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Minutes 01-26-17MINUTES OF THE EDUCATION AND YOUTH ADVISORY BOARD MEETING HELD IN CITY HALL, 100 EAST BOYNTON BEACH BOULEVARD BOYNTON BEACH, FLORIDA ON THURSDAY, JANUARY 26, 2017, AT 6:00 P.M. PRESENT: Dr. Tiffany North, Chair Carole Lundquist Gregory Murphy Peggy Laguerre Angelica Nevin Valencia Spells Anderson Anthony Altieri, Alternate Alana Thomas, Student, Reg ABSENT: Sherri Claude, Board Liaison Voting Member (Arrived 6:96 p.m.) Carla Colebrooks Robert Whedon, Alternate Dariana Rodriguez, Student, Reg. Voting Member Kathleen Wilkinson, Student, Reg. on -Voting Member I. Call to Order Dr. North called the meeting to order at 6:02 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 September 22, 2016 Motion Ms. Nevin moved to approve the minutes. Mr. Murphy seconded the motion that unanimously passed. IV. Approval of Minutes of October 27, 2016 Motion Ms. Nevin moved to approve the minutes. Ms. Lundquist seconded the motion that unanimously passed. Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida January 26, 2017 V. Approval of Agenda Motion Mr. Murphy moved to approve the agenda. Ms. Nevin seconded the motion that unanimously passed. VI. Announcements/Presentations/Correspondence Dr. North noted Hattie Miller, a former longtime Board member was present. Lori Wilkinson, 2458 S. Cranbrook Drive, announced the Greater Boynton Beach Foundation/Hunters Run/Realtors Association of the Palm Beaches, Congress Avenue Barrier Free Park 5K Run, Walk and Roll event on February 11th. Ms. Wilkinson explained it is an event to benefit a beautiful handicapped accessible park that features play equipment that can be used by people of all abilities. She invited all to attend. The goal is to obtain more equipment for the park. They recently obtained a grant and a $250,000 piece of equipment was being readied to be installed there. Ms. Wilkinson explained this was the fifth year the event is taking place. Last year, they worked with a non-profit group in Oregon who made a magic wheelchair for a little girl who was the honorary starter. She started the race in a princess carriage made by this group that fit around her wheelchair complete with lights, bubbles and tooling. Ms. Wilkinson further explained this year's honorary starter is Emma Pietrafesa in a purple 2010 Camero, built by Officer Will Rodriguez and Kevin Ramsey, Project Director, for the City. The unveiling event, called "Magic Wheels and Special Deals", will take place on February 10th, from 4 to 6 p.m. at Barrier Free Park and will include vendors that are all affiliated with people with special needs. There are microbusinesses run by people with special needs, such the Chocolate Spectrum, from Jupiter which makes gourmet chocolate. All the employees who work at the Chocolate Spectrum have some degree of autism. She needed volunteers for Friday night and Saturday. Dr. North asked if there were brochures and learned information is on the City's website as Barrier Free 5K /Palm Beach Race.com, and on Facebook. She left a few brochures. The 5K begins at 7:30 a.m. There is a wheelchair division and children's division, which was a 100 yard dash. This year the children's division race was extended to one mile. Ms. Wilkinson note the event is a checked timed race and is considered an official race. The race starts at the park and travels through the Hunters Run community, which allows access through their community to this event every year. Dr. Stephanie Hayden, did not want to provide her address as the City has it on file. She explained she was the former Vice Chair on the Board and she was abruptly removed from the Board she served on for the past two years. She sees new faces and was told yesterday evening that somehow there was a mistake made and her application was not processed with the rest of the applications and she was told 2 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida January 26, 2017 someone had a personal conversation with a Commissioner to be on the Board because they did not want to serve as an alternate. She thought the Board should know why she is not currently on the Board. She advised the Commissioner she was referring to was Vice Mayor McCray. VII. Public Audience Jeanne Heavilin, 734 NW 4T" Avenue, gave an update on Boynton Beach Sister Cities events. She noted it was time for the Young Artists/Young Authors Showcase. She distributed fliers and guidelines and explained this year's theme was Going Places, and youth will be asked to present their goals and how to achieve them. The activity is available to middle or high school students that live in Boynton Beach or attend a Boynton Beach school. (Alana Thomas arrived of 6:16 p.m.) This year, the exhibit will be displayed at the Boynton Beach Mall. Ms. Heavilin commented she will return to the Board to ask for volunteers to help set up. As always, because Sister Cities gives cash awards to the winning students and art departments, they are always looking for sponsors. The members suggested Ms. Heavilin fill out a donation request form. Ms. Heavilin also apprised the Board the City of Boynton Beach approved a Sister Cities relationship with Rauma, Finland. This is Boynton Beach's third Sister City, having a Sister City in Qufu, China and Les Cayes, Haiti. They hoped to have a virtual signing of the Sister Cities agreement via skype next week and will have an official delegation going to Rauma in June headed by Mayor Grant. She advised Sister Cities would love to have a representative from the Board go. The official signing will take place on June 22, or the third week of June. Finland is known to provide the best education in the world and it would be a good opportunity to meet some of the Finland educators. Ms. Heavilin will be meeting with Boynton Beach High School next week to set up a Sister Cities exchange which may include artwork, a travelling exhibit and a town meeting with skype, if they can figure out the time differences between the four countries and learn about common issues for teenagers in the four countries. A small group of teachers in Qufu China are interested in coming to Boynton Beach to spend a week or two observing some of the City's schools and most likely the high school to observe some of the academies. Ms. Heavilin also noted the last time she appeared, there was discussion about having a member of the Board attend the Sister Cities meetings, but she did not apprise the Board of the dates. She announced Sister Cities now meets the third Thursday of every month at the Boynton Beach Library at 6 p. M. 3 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida January 26, 2017 VIII. New Business A. Donation Request from Boynton Beach High School Theatre Academy Lori Wilkinson, 2458 S. Cranbrook Drive, explained Board member Kathleen Wilkinson was not present due to her performing in Peter and the Star Catcher, playing at Boynton Beach High school. She provided the show dates and times and explained the play is a story related to Peter Pan and it is a very kid friendly show. She explained Leanne Olivera heads the Theater Academy and she put on a request for their 9th through 12th grade students that have qualified to go to the State competition in Tampa in March. She announced Kathleen Wilkinson was already going. It cost $400 per student and above and beyond that, there are transportation and other expenses. Many students have been working their own jobs, but they did not fundraise selling chocolates. They have looked for donations in other areas. The event takes place just before the first weekend in spring break. She commented the students are amazing. She has seen many of their productions and they never cease to amaze her when they perform. It was noted Ms. Olivera was not available to make the request due to the show. On a different note, Lori Wilkinson advised she was also a victim of a membership mishap on the Board. She was sure it would be worked out, and she will continue to work with the Board and would be back. VIII. Old Business A. Fundraising Chair North explained they held a board retreat and discussed fundraising opportunities; one of which was connecting with restaurants when they have nights they would donate a portion of their sales, having events potentially at the Sims Center and other opportunities She commented the members should decide on dates to hold fundraisers. The members had previously discussed a Valentine's Day event and Ms. Claude would check to see if the Intracoastal building was available for a Parents Nights Out. Valentine's Day falls on a Tuesday and it was pointed out many parents may not go out that evening, but may on a Friday. There was discussion whether or not there would be enough time to organize an event. It was noted the Board's one big fundraising activity was the Shred-a-thon which was becoming more popular with other organizations and they are making less and less money. The Board wanted to find new ways or opportunities to raise funds so the Board could approve donation requests and do certain things. Any ideas were welcome. Sweet Tomatoes and Chili's offer a percentage of the food sales to organizations having an event at the restaurant. Paint disposal and drop off was also contemplated as well as a Parent's Night Out at the Intracoastal. Ms. Nevin noted an excel spreadsheet documented how monies have come in and been paid out. The last fundraising event was selling water and chips at the holiday 0 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida January 26, 2017 parade. The Board can look at other activities. Ms. Nevin noted there are leftover juice boxes, water and chips and they will expire so it was hoped they can hold the event again or a similar event. It was noted the CRA holds a Movies in the Park each month, which they could approach. Ms. Claude will speak with the Recreation's Special Events Manager, to include the Board at other events. They had met with her before the parade and she thought it was a great idea. Ms. Claude agreed to compile events and dates as far ahead as they know and she pointed out many of the events through May are in Funfare Magazine. She will email the members event dates beyond May. She noted the members will have to go through a background check if there is a fundraiser that involves watching children as a volunteer though the City. Ms. Nevin questioned if a background check would be completed before Valentine's Day and learned it would not. There was discussion about opportunities at the Kinetic Art and Symposium, but there was not enough time. Chair North requested the members come up with one or two dates for restaurants to be discussed at the next meeting. Ms. Claude would also email a list of events to the members next week. Ms. Lundquist noted at the retreat, Ms. Claude was going to check if the Board could utilize a GoFundMe account. Ms. Claude did not recall the response from the City Attorney. She was unfamiliar with GoFundMe and thought it was set up for a finite time. Amy Blackman, Recreation Superintendent, explained GoFundMe has a timeline, but she cautioned GoFundMe takes approximately 25% of the donations. She thought they could utilize a different website that would not take as much of a percentage. Ms. Nevin believed GoFundMe has one account for personal donations for personal use and the other was for not for profit and non-profit entities. B. Account Expenditure Review The Board had requested Ms. Claude provide information about all the events the Board has held and funds received and spent. She noted the four different account categories which were the Harvey Oyer Jr. Community Contribution, the Bob Borovy Award, the Volunteer Bank and the Tennis Carnival. Mr. Murphy asked if funds were earmarked for specific purposes and about the funding sources. Ms. Claude explained funds are earmarked for those purposes and within that one account, they have separate categories so they can keep track depending on what monies are solicited for. Chair North explained they try to replenish each account through fundraising because they pull from the account and want it to have a balance. The request from the high school was an example of how funds could be spent from one of the accounts. Ms. LaGuerre asked if the Board had any sponsors or corporate sponsors and learned the Board cannot solicit businesses or donations. Lori Wilkinson noted Vice Mayor McCray and Commissioner Casello were up for election and when their terms expire they may have left over money in their campaigns. If the Board asks them now, they may earmark funds for the Board. She noted they are Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida January 26, 2017 bombarded after the election so asking early would be better. Ms. Claude will provide a letter used in the past. C. Youth Volunteer D. Bank/Bob Borovy Award Ms. Claude explained the Bob Borovy award was created 17 years ago, in honor of a long -serving member of the Board who passed away the year after the Award was created. The award is given to a high school senior living in Boynton Beach based on their community service. There is an application, criteria and a process and a panel of judges. For 17 years, the Board has generally given $1,000 to the winner and sometimes there have been second and third place winners. She did not have the exact dollar amount spent to date, but it has been a significant amount. She asked if the Board wanted to continue with the $1,000 and the Board decide, depending on the number of applications, if there is a second and/or third place award. Last time the first place award was $500, but last year was returned to $1,000, based on funds. She explained it is advertised on the website, but the cash amount was not disclosed. She wants to promote it, issue a press release and wanted to include the amounts. Dr. North suggested adding it to the next agenda; however, the applications are due the end of March. Dr North pointed out they receive many applications coming from Harvey Oyer, Jr. Community contributions. Ms. Claude explained Harvey Oyer, Jr. was a longtime resident of Boynton Beach and his family lived here for generations. His daughter is active on one of the advisory boards, and his son is active in the Historical Society. The son had donated monies to the Board and in recognition of that, the portion of the Board monies that are generally distributed to schools in the community was renamed in honor of Mr. Oyer. Ms. Nevin moved to continue with the Borovy award as was the case for 2016, 2014, and 2013, having $1,000 with the potential to have a second place award. Ms. Claude explained the way the award was carried out was in addition to a first place award, if there were less than 10 applications there is a second place award of $300 and if there are more than 10 applications a third place award of $200 is given. Ms. Nevin thought it should continue. Mr. Murphy agreed. There were no objections and the awards was approved by consensus as stated. IX. Future Meeting Dates: February 23, 2017 March 23, 2017 Dr. North announced the dates and reminded the members to call ahead if they cannot make the meeting. Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida January 26, 2017 X. Adjournment Ms. Claude asked about the donation request. Mr. Murphy asked about the funding source and learned it would be the Harvey Oyer Community Contribution Fund. The account had a balance of $700, unless a transfer was made or they increased fundraising activities. Ms. Nevin explained the Board usually has one request each time they meet. Ms. Lundquist also noted they do not have a fundraiser scheduled. The donation request was $400. Ms. Thomas asked if the Board could sponsor one student who could not afford to go and have the student write an essay why they deserve to go on the trip. Dr. North commented there would have to be an application process the Board would review. She questioned if the Board had the time to do so, how the Board would relay the information and review them in a timely manner. It was thought the academy director would know what students were in need. Spring Break was March 20th to the 24th and the Board would meet February 23rd. Motion Ms. Nevin explained in the interest of a lack of funding the Board has to pull from and having new board members, she moved to table the item to the next agenda and vote then. Ms. Spells -Anderson seconded the motion that unanimously passed. Ms. Claude will contact the requestor and advise the Board did not make a decision and will consider the donation request next month. Motion Mr. Murphy moved to adjourn. Ms. Spells Anderson seconded the motion that unanimously passed. The meeting was adjourned at 6:46 p.m. Catherine Cherry a Minutes Specialist FA