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Minutes 09-07-21 Minutes of the Education and Youth Special Advisory Board Meeting Held on Tuesday, September 7, 2021, at 6:00 P.M. at City Hall, Commission Chambers 100 E. Ocean Avenue, Boynton Beach, FL Present: Lori Wilkinson, Vice Chair Kacy Young, Recreation Director Dr. Hayden-Adeyemo Frank Ireland, Recreation Supervisor Ezell Hester Jessica Wilkinson Francoise Calixte-Dieuvil Frando Patterson Absent: Dr. Valerie Valcourt, Chair James Hubbard Tarynnicolle Rhodes Chevette Gadson I. Call to Order Vice Chair Wilkinson called the meeting to order at 6:02 p.m. I1. Pledge of Allegiance The members recited the Pledge of Allegiance to the Flag, followed by a moment of silence. Ill. Approval of Agenda Vice Chair Wilkinson explained this is a special meeting of the Board, but they have a lot of items to cover for the pumpkin carving contest on October 16th. The Board normally meets the 4th Thursday of the month. The meeting was not about the Gingerbread contest in December. Motion Ms. Calixte-Dieuvil moved to approve the agenda. Ms. Wilkinson seconded the motion. The motion passed unanimously. Motion Mr. Patterson moved to note Ms. Calixte-Dieuvil was present for the meeting on August 16th, but Chair Valcourt was not present. Ms. Wilkinson seconded the motion. The motion passed unanimously. Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida September 7, 2021 is Chair Wilkinson opened the floor tot public. Michael lames, 656 NW 1st Avenue, spoke about people running red lights on Boynton Beach Boulevard at West Industrial and by the 7-Eleven store. He stated he and his wife almost got hit by a car. Motorists keep running the stop sign on West Industrial. He advised the Police Department said they would take care of it, but no one did anything. is Chair Wilkinson stated the Board cannot help him inti regard and they should speak to the City Commission. Kacy Young, Recreation Director, recommended Mr. lames speak to the City Commission the next day. IV. New Business None. V. Old Business A. Fundraiser— Pumpkin Decorating Contest is Chair Wilkinson not Dr. Valcourt created a few flyers to advertise the event. The Board needed to decide which flyer they want to use. Dr. Hayden-Adeyemo did not see the flyer and asked if this had to do with the Bob Borovy award. Vice Chair Wilkinson responded it was not associated with the Bob Boro vy award. The Board was just raising money. Dr. Hayden-Adeyemo noted what she wrote int letter was specific to the Bob Borovy award. Vice Chair Wilkinson stated they can address the flyer first and then the letter. Mr. Patterson not there were a couple of errors in the flyer, but preferred the lighter colored flyer compared tot darker one. Ms. Wilkinson agreed the first flyer was better, but noted with the second flyer one can see the words better. It was thought the image should be smaller and the words enlarged. Dr. Hayden- Adeyemo also liked the second flyer, the words are digestible and the RSVP stood out. It was not they can make the second flyer a lighter color. Dr. Hayden-Adeyemo not the flyer said "Please support the EYAB Advisory Board." She did not see anywhere on the flyer why people should. Vice Chair Wilkinson did not think it needed to be on the flyer because it was elaborated int letter. The flyer would be given out with the letter. Mr. Patterson also not when people RSVP, it could be explained. Dr. Hayden Adeyemo asked who people would RSVP too. It was thought people of probably RSVP to Ms. Claude, but Vice Chair Wilkinson was unsure. They will ensure the typos are corrected and the flyer was just a template. Ms. Wilkinson liked the cuter pumpkin as opposed tot darker, more scary pumpkin. They will add the phone number. Dr. Hayden thought the flyer should just say pumpkin carving contest to benefit, and then have bullets. Mr. Patterson understood, but repeated when individuals RSVP they can relay the information instead of looking at a flyer. Dr. Hayden-Adeyemo thought the flyer should say a lot in bullet points, because it was possible they would not get a letter. Mr. Patterson also thought an email should be included as opposed to a phone number. Dr. Hayden-Adeyemo thought people would not read a letter. Dr. Hayden-Adeyemo thought the flyer was of to be distributed to 2 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida September 7, 2021 the general public. Vice Chair Wilkinson agreed and thought the flyer would be in a store or on the window. Vice Chair Wilkinson asked about the first flyer. She summarized it was important to see the words better, shorten the picture, give email address as well as a phone and more bullet point like. The changes will be conveyed to Dr. Valcourt. Mr. Patterson thought the RSVP by October 1St should stand out. The yellow letters perhaps in black stand out more. Dr. Hayden-Adeyemo thought the flyer should include who, what, where. The members discussed the two letters and changes were suggested. Mr. Patterson thought when writing a something, an action item is needed and then followed up with a thank you. They did not decide as a Board if the funds were going to the Borovy Award. Dr. Hayden-Adeyemo advised she wrote the letter from the viewpoint the event would be an annual event and be used for the Borovy Award. The idea behind the pumpkin event is to raise funds. Once they get the funds, the Board can decide where to designate them. Dr. Hayden-Adeyemo thought people would be more apt to donate knowing the funds would go to children and Mr. Patterson suggested a donation letter is to grab attention: indicate what is being done, that the public can not only donate, but that they can also enter the contest, say what you are going to do with the money, and/or give an example and say thank you, I'll see you there. There will be other events. Dr. Hayden-Adeyemo stated Mr. Oyer was disappointed the fund was depleted, and they need a viable way to replenish the fund. She wanted to make sure the money goes to children within City limits. Mr. Patterson commented the basis of the letter is to use it as a fundraising letter. Now the Board has a template. Dr. Hayden-Adeyemo thought it would be nice if there was a seal, past recipients, or clippings of past scholarship winners that could be included on the letter. It does not have to go specifically for the Borovy Award, just for the things the Board has done. Vice Chair Wilkinson noted there are flyers with a list of things the Board has done. They should also add the donation is tax exempt. Mr. Patterson suggested once the contest is over, the Board should send thank you letters. Mr. Young commented if it was put in the letter it could be an incentive to donate. He will check on donations going to the account. Vice Chair Wilkinson noted they are tax exempt, but they are not a non-profit. (Dr Hayden-Adeyemo left the meeting at 6:36 p.m.) Vice Chair Wilkinson clarified the fund Mr. Oyer was referring to was the Community Fund that was named after his father. It may be the Borovy Award was part of that, but it was the Community Fund that was referred to by Mr. Oyer and he had suggested his family may donate to the Community Fund. That was why it should not be earmarked on.the flyer. The Board could decide where to allocate monies, but if they specifically say the Bob Borovy Award then that is where the money has to go. Discussion followed the sentence could read the monies will go towards the Community Fund and the funds that support the Bob Borovy Student Citizen of the Year award. Mr. 3 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida September 7, 2021 Patterson suggested using both letters. The Board name would be at the top of the letter and not list Board Member names. They will keep the phrase "We need your help." The last paragraph second line. "Feel free to enter your organization's or company's own Jack-O-Lantern into the competition" should be changed to pumpkin. Further changes were discussed. There was agreement to take out the requirements of the award. Vice Chair Wilkinson will remove first annual and say first. There was a good combination between the two letters. They will add "we need your help" and move the picture to the top, getting rid of the name and putting the City's information there, making it more generic about the Community Fund and Bob Borovy Award, that the Board wants a partnership and letting people know they can enter their own pumpkin. She will make the changes and send them to Ms. Claude. Vice Chair Wilkinson had thought about teaming up with local restaurants or breweries, to try to give attendees an incentive to visit their establishments. Mr. Ireland advised this event is more kid friendly and they invite non-profits. The food trucks pay to be there and included Hooks, which is a family catering business serving burgers and hot dogs, an Italian Ice vendor and Just Eats. Vice Chair Wilkinson asked if the vendors would be amenable to partnering with the Board. Mr. Ireland advised the people he has worked with in the past, are approachable. They can try to partner. The Recreation Department will provide the Board with a tent, table and chairs as long as the Board lets them know what they need by the day before the event. Carved pumpkins should be delivered and on the table by 3 p.m. People will RSVP by October 1 st. Mr. Ireland commented they will provide 50 pumpkins to the first 50 children that arrive. Mr. Young explained non-profits will be there and that was an opportunity to have those non-profits enter pumpkins, invite people to participate and vote as well as invite their family and friends to come out and vote for that organization's pumpkin. Mr. Ireland will provide an update of the organizations as they are still signing up. Vice Chair Wilkinson hoped this event becomes a thing every year and spurs a competition. She noted they could add this information to the letter. It was noted the next meeting Was September 23, 2021. VI. Adjournment There being no further business to discuss, Ms. Calixte-Dieuvil moved to adjourn. Ms. Wilkinson seconded the motion. The motion passed unanimously. The meeting was adjourned at 6:54 p.m. f' q UJ Catherine Cherry Minutes Specialist 4