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Minutes 03-28-19 MINUTES OF THE EDUCATION AND YOUTH ADVISORY BOARD MEETING HELD ON MARCH 28, 2019, AT 6:00 PM, INTRACOASTAL PARK CLUBHOUSE 2240 N. FEDERAL HIGHWAY, BOYNTON BEACH, FLORIDA PRESENT: Dr. Tiffany North, Chair Sherri Claude, Board Liaison Gregory Murphy Lynne Gassant Cory Voce, Alternate Anastasia Chandler, Alternate Kathleen Wilkinson, Student Voting (arrived 6.14 p.M.) Lod Wilkinson, (arrived 6.46 p.m.) ABSENT: Angelica Nevin, Vice Chair Peggy LeGuerre 1. Call to Order After roll call was taken, Chair North called the meeting to order at 6:09 p.m. 11. Pledge of Allegiance The members recited the Pledge to the Flag. 111111. Approval of Agenda Motion Mr. Murphy moved to approve the agenda. Ms. Gassant seconded the motion that unanimously passed. IV. Announcements/Presentations/Correspondence A. Presentation by Students Working Against Tobacco (S A1) Program Ms. Claude announced she emailed the individual about the presentation, but he did not respond. Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida March 28, 2019 V. Public Audience Wilky Briette, Human Resource Manager for the Health Care District of Palm Beach County was present and explained he is also a professor at Palm Beach State College. He wanted to be involved in his community and decided to attend the meeting. VI. New Business A. Donation Policy Review At last month's meeting, the members discussed whether they needed to edit, amend, or be more specific about the donation policy regarding proof of how the donation funds were used. They had discussed requiring a receipt, picture or letter. The policy was vague. Chair North recalled in the past, the Board accepted pictures. The issue arose because the Board received a thank you letter for the funds from the teacher who ordered a Digital Magazine subscription for the dual language program. The discussion was tabled at the last meeting. Ms. Gassant thought if they made a donation,the Board should have some type of proof or a receipt to show the product or event took place. (Kathleen Wilkinson arrived 6:14 p.m.) Mr. Murphy explained the issue with the receipt was it the Board gave a partial payment. He agreed with Chair North a picture would suffice. Chair North was comfortable with the thank you letter because it was representative of the teacher at school. She did not think a teacher would put herself in a position to not do what they said they would. Additionally, it would be difficult to obtain a receipt because of how the school pays their bills. The money goes into the school account. Ms. Colebrooks thought the Board should continue the way they have operated in the past. She was not aware of any problems, such as a teacher taking the money and using it for something else. It will go into the teacher's account and, she agreed it would be difficult to get a copy of the receipt, as the bookkeeper will have to go through many steps. It may turn people off and turn them off to requesting funds in the future. The policy did require the requestor to provide proof of how the funds were used 60 days after the donation was given. After further brief discussion, the policy was not changed, so a vote was not needed. VII. Old Business A. Tennis Carnival Ms. Claude still has not had a response from Mr. Cordray, the Tennis Pro at Hunter's Run and to-date, the Tennis Carnival has not been scheduled, Chair North suggested keeping the item on the agenda. If Ms. Claude hears from him, she will advise the Board and the members could make a decision how to proceed at the next meeting. 2 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida March 28, 2019 B. "Zumbathon" Event This item was heard later in the meeting. C. Purchasing of T-Shirts At the last meeting, the members said they would wait until they had an event and then purchase shirts with the new logo. There are still some shirts left without the new to on it. Individuals would purchase the shirts out of pocket. The more shirts are ordered, the better the price would be. D. Champions of Change Awards/Fund raiser This its was tabled. E. Youth Volunteer Bank& Bob Borovy Award Ms. Claude announced the deadline for the Borovy Award is tomorrow. This year, the award has gotten more advertising and promoted than in the past. It is on the School District Web site, it was sent directly to school and pushed it on social media. One eligible application was received and one did not meet the residency criteria. She expects more to be received as they must be postmarked by the deadline. Ms. Claude has not done anything with the Youth Volunteer Bank. Last year, she reached out to the students and of three or four responses. She has not sent out a letter with a deadline. She was unsure what the Board wants to do with the program. Unless there is a real good response, she would not recommend making a presentation at a City Commission meeting. The Board could still send certificates. It is just not as impressive a reward as attending a City Commission meeting, but it is not impactful if only a few students appear at the meeting. She will schedule the presentation for the Borovy Award the second weekend in May. Ms. Gassant asked if the is a way to tie funds to the Youth Volunteer Bank. She originally thought it was a scholarship. Ms. Claude explained it is strictly a recognition program and not monetary. The initiative was started in the 90's. Participation has declined, but previously the Board would organize a significant volunteer project. The program was much more active then. Students would to in their hours on a year and the Board held a dinner for them. A DJ would play and the dinner was a big deal. Sixty to 70 students would attend. The Chair at that time spent a great deal of time on the program. Chair North requested copies of the historical data. Ms. Claude explained she could provide numbers and tell her how many students turned in hours and how many students participated. It was not the application that was the issue; it was the Ulow through. Students only have to turn in a sheet and can use their school hours. The lack of response was turning in the hours. 3 Meeting Minutes Education and Youth Advisory Board Boynton Beach, I riMarch Ms. Chandler asked if the Board needed to do more to get students information about volunteer opportunities. Ms. Claude agreed. In the past, if there were volunteer opportunities, the Chair would send a postcard or letter. Board members also attended parent night before the school year started and distributed information there. Ms. Gassant asked if it would be worthwhile to post the application online. Students can apply and enter hours. Staff could print the application. Ms. Claude advised they could, and it would be good for high school students. They can find a place on the website, but when they make a push to get people to join, it is still turning in the hours that is the problem. Currently, students receive a welcome letter from Ms. Claude. Rolling Green there was a park area and they organized a big cleanup, and beautification of the American Legion. They held a huge cleanup. Ms. Chandler thought with social media, it might be helpful to have an online application for volunteers and for organizations who are looking for volunteers. The program is open to school age volunteers. Chair North liked the concept of coordinating volunteer opportunities. She suggested the members think of ways to improve it and to keep the item on the agenda. Ms. Chandler asked how the program could be moved digitally and about creating an application for the program and an application for organizations looking for volunteers. After very brief discussion, a suggestion was made to list the information of entities looking for volunteers rather than coordinating them. It would be like a directory. Mr. Murphy saw the benefit of the program and it being an outlet to show students what opportunities there are to provide service. It would be a good source. He also thought they would have to pull back and revamp the program. He thought it would be a good idea to offer students some type of an incentive. As much as the Board wants to promote community service, it is no longer at the forefront of students or society. Students get hours very freely and Mr. Murphy did not see an incentive. He thought the Board could. revamp the program and attach something new to incentivize. Ms. Gassant noted some students are paid to mentor freshman students. Ms. Chandler thought organizations seeking volunteers could donate to a scholarship fund. This could be an entirely new program that would have to be managed. Chair North thought the premise was to engage students for civic and community engagement and get them to give back. She did not want the Board to be in a position to incentivise students to give back to their community because it defeats the purpose of the program. She agreed the Board could review the program to see how it could be revamped to be more enticing. She also suggested the Board look at the Board's role in the program. She commented the Board does not volunteer and she thought they could not ask students to volunteer when they do not. She thought something could be done together as a team. Ms. Gassant suggested giving a gift card. If they select and recognize the winners at a City Commission meeting, they could also receive a gift card. A gift card would only be given to the person who turned in the most hours. Chair North did not want to provide monetary rewards. She wanted students to be empowered because it is the right thing to do. 4 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida March 28, 2019 Ms. Claude explained in the past, they had savings bonds, but then it is difficult to determine what counts as volunteering. There was an example of a student who fostered a pet in his home, and counted the time the pet was with him, which was eight hours a day. Previously, they gave a small amount gift card, or school supply-type item. There was agreement to review the program to make it more active. Ms. Claude will bring the application and printed materials to the next meeting. Ms. Claude had all the information about feedback. Chair North inquired if the Board could send out a survey about what they liked. Ms. Claude had information from a few years back. Mr. Murphy thought they should create a survey in the interim. The Youth Volunteer Bank will remain on the agenda under Old is. F. Fundralsing Ms. Gassant asked if the Board was not interested in the Blue Martini event because it was in Boca. They made $500. Ms. Chandler liked the idea and thought there should be a Boynton venue that out take them somewhere. Boynton each Food and Wine Festival was holding an event at Benvenuto hosted by the Boynton and Boca Chambers of Commerce. When the person registered online, it takes the to the Boca Chamber. Ms. Gassant of follow up having an event June 20th, July 11th or July 1W1. There are food trucks available G. Grants Chair North had no updates. (Lori Wilkinson arrived at 6.46 p.m.) (Kathleen Wilkinson /eft the meeting at 6:46 p.m.) B. Zumbathon Event Lod Wilkinson explained corporate from Zumba and Pound objected to the two groups participating in the fundraiser at the same time. Pound was amenable to holding the event April 27th without Zumba and the Pound instructors would like to hold a glow in the dark event. The cost for the glow sticks was between $50 and $150. The location options were the Carolyn Sims and Hester Centers and possibly the Senior Center, if held before June. The Pound instructors were looking into using the YMCA. If held at the YMCA, the City would not be responsible for obtaining event insurance. It would be helpful if the YMCA donated the space. The advantage to partnering with another entity was the Board does not have to worry about paperwork. Both teachers are licensed and insured. The event was planned for 10 a.m. Chair North asked when the Board would receive the information. The YMCA was amenable to holding the event and they were asking out the recreation centers. Lod Wilkinson conveyed they were concerned about the locations of the Citys centers 5 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida March 28, 2019 because some of them are not in the best areas, to which she responded the Centers are safe. If held at the YMCA, the event will bring Pound followers to the facility and they could make the event a partnership between the City and the YMCA. The instructors were looking to draw from their followers who mostly go to the YMCA. If the YMCA will do it for free, it is still a Boynton Beach YMCA, although just not in City limits. They would draw their crowd. Chair North was comfortable with either the YMCA or a City recreation center. Lori Wilkinson commented she would find out soon. She asked if the YMCA said no, if she and Ms. Claude could decide which Center to hold it in and Ms. Claude would apprise the Board. If the YMCA said yes, it would be held at the YMCA. Ms. Claude will advertise the event on the City's Facebook and other social media pages. The instructors will also advertise it with their following. If they post something, the City could share on its pages. Ms. Claude will notify the members when the information is on the website. The fee is usually $15 a person. Whatever is charged will go entirely to the Board. The only caveat is if the YMCA would charge. The usual class is at least two hours and sometimes they have a raffle. They may have a raffle prize in mind already. All the funds go to the Education and Youth Advisory Board. Lori Wilkinson felt it was appropriate to give them $50 to $150. They are volunteering their time and donating the proceeds to the Board. Chair North commented the Board was looking for individuals to support the Board. She thought the members could donate $15 out of pocket. Lori Wilkinson agreed.They were asking for outside people to volunteer their time. They also may need help with ticket sales, so Board volunteers would be very helpful. Lori Wilkinson will also help foot the bill for glow sticks. The Board could allocate funds for the glow sticks knowing they would get money back. The Board could, but Chair North thought personally donating $15 would be better as funding is an issue. Lori Wilkinson asked about the status of the Tennis Carnival. Ms. Claude replied she has not had a response. There was $384 in the Tennis Carnival account that could be moved to this budget. Motion Ms. Chandler moved to be able to give $50 to $100 towards the purchase of the glow sticks. Ms. Chandler moved to donate $100 of board funds to the Zumbathon event to purchase glow sticks. Lori Wilkinson seconded the motion that unanimously passed. The instructors could be reimbursed for the purchase and Board members could donate personal funds if the amount is above $100, it could be done. If the cost exceeds the $100, the Board will be notified. Ms. Gassant suggested creating a sign-up sheet so the members will know what the type of help the instructors may need. On a different matter, Lori Wilkinson advised the donation check from an individual who ran for office unsuccessfully learned the check was mailed to the wrong address. 6 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida March 28, 2019 They are int process of tracking the check down. When it is found, $500 and change will be deposited to the Board accounts. Ms. Chandler announced she would like to discuss moving the meeting to 6:30 p.m. Chair North was aware the meetings used to be at 6:30 p.m. Lori Wilkinson commented 6 p.m. is very tough. She is usually in Miami on Thursdays. She did not go earlier int day and still wound up getting stuck in traffic. Ms. Chandler advised her kids have sports events at 6. She could drop them off at 6 p.m. and arrive at the meeting at 6:30 p.m. 6:00 p.m. worked fort other members. Chair North suggested a compromise to 6:15 p.m., but no change was made. Vill. Future Meeting Dates: April 25, 2019 May 23, 2019 Mr. Murphy announced he would be away April 2V. IX Adjournment Motion There being no further business before the Board, Mr. Murphy moved to adjourn. Lori Wilkinson seconded the motion that unanimously passed. The meeting was adjourned at 7:08 p.m. ",-x-ollul Catherine Cherry Minutes Specialist 7