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Minutes 09-28-17MINUTES OF THE EDUCATION AND YOUTH ADVISORY BOARD MEETING HELD IN CITY HALL, 100 EAST BOYNTON BEACH BOULEVARD BOYNTON BEACH, FLORIDA ON THURSDAY, SEPTEMBER 28, 2017, AT 6:00 P.M. Present: Dr. Tiffany North, Chair Wally Majors, Recreation and Parks Director Angelica Nevin Valencia Spells Anderson Carla Colebrooks Gregory Murphy Peggy Laguerre Alana Thomas Stu Reg Voting (arrived 6:06 p.m.) Anthony Altiere, Alt Dariana Rodriguez, Stu Reg Voting (arrived 6:16 p.m.) Kathleen Wilkinson, Stu Reg Non-voting (arrived 6:16 p.m.) F-r" Lori Wilkinson Robert Whedon I. Call to Order Chair North called the meeting to order at 6:04 p.m. II. Pledge of Allegiance The members recited the Pledge of Allegiance to the Flag followed by a moment of silent reflection. III. Approval of Agenda Motion Ms. Nevin moved to approve the agenda and to table the August 24th minutes to the next meeting. Ms. Spells Anderson seconded the motion that unanimously passed. IV. Approval of Minutes of July 27, 2017 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida September 28, 2017 Motion Motion made and duly seconded to approve the July meeting minutes. (Alana Thomas arrived.) V. Approval of Minutes of August 24, 2017 The minutes were tabled to the October meeting. VI. Announcements/Presentations/Correspondence: None VII. Public Audience: None. VIII. New Business A. Holiday Parade — Judge & Fundraiser Wally Majors, Recreation and Park Director, announced the holiday parade will be held on December 2nd at 4 p.m. along the original parade route. The time change is to allow the tree lighting to take place immediately after the parade. In prior years, Recreation and Parks staff asked members of various Boards affiliated with the Recreation and Parks Department to nominate a member to be a parade judge. Three different awards are given to parade participants and judges can bring a guest. Judges should be present in front of City Hall at 3 p.m. to be shuttled to the reviewing stand on the corner of Ocean Avenue and Federal Highway. He requested the Board nominate a member. They are almost into October and the Department accepts nominations into November. Chair North commented at the last parade, the Board used a golf cart and fundraised by selling beverages and chips. Mr. Majors explained if the Board wanted to fundraise again, they should let him know as soon as possible and he would apprise Ms. Claude. Motion Ms. Nevin nominated Peggy Laguerre as a judge for the holiday parade. Ms. Spells Anderson seconded the motion that unanimously passed. Chair North expounded last year, the Board, sold concessions at the parade for a few hours. Ms. Nevin volunteered to do so again advising it was fun. They decorated the golf cart with holiday decorations, had a bank and Ms. Claude drove up and down the parade route prior to the parade starting. It was a fast -paced fundraiser and it was enjoyable to be in the public informing them about the Board. The only downside is the members may be hungry because the parade starts at 4 p.m. Ms. Nevin explained she could not fundraise by herself. Chair North volunteered to help. 2 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida September 28, 2017 Motion Ms. Nevin moved to continue to use the "concession cart" to fundraise before the parade. Ms. Colebrooks seconded the motion that unanimously passed. Mr. Majors confirmed, as long as all was in place with the golf cart, it was a go. He pointed out the parade route was not exactly the same and there would be some nuances. He anticipated the crowd on Ocean and Federal would be dense as they lost a lot of space due to construction of 500 Ocean. IX. Old Business A. Ethics Training Mr. Majors announced Ms. Claude provided him with a list of those whose Ethics Training and acknowledgement forms were outstanding, which he read. Chair North urged members to complete the training and submit the form. (Ms. Kathleen Wilkinson and Ms. Rodriguez arrived.). B. Video Productions Ms. Rodriguez had proposed making a video regarding the Board to depict what the Board has accomplished. She has made videos for herself and her parent's business and she was trying to get more experience. This would be a great opportunity to expand. She also makes short films. Chair North loved the idea and inquired how it would be done. Ms. Rodriguez suggested each Board member give a synopsis of the Board, why the member joined the Board and why they do what they do. She thought the video could include interviews with one of the Board's scholarship winners and how it had impacted them. Kathleen Wilkinson proposed to include videos of the Board members participating in community activities. Chair North asked if the video would be scripted. Ms. Rodriguez suggested general talking points be identified. She recommended the video be less than five minutes. She asked if there could be a logo. Mr. Majors explained the City Manager has to give permission to use the logo. Ms. Spells Anderson asked if the Board could create a logo or if it had to be the City's logo. Mr. Majors agreed to research the matter. Ms. Nevin commented at FAU, they use a secondary mark. The FAU logo must be present as the primary mark, but there can be a secondary mark to brand programs. Mr. Majors thought once the original approval was given for the logo and secondary mark, the Board could continue to move forward. Mr. Majors will provide information at the next meeting. Motion Ms. Nevin moved for the Board to move forward with production of the video and what the Board represents. Ms. Rodriguez seconded the motion that unanimously passed. 3 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida September 28, 2017 Chair North requested a quick clip be shown at the December meeting. Ms. Rodriguez agreed to do so. C. Breakfast/Awards Fundraiser Mr. Majors advised the dates available for the Intracoastal Park Clubhouse fundraiser, as of September 28, 2017, were any Saturdays in January through April. He cautioned the dates go quick. There was brief discussion. Motion Ms. Nevin moved the first option be April 28, 2018, and the second option be April 21, 2018. Ms. Thomas seconded the motion that unanimously passed. It was noted Lori Wilkinson is on the Board and is also on the Greater Boynton Beach Foundation and there may be a conflict of interest. The Board needs a non-profit 501(C)(3) status and hoped the Foundation would assist them. Chair North explained when the Board originally approached the Foundation, because they are also a community development board, the Board assumed they would allow the Board to use their status and not have to split 50% of the profits without doing any work. She was under the impression there was nothing laid out and the Board was doing all the work. She did not know if there was another entity that would allow the Board to do the same thing, but be more lenient on the partnership. Ms. Laguerre thought they may have to explore another non-profit because of Lori Wilkinson. Mr. Majors explained the Foundation is autonomous to the City and was created to benefit educational, recreational and cultural activities. It may be a viable option and he would confirm it with Legal. Ms. Nevin thought there was an issue with the one Board member, Lori Wilkinson who could recuse herself. The funds are going to the Board. Chair North thought some of the profits would be shared with the Foundation. It depends what the Foundation is contemplating. Ms. Laguerre will contact the Foundation. Mr. Majors will also send a confirmation email to the Board verifying both dates are available and reserving the first choice. Ms. Laguerre would investigate the percentage of funds to be shared, what the Foundation would provide other than the non-profit status and what their idea of a partnership is. D. Youth Volunteer Bank/Bob Borovy Award Mr. Majors inquired if the Board wanted to fund the award next year for $1,000 and conveyed if so, Ms. Claude will post the application online in early October. Ms. Nevin inquired about the $1,000. She recalled there was a $500 scholarship twice or a $750 and a $250 award. Ms. Spells agreed it is typically $1,000 for first place, although one year it was $500 and the second place was either $300 or $250. She asked if the Board can reallocate funds and learned the Board could. Ms. Nevin asked if two scholarships could be given. 0 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida September 28, 2017 A committee reviews the applications and ranks them for first and second place based on the essays and the applicant's volunteerism. Discussion followed the criteria should be different for first and second place. Chair North pointed out the criteria was the same. It was subjective and the decision was based on how the applicant met the criteria. Ms. Nevin agreed the stronger candidate would prevail. She googled the scholarship and a 2014 article in the Sun Sentinel explained the graduate has to be a high school senior, a City resident, nominated by three adults and be a person of good moral character. Motion Ms. Nevin moved to fund the scholarship this year for $1,000 with the stipulation the 1St place winner get $750 and the second place winner would receive $250. Ms. Thomas seconded the motion. Ms. Nevin asked when they have to inform Ms. Claude and if the Board could table the issue. Mr. Majors responded they could. The awards take place in February and the holdup was the application did not go live because they did not have an award amount attached to it. Chair North polled the members and announced the motion failed. Mr. Majors explained it would not be a deal breaker if the item was postponed to October. Motion Ms. Spells Anderson moved to postpone. Ms. Colebrooks seconded the motion that unanimously passed. X. Future Meeting Dates: October 26, 2017 December 14, 2017 XI. Adjournment There being no further business to discuss, Chair North properly adjourned the meeting at 6:44 p.m. Cal Catherine Cherry Minutes Specialist 61