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Minutes 02-28-19 MINUTES OF THE EDUCATION AND YOUTH ADVISORY BOARD MEETING HELD ON FEBRUARY 28, 2019, AT 6-00 PM, INTRACOASTAL PARK CLUBHOUSE 2240 N. FEDERAL HIGHWAY, BOYNTON BEACH, FLORIDA PRESENT: Angelica Nevin, Vice Chair Sherri Claude, Board Liaison Peggy LeGuerre Carla Colebrooks Anastasia Chandler, Alternate Kathleen Wilkinson, Student Non-Voting Member Greg Murphy(arrived 6:11 p.m.) ABSENT: Dr. Tiffany North, Chair Lynne Gassant Cory Voce, Alternate I. Call to Order Vice Chair Nevin called the meeting to order at 6:09 p.m. 111. Pledge of Allegiance The members recited the Pledge of Allegiance to the Flag. 111111. Approval of Agenda Vice Chair Nevin noted the November and January minutes were not available. Motion Vice Chair Nevin moved to approve the agenda less the November and January minutes. Ms. Chandler seconded the motion that unanimously passed. -IV.- ApprqVaklmof MiMites of October 25, 2018 Motionii Ms. Chandler moved to approve the October minutes. Ms. Colebrooks and Ms. LeGuerre seconded the motion that unanimously passed. Meeting Minutes Education and Youth Advisory Board Boynton Beach, I riFebruary 1 V. Approval of Minutes of November 29, 2018 The minutes were not available. V11. Approval of Minutes of January 24, 2019 The minutes were not available. Announcoments/Presentations/Correspondence Ms. Chandler apologized as she was excited about kicking off the VPK event, but she was unable to attend the meeting. Vice Chair Nevin thought the item should remain on the agenda. Sherri Claude, Board Liaison, received correspondence from the teacher from Freedom Shores regarding the donation for the social studies weekly program. Ms. Claude read the letter. The funds pay for the online programs for 3r' grade dual language students. Ms. Claude will reach out to the teacher for proof the funds were used for the intended purpose as it was a program requirement. Mr. Murphy inquired if it was fully or partially funded. It was thought it was partially funded, and he thought a cashed check would be sufficient as proof. The program should be noted in the check memo. Ms. Claude asked according to the policy, if they will provide a report to acknowledge how the funds were spent and discussion followed sometimes they send a picture or card. The Board has never requested a receipt. There was agreement some sort of proof was wanted. Motion Ms. Chandler moved to add a note in the procedures to ask for proof of purchase. Mr. Murphy seconded the motion. There was consensus to table the item until more members were present to work on the wording. This item will be discussed at the next meeting. Vlll. Public Audience There was one person in attendance who identified himself as Casey. Casey advised he was present to observe the Board. Vice Chair Nevin welcomed him. and explained sometimes the public audience attendees are individuals requesting funds from the Board. IX Now Business Mr. Murphy sent the information about the Borovy Award to the Palm Beach County Board of Education for the Web page. Ms. Wilkinson advised she had received the information from her high school. Meeting Minutes Education and Youth Advisory Board Boynton-Beach, Florida February 28, 2019 Ms. Chandler was trying to obtain a copy of the Board's Mission Statement. When she received a packet of information as a new Board Member, there was not a lot of information about the Board's purpose. She thought it would be good to receive that information with first correspondence. Ms. Claude was aware the City sends a letter and she directed the request to the City Clerk. She explained the Board's function was contained in the City's Code of Ordinances and she made copies so the members will have them. X Old Business A. Tennis Camival Ms. Claude explained at the last meeting, she was asked to contact the Tennis Pro at Hunters Run. She called him this week and has not heard back from him. She did not recall if there were dates selected. Vice Chair Nevin thought the Board would be amenable to dates they suggested. It had been held in April. It was hoped they would have a few different options. Ms. Claude requested authorization, if the pro suggested dates, she could just set it up. The Board's role is to purchase the snacks. Hunters Run has 3 tennis pros, fun hour and a half, other than showing up and purchasing snacks and drinks, a former member lived in Hunters Run and got the pros to do it. It was not held for the last two years, but the pro is of well. It is free for ages 6 to 14 and they have to sign up. It is first come first served. Ms. Chandler felt if it is a community event, they could get tons of food donated. She thought there may be a better option to get food for free. We are not a non-profit or a 501(c) 3. Usually they write it off. They have to to ie how to get food donated. Vice Chair Nevin had her children attend, there were juice boxes, water and little bags of chips. It was not extensive and depending on how many youth register, they can detennine how much to buy. Vice Chair Nevin would like to see it occur and they have a line Rem in the budget for it. (Mr. Murphy stepped out at 6.27 p.m.) Motion Ms. LeGuerre moved to authorize Ms. Claude to accept a date from the tennis pro for the Tennis Carnival up until the end of April. (Mr. Murphy returned to the meeting at 6.30 p.m.) The motion was duly seconded and unanimously passed. B. Purchasing of T-Shirts 3 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida February , 2019 At the last meeting, there was discussion about obtaining the t-shirts for the board members. The new logo would be on the shirts. Vice Chair Nevin thought there may be a minimum order and suggested this item be tabled until they want the t-shirts. The members can hold off on purchasing the new shirts until the existing shirts in their sizes are depleted. Motion Ms. Chandler moved to table. Ms. LeGuerre seconded the motion that unanimously passed. C. Champions of Change Awards/Fundraiser Last month, Ms. LeGuerre gave an updated presentation for the event. The fundraiser would be held either at the Carolyn Sims Center or at South Tech due to the Culinary Art program. The only thing they discussed besides the location was the $300 sponsorship level would include tickets. For the promotional items, Eleanor Krusell, the City's Public Communications and Marketing Director, could create a program and get them printed through the City. Ms. LeGuerre commented possible attendees would have to know what they are paying for, and she did not know how much the food would be. When they know what the costs are, they could determine the ticket prices. Dr. North indicated she would contact South Tech. They could also use the facility on Congress as it is bigger. Ms. Chandler asked if the members would find sponsors and it was explained the Board is not a 501(c)3, so the goal is to work through the Boynton Beach Foundation. The members would find the sponsors and the checks would be made to the Foundation. She would have to find out how much the Foundation would get. Vice Chair Nevin noted the Board usually takes the lead on those things. When they had events at Blue Martini, the members were to get a certain amount of people to attend. The sponsor letter was in the packet. Ms. Chandler asked if the Boynton Beach Chamber of Commerce was contacted. Discussion followed the Board has never done anything like this before and the Board made a list of different businesses the Board can contact. Ms. Claude updated the letterhead with the logo. She will send it to Ms. LeGuerre to use on their letterhead. Mr. Murphy had made a great packet. Lori Wilkinson was thinking about the fundraiser and was concerned. She thought they were overstepping their bound and she was leary of laying out a lot of time, effort and money. There is a great deal of work needed to hold the event and she felt it would not be as grandiose right off the bat. She favored starting small and growing the event. Ms. LeGuerre queried if that meant removing sponsorship levels or planning for a smaller crowd. The Board has been discussing the event for a year and she was not okay with waiting another year. Vice Chair Nevin agreed with Lori Wilkinson. (Kathleen Wilkinson left the meeting at 6:44 p.m). Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida February 28, 2019 The event started out as a pancake breakfast. Lori Wilkinson suggested having a brunch, an honoree nd $10 or$15 tickets. yr d growing the event for a few years first. Discussion followed , variable costs and expectations. Lori Wilkinson felt the Urban League has large events, because they haveholding the events for . Lod Wilkinson felt the Board wouldasking too much of the people who buy the tickets and asking for large sponsorshipdollars. She was unsure it was good for a first time event. She wanted to scale it down to be more realistic and successful. Ms. LeGuerre wanted the option to have a sponsor. She thought the Board should have a sponsorship package available. Ms. LeGuerre could think of a scaled down version, but it is difficult to proceed until they know if they could get the food paidfor or not. Ms. Claude had not received any information from Dr. North who was going to check with South Tech Academy to see if South Tech wouldvide the food and if there was a cost. The idea s the event would show the school's Culinary Art Program. Mr. Murphy was leary about the event and he supported i . He agreed the build community of people to support theo fits do not come from ticket sales; it comes from sponsorships as he has held a number of events. The Board shout have a sponsor package. The Boardl look for one generic sponsor, or hold a scaled down event. Food costs, decorations, facility costs had to be factored in. South Tech is school and has a studentorganization the Board was looking for an inkind donation. The event showcases the students but it is revenue from the Charter school which has completely different funding public school. He was concernedif they were doing justice to South Tech. Lori Wilkinson commented the in-kind componentcould the students cook the food and serve it. The Board may have to purchasethe food or obtain sponsor to purchasethe Showcasing t time t I ntout fit them. The Board also had to consider facility usage, tables and other items. He was not sure they could get the facility for free. it was learned South Tech declined for insurance Dr. North had left a message from someone the Lynn University Hospitality Program and she was trying to do somethingit their catering. Discussion followed Santaluces HighSchool also had a program. Vice Chair Nevin thought the Board shout let it play out as they had nothingconcrete on which to move forward. Ms. LeGuerre V411 think of a scaled down version and look at other options and budget. Vice Chair Nevin suggested the members approachtries that may be interested in helping. Chandler agreed to ask the Boynton Diner. Vice Chair Nevin hoped the members could come back in a monthwith entities interested in participating. The Board coulduse City uildi . Originally, the Board proposed-to use the Intracoastal Park Clubhouse, but it was no longer available. Ms. Colebrooks suggested comingup with dates. Mr. Murphy reed they need some type of window to hold the event. They would need a few months and after brief discussion it was thought late September may be appropriate. His church also has a social hall with a full service kitchen. It was hoped Mr. Murphy's church would donate a meetingo s. Chandler would k her if the Board couldthe meeting space at the FirstUnited Methodist Church on Meeting Minutes Education and Youth Advisory Board Boynton I rida February 28, 2019 Seacrest and Boynton Beach Boulevard by Ocean Avenue as they have a large hall with a commercial kitchen. It was also noted it was next to the demolished Town Square site. The event could recognize anyone who was impactful to youth of Boynton Beach and the mission of the Board. D. Youth Volunteer Bank& Bob Borovy Award Vice Chair Nevin had no report. Ms. Claude announced the deadline is March 29th and the three judges are secured who are:Alana Thomas, last year's Recipient; Kevin Homer, Boynton Care's organizers; and Jeanne Heavilin, Sister Cities. The information has been distributed as Ms. Claude received a call from a student from Wellington who was not eligible as she did not meet the program requirements. E. Fundraising Lori Wilkinson discussed the potential Zumba fundraising event. She spoke to many master instructors and Ms. Claude about the event. She has six instructors that will participate. Two of them hold Pound classes, which uses weighted drumsticks. One instructor sent a note separately that corporate of Zumba and corporate of Pound do not want them to be held together. Two Pound instructors were willing to hold a separate event. Lori Wilkinson thought they could have two separate events. She explained Zumba is an hour-long class,which is like country line dancing with fast Latin music which is good for cardio exercise. It is not the old school aerobics. A master class is two hours and usually has two or three different instructors. Having four different instructors willing to hold a class means they can either hold two classes at a time or each one can do a few routines. (Mr. Murphy left the meeting at 7:07 p.m.) If all four people advertise the event to their following, a lot of people will attend. Usually, a master class is $15 for two hours and people bring things like Zumba wear, trinkets, water bottles and they have raffle prizes. (Mr. Murphy returned at 7:08 p.m.) The Board could also incorporate other prizes if they wanted to hold raffles. Four of the six individuals she spoke to indicated they are licensed and insured on their own. They had discussed venues and it was thought the event could be at one of the Recreation's properties, but the YMCA is usually open to fundraisers and does not usually charge. The instructors would need about six weeks to properly advertise it and many take payments online which would be funneled to the Board. The instructors were willing to take the lead for payment. It is a joint venture, they are holding a fundraiser for the Board. They gave potential dates. The earliest date was April. Meeting Minutes Education and Youth Advisory Board Boynton Beach, Flodda February 28, 2019 Lori Wilkinson advised Dave Cordrey, the Hunters Run Tennis Pro is back to work. She noted April 218t is Easter and the Board had to be cautious. Passover is in March. They may have to print flyers through the City. If held at the YMCA, there is no City insurance required. Motion Ms. Chandler moved to continuing to solidify the plan for ZuMba aiming for April 27 and Apdl 13 as a backup date for the event. Ms. LeGuerre seconded the motion. Lod Wilkinson suggested bumping the event back a week in order to get the event into Funfare Magazine, but there was agreement to adhere tot two discussed dates. vote The motion unanimously passed. If Lori Wilkinson had questions, she would contact Ms. Claude. F. Grants There was no report given. I. Future Meeting Dates: March 28, 2019 ApH125, 2019 Vice Chair Nevin read the meeting dates X11. Adjoumment Motion Mr. Murphy moved to adjoum. Lori Wilkinson seconded the motion that unanimously passed. The meeting was adjourned at 7:16 p.m. &-ULUfv-�ry" Catherine Cher Minutes Specialists 7