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Minutes 09-27-18 MINUTES OF THE EDUCATION AND YOUTH ADVISORY BOARD MEETING HELD ON SEPTEMBER 27, 2018, AT 6:00 PM, INTRACOASTAL PARK CLUBHOUSE 2240 N. FEDERAL HIGHWAY, BOYNTON BEACH, FLORIDA PRESENT: Dr. Tiffany North, Chair Sherri Claude, or Liaison Angelica Nevin, Vice Chair (arrived at 6:14 p.m.) Carla Colebrooks Lynne Gassant Peggy LaGuerre Gregory Murphy Cory Voce Lori Wilkinson Kathleen Wilkinson, Student, Reg non-voting ABSENT: Anastasia Chandler 1. Call to Order Chair North called the meeting to order at 6:10 p.m. Attendance was taken. A quorum was present. 111. Pledge of Allegiance The members recited the Pledge of Allegiance to the Flag. III. Approval of Agenda Motion Mr. Murphy moved to approve the Agenda. Ms. Gassant seconded the motion that unanimously passed. IV. Approval of Minutes of April 26, 2018 Motion Lori Wilkinson moved to approve the April minutes. Mr. Murphy seconded the motion that unanimously passed. Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida September 27, 2018 V. Approval of Minutes of May 24, 2018 Kathleen Wilkinson moved to approve the May minutes. Mr. Murphy seconded the motion that unanimously passed. VI. Approval of Minutes of June 28, 2018 Motion Ms. Gassant moved to approve the June minutes. Mr. Murphy seconded the motion that unanimously passed. Vill. Approval of Minutes of July 26, 2018 Motion Ms. Gassant moved to approve the July minutes. Mr. Murphy seconded the motion that unanimously passed. VIII. Announcements/Presentations/Correspondence Chair North announced she met with the Chief of the Police last Friday to introduce herself and the Board. She wanted to see what the Police were working on and become involved. She will send information to the members when they have meetings with the community and for Explorer and Coffee with a Cop events. She advised they would also participate in Education and Youth Advisory Board events. In the past, they had prior youth events. She thought the Board and the Department would be a great team. Lori Wilkinson reminded all Election Day was November 6t". She also noted there was a big push for the amendment for the tax levy. She thought the Board should be aware of the amendment. She has three children in three schools and all three schools contacted her to support the amendment. She advised the monies would be used to address unfunded mandates. Mr. Murphy had information he agreed to send to the members. Sherri Claude announced the Fall Fitness Festival on Saturday, October 20th from 2 p.m. to 5 p.m. at the Carolyn Sims Center/Wilson Park area. Ms. Claude explained the event will have a fitness theme and the staff organizing the event requested the Board sell refreshments or distribute food and snacks. It could be a fundraising event for the Board. Discussion followed about what types of snacks and beverages to provide and a suggestion was made to provide healthier snack options or Gatorade. A pavilion was also reserved for the Board. All of the staff will be in Halloween costumes and she hoped the Board members would wear costumes appropriate for children as well. Lori Wilkinson and Peggy LaGuerre volunteered to help. Vice Chair Nevin thought it may still be hot and suggested volunteers attend in slots similar to what they did at the Back to School event. 2 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida September 27, 2018 She also commented the or is very thankful for the continued invitations to participate and fundraise at City sponsored events. Ms. Claude agreed to provide the tax-exempt certificate so the Board would not be charged tax and pointed out for the last three years, the event was held at the Intracoastal Park Clubhouse and hundreds of youth attended. The event was moved to the Carolyn Sims Center/Wilson Park to accommodate the growth of the event. Vice Chair Nevin recommended when purchasing snacks to be cognizant of the expiration dates as left over snacks could be sold at the holiday parade and the snacks had to be good until January. IX Public Audience None X. New Business A. Donation Request— Freedom Shores Elementary Chair North noted Alexander Tina was requesting funds for an Expanding Expression Tool Kit. Lori Wilkinson requested clarification if the Board granted the request if they can request further funds later on during the year and learned they could as long as it was for a completely different project. Vice Chair Nevin expressed concern that no attempt was made to fund this from any other source and thought it weighed against the request. Chair North thought it was only a consideration and it was noted the request was fairly small. Ms. Claude reviewed the balances listed on the different accounts and noted all the money from the July fundraiser was deposited in the Community Contribution Fund. Vice Chair Nevin wanted to review the minutes, but thought it would go to the Borovy Award. If an award was made to one student, the award would be $1,000. The Board could also lower the award, but historically it was $1,000. Fifteen hundred dollars was also spent in the past for two awards with the second place award being $500. Vice Chair understood to have a $1,000 Borovy award, the Board would have to transfer $557 from the Harvey Oyer Community Contributions to the Borovy Award account. Lori Wilkinson was optimistic about funding. Her friend has money left over from running for office. She noted Commissioner Joe Casello was unopposed in his race for the Senate, and when the election is over, whatever is left, they have to disburse. She suggested the members ask anyone who is running for the funds when the election is over. She thought in addition to those monies, there would be more funds raised at the 3 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida September 27, 2018 fundraiser Oct 20th and the parade. She thought the coffers would be a little more full so they can consider funding the subject request. Motion Lori Wilkinson moved to give the $249. Mr. Murphy seconded the motion. Vice Chair Nevin reiterated she had a philosophical issue with no attempts being made by the teacher to raise funds from anywhere else. Lengthy discussion ensued as the Board did not know if the teacher was a district employee following SOP or a contract employee. There are also direct hires and employees hired through a contract from vendors. If Ms. Cristina was a contractor, the company she works for gives all the teacher supplies. Another question was there was not enough information on the donation request form to see if kit was a best practice. Board members wanted to know how she would teach other teachers in classrooms. It sounded like the Board was being asked to purchase an assessment kit and she would teach other teachers which should be done on the district level and not on an individual level. Ms. Colebrooks clarified Ms. Cristina is a district employee. Lori Wilkinson understood the Board's concern, but from what she read and from her experience with tool kits, it was not an assessment. It was a strategy. Chair North did not know if Ms. Cristina had the independent authority to do this. Every professional has tools in their tool kit and it was not necessarily a standardized thing. She was not comfortable approving the request. Mr. Murphy commented if it is a strategy, it could be used in schools. He did not think there would be an issue with the teaching strategy. Ms. Colebrooks explained Ms. Cristina wanted to use it with her students and train other teachers to have it as another supplemental strategy they could use in the classroom. It was professional development. She noted when the District gets funds, Speech Pathologists get less than teachers do. She has spent a lot of her own funds for standard SOP and the school gets Title 1 funds. Chair North thought if the Board purchased the toolkit, she would personally own the toolkit and discussion followed if, purchased, it would have to be purchased for Freedom Shores School. Vice Chair Nevin pointed out the EET does provide training for their tool kit. One day of training is $4,800 and a half day of training was $2,999. It looked like an actual tool kit, briefcase with laminated items. All Ms. Cristina was asking for was the funds for the toolkit and not the training. Vice Chair Nevin commented if they purchased someone tools, how would they ensure they would be used appropriately and who would have possession of them. Mr. Voce commented it would be a toolkit for the school. It would be school property and if they trained others, then the school would hold the kit. Chair North questioned if the Board was setting Ms. Cristina up for failure. She will use the toolkit and some tool kits have 100 uses. While it is a strategy, a physical tool kit 4 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida September 27, 2018 would run out. The goal was to work with the students first. Chair North wanted to know what the plan was. The 2"dadditionof the tool kit included tools, manual object cards, stickers, class poster, dice, game instructions, icons retelling, lesson plan prompt cards and more. Ms. Colebrooks explained it is primarily for the speech language pathologist and it is up to the school to implement it in writing as every teacher writes their curriculum. Freedom Shores was paying for Ms. Cristina and another teacher to take the training. Even in training, attendees may get additional materials. There was discussion about tabling the item and requesting Ms. Cristina speak to the Board. There was also no timeline included in the request. Ms. Colebrooks thought something should be included in the application. The strategy would be implemented by the Speech and Language Department. Mr. Murphy thought the Board should spell out a model of what information the Board needs to be clear to the applicant. Vice Chair Nevin agreed the Board should review the donation request form because a lot of the conversation could be circumvented by better direction or by an exemplar. Currently, the information on the form gives a very superficial view. There was a vote on the motion. Ms. Colebrooks commented she would abstain as she is a teacher at the school, but it was explained her vote would not be a conflict. The motion failed. Vice Chair requested reaching out to the person who requested the funding and if the person cannot be present to at least know what the Board's questions are, the Board could at least get answers to some of its questions by phone and then the Board could revote on the full $249 request. Motion Lori Wilkinson moved to table the item to the next meeting and the Board can contact her. The Board could revisit the request then after they receive more information from the teacher by phone or in person. Mr. Murphy seconded the motion. The next meeting is October 25th. The motion unanimously passed. Vice Chair Nevin agreed to reach out to her. Vice Chair Nevin would first email the person inviting her to the next meeting. If not, she will ask questions. Mr. Murphy suggested instead of asking if the kit is purchased, if it would be directed to the principal to assign to the Speech Language Pathologist. There was agreement that would be appropriate. It was noted the application form did not include a line for the requestor's email address. Motion 5 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida September 27, 2018 Mr. Murphy made a motion to revisit the Donation Request form in October, including the instructions. Ms. Colebrooks seconded the motion that unanimously passed. That would also include the instructions. Ms. Gassant suggested Ms. Claude email the members so they can make comments. December Meeting Date Ms. Claude advised the Board would normally meet November 22 or the Board could cancel the November meeting. Additionally, since the Board was scheduled to meet December 27, they Board has historically combined the November and December meeting. Mr. Murphy noted the Board could hold a special workshop meeting. After discussion, there was agreement the Board would meet November 29th and there would be no meeting in December. The Board could also decide if a workshop is needed at the October meeting. I. Old Business A. Bridges of Boynton Beach Annual Back to School Event—August 11 Chair North thanked all who participated and helped with the Back to School event. She commented it was raining hard that day and she had attended earlier in the day and left. Ms. Gassant was the cleanup person. Discussion followed there were more students and youth last year. Lori Wilkinson thought the Board should revisit the event in the future. She thought the only reason people came was because of the Bingo Card for sign off. Most people did not speak English. The idea was to get the name of the Board out there, but it was thought the Board may need to do something else and the event may not be the appropriate forum for the Board. Attendees wanted the free stuff and not necessarily the information. B. New Logo Ms. Claude advised Allison Killip, Marketing and Outreach Manager, was supposed to email her the logo, but she did not receive it. Ms. Claude agreed to get something to the Board by the next meeting. The options she provided were solid and the Board gave feedback. When finished, the Board will add the new logo on the revised Donation Request Form. C. Champions of Change Awards/Fund raiser Mr. Murphy asked about Champions of Change Fundraiser and learned the intention for the event is to have the time to do it right and be effective so the Board would get a good return on investments. Mr. Murphy asked if there was a tentative time frame to hold it 6 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida September 27, 2018 and learned no date was set. The members could discuss it further at the next meeting and develop a long-term plan to work on it. Discussion returned to the Fall Fitness Festival. Chair North offered to purchase the drinks and Ms. LaGuerre will pick up the snacks. Ms. Claude will also email the members the information. Lori Wilkinson suggested the Board contact individuals running for office as they have to spend all of their campaign funds. She thought several of them have probably earmarked funds already, but she suggested putting the request in writing and asking. Chair North thought there was a letter that could be sent. Ms. Claude commented she has a copy of something sent years ago and she can send sample templates. When she has sent letters in the past, she receives a response fairly quickly. Chair North requested Ms. Claude send the letter to the members, members make comments and then make a list of names of individuals to solicit and send them all out. There was agreement the request would be sent from the Board, but letters from the individual members was fine too. D. Video Production Ms. Claude advised Ms. Rodriguez submitted her letter of resignation and there are now two student regular (Voting) openings. Lori Wilkinson commented she would ask if she could make the video anyway, since it was a school project. It was also mentioned if a non-voting student member wants to move up, they should contact the Commissioner making the next appointment. E. Youth Volunteer Bank & Bob Borovy Award This item was discussed earlier in the meeting. Motion Vice Chair Nevin motioned to move $557 from the Harvey Oyer account to the Bob Borovy Award account to make the total Borovy Award $1,000. Ms. LaGuerre seconded the motion that unanimously passed. Ms. Claude updated the Borovy Award flier, and advertised the award is $1,000. It was noted the school district posted monies that are available on its website. Lori Wilkinson agreed to review it and report back to the Board. Mr. Murphy and Ms. Gassant also took application forms from Ms. Claude to distribute. F. Fundraising Ms. Gassant commented the Board could have an early holiday networking event. Lori Wilkinson thought a weekend event in December would be hard and it was suggested holding an event during the week would get the best deal. She requested the members ask around because she does not know where in Boynton each to hold a fundraiser, 7 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida September 27, 2018 and she would check it out. At the last fundraising event in Boca, the location had been questioned. Vice Chair Nevin did not want two fundraisers in a row outside of the City. Lori Wilkinson suggested keeping the event along the same caliber of Blue Martini and she pointed out Boynton has four breweries and a fundraising event there would be much more casual. Bar Louie, Village Tavern, Sweetwater Caf6 and Two Georges were all suggested. It was noted if the or opts for a brewery type fundraiser, breweries typically partner with food trucks and they could ask the to donate. G. Grants Chair North had no news on the grants. XII. Future Meeting Dates: October 25, 2018, and November 29th- There will be no December meeting. XIII. Adjournment Motion Mr. Murphy moved to adjourn. Lori Wilkinson seconded the motion that unanimously passed. The meeting was adjourned at 7:18 p.m. Catherine Cherry Minutes Specialist 8