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Minutes 06-25-15 MINUTES OF THE EDUCATION AND YOUTH ADVISORY BOARD MEETING HELD ON THURSDAY, JUNE 25, 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 Dr. Stephanie Hayden, Vice Chair Carla Colebrooks Carole Lundquist Hattie Miller Mary Morera Valencia Spells Anderson Dr. Tiffany North, Alternate ABSENT: Loretta Wilkinson, Alternate Kathleen Wilkinson, Student, Reg. Voting member I. Call to Order Chair Waldman called the meeting to order at 6:01 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 May 28, 2015 There was one change to the minutes on page 8 as follows: "Chair Waldman explained the serend first place winner went to Atlantic High School ... " Ms. Claude wanted to clarify Item D, the Freedom Shores Donation request was removed from the agenda. Motion Vice Chair Morera moved to approve the minutes as amended. Ms. Lundquist seconded the motion that unanimously passed. Meeting Minutes Education and Youth Advisory Board B oynton Beach, Florida June 25, 2015 IV. Approval of Agenda Chair Waldman added VIII, Old Business, Item D, a gift for the Tennis Pro for his work on the Tennis Carnival. Dr. North recalled the item was previously discussed and a digital photo album costing $50 or less was decided on. Ms. Lundquist recalled a gift certificate to Sports Authority had also been considered. Dr. North requested discussing VII, New Business, Item A, Process Donation Requests at the July meeting. Motion Ms. Lundquist moved to approve the agenda as amended. Ms. Colebrooks seconded the motion that unanimously passed. V. Announcements /Presentations /Correspondence. Ms. Claude received a check for $135 from the Sister Cities organization as partial proceeds from their fundraiser in December. VI. Public Audience Nadia Stewart, Rolling Green Elementary School teacher, spoke about Boynton Reads. Ms. Stewart was now handling the program. The organization consists of business partners and Rolling Green, Forest Park, and Galaxy Elementary School representatives. They were recruiting a representative from Crosspointe Elementary to be a part of the organization. The effort educates parents on becoming literate so they could help their children become good readers. They were reaching out to the community to create awareness and introduce them to the concept. The event was planned for the Amphitheater. The Fall in Love with Reading event would be held on October 3, 2015, and was planned to be an annual event. They were obtaining a permit from the City, but they needed to be a non - profit organization to receive tax exempt status. Ms. Stewart advised they were in the process of incorporating, but to do so, they needed an address. They were requesting the Board partner with them and allow them to use the Board's address. Lengthy discussion followed. Ms. Claude explained Boynton Reads did not have to be a non - profit to obtain a special event permit, but the fees were different for non - profits as opposed to other entities. The Board was a City entity and Ms. Claude clarified the request was actually to partner with the City and not the Board. She suggested they ask the City to be a partner. Additionally, after becoming a non - profit, if the entity dissolved and there were any assets, they would need to name who would receive the proceeds and continue the effort. Alternatively, if there were any debts or liabilities, those entities would pursue the designee for satisfaction. Ms. Stewart explained they 2 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida June 25, 2015 do not have any fees, but there are fees associated with the event which they needed help with. Dr. Hayden noted she was working on the donation request form and she did not know how long it would take the Board to decide on the protocol. Ms. Claude noted it did not appear Ms. Stewart was requesting funds. If the City co- sponsored the event, it would negate completing the special event permit. Ms. Colebrooks praised Ms. Stewart for taking on the challenge and her hard work. Ms. Colebrooks and Ms. Lori Wilkinson were also members of Boynton Reads. Ms. Colebrooks explained she invited Ms. Stewart to the meeting, and she also invited the Education and Youth Advisory Board members to attend the Boynton Reads meeting. Ms. Stewart planned to invite community residents and parents, and advertise it in the school as a resource available to families and students. They partnered with the Literacy Coalition and Children's Services Council to provide the parents with the information they need to improve their reading and their children's reading. The Children's Services Council assists with book drives, provides meeting space and resources such as brochures and printing. If Boynton Reads had their Articles of Incorporation, they could receive access to other resources. Ms. Stewart estimated they may be incorporated by October 3 She hoped the Board could assist them ahead of time. Ms. Claude suggested Boynton Reads request all fees be waived on the actual permit application. She asked if there was a certain type of entity that needed to be designated for the Articles of Incorporation, or if they could designate a non - profit, a government entity or an individual. Ms. Stewart thought it would have to be a non - profit. The Education and Youth Advisory Board was not a non - profit. It did not have its own bank account. Any monies donated to the Board are actually donated to the City of Boynton Beach. Jeanne Heavilin, Sister Cities, commented the City was listed as the designee on the Sister Cities Articles of Incorporation. It had to be a tax exempt or charitable organization. Chair Waldman suggested attending a City Commission meeting requesting they be a partner. Ms. Claude suggested starting with the City Manager. Dr. North appreciated Ms. Stewart's efforts and asked if there was anything they could do or volunteer at the event. Ms. Stewart responded volunteers would be helpful. They had planned to invite the Fire Department, Army Reserves, Barnes and Noble, the Library, McDonalds, Chick- fil -A, Subway and others to help. Dr. North asked about the volunteers from the Youth Volunteer Bank. Ms. Claude agreed to forward the information to them. Ms. Stewart advised she will have more information on July 71n The meeting would at 4:00 p.m. at the Children's Services Council and she will create of list of items the Board could help with. 3 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida June 25, 2015 Ms. Heavilin advised they submitted the winners of the Young Artists /Young Authors Showcase to Sister Cities International. The author of the winning essay, Max Ragno, was from Boynton Beach and one of the three international finalists. She had a copy of a press release. He was a senior at Lake Worth Christian High School and would attend the University of Florida in August. They were trying to recognize him with a certificate at the July 21 City Commission meeting. This was the first time they had a finalist in 12 years. His essay was on the Sister Cities International website. Other winning essays and art will be featured at the International Conference in July and will tour 10 U.S. cities during the next year. Ms. Heavilin announced they were tentatively expecting a delegation from Les Cayes in July. Ms. Colebrooks announced last night, she and Ms. Whitfield, the Board of Education District IV Commissioner, attended a meeting at Lake Worth Middle School, with the new superintendent. Ms. Whitfield inquired how to invite more community leaders to the meetings. Ms. Colebrooks contemplated sending flyers and noted the Principal at Poinciana Elementary School was unaware of the meetings. The new Superintendent may also attend as he supports community involvement. Chair Waldman agreed to start the process. Ms. Claude announced she received a phone call from South Tech Academy to make a presentation at the next meeting. There have been a few principals that attended the meetings in the past, but the Board had not sent out a blanket invitation. Dr. North inquired if it would be appropriate to send information about the Board to them as an introduction and there was agreement to do so. Dr. Hayden also suggested contacting previous officials. Ms. Lundquist thought it would be nice to learn the positive activities ongoing in the schools as opposed to appearing with a request. VII. New Business A. Process for Donation Requests This item would be heard at the July meeting. VIII. Old Business A. Tennis Carnival Chair Waldman explained in the past, the Board had presented the Tennis Pro, David Cordrey, a gift for his assistance with the Tennis Carnival. Last year, Chair Waldman presented him with a sculptural gift. The members had previously voted to spend $50 on the gift. One idea was a gift card to Sports Authority. Another idea was a digital frame and use pictures from the previous Tennis Carnivals as something he could look back on. Ms. Claude could provide a flash drive with the photographs. A member 4 Meeting Minutes Education and Youth Advisory Board Boyn Beach Florida June 25, 2015 would be needed to purchase the frame and give Ms. Claude the receipt so the member could be reimbursed. The flash drive would then be given to upload the photos. The members also had to select a date so the presentation could be put on a City Commission agenda. Dr. North agreed to purchase the digital frame /album and upload the photographs. Chair Waldman agreed to contact Mr. Cordrey to learn what dates he was available. B. Shred- A -Thon Ms. Claude advised she emailed the company asking to hold a total of three events per year and the dates. She will follow -up with them as the company has not responded back. C. Youth Volunteer Bank/Borovy Award. Chair Waldman agreed to contact Boynton Beach High School and push the program. In the past, Chair Waldman had set up a table and had the forms to sign up volunteers when schools had students and parent events. There was discussion the program could be expanded to other schools and Chair Waldman agreed to contact Poinciana. A suggestion was made to contact the Children's Services Council since they have many in- school programs and Dr. North inquired if they could make a presentation to them to share information. Ms. Stewart commented there are middle school students at Rolling Green that help in the mornings. They do not get credit for the hours, but the Board could give them credit as they were volunteering their service. Dr. Hayden also noted in May, many students crunch to find the volunteer hours they need to graduate. It was important to send information to the principals to make them aware how the Board could help. Dr. Hayden thought a monetary reward may provide an incentive to volunteer and mentioned when she worked in Lake Worth and at Congress Middle School, she never heard of the Borovy Award or the Youth Volunteer Bank. Dr. North inquired what documentation for community service hours is needed and discussion followed. Ms. Colebrooks holds workshops in the spring and discusses community hours. They need to come up with a mechanism to spread the word. In August, St. John Missionary Baptist Church and St. Paul AME Church are having back - to- school events. Her Church and the Bridges program were also holding events. Ms. Colebrooks agreed to speak to those organizations about the program. Many colleges look for volunteer service over the required amount to graduate. Dr. Hayden commented the focus of volunteerism is being lost. The Board is going through revitalization and parents, teachers and students should know the Board could help. Ms., Miller questioned why the public schools do not know about the Board. She pointed out it was always in the Palm Beach Post and in FunFare Magazine. Ms. Stewart explained she never knew about the FunFare magazine until she signed up her 5 Meeting Minutes Education and Youth Advisory Board Boynt i ri June 25, 2015 child for swimming lessons. Dr. Hayden commented the person must come into the building. She expressed if one wants to see a change, one must be the change. The members must be agents for that change. Ms. Stewart pointed out they were enlisting radio stations 102.3, 88.1 and maybe HOT 105. She also emailed WXEL. Dr. North commented there is a station in Boca Raton that makes announcements on Tuesday mornings coordinated by the Spirit of Giving organization. There was $1,900 in the Borovy account. Chair Waldman hoped to raise more funds from the Shred- A -Thon and pointed out, in the past, the Borovy award was $1,000. Last year it was $500. He preferred to restore the award to $1,000. The $135 recently received was reflected in the Community Contributions account. At the last meeting, the Board requested Ms. Claude transfer $500 from Community Contributions to the Borovy Award. She clarified the Borovy Award total should be $2,461, and $1,766 for Community Contributions. She could move the $135 from the Sister Cities to the Borovy Award account if wanted. Chair Waldman commented he would donate funds to make the Borovy Award account total $2,500. IX. Future Meeting Dates: July 23, 2015 August 27, 2015 September 24, 2015 X. Adjournment: Motion Dr. North moved to adjourn. Dr. Hayden seconded the motion that unanimously passed. The meeting was adjourned at 6:59 p.m. Catherine Cherry Minutes Specialist 090215 6