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Minutes 04-26-18 MINUTES OF THE EDUCATION AND YOUTH ADVISORY BOARD MEETING HELD ON THURSDAY, APRIL 26, 2018, AT 6:30 P.M. IN CITY HALL CHAMBERS 100 E. BOYNTON BEACH BOULEVARD, BOYNTON BEACH, FLORIDA PRESENT: Dr. Tiffany North, Chair Sherri Claude, Board Liaison Carla Cole rooks (arrived 6:06 p.m.) Dr. Lynne Gassant Peggy LaGuerre Angelica Nevin Valencia Spells Anderson, Alternate Cory Voce, Alternate Daring Rodriguez, Stu. Reg Voting member Kathleen Wilkinson, Stu. Reg Non-voting member ABSENT: Gregory Murphy Lori Wilkinson Alana Thomas 1. Call to Order Roll call established a quorum was present. Chair North called the meeting to order at 6:00 p.m. 1111. 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. Gassant moved to approve the agenda as presented. Ms. Nevin seconded the motion that unanimously passed. IV. Approval of its of February 22, 2018 Motion Ms. Nevin moved to approve the minutes as presented. Ms. Spells Anderson seconded the motion that unanimously passed. Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida April 26, 2018 V. Approval of Minutes of March 22, 2018 Motion Ms. Nevin moved to approve the minutes as written. Ms. Gassant seconded the motion that unanimously passed. I. Announcements/Presentations/Correspondence Ms. Spells-Anderson commented Board Member Alana Thomas was crowned Ms. Debutante 2018 at the Frances J. Bright Debutante all. She was very proud of her and wanted all to be aware of the accomplishment. Sherri Claude, Board Liaison, explained their Marketing and Outreach Manager, Allison Killip was present for Old Business, Item A, but had to leave early. She requested hearing that item before New Business. Chair North had no objections. Vill. Old Business A. New Logo (Heard out of order) Chair North explained this item was in regard to a new logo presented by Ms. Spells Anderson. Ms. Claude explained a few meetings ago there was a draft logo designed by Ms. Spells Anderson. Ms. Claude asked Ms. Killip to come up with samples. Chair North explained there was no problem with what Ms. Spells Anderson had provided, but the Board members are not marketing experts, and she wanted to ensure the logo would not offend anyone or had some unknown symbolism. Professional guidance was needed. Ms. Killip showed the members some examples. Ms. Gassant asked if the Board purchased the logo file, if someone else could purchase it as well. Ms. Killip explained someone else could, but the Board would modify the logo specifically for them and it was unlikely someone else would customize the logo the same way the Board would. The Board's logo would be unique. After polling the members, Ms. Killip would work with the second example and use City colors. Vill. Public Audience None. IX New Business A. Grants Chair North announced she met with Debbie Majors, The City's Grants and ADA Coordinator, and learned there are several grants available. Ms. Majors suggested the 2 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida April 26, 2018 Board narrow its focus. Chair North asked Ms. Claude to assist her and Dr. North agreed to categorize the grants by reviewing all the applications they received. As an example, some donation applications were for Science Technology Engineering and Math (STEM) programs. The Board could search for grants that support STEM projects. If there were applications for empowerment, the Board could search for grants that support empowerment. Chair North requested the members let her know about any categories they would like to see, because she would meet again with Ms. Majors. Ms. Spells Anderson asked if they were also including Science, Technology, Engineering, Art and Math (STEAM) grants. Chair North wanted to see what was available and break them out based on past applications. Ms. Majors also suggested working with the Children's Services Council because they fund several children's programs in the community. It was noted Chair North and Ms. Spells Anderson had a contact there and would forward the information to Ms. Claude. It was important to find funds to support the Board because many of their fundraising activities did not raise enough money to support the requests and the Board was running out of ideas. Each grant is unique and the City will assist the Board. Ms. Gassant asked if the Board had a grant template ready so when they identified a grant, they could customize the information. Chair North responded they would not. Discussion followed there are many resources available and the Board could receive assistance from the Junior League as they have a grants database as well. The Board has to be specific and can apply for as many different grants as they want. The search would be similar to a Boolean search, but specific to what the Board asks for. Ms. Nevin suggested robotics grants or a grant to support kinetic art. Chair North commented she would bring the identified categories to the next board meeting. X. Old Business A. New Logo This item was heard earlier in the meeting. B. Champions of Change Awards/Fundraiser Ms. LaGuerre explained she was waiting to learn about available dates regarding the Board's tentative fundraiser. Ms. Claude commented Intracoastal Park was available every Saturday in September, October 6th and the 27th and most Saturdays into November was available. Ms. LaGuerre suggested since the Board was exploring other funding sources if it would be wise to continue planning for the awards because the breakfast fundraiser would take money to hold, but applying for grants would not. She suggested revisiting the fundraiser when they have more funds available to spend. Ms. Nevin pointed out part of the Board's mission is to be community oriented and writing grants is more of a closed activity. Ms. Gassant pointed out the Board could look for other avenues to raise funds, not just grants. She agreed there is legwork to hold an event and the Board only meets once a month, which prolongs the process. A fundraiser at the 3 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida April 269 2018 Blue Martini was another option. Chair North suggested deferring the Champion of Change Awards and focusing on the grants and other fundraising activities that are lower hanging fruit. Ms. Nevin agreed. She thought in the future when the Champion of Change Award is discussed, the Board contain the event as planning for it got very big, fast, although it had merit. The members agreed. C. Video Production Dariana Rodriguez explained the last item discussed at the last meeting was a consent form. She advised she could not find City consent forms, and if they film at events, all persons would have to sign the form. On closer evaluation, she thought if the video was not for advertising reasons or to raise funds, taking a video was fine as long as they do not film on private property. Chair North understood the video would promote the Board. It would let the public know the Board exists, what its mission is and perhaps have a few interviews from Board members or past recipients of donation or awards. Ms. Rodriguez asked where the videos could be posted and learned the City has a website and they could post it on the Board's Facebook page. She recommended scheduling video shoots during the summer when some recipients of past scholarships were home. She or the Board could compile questions to ask and bring them to the next meeting. The members could discuss why the serve on the Board and the Board's mission statement. They should also scout locations in the City with a good backdrop. Chair North queried if the Board would need consent forms for donation recipients when they send the Board pictures. She noted recipients of the last donation request had provided a video and thought the Board could include a snippet of the video in the Board's video to demonstrate some of the activities the Board supports in the community. Ms. Rodriguez did not think a consent form was needed if the organization provided the video, but agreed to check further. There was agreement Ms. Rodriguez would find out about consent forms, compile questions to ask the scholarship recipients and the Board members and bring it to the June meeting. Ms. Rodriguez had contemplated more of an interview style, as it is more engaging and personal. She commented to connect with an audience, it is more important to be about the story, the personal connection, and the brand. D. Youth Volunteer Bank/Bob Borovy Award Chair North reviewed the account balances and discussion took place at the last meeting about the Bob Borovy deadline. Ms. Nevin recalled the deadline would pass between the meetings and if there were no applicants, the Board would extend the deadline for 15 days. Ms. Claude advised there were two eligible applicants received by the deadline. A third applicant from Jupiter was rejected, as Jupiter was not considered local. She advised the two applications were sent to the judges. The deadline is tomorrow and she already received information back from one of the judges. She tentatively placed presentation of the award on the City Commission agenda for May 15th at 6:30 p.m. Ms. 4 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida April 26, 2018 Claude explained there are generally a few members of the Board in attendance to present the award. If the winner is not available that day, the item would be rescheduled. Ms. Claude also explained in reference to the Borovy Award, in addition to the program being on the website, which was up-graded just before the deadline, she issued a press release. Ms. Claude also tries to reach out to the guidance counselors at the Boynton Beach schools via email, a hard copy letter, and a flyer. She explained some years they receive 10 applications, and other years, not very many. She thought in the future, a phone call or visit to the schools would be helpful. She noted South Tech has a scholarship bulletin. Ms. Gassant offered, in the future, to distribute the information it to the school district, at least three schools and some guidance counselors. She advised she only received one Hours Verification Form for the Youth Volunteer Program and the low response rate was not unusual as it usually takes several emails and hard copy mailings to garner a response, but she has not had the time to do so. The Board could extend the deadline, but if so, she asked if the Board wanted to wait and make a presentation at another City Commission meeting. She pointed out it is more impressive if there are a large group of students present. Chair North did not like the idea of two students attending and supported extending the deadline. Ms. Nevin could support moving forward as discussed if the Board could be assured the two recipients would be present at the City Commission meeting. Last year, there were eight or nine students present. Ms. Claude informed the members she did not submit an agenda item request for the Youth Volunteer Bank and she offered to send another letter, post card or email to generate a greater response and then decide the date. She also commented in February, the Board had asked for a historical type of reference of youth who participated. She sorted the information from the most recent participation back to 2003/2004. Chair North thought a reminder would be helpful as would a notice that the deadline is extended. The members agreed. E. Fundraising Chair North explained the members were sent information regarding the Blue Martini fundraising event. Chair North asked if anyone had questions and noted the event was easy to do. All agreed. Ms. Gassant explained she needed a few dates or options and the next time the Board met, they could finalize the details. She suggested July or August so the Board would have time to advertise and determine how they would collect payment. A question was posed if payment could be made to Blue Martini directly and Ms. Gassant responded they could. Chair North asked if they put the event on the City's website if there was a payment option such as PayPal. Ms. Claude did not know. She commented supporters were essentially purchasing a ticket. 5 Meeting its Education and Youth Advisory Board Boynton each, Florida April 26, 2018 Ms. Gassant explained they need at least 25 people to make the event a worthwhile. If someone paid in advance and did not show up, Blue Martini would still have their service charge and the Board would still make money. Supporters could pay at the door, but preferably RSVP and pay in advance. Whatever amount the Board charges the customer to attend is of no importance to the Blue Martini. Blue Martini only cares about the service charge. The question was how to collect the payment. Chair North asked if they post the event on the City's website inviting all to come out and support the Board, if there would be something available online for interested persons to use to pay. Ms. Claude explained the Utilities Department has a payment setup to pay utility bills and Recreation has an online program to register, but it requires having a household and the City has all of their information. It is not a point of sale system to purchase a ticket. Ms. LaGuerre asked if they had an EventBright account, if it could be posted online. Ms. Claude explained she would have to check to see if there were any restrictions. She was not familiar with how Event right worked. Ms. Gassant explained this was first year they were holding this event. She suggested requesting the supporters name, phone number and email address and they could pay at the door. A day before the event, they could send a reminder. Chair North asked if someone wanted to pay in advance by check, who the check should be made out to and learned it should be made out to the City of Boynton each. It could be mailed or dropped off. Ms. Spells Anderson was concerned, if there is no prepayment mechanism and the Board does not have the funds up front, the Board is still underfoot for the service charge no matter whether the people show up or not. The service charge for each person is $3 to $4 dollars. If 25 people attend and the service charge is $3, the service charge would range between $75 to $80. Ms. Gassant explained the Board is not a non-profit, but she was able to arrange the event the same way they normally would for another non-profit. She suggested trying it out. Chair North asked if Ms. Claude could investigate if there was any prepayment mechanisms the City could assist the Board with on their website and Ms. Claude agreed to find out. Ms. Gassant also asked if Ms. Claude could also find out if Event right was allowed as the Board could push the fees on the purchaser. As an example, if the ticket was $15, the purchaser could pay an additional $2 or $3 dollars so the Board would get the full ticket amount. Event right does not have to be connected to anything. The Board could just ask them to mail the check to the City when the event is done. Attendees could also pay at the door or mail in the check. Discussion followed it was important to push out the invitation to a lot of people, different schools and organizations. Ms. Gassant thought people would attend. If the event worked out, the Board could build on it for the next year. Ms. Gassant suggested holding the event on a Wednesday because they have entertainment. Individuals who pay at the door have to specifically say they are present 6 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida April 26, 2018 for the Education and Youth Advisory Board organization. Ms. Gassant commented they could have a balloon or banner and she would ask the Blue Martini for a private area. Ms. Gassant commented on Thursdays there is a DJ. Chair North favored a live band. It was noted attendees have to be 21 years old. If the Board charges$15 to$18 attendees get a cocktail, a circulated appetizer and half off whatever they offer from the menu. Mr. Voce asked how advertising would be handled and learned through a combination of word of mouth and email. The members discussed having the event late July or August so they had enough time to advertise it. Suggested dates were July 11 th, a Wednesday; July 12th, a Thursday; or July 18th or 19th, also a Wednesday and a Thursday respectively. The event could be held from 6 p.m. to 8:30 p.m. at the Blue Martini in Boca Raton. Ms. Gassant suggested creating flyers for the event. She had a few templates she used in the past, which she agreed to forward to Ms. Claude. Ms. Claude announced in the packet was a partial version of the file what the Board paid out and took in all the way back to 2012. The yellow indicated the donations made to different organizations and schools. She also provided the shredding fundraising history. The worst event netted $130. The last one netted $260. She did not know if she should pursue this event for the fall. Historically, the Board paid $300 to the workers, except the one time when the shredding truck left full and returned. In that instance, the Board paid $400. Ms. Claude explained the company may be able to provide the service for less as the company representative reached out to her. It was also noted, shredding events were occurring everywhere. Chair North thought if the Blue Martini was successful, the Board could consider other creative fundraisers. Ms. Nevin suggested holding the shredding event annually as in the past, it was done twice a year. She thought the Board should see how the Blue Martini event turned out and go from there. She did not want to take anything off the table, but was fine with slowing the events down. Ms. LaGuerre inquired if the company indicated how much of a discount they would give and learned they did not. Board Member Lori Wilkinson was the prior contact with the shredding company. Chair North volunteered to contact the shredding company. X1. Future Meeting Dates: May 24, 2018 June 28, 2018 Chair North announced the above meeting dates. 7 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida April 26, 2018 X11. Adjournment Motion There being no further business to discuss, Ms. Nevin moved to adjourn. Ms. LaGuerre seconded the motion that unanimously passed. The meeting was adjourned at 6:52 p.m. & NO)4- Catherine , erry Minutes Specialist 8