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Minutes 08-26-21 Minutes of the Education and Youth Advisory Board Meeting Held on Thursday, August 26, 2021, at 6:00 P.M. at City Hall, Commission Chambers 100 E. Ocean Avenue, Boynton Beach, FL Present: Dr. Valerie Valcourt, Chair Lori Wilkinson, Vice Chair Sherri Claude, Board Liaison Chevette Gadson Francois Calixte-Dieuvil James Hubbard, Alternate Tarynnicole Rhodes Jessica Wilkinson, Reg. Student-Voting Member Dr. Stephanie Hayden-Adeyemo (Arrived 6:09 p.m.) I. Call to Order Chair Valcourt called the meeting to order at 6:00 p.m. II. Pledge of Allegiance The members recited the Pledge of Allegiance to the Flag. III. Roll call was taken. A quorum was present. IV. Approval of Agenda Vice Chair Wilkinson announced Harvey Oyer said he would attend, but had a meeting. She suggested the Board hear him when he arrived. Motion Vice Chair Wilkinson moved to approve the agenda. Ms. Calixte-Dieuvil seconded the motion. The motion passed unanimously. V. Announcements/Presentations/Correspondence Ms. Claude explained all was invited to MLK Art Showcase on Friday night, at the Arts and Cultural Center from 5:30 to 6:30 p.m. Saturday will be the MLK Event from 12 to 4 p.m. at Centennial Park. The Recreation and Parks Department is sponsoring a comedy Meeting Minutes Education and Youth Advisory Board Boynton Beach, FL August 26, 2021 show on September 24th. She had postcards to pick up on way out. Pre-registration offered a discount. She also had the new issue of FunFare magazine. V1. Public Audience Vice it Wilkinson introduced Harvey Oyer, a long-time family from the City, and stated some members may be familiar with the Oyer name. He and Vice Chair Wilkinson had been discussing how he could possibly help the Board with fun dralsing activities particularly related tot Bob Borovy Student Award and the Harvey Oyer Community Fund, which is named after his father. Harvey Oyer III, introduced himself and explained his father was a Mayor many years ago. His father died 10 years ago, and when he died, his predecessors were thoughtful enough ton the park after him, which of have meant a lot to him. His father devoted his life tot City and education. He was the youngest Mayor the it had at 34 and he lived to be 84. He was asked by Vice Chair Wilkinson to help raise funds for the Board. Mr. Oyer explained his family of like to make a contribution, but the Board needs to find a sustainable source of funds is is typically done by corporations, Bethesda Hospital and large employers. He noted FPL has a Foundation and developers conduct business int community. He would like to help the Board with those entities and would or together to achieve this. He added a very long, long time ago, he sat on this Board. Vice it Wilkinson explained the Board, overt e years, has had a number of different account funds. Currently, there is a total of$28 in the Board accounts. A few years ago, the account balances would show the Oyer Fund had $2,500, the Tennis Carnival had $200 etc. Fundraising is a focus oft Board and they have a few ideas totalk about for holiday events, but it was about three months since she spoke to Mr. Oyer and she did not want it to go by the wayside since this was something Mr. Oyer's father was passionate about. The former Education and Youth Advisory Board Chair, Steve Waldman, suggested that the park be named after Mr. Oyer. The Board voted and supported the name change and approached Mr. Oyer to see if it was something he and the family would be willing to help with and it was. Vice Chair Wilkinson not Mr. Oyer had also given other ideas for fundraising, Vice Chair Wilkinson hated the idea the Board cannot donate. Funds from the Harvey Oyer Community Funds are usually used fort i s like program ads fort drama club at the high school, football helmets, or Odyssey of the Minds groups continuing ant the next level of a national competition or building a school garden. The Board had the money, and now they do not The Borovy Award is a monetary award given to a senior in high school getting ready to go to college. There are no funds in the account and the end oft school year will soon be here. Mr. Oyer explained his family was happy to help, but the Board needs to find a sustainable model, have a funding source or a plan how the money is spent sot do not have a Board that spends down its accounts to zero, similar to what a Foundation is 2 Meeting Minutes Education and Youth Advisory Board Boynton Beach, FL August 26, 2021 required to do. Chair Valcourt liked the idea, especially the sustainable source. She also liked the suggestions to approach Bethesda hospital and developers. She asked how the Board should approach them. Mr. Oyer replied he would be happy to help with the outreach, but would need something tangible to take to them, so these other foundations would know what they are investing in. He did not know if the Board had a description of the various funds. The Board also has awards, and it would be helpful to know who manages the funds and where the money goes, so they would understand whose control the monies are under, held by the City and dispersed at the Board's discretion and basic functions. Mr. Oyer noted several organizations have formal and/or application processes, with a lot of paperwork and audited financials. Those would be avoided and they would focus more on the discretionary funds. The larger foundations have a lot of bureaucracy around the process. Dr. Stephanie Hayden-Adeyemo explained she came in four minutes ago. She could not comment on what he had stated as she did not hear his presentation, but she is familiar with discretionary funds. She asked what Mr. Oyer came to speak about and learned he came at Ms. Wilkinson's invitation. One fund is named after his father and now the account balance is spent down along with the other funds. The Board was trying to replenish all of those, but sought to find a sustainable way to have funds and then not only have a fundraising plan but a spending plan and institutionalize some processes. Dr. Hayden-Adeyemo asked if the Board asked about the Friends of the Library and learned that group was aligned to the Library. She thought the Board could do something in dealing with the Friends of the Library because this Board does not do a lot, except honor people that may volunteer at the Library and sought to have a synergy with the Library Board and the Friends. She recalled the Library was talking about naming the cultural center rooms, or artwork, to continue a foundation-type thing. She understood about sustainability. When she came on the Board, sometimes there were no funds because there was no continuous replenishing of the Board accounts and she would like to move in that direction. Mr. Oyer explained he was not an Ambassador. He advised the Cultural Center has a fundraising campaign run by the City which raises funds for the Amphitheater and Library. These are not naming opportunities for physical structures. They are existing programs the EYAB already has where they give scholarships. Dr. Hayden-Adeyemo thought they could use those pools of monies to put in a Foundation. She thought that was the purpose of Mr. Oyer's visit to the Board. Mr. Oyer explained he was unsure why he was there, other than to try to discuss with the Board how to solve the problem. He noted he and people he grew up with benefitted from funds like this and they help students go to youth conferences and college. Chair Valcourt noted the Board should focus on the education and youth council part and what they are doing with community centers and local schools in the area. There are students who need scholarships. Instead of offering one scholarship, they may be offer multiple scholarship if they had a sustainable source of funding and have a process for that. 3 Meeting Minutes Education and Youth Advisory Board Boynton Beach, FIL August 26, 2021 Vice Chair Wilkinson asked if Mr. Oyer and his family had a number in mind to donate, and learned they did not. They wanted to better understand the process. He does not want the donation spent down. Vice Chair Wilkinson noted the money was spent down over a long period of time. Dr. Hayden-Adeyemo recalled there were events to replenish the funds and the funds were distributed. She commented Dr. North and she came in because they believed the funds were being distributed outside oft four districts. She stated she and Dr. North streamlined the process. Ms. Rhodes asked how the Board did not have to depend on any one's money so the Board can make money for these kids. Mr. Oyer thought perhaps the City Commission would find money each year, the CRA and Chamber of Commerce can help. There are different sources in each community, such as the Rotary and Kiwanis Clubs and other fraternal organizations. They could ask for their support. Vice Chair Wilkinson asked if they should draft a fundraising letter and learned a one sheet fact sheet detailing who the Board is and money how it is distributed would be helpful. is Chair Wilkinson recalled Mr. Oyer was born and passed away at Bethesda Hospital. She thought it of be a good connection. She requested Mr. Oyer's assistance forte Board as far as reaching out tot contacts Mr. Oyer has. She thought having a name attached and a person attached tot request would be helpful fort Board. There of be Board members that could attend a meeting with him, or speak or a Board member could follow up with someone after Mr. Oyer made the initial contact. Mr. Oyer thought it of likely be that way. Other initial contacts are banks, such as Wells Bank, PNC all have funds and corporate responsibilities. He noted many oft more affluent gated communities give away funds such as Hunters Run and Lost Tree Village. He did not know if Delray Dunes ort Village of Golf does. He advised Lost Tree Village has their own foundation. They pool their resources and have a committee that reviews applications. He suggested reaching out to communities in the area because they generally support community youth. Dr. Hayden-Adeyemo not Third and Fifth Bank came tot Library Board. She referenced Mr. Patterson and not they have capable individuals on the Board. Mr. Oyer stated he would try to open some doors. He grew up here and went through the public schools. Some student council trips were funded through this Board and he was aware of some students that could not go to college without the Board's scholarships. Ms. Wilkinson thanked Mr. Oyer and stated the Board will be in touch. Mr. Oyer thanked the Board for what they do inthe community Vill. New Business A. Approval of its of July 22, 2021 4 Meeting Minutes Education and Youth Advisory Board Boynton Beach, FL August 26, 2021 Dr. Hayden-Adeyemo note on page three the name Jervonte Devons should be Jervonte Edmonds and on page six, third paragraph, second sentence the wording should be do a punch card, not a push cart. Motion Vice Chair Wilkinson moved to approve the minutes with the amendments. Ms. Calixite-Dieuvil seconded the motion. The motion passed unanimously. B. Absence Policy Section 27-4, absences. Chair Valcourt read the policy and advised members having three missed meetings, they will be notified that one additional absence will cause the Board membership to be terminated. She read Section B Excused Absences. It listed reasons for excused absences. Ord 20-016 sec 10 6-2.20. Ms. Claude explained the City Commission allows for excused absences. At the meeting, the Chair would announced who was out due to an excused absence so it will not count as absences to be removed from the Board. It will be in the official minutes. Members should send an email to Chair Valcourt and Ms. Claude 24 hours in advance and at the meeting Chair Valcourt will announce the absences on the record. Ms. Gadson asked what is considered the annual Board term. They appointments now start in March. VIII. Old Business A. Fundraising 1. Pumpkin Carving and Gingerbread House Fundraisers The members discussed this at a Board meeting on the 16th. Ms. Claude sent an email to the Board to attend to discuss Vice Chair Wilkinson's proposal and they had a quorum. The Board can schedule special meetings. Dr. Hayden-Adeyemo thought it was a workshop. Ms. Claude sent an email to the members to respond to, and when it was learned there would be a quorum, the meeting was scheduled. Ms. Claude issued the meeting notice. The meeting was an official meeting held in City Commission Chambers and minutes were taken. Ms. Claude explained if there was a question about attendance, she would get clarification from the City Clerk. Chair Valcourt explained at the special meeting, they discussed two fundraisers. There was a motion to approve having a pumpkin carving contest in October, to be held at either at the Fall Festival or the Pirate Fest. They discussed holding the event at one or the other or both. The other event was the Gingerbread House Fundraiser. 5 Meeting Minutes Education and Youth Advisory Board Boynton Beach, FL August 26, 2021 Vice Chair Wilkinson recalled the concept will be either or and not both. The members were leaning towards the Fall Festival event at Intracoastal Park, and the idea that different groups could carve a pumpkin and pay an entrance fee to enter their pumpkin. Judging would be via popular vote conducted by the event attendees. People would purchase tickets to put in the basket in front of the pumpkin they want to win. It could be lucrative as this was an event that can be grown. Participants have to supply their own pumpkins and pay $10 to enter. Chair Valcourt would create a flyer to share with the schools, churches and different organizations and departments with the City. Dr. Hayden-Adeyemo asked who and how they would get funds for marketing. Chair Valcourt they will create the flyer and Marketing would be done digitally via social media, twitter Facebook Instagram. The Board can likely find someone in the City to help with copies. Fall festival is a City event and they can promote it. Vice Chair Wilkinson commented the idea is it is a fundraiser and not a fancy event. If a family decides they are going to cut triangle for eyes, they can and people pay to vote. They also could partner with restaurants or breweries and they will be there. Breweries or restaurants can say if an attendee buys a drink from us, they get a free ticket to vote. Chair Valcourt explained they can partner with local restaurants, and give a gift card for a prize. Ms. Rhodes does not agree with charging people an entrance fee to participate in their own contest. She thought they may be able to find a farm or some place to donate the pumpkins. Chair Valcourt understood, but pointed out then there are issues with where are they going to store the pumpkins. Vice Chair Wilkinson noted they could think of it as a donation and people who are crafters pay an entry fee for at a table. The members needed to vote on the entry fee so they could issue the flyer. Vice Chair Wilkinson pointed out the organization that originally did this charged $10 to enter a pumpkin and $2 per ticket to vote. They should try to create partnerships with other vendors and thought pumpkins are not that expensive. Dr. Hayden-Adeyemo thought $10 was steep and did not want anyone to feel excluded. She thought it would be cute to decorate the pumpkin in the time allotted as it was an all-day event. She queried if they had a booth and where would judging occur. Ms. Rhodes thought $10 was sufficient. Discussion followed about the entry fee. Ms. Calixte-Dieuvil thought if the Board was going to use social media, they could be sent pictures of pumpkins to judge. It was noted the Board wanted the public to attend the event. Vice Chair Wilkinson thought social media after that fact was better to show all the pumpkins. This is South Florida and pumpkins do not last long. The event is being held on Saturday, October 16th so the thought was people are carving the pumpkins on Friday night. Carving a pumpkin at the event would be difficult. Vice Chair Wilkinson's vision is this would become an annual event. Pumpkins should be brought to the event carved by noon. The event is from 3 p.m. to 6 p.m. Pumpkins have to be there by noon and counting the tickets will take place by 5 p.m. 6 Meeting Minutes Education and Youth Advisory Board Boynton Beach, FL August 26, 2021 Mr. Patterson thought all needed to be written down on paper. He thought the Board was putting the cart before the horse as the event needed to be structured. He thought they are bouncing too many ideas off the wall. The festival is from 3 p.m. to 6 p.m. Pumpkins should arrive by 2:30 p.m. which gives the Board 30 minutes to set up. Set-up involved displaying the pumpkins with a name card. Dr. Hayden-Adeyemo thought the Board should ask the City for an area to set-up because the entire park area is used. She noted the last time she attended there was hay everywhere and a train was set up. She thought pumpkins should be put on the floor because then they would need tables and she did not know who would set up the tables. Vice Chair Wilkinson commented this is a City event. Kacy Young was at the special meeting and was aware of what they are planning. They can talk with Ms. Claude and Mr. Young to communicate what they need. She did not know how many tables would be needed because they did not know how many pumpkins would be entered. Dr. Hayden-Adeyemo suggested if someone wants to participate in the event, they should RSVP. There was agreement people would RSVP by October 1 st and the pumpkins would be dropped off by 2:30 p.m. Recreation and Parks staff will provide the location and there are tables at the pavilion. Ms. Claude would speak to the individuals planning the events. By October 1 st they will have an idea of how many pumpkins will be dropped off. Chair Valcourt thought they can contact individuals who RSVP's and provide the pumpkin drop off location. Judging will be at 6 p.m. There was discussion if there will be activities between 3 and 6 at the event. Ms. Claude responded there are crafts, probably animals, maybe a hayride or train ride. The event is designed for families. The Board could count the tickets and pick the winner at 5 p.m. and announce the winner at 5:30. Vice Chair Wilkinson reiterated the Festival is only 3 hours. She did not want to cut the public off from judging one hour before the event ended. They will not a half hour r to count tickets. Chair Valcourt asked how many Board members plan to.attend the festival and learned five Board members will attend. Mr. Patterson suggested members take shifts of two Board members at a time. Vice Chair Wilkinson and Ms. Wilkinson would attend the entire time. Mr. Patterson will attend from 3 p.m. to 4; Ms. Calixte- Dieuvil will attend from 4 p.m. to 5 p.m., and Chair Valcourt will take 5 p.m. to 6 p.m. Vice Chair Wilkinson will donate the tickets. Tickets will be counted at 5:30 and the winner announced no later than 6. If it rains, they are out of luck. If the event is rescheduled, they will attend. The flyer will have the date, the RSVP date, and state the purpose of the fundraiser. This is a competition so all the pumpkins have to be there at the same time. It was decided pumpkins would be dropped off at 3 instead of 2:30 p.m. There is no application process, just bring the pumpkin, buy the ticket and they are entered. The Board has the contact information and they can have a sign in sheet, if a pumpkin is dropped off it will be matched to the name. The entry fee will be addressed 7 Meeting Minutes Education and Youth Advisory Board Boynton Beach, FL August 26, 2021 with the RSVP so the Board will have the money ahead of time, and the fees collected will be used as petty cash for the voting tickets. Ms. Claude explained in terms of online purchases or payments, they do not have a process online for people to make a payment unless they sign up for a recreational activity. They can they include the event on the City page, Ms. Claude will have to ask if Recreation can have a sign up for this event. Vice Chair Wilkinson thought they could create a Venmo account for this event specific to that account. The downside is there would have to be an individual that runs it. She could set one up, if they are allowed to do so. Dr. Hayden-Adeyemo thought people should just drop off the money the day of the event. Vice Chair Wilkinson commented if you pay up front, it is a commitment. She thought $5 might be a better entrance fee. The members liked the $5 entrance fee. The donation to vote for the winning pumpkin should be a minimum of $1. Dr. Hayden-Adeyemo thought $2 was appropriate. There was agreement the minimum donation per ticket was $2. Vice Chair Wilkinson suggested having a separate bucket and ask the attendees if they want to donate. The wording is it cost $2 to vote. If there is a donation bucket, and someone wants to donate more they still could. It was suggested the Board have information about what the Board does. Chair Valcourt noted Mr. Oyer mentioned affluent gated communities and the hospital may want to enter their own pumpkin. She thought they should contact those entities, as an email may not be sufficient. Chair Valcourt commented they will need individuals from the Board to reach out to those communities. Hunters Run, Village Royale on the Green, Nautica's and Nautica Sound were mentioned. Ms. Wilkinson suggested getting the high school Key Clubs involved which was agreed to as well as Leisureville, the Estates of Silver Lake and other HOA's. Vice Chair Wilkinson asked if a sign for the pumpkin event could be posted on the City's electronic marquee. Ms. Claude agreed to check with Ms. Krusell. Chair Valcourt will contact the school administrators. Chair Valcourt asked who could contact City Departments. Ms. Claude commented they could send an everyone Email. Ms. Rhodes will contact Bethesda Hospital, iThink, and Fifth Third Bank as well as the Credit Union off Congress and Gateway. Vice Chair Wilkinson will contact Village Royale on the Green, Hunters Run and Silver Lake Chair Valcourt will contact Nautica Sound. Dr. Hayden-Adeyemo will contact both Boynton Beach Leisureville and Palm Beach Leisureville. Dr. Hayden-Adeyemo suggested Two George's and Prime Catch, Banana Boat. Chair Valcourt noted she would talk to Chipotle, Moe's, Olive Garden and Bonefish Grill, the local Publix as well. They can give prizes and can enter a pumpkin. Dr. Hayden-Adeyemo will try Walmart, Target and Best Buy. Vice Chair Wilkinson noted it is too late for donations from many of the larger establishments as they have to go through corporate. If the management says it is too short of a notice, they could offer there is the Gingerbread House event in December. Although they may not be able to offer prizes, they may still be willing to send a 8 Meeting Minutes Education and Youth Advisory Board Boynton Beach, FL August 26, 2021 pumpkin. The Board will also need a fundraising letter. Dr. Hayden-Adeyemo agreed to work on the letter. Chair Valcourt thought even if they cannot give a gift card, she would seek to see if the establishment wanted to submit a pumpkin, or give a gift card as part of the prize. The prizes were contingent on what the Board is able to solicit. Mr. Patterson asked if there will be categories. It was noted the attendees will decide the winner, and it could be winner take all, or they can have categories: the best pumpkin, scariest, funniest, etc, or next year they can expand Vice Chair Wilkinson will contact some of the people already attending to the festival such as NoBo, Copper Point and others. At the last meeting they had discussed pairing up with them if they want to run a special, and she would advise the Board of her results. She also thought they should have another discussion between now and the next Board meeting to see who bought what. Ms. Claude will ask the City Clerk for available meeting dates. Chair Valcourt recapped the tasks the members volunteered for and the decisions about the event as previously discussed. If the Board votes to approve it, she will create two or three flyer samples and send them to Ms. Claude. Mr. Patterson added when the flyers are distributed to the members, the flyer the majority of the Board likes the most is the flyer they would use. Motion Vice Chair Wilkinson moved to have Chair Valcourt create two versions of the flyer, which Ms. Claude will send to the members via email, and whichever flyer the majority likes will be the flyer that is used. Ms. Calixte-Dieuvil seconded the motion. The motion passed unanimously. Chair Valcourt stated the letter from Dr. Hayden-Adeyemo will also be sent to Ms. Claude. If there are any comments, they would be sent to Ms. Claude and she will forward them to Dr. Hayden-Adeyemo. Motion Mr. Patterson so moved. Vice Chair Wilkinson seconded the motion. The motion passed unanimously. B. Outreach C. Bob Borovy Student Citizen of the Year Award Chair Valcourt noted profits from the planned events can be deposited into the account and they can have a future discussion. IX. Future Meeting Dates: September 23, 2021 9 Meeting Minutes Education and Youth Advisory Board Boynton Beach, FL August 26, 2021 October 28, 2021 December 16, 2021 Chair Valcourt announced the future meeting dates. Mr. Patterson stated he would be out of town October 28tH X. Adjournment Motion Vice Chair Wilkinson moved to adjourn. Ms. Wilkinson seconded the motion. The motion passed unanimously. The meeting was adjourned at 7:41 p.m. Cherry Catherine Cherry Minutes Specialist 10