister Cities Chair Waldman noted the Board and the Boynton Beach City Commission has always supported the Sister Cities organization and the City is a co- sponsor. Chair Waldman requested a motion to expend $200 to support Sister Cities. Ms. Wilkinson and Dr. North noted the event had already passed. Chair Waldman explained individuals covered the money for the award, and the Board was replenishing the account. Ms. Miller inquired if the Board suggested Sister Cities have fundraisers and Chair Waldman responded they had fundraised in the past. Motion Ms. Wilkinson moved to deny because the date had passed. Dr. North seconded the motion. 6 Meeting Minutes Education and Youth Advisory Board B Beach, Fl May 28, 2015 Chair Waldman thought denying the request sent a wrong message. Ms. Wilkinson asked why it was not discussed at the April meeting and learned the request was made at the March meeting. They were told to resubmit the request on the form, but then the April meeting was cancelled. Discussion followed it was questionable for the Board to replenish the Sister Cities account when Sister Cities had found a way to pay for the award. Dr. North commented the Board had not denied them anything and the one time they did could not be construed as sending the wrong message. She clarified sending the wrong message would be accepting every application they submit because there is an expectation they would always be funded whether the date had passed or not. Chair Waldman explained they are on the Sister Cities program and thought it looked bad for the Board to not fund what they had in the past. He thought it would be the wrong thing to do. Ms. Miller supported the children and money to benefit children, but noted scholarships had been cut. Ms. Wilkinson favored Sister Cities providing another request specifically stating what they need it for. The vote on the motion to deny passed 4 -3 (Chair Waldman, Dr. Hayden and Ms. Lundquist dissenting.). Ms. Lundquist agreed with Ms. Wilkinson, but pointed out they did not have an April meeting and the funds would have been given in time had they approved it. B. Tennis Carnival Dr. Hayden had attended and commented it was a good event. 1. Gift for David Cordrey, Head Tennis Pro at Hunters Run. The Tennis Pro at Hunters Run, Dave Cordrey, ran the Tennis Carnival. The Board has given him a thank you gift each year and Chair Waldman wanted to do so again. Last year, he was given a figurine. He thought a gift card to Sports Authority may be appropriate and suggested spending $25 or $30 as a way to thank him. Motion Ms. Lundquist moved to authorize a gift for Mr. Cordrey. Ms. Colebrooks seconded the motion. Dr. North liked the idea of a plaque, but learned the Board had given plaques in the past. Dr. North thought a framed signed or unsigned picture may be appropriate. Ms. Claude explained they had lots of pictures and a suggestion was made to purchase a digital picture frame. 7 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida May 28, 2015 Ms. Lundquist agreed to amend her motion to add spending up to $50. Ms. Colebrooks agreed to the amendment and the motion unanimously passed. The Board sent thank you notes to all involved and to Dr. Golden, Phyllis Stern's daughter, who wanted to run the carnival as the Phyllis Stern Memorial Tennis Carnival. The Hunters Run Board turned down the name change, but she still sent the tee shirts. It was noted there were extra tee shirts available for the members. Ms. Claude agreed to obtain the name of the Hunters Run president and send a thank you. There was also agreement to contact Ms. Claude so she could put it on the agenda when they selected a date to make a presentation to Mr. Cordrey at the City Commission meeting. C. Shred -A -Thon The members discussed having a third Shred -a -Thon each year and selected October 3 or 17, 2015, February 6 or 20, 2016, and May 7 or 21, 2016, as tentative dates for the events. Ms. Claude agreed to contact, the company to check availability for those dates and see if the company would be amenable to holding three events each year on a regular basis. D. Youth Volunteer Bank /Bob Borovy Awards Ms. Claude advised there are about 100 volunteers on the list, but not many from the high school. Chair Waldman explained he has gone to the high school and into classrooms to promote the program and solicit volunteers. Ms. Wilkinson noted next year, a Board member will be attending Boynton nton Beach High School, hopefully resulting in more volunteers from that school. Chair Waldman requested a motion to move $500 from the Community Contributions account to the Borovy Award account to restore the first place award to $1,000 for next year. The award had been reduced to $500 when funds were low. Motion Ms. Lundquist made a motion to move $500 from the Community Contributions Account to the Borovy Award account. Ms. Miller seconded the motion that unanimously passed. Dr. Hayden inquired if the winner of the Borovy Award attended Atlantic High School. Chair Waldman explained the first place winner went to Atlantic High School, but was a Boynton Beach resident. When the City Commissioners had discretionary funds, they could allocate funds and ask Commissioners individually for funds, but during the recession they did not. In the past, the Board would receive about $3,000 and used some for the Borovy Award. At that time he suggested any monies obtained should go to a student who lives in the City, but they had never made a rule. Chair Waldman was unsure that was a stipulation and if they were obligated to follow that suggestion. Ms. Claude explained the Board could change it. In the past, the City Commissioners did not give money with stipulations to whomever they 8 Meeting Minutes Education and Youth Advisory Board Boynton B each, Fl 1 whomever they wanted. Ms. Claude pointed out funds still had to be approved through a process and a report given to the City Commission. All had to be spelled out. Chair Waldman thanked the members for all they do. Ms. Colebrooks advised Boynton Beach Reads was starting up again with Nadia Stewart, who is a teacher at Rolling Green Elementary School. When she gets further information, she will share it with the Board. It was known there was a meeting next week. IX. Future Meeting Dates The next meeting will be held on June 25, 2015. X. Adjournment Motion Ms. Wilkinson moved to adjourn. Dr. North seconded the motion that unanimously passed. The meeting was adjourned at 7:37 p.m. � t•C J Ld �l I Catherine Cherry Minutes Specialist 060315 9