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Minutes 06-28-18 MINUTES OF THE EDUCATION AND YOUTH ADVISORY BOARD MEETING HELD ON THURSDAY, JUNE 28, 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 Angelica Nevin, Vice Chair Carla Colebrooks Gregory Murphy Lynne Gassant Peggy LeGuerre Anastasia Chandler, Alternate Cory Voce, Alternate ABSENT: Lori Wilkinson Kathleen Wilkinson, Student, Reg. Voting Member I. Call to Order Chair North called the meeting to order at 6:05 p.m. and noted there was one regular absent. Board Alternate Anastasia Chandler would fill in. Il. Pledge of Allegiance The members recited the Pledge of Allegiance to the Flag. Ill. Approval of Agenda Motion Vice Chair Nevin moved to approve the agenda less the minutes. Mr. Murphy seconded the motion that unanimously passed. IV. Approval of Minutes of April 26, 2018 V. Approval of Minutes of May 24, 2018 VI. Announcements/Presentations/Correspondence Sherri Claude, Board Liaison announced the Fourth of July event at Intracoastal Park. All were invited to attend. Also announced was the Kids Kingdom Park across the street would close on Saturday. The City planned to have a closing day event for it the same Saturday at 10 a.m. Meeting Minutes Education and Youth Advisory Board Boynton each, Florida June 28, 2018 New Board Member Anastasia Chandler explained she grew up in Lake Worth, and currently lives in Boynton Beach. She is the Preschool Director at the First United Methodist Church. She looks forward to participating on the Board as an advocate for early childhood education and as a child advocate as well. Cory Voce commented he was born and raised in Boynton Beach and he has a non- profit mentoring for young men. He announced he just accepted teaching position at Congress Avenue Middle School. Dr. Tiffany North explained she was previously a principal in Palm each County for special needs students. Her background is in special need students, special education and special needs. She works for a 501 (c) 3 and a for-profit organization combo that works with school district nationwide in placing special education staff. Greg Murphy advised he currently is an educator with the school board and Multi-Tier Systems of Supports ( TS ) Specialist and he manages a local non-profit. He was born and raised in Boynton each. Angelica Nevin, originally from Long Island, New York serves as the Assistant Director of University Advising Services at FAU. She is also the first and only advisor in residence for the State. She oversees a residential learning center at the University as well. Carla Colbrooks announced she is a teacher in Palm Beach County who was born and raised in Boynton each. She has her own business Reading to Success, which is a tutorial program for grades K through 12. Peggy LeGuerre commented her background is in mental health and she currently works as a community liaison at a juvenile correctional facility. She was born in Miami, but raised in Boynton each Boulevard. Lynne Gassant explained she is a Human Resource Director for Boca West Master Association, and she has a non-profit after school mentoring program that has provided scholarships since 2012. Dariana Rodriguez arrived at 6:10 p.m. and stated she is the student member on the Board. Vill. Public Audience None. Vill. New Business A. Engaging Other Boards 2 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida June 28, 2018 Chair North advised she met with Dr. Bongsoon, President of the Wellington Youth and Education Board. They are an established Board who was looking for different ideas and concepts from other Boards in Palm Beach County. She wanted to know some of the things the Board in Boynton Beach was doing, and wanted to engage other board members from different cities with regard to youth and education. She hoped it would be a long-term discussion that would provide ideas from both boards, but unfortunately, the majority of the Board meetings are at the same time and day. Chair North invited Dr. Bongsoon to the Board, but the hope was they can still exchange ideas and they will engage other boards from other cities. Chair North will keep the board updated. IX. Old Business A. Fundraising Networking Event— July 19 Chair North advised the networking event will take place at Blue Martini in Boca Raton. She saw the event listed on Facebook and in a variety of different places including the City's Board. It was posted on Eventbrite and Boynton Raw. She thanked the members for sharing. The Board was trying to think of something out of the box. Ms. Gassant advised it was a networking mixer. Tickets were $15, which included one free cocktail and hors d'oeuvres and half off on drinks and other appetizers. The goal was for each Board member to bring five people to make enough to be successful. Ms. Gassant has raffle tickets, which each attendee will receive for one free drink. She and Ms. LaGuerre will handling check in list at front. All should purchase in advance, but if someone does not, they can pay at the door and be manually added to the list. The goal is for people to know about the Board. Ms. Gassant requested having some type of banner or type of signage. She thought Dr. North could welcome attendees and speak about what the Board does. She suggested having information about what the Board does and how to get involved. She also thought the Board should have games. Two networking games they discussed in the past were to have note cards for each person who are forced to meet three to five people they never met before. As a Board they have to force themselves to speak to all so not be clique or stay with people they know. Ms. Claude has a trifold they used in the past she could send and make edits as appropriate. The edits could be tailored to the event, but they do not have a banner. The bar area will be private, and it should have something that says City of Boynton. Ms. Claude commented she could develop some type of poster board that could be displayed on an easel. She requested the members arrive by 5:30 to 5:45 p.m. to be present. Ms. Gassant noted the Board has to pay for the event that night and Eventbrite will pay the Board directly and will send the check, so they need to have a check or credit card to pay Blue Martini. Ms. Gassant had thought about obtaining balloons and did not mind purchasing them and noted Blue Martini could be paid with a check or credit card. She asked about reimbursement. Ms. Claude responded she could be reimbursed for any 3 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida June 28, 2018 expenses as long as they provide her with a signed receipt. Since the Board has to pay Blue Martini in advance, they have to turn away people, but sometimes people pay in advance and they do not show up. Ms. Gassant wanted to ensure the Board only pays for those who actually attend as long as they have 25 people. The Blue Martini is open to the public, but the bar area is reserved for the Board. Mr. Murphy did not think walk- ins should be turned away at the door. Ms. Gassant explained then they should not pay in advance. She asked if there was a company card to use for the event. Ms. Claude explained she could not use her City purchasing card at a restaurant as it is a prohibited purchase. Someone would have to be willing to make the payment, get a receipt from Blue Martini and submit it for reimbursement. The amount could be between $200 or $300. Ms. Claude explained the City cuts checks every two weeks, and it depends on where the 19th falls inbetween those dates, but no longer than two weeks. Chair North advised she and Vice Chair Nevin will handle the payment. Ms. Chandler inquired the Board wanted the members to focus their efforts to inviting educators or a target group. Chair North explained the purpose of the event is to let people know about the Board and guests should support the Board, but because it is a fundraiser, it could be anyone over the age of 21, educators or not. Vice Chair Nevin volunteered to handle the games and Ms. Chandler agreed to help as her friend teaches improve and she will get ideas from her. Ms. Gassant commented she has cards. Mr. Murphy also had a game in mind along the lines of a human bingo, which he would try to obtain and forward it to Ms. Claude. So far two people purchased tickets, but Ms. Gassant noted people often wait to the last minute. The goal is to purchase tickets in advance in case they do not show up so the Board will already have the funds dedicated. Ms. Gassant has to confirm with the Blue Martini they have at least 25 people. Ms. Claude explained the City does not reimburse for sales tax and will send the tax exempt form to Ms. Gassant. Vice Chair Nevin asked how advertising the fund raiser was received. Ms. Colebrooks explained she is a social media person and she advertised it to 53 people. She had 10 responses on Facebook. She also has it on Linkedin and Instagram. Mr. Voce got feedback about the location of the event, as they were leery about having the event in Boca Raton. It was hoped it could be held in Boynton Beach in the future. Chair North agreed and she thanked Vice Chair Nevin for the post on Boynton Raw. The Boca location was mentioned, but the Board did not have that opportunity in Boynton Beach. Chair North was open to ideas for fundraising in Boynton Beach. Vice Chair Nevin emailed information about the event to everyone at FAU. Ms. Gassant summarized the games were addressed, and she will get balloons to compliment the signage area. Ms. LeGuerre and She will handle the guest check-in, members should be there by 5:30 p.m. to 5:45 p.m., Ms. Claude will take care of pamphlet, some type of signage and the tax exempt certificate and Dr. North will handle the welcome presentation and try to get everyone together. They can then transition to the games. The drinks are provided right away, but there is a wait for the hors d'oeuvres, which are served one, two or three times so it was important to be on time. 4 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida June 28, 2018 Vice Chair Nevin commented in the past members received City of Boynton Beach Lapel Pins and thought it would be nice to have them to identify who the Board members at the event are. Ms. Claude agreed to find out about the pins. Ms. Gassant will try to coordinate the balloon colors with the City's colors. Ms. Gassant explained they do not need tickets to come to the events, they can bring the receipt but before the event, she will printout the payout. She would use raffle tickets at the door to be used as drink tickets. She thanked Allison Killup, the City's Marketing and Outreach Manager, who proofread the posters and flyers and for creating the event on Facebook. B. Bridges of Boynton Beach Annual Back to School Event Chair North announced the August 11 th event and advised this would be the third year the Board participated in it. She submitted the form to participate. The event is an all-day event at St. John Missionary Baptist Church. Local youth can receive backpacks,refreshments and events and the Board usually has a table with trinkets, where they talk about the Board. She thought the Board had to think about trinkets, noting there was a restriction on candy or food. Last year they got stickers and whistles. Ms. Colebrooks had a printout about the cost of ordering pencils and pens the Board had contemplated at the last meeting and advised it does not take long to get the shipments. Ms. Colebrooks advised her school just printed the name of the school, a logo would be separate. There was discussion a logo is not needed and the pencils could have up to three lines. There was also discussion the Board could be reimbursed for the cost of the pencils. Ms. Claude offered to order the pencils so the Board would not have to be reimbursed. The pencils would read "City of Boynton Beach, Education and Youth Advisory Board." Chair North and Vice Chair favored ordering just pencils as younger students do not use pen. Additionally, the ink could run dry and if there are left over, they may not be usable at a later date. A gross would be 144 pencils. The pencils will be aqua blue or close to it to match the City's colors. Motion Mr. Murphy moved to purchase pencils from For Teachers Only.com that state that read "City of Boynton Beach, Education and Youth Advisory Board." Ms. Colebrooks seconded the motion. Ms. Claude suggested letting her research if the pencils through a firm the City uses for its promotional items and if the pencils are offered there for less, she will try to get it as cheaply as possible. Motion Ms. Murphy amended his motion to purchase just the pencils that say "City of Boynton Beach Education and Youth Advisory Board. Ms. Colebrooks seconded the motion. 5 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida June 28, 2018 Vice Chair Neven explained everything the Board purchases comes out of the same fund they use to fund activities. She thought there should be a threshold on the amount spent. Ms. Colebrooks asked if the Board could accept someone donating the funds for them. Dr. North commented they asked other members of the community for financial support and the Board is low on the totem pole. Ms. Colebrooks was aware of someone willing to support the Board and she would ask him to purchase them if the Board had the price. Discussion suggested requesting a donation, part of which would be used to support the Board for their endeavors because the Board is approached for funding. Ms. Gassant asked if they can wait to the next meeting find out the cost. Chair North thought it would be a time constraint as the event is August 11th. She favored setting a dollar limit and she could supplement by purchasing whistles. The total budget is $1,718. The cost of the pencils was $22.95 per gross, which is 144 pencils. About 300 kids show up to the event and last year they distributed 1,000 book bags. Vice Chair Nevin commented with shipping and printing it would be about $30 for 144 and suggested a cap of$75 Mr. Murphy withdrew his motion. Motion Vice Chair Nevin moved to purchase pencils that say City of Boynton Beach Education and Youth Advisory Board and the purchase amount does not exceed $70. Ms. LaGuerre seconded the motion for discussion. Ms. LaGuerre was unsure of the amount and it was explained it was about $30 was a gross and $70 was the max. The Board only wanted two gross. The motion unanimously passed. Vice Chair Nevin noted the last time the Board met, she had indicated she would work on quarter flyers with information. She distributed what she designed. She copied most of the information about the program from the pamphlet and the Youth Volunteer Bank membership had a lot of the same information as well. They will have the form to encourage students to join the volunteer bank and additional information about what it is and about the benefits of volunteerism. Chair Nevin agreed to make the copies if there were no additions or modifications. Changes would be sent to Ms. Claude. Ms. Gassant noted the letter "r" seems to be disconnected from volunteerism. Board members would volunteer to shifts at the event at the next meeting. Chair North also commented she would purchase water. The event starts at 10 and the volunteers show up earlier to set up. The event duration is from 10 a.m. to 2 p.m. Board members would also receive tee shirts to wear at the event. 6 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida June 28, 2018 C. New Logo Ms. Claude did not have an update on the logo. Ms. Killip did not make the changes the Board discussed at the meeting, and the item would return to the Board. D. Champions of Change Awards/Fundraiser This item remained on the table. Vice Chair Nevin noted the Board was going to work with Gilley's and noted the restaurant is not open. Dr. North advised she spoke to the owner and they were willing to help the Board, but the last time they spoke she informed him the Board postponed the event. The owner also serves on the Greater Boynton Beach Foundation and he is supportive. Ms. LaGuerre conveyed she had requested the Board put the activity on hold was because the Board was reviewing grants and it was thought grants would yield a better return. E. Video Production Ms. Rodriguez explained she developed a list of questions for each Board member that would be used in the video, but she did not have it at the moment as she had trouble with her computer. She will send it to Ms. Claude, who will forward it on to the members. She suggested taking a video of the August Back to School event, but could not attend the Blue Martini Event. She also suggested someone filming it on their phone using the horizontal and flash settings. At the next meeting she requested to set up the date to go to the Champion of Change fundraiser would be held so they would have a nice background and at the next meeting, she would video the Board proceedings. F. Youth Volunteer Bank & Bob Borovy Award Chair North reviewed the account balances. The Volunteer Bank awards was still a pending item. After the second mail out to students, Ms. Claude did not receive any additional responses from students in the data base. She did get some information back from new students that heard about the program. She was unsure what to do as to whether she should sends a certificate to students who did submit information so the students will know they were recognized. She was uncertain whether she should request hours quarterly or twice a year and there was agreement twice a year would be appropriate. It was noted incoming freshman students have to perform 100 hours of community service. Ms. Rodriguez commented her school requires her to perform 50 hours and 100 hours by her senior year. Mr. Murphy noted the requirement was up for grabs by the school board as well for incoming freshman. 7 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida June 28, 2018 G. Fundraising Chair North contacted the shredding company the Board had used in the past as a fundraiser. The best offer the owner gave was $100 an hour. She wants to help, but that was the best she could do. She thought at some point, the Board needs to make a decision. Chair North also advised she has continued to review the grants database and noted the Jr. League of Boca Raton also has a database which she looked into. If she sees anything viable, she will bring it to the board and then make a decision on whether to pursue the grant or not. Ms. Claude agreed to add a grants line item. Ms. LaGuerre asked if there was a special link so members could assist in reviewing grants. Chair North there was but because of the type of data base there is, the Board did not have personal access to it. The City has a data base but the Board had to fine tune they type of grant they want. She was only able to access the Jr. League data base because se knows someone there who allowed her to see what type of grants are available. She explained there are many of components to education. Grants could be for empowerment, mentoring community engagement, or art. There are many different types of grants, but they have to provide specific outcomes. Writing grants is arduous and sometimes the requirements to comply and to report the data are cumbersome. X. Future Meeting Dates: July 26, 2018 August 23, 2018 I. Adjournment Motion There being no further business before the Board, Mr. Murphy moved to adjourn. Vice Chair Nevin seconded the motion that unanimously passed. The meeting was adjourned at 7 p.m. Catherine Cherry Minutes Specialist 8