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Minutes 05-26-16 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, MAY 26, 2016, AT 5:30 P.M. Present: Dr. Tiffany North, Chair Amy Blackman, Recreation Dr. Stephanie Hayden, Vice Chair Superintendent Valencia Spells Anderson Mona Laventure, Prototype, Inc. Angelica Nevin Carla Colebrooks (5:46 p.m. - 6:21 p.m.) Carol Lundquist Lori Wilkinson, Alternate Kathleen Wilkinson, Student Reg. Voting Member Alana Thomas, Student Reg. Voting Member Absent: Hattie Miller Joshua Braten, Student, Reg. Non- Voting Member Alice Robinson, Alternate I. Call to Order The meeting was called to order at 5:39 p.m. Roll call was taken. II. Pledge of Allegiance The members recited the Pledge of Allegiance to the Flag. III. Approval of Minutes of March 24, 2016 Motion made by Carol Lundquist, seconded by Angelica Nevin, to approve the minutes of the March 24, 2016, meeting. • Staff has requested that first and last names are used in the minutes. • Other changes will be brought up later in the agenda. IV. Approval of Agenda Motion made by Angelica Nevin, seconded by Valencia Spells Anderson, to approve the agenda. In a voice vote, the motion passed unanimously. V. Announcements/Presentations/Correspondence A. Thank You Letter from Poinciana Elementary School Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida May 26, 2016 A thank you letter was received, in which the school stated they are very thankful for the $500 given to the Robotics Team by the Board. The Board also received a card with all students and the coach signing it. Dr. Tiffany North, Chair, thanked all who came to the Shred -a -thon. VI. Public Audience - none Vil. New Business A. Donation Request from Sister Cities Dr. Tiffany North, Chair, introduced the donation request, which is to assist two sophomore students from Boynton Beach Community High School to attend the Youth Leadership Summit in Washington, D.C., in July. [Carla Colebrooks arrived at 5:46 p.m.] Lori Wilkinson provided a background on the donation request, noting that the Board has sponsored Sister Cities often; Boynton Beach has two sister cities. Jeanne Heavilin, 734 NE 9 Avenue, President of Greater Boynton Beach Sister Cities, said the program has formed a Youth Board this year. Two students have already begun a relationship with a school of music in Les Cayes, Haiti, one of the sister cities. Sending the students to the Youth Summit would be beneficial for them. Jeanne Heavilin stated that they have raised $900 of the $1200 needed for both students. There will be a fundraiser on June 4, 2016, at a flea market, where the girls will have a table to raise money for the trip. Cassandra St. Fort, Boynton Beach High, stated they are looking for clothes and shoes for the flea market. People who wish to donate items can contact Jeanne. Heavilin. Contact information was shared. Jeanne Heavilin stated they are only requesting $300 ($150 per student), and the students have been advised there may be a follow -up presentation. She said the City Commission is becoming very involved with the program. Jeanne Heavilin further advised there is no deadline for receipt of the funds, although they would appreciate a notification as soon as possible for planning purposes. She hoped they would be able to send two different students each year. The two -year commitment refers to what they ask of the students in return for sending them to the conference. The students will pay their own transportation costs; the fundraising is for the registration fee, covering their lodging, food, touring, and the conference. 2 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida May 26, 2016 Motion made by Valencia Spells Anderson, seconded by Carol Lundquist, to donate $300 to the Sister Cities program. Motion not brought to vote. Lori Wilkinson pointed out that they usually do not vote while applicants are still present, especially when there is a disagreement about giving the funds. However, in this case, there do not appear to be concerns. Jeanne Heavilin stated that this request is only for this year; hopefully they would be able to build up their funding so they would not need to return next year. She said they would consider other types of fundraising in the future. VIII. Old Business A. Shred- A -Thon Dr. Tiffany North, Chair, reported that it did not turn out as well as hoped. She did appreciate efforts by all, however. She said the final total was $530 in cash (gross), but only $130 net. The following were comments made pertaining to the event: • Being on Mother's Day weekend may have been bad o Competing events and travel • Announcements that they were not to come at certain times was a factor • Take out the caveat about that • Say there will be a window when the truck may be emptying, and may have to take a break between certain times • Ask if they can promote that the truck can also destroy hard drives • Did the different fees for box or no box have an impact? • People were still willing to donate • Marketing was good • Limitation on commercial versus residential was not good • Use tag line: "Shred now, rather than later" and say it is first come, first served • Snowbirds may have already left o Fewer people responded to phone calls • Who has updated emails? (Sherry Claude) • Do not do it on a holiday or special weekend, and do not have restrictions or caveats • When should it be done again? o Too hot in summer • Only have $1100 in the Community Contributions Bank will that last until October? o Will be fewer donation requests in the summer 3 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida May 26, 2016 Dr. Tiffany North, Chair, stated they had discussed brainstorming different fundraising activities, and suggested they put that on the agenda for the next meeting. Lori Wilkinson said they have done different fundraisers over the years, but did not want this board to become all about money and fundraising. She recommended continuing with the Shred -a -thon because it does not cost much time -wise and there is not a lot of expenditure involved. Dr. Stephanie Hayden, Vice Chair, reported that she recently went to a City field day in Kendall, which could be a type of fundraiser in coordination with Parks and Recreation and Sister Cities. She thought it would be good to show that this Board is involved with the City. Carol Lundquist recommended staying with fundraising in the spring and fall, when more people are here. It was noted that they had discussed having the Shred -a -thon three times a year, but they had never talked to the shredding people about it. Angelica Nevin suggested talking to the shredding people for input on what others do. She pointed out it is expensive to have it if they do not get people to come out. Reasons for the failure continued, with the possibility being mentioned that shred -a- thons are becoming too common, and some cities do them for free. Alana Thomas said that young people think of what the fundraiser will do for them and asked if the Board had considered involving schools where students can benefit from volunteer hours for graduation. She thought students would volunteer from Boynton High and suggested asking the marching band to play or having some other way to showcase the school. Valencia Spells Anderson said that distributing flyers to the schools is not effective, and student Alana Thomas mentioned that students throw papers away and prefer electronic communication. Dr. Tiffany North, Chair, believed the bigger picture was getting their name out and how they support the community. She suggested talking to the communications person from the School District to see how they can go into the schools and find out what support the Board could give them. Carla Colebrooks said they need to consider getting on the agenda of the School Board and start talking about how students can get involved and get volunteer hours. She mentioned that she is on a team called Social Media Consultants, and social media is very effective getting the word out. Valencia Spells Anderson said there is a Back -to- School Bash at St. John's every August, and the Board has been invited to set up a table for information. Carla Colebrooks said she would be willing to do the social media aspect including Periscope via Twitter. 4 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida May 26, 2016 Carol Lundquist mentioned that she has been asked many times what the money is for that is raised at the Shred -a -thon, and she suggested a flyer explaining that. It was noted there is already a tri -fold brochure about the Board. A presentation at Children's Services Council was also suggested. Valencia Spells Anderson will follow up on that and the Back -to- School Bash. B. Youth Volunteer Bank/Bob Borovy Award There is $1248.02 in the Youth Bank. The Bob Borovy Award has $2,112.03. IX. Future Meeting Dates: June 23, 2016 Presentation by Lauren Trainor, Deaf & Hard of Hearing Resource Teacher for PBC School District The tennis carnival was April 23, 2016, and was "great." Gratitude was expressed for Hunters Run for sponsoring it and to Dave Cordray for helping. At this point, Dr. Tiffany North, Chair, returned to corrections to the minutes. • pg. 3, paragraph 7, line 4: "make take" should be "may take" • pg. 5, first line under "Tennis Carnival" should give the last name of "Dave" and where he is from • pg. 5, last paragraph, first sentence, "Brigitte" should be "Bridges of Palm Beach County" • pg. 5, last paragraph, second to last line, "Fun Fair" should be "Funfare" Motion made by Carol Lundquist, seconded by Valencia Spells Anderson, to accept the minutes of the March 24, 2016, with the revisions as defined. Motion not brought to vote. Jeanne Heavilin announced they have a seat reserved on their board for someone from the Education and Youth Advisory Board. The meetings are on the third Thursday of the month (June 9, 2016, for the month of June) at 6:00 p.m. at the Women's Club. She said the members could rotate. X. Adjournment Upon motion duly made and seconded, the meeting was adjourned at 6:28 p.m. [Minutes transcribed by J. Rubin, Prototype, Inc.] 5