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Minutes 12-02-24 Minutes of the Senior Advisory Board Regular Meeting Held at City Hall, Commission Chamber, 100 E. Ocean Avenue Boynton Beach, Florida, on Monday, December 2, 2024, at 2:00 PM Present: Sandra Watson, Chair Mary DeGraffenreidt, Recreation Manager James Czizik, Vice Chair Brent Rolle, Recreation Supervisor Ann Cwynar Louise Farrell Rebecca Shelton Cheryl Ryder Phillip Martin I. CALL TO ORDER Chair Watson called the meeting to order at 2:00PM II. PLEDGE OF ALLEGIANCE - Recited The members recited the Pledge of Allegiance III. ATTENDANCE Roll was taken. A quorum was present. IV. APPROVAL OF AGENDA 1 . Additions, Deletions, Corrections Vice Chair Czizik added a discussion about senior prom. Chair Watson asked that the discussion of senior prom be moved to unfinished business. Ann Cwynar asked to add the discussion of developing the social club. 2. Adoption V. APPROVAL OF MINUTES Chair Watson asked for a motion to approve the minutes. Ms. Cwynar moved to approve the minutes. Vice Chair Czizik seconded the motion. VI. PUBLIC INPUT (Comments limited to 3 minutes and 1 Turn) None. Meeting Minutes Senior Advisory Board Boynton Beach, Florida December 2, 2024 VII. UNFINISHED BUSINESS Chair Watson pointed out that Mary DeGraffenreidt, Recreation Supervisor, is in attendance and now they can have a better understanding on how the procedure is going to work. She then asked Vice Chair Czizik to proceed with his proposal. Vice Chair Czizik stated he had reached out to the folks in the Arts Center because when they did a walk through at the Women's Historical Center, he hated all the comments he received about the valet system and how invasive and long it took, but he did love the venue. He mentioned that the Arts Center had some things that were problematic from prior circumstances. He said that he had been assured that there will be additions to the sound and lighting, and that they will have room to facilitate an event that would cover 200 people, and still have an ample dance floor. Vice Chair Czizik said that the Arts Center could only provide him with one date, because of all the events they have. He noted dates go through the month of February, into the beginning of March. He stated that he would like to start talk about putting this idea into fruition. Chair Watson mentioned that she had a conversation with Ms. DeGraffenreidt, about prom, and that Mary had asked her to do a theme and that she provided her with several dates. She said that it will be more beneficial if the Recreation Department were able to get the venue, so that it may not come out of the Boards budget, but from the City's budget. She said that they would have to have a way to get everyone from each district to come. She stated that they want to be sure they are getting this information out to all the seniors in Boynton Beach. Ms DeGraffenreidt, said that she sees a budget for $6,000.00. She mentioned that the original budget which she believes was last year, was for $10,000. She informed the Board that those funds are no longer available and explained why. She commented that the Board must decide how they want to proceed and asked if they still wanted to have the prom. She said that she spoke to the Director, and she likes the idea of the Arts & Culture Center being used because it is large enough. She noted that once the Board decides she will take their suggestions back to the Director and look into how they can support the prom, and where the funds will come from. Vice Chair Czizik mentioned that a handful of Advisory Board Members decided to not come back and for 3 months they were not able to meet quorum. He said that they had an emergency meeting just before the end of the year and it was hoped that the $10,000 that was not used can be carried over, to give a modest budget going into the new year and to start planning. He stated that there were talks about mirroring other municipalities that run travel events for their senior citizens. He commented he wanted to use some of that money to offset cost but now they are back at square one and will have to grovel for money. 2 Meeting Minutes Senior Advisory Board Boynton Beach, Florida December 2, 2024 Chair Watson suggested they be in attendance for the next City Commission meeting so that they can bring up the issue to the City Commission and City Manager. She mentioned that she thought they were going to carryover the money and that if a decision was made to not carryover, they need to be informed. Mr. Rolle stated they can bring that up in the Commission meeting but that is not a Commission decision. He stated that the money is funded through the department. Chair Watson said that she thought the only reason the money was allocated was so that the Senior Advisory Board could be a part of it for the senior activities. She stated that the City Manager and City Commissioners agreed to put that line-item in. She mentioned that they will attend the meeting for clarification. Vice Chair Czizik clarified that it is not a line-item and mentioned that the City Commissioners and City Manager showed support for this and said that they would find $10,000. to make it to the budget. He said that he found out it was buried inside the Recreation budget and that is fine, but they just wanted to be considered. He mentioned that since money did not transfer over, they will have to figure out what kind of consideration they can get. Cwynar stated that they have to figure out where the money went and how they can get it back. Vice Chair Czizik stated that money was in the general pool. He said it is allocated to the means and needs of the Recreation Department and that it is not ear marked specifically for the Board. He noted that they have no responsibility to inform them that they are going to spend the $10,000. He said that they have to get back in for 2025 and see what they can get. Chair Watson agreed and commented that they have to clear it up because that was not her understanding, and they will table the discussion until they attend the Commission meeting and get a better understanding. Rebecca Shelton asked if$6,000. was the total budget. Vice Chair Czizik answered that there is open discussion, and that they were putting it together based on their thought process that they had $10,000. in the budget. He said he knows that Sandra had proposed a couple of day trips that would offset the cost but that the amount was not locked in. Ms. Shelton mentioned that her thoughts were on the business community. She said they would probably provide sponsorship and if that is the direction the Board wishes to take, they can let her know, because she is good with that kind of stuff. 3 Meeting Minutes Senior Advisory Board Boynton Beach, Florida December 2, 2024 Vice Chair Czizik commented that he had put that into their assumptions and contacted some event planners that said they would come forward. NEW BUSINESS 1. Introduction of new board members (Shelton, Ryder & Martin) Rebecca Shelton introduced herself. Phil Martin introduced himself. Cheryl Ryder introduced herself. Chair Watson thanked the new Board members. She commented that they are so delighted, and now they can move forward because they have a nice size Board. 2. Use of Recreation Facilities by SAB 3. Budget/Funding update 2024-2025 (New fiscal year) Chair Watson stated that they will skip the budget/funding update 4. Developing a Senior Social Club Chair Watson mentioned that she has a relationship with the Delray Beach Art Garage, and they send her emails when they have not sold all of their tickets to their Friday, Saturday or Sunday shows. She said that they would ask her to invite seniors that can come. She commented that she would like to develop a Social Club in Boynton so they can do things like that. She said that she has connections with the Kravis Center, where they purchase tickets for about $5.00 for various things. She stated that those are the types of things that they can intertwine into their Social Club, if a Social Club can be developed. She mentioned her reasoning for wanting to develop a Social Club because Delray Beach has a Senior Social Club, and they travel and do a lot of different things. She explained how Brenton informed her that the City of Delray Social Club is different because they're funded by grants, donations, and other funding. She also said she believes there is also something in their City's budget. She stated that some residents of Boynton participate in Delray Beach Social Club and when she spoke to them, they mentioned they would love for Boynton to have a social club, so they did not have to go to Delray. Ms. Cwynar asked if Delray had a meeting place that they meet at. Chair Watson responded that Delray Social Club meets at Pompey Park. She commented that since Boynton has a Senior Center, that they had one up on Delray, because they have an actual place for Seniors. Ms. Cwynar asked if they could partner with the Senior Center. 4 Meeting Minutes Senior Advisory Board Boynton Beach, Florida December 2, 2024 Vice Chair Czizik stated that there is no reason why they can't. He asked if the concept of the Social Club was separate from the Senior Center or is it the Senior Center via another name. Chair Watson said it will be separate from the Senior Center. Mr. Rolle stated that the bylaws for the Senior Advisory Board are for the service of Senior citizens in the community of Boynton Beach. He said that does not mean directly the Senior Center. He shared that the Senior Center is part of the Recreation Department for the city of Boynton Beach. He mentioned that none of the Advisory Boards have a budget. He explained the process for Advisory Boards to get funds for specific reasons. Chair Watson stated that is not what she was told by the City Manager. She said that she was told by the City Manager that he put in $10,000.00 for the Board to work with the Recreation Department to do something for the Seniors, not for the funds to be absorbed into their budget. She said that she will clarify and then they will go forward. She noted that she knows how their budget work. Mr. Rolle replied that the money wasn't used or diverted elsewhere. He said that when you try and attached those funds to a Board, it makes it more challenging trying to plan and use those funds, when it goes against the way they do things. Ms. Farrell asked Mr. Rolle where the money goes. Mr. Rolle responded that the funds are placed back into the general fund and this is for everything. He gave an example that if he budgeted for $7,000.00 in contractual services and only $6,000.00 is used, the remaining $1,000.00 is placed back in the City's general budget. Chair Watson said that she understands and she thinks that the problem is communication. She suggested that a meeting should be held between the Board, Parks & Recreation and the Senior Center to better explain. Vice Chair Czizik mentioned that they are not trying to force anything new at the Senior Center but are just putting together a concept. He wanted to know what's the most harmonious way to get all Boynton Beach Seniors to come together and hopefully have it funded. Rebecca Shelton asked the Board if there is a charge to be a member at the Senior Center or is there something you must go through to be a member. Vice Chair Czizik responded there is no charge to be a member of the Senior Center. He discussed his frustration with seeing members of the Delray Beach Social Club at the health fair. 5 Meeting Minutes Senior Advisory Board Boynton Beach, Florida December 2, 2024 Chair Watson said there is no fee for a membership with the Senior Center if you are inside the City's limits. Mr. Rolle mentioned that outside of corporate City limits, it is $40.00 for the fiscal year. There was discussion regarding what the Delray Social Club does for their members, and their website with information for Seniors. Ms. Farrell asked if the Social Club would conflict with the Senior Center. Vice Chair Czizik said that Seniors should inform other Seniors that want to do something in Boynton Beach, and it should be funneled through the Recreation Department. Ms. Farrell mentioned that if they do it under the Senior Center their insurance will provide coverage. Vice Chair asked Mr. Rolle if any of their trips have an umbrella protection for everybody that is participating. Mr. Rolle responded yes, under the Recreation Department. He said that anything with a membership for the City of Boynton Beach Senior Center is funded through the Recreation Department budget and is insured because it is a City funded program. Mr. Rolle explained the process to get items in the budget for the next fiscal year. Ms. DeGraffenreidt stated that they can go back to reference the minutes. She said that she was in attendance for one of the meetings and her biggest thing is for the Board to tell them what they want to do, and the Recreation Department is there to support. She said that if the Commission decides to allocate $20,000.00, the Board still has to inform the Recreation Department on what they would like to do. She said that they will need a quorum and need to agree and provide staff with a proposed budget. She commented that moving forward, if the Board is awarded money for any reason, they will need to come together to decide how they want to spend. She explained she is in support of prom and that they don't determine how funds are going to be spent, but the Board does. She said if the Board needs direction, they may ask staff and staff will provide support. There was further discussion regarding being specific when request funds for items in the budget. 6 Meeting Minutes Senior Advisory Board Boynton Beach, Florida December 2, 2024 Vice Chair Czizik asked for clarification that if they have money in the Recreation budget, would it have had to been assigned for spending a year in advance. Mr. Rolle said that if funding is coming from a source outside of the Recreation budget and they are going to allocate X number of dollars to fund day trips or activities then that is a completely different thing than something that has to go through the Recreation Department. Ms. DeGraffenreidt said that they have recreation buses, and she would like to see daily trips as well. Vice Chair Czizik said that the Board would like to have an understanding on the rules and regulation of how those small buses can be used for short trips. Chair Watson said that one way for everyone to know about this, is to use the database of registered Seniors with the Senior Center and to let people know of upcoming events/trip. Vice Chair Czizik said that until they have everything cleared, they have to stop calling it a social club because they don't have it established. 5. Request for Agenda items for January Meeting (January 6, 2025) Chair Watson announced this item. 6. Develop Senior Advisory Board Action Items for (January 6, 2025) VIII. NEXT MEETING January 6, 2025, Agenda items are due by Thursday December 26, 2024. Chair Watson announced the next meeting. IX. ADJOURNMENT Motion to close Ms. Cwynar moved to adjourn. Chair Watson seconded the motion. The motion passed unanimously. The meeting was adjourned at 3:00 P.M.