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Minutes 02-03-25 Minutes of the Senior Advisory Board Regular Meeting Held at City Hall, Commission Chamber, 100 E. Ocean Avenue Boynton Beach, Florida, on Monday, February 3, 2025, at 2:00 PM Present: Sandra Watson, Chair James Czizik, Vice Chair Brent Rolle, Recreation Supervisor Ann Cwynar Cody Bonanno, Recreation Manager Louise Farrell Cheryl Ryder Phillip Martin I. CALL TO ORDER Chair Watson called the meeting to order at 2:00 PM 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 2. Adoption Motion Ms. Cwynar moved to approve the agenda. Vice Chair Czizik seconded the motion. The motion passed unanimously. V. APPROVAL OF MINUTES None. VI. PUBLIC INPUT (Comments limited to 3 minutes and 1 Turn) None. VII. UNFINISHED BUSINESS Meeting Minutes Senior Advisory Board Boynton Beach, Florida February 3, 2025 VIII. NEW BUSINESS 1. Board discussion and voting on key items that need to be addressed to move forward with Senior Event. What date and time would you like? (March 14, 21 , 28 & April 4 & 25th) Chair Watson pointed out that she emailed Brent, Recreation Supervisor, the dates that had been provided to her for Senior Prom, to be hosted at the Arts & Cultural Center or the Boynton Beach Women's Club. She noted that all of the dates she provided are not listed and she asked Mr. Rolle to explain where the dates he provided had come from. She said that she did not request any dates in March because that was too close to plan. Mr. Rolle said that he did not pick any dates and those were the dates that were provided to him for Senior Prom to be hosted at the Cultural Center. Chair Watson recommended her dates and said that she was leaning towards hosting the event at the Cultural Center because of parking, but she has learned that the Women's Center will include valet parking. She stated that they will pick two dates and then get with Kelly Armstead, Division Director. Cody Bonanno, Recreation Manager, said that he spoke with Kelly, and that the Arts & Cultural Center is to begin renovations in early May; with a completion date for January 2026. He stated that renovations will take between six to eight months, and that the dates in May will not be available for the Arts & Cultural Center. Chair Watson said that she is aware of the renovations and that they will stick with the dates in April. She asked the Board if April 25th would be a good date, since it is after Easter and Passover. Vice Chair Czizik said that they have to get it done in April, or they won't be able to use the Arts Center. He stated that he likes the Arts Center because guest will have a shorter commute and much better parking. Motion Ann Cwynar moved to select April 25, 2025, as the date for Senior Prom. Chair Watson seconded that motion. The motion passed unanimously. Chair Watson confirmed that the Senior Prom will be held on April 25, 2025. She stated that they have to verify with Kelly that the date is still available, and that if that date is not open then they will have to move the Prom to May. She stated that if Prom is moved to May, it will have to be held at the Women's Club. 2 Meeting Minutes Senior Advisory Board Boynton Beach, Florida February 3, 2025 Vice Chair Czizik said that they should choose April 26, 2025, as an alternative date and therefore, they will have either that Friday or Saturday, and will not have to go to the Women's Club. Mr. Bonanno asked the Board if they were confident that they will have a successful Senior Prom if held on April 25, 2025. He stated that he had a conversation with Fabien Desrouleaux, Assistant Director, about the $10,000 that will be used to sponsor the event, and that Fabien would like to see that money allocated to the overall greater good of Seniors within the City. He said that some of the money will be used towards the Prom to offset balances, but that they want to be sure the funds are not only used towards an event for 150 — 200 people. Vice Chair Czizik said that he understands, and that they would push the date back if they were provided with more dates for the Arts & Cultural Center, because that is the preferred venue. He stated that it is not their intention to blow the $10,000 on one event. Motion Chair Watson moved to select April 26, 2025, as an alternate date. Vice Chair Czizik seconded the motion. The motion passed unanimously. Ann Cwynar asked the Board if they have decided on a time for the event to start. Chair Watson said that she provided the times of 6:00 pm to 9:00 pm. Vice Chair Czizik said that they still have to work out the details. Chair Watson said that they will open the doors at 5:30 pm. 2. How will you plan this event since you cannot meet outside of formal meetings due to the Sunshine Law? Vice Chair Czizik asked Mr. Rolle if he could provide clarification of the Sunshine Law. Mr. Rolle said that he would rather not interpret the meaning and would prefer to send them an email. He said that his interpretation is that if you are going to talk business then no 2 members can collude together. Chair Watson asked Mr. Rolle if they could call a special meeting to discuss the planning of the Senior Prom. Mr. Rolle explained to Chair Watson that a special meeting will need to be approved. Chair Watson asked the Board if they could hold the special meeting on February 10, 2025. Board members discussed that they do not believe they will have enough time to research their parts if the meeting is held on February 10, 2025. 3 Meeting Minutes Senior Advisory Board Boynton Beach, Florida February 3, 2025 Chair Watson asked the Board if February 24, 2025, was a good date to host the special meeting. The Board agreed and Mr. Bonanno said that he will go about getting it approved. 3. Will you establish action items for board members to accomplish between meetings? Vice Chair Czizik stated that Ms. Watson can be in charge of getting the information out to all Seniors. He said that he thinks each member should take on a facet of the planning and gather information and provide an update to the group. He commented that they would have at least 50% of a plan put together, and that will move them along. Chair Watson asked Vice Chair Czizik if he would like to be in charge of purchasing tickets. She said that they could order 225 tickets and then have someone sell them. Vice Chair Czizik said that he would be in charge of vendors. 4. Will the affair be open to all seniors? Vice Chair Czizik said that he would like to see all 4 districts equally represented. He commented that everyone should be given equal opportunity to be apart of the event and that registration can be open to those outside of Boynton Beach after a specific cutoff date. 5. Will it be a free event for seniors or will tickets be purchased? Recreation can establish a registration for the tickets in our Rectrac system for ticket purchases? Chair Watson said that she believes a price should be required for tickets; so that funds can go a little further. Mr. Rolle said that based on the concerns on time, the Board needs to decide if this event will have a ticket price. He stated that if the Board decides to charge a ticket price and it is outside of the Senior Center, the City of Boynton Beach will charge a resident and non-resident rate, which is standard. Vice Chair Czizik said that he does not feel that the Board should be discussing dollar amounts and that they should only decide if a rate will be established. Ms. Cwynar asked staff what's the difference in rates for a resident and non-resident. Cody said that on average it is between 15 — 25 percent more. Motion 4 Meeting Minutes Senior Advisory Board Boynton Beach, Florida February 3, 2025 Chair Watson moved to charge $10 for resident and $15 for non-resident. Ms. Farrell seconded the motion. The motion passed unanimously. Vice Chair Czizik asked staff how does the Rectrac system work, and how it can be used to help the Board. Brent said that Rectrac is their online system, and it is vast. He stated that they can create a registration event for the Senior Prom and that the event will have a minimum and maximum number. He mentioned that no matter where tickets are purchased, that number is recorded into Rectrac, and that staff at anytime can check to see how many people have registered for the event. Vice Chair Czizik asked why Rectrac can't be used to purchase tickets. Mr. Rolle said that Rectrac is an internal City system. Mr. Bonanno said that there may be an option to allow online registration but then staff would have to go in to verify residency status of new account holders before allowing the purchase of tickets. Chair Watson said that since they cannot use Rectrac to their advantage, they were thinking of printing tickets and distributing them that way. Mr. Bonanno asked Chair Watson how they will collect the funds. Chair Watson said that they could give a number of tickets to each member and that the member will be responsible for the cost of those tickets. Vice Chair Czizik said that staff does not have a process that works well with what they are trying to do. Mr. Bonanno said that staff offered two locations for the purpose of purchasing tickets and that they can look into online registration for the event. Chair Watson asked staff how soon they will know if the online registration would work. Mr. Bonanno said that they can set it up pretty quickly and that registrants will be assigned the non-resident fee until residency status is verified, and then they can make their purchase. 6. If the event is free, then how will tickets be fairly and equitably distributed? Vice Chair Czizik asked how they are going to sell the tickets to residents and non- residents. 5 Meeting Minutes Senior Advisory Board Boynton Beach, Florida February 3, 2025 Mr. Rolle said that it will be done through registration, and they will have to come in to purchase tickets and prove that they are a resident. He stated that the City of Boynton does not use driver license as proof of residency, and usually require some sort of bill that comes to your home. Chair Watson asked if they could register online via EBrite. Mr. Bonanno said additional fees may incur when using third party platforms and it may not be justifiable. Ms. Cwynar asked if they could use the Library as a place to purchase tickets. Mr. Bonanno said that they will use the registration window in City Hall, designated for Parks and Rec. Vice Chair Czizik asked if they could setup a table during First Friday. Mr. Rolle said that they will not be able to process the payment, if done that way. Chair Watson asked if Seniors come to the Senior Center to purchase tickets will they be given a ticket right then. Mr. Rolle said that they will be given a ticket and receipt of purchase. Motion Ms. Cwynar moved to only use City Hall as the location to purchase tickets. Chair Watson seconded that motion. The Motion passed unanimously. 7. Does Senior Membership matter or not important for this event? Chair Watson said that in order for them to get the information out to all Seniors in the districts, she thinks they should ask each Senior to become a member of the Senior Club, and therefore they will have a database with everyone. She asked Mr. Rolle if this would be an issue. Mr. Rolle said that if they are requiring people to be a member of the Senior Center in order to attend the event, those who live outside of the City limits are subject to paying a $40 registration fee and he does not believe that is fair. Chair Watson said that she doesn't see the problem because that is a requirement of the City anyway. Mr. Rolle reiterated that it will be unfair because those outside of the City limits will have to pay the registration fee in addition to purchasing a ticket. 6 Meeting Minutes Senior Advisory Board Boynton Beach, Florida February 3, 2025 Chair Watson asked if the City's water bill was the same for members inside and outside of the City's limits. She said that she wants to know, because she wants to be sure that they get the information out to all Seniors in Boynton Beach. Mr. Rolle said that if the is Board looking to put this information inside of the water bills, then that was outside of his direct control. He stated that they would have to request that an insert is put into everyone's water bill and that will be subject to approval and the information must be ready to go. Mr. Bonanno said that they don't feel that the Seniors should have to register through the Senior Center to attend the event. He stated that those outside of the City's limits are likely to pay twice as much as those within the City's limits. He stated that they can go over resident and non-resident rates that are more justifiable. Chair Watson said that they do not have to have everyone register through the Senior Center and will keep that out. She commented that they thought it would be beneficial if the Senior Center received more members. 8. Do you plan on having entertainment (i.e. a DJ or entertainer for the duration) Vice Chair Czizik said that he will reach out to his contacts and that there may be some sponsors willing to pay for a band. Mr. Bonanno advised the Board members to do their research and get with their contacts. He said that if the Board needs the staff help, they will step in, as needed. Motion Ann Cwynar moved to approve having a DJ instead of a band. Chair Watson seconded that motion. The motion passed unanimously. 9. What is the theme of the event? What colors will you use? What type of music do you want played? Chair Watson said that she was thinking of using the City's color scheme so that they could use the City's decorations. Mr. Bonanno said that he has to speak with the Arts & Cultural Center so that they can see the layout and gather more information. Motion Meeting Minutes Senior Advisory Board Boynton Beach, Florida February 3, 2025 Chair Watson moved to approve a semi-formal event. Ms. Cwynar seconded that motion. The motion passed unanimously. 10.Do you plan on having light refreshments only? What would you like served? Chair Watson asked the Board what type of foods they were looking to have. Ms. Cwynar said that she thinks they should have finger foods and keep it very light and easy to maintain. Vice Chair Czizik said that he would contact the vendor and that they can discuss it later. Motion Ms. Cwynar moved to approve having finger foods. Chair Watson seconded that motion. The motion passed unanimously. Motion Chair Watson moved to approve having non-alcoholic drinks at the event. Lousie Farrell seconded that motion. The motion passed unanimously. 11 .The room holds 200-225 people what is the minimum and maximum number of people that you are looking to serve? Mr. Bonanno asked the Board how many tickets they were planning to sell total. Chair Watson said that they are looking to have a maximum of 225 people, and that it includes staff and vendors. 12.Do you want a photographer for the event? Vice Chair Czizik said that he would like to have a photobooth and that one of the event planners or the City has the ability to put one in. Chair Watson asked staff if they have a photobooth or if they are rented out. Mr. Bonanno said that he believes they are contracted out and that when the Board talks with Marketing, they will likely have the contact information. Chair Watson asked Mr. Bonanno if staff could make the contact and provide the Board with the information, to add to their budget. 8 Meeting Minutes Senior Advisory Board Boynton Beach, Florida February 3, 2025 Mr. Bonanno agreed and said that they will make it an action item. Motion Ms. Cwynar moved to approve having a photobooth. Ms. Farell seconded that motion. The motion passed unanimously. 13.Will you all do a walk-through of the Art & Cultural Center to decide on the set up you like? Mr. Bonanno said that he has to speak with the Arts & Cultural Center and during the next meeting on February 24, 2025, they should take a few minutes to have a walkthrough as a group. 14. Establish action items for the board to complete before the March Meeting (March 3, 2025) This item was not addressed. IX. NEXT MEETING March 3, 2025, Agenda items are due by Thursday February 20, 2025. X. ADJOURNMENT Motion to close Ms. Cwynar moved to adjourn the meeting. Chair Watson seconded the motion. The motion passed unanimously. The meeting adjourned at 3:27 PM. CITY OF BOYNTON BEACH ATTEST: i /.\...2bt. y Keysiera Delorme, Administrative Coordinator II 9