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Minutes 01-25-18 MINUTES OF THE EDUCATION AND YOUTH ADVISORY BOARD MEETING HELD IN CONFERENCE ROOM A, BOYNTON BEACH CITY LIBRARY 208 S. SEACREST BOULEVARD, BOYNTON BEACH, FLORIDA ON THURSDAY, JANUARY 25, 2018, AT 6:00 P.M. PRESENT: Dr. Tiffany North, Chair Sherri Claude, Board Liaison Dr. Gregory Murphy (arrived 6:24 p.m.) Peggy LaGuerre Carla Colebrooks Angelica Nevin Lori Wilkinson Valencia Spells Anderson, Alternate Alana Thomas, Student, Reg. Voting Member Kathleen Wilkinson, Reg. Non-voting Member ABSENT: Dariana Rodriguez, Student, Reg. Voting Member I. Call to Order Dr. North called the meeting to order at 6:12 p.m. Roll call established a quorum was present. II. Pledge of Allegiance The members recited the Pledge of Allegiance to the Flag. III. Approval of Agenda Motion Ms. Wilkinson moved to approve the agenda. Ms. LaGuerre seconded the motion that unanimously passed. IV. Approval of Minutes of October 26, 2017 Motion Ms. Colebrooks moved to approve the minutes. Ms. Nevin seconded the motion that unanimously passed. Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida January 25, 2018 V. Announcements/Presentations/Correspondence Ms. Wilkinson announced the 6th Annual Greater Boynton Beach Foundation event, held with the City of Boynton Beach, the Hunters Run community and the Board of Realtors, which is the Barrier Free 5K Race to be held on February 10th at 7:30 a.m. The Friday before is the unveiling of the Magic Wheels and Special Deals wheelchair. Tables will be set up for individuals and organizations in the area that assist those with special needs. Some of the businesses that will participate are Chocolate Spectrum, a chocolate shop run by individuals with autism, and Foodies for Autism, which is a food truck. The event will also be sign ianguage interpreted. This year, the Magic Wheeichair will look like lightening beams around Josh Hazard who is six years old and blind. He is a student at Royal Palm School who loves lightening beams and he will start the race on Saturday. Ms. Wilkinson announced all are welcome and participants do not have to be runners. Babies in strollers and those in wheelchairs are welcome. Ms. Nevin announced it was a good event last year. The Education and Youth Advisory Board tried to fundraise, at the event last year, but they only sold two bottles of water. Magic Wheels is a non-profit organization started by a man in Oregon for his child with Muscular Dystrophy. As the child got older and was wheelchair bound, his father starting building wheelchairs into his Halloween costumes. He became a non-profit organization on the Today show and Wally Majors, Recreation and Parks Director contacted them and got the information. The organization gave him the specifications to build a princess carriage. Last year, local talent, Officer Will Rodriguez from the Boynton Beach Police Department and Kevin Ramsey, Project Manager, built the wheelchair. This year, Officer Rodriguez will not participate, but Kevin Ramsey and Gail Mootz will construct the wheelchair. The kids can sit and parents can push the wheelchair that looks like a car. Kathleen Wilkinson announced the LeBow Kids Dreams competition at the Kravitz Center. Students from the Boynton Beach High School Theater Academy performed monologues from Shakesphare in front of judges who selected the top 10 finalists. She noted this was a Title 1 school competition. Of the top 10 finalists, five students from the Academy were chosen and received $500 each. Patricia Lebow is a philanthropist who donates funds to help youth. Her deceased husband was an avid Shakespeare fan. The Academy also made the State Competition this year and was getting ready to travel to Tampa. Ms. Thomas also announced Galaxy Elementary School won first place in a drum line competition for elementary schools. It was noted there was another drum line competition for middle and high school students. VI. Public Audience None. VII. New Business A. Donation Request— Freedom Shores Elementary 2 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida January 25, 2018 Chair North reviewed the donation request from Freedom Shores Elementary School as contained in the meeting materials. The request was for$500 for artists to assist 28 third- grade gifted students learn about Caribbean history, geography, economics, government and culture. The artists will use visual and dramatic arts to engage the students in the learning activities, which the students will share with their parents. Ms. Colebrooks explained the activity is a school activity that relates to the common core. No date has yet been set, but when a date is selected, the school will invite the Board. The students had not conducted any fundraising. Chair North reviewed the account balances and discussion followed the Board could move the funds around. She asked if the $1,000 was needed in the Youth Volunteer Bank and learned it was not. The Tennis Carnival account balance was for specific donations for the Carnival, so those funds could not be used. (Ms. Spells Anderson left meeting at 6:30 p.m.) Sherri Claude, Board Liaison, explained years ago, funds for the Youth Volunteer Bank were used to hold a banquet for the volunteers who participated in the program. For the last five to seven years, the students were recognized at a City Commission meeting, so there was very little expense as the volunteers recognized the youth who received a book or tote bag, lunch box or other small gift less than $100. Ms. Nevin explained at the last meeting, the Board chose to award the$1,000 scholarship and left open the second place $300 award amount if funds were available. She preferred to not touch the Borovy Award funds. She also thought the request was one of the better requests as the Board typically sees STEM (Science, Technology, Engineering and Math) requests whereas the current request was more of a type of social study. She favored the request, as did Ms. Wilkinson. (Ms. Spells Anderson returned to the meeting at 6:32 p.m.) The members discussed approving the request and then moving the funds accordingly. Motion Ms. Wilkinson moved to give $500 to Freedom Shores for the Caribbean Festival. Ms. Thomas queried if the school would fundraise. Ms. Colebrooks explained it was at the discretion of the principal and at the moment no fundraising is allowed by the teachers. They have to use other options. For this project, the teachers could only accept donations. Ms. Colebrooks explained the school was coming to the Board first, but understood they would try something else if the Board did not fund the request. It was noted $500 would fund the entire activity and no date for the event was specified. It was thought nothing would occur until April because schools do not hold events during the Florida Standards Assessment (FSA) period. The FSA blackout time is from the end of February to the middle of April. She did not know if they would have time to scout other donations. Ms. Colebrook's thought the event would either correlate with Black History 3 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida January 25, 2018 Month or when the FSA blackout period concluded. Last year, the Caribbean Festival was good, but small and basic. Ms. Wilkinson explained she was leaning towards giving half and if they did not receive any other donations, the Board could donate the remaining balance, but timing was an issue. Ms. Colebrooks was told by the school administration to use donors.org online, but many teachers have been having issues which predicated them looking for other funding sources. It was agreed teachers are trying to increase learning in the classroom and the two teachers holding the event offer many diverse activities. It was anticipated eight, hour-long artists visits at $50 per hour per artist was needed for a total of$400 and $100 for materials. If the Board donated $300, the teachers could use $100 for materials and they could modify the artists' time. The event could still occur. Ms. Wilkinson did not think the artists would agree to truncate. It was also noted the school has to use approved vendors. Motion Ms. Wilkinson moved to approve the full $500. The motion died for lack of a second. Motion Ms. Nevin moved to approve $300. Ms. Wilkinson seconded the motion The motion failed. Motion Ms. Spells-Anderson moved to approve funding $150 to Freedom Shores Elementary to help with their Caribbean Islands project. Ms. Wilkinson seconded the motion. Ms. Thomas suggested $250. Ms. Wilkinson explained the school may not have a lot of time to fundraise for the remainder of the funds. Ms. Colebrooks noted the request was submitted in November, but the Board had not met. The members had no update regarding the status of the activity. Discussion followed about contacting the teacher; but the number listed was the school number and it was already after hours. Ms. LaGuerre thought the amount could be higher and funds could be moved. Three hundred dollars was a bit high and funding them $150 and allowing them to fundraise for the balance would be helpful, because the Board did not know what other requests would be received. Ms. Wilkinson commented the onus is on the teachers to raise the funds. Ms. Spells-Anderson asked what happens if they have a question and a representative is not present. Ms. Claude advised the Board could table the item, ask Ms. Claude to get additional information or have the Chair contact them, or the Board could address the request at the next meeting. 4 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida January , 2018 (Dr. Greg Murphy arrived 6:49 p.m.) Ms. Wilkinson commented the Board could approve an amount pending their answer. Ms. Claude was uncomfortable doing so. She recommended in the future, the Board require the date of the event be included on the donation form. Ms. Nevin asked if events already actively being fundraised would be given priority. At one point, the Board decided if the requestor did not show or attempt to fundraise, they were not considered. Chair North explained the requestor had to identify all fundraising activities. Ms. Colebrook's did not have the particulars of the event. Dr. Murphy noted the form does require a description of fundraising efforts. Ms. Wilkinson reiterated timing was an issue and the school submitted the form in a timely fashion. Vote The motion to approve a $150 donation passed 4-3 (Ms. Thomas, Ms. Wilkinson and Dr. Murphy dissenting.) Ms. Claude will email the requestor advising them how the Board voted and when to expect a check. She will request they let her know when the event will be held. VIII. Old Business A. Holiday Parade Fundraiser (report) Chair North reported this fundraising event went well and the judging was great The Board ran out of everything to sell except for a few items and raised $221.28 which was reflected in the Borovy Award account. Chair North commented it was easy to fundraise and it was fun. The members spoke with many people informing them the Board has scholarships available and they encourage youth to engage in the community. B. Ethics Training Ms. Claude asked if everyone turned in their Ethics Acknowledgement form. The City Clerk will determine whose forms are missing. On a different matter, Ms. Thomas announced she was accepted to Florida State University. The members congratulated her. She applied to four other schools and was also accepted to them. Ms. Nevin asked if there were new Board members appointed and if they take the ethics training. Chair North noted there is a new board member, Lynne Gassant. Ms. Nevin requested Ms. Gassant receive the Ethics information. Ms. Spells Anderson announced she was appointed from a regular member status to an alternate member. Ms. Wilkinson 5 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida January 25, 2018 explained the same thing had happened to her. After discussion, it was agreed the Board would follow up on how this occurred. Ms. Spells Anderson explained she submitted her application in October. It was also noted new member Lynne Gassant was listed as a judicial assistant. It was mentioned it may have been an error on the Board list. C. Video Production This item was tabled to the next meeting. D. Breakfast/Awards Fundraiser planned for April 28t','. Chair North explained the Foundation agreed to fund the event 100%. Ms. Wilkinson clarified the Foundation agreed to pass through 100% of the monies from the fundraiser. Ms. Spells Anderson recalled there was an issue about having to split funds and they were trying to find out if they had to share a portion of the proceeds. (Kathleen Wilkinson left the meeting at 7:06 p.m.) Ms. Lori Wilkinson apologized for not being present at the meeting when the discussion took place. She explained the Greater Boynton Beach Foundation is a non-profit organization. Any monies received or checks from the event attendees could be processed through the Foundation and the Foundation will issue a check for all the monies coming in. The checks should be written to the Foundation so the attendee will receive a tax break. Normally the Foundation charges a percentage, but they waived doing so to support the Board. The Foundation was happy to help and in exchange, they would want the Board to support and send volunteers to their events. A motion to revise the minutes on Page 4, Item D was needed. (Kathleen Wilkinson returned to the meeting at 7:08 p.m.) There was consensus to add the words: "agreed to give the 100% of the funding that comes in . . ." Chair North also requested to remove the sentence, "Dr. North had sent the information to Ms. Claude, but did not know Ms. Claude would not be at the meeting." Chair North did not recall what information was conveyed. Ms. Wilkinson said she spoke to someone that day indicating she would not be at the meeting and she conveyed what would occur. Ms. LaGuerre had questions about the Sunshine Law and how to convey information. Chair North explained the last time, they called a special meeting. She thought they should call another special meeting because it will take longer to come up with the next plan of action for the breakfast. Ms. LaGuerre thought before leaving the meeting, they have a sponsorship letter as the Board needs to start that process. Ms. LaGuerre agreed to write a letter on behalf of the Board. Ms. Claude explained the Board already had a 6 Meeting Minutes Education and Youth.Advisory Board Boynton Beach, Florida January 25, 2018 donation letter and she would send the letterhead. The letter can request checks be made out to the Greater Boynton Beach Foundation and in the memo line,write Education and Youth Advisory Board or EYAB Breakfast. It is important to ensure the letter specifies the Foundation is a 501 (c) (3) organization. (Kathleen Wilkinson left the meeting at 7:11 p.m.) Ms. LaGuerre would draft a letter for review within a week and then a special meeting could be called. The special meeting will be held on February 1St next Thursday at 6 p.m. A reminder email will be sent. A second tentative meeting on the 15th was also scheduie if the Board needed additional time to organize the event. Ms. Colebrooks asked about the fundraiser and creating calendars or something; however, the City issues calendars. A daily planner with the Board's name and information was also suggested, but most people use their phones. There was agreement the members should come up with ideas for the next meeting. Other fundraising activities were discussed. It was noted the Firefighters hold an auction. A Paint and Sip was suggested, but there were issues with alcohol. A Bru Crawl was still on the back burner and bracelets or tee shirts were mentioned. There was agreement to continue the discussion at the next meeting. Ms. LaGuerre requested the members each think of companies to solicit for the next meeting. The Breakfast /Awards will honor a teacher or community member's efforts on behalf of educating children. Dr. Murphy will email a nomination form to Ms. Claude. E. Youth Volunteer Bank/Bob Borovy Award Ms. Claude explained the information about the Borovy Award is out and they will send it specifically to high school guidance counselors to share with the students. She could also mail flyers to members interested in distributing them. Ms. Spells Anderson commented last year, a new person in charge of communications for the school district attended a Board meeting and they emailed information regarding the Borovy Award as the communications person agreed to distribute the information. Dr. Murphy suggested sending it to the schools as well. Ms. Claude agreed to forward the flyers and advised the application is online. The members were also reminded the student has to be a Boynton Beach resident. Ms. Nevin explained it was important to move quickly to determine if one or two awards would be made. Generally, the judging is done by the last year's recipient and two other community members. Steve Waldman, former EYAB Chair, was a judge and Jeanne Heavilin, Sister Cities Official, was a judge in the past. The Board had agreed Board members would not be involved in judging the applications. If a member had a suggestion for someone to be a judge, they should contact Ms. Claude. 7 Meeting Minutes Education and Youth Advisory Board Boynton each, FloridaJanuary 25, 2018 Motion Ms. Wilkinson motioned to transfer $500 from the Youth Volunteer Bank, and deposit $300 in the Harvey Oyer Community account and $200 in the Borovy Award account. Ms. Spells Anderson seconded the motion that unanimously passed. IX. Future Meeting Dates: February 22, 2018 March 22, 2018 X. Adjournment Motion There being no further business to discuss, Ms. Wilkinson moved to approve. Ms. Spells Anderson seconded the motion that unanimously passed. The meeting was adjourned at 7:27 p.m. Catherine Cherry Minutes Specialist 8 APPOINTED OFFICERS (continued) • A copy of the farm 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. //'�� ISCL,�O�S9 R OF LOCAL OFFICE 'S INTEREST I, COLAlJ�— JrerebY disclose that orraI U r 25 ,20 le y (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, • inured to the special gain or loss of my relative, • • 7 inured to the special gain or loss of t�l� flt�� "-110L- V'Or' `_ , 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. 2- 5lS .. b- 0k ) 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 LA�T�NA -FIR T NAME-MIDD E AME o MO A CIL,COMMISSlON7(A T DRILY,OR�OMMI�IEE `A G D ESSf`�/ SI THE BOARD,COUNCIL,COMMISSION,AUTHt�RITY OR COMMITTEE'j , J,LONN 1Jvisor/ / (5VI WHICH I SERVE IS A UNIT OF: C9�/ ��� ftJt CY ` CITY ❑COUNTY ❑OTHER LOCALAGENCY rIfl NAMEITICVION:DATE ON WHICH VOTE OCCURRED5/1 e MY POSITION I C^+ �2ELECTIVE 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(CRAs)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.