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Minutes 02-25-16 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, FEBRUARY 25, 2016, AT 6:00 P.M. Present: Dr. Tiffany North, Chair Sherri Claude, Recreation Administrator Dr. Stephanie Hayden, Vice Chair Mona Laventure, Prototype, Inc. Carla Colebrooks Carol Lundquist Hattie Miller Angelica Nevin Valencia Spells Anderson Loretta Wilkinson, Alternate Kathleen Wilkinson, Student Reg. Voting Member Alana Thomas, Student Reg. Voting Member (eft at 6:33 p.m.) Absent: Alice Robinson, Alternate I. Call to Order The meeting was called to order at 6:06 p.m. Self- introductions were made. 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 January 7, 2016 Motion made by Ms. Anderson, seconded by Ms. Miller, to approve the minutes of the January 7, 2016, meeting as presented. Motion not brought to vote. IV. Approval of Agenda It was noted that the individual scheduled to give the presentation on the Urban Youth Achievement Coalition had an emergency and would not be able to attend. The item will be rescheduled to next month. Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida February 25, 2016 Motion made by Ms. Colebrooks, seconded by Ms. Lundquist, to approve the agenda as amended. Motion not brought to vote. V. Announcements /Presentations /Correspondence A. Presentation on Boynton's Urban Youth Achievement Coalition — n/a VI. Public Audience (not addressed at this time) VII. New Business - None VIII. Old Business A. Shred- A -Thon It was reported that both dates of April 30, 2016, and May 7, 2016, were good. Chair North suggesting having it on May 7. Ms. Claude said she could negotiate the time and fees with the shredding company. The history of the event was detailed, noting they do it as a fundraiser several times a year. They have the event at Boynton Beach High School and use a company called The Red Shredder. People pay $5 per banker's box of documents to be shredded. The event generally raises between $1,000 and $1,500. Ms. Wilkinson said that at last year's event, the truck filled up early because the first people who came were corporate and had about 40 boxes of shredding each. The truck filled up and was sent to West Palm Beach to empty. Other customers were given numbers to keep their place in line until the truck came back. It cost more money because they had to pay the truck extra for the longer time, and Board volunteers had to stay longer. Options were discussed regarding separating residential versus business: • No corporate • Hiatus in the middle to dump the truck • RSVP for corporate with expected amounts of shredding • Corporate in the morning (9:00 to 11:00 a.m.), residential in the afternoon (12:15 — 1:30 p.m.) Another issue was that people left their boxes there, and cardboard cannot be shredded. A discount for people who take their boxes back with them was proposed: charge $10 per box for shredding and $5 if they take their boxes back. It would be difficult to make people take their boxes back since they might not be able to tell which boxes are theirs. There are some organizations that recycle cardboard - maybe they could pick up the boxes. 2 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida February 25, 2016 The truck costs $100 per hour plus tip, and they only have one truck. In general, they have paid $300. If the time is extended, the fee will increase. It was noted that if the truck has to make a trip to empty, it has to get to the facility before noon. It was noted that some people will show up regardless of the times specified, but they will not be turned away. There was discussion regarding shortening the shifts for the volunteers. Chair North requested that Mrs. Wilkinson check on the cost for the truck for the following times: 9:00 -11:00 a.m. for residential and 12:15 — 1:30 p.m. for corporate, incorporating travel time for unloading, etc. Future Board discussions will involve the phone tree, advertising, and volunteer assignments. B. Tennis Carnival (April 23, 9:30 -11) Ms. Claude will confirm the date of the event, as there was some uncertainty. She will email the Board members with the confirmation. Ms. Claude said that if the volunteers purchase snacks and drinks, they can provide her with receipts for reimbursement. Chair North suggested purchasing a certificate or gift for the event. C. Youth Volunteer Bank /Bob Borovy Award Ms. Claude did not have an update. She thought participation was dwindling and said she said she would send out reminders when their volunteer hours are due. The Award is advertised on the website, and information has been sent to all high schools. Ms. Claude had flyers available for distribution. VI. Public Audience (from earlier in the agenda) Dora Howard, from Relay for Life in Boynton Beach, announced their event on April 9, 2016, from 5:00 p.m. to 11:00 p.m. at Crystal Lakes Elementary. She explained it is an event to raise funds to fight cancer and is composed of teams. For each dollar received, the American Cancer Society spends 70 cents on research. There is no minimum amount of money required for participation. Ms. Howard asked for support from the Board in terms of participation and spreading the word. She was also interested in getting the information into the schools. More information on the event can be found at relayforlife.com. Vice Chair Hayden requested contact information from Ms. Howard, and also asked staff if they, as a Board, could participate since funds would be involved. Ms. Claude 3 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida February 25, 2016 advised that the Board could have a team as long as they are not making any money for themselves. In addition, they could not discuss any Board business there. Ms. Howard explained that at least one member from the team would have to be walking at all times. Chair Hayden said they would represent the Boynton Beach Youth Advisory Board. Ms. Nevin stated it would be a great opportunity to publicize the Board. IX. Future Meeting Dates March 24, 2016 April 28, 2016 X. Adjournment Upon motion duly made and seconded, the meeting was adjourned at 6:45 p.m. [Minutes transcribed by J. Rubin, Prototype, Inc.] 4