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Minutes 03-03-25Minutes of the Senior Advisory Board Regular Meeting Held at City Hall, Commission Chamber, 100 E. Ocean Avenue Boynton Beach, Florida, on Monday, March 3, 2025, at 2:00 P.M. PRESENT: Sandra Watson, Chair Brent Rolle, Recreation Supervisor James Czizik, Vice Chair Cody Bonanno, Recreation Manager Ann Cwynar Louise Farrell Rebecca Shelton Cheryl Ryder Phillip Martin I. CALL TO ORDER Chair Watson called the meeting to order at 2:00 P.M. II. PLEDGE OF ALLEGIANCE The members recited the Pledge of Allegiance. III. ATTENDANCE Roll was taken. A quorum was present. IV. APPROVAL OF AGENDA 1. Additions, Deletions, Corrections Mr. Bonanno stated that the April 25 th date requested to hold the Senior Prom is no longer available and he provided a list of dates that were available to choose from. 2. Adoption Motion Ms. Cwynar moved to approve the agenda, as amended. Ms. Farrell seconded the motion. The motion passed unanimously. V. APPROVAL OF MINUTES None. VI. PUBLIC INPUT (Comments limited to 3 minutes and 1 Turn) None. Meeting Minutes Senior Advisory Board Boynton Beach, Florida March 3, 2025 2 VII. UNFINISHED BUSINESS 1) Review Summary of SAB Meeting on 2-24-25 2) Discuss any recent changes 3) (Cody Bonanno) Explain the progress with setting up RecTrac to receive registrations, once all event needs have been secured. 4) All vendor Information should be submitted to Cody or Brent no later than March 7th, to submit to Risk Management and create purchase orders to send to Finance, to establish payment. Chair Watson advised that she was previously informed that the April 25 th date was not available by Kelly Armstead, in which she proceeded to email Mr. Rolle to request new dates for the event. Vice Chair Czizik requested if the new dates can be repeated for all to review. Mr. Bonanno proceeded to inform the board which dates were available. A Board Member inquired if they were to select from the available dates, if that date would be locked in immediately. Mr. Bonanno confirmed that the date would be locked in. The Board Members proceeded to discuss their availability for the month of May. Mr. Bonanno stated that he would like to add to the record that he received an email at 12:41 P.M. from Kelly Armstead indicating which dates were available to accommodate the Senior Prom: Friday, May 2nd, Saturday, May 3rd, Friday, May 9th, and Saturday, May 10th. He pointed out that Friday, May 2nd is the City’s First Friday event, so he recommended to cross this date out. Vice Chair Czizik proposed that they possibly begin to consider the other venue option for availability. He also stated that he will not be available to attend the event in May if the Board proceeds to select a date during that month. Chair Watson inquired which of the Board Members were available in the month of May. There was discussion regarding member availability, and possibly looking into other dates before the end of the City’s fiscal year. Mr. Bonanno advised that he will request availability at the Women’s Center for April. The Board Members discussed possibly changing the event to Fall timeframe. Meeting Minutes Senior Advisory Board Boynton Beach, Florida March 3, 2025 3 Chair Watson inquired if they proceed with changing the event to the Fall, and it being the end of the Fiscal Year, would the money still be available. Mr. Bonanno answered that after October 1st the money would not be available. He recommended having open discussions with their Director to better understand the process moving forward. The Board members discussed concerns regarding all billing being paid prior to the end of the fiscal year, if the event is changed to the Fall. Mr. Rolle answered that bills generated prior to the end of the fiscal year would be paid , as purchase orders are secured prior to the end of the fiscal year. Vice Chair Czizik discussed his experience at the Sugar Plantation and inquired if this was something the Board was interested in doing. Chair Watson commented that they can do this during the Summer, and that the only concern would be transportation to Belle Glade. There was further discussion regarding the Sugar Plantation. Mr. Bonanno reminded the Board that the usage of the funds that were allotted to the Board are for the greater overall good of the community, not necessarily an event for an outing, but as a resource to support Seniors as a whole in the community. Vice Chair Czizik mentioned the possibility of supplementing the costs , such as if an event is $35.00 per person, a person can pay $25 and the remainder $10 can be paid by the Board’s funds. Mr. Bonanno recommended that before the next meeting, the Board brainstorm greater overall good of the community resources for the Senior population. He reminded the Board to forward any information they have received from vendors via email to Mr. Rolle or himself. He informed the Board that he and Mr. Rolle will be meeting with their Director later this week, where they will secure a date to cater to all members of the community for the Senior Prom. Chair Watson discussed possible dates in September to inquire availability for the Senior Prom at the Woman’s Club. Ms. Farrell recommended widening the search to Thursdays and Sunday nights in September, so that they do not miss out on an opportunity to reserve a date. Chair Watson inquired if there are any extra charges if an event is held during a weekday night, due to staff availability. Mr. Bonanno confirmed that there would not be. Meeting Minutes Senior Advisory Board Boynton Beach, Florida March 3, 2025 4 Chair Watson also inquired if that also included the valet company. Mr. Bonanno could not confirm. He advised that he will bring it up as a discussion topic when he meets with his Director. Ms. Cwynar inquired if anyone had any ideas they would like to present, that they can do for the Senior community. The Board discussed possible location ideas such as the Delray Art Garage, Marlins Stadium, Butterfly World, and Delray Playhouse. Mr. Bonanno proceeded to remind the Board that the usage of the funds that were allotted to the Board are for the greater overall good of the community rather than a travel program. Chair Watson disagreed and stated that when she requested the funds, it was for social, cultural events for the Seniors. Vice Chair Czizik inquired if the City has health seminars that the Senior Advisory Board can satellite on. Mr. Bonanno answered that they are in the process of revamping the Senior Health Fair. Chair Watson named Healthier Boynton Beach as a resource to look into and explained how the program focuses on Seniors. Board Members agreed that all items on the Agenda are on pause, as they are not sure if they can plan any trips with the funds allocated and also as they are not able to choose a date for the Senior Prom. Mr. Martin expressed that they could not wait for a month to pass by, to pick a date for the Senior Prom. Ms. Shelton inquired when the Board can obtain confirmation of the dates that were available to choose from. Mr. Bonanno answered that they will provide the Board with an answer by the end of week if not sooner. Vice Chair Czizik expressed concern that leaving the door open for April would be placing a burden on everyone. Chair Watson agreed that planning wouldn’t begin until the beginning of May. Meeting Minutes Senior Advisory Board Boynton Beach, Florida March 3, 2025 5 VIII. NEW BUSINESS 1) (Chair Watson) Submit proposals from Gold Productions & Marcia Levine and vote on which entertainer to hire 2) (Chair Watson) Update on efforts for advertising the event 3) (Vice Chair Czizik) Submit proposals from food vendors 4) (Vice Chair Czizik) Update on Photo Booth and status of all COI 5) Submit and vote for a name for the event 6) Vote on a minimum number of participants in order to proceed with the event 7) Review Cancellation dates for food and entertainment to ensure that you are on the proper timeline 8) Set up “Action Items” to be completed prior to the next meeting New business on hold. IX. NEXT MEETING …………………. April 7, 2025 Chair Watson inquired if Mr. Bonanno or Mr. Rolle had anything to add. Mr. Bonanno reminded the Board to keep a look out for the emails from Mr. Rolle for any updates that they receive. Vice Chair Czizik requested that the Board members who have done the Sugar Plantation trip, to have a detailed plan of the trip for the next meeting. Vice Chair Czizik asked Mr. Bonanno if the City has any restrictions on setting up a casino trip. Mr. Bonanno answered that he could not confirm, but will look into it. X. ADJOURNMENT There being no further business before the Board, Chair Watson requested a motion to adjourn. MOTION Ms. Farrell moved to adjourn. Ms. Cwynar seconded the motion. The motion passed unanimously. Meeting Minutes Senior Advisory Board Boynton Beach, Florida March 3, 2025 6 The meeting was adjourned at 2:59 P.M. Melissa Clavel Administrative Coordinator I