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Minutes 10-28-21 Minutes of the Education and Youth Advisory Board Meeting Held on Thursday, October 28, 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, Director, Recreation and Parks Francoise Calixte-Dieuvil Sherri Claude, Board Liaison Dr. Stephanie Hayden-Adeyemo Chevette Gadson Jessica Wilkinson (arrived 6:09 p.m.) Tarynnicolle Rhodes (arrived at 6:17 p.m.) Absent: Dr. Valerie Valcourt, Chair Frando Patterson Shaquira Young I Call to Order Vice Chair Wilkinson called the meeting to order at 6:06 II Pledge of Allegiance The members recited the Pledge to the Flag followed by a moment of silence. Ill. Roll Call Dr. Valcourt and Mr. Patterson were out of town. Both members were excused from the meeting. Vice Chair Wilkinson spoke about Roberts Rules and explained when a motion is made and seconded, then there is discussion. The member should be recognized by the Chair in order to avoid lengthy meetings. If there are amendments or someone wants to revise their motion, they can do so. The amendment or revised motion is seconded, then discussed and then voted on. III Approval of Agenda Motion Ms. Calixte-Dieuvil moved to approve the agenda. Ms. Gadson seconded the motion. The motion passed unanimously. Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida October 28, 2021 IV Announcements/Presentations/Correspondence Ms. Claude had no announcements. Kacy Young, Recreation and Parks Director, had no announcements. If anyone had any questions they could ask. He advised Pirate Fest was this weekend. He congratulated all on the Fall Festival with the Pumpkin Carving Contest, it seemed to go well. He looked forward to it being part of the event. Vice Chair Wilkinson thought the event was well received. Dr. Hayden-Adeyemo advised she attended the event. It was great to work with Francoise Calixte-Dieuvil and meet family members of the Board Members. Ms. Calixte-Dieuvil thanked Vice Chair Wilkinson and her family for all their hard work and the entire Board for the event. V Public Audience None VII. New Business A. Approval of Minutes of August 26, 2021 (regular meeting) Dr. Hayden-Adeyemo asked if the Board asked about the Friends of the Library and learned that group was aligned to the Library. She advised she knew about the friends. was aware they were aligned Page 3, third paragraph Board asked about the Friends of the Library and learned the group is aligned to the library. Dr. Hayden-Adeyemo stated knew it was aligned with the Library. Motion Ms. Jessica Wilkinson so moved to approve the minutes as amended. Dr. Hayden- Adeyemo seconded the motion. The motion passed unanimously. B. Approval of Minutes of September 7, 2021 (special meeting) Dr. Hayden-Adeyemo commented she did not say she thought "it would be nice if there was a seal, past recipient . . . ." as contained on page three. Motion Ms. Rhodes moved to approve as amended. Dr. Hayden-Adeyemo seconded the motion. The motion passed unanimously. C. Approval of Minutes of September 23, 2021 (regular meeting) Motion Ms. Gadson moved to approve. Ms. Calixte-Dieuvil seconded the motion. Dr. Hayden- Adeyemo thought the comments made by Kasia LeBlanc about item four should be 2 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida October 28, 2021 included under the Public Audience section of the minutes. The motion passed unanimously. VIII. Old Business A. Fundraising 1. Pumpkin Carving Fundraiser Vice Chair Wilkinson appreciated all the compliments on the event and thanked all who attended the event and came to the booth. She advised they had a good turn-out and she requested comments and afterthoughts. Ms. Rhodes asked if anyone won. Dr. Hayden-Adeyemo thought the mode of payment for those who wanted to contribute needed improvement. She thought it would be something you would speak about in observations. She knows some members walked around to invite individuals to the booth and solicit donations. She thought it was well attended for COVID. It had been two years since the last event. She noted they changed some of the items. She thought the booth could have been at the entrance or next to the information booth. Ms. Calixte-Dieuvil commented the Board did not have much time to put the event together and it needed more advertising, but for a first-time event, it was a success and they can start early next year. Dr. Hayden-Adeyemo thought overall, it was a positive experience. (Dr. Hayden-Adeyemo left the meeting at 6:25 p.m.) Vice Chair Wilkinson stated the event made $165. Ten pumpkins were entered; three came from people in the City and she noted the Mayor had a pumpkin, but it was submitted to the Library. Pumpkins from outside the City were received from the Gold Coast Knights Kiwanis Club, the Rotary Club of Lake Worth/Lantana, the Greater Boynton Beach Foundation, her family did one and a few other people and family members for a total of 10 and they were very creative. Two prizes they gave away. Dr. Hayden-Adeyemo bought a business card from a hairstyling barbershop called Under the Dryer which is brand new. Vice Chair Wilkinson stated Dr. Hayden-Adeyemo did not specify the donation amount so it was not awarded. She thought they could use it for the next fundraising event when they determine the actual amount that will be donated. The Recreation and Parks offered the pavilion rental as a prize. Vice Chair Wilkinson announced her husband won the pavilion for his pumpkin, which portrayed the character "Venom". She further announced to avoid the appearance of any impropriety or conflict of interest, the pavilion prize will be given away. The gift card donated by Ms. Rhodes went to the Alverez family who did two pumpkins. The brother Jack and the sister Grace are sharing the prize Vice Chair Wilkinson also had after thoughts. She thought the event was a great idea, but for a first time effort in such a short time, it was good. She noted they were asking people to purchase $2 tickets to vote and they were dropping tickets in containers in front of the pumpkin they wanted to win, but there was also a raffle going on, so it was 3 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida October 28, 2021 confusing. A handful of people gave the $2 and realized it was not a raffle. They need to be more clear and perhaps use something other than a raffle ticket to vote. Vice Chair Wilkinson also did not know attendees were also trick or treating and they did not have candy to hand out to them. When she realized it, she sent out an email to the Board to bring candy to the event. Jessica Wilkinson also suggested the voters for the pumpkins should get something in return. Ms. Jessica Wilkinson noted $2 to vote is not expensive, but if paying to vote for a pumpkin they did not make and not get anything for voting was not appealing. She did not know what it could be, but thought maybe it could be some sort of item or discount on an item. Ms. Wilkinson thought maybe they could hit a couple of different places and get a coupon sheet. The group who originally did this, held it in conjunction with a brewery. It ends up being a wash for the people who buys the ticket. They could hook up with the food trucks or have a coupon sheet. Vice Chair Wilkinson commented she visited all the breweries, all said they would participate, but none did. The breweries are short staffed and busy, and one brewery is closing in December. She also noted each brewery would advertise to go vote for their pumpkins, and it would create a rivalry to incent every one involved with the respective organizations to vote. She also noted about 10 people asked if they could use a credit card and thought perhaps they should consider a cash app or Venmo, but they would need to set it up properly. She thought prepayment is big and the event would have been bigger. She thought it was key. She also thought they should remove the word "Carving" as the word "decorating" is better. Only three pumpkins were actually carved, the rest were not. She thought it was a good thing because people can prepare their pumpkins ahead of time they also sold two pumpkins for $5 apiece. There was discussion power tools to carve is becoming popular and can bring a whole other element. Vice Chair Wilkinson noted the Key Club from Olympic Heights High School sent some of their members to help them. It was a rivalry thing and something they can do. 2. Gingerbread House Fundraiser Vice Chair Wilkinson asked what kind of events could they tie into. Ms. Claude commented the City started holding doing events in Centennial Park. The 1St Friday of every month is a free concert and movies once a month on the third Friday. It could be an opportunity to do other types of fundraising aside from the Gingerbread house. During the holidays get cookies donated and charge people to decorate a holiday cookie or sell other types of items. The events at Centennial Park are free events, so if they can add value and make $100 or $200, it adds up. The events have food trucks. Vice Chair Wilkinson was concerned, regarding the Gingerbread House, is she is not sure it is the kind of thing they can get on their own. There are kits. Jessica Wilkinson commented if they bought several kits, and sold them for one or two dollars more and make them onsite. Ms. Rhodes suggested trying both. Many people may want to make them at home and some may want to make it there. The issue with making the pumpkin at events, is pumpkins are messy. She thought decorating the gingerbread houses at 4 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida October 28, 2021 the event is fine. The thing with the pumpkin carvings at the Fall Festival is the festival is only three hours along and there was not enough time to decorate and vote, but with a six hour event for the gingerbread houses, there would be time. Vice Chair Wilkinson asked if there should be a standard gingerbread house kit or any kind Ms. Caliexte-Dieuvil thought any kit would do and have a few kits. Ms. Rhodes thought both as some people may want to make larger houses and some want the standard size. She thought even with a small budget, they may be able to purchase a few kits on site. She noted people are spur of the moment. If they are pre-purchased kits, they can always be returned if unopened. The Board could make money by selling the kit $1 more than the purchase price. Vice Chair Wilkinson thought they should not shortchange themselves and thought $5 per pumpkins was too low. People said they would pay $10. Ms. Caliexte-Dieuvil thought they should have one price starting at $15, and it would be even better if they could get Walmart or Michaels to donate kits. The members reviewed the Movie Night and the Concerts at Centennial Park. Ms. Rhodes commented they could have an old-fashioned bake sale. The Board used to do that before. They would get cookies donated from Panera and sold them. It was thought the Board would only be able to sell pre-purchased items. The First Friday is the 3rd of December and third Friday is the 17th of December. Jessica Wilkinson suggested, if the schools have a Breakfast with Santa, they should plan with a few elementary schools, to have multiple gingerbread events, however Ms. Rhodes there will be other events in 2022. Vice Chair Wilkinson thought holding an event on the 17th was better to give the Board more time. Vice Chair Wilkinson had contact information from people who filled out the form for the pumpkins. She had shortened the link and they had a bunch of shares on Facebook. Forty-nine people clicked on it, including one person in Ireland and one person in Germany. December 17th was the tentatively. Vice Chair Wilkinson will take the lead again unless no one else wants to, but whoever takes the lead will have carte blanche. B. Outreach Vice Chair Wilkinson will contact Harvey Oyer and see what the Board's next steps are. They had talked about getting involved with corporate sponsors such as Bethesda Hospital. C. Bob Borovy Student Citizen of the Year Award It was discussed this was changed this year in the spring. The student has to have a greater Boynton Beach address. The award is basically given to a senior with a lot of community service hours. The application is posted online. Three judges will judge blindly and one judge is the winner form the year before. Ms. Claude asked if they should advertise it without a cash award and she did not recall if the Board was willing to get a sponsor for the award to give credit as sponsoring this year's award. Ms. 5 Meeting Minutes Education and Youth Advisory Board Boynton Beach, Florida October 28, 2021 Rhodes stated she and her husband have a Foundation and she wanted to send something to Dr. Valcourt about it. They wanted to have a scholarship award similar to this and they have a fund for it. She would be interested in funding this, but from her foundation with the same criteria. She did not know if that was an option but noted this award has no funds. Vice Chair Wilkinson thought they should discuss this with the full board. Ms. Caliexte-Dieuvil thought Ms. Claude could review if this is something the City is fine with. Vice Chair Wilkinson thought saying cash award was fine. The Fall issue of FunFare Magazine talks about the award and the winner from last year. The Spring issue will come out in early December and applications are usually online December 1St. In the past, they have stated there was a cash award without giving an amount. The Board will have a better idea in the next month or two if they will have funds. IX. Future Meeting Dates: December 16, 2021 Vice Chair Wilkinson announced the next meeting is December because there is no November meeting due to Thanksgiving. November and Dec meeting are combined. Ms. Caliexte-Dieuvil thought they should have one special meeting. Ms. Claude will send out dates available for a special meeting. X. Adjournment Motion Ms. Rhodes moved to adjourn. Ms. Calixte-Dieuvil seconded the motion. The motion passed unanimously. The meeting was adjourned at 7:03 p.m. jt Catherine Cherry Minutes Specialist 6