Loading...
Minutes 10-25-18 MINUTES OF THE EDUCATION AND YOUTH ADVISORY BOARD MEETING HELD ON OCTOBER 25, 2018, AT 6:00 PM, INTRACOASTAL PARK CLUBHOUSE 2240 N. FEDERAL HIGHWAY, BOYNTON BEACH, FLORIDA PRESENT: Dr. Tiffany North, Chair Sherri Claude, Board Liaison Angelica Nevin, Vice it Carla Colebrooks Peggy Laguerre (arrived 6:28 p.m.) Anastasia Chandler, Alternate ABSENT: Gregory Murphy Lori Wilkinson Lynne Gassant Cory Voce Kathleen Wilkinson 1. Call to Order Chair North called the meeting to order at 6:10 p.m. Roll call was taken. A quorum was present. 1111. Pledge of Allegiance The members recited the Pledge of Allegiance tot Flag. 111111. Approval of Agenda Motion Ms. Chandler moved to approve the agenda. Ms. of brooks seconded the motion that unanimously passed. IV. Approval of Minutes of September 27, 2018 The minutes were deferred to the next meeting. V. Announcements/Presentations/Correspondence Chair North announced Lori Wilkinson assisted the Board in getting $500 from a candidates leftover campaign funds. Half of the funds will go to the Greater Boynton Beach Foundation, a non-profit, which Ms.Wilkinson is a member, and they will designate $500 to the EYAB. She thanked Ms. Wilkinson and her Board. Meeting Minutes Education and Youth Advisory Board Boynton Beach. Florida October 25, 2018 V1. Public Audience None. VII. New Business A. Donation Request— Freedom Shores (Social Studies Weekly for 2 dual language classes-3rd grade) Chair North noted there is a new donation request for two, third-grade dual language classes. She asked if the Board wanted to table this second request to the next meeting and only focus on the first request received for the Expanding Toolkit from Freedom Shores. She thought it would be appropriate time wise and she was unsure if the Expanding Toolkit had a specific deadline. Vice Chair Nevin emailed the requesting teacher but did not email her until yesterday and thought it would be beneficial to table both items. Vice Chair Nevin was under the impression they would try to get more information about the Expanding Expressions Toolkits as there were several questions. The first request was vague and the Board is waiting on her response. Chair North asked if she could ensure she responded before the next meeting, so the item will be addressed either way. The Board has to review the donation request form. Vice Chair Nevin read the email message as follows: "Greetings Mr. C? Thank you for submitting a grant request to the Education and Youth Advisory Board of Boynton Beach. We strive to afford what we can to each submission. With this in mind, would you please provide more information regarding your request? Absolutely anything you can add to strengthen your request would be very helpful in getting it funded. Here are some guiding questions that may assist: Describe exactly how the toolbox will be used? Are you currently trained on the use of the materials? If not, is there a plan to have the official training attended? Which additional teachers will be trained? Are they spread across the City? If so, which institutions are possible? How do you come up with the 1,000 student reach for this request? I think the question above may help give some content to this focus. If your request is partially funded, as often happens, is there a possibility to do additional fund raising to get the tool kit purchased? What is your timeline? I encourage you to review the questions above, but also add your own information wherever possible. The more information we have, the better equipped we will be to make a decision. We hope to be able to provide your institution with a toolkit so the more information the better. In addition, I would like to strongly encourage you to attend our meeting tomorrow at 6 at the Intracoastal Park Clubhouse." 2 Meeting Minutes Education and Youth Advisory Board Boynton Beach. Florida October 25, 2018 Vice Chair Nevin agreed to follow up and advise her she has another month to respond. There was agreement to table this item. B. Donation Request Form Chair North commented the Board spent a lot of time on the form and she has no problem reviewing it again with the individuals with concerns. Ms. Colebrooks explained they added the email. Ms. Claude added the email and asked if they had a completed request to compare against the blank form. She thought it was an older version of the form. There was another question added to the form. Chair North asked where they were getting the old form. It was never put on line. It was either hard copies or it was saved and emailed. Ms. Claude added a date at the bottom of the form so the Board could ensure it was the most current version of the form. Vice Chair Nevin will reach out to one of the requestors again. Ms. Chandler asked if the organization is a non-profit, if they should provide an EIN number, but it was thought only if it was funded. Ms. Claude explained if the board provided funds, they are requested to complete a W-9. Ms. Colebrooks apologized to the Board and explained she had erred and provided the wrong form. Ms. Claude requested clarification the policy created does not go to the applicant unless Ms. Claude makes a single packet that includes it. She thought the policy was more of an internal, guiding document, but asked if the policy or portions thereof be in the packet, that would go to anyone requesting funds, any other information they should know of that is not on the form. They can create a cover sheet for the application. Vice Chair Nevin agreed and commented it is important because there are some things that say within 60 days of receipt of funds, the recipient of the funds must demonstrate to the Board, the funds were used for the stated purposes; however, it was already included on the form. Chair North spoke about item 3, the procedure for consideration of expenditures. One time the Board mentioned a school can apply numerous times, as long as it was for a different program or individual. Ms. Chandler had a question on the procedure for eligibility noting funds should only be awarded to entities in Boynton Beach or residents. She noted there is a teacher at Plumosa which is in Delray, but she lives in Boynton and asked if she could apply for funds and learned she could because she is a resident. It is for the City of Boynton. A non-resident can apply as long as the service is in Boynton Beach. Vice Chair Nevin suggested removing the words "or residents living in" as it was thought to be confusing. 3 Meeting Minutes Education and Youth Advisory Board Boynton Beach. Florida October 25, 2018 The members took some time to review the documents. Chair North read item 2 "the funds must be used for the community of Boynton Beach and any organization or school must be within city limits." Vice Chair Nevin commented it would be beneficial to elect a Board Member to track all of these. They have to show receipts, but sometimes they get a picture as such occurred with the Legos. The second issue is with the criteria. She proposed to have a checklist, so each time there is a funding request it is an automatic yes or no based on pragmatic questions. Chair north also thought some clarity was needed. She asked if the criteria for eligibility for item 2 was really the case that 100% of the money is to provide services within city limits or is it to support the community or the City. She thought when schools ask for donation requests to send students to the Lego Competition to support STEM, it is not within City limits. Vice Chair Nevin liked having flexibility. A suggestion was made to add wording to provide services to organizations within city limits. It was suggested striking the entire sentence in item 2 and replacing it with "100% of the funds must be used for the stated/intended purpose." Wording changes in item I included striking the words "for residents living in Boynton Beach." Ms. Claude requested if the intent was it would only be an organization and not from an individual as there was a language in section 2 that referred to residents, so it was important that language be removed. Vice Chair Nevin agreed that was the intent. If an individual requested funds for a group, the Board would support the group and not the individual. Discussion followed if someone appeared before the Board requesting funds for a safety patrol student to travel to Washington D.C. the Board would not support the request because it is an individual. Chair North also commented how would the one child be selected. She did not want to be in a situation where the Board would pick one child over another because there is no criteria. She favored avoiding those situations. Vice Chair Nevin also pointed out they could have one entity/school, be the only one that ever asks for funds and they give the funding request around. Chair North commented that was why the Board needs to go to the community and let more schools know about the Board. She felt more comfortable with one school sending donation requests for different things, versus 50 kids putting in an application request for safety patrol. She did not want to choose between children. She would feel more comfortable choosing between 20 agencies. Vice Chair Nevin explained the Board would support the agency and a representative for/of the organization has to come for. If The Board funds the student from Freedom Shores school, Vice Chair Nevin asked if they were saying no to the other student and learned they were not because that student was representing a different project. They did not want to penalize the school for applying for different projects. (Ms. Laguerre left the dais at 6:44 p.m.) 4 Meeting Minutes Education and Youth Advisory Board Boynton Beach. Florida October 25, 2018 Ms. Chandler thought they should remove the wording in the first criteria to take out the "residents living in", and just say entities in Boynton Beach. The word entities is broad. Ms. Chandler asked whether the representative or organization has to demonstrate to the Board the funds used for the intended purpose, if it should it be more specific. Vice Chair Nevin liked when they sent pictures of the Legos and the Caribbean studies. Discussion followed about A. and B. She asked when they award a request, if they send a letter saying congratulations you got the award, as part of consideration of the award, you must, within 60 days, submit verification and learned she recently started doing so, or send an email. Sometimes the letters indicate the request was considered but the Board may have needed more information, such as occurred with the last request. Once a decision is made to make an award, Ms. Claude sends a letter and she can add the language about the 60 days and they could add language that if not received within 60 days, they would be ineligible for future funding. (Ms. Laguerre returned at 6:46 P.M. and Ms. Chandler left the meeting) Vice Chair Nevin reviewed the procedures for consideration of expenditures and the only change was to line item one. It must be made in a timely manner preferably at least 30 days, and she noted the form says 60 days prior so the documents must conform. Chair North asked for item three if they could make the language more flexible. It read, there is a limited amount of times any individual or entity can receive funds from the Board, that being one time a year. She asked if it should say project. Vice Chair Nevin commented it was any individual or entity. She viewed an elementary school as an entity. Chair North did not want to exclude a school, but she would want to exclude the same project. Ms. Laguerre suggested adding language such as "for a particular project" or "for a project." Vice Chair Nevin suggested broader language as "The Board has the right not to fund requests" if there has been a certain amount of requests. The Board has the right to refuse any applications from the same entity or individual with similar projects. Ms. Laguerre requested confirmation the Board was trying to say the Board would not fund requests from the same school asking for the same project. Discussion followed about funding several applications from the same school for five different projects. Vice Chair Nevin did not support that philosophically because they do not have the funds. If they fund a bunch of applications from the same school in the beginning of the year, the Board has not done due diligence to spread the wealth. Vice Chair Nevin was also concerned with the Board having the ability to fund all the projects that are submitted. Chair North advised the Board is fund raising and they do not have to fund any application in its entirety or fund any application that comes before the Board at all. The Board is also getting an additional $500. 5 Meeting Minutes Education and Youth Advisory Board Boynton Beach. Florida October 25, 2018 Ms. Laguerre supported approving or denying requests based on the Board's discretion. There was agreement to table number three and add it to the agenda. Ms. Claude will send the updated version of the application and the Board can finalize at the next meeting. She requested clarification of paragraph one reading "Funds should" which could be either way or if it should read "Funds shall" which was more definitive. She thought"should"was subjective. The members agreed to use the word "shall". There was agreement the donation request form itself was fine. Ms. Laguerre asked if appearances by the applicant was included in the policy. Chair North noted had the applicant been present, the teacher would have been able to answer many of the questions the Board had. Whether they come in person or send a representative or just send in the form, the idea is to get the information and a personal appearance was not a requirement. It was recommended. Vice Chair Nevin noted if the applicant does appear in person, the Board would not want to make a decision in front of them, as they did not think it was appropriate. In those instances, the Board would request the individual leave while the Board deliberated. VIII. Old Business A. Donation Request— Freedom Shores Elementary (Expanding Expression Tool Kit) This item was tabled earlier in the meeting. B. New Logo Ms. Claude advised she had three final samples, which she distributed. Option 1 had the City of Boynton Beach at the top and the logo and the words Education and Youth Advisory Board is the same. Option 2 had the words City of Boynton Beach to the bottom and Option 3 only had Boynton Beach at the top. Motion Vice Chair North moved to use Option I with the words City of Boynton Beach on the top and Education and Youth Advisory Board on the bottom. Ms. Chandler seconded the motion. Chair North asked now that they have a logo, how they could get shirts. Ms. Claude responded the Board could authorize the expenditure to purchase additional shirts. Chair North asked if a Board member wanted to purchase a shirt individually. Ms. Claude responded they could but they would have to get prices and a digital file. Vice Chair Nevin suggested polling the members who want a shirt, as it would be cheaper to order as a 6 Meeting Minutes Education and Youth Advisory Board Boynton Beach. Florida October 25, 2018 group as opposed to individually. She noted members could still pay out of pocket. There was agreement to put this item on the next agenda. The Board was fine with the donation request form and they will discuss the policy at the next meeting and refresh the form. It says if they show up, they have the discretion to ask them to step outside while the Board decides. C. Champions of Change Awards/Fund raiser This is a rolling agenda item. D. Youth Volunteer Bank & Bob Borovy Award Chair North noted there was $482 in the Youth Volunteer Bank and the Borovy Award had $1,000. Ms. Chandler commented she had teen volunteers that assisted with the trick or treat that received volunteer hours. She inquired how to list their hours when they volunteer for such volunteer activities. Vice Chair Nevin commented there is an online form the student volunteers fill out. Ms. Chandler further inquired how to list an event that is open to volunteer. Ms. Claude explained she had an email list and they could do an email blast to those students in the Volunteer Bank. She thought if they send activities more often, they would get greater participation. In the past, they pretty much only heard from the City once a year reminding volunteers to turn in their hours. They get a welcome letter when they sign up. They would send a letter if there was a big project to get involved with. Ms. Chandler thought ideally it would happen more often if they could provide more opportunities. Chair North asked if they could link to the Boynton Beach Facebook page for volunteer opportunities. Ms. Claude said they could put something on their page and post it on social media as well. Chair North hoped to get a volunteer high school student to help with social media, or perhaps a Student Board member. This item could be discussed on another agenda. E. Fundraising Chair North advised she and Ms. LeGuerre attended the Fit Fall event and commented it was not well attended They were there an hour and a half and about seven or eight youth were present and the majority of them were dropped off with no adult supervision. They essentially gave out drinks and paid for themselves and at the end of the day they made five dollars. She did not think she would recommend participating in the event again unless something changed. There were not many activities for the youth. They could swim in the pool and there was a bounce house. In addition to the Board members, there were three other tables. Ms. Chandler suggested the Board consider offering a showcase of schools, but for VPK programs and hold it in February when parents start registering for VPK. The Board could 7 Meeting Minutes Education and Youth Advisory Board Boynton each. Florida October 25, 2018 charge a booth fee to any daycare or preschools that want to pay to advertise their program. They could have the Early Learning Coalition present so they could get people the information they need about how to register for VPK. This would be very helpful, as parents often have to go to every VPK school. There was agreement to add this as a future agenda item. Ms. Colebrooks attended an event similar to Taste of Boynton. They could get South Tech Culinary School to make sample sized foods and they charge for tickets. They could go to one table for chicken wings and pay for the food with tickets, which they buy in advance, or at the door. They could use South Tech or any other culinary school in Boynton each. Vice Chair Nevin thought champions of change could use South Tech. She would like to see it take off, but it got too big. She liked incorporating the school in the event. /D---,, I gg, LaGuenfe 7rr4ved at 6-;.29 p.m.) F. Grants. Grants are still an ongoing item. IX. Future Meeting Dates: November 29, 2018 January 24, 2019 X. Adjournment Vice Chair Nevin moved to approve. Ms. LaGuerre seconded the motion that unanimously passed. The meeting adjourned at 6:54 p.m. wal, Catherine Cherry Minutes Specialist 8