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Minutes 11-29-18 MINUTES OF THE EDUCATION AND YOUTH ADVISORY BOARD MEETING HELD ON NOVEMBER 29, 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 Chair Lynne Gassant Peggy LaGuerre Lori Wilkinson Anastasia Chandler(arrived at 6.14 p.m.) Gregory Murphy (arrived at 6:21 p.m.) ABSENT: Carla Colebrooks Cory Voce, Alternate 1. Call to Order Chair North called the meeting to order at 6:08 p.m. 111. Pledge of Allegiance The members recited the Pledge to the Flag. III. Approval of Agenda Motion Ms. Nevin moved to amend the agenda to remove the October 25, 2018 minutes. Dr. Gassant seconded the motion that unanimously passed. Motion Lori Wilkinson moved to approve the agenda as amended. Peggy LaGuerre seconded the motion that unanimously passed. IV. Approval of Minutes of October 25, 2018 This it was not addressed. Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida November 29, 2018 V. Announcements/Presentations/Correspondence Ms. Claude reminded the members some of their terms are expiring. Affected members were Gregory Murphy, Peggy LeGuerre, Carla Colebrooks, and Lori Wilkinson. She noted there are two student openings. VI. Public Audience None. VII. New Business A. Purchasing of T-Shirts Chair North wanted to know how they would go about getting t-shirts and recalled asking Ms. Claude if the City would be willing to purchase t-shirts on the Board's behalf and learned previously Board t-shirts were ordered through the City's warehouse and charged to the Board's account. The members could also find a t-shirt vendor that may be cheaper and they could send them the logo. The Board has City of Boynton Beach shirts but not with the Board logo, which the members wanted. At the last meeting, the Board had also decided to purchase the shirts out of pocket. Chair North asked if they should find out the information. Ms. LaGuerre agreed and thought it might be a better idea to decide when Board vacancies are filled. There was agreement this item will be discussed in January. Ms. Chandler and Vice Chair Nevin agreed to check out some prices. B. Holiday Parade The members volunteered at the holiday parade and had a golf cart to sell juice, water and snacks. They did very well with both years and got at least$200 or$300. Last year, Ms. LaGuerre was a judge and Chair North was a judge the year before. The parade was this Saturday and a judge was needed. Ms. Wilkinson advised she is committed to the Boynton Beach Foundation activities with her daughter so she could not volunteer. The judges stage will be on the corner of Federal and 1St Avenue across from the Bank of America Parking Lot. Parking will be reserved for judges at the same site. Ms. Gassant volunteered to serve as a judge. Ms. Claude will provide Ms. Gassant with the needed information and announced the parade starts at 4 p.m. and judges were requested to arrive at 3:15 p.m. III. Old Business A. Donation Request— Freedom Shores Elementary (Expanding Expression Tool Kit) Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida November 29, 2018 is Chair Nevin reached out to Ms. Kristina twice. The first time was an attempt to have information to share last time they met. She emailed her within a short time frame and the Board tabled the request. Vice Chair Nevin emailed her advising her oft tabling, that she needed further information and to come to the meeting, but she has not responded. At the last meeting, the Board realized the last two Donation Request for were on the of request for and they made sure the of for was not on line and discovered they had printed an of form. They learned terequestor had printed the for prior tot new for going online. is Chair Nevin explained Ms. Kristina emailed the Donation for to Ms. Claude. Ms. Claude responded back that she received the form, told her they were meeting September 27 and Ms. Kristina responded thank you and Ms. Claude responded again at last night's meeting the Board voted to reconsider the request after obtaining some additional information and that Vice Chair Nevin of contact her further, is was done and she responded back to the email discussion thread. Vice Chair Nevin provided her with six questions as follow ups and encouraged her to respond adding information whenever possible and she encouraged her to attend the meeting at 6 p.m. She added that the Board would meet and she has not her anything. No response was received. Vice Chair Nevin responded back with Ms. Kristina that the Board had agreed at the September meeting, the Board would like to postpone the vote on the grant request in November. She has not heard anything back. Vice Chair Nevin not the date provided to Ms. Kristina was not the date the meeting took place. Chair North was unsure how to handle because they did not get the requested information. Discussion ensued if there was a deadline to respond to requests for additional information. The members acknowledged the Board request receiving the request for 60 days prior tote project being initiated and within 60 days of receipt of the funds, proof that the funds were used for the stated purpose. She did not see anything detailing a deadline to respond. Chair North was concerned about the lack of response. The Board was conducting its due diligence and not receiving a response. Motion Mr. Murphy moved to deny the request at this particular time and they can reply at a later time. Lori Wilkinson and is Chair Nevin seconded the motion that unanimously passed. B. Donation Request— Freedom Shores (Social Studies Weekly for 2 dual language classes-3rd grade) is Chair Nevin noted the for was the antiquated for is meant there of be information missing. Ms. Chandler explained she of favor the request. Her children take duel language classes and the PTA has to sponsor extra reading books for the Spanish side oft class and they have purchased history books fort Often the 3 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida November 29, 2018 teachers have to translate the books from English to Spanish so there is definitely a need and not a frivolous request. Lori Wilkinson was also familiar with this program. The requestor mentioned the section to describe the need of the program, is currently the state of elementary schools everywhere. Social studies has to be built into the curriculum in curriculums. The teacher was asking for social study materials. Ms. Wilkinson was familiar with the books, Studies Weekly. She thought it was not for the Spanish program, but it was for the dual language program. The request was for $328.95 for materials for 40 students. Mr. Murphy thought the material was reusable. it is a magazine that comes weekly to the classroom and there was discussion whether the material could be reused. Ms. Wilkinson did not think the materials were reusable, but was not certain. Motion Lori Wilkinson moved to approve$328.95 for Freedom Shores Elementary Jen Karvaski's class for Social Studies Weekly magazine. Mr. Murphy seconded the motion that passed 4 to 3, (Chair North, Vice Chair Nevin and Ms. LaGuerre dissenting.) Vice Chair Nevin asked which account the funds would come from. Chair North responded it was up to the Board. Lori Wilkinson thought it came from the Harvey Oyer account. Lori Wilkinson explained in general, per Robert's Rules, generally when a motion is made, it is seconded and then there is discussion. When the vote is taken, the matter is over. If the Board wants to indicate they voted on a matter and they wanted to speak more about it, they would have to make another motion and second to nullify the prior motion and vote on it. Currently, the Board voted to fund the entire amount. Chair North commented the board to move to reconsider the motion. Lori Wilkinson commented it was not exactly how it works. Mr. Murphy thought an amendment to the motion could be made. Dr. Gassant thought considering the Board exists to support programs in the community, she thought a greater effort should be made to fundraise. She also expressed $328 is a normal request. She writes grants and thought the request had so many questions, especially if the Board has to request more information and additional documents just to give someone $200 or $300. She noted teachers do not have budgets and the teacher indicated there is a fee to apply. She explained parents do not have the funds. She feels like the Board is helping but is afraid to give the money. Vice Chair Nevin understood and agreed, but pointed out currently, the Board does not have the funds to give. She thought if they continue to fully fund every request, they will have no money. Ms. Nevin explained over three years, about $1,000 has been raised. When she sees a $300 request, it makes her heart pound. She does not want to say no, but if they say yes to fully fund all requests they will be out of funds. They have $1,000 left for one scholarship for a high school scholarship and $862 left for any other requests that come in. She would be more likely to say yes to all things in its entirety if they made as much coming in as they are giving out. She is open to all fundraisers as the requests are all worthy of full Meeting it Education o vis rd Boynton Beach, Florida November 29, 2018 funding, oar is unable to accommodate all requests. Viceit Nevin suggestedio Breakfast a year ago,whichinstituted. Ms. Chandler had also recommended a VPK event. She thoughtit wouldsuccessful endeavor because vendor fees wouldbe creating i Chandler thought they should to holdevent in Februaryand the board should secure a location to holdit and get e word out to child r centers. C. Donation Request Form The revised form was sent tote members and it was noted the form was attached to the donation request forms it is an internal policy the Boarddrafted. The only thing the requestor would see was the form and the onlycools or any other requestor wouldform wouldif they wouldII and ask for i , which Ms. Claudewould email to them or one of the membersl iv it to them. The policylengthy thoughtshe o r out some of the important parts and put on the top of the form forte process or information forte requestor, or it could be attached. s. Claude could incorporate it into the form itself. Lori Wilkinson noted the important parts are the form nes to be submitted s time and the form be completely filled out. Within 60 days of receipt oft the funds, the Boards them to come back or contact the Boardi roof they used the funds in the manner they were given for. Ms. Claude thought the Boardant to move the 60 days earlier, because depending it is received, oar es not hear it until the next meeting. explained until she has to waitfor the minutesof the meetingo ask fort e check issued. She thoughtit could re time from the request is submitted until the check is issued. Lori Wilkinson commentedin years past, the Boardreceived requests that there was no way the requestor could knowdays in advance that they need the funds. She explained if the Robotics Team wins the State Competition, they get to go to Nationals and only has two and a halfs to get the money together. She suggested the 60 days be the preference, but there are extenuating circumstances. Chair North and Mr. Murphy suggested cover page be used. Ms. Claude commented oes not say the applicant is encouraged come to the meeting. noted the Boardpreviously decided they didnot want the applicant appearto because they wanted to discussi , but there weretimes they wished applicant s present to answer questions. Chair North askedif they could requestor on noticeII them that eveningi stions. Lori Wilkinson commented they could not ask anyoneleave. If the discussionneeds to be , then the issue could be voted on at the nextmeeting. The Boardcould also say there is not enough information the request. Lori Wilkinson liked the draft and theres agreementit wouldincluded e front page of the application. n I r suggested the pages all say CityBoynton Beach consistently. D. Champions of ChangeAwards/Fund raiser Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida November 29, 2018 Chair North noted Inlet Grove School held a similar event honoring and recognizing teachers. They charged $125 per ticket; however, the draw they had was an actress was present. Chair North noted the event started off as a pancake breakfast, then evolved into the Champion of Change, which was a great idea, but she questioned if the Board was prepared to hold it. Ms. LaGuerre commented the difficulty she had was there were so many Sunshine regulations. She cannot text fellow Board members to ask a question. She thought the idea was a doable event, but she doubted they would get $100 a ticket. Giving awards out is a common event and people come to support the awardee and people pay for the networking aspect of it. It was doable, but she had trouble trying to organize an event within this setting Mr. Murphy suggested recognizing a Boynton Principal in May, to get staff and the community to come. The principal will receive a complimentary ticket, but the family and staff members who support the awardee will want to attend. He thought ticket prices could be $20 to $30. The initial goal was to do something for teachers, but he thought in order to get a bigger bang for the buck and have a nice attendance, he would recognize some administrators or leaders of the schools here. Vice Chair Nevin requested confirmation the Board would recognize someone from the school and the individuals who would attend would be the same individuals who request funds from the Board. She thought it should be opened to the entire community and learned it was not restricted. Ms. Chandler had to leave the meeting but indicated first she would be happy to start implementing plans and sharing information with Ms. Claude. She requested at the January meeting Ms. Chandler bring numbers and actual vendors that might be interested. Location choices for the event would be the Senior, Hester or Carolyn Sims Centers. February would be the best time to hold the event and Ms. LaGuerre explained the Board can help. Ms. LaGuerre liked the idea and thought they could honor local principals. She inquired if principals were just one category of individuals. Discussion followed it could be broad enough to recognize education leaders in the community which encompassed superintendents, teachers, principals and others. Initially, it was just an event for people to come in and make money with a minimal amount of outlay. It started with just pancakes, but other community members could supply pastries or obtain donations from Publix's. The Board was targeting a minimal outlay and the most open, available opportunity for everyone to be able to participate. The purpose was to let people know they are supporting the Education and Youth in Boynton Beach. Ms. Gassant liked the idea and thought it was important to connect with the community so they know the Board supports schools. She thought the task was not a one person job. Tasks would have to be delegated and the fact they meet once a month draws out the process. She saw the event as a summer event and thought it could be a successful event. The Board needs to know what would be done and all have to be able to be in charge of something and follow through. Ms. Claude explained the members can send emails to her. There is a task list, everyone is responsible for an item and at every meeting there is an update. It would take alittle longer because the Board meets once a month. At one time the Board met weekly and as long as the meetings were noticed, they could meet. Ms. Gassant explained when she joined the Board, the work was not delegated and there was a lot of 6 Meeting Minutes Education and Youth Advisory Board Boynton each, Florida November 29, 2018 pressure s. LaGuerre. If the Boardant resume holdingevent, they should have a good game plan. Chair North asked if the item shouldremain on the agenda and haveit come to fruition some point. Lori Wilkinson suggestedtabling the item for now. The fundraiser part of it may come into play later in the meeting. There are other suggestions such as Ms. Chandler's suggestion thought the idea may surface at the January meeting. . LaGuerre ill look at her old PowerPoints. She will revisit the issue and what the Board iscss she will reintroduce the idea. Ms. Gassant will send a checklist to Claude and a few questionsas for how many people the Board would want to have t the event, how muchant to make and discuss it so they will have an outline to move forward within January. E. Youth Volunteer Bank& Bob BorovyAward Ms. Gassant has three students in a mentoringprogram they had the Youth Volunteer Bank form. One senior asked if she could provide unity service hours from r freshman year or only theirsenior year. Ms. Claudeexplained there are two separate programs. The Youth Volunteer Bank is open to youth of any a . They are requested to turn in hours for the prior year and Ms. Claude enters them on a spread sheet. Usually the students i the highest volunteer hours are recognized the City Commission, although last year only three or four students turned in hours. Normally students receive certificate n r recognized iCommission meeting. Once the student is a senior, and they do not have to be in the Youth Volunteer Bank program, they can apply for the BorovyAward. It is for seniors and it has a completely di n application. The Borovy Award has a required essay. Ms. Claude had a flyer, and it was noted this year they are giving away a $1,000r to es have to submit three letters o recommendation, rite an essay and submit documentation of their community service and most detail their community service from i school. The deadline is Marcht". Int the past, the program o on social media. Ms. Claude also sent letters started sending a ails to all school guidance counsellors r a school contacts to publicize to students. At a prior meeting thereas an inquiry if they could post it on the district web site and Mr. Murphy responded it could be posted there. ill forward the information r. Murphy and he will post i . F. Fundraising assant explained at the last meeting, they were looking for locations to hold events similar to BlueMartini and suggestions such as Bar Louie's, Two Georges, and Sweet Water was received. She hadlist of ideas from the Board and she made contacts. She explained the only thing is anyone can have a networking event, but it may not benefit the Board. hen she called she noted there are no real perks to holdthe event, and the amount they charge the Board wouldresult in the Board havingo charge attendeeslot of money. She tion with Bar Louie and was waitinghear bacsee what is on the menu because they haver banquet style. She would Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida November 29, 2018 to see how much and a lot of them want $25 per person. To make money, the Board would have to charge $35 to make funds. Since they are just getting started, they should start out small and then expand. Two Georges said they have not done fundraisers, and the person will speak to the owner and see if something could be worked out as long as they can provide a minimum. Ms. Gassant informed him that was not a problem. If the minimum is $30 or $50 and they know they would charge a certain amount, they would charge the Board regardless,just the same as Blue Martini. She hoped individuals would pay in advance. It was the same concept. As long as the ticket price is low there should not be a problem. Locally, she has not found anything comparable to Blue Martini that would raise $500 quickly. She hoped she would hear back by the January meeting. She explained the board needs to find a place who will charge between $7 and $10 per person and no more than $12, because that gives the Board the flexibility to charge someone between $15 to $22 and make a profit because gratuities have to be paid. Chili's has 10% off and each person's order would earn the Board 10% and they can go to the restaurant throughout the day. The Board could indicate when they would be at the restaurant, which is when most individuals would come. Tijuana Flats does that as does Chik fil-A. Chair North noted many schools are doing that now. Lori Wilkinson mentioned a few months ago that she had a friend who was going to donate money. She announced the Board would receive $509 and the check will come from the Greater Boynton Beach Foundation. When a campaign dissolves and there are funds leftover, they must go to a 501(c)(3) organization. Debra Gibson was running for House District 90 and ended her campaign before the election and she had to get rid of the rest of her funds, so she donated $1,018 and change to the Foundation with specific instructions to split the funds between the EYAB and the Foundation. Chair North asked if it would it be appropriate to send a thank you letter and learned it would. A suggestion was made to deposit the monies into the Community fund. Lori Wilkinson asked if the Tennis Carnival would move forward. Last year, the pro was ill. Ms. Claude commented if the Board wanted to hold the Carnival again someone would have to contact Hunters Run. Lori Wilkinson suggested they discuss the Tennis Carnival at the next meeting. If it is not continued, the Board could move those funds. The Youth Volunteer Bank has a minimal expense. The Borovy Award is a monetary award. There was agreement to reallocate some funds and to discuss the Tennis Carnival at the January meeting. Chair North was thinking about Valentine's Day. Last year, the Board discussed entertaining the kids while the parents have dinner. She did not know if anyone wanted to think about it. It would be like a babysitting opportunity for the board. Valentine's Day is on a Thursday. Vice Chair Nevin thought there would be issues, liability or something. Ms. Claude's concern is all of their staff that deal with children or seniors have to have a level two background check and the Board members serving as volunteers would all have to get background checks which takes time. Chair North asked if the City was doing anything for Valentine's Day they could help with and learned there were none that Ms. Claude was aware of and the City does not have a Valentine's Day event. Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida November 29, 2018 At the next meeting, the members would discuss the Champions of Change and VPK event. There are three or four events pending and funds would come in. G. Grants Chair North has not done anything with grants since the last meeting. They were looking for grants to support programs as opposed to individual activities. Grants also have to be monitored and they would need a small grant. IX Future Meeting Dates: January 24, 2019 February 28, 2019 X. Adjournment Motion Lori Wilkinson moved to adjourn. Vice Chair Nevin and Ms. LaGuerre seconded the motion. Ms. Gassant was are of the Jim Warren Foundation and suggested it could be beneficial if the Board submitted a letter of intent to the as opposed to a full proposal, explaining how funds would be allocated, It was not the Board could collaborate with the Greater Boynton Beach Foundation as a 501(c)(3) organization. Chair North will review it and see if they can collaborate with the on a project. Vote The motion unanimously passed. The meeting was adjourned at 7:20 p.m. Catherine Cherry Minutes Specialist 9