Loading...
07-11-2012 CITY OF EDGEWATER SCHOOL SCHOLARSHIP COMMITTEE REGULAR MEETING Wednesday, July 11, 2012 5:00 P.M. Council Chambers 104 N. Riverside Drive AGENDA 1. CALL TO ORDER 2. ROLL CALL 3. APPROVAL OF MINUTES a. Special Meeting—February 22, 2012 b. Special Meeting—March 21, 2012 c. Special Meeting—March 26, 2012 d. Special Meeting—April 18, 2012 4. OLD BUSINESS a. Update on scholarship funds 5. NEW BUSINESS a. Review By-Laws for possible changes to membership criteria and updating the scholarship criteria. b. Approval of Scholarship Award Policy. c. Discussion of fall fundraising event. 6. ADJOURN Pursuant to Chapter 286, F.S., if an individual decides to appeal any decision made with respect to any matter considered at a meeting or hearing, that individual will need a record of the proceedings and will need to ensure that a verbatim record of the proceedings is made. The City does not prepare or provide such record. In accordance with the Americans with Disabilities Act,persons needing assistance to participate in any of these proceedings should contact City Clerk Bonnie Wenzel, 104 N. Riverside Drive, Edgewater, Florida, telephone number 386-424-2400 x 1101, 5 days prior to the meeting date. Ifyou are hearing or voice impaired,contact the relay operator at 1-800-955-8771. CITY OF EDGEWATER loarp, SCHOOL SCHOLARSHIP COMMITTEE REGULAR MEETING Wednesday,July 11, 2012 5:00 P.M. Council Chambers 104 N. Riverside Drive AGENDA 1. CALL TO ORDER 2. ROLL CALL 3. APPROVAL OF MINUTES a. Special Meeting—February 22, 2012 b. Special Meeting—March 21, 2012 c. Special Meeting—March 26, 2012 d. Special Meeting—April 18, 2012 4. OLD BUSINESS a. Update on scholarship funds 5. NEW BUSINESS a. Review By-Laws for possible changes to membership criteria and updating the scholarship criteria. b. Approval of Scholarship Award Policy. c. Discussion of fall fundraising event. 6. ADJOURN Pursuant to Chapter 286, F.S., if an individual decides to appeal any decision made with respect to any matter considered at a meeting or hearing, that individual will need a record of the proceedings and will need to ensure that a verbatim record of the proceedings is made. The City does not prepare or provide such record In accordance with the Americans with Disabilities Act,persons needing assistance to participate in any of these proceedings should contact City Clerk Bonnie Wen_el, 104 N Riverside Drive, Edgewater, Florida, telephone number 386-424-2400 x 1101, 5 days prior to the meeting date. If you are hearing or voice impaired,contact the relay operator at 1-800-955-8771. Nage AGENDA REQUEST Date:June 19,2012 ITEM DESCRIPTION Resolution No.2012-R-14 Approving the modification to the School Scholarship Committee By-Laws. BACKGROUND At the Special Meeting of April 18, 2012 the committee discussed potential changes to the membership criteria set for the committee. The strict membership criteria limits the number of qualified applicants available to fill vacant seats on the committee. The members suggested loosening the criteria to allow for a larger applicant pool. The suggested changes include adding an additional resident and eliminating the Southeast Volusia Chamber of Commerce Representative. Additions were also made to the powers and duties of the committee to include: • Selecting the annual recipient of scholarship funds • Dividing 25% of the funds exceeding $15,000 equally among the public and accredited private schools serving students from the City of Edgewater. RECOMMENDATION Staff recommends sending a favorable recommendation to City Council for the approval of Resolution No.2012-R-14; modifying the School Scholarship Committee By-Laws. ACTION REQUESTED Motion to send a favorable recommendation to City Council for the approval of Resolution No. 2012-8- 14, Respectfully Submitted By: 61(6k.A:U1 ibe_f Bonnie Wenzel ,CMC City Clerk RESOLUTION NO.2012-R-14 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EDGEWATER, FLORIDA; APPROVING MODIFICATIONS TO THE SCHOOL SCHOLARSHIP COMMITTEE BY-LAWS; REPEALING RESOLUTIONS IN CONFLICT HEREWITH AND ESTABLISHING AN EFFECTIVE DATE. WHEREAS,the City of Edgewater has made the following determinations: 1. During the July 11, 2012 School Scholarship Committee meeting, the Committee voted to recommend revisions to their existing by-laws relating to Article III: Membership and Article VI: Powers and Duties. 2. The revised/modified by-laws are attached hereto and incorporated herein as Exhibit"A". NOW,THEREFORE,be it resolved by the City Council of Edgewater, Florida: Section 1. The City of Edgewater hereby approves the modified School Scholarship Committee By-Laws which are attached hereto and incorporated herein as Exhibit"A". ,- Section 2. All resolutions or parts of resolutions in conflict herewith be and the same are hereby repealed. Section 3. This resolution shall take effect upon adoption. After a motion to approve by with Second by , the vote on this resolution held on July 16, 2012 was as follows: AYE NAY Mayor Mike Thomas Councilman Justin A. Kennedy Councilwoman Gigi Bennington Councilman Mike Ignasiak Councilman Gene Emter rare 2012-R-14 1 1 PASSED AND DULY ADOPTED this 16th day of July, 2012. ATTEST: CITY COUNCIL OF THE CITY OF EDGEWATER,FLORIDA By: Bonnie Wenzel Mike Thomas City Clerk Mayor Robin L.Matusick Paralegal to For the use and reliance only by the City of Edgewater, Approved by the City Council of the City of Edgewater Florida. Approved as to form and legality by: at a meeting held on this 16th day of July,2012 under Aaron R. Wolfe,Esquire Agenda Item No 8 City Attorney Doran,Sims,Wolfe, Ansay& Kundid NNW 2012-R-14 2 I CITY OF EDGEWATER Note SCHOOL SCHOLARSHIP COMMITTEE BY-LAWS ARTICLE I: Official Name The official name of the Board shall be the School Scholarship Committee of the City of Edgewater, Florida, hereinafter referred to as "SSC". ARTICLE II: Purpose and Intent The purpose and intent of these By-Laws is to set forth a uniform set of procedures whereby the City of Edgewater School Scholarship Committee may regulate the manner in which it elects officers, conducts meetings, and otherwise carries out its functions. The By-Laws are to serve as a guideline in handling all affairs pertaining to the Edgewater SSC. ARTICLE III: Membership A. Voting Members and Appointments 1. The SSC shall have five (5) voting members. Each member shall be appointed by City Council for a term of three (3) years and shall be subject to removal as set forth by Council. The terms of the appointment shall be staggered. 2. Voting Members shall consist of the following: i. City Council Member ii. Southeast Volusia Chamber of Commerce Representative Noe iii. City of Edgewater Business Owner iv. Two City of Edgewater Resident(s) v. Educator from either New Smyrna Beach High School; New Smyrna Beach Middle School; Edgewater Public Elementary School; or Indian River Elementary School 3. Non-Voting Liaisons shall consist of representatives from the following: i. New Smyrna Beach High School ii. New Smyrna Beach Middle School iii. Edgewater Public Elementary School iv. Indian River Elementary School v. Daytona State College 4. Due to the need to stagger terms to guarantee continuity on the SSC, the initial appointments shall be as follows: Two (2) members shall be appointed for one (1) year, two (2) members shall be appointed for two (2) years, and one (1) member shall be appointed for three(3)years. 5. A quorum shall consist of three (3) members. All recommendations and actions of the Board shall require an affirmative vote of a majority of the members present. SSC By-Laws—2012 1 6. Prior to appointment, prospective members (with the exception of City Council Member and Southeast Volusia Chamber of Commerce Repfeseatative) shall submit a City application, stating herein a brief synopsis of their education, experience and reason for their interest in serving on the SSC. 7. No member of the SSC shall receive compensation for their service, provided, however, that member's may be reimbursed for out-of-pocket expenses as approved by the City. 8. The SSC shall provide a written recommendation to City Council for the appointment of a vacant seat or re-appointment of a Board member; all current applications shall accompany the request. B. Vacancies 1. During the term of appointment, should a member of the SSC no longer be eligible for appointment to the SSC, the member shall forfeit the office and it shall be deemed vacant. 2. If a SSC member is absent for two (2) consecutive regular meetings said member shall forfeit the office and it shall be deemed vacant. 3. City Council may remove any member of the SSC from office at any time. w 4. Any vacancy occurring during the unexpired term of office of any member shall be filled by City Council. The vacancy shall be filled as soon as practical after it occurs. C. Voting Conflicts 1. No member of the SSC shall vote upon any matter which would inure to his or her special private gain or loss, or any principle by whom he or she is retained, or by any relative or business associate. 2. No member of the SSC shall appear for or represent any person in any matter before the SSC other than him or herself. No past member shall appear before the SSC except when representing him or herself for a period of twelve (12) calendar months after his or her service has ended. ARTICLE IV: Election of Officers A. Chairman 1. The Chairman shall serve as the presiding officer at all meetings of the SSC and appoint any committees that are deemed necessary. SSC By-Laws—2012 2 2. The Chairman shall be elected by a majority of the voting membership , at the first meeting of the calendar year and the term of office shall be one year. The Chairman shall be eligible for re-election. B. Vice-Chairman 1. The Vice-Chairman shall be elected by the SSC from among its regular members in the same manner as the Chairman and shall be eligible for re-election. 2. The Vice Chairman shall serve as acting Chairman in the absence of the Chairman and at such times shall have the same powers and duties of the Chairman. 3. In the event of death, resignation or removal from office of the Chairman, the Vice Chairman shall perform the various duties until such time the SSC shall elect a new Chairman and Vice Chairman. C. Other Presiding Officers The members of the SSC may select an additional member to preside over the meeting(s) in the absence of the Chairman and Vice Chairman. D. Board Coordinator 1. The board coordinator shall be provided by the City. 2. The board coordinator shall prepare and distribute agendas, correspondence and minutes and shall establish and maintain files to ensure they are properly kept. All recorded meeting media shall be provided to the City Clerk. 3. Any correspondence prepared by a member of the SSC shall be provided to the board coordinator for distribution to the SSC members. ARTICLE V: Meetings/Hearings A. Regular Meetings Regular meetings of the SSC will be held on the first Wednesday of each quarter. B. Special Meetings Special meetings or hearings of the SSC may be called by the Chairman. C. Requirements All meetings shall be open to the public, provide due public notice, follows Roberts Rules of Order and the Florida Sunshine Laws. Nome SSC By-Laws—2012 3 ,�, ARTICLE VI: Powers and Duties A. The SSC shall exercise the following powers and duties: 1. Establish criteria to select graduating high school scholarship recipients in addition to the following minimum criteria: i. Applicants must be a resident of the City of Edgewater. ii. Applicants must be enrolled in a public or an accredited private school within Volusia County; iii. Applicant must have demonstrated 20-hours of community service within a local community; and iv. Applicants shall write a 500-word essay to include their experience with the required community service hours and their future education goals and subsequent career plans. v. Children and legal dependents of members of the Committee shall be ineligible for receiving the Scholarship. 2. Select annual recipient of Scholarship funds. ARTICLE VII: Amendments The By-Laws may be amended at a regular or special meeting of the SSC, provided that an affirmative vote of the majority of the members present is obtained and approved by City Council. Adopted by the Board this day of , 2012 Chairman ATTEST: Bonnie Wenzel, CMC City Clerk Ilsare SSC By-Laws—2012 4 NIMIMP AGENDA REQUEST Date:July 2,2012 ITEM DESCRIPTION School Scholarship Committee Policy&Procedures BACKGROUND In an effort to be consistent on an annual basis in the award of the Edgewater School Scholarship the attached Policy was created. The policy mandates how the applications are to be submitted and reviewed and how the award of the scholarship is implemented. RECOMMENDATION Staff recommends sending a favorable recommendation to the City Council for the approval of the Scholarship Committee Policy&Procedures. ACTION REQUESTED Motion to send a favorable recommendation to the City Council for the approval of the Scholarship Committee Policy&Procedures. Respectfully Submitted By: New Bonnie Wenzel ,CMC City Clerk Name E(JG l:c YYA7 ER SCHOOL SCHOLARSHIP COMMITTEE Subject: Scholarship Recipient POLICIES AND PROCEDURES Determination and Criteria INTRODUCTION: It is the policy of the City of Edgewater School Scholarship Committee ("Committee") that all Scholarship Applications be evaluated in a consistent and unbiased manner. PURPOSE: The purpose of this policy is to provide direction to Committee Members and to set forth the procedures that will facilitate determining the award of the annual Edgewater School Scholarship. PROCEDURE: The following criteria must be met in order for an applicant to be eligible for the scholarship. 1. MINIMUM CRITERIA a. Applicants must reside within the corporate limits of the City of Edgewater. b. Applicants must be enrolled and graduating from a public or an accredited private high school within Volusia County. c. Applicant must have demonstrated 20-hours of community service within a local community; and d. Applicants shall write a 500 word essay to include their experience with the required community service hours and their future education goals and subsequent career plans. 2. ADDITIONAL CRITERIA a. Complete the Standard Application authorized by the Committee. b. Minimum GPA of 3.0 c. Demonstrate financial need d. Provide two letters of recommendation(1 personal, 1 academic) e. The Committee, at the time of application review, can choose to interview the prospective recipient(s). f. Children and legal dependents of members of the Committee shall be ineligible for receiving the scholarship. 3. APPLICATION SUMITTAL PROCEDURES a. New Smyrna Beach High School Students - Applications must be submitted to the Guidance Office at such time as all Standard Application are to be submitted. b. Other High School Students -Applications may be obtained from the City Clerk's office; applications must be returned to the City Clerk at such time as all Standard Page 11 ,ftro` Applications are to be submitted in accordance to the timeline established by New Smyrna Beach High School. 4. APPLICATION REVIEW a. All eligible applications are to be reviewed by the Committee at a public meeting. Applications are public record according to Florida Law. b. The Committee is to review applications based on criteria set forth in Sections 2 and 3 of this policy. c. The Committee is to forward the Scholarship recipient(s)name and award amount to the school the applicant is enrolled in no later than the date set by the school. d. Funds are to be distributed to the high school the recipient(s) is enrolled in for distribution to college of recipient's choice. e. A representative from the Committee shall attend the school's Honors Night to present the scholarship on behalf of the Committee and City of Edgewater. Changes to this policy will be authorized by approval of the City Council upon recommendation by the majority of the Committee. Questions or comments about this policy should be directed to the City Clerk. Submitted by: Bonnie Wenzel, City Clerk Date Approved by: Scholarship Committee Chairman Date lore Page 2