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HomeMy WebLinkAboutItem 11 Approval for Ocoee Youth Council (OYC) to Attend the 2020 Legislative Action Days Youth Program in Tallahassee on February 11th – 12th. ocoee florida AGENDA ITEM COVER SHEET Meeting Date: January 21, 2020 Item # /l Reviewed By: Contact Name: Dorcas Dillard, OYC Department Director: Melanie Sibbit Coordinator Contact Number: City Manager: Rob Fran Subject: Approval for Ocoee Youth Council (OYC) to Attend the 2020 Legislative ction Days Youth Program in Tallahassee being held on February 11th_ 12th Background Summary: Florida League of Cities is hosting a Youth Council Program on Tuesday, February 11th and Wednesday, February 12th during the 2020 Legislative Action Days event in Tallahassee. This event will be an educational program for the Ocoee Youth Council (OYC) which allows them an excused absence from school. Currently, there are three (3) members on the council and because they are minors Risk Management has reviewed and approved the required waivers for parental permission to attend the program as well as the background check requirement for the OYC Coordinator. As the program is being held in Tallahassee the request from Dorcas Dillard, OYC Coordinator, is to approve funding of up to $1,100.00 to cover trip expenses of two (2) hotel rooms for two (2) nights, rental car, gas, and food. There is no registration fee associated with the program. Issue: Should the Mayor and City Commission approve funding of up to $1,100.00 for trip expenses for the OYC members to attend the Florida League of Cities Legislative Action Days Youth Program in Tallahassee on Tuesday, February 11th and Wednesday, February 12th? Recommendations: Dorcas Dillard, OYC Coordinator, recommends the Mayor and City Commission consider approving funds of up to $1,100.00 for trip expenses for the OYC members to attend the Florida League of Cities Legislative Action Days Youth Program in Tallahassee on Tuesday, February 11th and Wednesday, February 12th Attachments: Legislative Action Days Youth Program Information Email from OYC Coordinator with the anticipated cost breakdown Waiver and Medical Release Financial Impact: Approval from the City Commission authorizing funding of up to $1,100.00 and advise City staff on funding source as there is no designated line item. Type of Item: (please mark with an `x') Public Hearing For Clerk's Dept Use: Ordinance First Reading Consent Agenda Ordinance Second Reading Public Hearing Resolution X Regular Agenda X Commission Approval Discussion&Direction Original Document/Contract Attached for Execution by City Clerk Original Document/Contract Held by Department for Execution Reviewed by City Attorney N/A Reviewed by Finance Dept. (Zci _ __ N/A Reviewed by HR Dept. N/A 2 1 TENTATIVE 2020 LEGISLATIVE ACTION DAY SCHEDULE . ImpFlorida League of Cities Youth Council Civic Education Day 1 Tuesday,February 11,2020 Time: Meet at the Challenger Learning Center of Tallahassee 9:30 a.m. to 200 S Duval St, Tallahassee, FL 32301 10:00 a.m. (Located in Kleman Plaza, across from the Florida League of Cities) Continental breakfast will be provided. Introduction/Pro2ram Overview* *Coordinators will have a separate training session. Time: Can We Talk? 10:00 a.m.to Given our highly polarized political climate,many are finding it difficult to 10:45 a.m. have constructive conversations (through any medium)about policies and politics. Some avoid such conversations altogether to keep peace. Others only talk with those with whom they already know they agree,creating increasing lack of understanding of other points of view. Still others charge in,reveling in the conflict, creating chaos rather than conversation. We'll explore the forces driving this division, why it matters, and some approaches that may help us begin meaningful conversations. Time: World Café 10:45 a.m.to Participants will experience a powerful method for getting past the 12:00 p.m. superficial chaos of political and policy discourse, diving deep into dialogue that moves beyond scoring points to seeking insight and discovering possibilities to work together:the World Café. Time: Lunch 12:00 p.m. to Meal: Meal will be provided by FLC 1:00 p.m. Time: Reaping the Harvest of the World Café 1:00 p.m. to We'll share the fruits of our World Café conversations and discuss 2:00 p.m. implications for our youth councils and their members. Time: Visit Your District Legislative Offices 2:30 p.m. to Specific information to be disseminated on the day of the program. Please 3:30 p.m. keep in mind that some legislators may not be available during this time. (Suggested: visit the 22"Floor of the Capitol before departure). Florida League of Cities Youth Council Civic Education Day 2 Wednesday,February 12,2020 Time: Meet at Florida League of Cities,Inc. 8:45 a.m. to 301 S Bronough St, Tallahassee, FL 32301 9:00 a.m. Walking tour: please wear appropriate shoes and clothing for walking.No breakfast will be provided. Museum of Florida History Tour 9:15 a.m. to Self-guided tour: "Opened in 1977, the Museum of Florida History collects, 10:15 a.m. preserves, exhibits, and interprets evidence of past and present cultures in Florida, and promotes knowledge and appreciation of this heritage." Time: Florida's Supreme Court Tour 10:30 a.m. to Educational Program: "The Supreme Court of Florida is the highest court in 11:30 p.m. the U.S. state of Florida." Time: Lunch 11:45 p.m. to Meal: on your own. Eat at Sharkev's Café in the Capitol Complex. 12:45 p.m. Time: City of Tallahassee City Services Program 1:00 p.m. to Learn about the different city services municipalities offer. 3:00 p.m. Contact Eryn Russell Membership Relations Florida League of Cities (850) 701-3616, direct line or (850)443-2020,mobile %.` �!. ocoee f l o r i d❑ CITY OF OCOEE MEDICAL INFORMATION/PARENT CONSENT/LIABILITY WAIVER AND/MEDICAL RELEASE Event: City of Ocoee Youth Council Legislative Action Day Location: Tallahassee,Florida Date&Anticipated Time of Departure Date&Anticipated Time of Return Method of Transportation: Rental Vehicle Driven by Contract Employee MEDICAL INFORMATION Does your child have any of the following conditions? Epilepsy/Seizures Yes No Motion Sickness Yes No Diabetes Yes No Any Medication Yes No Asthma/Wheezing Yes No Heart Disease Yes No Muscular/Skeletal Problems Yes No Hemophilia/Bleeding Disorders Yes No Allergies Yes No If yes, list: Any other condition which might possibly require treatment and/or medication during the trip? Yes No PARENT CONSENT/LIABILITY WAIVER/MEDICAL RELEASE I on behalf of myself or any other parent or guardian of my child/ward,hereby give permission for my child to accompany employees of the City of Ocoee (hereafter "Ocoee"), acting as chaperones, to Tallahassee, Florida for the days indicated above.I/We will not hold Ocoee,nor their agents or employees accompanying the group responsible for any accident or injury to my child/ward. In the event my child/ward causes any property damage or personal injury, whether individually or in concert with other persons or entities, Uwe agree to indemnify and hold harmless Ocoee, its agents and employees. I/We have read all the information in regards to this trip. Uwe are aware of guidelines of said trip and the number of chaperones which will accompany my/our child/ward. I/We hereby grant permission to the attending physician or his consulting physicians,to render to my/our child/ward any emergency treatment, medical or surgical care that might be deemed necessary to the health and well-being of said child/ward. Also, when necessary for the administering of such care, Uwe grant permission for hospitalization at an accredited hospital.I/We assume full responsibility and liability for any and all expenses,damage,accident, illness, injury or medical expense of and to my/our child/ward or my/our property resulting from such participation. I/We attest and affirm that the participant has no limitation that should prevent participation in the activity and Uwe have not been advised or informed by anyone to the contrary. I/We further agree to inform the appropriate City official(s) should my/our child/ward's physical condition change in any way and any time so as to affect his/her participation in the activity herein named. 1of2 I/We further relieve and release Ocoee from any liability in its failure to carry insurance upon my/our said child/ward. Our/My child/ward has medical insurance Yes No If yes, you must complete and attach a copy of proof of insurance (both sides)to this form. Insurance Co Policy# Contact Info: Phone Numbers Home: Work: Cell: Emergency: Emergency Contact(If parent/guardian listed below is not available): Name: Phone Number: Relationship to child/ward: Parent/Guardian Name(Please Print) Parent/Guardian Name(Signature) Home Address/City/Zip STATE OF FLORIDA COUNTY OF ORANGE The foregoing instrument was sworn to and acknowledged before me by means of❑ physical presence or ❑ online notarization this day of , 2020, by , who, is personally known to me or who has provided as identification. {Notary Affix Seal Here}: Notary Public Signature Notary Public Printed Name My Commission Expires: 2 of 2 Sibbitt, Melanie From: Youth Council Sent: Saturday, January 11, 2020 11:58 PM To: Sibbitt, Melanie Cc: Dorcas Dillard Subject: Fw: Enterprise Rent-A-Car Reservation 1063999251--OYC -Legislative Days.. Melanie--- I reserved a car for Legislative Days. I will pick up from airport (I work there). If the city uses a different rental agency, no problem. I just need pick up and drop off at the airport. I will pick up by 5pm on Monday, Feb 10 and drop off Thursday by 12 noon. Trip Expenses: $471.27 (hotel room for 2 nights) $180.08 (car rental) $100.00 (gas estimate) $300.00 (food estimate--2 breakfasts; 1 lunch; 3 dinners for 4 people) $1,051.35 Thanks---Dorcas Dorcas Dillard, Youth Coordinator Ocoee Youth Council (OYC) City of Ocoee 150 N. Lakeshore Drive Ocoee,FL 34761 Cell:407.694.2057 E-mail:YouthCouncil a,ocoee.org Website:www.ocoee.org El From: Enterprise Rent-A-Car<No-Reply@enterprise.com> Sent: Saturday, January 11, 2020 11:39 PM To: Youth Council Subject: Shared Booking Confirmation: Confirmed: Enterprise Rent-A-Car Reservation 1063999251 at Orlando International Airport(MCO) me r ID ri se Visit enterprise.com 1 Heard, Kathy From: Sibbitt, Melanie Sent: Thursday,January 16, 2020 11:40 AM To: Heard, Kathy Subject: Increase to funding request Good Morning, Kathy, I was just informed by OYC Coordinator Dorcas Dillard that she was made aware that there is a parking fee of$40 for the hotel.Therefore, she is requesting to increase her funds for up to $1100.00 Excerpt from the script that the OYC members will be reading: The hotel, transportation, parking and food is estimated at $1,100 for the three of us and our chaperone, Ms. Dillard. Kindest regards, Melanie Sibbitt City Clerk,CMC 4lor City of Ocoee 150 N. Lakeshore Drive Ocoee, FL 34761 'MPH: 407.905.3105 E mail: msibbitt@ocoee.org Website: www.ocoee.org Florida has a very broad public records law (F.S. 119). As a result, any written communication created or received by City of Ocoee officials and employees will be made available to the public and media, upon request, unless otherwise exempt. Additionally, under Florida Law email addresses are public records. If you do not want your e-mail address released in response to a public records request, do not send electronic mail to this entity. Instead, contact this office by phone or in writing. 1