Student Advisory Council Regular meeting August 16, 2016 The Student Advisory Council (SAC) met in regular session on Tuesday, August 16, 2016 in the Multi-Purpose Room, 2 nd Floor, Fire Department, 550 South Washington Avenue, Titusville, Florida. Co-Chairperson Ryan Garrett called the meeting to order at 4:02 p.m. Present were Co- Chairperson Sarah Klotzbach and Members Anna Backus, Spencer Burnett, Jason Garrett, Isabella Kierstead, Emma Milbert, James Minnear, Simon Recicar, and Michael Scott. Also in attendance were North Brevard Home School Association (NBHSA) High School Advisor Carrie Backus and Secretary/Staff Liaisons Debbie Denman and Jolynn Donhoff. Co-Chairperson Stevi Parker and Member Isabella Almiñana were absent. DETERMINATIN OF A QUORUM - A quorum was in attendance. Assistant City Attorney Chelsea Farrell highlighted information from the Government in the Sunshine Laws, Roberts Rules of Order, and Florida public records laws. She also provided the SAC a handout on useful links for Robert s Rules of Order. Assistant City Attorney Farrell read the public speaking procedures for the meeting. COMMENTS FROM THE PUBLIC PRESENT None MINUTES Member Burnett moved to approve the minutes of the regular Student Advisory Council (SAC) meeting on April 19, 2016. Member Backus seconded the motion. The motion 1
NEW BUSINESS Welcome to 2016-2017 Student Advisory Council The SAC members introduced themselves and provided their grade and school information. Co-Liaison Donhoff introduced Co-Liaison Denman and NBHSA Advisor Backus. Orientation Packet Co-Chairperson R. Garrett advised that it was recommended that all SAC members review their packets prior to the SAC meeting and bring their packets with them to the meeting. Liaison Donhoff highlighted the SAC s orientation package that included: The Scholarship Policy, Resolution No. 43-2010, SAC s Purpose and Mission, and individual responsibilities related to receiving scholarship funding, absenteeism, etc. Assignment of Vice-Chairman and Secretary Positions Co-Chairperson R. Garrett advised that per City of Titusville Resolution No. 43-2010, the Student Advisory Council would assign members of its cabinet to the positions of Vice-Chairperson, Secretary, and any other officers the Council felt were appropriate. Member Backus moved to appoint Member Burnett as Vice-Chairperson. Member Scott seconded the motion. The motion Vice-Chairperson Burnett moved to appoint Member Backus as Secretary. Member Milbert seconded the motion. The motion 2016-2017 Goals/Recommendations Co-Chairperson R. Garrett advised that the purpose of this item was to discuss the goals for the 2016-2017 Student Advisory Council, as provided within the 2015-2016 Student Advisory Annual Report as followed: Hold a Mock City Council meeting Use the planning sheets included in the agenda package to (1) Select the main event date and four preparation meeting dates using the public school calendar included in the agenda package. Use the school calendar to avoid the dates of mid-term exams or major extracurricular school activities (e.g. swimming, music, football, soccer, baseball, etc.). (2) Time permitting at this meeting, design the application and its deadline. 2
SAC discussed dates for the Mock City Council (MCC) events. Vice-Chairperson Burnett moved to schedule the MCC meeting on March 9, 2017 at 5:30 p.m. Secretary Backus seconded the motion. The motion The consensus of the SAC for the remaining dates were as followed: Participant Orientation Meeting/Special SAC meeting, January 19, 2017 at 4:00 p.m. Shadow Weeks, January 30, 2017 February 10, 2017. Participant Meeting & Special SAC Meeting to Review Shadow Week, February 16, 2017. Dress Rehearsal, March 2, 2017 at 4:15 p.m. The Co-Liaisons would determine the application deadline and provide it to SAC at the next regular SAC meeting on September 20, 2016. Liaison Donhoff provided the SAC DVD s of a previous MCC meeting for SAC s review. Liaison Denman recommended that the SAC review the sample application provided in the agenda package and provide recommendations for the application at the next regular SAC meeting on September 20, 2016. Co-Chairperson R. Garrett highlighted the purpose of the MCC meeting for the new SAC members. Drinkdrivedie.com Recommendations were to purchase redirect services, track visitors, and improve appearance and appoint webmaster(s) that would make changes based on the SAC s directives at monthly meetings. Liaison Donhoff advised that she spoke to a representative from GoDaddy.com earlier in the day and was notified the company could forward the pubic to the SAC s anti-drinking webpage for free. Per GoDaddy representative, buying redirect services was not necessary because drinkdrivedie.com had no content. She stated that at the end of the year the SAC would want a traffic count of the visitors that had visited the webpage. There were no volunteers for a webmaster(s). SAC discussed whether to continue with the website and agreed they needed additional time to decide. 3
Member Scott moved to table item - Drinkdrivedie.com to the next regular SAC meeting on September 20, 2016. Vice-Chairperson Burnett seconded the motion. The motion Participate in the 2017 FL League of Cities Municipal Youth Video Competition Official announcement estimated in January 2017. The Co-Liaisons would show the previous video that SAC submitted for a prior video competition at the regular SAC meeting on September 20, 2016. Follow up on one social media action plan from the 2016 Leadership Seminar Review the history and purpose of the concept. Included in the agenda packet were documents to assist the SAC plan and implement a social media site. Secretary Backus moved to table item - Follow up on one sale social media action plan from the 2016 Leadership Seminar to the regular SAC meeting on September 9, 2016, due to time constraints at this meeting. Member Scott seconded the motion. The motion Budget Summary Financial Statement The SAC budget summary was included in the agenda packet for informational purposes only and the amounts reflected the funding available for SAC projects. OLD BUSINESS - None STAFF LIAISON REPORT Liaison Donhoff highlighted the Staff Liaison Report as followed: Action Items None Informational Items: 4
Member Meeting & Project Preparation Time Sheet Individual members wishing to track their hours spent preparing for meetings and events on a monthly and annual basis, were requested to submit their time sheets to the City Liaisons. It was noted: (1) Travel time was not eligible for reporting; and (2) The City could not validate additional hours reported by Members. Veteran s Appreciation Parade The 2015/2016 Student Advisory Council expressed their interest in having 2016/2017 SAC assist with the parade, which was held in October during past years. However, plans to hold a parade during October 2016 were cancelled. Agendas Going forward, the monthly meeting agenda would not be sent in the mail, but would be uploaded and viewable at www.titusville.com at least five (5) calendar days prior to each SAC meeting. SAC Photographer It was recommended by the SAC Liaisons to assign a photographer to record SAC activities. Members Kierstead and Scott volunteered to take pictures at SAC meetings and events. ADJOURNMENT Secretary Backus moved to adjourn the meeting at 5:03 p.m. Vice-Chairperson Burnett seconded the motion. The motion 5