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Minutes 10-22-15 MINUTES OF THE EDUCATION AND YOUTH ADVISORY BOARD MEETING HELD ON THURSDAY, OCTOBER 22, 2015, AT 6:00 P.M., CITY COMMISSION CHAMBERS CITY HALL 100 E. BOYNTON BEACH BOULEVARD, BOYNTON BEACH, FLORIDA PRESENT: Steve Waldman, Chair (arrived 6:08 p.m.) Sherri Claude, Board Liaison Dr. Stephanie Hayden, Vice Chair Valencia Spells Anderson Hattie Miller Kathleen Wilkinson, Student, Regular Voting Member (arrived 6:07 p.m.) Dr. Tiffany North, Alternate Lori Wilkinson, Alternate (arrived 6:08 p.m.) ABSENT: Carla Colebrooks Mary Morera Carole Lundquist Jason Braten, Student, Regular Non - Voting Member I. Call to Order In the absence of the Chair, Vice Chair Hayden called the meeting to order at 6:03 p.m. II. Pledge of Allegiance /Moment of Silent Reflection Dr. North led the Pledge of Allegiance to the Flag, followed by a moment of silent reflection. III. Approval of Minutes of August 27, 2015 Motion Dr. North moved to approve the minutes. Ms. Miller seconded the motion that unanimously passed. IV. Approval of Minutes of September 24, 2015 Motion Ms. Spells Anderson moved to approve. Dr. North seconded the motion that unanimously passed. V. Approval of Agenda Dr. North moved to approve the agenda as written. Ms. Miller seconded the motion that unanimously passed. Meeting Minutes Education and Youth Advisory Board Boynt each, Florida Octobe 2, 2015 (Kathleen Wilkinson arrived at 6:07 p.m.) VI. Announcements /Presentations /Correspondence Ms. Claude announced on Monday, October 26 the Recreation and Parks Advisory Board would meet at 6:30 p.m. at Intracoastal Park Clubhouse to share ideas and suggestions to update the Parks and Recreation Master Plan. They would address topics such as park acquisition and development, administration and management for the next five to 10 years, and what Parks and Recreation should look like in the City. (Chair Waldman and Lori Wilkinson arrived at 6:08 p.m.) Chair Waldman advised he had a request for funds from the Boynton Beach High School Dimensional Harmony Choir, which he circulated to the members. The Choir was invited to go to London by Lord Mayor Catherine Longman. The request was for $500. The Choir sang before the City Commission and Chair Waldman understood Commissioner McCray donated $1,000 and a GoFundMe.com account was established. Lori Wilkinson noted they needed a deposit by Monday October 26 Chair Waldman was unsure they could give $500, but thought they could donate at least $100 or $200. Lori Wilkinson inquired if they donated to Dimensional Harmony going to London, if they could donate again during the rest of the year and Chair Waldman responded they could. They could ask again for different projects within the same school. The Choir needed $150,000 and needed $26,000 by Monday for the first payment installment. The music director was contemplating 22 students going to London. The members discussed how much to donate and the application. One of the questions on the form was for the Choir to disclose their current finances and fundraising activities, which was left blank. Board member Kathleen Wilkinson, a student at Boynton Beach High School, explained the school was fundraising and had other ongoing projects to raise money, but did not know how much was collected. Chair Waldman recalled one of the reasons the form was revised was to ensure the organization was not coming only to the Board for funding. He was also aware the school was holding other fundraising events and explained he helped the school write the application, but he did not ask how much was raised. Vice Chair Hayden inquired if everyone in the Choir lived within City limits and Chair Waldman responded the only program the Board had requiring City residency was the Borovy Award. Lori Wilkinson recalled the school had to be in the City or if an individual asked for a donation, the individual had to live in the City. Ms. Spells Anderson reviewed the policy provisions and recalled the policy was approved at a prior meeting. Chair Waldman commented the request was timely and the Choir had a deadline. He did not think waiting another month was a good idea and did not think they were legally bound to follow the guidelines. Dr. North differed. If the Board adhered to the guidelines, they did not complete the application in its entirety because they did not outline their fundraising efforts. Chair Waldman offered to change the application and write what they were doing. Dr. North disagreed. The application was not filled out by the Choir; it was filled out by the Board Chair. If Board members filled out applications on behalf of people, then it should be filled out completely. Chair Waldman resigned and left the meeting at 6:19 p.m. 2 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida October 22, 2015 Lori Wilkinson noted there was a December deadline for the full amount of funds and the Board would not have a meeting in November because of Thanksgiving. The request was timely for December, but not for Monday. They could ask the School for further information. Lori Wilkinson suggested Ms. Loehrig be contacted to complete the application, and then take a proxy vote by email or phone. The Board could reach a consensus on the amount to donate, pending completion of the application. From that point forward, the Board could donate the amount the Board agreed to give. The members agreed. Vice Chair Hayden favored donating $500. Ms. Spells Anderson suggested $250. There was no defined amount of money that could be donated, only the number of times a request could be made by an individual or entity, that being one time per year. Dr. North thought the language was intentionally left loose. The Choir is within the school, but there are other entities there as well. Ms. Miller favored donating $500. Motion Ms. Miller moved to give $500. She clarified if the Board donated $400, she personally would donate $100. Dr. North seconded the motion. The members discussed the motion and a substitute motion was made. Motion Lori Wilkinson moved to donate $500 to Dimensional Harmony for their trip to London. Dr. North seconded the motion that passed 6 -1 (Ms. Spells Anderson dissenting.) Dr. North requested they adapt the application to include their other fundraising efforts from this point going forward. Motion Lori Wilkinson amended the motion to donate $500 with the stipulation they revise the application to include all fundraising efforts. Ms. Spells Anderson seconded the motion that unanimously passed. Ms. Spells Anderson agreed to contact Ms. Loehrig, and Kathleen Wilkinson agreed to bring the application to her. Ms. Claude suggested imposing a deadline to return the application to her by email. She would then forward it to the members and the members would respond back to Ms. Claude with their vote. After brief discussion, the members decided the deadline was Wednesday, October 28, 2015. VII. Public Audience Vice Chair Hayden opened the public audience. Katina Thomas, the Galaxy Elementary School Afterschool Director received information about the Board from the principal at Galaxy Elementary School. She grew up in the community and has been teaching at Galaxy for almost 10 years. Her daughter received the Bob Borovy Scholarship four years ago and would graduate from Howard University in the spring. Ms. Thomas and her daughter wanted to become more involved. Her daughter applied to the Board, but was not present due to a band competition. 3 Meeting Minutes Education and Youth Advisory Board Boyn each, Fl October 22, 2015 VIII. New Business A. Advisory Board Questionnaire & Ordinance Review Ms. Claude reviewed in August, Carisse LeJeune, Assistant City Manager, provided information on the new Education Initiatives the City was forming. All the advisory boards were asked to review the Ordinance which specifically established the Board's duties to ensure it reflected what they were actually doing. Ms. LeJeune had also distributed a questionnaire that could be completed individually, but the Board discussed completing one questionnaire as a Board. Steve Waldman had completed a survey which was typed and circulated to the members. The Board had indicated they would submit the survey by the end of the month. Vice Chair Hayden noted number three, the fourth bullet of the questionnaire itemized donations. Ms. Claude explained she keeps an updated total of the donations made to the different organizations. The amount in the questionnaire was from the 2006 brochure. The Board had donated $16,600. Ms. Spells Anderson thought the questionnaire was answered thoroughly, unless they had other input. Dr. North suggested reviewing two or three duties and be more specific on how they achieve them. Dr. North thought they should elaborate more on question 4. They should define how they contribute to the community's educational needs. There were some duties the Board no longer handled. Ms. Claude explained years ago, there was a Children and Youth Advisory Board and an Education Advisory Board and the Boards and their duties were merged. She pointed out now was the time to add or remove items. Item nine of the Board's Ordinance, pertaining to coordinating with police to improve student safety and develop public relations that highlight successful programs was not appropriate. Lori Wilkinson pointed out the role has taken on different facets at different times. If something arises that affects the City that the School Board was voting on, the Board made recommendations and wrote official letters from the Board to them. She pointed out they are an advisory board. Vice Chair Hayden commented the School Board is retaining an entity to review how the School Board spends their money and commented Boynton Reads did not have anyone to spearhead the program. She also did not think item three pertaining to safe places including playgrounds near schools applied and questioned if the Board developed child and youth advocacy programs. Lori Wilkinson explained at one point, the Board was trying to develop a teen center, similar to the Delray Beach 504 Club. That program would be considered an advocacy program to get youth off the street and avoid loitering. Dr North suggested changing item six from "advocacy" to "empowerment ", deleting item nine and amending number seven of the questionnaire. Motion Vice Chair Hayden so moved to change Items nine, six and seven as previously discussed and there was consensus to do so. Ix. Old Business A. Shred- A -Thon 4 Meeting Minutes Education and Youth Advisory Board Boyn each, Fl October 22, 2015 Lori Wilkinson advised an hour or so into the Shred -a -Thon, the four -ton paper truck was full. She clarified the truck was filled because they had three or four people who disposed of 40 boxes each early on. The Board has held this event about eight times as a three -hour event. The last time it was held, they had to turn people away, so they intentionally made the event a two -hour event, and an hour later, the truck was full. Dr. Hayden, Chair Waldman, Ms. Morera and Lori Wilkinson consulted with Ms. Claude and decided to extend the event to allow the truck to go to West Palm Beach, empty its load and return. People waiting for the service left their paper boxes and the members made sure the paper was shredded. The Board had only anticipated paying $300 for the hourly truck rate and to tip the employee. When he stayed longer, they had to pay more. They negotiated a price and in total, they spent $600 on the Shred -a -Thon, but they still made $1,400. The downside was they did not leave until 3 p.m. and it was a long day from 9 to 3. A suggestion was made to charge $10 a box instead of $5 for future Shred -a- Thons, or pay $5 a box if the participant takes their box back. Lori Wilkinson commented after they dumped the paper, the members had to break down the boxes and it was way more work than anticipated. Vice Chair Hayden asked if volunteers from the Youth Volunteer Bank could assist and Dr. North suggested asking Boynton Beach High School to provide volunteers, since community service hours are needed to graduate. Some patrons thought the event should only service resident households. Many people waited up to half an hour and then had to wait another hour while the truck dumped its load in West Palm Beach. The company they work with does not have two trucks. Dr. North suggested having a Shred -a -Thon for businesses in the morning from 9 a.m. to 11 a.m. and then residential after. Lori Wilkinson agreed and indicated they had contemplated making the event a four hour event with a break in the middle so if the driver unloads the truck, he can get there before noon when the disposal site closes. The advertising worked and there was a note in the paper on Saturday morning in the Palm Beach Post. She thanked all who helped and thought it was the most successful event they held todate. B. Tennis Carnival Ms. Claude explained Ms. Morera was trying to contact Dave Cordrey, Hunters Run Tennis Pro, to ask if they could hold the event on April 23rd, but could not get in touch with him. Ms. Claude wanted to know if she should advertise the Tennis Carnival in FunFare, but the date may have to be changed. She preferred to advertise the event and then change the date if needed as opposed to not advertising it at all. She agreed to follow up with Mr. Morera. C. Youth Volunteer Bank /Bob Borovy Award Ms. Claude inquired about the amount for the award. Historically, the award was $1,000, but over the last few years, they reduced the amount to $500 to make the award money last. She was creating a flyer and wanted to include the amount. Restoring the award to $1,000 had been previously discussed, but a motion was needed. Motion Dr. North moved to make the Borovy Award $1,000, Ms. Miller second the motion that unanimously passed. 5 Meeting Minutes Education and Youth Advisory Board B o y nton each, Fl October 22, 2015 X. Future Meeting Dates: December 3, 2015 January 7, 2016 February 25, 2016 Vice Chair Hayden reviewed the future meeting dates. XI. Adjournment Motion There being no further business to discuss, Lori Wilkinson moved to adjourn. Kathleen Wilkinson seconded the motion that unanimously passed. The meeting was adjourned at 7:07 p.m. atherine Cherry Minutes Specialist 910495 6