Miami Lakes advisory committee finalizes April 30 awards plans, approves spelling-bee plaques and youth award participation

Speaker 1 (meeting convener) called the meeting to order at 6:00 p.m. and the committee spent most of the session finalizing logistics for the town awards ceremony planned for April 30 at 6:30 p.m.

The student member, Speaker 2, reported on school outreach including a book drive and student proposals to expand fundraisers beyond school campuses. "They wanted to ask if they could fundraise their programs and have the town help them fundraise for their programs," Speaker 2 said, urging that concrete flyers and start/end dates be provided so staff can review permitting and outreach procedures.

The committee approved two formal actions recorded during the meeting. On a motion to approve payment for two spelling-bee plaques (one for last year and one for this year), members voted by voice to pass the motion; Speaker 1 confirmed the vote by announcing the motion passed after members responded "Aye." Separately, Speaker 2 moved to include the Youth Activities Task Force award presentation as part of the EAB awards ceremony on April 30; that motion also passed on a voice vote after the chair called for approval.

Members discussed sponsorship outreach and event promotion. The town and local paper (referred to in the meeting as the "Miami Laker") have promoted the event; potential sponsors mentioned included Specialty Smiles, MHC Construction and Vicky Bakery. The committee assigned follow-ups: Jessica was asked to contact Vicky Bakery, Haley to contact a listed sponsor, and Maja to contact the caterer about whether a deposit (suggested as half up front) is required.

Operational details were a significant part of the discussion. The committee reviewed audio/microphone problems experienced during the last ceremony and proposed pre-event audio checks, marked floor positions for students to avoid crowding at the microphones, and the idea of assigning EAB members to specific microphone stations. Members also debated whether to rent or buy tablecloths given storage and dry-cleaning needs and agreed to collect and circulate supplier links and cost estimates before the next meeting.

A separate fundraising item considered grad banners. Committee members reviewed vendor quotes (which include a 30-day price guarantee) and past sales data. Discussion centered on how many banners to order (options discussed included 40, 50 or 60) and what retail price to set. One proposal mentioned during debate was a $1.65 price per banner yielding an estimated profit, but members agreed the final price and quantities depend on reconfirming vendor quotes and any municipal rules about sales and use of proceeds.

The committee also set preparatory tasks for the awards ceremony: producing an "Opening of Ceremony" checklist, contacting the Miami Lakes educational center about filming, arranging volunteers for flowers and ushering, and selecting centerpieces (the group discussed a white-and-navy theme used previously). The meeting minutes reflect that members will circulate links for tablecloths and other supplies and will follow up on outstanding vendor confirmations.

There were no public comments recorded at the start of the meeting. Speaker 1 adjourned the meeting at 6:57 p.m.