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Minutes 09-22-16MINUTES OF THE EDUCATION AND YOUTH ADVISORY BOARD MEETING HELD IN COMMISSION CHAMBERS, CITY HALL, 100 E. BOYNTON BEACH BOULEVARD, BOYNTON BEACH, FLORIDA ON THURSDAY, SEPTEMBER 22, 2016, AT 6:00 P.M. Present: Dr. Tiffany North, Chair Sherri Claude, Recreation Administrator Dr. Stephanie Hayden, Vice Chair Lori Wilkinson Angelica Nevin Carol Lundquist Valencia Spells Anderson Kathleen Wilkinson, Student, Reg, Voting Member Alana Thomas, Student, Reg. Voting Member Dariana Rodriguez, Student, Reg. Non -Voting Member Absent: Hattie Miller I. Call to Order Chair North called the meeting to order at 6:05 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. III. Approval of Minutes July 28, 2016 Motion Ms. Wilkinson moved to approve the July minutes. Ms. Lundquist seconded the motion that unanimously passed. IV. Approval of Minutes of August 25, 2016 Motion Ms. Wilkinson noted Ms. Claude's name was spelled incorrectly in the minutes. Ms. Wilkinson moved to approve the minutes. Ms. Spells -Anderson seconded the motion that unanimously passed. Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida September 22, 2016 V. Approval of Agenda Motion Lori Wilkinson moved to approve the agenda. Ms. Spells -Anderson seconded the motion that unanimously passed. VI. Announcements/Presentations/Correspondence Lori Wilkinson advised she sent a get well card on behalf of the Board to Hattie Miller the day after the last meeting. She should have received it within a few days. VII. Public Audience None VIII. New Business A. Donation Request from Freedom Shores Elementary School Lori Wilkinson introduced new member Dariana Rodriguez to the Board. Julie Beesley, Freedom Shores Elementary School teacher, thanked the Board for their support of Freedom Shores programs in the past. The school promotes science, technology, engineering and math (STEM) initiatives and they make use of every dime they receive. She explained science, engineering, communication, mathematics and education/engagement (SECME) is a club. It is expensive and the items they buy, such as balsa wood, washers and others, are used each year and cannot be recycled. Last year, the class won second place, overall, in a SECME competition and took third place in bottle rockets on the national level competing against 49 other states. They entered the Science Museum, Drop it Build it competition. There were 15 elementary school awards, and they won five. Students come in at 7 a.m. and stay after school. It is an intense club, and the students learn much. (Alana Thomas arrived at 6:12 p.m.) Ms. Beesley loves the clubs and was requesting funds to help it again this year. Dr. Hayden asked if the science department provides funds for SECME and learned they do not. Ms. Beasley advised she runs the STEM lab and does not receive funding for that either. Dr. North inquired if the Club had any existing funds and was advised Ms. Beasley and her husband donated $250 for startup costs because there were no funds at all and she needed something for the students to work on right away. They also asked parents for a $50 donation and most have sent it in. They have about $500 now, but the Club uses 2 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida September 22, 2016 $1,000 to $1,500 a year. The Olympiad competition is on February 25th at Santaluces High School, and they will enter bottle rockets, cars, generators, banners, posters and others, and the Brain bowl team will compete. The Drop it, Build it competition has not been announced, but it is usually around the end of April and beginning of May. They are both Saturday events. They will submit rockets, Clean Its, Egg Drop Roller Coaster and Float Its. She has 20 club members and they will all be submitting activities. Ms. Spells -Anderson asked what other fundraising activities they have undertaken aside from asking for donations from the parents. Ms. Beesley explained she has not done anything yet. They have some funds because she and some parents had donated but as they get further in, the funds will be used. Chair North explained, per the Board's policy, the Board will discuss it and get back with her. Ms. Beasley thanked the Board and advised the children flourish. About 70 to 80 students try out for SECME and she has to turn people away. She explained SECME was implemented in lower economic neighborhoods to foster engineering skills for the neighborhood youth and she is always mindful of students that do not have resources and often parents do not have. Ms. Spells -Anderson was a SECME member and got a scholarship to FAU through SECME Dr. Hayden was also the SECME Coordinator for Congress Middle School. It was noted it is an extra -curricular activity on the elementary level. Dr. Hayden noted the Shred-a-Thon fundraiser would be held October 1St and Ms. Beesley agreed to spread the word. The more money the Board makes the more they can donate. IX. Old Business A. Board Retreat The members discussed the Board Retreat was not finalized nor did they get full compliance with completion of the Doodle which made the retreat difficult to schedule. It was thought the members should choose a day, meet with who can meet, and go from there. The weekend seemed the most convenient, but the responses were less than expected, indicating only if the members had to meet on a weekend. There are no meetings scheduled in November and the members thought maybe they should have a retreat in January. Dr. North suggested the members pick two weekend dates. After brief discussion, the majority of the members selected November 12th from 10 a.m. to 12 p.m. The members would discuss the direction of the Board, how to better engage the community and students, and how to be creative regarding fundraising activities. They can put a to-do list together to make sure they have shared responsibilities with planning the year out. Ms. Claude agreed to check if Intracoastal Park Clubhouse was available. Lori Wilkinson suggested a round table format would be helpful at the Library or Intracoastal Park Clubhouse. There are also other recreation facilities where they can meet. Ms. Claude would take the notes. 3 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida September 22, 2016 At the next meeting, members should bring specific concerns and items they would like to address at the October 27th meeting which would be discussed at the retreat. B. Shred-A-Thon: October 1, 10-12 Ms. Claude explained the press release is done and will be in the paper next week. She posted the event on social media and emailed the event details to all on the list and will blast it again next week. She divided the phone number only list into four parts, which she distributed and she requested four volunteers make phone calls. It was clarified the Shred-a-Thon is designed to shred paper only. Ms. Thomas asked if flyers were available for distribution. Ms. Claude agreed to email them to the members and commented most individuals learn about the event through social media and the newspaper. The Board also has official permission from Boynton Beach High School, although they are technically outside the property as in the past. Some school employees were unaware of the event. Dr. Hayden inquired if the members would man the event in shifts because she would not be present for the entire time and learned most of the members agreed to be at the event the entire time. Lori Wilkinson suggested obtaining volunteers to help unload boxes to make things move more smoothly as an assembly line method can be used. There also has to be room for other vehicles to drive by as there are usually school activities occurring Ms. Nevin asked if past recipients of the Borovy Award are notified of the events and if they are encouraged to share what the scholarship has done for them and learned the recipients are in college. Ms. Claude also commented the only communication they have with them is they are invited to be a judge for the next award and they have all done so. Ms. Nevin thought a short statement from them to distribute at the Shred-a- Thon might help and Dr. Hayden suggested it be posted on Facebook. Ms. Claude advised she had their email addresses and also saved the newspaper articles. She will look through the file. Ms. Claude will bring the tent, trash receptacles, signs and stakes. Ms. Thomas asked who would handle volunteer hours and learned any member of the Board could sign off. Dr. Hayden commented when creating a short statement to distribute, it should be posted on Facebook. Lori Wilkinson noted when she makes telephone calls, she usually gets an answering machine and the message should specify the event is at the Gateway entrance to the High School, the same place as the last event. The Charter School across the street parks their buses in the parking lot which is a good landmark to give. They also added wording this year the event is from 10 to 12 or until the truck is full. Ms. Claude requested if telephone numbers were no longer valid they should be crossed off and given to Ms. Claude so she can update the list and obtaining an email address would be even better. C. Youth Volunteer Bank/Bob Borovy Award E Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida September 22, 2016 Ms. Claude reported the information on the Borovy Award will be on the website November 1, advising how to apply. A. Donation request from Freedom Shores Elementary School Lori Wilkinson noted she, Dariana Rodriguez and Kathleen Wilkinson have to abstain from voting. Lori Wilkinson commented the SECME Club is amazing and the funds are not frivolously spent. Ms. Beesly heads many of the clubs. The request is for $500 and Ms. Beesley had stated they have some funds. Motion Dr. Hayden moved to give $250 as opposed to $500 because of the funds they have already. Lori Wilkinson seconded the motion for discussion. Lori Wilkinson commented Ms. Beesly had indicated they need $1,000 and $1,500, and the start-up funds were donated by her and her husband. The school and parents do not have a lot. Lori Wilkinson described some of the projects the club has created and the items needed. The items are expensive. Everything they use is expendable. Some items can be donated, but they need the cash. Vote The motion failed 1 3, (Ms. Lundquist, Ms. Nevin and Ms. Spells Anderson dissenting.) Motion Ms. Nevin moved to completely fund the request for $500, Ms. Lundquist seconded the motion. The motion passed 4-2 (Dr. Hayden and Ms. Spells Anderson dissenting.) Ms. Lundquist explained she favored the request because it is an extremely important academic field that can create a future for students. Dr. Hayden noted the fund is a long-range fund. The SECME Club had a start and schools can fundraise. It was noted the teacher was attempting to raise funds for her group. IX. Future Meeting Dates: October 27, 2016 December — TBD Dr. North announced the only Thursday free to hold a meeting in December is the 15th Lori Wilkinson advised she and Kathleen had a conflict of interest and would not vote. There was agreement the members schedules the meeting in December for the 15th and if the members cannot attend, they should contact the City Clerk's office. If there is no quorum there will not be a meeting. Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida September 22, 2016 Dr. North reviewed the balances of the various accounts. Ms. Lundquist inquired where the Shred-a-Thon funds would be used and learned usually they are deposited into Community Funds and then at meetings it is split up between the various accounts by the Board. Lori Wilkinson suggested if someone wanted to volunteer to approach candidates, as sometimes candidates have campaign funds left over, they may donate to the Board. Dr. Hayden commented she is conservative with the distribution of funds and thought the Board should err on the side of caution and hear all's comments and points of view as it pertains to funds donated to the Board. X. Adjournment Motion There being no further business to discuss, Dr. Hayden moved to adjourn. Kathleen Wilkinson seconded the motion that unanimously passed. The meeting was adjourned 6:51 p.m. h I 4V&k' Catherine Cherry Minutes Specialist APPOINTED OFFICERS (continued) • A copy of the form must be provided immediately to the other members of the agency. • The form must be read publicly at the next meeting after the form is filed. , IF YOU MAKE NO ATTEMPT TO INFLUENCE THE DECISION EXCEPT BY DISCUSSION AT THE MEETING: • You must disclose orally the nature of your conflict in the measure before participating. • You must complete the form and file it within 15 days after the vote occurs with the person responsible for recording the minutes of the meeting,who must incorporate the form in the minutes.A copy of the form must be provided immediately to the other members of the agency, and the form must be read publicly at the next meeting after the form is filed. DISCLOSURE OF LOCAL OFFICER'S INTEREST I, i\-ArN e l?JY\ , hereby disclose that on 41LYS60ai/ —re F. a.2- ,20 1 (P : (a)A measure came or will come before my agency which(check one or more) inured to my special private gain or loss; inured to the special gain or loss of my business associate, • X' inured to the special gain or loss of my relative, m�.( S1 Sre cA • inured to the special gain or loss of , by whom I am retained;or inured to the special gain or loss of ,which is the parent subsidiary, or sibling organization or subsidiary of a principal which has retained me. (b)The measure before my agency and the nature of my conflicting interest in the measure is as follows: If disclosure of specific information would violate confidentiality or privilege pursuant to law or rules governing attorneys, a public officer, who is also an attorney, may comply with the disclosure requirements of this section by disclosing the nature of the interest in such a way as to provide the public with notice of the conflict. 1D—D-1 ('P A11-14kt471Date Filed Signature 4 NOTICE: UNDER PROVISIONS OF FLORIDA STATUTES §112.317, A FAILURE TO MAKE ANY REQUIRED DISCLOSURE CONSTITUTES GROUNDS FOR AND MAY BE PUNISHED BY ONE OR MORE OF THE FOLLOWING: IMPEACHMENT, REMOVAL OR SUSPENSION FROM OFFICE OR EMPLOYMENT, DEMOTION, REDUCTION IN SALARY, REPRIMAND, OR A CIVIL PENALTY NOT TO EXCEED$10,000. CE FORM 8B-EFF.11/2013 PAGE 2 Adopted by reference in Rule 34-7.010(1)(f),F.A.C. FORM 8B MEMORANDUM OF VOTING CONFLICT FOR COUNTY, MUNICIPAL, AND OTHER LOCAL PUBLIC OFFICERS LAST NAME-FIRST NAME-MIDDLE NAME NAMEv�OF BOARD,COUNCIL,COMMISSION, \ MAILINGv. ADDRESS TH j AUTHORITY,`OR COMMITTEE I CV\\e e N\ �BOARD,COUNCIL,G occ � C ,CMMILSS1IO ION,AUTHORITY OR COMMITTEE ON ac WHICH I SERVE IS A UNIT OF: L1S' r/V'`�I�V \` Nr' CITY 0 COUNTY 0 OTHER LOCAL AGENCY CITY COUNTY NAME OF POLITICAL SUBDIVISION: �\ \ G Cid DATEDPWIMICA VOTE OCCURRED MY POSITION IS: fD-'3-1 ❑ ELECTIVE APPOINTIVE WHO MUST FILE FORM 8B This form is for use by any person serving at the county, city, or other local level of government on an appointed or elected board, council, commission, authority, or committee. It applies to members of advisory and non-advisory bodies who are presented with a voting conflict of interest under Section 112.3143, Florida Statutes. Your responsibilities under the law when faced with voting on a measure in which you have a conflict of interest will vary greatly depending on whether you hold an elective or appointive position. For this reason, please pay close attention to the instructions on this form before completing and filing the form. INSTRUCTIONS FOR COMPLIANCE WITH SECTION 112.3143, FLORIDA STATUTES A person holding elective or appointive county, municipal, or other local public office MUST ABSTAIN from voting on a measure which would inure to his or her special private gain or loss. Each elected or appointed local officer also MUST ABSTAIN from knowingly voting on a measure which would inure to the special gain or loss of a principal (other than a government agency) by whom he or she is retained (including the parent, subsidiary, or sibling organization of a principal by which he or she is retained);to the special private gain or loss of a relative;or to the special private gain or loss of a business associate. Commissioners of community redevelopment agencies(CRAB)under Sec. 163.356 or 163.357, F.S., and officers of independent special tax districts elected on a one-acre, one-vote basis are not prohibited from voting in that capacity. For purposes of this law, a "relative" includes only the officer's father, mother, son, daughter, husband, wife, brother, sister, father-in-law, mother-in-law, son-in-law, and daughter-in-law.A"business associate" means any person or entity engaged in or carrying on a business enterprise with the officer as a partner, joint venturer, coowner of property, or corporate shareholder(where the shares of the corporation are not listed on any national or regional stock exchange). * * * * * * * * * * * * * * * * ELECTED OFFICERS: In addition to abstaining from voting in the situations described above,you must disclose the conflict: PRIOR TO THE VOTE BEING TAKEN by publicly stating to the assembly the nature of your interest in the measure on which you are abstaining from voting;and WITHIN 15 DAYS AFTER THE VOTE OCCURS by completing and filing this form with the person responsible for recording the minutes of the meeting,who should incorporate the form in the minutes. * * * * * * * * * * * * * * * * APPOINTED OFFICERS: Although you must abstain from voting in the situations described above, you are not prohibited by Section 112.3143 from otherwise participating in these matters. However, you must disclose the nature of the conflict before making any attempt to influence the decision, whether orally or in writing and whether made by you or at your direction. IF YOU INTEND TO MAKE ANY ATTEMPT TO INFLUENCE THE DECISION PRIOR TO THE MEETING AT WHICH THE VOTE WILL BE TAKEN: • You must complete and file this form (before making any attempt to influence the decision)with the person responsible for recording the minutes of the meeting,who will incorporate the form in the minutes. (Continued on page 2) CE FORM 8B-EFF.11/2013 PAGE 1 Adopted by reference in Rule 34-7.010(1)(f),F.A.C. APPOINTED OFFICERS (continued) • A copy of the form must be provided immediately to the other members of the agency. • The form must be read publicly at the next meeting after the form is filed. IF YOU MAKE NO ATTEMPT TO INFLUENCE THE DECISION EXCEPT BY DISCUSSION AT THE MEETING: • You must disclose orally the nature of your conflict in the measure before participating. • You must complete the form and file it within 15 days after the vote occurs with the person responsible for recording the minutes of the meeting,who must incorporate the form in the minutes.A copy of the form must be provided immediately to the other members of the agency, and the form must be read publicly at the next meeting after the form is filed. DISCLOSURE OF LOCAL OFFICER'S INTEREST f- I, �O i f [lJ l �C �t S d f1 , hereby disclose that on ` Z Z ,20 Ho : (a)A measure came or will come before my agency which(check one or more) inured to my special private gain or loss; inured to the special gain or loss of my business associate, • V ( � j inured to the special gain or loss of my relative, "Da u c�ft+ c/ I C l C.t inured to the special gain or loss of J , by whom I am retained;or inured to the special gain or loss of ,which is the parent subsidiary,or sibling organization or subsidiary of a principal which has retained me. (b)The measure before my agency and the nature of my conflicting interest in the measure is as follows: If disclosure of specific information would violate confidentiality or privilege pursuant to law or rules governing attorneys, a public officer, who is also an attorney, may comply with the disclosure requirements of this section by disclosing the nature of the interest in such'a way as to provide the public with notice of the conflict. r Date Filed Signature NOTICE: UNDER PROVISIONS OF FLORIDA STATUTES §112.317, A FAILURE TO MAKE ANY REQUIRED DISCLOSURE CONSTITUTES GROUNDS FOR AND MAY BE PUNISHED BY ONE OR MORE OF THE FOLLOWING: IMPEACHMENT, REMOVAL OR SUSPENSION FROM OFFICE OR EMPLOYMENT, DEMOTION, REDUCTION IN SALARY, REPRIMAND, OR A CIVIL PENALTY NOT TO EXCEED$10,000. CE FORM 8B-EFF.11/2013 PAGE 2 Adopted by reference in Rule 34-7.010(1)(f),F.A.C. FORM 8B MEMORANDUM OF VOTING CONFLICT FOR COUNTY, MUNICIPAL, AND OTHER LOCAL PUBLIC OFFICERS LAST NAME-FIRST NAME-MIDDLE NAME NAME OF BOARD,COUNCIL,COMMISSION,AUTHORITY,OR COMMITTEE LL) 1 1 k l` c sO i1 Lo C E +t-(� MAILING ADDRESSDR " THE BOARD,COUNCIL,COMMISSION,AUTHORITY OR COMMITTEE ON si 5 p Ski C�q l Civ j WHICH I SERVE ISA UNIT OF: CITY` IJ VC\OUNTY CITY ❑COUNTY ❑OTHER LOCAL AGENCY 1;0 f " (7 c-- DATE ( _ NAME OF POLITICAL SUBDIVISION: DATE ON WHICH VOTE OCCURRED e'\ MY POSITION IS: q — -- - f ELECTIVE APPOINTIVE WHO MUST FILE FORM 8B This form is for use by any person serving at the county, city, or other local level of government on an appointed or elected board, council, commission, authority, or committee. It applies to members of advisory and non-advisory bodies who are presented with a voting conflict of interest under Section 112.3143, Florida Statutes. Your responsibilities under the law when faced with voting on a measure in which you have a conflict of interest will vary greatly depending on whether you hold an elective or appointive position. For this reason, please pay close attention to the instructions on this form before completing and filing the form. INSTRUCTIONS FOR COMPLIANCE WITH SECTION 112.3143, FLORIDA STATUTES A person holding elective or appointive county, municipal, or other local public office MUST ABSTAIN from voting on a measure which would inure to his or her special private gain or loss. Each elected or appointed local officer also MUST ABSTAIN from knowingly voting on a measure which would inure to the special gain or loss of a principal (other than a government agency) by whom he or she is retained (including the parent, subsidiary, or sibling organization of a principal by which he or she is retained);to the special private gain or loss of a relative;or to the special private gain or loss of a business associate. Commissioners of community redevelopment agencies(CRAB)under Sec. 163.356 or 163.357, F.S., and officers of independent special tax districts elected on a one-acre, one-vote basis are not prohibited from voting in that capacity. For purposes of this law, a "relative" includes only the officer's father, mother, son, daughter, husband, wife, brother, sister, father-in-law, mother-in-law, son-in-law, and daughter-in-law. A"business associate" means any person or entity engaged in or carrying on a business enterprise with the officer as a partner, joint venturer, coowner of property, or corporate shareholder(where the shares of the corporation are not listed on any national or regional stock exchange). ELECTED OFFICERS: In addition to abstaining from voting in the situations described above,you must disclose the conflict: PRIOR TO THE VOTE BEING TAKEN by publicly stating to the assembly the nature of your interest in the measure on which you are abstaining from voting; and WITHIN 15 DAYS AFTER THE VOTE OCCURS by completing and filing this form with the person responsible for recording the minutes of the meeting,who should incorporate the form in the minutes. * * * * * * * * * * * * * * * * APPOINTED OFFICERS: Although you must abstain from voting in the situations described above, you are not prohibited by Section 112.3143 from otherwise participating in these matters. However, you must disclose the nature of the conflict before making any attempt to influence the decision, whether orally or in writing and whether made by you or at your direction. IF YOU INTEND TO MAKE ANY ATTEMPT TO INFLUENCE THE DECISION PRIOR TO THE MEETING AT WHICH THE VOTE WILL BE TAKEN: • You must complete and file this form (before making any attempt to influence the decision)with the person responsible for recording the minutes of the meeting,who will incorporate the form in the minutes. (Continued on page 2) CE FORM 8B-EFF.11/2013 PAGE 1 Adopted by reference in Rule 34-7.010(1)(f),F.A.C.