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Minutes 01-24-19 MINUTES OF THE EDUCATION AND YOUTH ADVISORY BOARD MEETING HELD ON JANUARY 24, 2019, 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 Peggy LeGuerre Carla Colebrooks Lori Wilkinson Lynne Gassant ABSENT: Gregory Murphy Anastasia Chandler, Alternate Cory Voce, Alternate Kathleen Wilkinson, Stu Reg Non-Voting Member I. Call to Order Chair North called the meeting to order at 6:08 p.m. II. 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 without the minutes. Ms. Wilkinson and Ms. Gassant seconded the motion that unanimously passed. IV. Approval of Minutes of October 25, 2018 V. Approval of Minutes of November 29, 2018 VL Announcoments/Prosentations]Correspondence Ms. Gassant inquired about the City of Boynton Logo for the 2019 Family Fitness Day and learned it was a Community Caring Center and Healthier Boynton Beach initiative. Ms. Claude was aware the event would be held at Intracoastal Park, but she had no written material. Meeting Minutes Education and Youth Advisory Board Boynton , Florida1 Ms. Wilkinson noted the Barrier Free 5K Run/Walk at Barrier Free Park at 7 a.m. on February 9t�'. She had postcards to distribute and there were some at the Center. The Friday before, February 81" is Magic Wheels and Special Deals Night. The run/walk has an honorary starter that is a special needs child. This year, the starter is Nathan Robles, who is blind. The auto body shop owner, Mr. Divito, volunteered to put together his wheelchair that is very tactile and auditory. It also has a radio. With the unveiling of the Magic Wheelchair, the City sponsors a vendor fair and they have every organization in the area that supports special needs individuals. The vendors attend free and display their wares. The Chocolate Spectrum in Jupiter has all its employees on the autism spectrum and they hand out chocolate samples. The Gold Coast Down Syndrome Society in Boynton Beach participates as do others. It is a Who's Who of special needs organizations/businesses in the County. If the members know of anyone that has a special needs child, it is a good opportunity to network. The Magic Wheelchair event will start at 6 p.m. this year and will run to about 7:30 or 8 p.m. Last year they had a donated food truck and one group was selling Chik-flI-A out of the food truck. It is not truly a food event. Music is provided by the Royal DJ's who have come to the event every year. (Ms. LeGuerre arrived at 6:95 p.m.) VII. Public Audience None. VIII. New Business A. Tennis Carnival Ms. Claude advised, at the last meeting, the board wanted to discuss the Tennis Carnival event and whether to hold the event again or not. Ms. Wilkinson commented the Tennis Pro from Hunter's Run had come down with cancer and the event did not take place the last year or two. She understood he was now doing very well and he is back to work a few days a week. She thought the Board could reach out to him to see if he would be interested in holding the event again. The Tennis Carnival is an opportunity for young children ages 10 or 12 to attend a free tennis clinic at Hunters Run and all the tennis pros volunteer their time to run drills with the students. In the past, the pros gave each child a tennis racket on a voluntary basis and the Board provided refreshments. The last event had 30 youth participants. It has always been alot of fun. Ms. Claude agreed to reach out to the pro and pass along the information. Ms. Wilkinson asked if the Board wanted to continue the event. The Board does not make money and spends money on snacks and drinks for the attendees. Vice Chair Nevin thought if the Board resumed holding the event, they should attach measurements such as surveying the parents. Meeting ints Education and Youth Advisory Boynton Beach, Florida January 24, 2019 Chair North noticed there are many grants connected to sports and fitness. She could look for those types of grantsfollow . Vice Chair Neven suggested tabling until they see what grants are available. s. Wilkinson recalledi not spend more t tdollars the event once a year and Huntersn provided ice. In the past, the event was held in April when season slowed o n and the pros had the time to hold the event. If the pro is amenable to holdingthe event, she will narrow it down to a few dates on a Saturdaymorning. B. Event Checklist At the last meeting,the Board had discussed tabling or exploring the Champion of Change Award fundraiser and Ms. Gassant had sent a checklist to give an idea of what the Board may r may not need to do dependingthe amount of people the Boardanticipated wouldthought the information provided a goodto see if the members ill have the time to donate to an eventshe thought it would take a team i the Boardet once a month and members cannot communicate viae ail,the checklist wouldl ate what each member will do. The question was if the Board wasof hold the breakfast and if so, what dates, and then the Board would use the checklist t move forward. Chair North recalled they were interested in the event, but postponed it e to the amount of work required to plan for it. Mr. Murphy had mentioned recognizing teacher or principal. Chair North recalled it was an activity the Board wanted to explore and o, so it was left as a rollingn item. Ms. LeGuerre commented she had agreed to bring back a presentation of what they discussed to see where they were beforenow. The location was at Intracoastal Park Clubhouse, hich is no longer possible. Discussion followed the l i s Center couldd and Southc s a meetingfacility and they cater, but it was unknown if the facility could be used for other functions. Chair North agreed to follow up with South Tech Academy. The viewed the presentation Ms. LeGuerre made to the Foundation last year s the Board had to partner with a 501(c) to raise funds. The Foundation initially agreed and she would have to bring the subject up again to the ti h sought the Board's input. The presentation listed the objectives, why the Board wanted the partnership and various Education and Youth Advisory Board ( ) projects. The concept was a brunch, possibly on a Saturday. theme was originally breakfast by the which would no longer apply. The manner the Board wouldraise funds initially, was to recognize three individuals who met criteria for having a significant impact on youth in Boynton each; however, there was a shift to recognize a principal. The Board had discussed a nomination process. Ms. LeGuerre has the materials and has started working that already. The individual ticket rice was discussed at each. There could be individual ticket sales, corporate sponsors with different funding levels, table sponsorships, iv ys and envelopes. Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida Sponsorship levels were agreed on as follows: Bronze $300, Silver$550, Gold $750 and Platinum was $1,500. Ms. LeGuerre outlined what the sponsors would be offered which was anything from recognition during open/close remarks, Certificates of Appreciation, promoting them on social media, the website and logos. The target audience was local people, but Ms. LeGuerre hoped to attract corporations, business owners, large businesses, elected and appointed officials, philanthropists, candidates and people who tend to go to these functions to network. She commented individuals will pay more than $25 for a fundraiser. The Urban League held fundraisers where the tickets were over$100. People paid through their companies and she thought $25 was very reasonable. There are corporations and businesses that support Boynton Youth that would want their name associated with youth. Ms. LeGuerre noted the Board had discussed including the past Bob Borovy Award recipients to the breakfast so attendees could see where the Board funds go and how the youth are doing. The Mayor could speak and award the new Bob Borovy honoree and then whoever else in the community the Board was recognizing he could award them as well towards the end. Vice Chair Nevin thought teachers who have gone through the Board's funding process for their classroom activities, who could say how the funds affected their goals could be recognized. Even if not awarded, they could tell people how they applied and spent the money. Sponsorships should include complimentary tickets.The$300 level could include two tickets. Marketing strategies included flyers, promo videos, emails, businesses, stake holders, owners, corporations and they would be posted. Ms. Claude suggested when the Board wanted to implement marketing, the Board contact Eleanor Krusell, who was putting together a marketing team who could brainstorm how to help. As for supplies, it was hoped South Tech would supply items needed for the breakfast. Ms. Gassant thought if the food was sponsored, $25 per ticket was too low, especially for the amount of effort and cash outlay. The goal was to double what the Board would lay out for the event. Ms. Wilkinson cautioned the success of the event depends on the target audience. There is a contingent of people out there, if the ticket is too expensive, that will not attend. There are others who would buy several tickets. If the Board targeted teachers, which at one point was a goal, it would depend on who they were inviting. In time, they could adjust the price. Discussion followed if the breakfast would be an adult only event. Ms. Wilkinson suggested setting one ticket price. Ms. Gassant agreed. Ms. LeGuerre commented she will send out nomination forms the Board originally discussed and the sponsorship letter as there is a letter ready to go. A draft of the sponsorship form was available as a fillable form in the sponsorship packet. Ms. Colebrooks queried if there would be a pamphlet detailing the various sponsorship levels and learned part of what the Board was offering was advertising space, including 4 Meeting i s Education and YouthAdvisory Boynton Beach, Florida , 1 I , quarter page and others dependingi . LeGuerre will provide another update at the next meeting. BusinessIIX Old A. Purchasing - i s The Board s interested in purchasing -shirts and was attemptingfigure out how much they would be. Vice Chair Nevin had reservations about using funds for the shirts and learned it was decided the members wouldtheir own personal funds, but it was unknown where the members wouldpurchase the shirts or if they would use a City vendor. Ms. Claude explained if using City vendor, she provides what the Board wants, she ds it to the warehouse, they get the quotessource i . If buyingsmaller amount, the shirts of expensive. I s thought there may be cheaper vendors and it could be done online. it North requested Ms. Claude send her the logo the Board decidedon. Ms. Wilkinson also has a friendthat does promotional items couldand bring back information. B. Champions of Change Awards/Fu nd raiser C. Youth Volunteer Bank& Bob Borovy Award Ms. Claude reported the information about the above two initiatives is on the website looked great. Allisonilli rei Outreach r, had some great ideas it is the 20th consecutiver of bothprograms. The application is online release ill be issued in the very near future. It was just a matter of gettingthe information to the students. It was noted Mr. Murphy sent information to the School District Communications distribute students. Vice Chair Nevin asked who the judges of a and learned historically, the winner from last year was a judge. Mr. Majors, ire r of Recreation and Parksand Jeanne viliSister Cities, also served as judges. Claude agreed to contact the pdorjudgesto see if they wouldbe interested in serving again. r. Kevin Homer, who organizes the Boynton Cares park cleanups is very active and involved, interested in serving as a judge. Ms. Wilkinson suggested Eric Chair of the Greater Boynton Foundation. He alsoe or serves on the City's Recreation and Parks Advisory Board. Vice Chair Nevin liked the idea of workingi h Greater Boynton Foundation. It is not a blind reading of the essay and it was important the judges o not know the applicants. Ms. Wilkinsonthought Kevin Homer would good judge she agreed to provide his contact information. D. Fundraising Claude explained she and Ms. Chandler were supposed to meet atter the holidays about the VPK eventthat didnot occur so she had no news and presumednothing happened. Ms. Chandler thoughts the best timehold a VPK Open House. Meeting Minutes Education and Youth Advisory Board Boynton cFloridan The Board could still entertain the event. Vice Chair Nevin advised the Board could have an ad hoc meeting if needed about holding the event and Ms. Claude agreed to notify the Board if there was anything to follow up. Ms. Wilkinson inquired if the Board received the check from the Greater Boynton Beach Foundation regarding left over elected official funds. She agreed to follow up with the Foundation why the funds were not yet received. Chair North asked if there were any special events pending that the Board could participate in and discussion followed the Board should check with Mr. Majors regarding Magic Wheels; however, it was thought holding a fundraiser on race day would not be very successful. Ms. Gassant asked if the Board would continue holding shredding events. Chair North noted everyone is holding shredding events and even though they get the truck for a good price, they would not get it for free. It is hard for the Board to compete. Ms. Claude and Ms. Wilkinson noted they both receive phone calls about the Board's shredding event. Ms. Claude also got an email from the City Manager if they do shredding events, as she would like to see the City offer that service. Ms. Wilkinson thought it would not hurt to make some calls to see if the truck could be donated. Ms. Gassant asked if the City could sponsor the truck and the EYAB members man it and hold an event quarterly. Ms. Claude responded she would have to ask if the Recreation Department could cover the cost. It was noted the City has a truck that comes once a year. Discussion followed Ms. Claude could obtain a list of local companies. The first company was Gator Shredding did not work out, the Red Shredder was then contacted, the Micro-shred and Shred It. Ms. Claude agreed to find out the company the City uses. Ms. Wilkinson. inquired, besides shredding paper, what else people have they do not want. She asked if they could collect unwanted items they know will be accepted at the transfer station, and the Board would take it there. Ms. Claude was concerned how the Board would collect and transfer the item and if there is a need to do so. Vice Chair Nevin thought if the Board could get the price down to $200, it would not be a deal breaker because it would still make them $300 more than they had before as in the past, they paid $500 for the truck. She thought they could make it a smaller timeframe. On one occasion, the truck ran out of room. Chair North noted people came to the event to support the Board. Ms. Wilkinson suggested, as she enjoys Zumba, holding a Zumbathon. She has several friends that are instructors. Vice Chair Nevin thought if held, it could be done at the Sims or Hester Center. Ms. Wilkinson thought they could hold the event as a fundraiser for the Board. It could also be promoted as a comedy. Ms. Wilkinson agreed to inquire further with her friends about holding an event. E. Grants Chair North announced she would follow up about grants for sports. She mentioned the Kinetic Art Symposium and Exhibit on February 2nd and 3rd. There is also an event the 6 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida January 24, 2019 next day. She noted Zaheem, who was at the Board's networking event at the Blue Martini, helped market the event on his Facebook page as he has a marketing company. He has an Open House at his business in Pompano and some of the members were invited. Anyone wanting further information should contact her to attend. X. Future Meeting Dates: February 28, 2019 March 28, 2019 Ms. Gassant noted she would not be at the March 28th meeting. X11. Adjournment Motion There in no further business to discuss, Ms. Wilkinson moved to adjourn. Vice Chair Nevin seconded the motion that unanimously passed. The meeting was adjourned at 7:06 p.m. Catherine Cherry, Minutes Specialist 7