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Minutes 05-24-18 MINUTES OF THE EDUCATION AND YOUTH ADVISORY BOARD MEETING HELD ON THURSDAY, MAY 24, 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 Colebrooks Angelica Nevin Gregory Murphy Dr. Lynne Gassant Dariana Rodriguez, Stu. Reg Voting member Kathleen Wilkinson, Stu. Reg Non-voting member ABSENT: Peggy LaGuerre Lori Wilkinson Alana Thomas, Stu. Reg Voting member Cory Voce, Alternate I. Call to Order Chair North called the meeting to order at 6:00 p.m. II. Pledge of Allegiance The members recited the Pledge of Allegiance to the Flag. Ill. Approval of Agenda Motion Mr. Murphy moved to approve the agenda. Ms. Rodriguez seconded the motion. It was noted the minutes were not available. Mr. Murphy moved to approve the agenda less the minutes. Ms. Rodriguez seconded the motion that unanimously passed. IV. Approval of Minutes of April 26, 2018 V. Announcements/Presentations/Correspondence Sherri Claude, Board Liaison, announced the Board received a letter from the Poinciana Robotics Club thanking the Board for its donation. Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida May 24, 2018 ® Public Audience None. V1111. New Business A. Selection of Chair/Vice Chair Motion Ms. Nevin moved to nominate Dr. North as Chair. Ms. Colebrooks seconded the nomination. No other nominations were made and the nomination unanimously passed. Motion Mr. Murphy moved to nominate Angelica Nevin as Vice Chair. The nomination was duly seconded There were no other nominations made and the nomination was unanimously passed. B. Bridges of Boynton each Annual Back to School Event Chair North noted this was the third year the Board participated in the Bridges Annual Back to School event. This year, flyers noted the event was scheduled for Saturday August 11th, from 10 a.m. to 2 p.m. Chair North advised they had a great time at the event last year and they should bring trinkets as the other vendors did. They also distributed information about the Youth Volunteer Bank and the Board. Last year, the Board was inside in the air conditioning and vendors were both inside and outside of the Church. She asked if the Board wanted to participate and noted members had previously split shifts from 10 a.m. to 12 noon and from 12 noon to 2 p.m. The first year the Board participated, they raffled off a $50 Winn Dixie card. There was no objections to participating in the event. Ms. Gassant offered to take a shift. Ms. Colebrooks asked if the Board members would get new tee shirts as she never received one. She also asked if the Board could distribute pencils with the Board's name on it at the event. The Board had looked into doing so last year, but there was a cost involved. Ms. Colebrooks had a very economical vendor that would include up to three lines of print on the pencils. She could order 100 and recalled she paid about $25 when she ordered some at school. Delivery takes two to four weeks and summer is slow. If the pencils were cost prohibitive, the Board could work with the vendor to find items in the Board's price range. Ms. Colebrook's will also approach the City Commissioners to assist with the cost. There was agreement Ms. Colebrooks would bring a quote to the June meeting. Ms. Claude also advised -she had a few tee shirts left and would email the members the size information. 2 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida May 24, 2018 Vill. Old Business A. New Logo Ms. Claude explained Allison Killip attended the last meeting and was working on to designs, but had not yet finalized the Accordingly, she would bring them tothe June meeting. B. Champions of Change Awards/Fund raiser The item remained on the table. C. Video Production Ms. Rodriguez explained at the last meeting, there was agreement to discuss the video at the June meeting D. Youth Volunteer an & Bob Borovy Award Chair North thanked the members who came out to support the Board and the award. She announced the award was well deserved and the recipient Alana Thomas and her family were very proud. She was also pleased she was on the Board. Chair North reviewed the account balances as follows: Harvey Oyer Jr. Community Contributions, $341; Borovy Award, $446; Youth Volunteer Bank, $567; and the Tennis Carnival, $364. Ms. Claude advised she sent letters to all those enrolled in the Youth Volunteer Bank explaining the deadline was extended to the end of May, but has had any responses. Vice Chair Nevin pondered if the lack of response was because students are not civically engaged in volunteer work or if the participant was aware the program provided the opportunity to be recognized. She thought the Board could take the program to the Back to School Bash Health and Resource Fair and tailor the message to students and parents. The program could be more action oriented. She suggested having a quarter sheet with information about the website, where to find the application and about having the opportunity to engage in the community. Chair North agreed, but thought the Board could be proactive in finding other avenues and engaging schools. More specifically, the guidance or resource counsellors, and community leaders could be sent information. She commented it is said in small communities, the people to approach are the individuals who are centered around the community and the Church. She suggested the Board identify individuals who were working on these types of initiatives to get the word out, and perhaps attend one of their meetings and make a brief presentation. She believed between all the members, they should be able to identify individuals. She suggested speaking to the Police Department, the Bridges Program and youth to engage them. Vice Chair Nevin advised she asked Ms. Claude to send her an email with bullets on the 3 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida May 24, 2018 mllllmffle�— Youth Volunteer Bank program and its stipulations and she would create quarter sheets and bring a mock up to the next meeting. It was noted Board Member Cory Voce has a youth group at his church and he would be a good contact. Mr. Murphy also suggested attending SAC and PTO meetings at the various schools and different leagues to get the word out about the Board. Ms. Colebrooks suggested giving out information about the after care programs at the school. She noted the programs have junior counsellor volunteers that live in Boynton Beach. Some volunteers are involved in the elementary aftercare program and they could provide information to the Directors about the Boynton Aftercare programs. Chair North agreed the more information they distribute, the more the community will know the Board is available to help. It may also help with fundraising activities because they public will be aware of the Board and its mission. The Youth Volunteer Bank has 100 students signed up, but the issue is getting the youth to turn in hours. Chair North thought students may be unaware they can submit their hours to both the school and the Board. Mr. Murphy thought there was more of a push for community service hours. This year, students entering ninth grade have to perform 100 hours of community service. Ms. Gassant thought the easiest way to get started was by having the Board's own social media and the members would have access to the site. After the meetings, the members could take pictures and post them so the community will get to know who the Board is. Social media was also a good way to find out what is occurring with other organizations. Ms. Claude advised she could post anything to the Departments page. As for the Board's own page, she would have to run it by the City's Communication Manager. Ms. Gassant pointed out the Board could always post informational sessions at different places and invite parents to come. There was discussion if two members can attend the same event. Ms. Claude wanted to check, but noted the members were making a presentation and providing information to the public. It was also important to invite interested individuals to attend a meeting. E. Fundraising Ms. Gassant explained the July 19th fundraising event is confirmed from 6 p.m. to 8:30 p.m., and they were expecting 25 individuals. She noted if the Board members bring five people each, the event would be successful. Ms. Claude had advised the Board could use Eventbrite, but they would have to use the City's email address. Ms. Claude explained she could handle the email part of it. Ms. Gassant would change her email to Ms. Claude's email address and both have access. The link could be used to promote the event and each time someone logged onto Eventbrite, they could download the report to see who signed up. Ms. Gassant advised she could manage the event, and at the request of Ms. Claude, she would provide a final printout as documentation of the check Eventbrite would send. The members discussed the ticket price and determined the price would be $15 and include the credit card and Eventbrite fee. Also included in the 4 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida May 24, 2018 ticket price was a cocktail and finger foods. If an attendee wished to order from the menu, they would receive half off as well. The Board would see how it goes for the first year. Motion Ms. Gassant moved to charge $15 for the Blue Martini Benefit event. Vice Chair Nevin seconded the motion. Ms. Gassant summarized the $15 includes the Eventbrite service and credit card fees, one martini and finger foods which would yield $13 profit per person for 25 people. At the close of the event, the Board would pay Blue Martini $75. Eight people needed to show up to break even. The final payout to the Board would be $10 per person. Vote The motion passed 6-1, (Mr. Murphy dissenting.) Ms. Gassant asked about flyers she created noting the flyers could be advertised through social media and assuming everyone has a Facebook page, the members could forward the flyers to friends and family. Ms. Claude also suggested someone attend the June City Commission meeting and invite the Commissioners and public to attend and support the Board. Vice Chair Nevin agreed to attend. The members also liked the flyers. Ms. Gassant recalled Vice Chair Nevin would bring information to the next meeting about networking games. She also asked if there were a banner or tablecloth with the Board's logo that could be used for signage. Ms. Claude explained Gould provide something to be used for signage, but there was discussion it would be better to wait until after a logo is developed. Chair North commented she would discuss information regarding the shredding fundraiser at the June meeting and she updated the Board she reviewed a lot of the applications the Board received over the last few years regarding funding requests. She placed them in broad categories. She identified cultural awareness as one category. There were historical events based on culture. There were academic applications in support of STEM or STEAM programs, and art. She noted there was kinetic and Lego art and she was still trying to define the variety of different art projects. She noted there were not many grants for community awareness, but she still had further research to do. She commented there are grants that deal with art and prevention of bullying that are used as art therapy and many different grants about art She will keep the Board updated and keep refining the grants to see what is available. IX Future Meeting Dates: June 28, 2018 July 26, 2018 Chair North reviewed the above meeting dates. 5 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida May 24, 2018 mmlalnfflffl�— X. Adjournment Motion Vice Chair Nevin moved to adjourn. Ms. Gassant seconded the motion that unanimously passed. The meeting was adjourned at 6:38 p.m. Catherine Cherry Minutes Specialist 6