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Minutes 03-24-16 MINUTES OF THE EDUCATION AND YOUTH ADVISORY BOARD MEETING HELD IN COMMISSION CHAMBERS, CITY HALL, 100 E. BOYNTON BEACH BOULEVARD, BOYNTON BEACH, FLORIDA ON THURSDAY, MARCH 24, 2016, AT 6:00 P.M. Present: Dr. Tiffany North, Chair Sherri Claude, Assistant to the Valencia Spells Anderson Director Angelica Nevin Mona Laventure, Prototype, Inc. Loretta Wilkinson, Alternate Kathleen Wilkinson, Student Reg. Voting Member (deft at 7:12 p.m.) Absent: Dr. Stephanie Hayden, Vice Chair Carla Colebrooks Hattie Miller Carol Lundquist Alana Thomas, Student Reg. Voting Member I. Call to Order The meeting was called to order at 6:07 p.m. Roll call was taken. ll. Pledge of Allegiance /Moment of Silent Reflection The members recited the Pledge of Allegiance to the Flag, followed by a moment of silent reflection. Ili. Approval of Minutes of February 25, 2016 i Motion made by Ms. Nevin, seconded by Ms. (Kathleen) Wilkinson, to approve the minutes of the February 25, 2106, meeting as presented. In a voice vote, the motion passed unanimously (5 -0). IV. Approval of Agenda Motion made by Ms. Nevin, seconded by Ms. (Loretta) Wilkinson, to approve the agenda. In a voice vote, the motion passed unanimously. V. Announcements /Presentations /Correspondence It was noted that Alice Robinson (alternate) has resigned, so there is an opening for an Alternate. Also, there is an opening for a non - voting student. Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida March 24, 2016 Ms. (Loretta) Wilkinson said that the Relay for Life representative has asked if anyone is interested in putting a team together for the April 9, 2016, event, from 5:00 to 11:00 p.m. VI. Public Audience — none VII. New Business A. Donation Request from Poinciana Elementary School Chair North read from the donation request form. They have requested $2,000 for funding for two teams to travel to the international competition for the First Lego League robotics competition. Two of their teams have already been invited, one to a European championship event, and one to a United States tournament. The goal of their trip is to compete against teams from around the world, meet and make contacts with other teams, and foster long- distance relationships. Ms. (Loretta) Wilkinson said they have given to the robotic team before, and noted they probably do not expect $2,000 — perhaps $300 would be sufficient. Discussion ensued on what amount to donate to them, including a history of what has been donated in the past (several hundred dollars), the school's fundraising efforts, and their requested deadline (trip is in May 2016). Motion made by Ms. (Loretta) Wilkinson, seconded by Ms. (Kathleen) Wilkinson, to donate $250 to Poinciana Elementary School Robotics Club with the condition that, if the Board has the money and they need more, they can come back and ask for more later. Ms. Nevin felt uncomfortable voting on it without knowing the exact previous donation amounts. Ms. (Loretta) Wilkinson commented that the Board has $1,700 and they have to decide what amount to donate out of that. Ms. (Loretta) Wilkinson explained that she would like to give them an initial donation and let them do their fundraising. If they are "desperate" after their own efforts, they could come back and request another donation. Chair North did not want to give them the option to come back for additional funds. It was noted that the rules for the Board allow the requester to come back if so needed. Amendment to her motion made by Mrs. (Loretta) Wilkinson to donate $250 to Poinciana Elementary School Robotics Club. Ms. (Kathleen) Wilkinson agreed to the amendment. In a voice vote, the motion failed (2 -3) with Chair North and Ms. Spells Anderson opposed. 2 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida March 24, 2016 Chair North wanted additional information, and Ms. Spells Anderson was more comfortable with $200. Ms. Claude advised she can provide a printout of what the Board has given to different organizations. Discussion continued on the amount to be donated. Chair North suggested that from now on, they collect data on what amount was requested as well as what was donated. The Board then reviewed the printout provided by Ms. Claude, which detailed what was given and revenues received. Ms. Spells Anderson read from the rules that an organization can receive funds only once a year. However, there was a clause allowing the Board discretion in the matter. Additional discussion occurred on what the school actually requested, whether it was for one trip or both. Ms. (Loretta) Wilkinson reminded the Board that they (the Board) have a fundraiser coming up, and they will probably have at least $1,000 more in their account. Ms. Claude advised that the check will not be cut until she gets the minutes back as backup; that make take a month. She suggested coming up with a maximum amount they might want to give, and she can notify the school of the amount that is pledged to them. Motion made by Ms. Nevin, seconded by Ms. (Loretta) Wilkinson, to fund $500 for the donation request from Poinciana Elementary School. In a voice vote, the motion passed unanimously (5 -0). Ms. Nevin asked Ms. Claude to add a column for the amount of the request and the balance in the fund at the time to the spreadsheet. Ms. Claude said she will find a way to depict the amounts. VIII. Old Business A. Shred- A -Thon Ms. (Loretta) Wilkinson reported they are set for the event on May 7, 2016, with May 14 as a backup. She said that Sharon at The Red Shredder wondered if they could continue paying them the $300 amount and pay the driver more ($200 instead of $100) as a cash tip. She said they will dump at West Palm Beach, and there is also a place in Deerfield Beach that is open later for dumping. For the time being, Ms. (Loretta) Wilkinson told Sharon they will assume the driver will go to Palm Beach before noon. 3 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida March 24, 2016 Ms. (Loretta) Wilkinson continued that the hours will be 9:30 to 11:00 a.m. for residential, then a break to dump the truck, and then noon to 1:30 p.m. for commercial. Ms. Claude confirmed that, in essence, The Red Shredder would be charging $500 ($300 plus $200 tip) for five hours. The tip money was taken out before the money was deposited last year. Ms. Claude wondered how they would account for the hour in the middle when the truck is gone. She also asked how they would distinguish between residential and business. Ms. (Loretta) Wilkinson said that Sharon suggested they divide it between those having more than, or less than, 10 boxes. They also want to let people know that nothing will happen between the hours of 11:00 a.m. to noon. Ms. (Loretta) Wilkinson said she will coordinate with whoever writes the press release or article. Other points discussed are as follows: • Need system in place to give people money back ($5) to take their boxes with them • Need to move further toward school if all right with the school • Make sure they stay outside the fence because there is nothing in writing with the school • If it is done on City property, there are none of those issues • Mrs. (Loretta) Wilkinson will call school • Ms. Claude will write up the agreement, 9 a.m.- 2 p.m. in terms of contracted time for $300 • Can talk about logistics at the next meeting • Recruit teen -aged helpers o Awards for students based on volunteer work • Set -up • Separate lane for those saving boxes? • There are only 2 lanes, and cars need to get through to go to football practice, etc. • What to do in case of a backup? o Cannot let boxes be stacked and people walk away from there o If person does not want to wait, they can come back • Each garbage can holds six boxes of paper — there are two garbage cans for shredding • Give them a "bill" saying how many boxes they have while they wait • Volunteers had to stay 1.5 hours after the noted ending time last year • Empty boxes o Some "empty" boxes are dirty and gross o Time - consuming to break down boxes — need two people to do that o Have a smaller dumpster for broken -down boxes? 4 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida March 24, 2016 o The school dumpster was far away — cannot be moved • Take two or three cars at a time • If they want to stay and watch, they have to pull over on the grass o Have angled parking not parallel parking • Manpower needs — 10 people at least at all times o One person to direct traffic for people who park o One to monitor the line (walking and talking to drivers) o Four to unload cars o Two to break down boxes • Two to handle money /receipts /tickets • If have a shift schedule, can get more volunteers (tap high school students) • Ms. Nevin will make up a schedule (google doc) • Board agreed to the $300 check and $200 tip • Have the "more than 10 boxes" people in the morning • Do not turn anyone away even if they come at the wrong time • How to handle people who are waiting • Post signs so people can see there will be a break • Tell people in line when the truck will be leaving • Truck should leave for emptying at 11 a.m. even if it is not full • The press release needs to be very specific on the times, etc. • Ms. Claude will write press release and send it to the Board B.. Tennis Carnival (April 23, 9:30 -11) Ms. Claude reported that she talked with Dave and they are confirmed for April 23, 2016, from 9:30 to 11:00 a.m. All the Board needs to do is show up; Dave takes care of everything else. Ms. Spells Anderson will purchase water, snacks for 35 people. Registration will be online, via the mail, or through the registration office in person. C. Youth Volunteer Bank /Bob Borovy Award Ms. Claude said she sent a reminder letter to students to turn in forms, and a postcard went out.about a week later. So far she has three returned forms. If the program starts to dwindle at some point, they may wish to discuss its future. Ms. Spells Anderson stated she was going to meet with Brigitte to figure out how to get information out to the target audience. She did not think the students were aware of the Volunteer Bank. One way is to advertise it through the PTAs. Ms. Claude sends information on the award directly to the high schools. She said it would be good if Board members could follow up with a phone call to the schools. She added the information is posted on Facebook, a press release is sent out, and it is advertised at the Fun Fair. Ms. Claude said she could make flyers and distribute them if the Board so desired. 5 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida March 24, 2016 IX. Future Meeting Dates: April 28, 2016 May 26, 2016 Ms. Spells Anderson suggested sending out an email to get people interested in the Relay for Life. It was noted they should have 15 people to walk before they commit to it so that nobody has to walk for longer than a half hour. Chair North suggested that they make a donation to the event from their community contributions. That would eliminate the need for individuals to get sponsors. Ms. Claude said they could probably order new shirts and pay for them out of the City account. She would need to know what is needed. Ms. (Loretta) Wilkinson will send an email to the Board for the shirt particulars (color, sizes, what to put on it, etc.). X. Adjournment Motion made by Ms. (Loretta) Wilkinson, seconded by Ms. Spells Anderson, to adjourn the meeting at 7:25 p.m. [Minutes transcribed by J. Rubin, Prototype, Inc.] f I 6