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HomeMy WebLinkAbout12-12-01 Minutes WS MINUTES OF THE OCOEE CITY COMMISSION WORK SESSION HELD DECEMBER 12, 2001 CALL TO ORDER Mayor Vandergrift called the meeting to order at 6:35 p.m. in the Commission Chambers and the roll was called. PRESENT: Mayor Vandergrift, Commissioner Anderson, Commissioner Johnson, and Commissioner Parker. Also present were City Manager Gleason, Community Relations/Projects Director Shira, Recreation Director Farmer and Administrative Assistant II Maxwell. In the audience, Administrative Assistant Smith, Administrative Supervisor Seaver, Volunteer Coordinator Michael Miller, and Founder's Day Committee Members. ABSENT: Commissioner Howell DISCUSS FOUNDERS' DAY 2002 Community Relations/Projects Director Shira presented Founders' Day information sheets and asked the Founders' Day Committee Members who were present to introduce themselves. Mrs. Shira gave brief background information on how Founders' Day has evolved and gave a brief overview of the 2000/2001 income and expenses. Mayor Vandergrift asked Mrs. Shira if there would be an expense for the banners next year and Mrs. Shira stated the banners purchased were used on Clarke Road and if additional banners were needed they would need to be purchased. A lengthy discussion regarding banners ensued. Mrs. Shira raised the following points for consideration and direction: 1. KEEP AS CITY EVENT - Mrs. Shira advised the Mayor and the Commission that there are festivals that are run by profit and non-profit organizations and she would like some direction on whether to use such an organization or keep the festival a city-run event. Mayor Vandergrift suggested holding a workshop with profit/non-profit organizations and consulting firms to gather ideas and information on how to better manage Founders' Day. City Manager Gleason said he felt the consensus is to leave Founders' Day a city event but to get proposals from other organizations. 2. MUL TI-DA Y EVENT - Mrs. Shira stated vendors have asked for a multi-day event and presented various ideas on holding a multi-day event. A Friday night/Saturday event and a Saturday /Sunday event was discussed in detail. Recreation Director Farmer stated keeping the event a city-run event brings in more volunteers and if the school bands and choral programs, etc. are used for entertainment, it brings in more visitors because families come to see their children in the Founders' Day program. Ocoee City Commission Work Session December 12, 2001 3. HOW TO GAIN ADDITONAL FUNDING - Mrs. Shira presented the following ideas to gain additional funding: a. Charge Admission b. Expand sponsorship opportunities c. Sell alcohol d. Sell preferred seating to the concert e. Exclusive vendors After much discussion the consensus was not to charge an admission fee, to expand sponsorship opportunities, perhaps sell alcohol if a Friday night event is scheduled but no alcohol on the Saturday event, sell some preferred seating, and not to use exclusive vendors. Commissioner Johnson left at 7:58 p.m. 4. 5K RACE ISSUES - Mrs. Shira asked for direction with the 5K race and whether the proceeds donated be limited to offset the costs of the race. The consensus was to limit the donated proceeds of the 5K race so it will be a break-even event. 5. PROMOTION AND MARKETING ISSUES - Mrs. Shira stated there will be other avenues of marketing and promotions used for the festival this year such as printing the festival dates on the water bill, festival merchandise other than t-shirts, and commemorative posters. Mrs. Shira further stated the committee will look into bleachers, carnival rides, unattended vendor parking and marking the vendor booth spaces with flags. RECESS 8:15 P.M. - 8:25 P.M. VOLUNTEER COORDINATOR AND COMMUNITY GRANT PROGRAM Volunteer Coordinator Michael Miller presented a handout and gave a detailed overview of the guideline which is listed below. 1. Criteria for consideration a. Local group, non profit entity or charitable organizations. Must be located in the city limits of Ocoee. Non-local group may qualify if Ocoee residents receive the benefits from the donation. No individuals are eligible. b. Must provide a service or a benefit to Ocoee community members. c. Must submit a written report to the city on how the funds were used. Report must be on file before group can apply for the following year. d. Grant monies given for operating expenses or capital expenditures. Not for scholarships, grants or awards to individuals. 2 Ocoee City Commission Work Session December 12, 2001 e. Must produce a minimum of 25 volunteer hours to qualify for grant. f. No multiple requests. 2. Fund Breakdown a. Schools I. West Orange High School 2. Ocoee Middle School 3. Elementary schools School grants will be $250.00 each. $1 ,000.00 2 per semester $500.00 1 per semester $1,000.00 1 per school Four grants for West Orange High School b. Leagues, clubs and organizations given in $250.00 blocks only. 1. Rotary $1 ,000.00 2. Lions Club $1,000.00 3. YMCA $500.00 $2,500.00 c. Galas, advertisements and tournaments $2,500.00 Mr. Miller stated he intends to start a volunteerism campaign which will open doors for additional volunteers but he is looking for some direction from the Mayor and the Ocoee City Commission. Commissioner Parker left at 8:40 p.m. Mayor Vandergrift stated he felt staff does not want to utilize volunteers and City Manager Gleason stated perhaps that was the case in the past but he comes from an organization where volunteers saved Health Central $500,000.00 and volunteers will be utilized in the future. Commissioner Anderson stated the Grant Committee will act as a "buffer" between the Commission and the residents coming before them to ask for money. City Manager Gleason stated if residents are chosen for the committee by Michael Miller this will only be a "committee" but if residents are appointed by the Commission it would be considered a "board" and will fall under the "Sunshine Law." A lengthy discussion enused regarding the Sunshine Law and what direction to give Mr. Miller. Commissioner Anderson said saving money by using volunteers and at the same time paying a staff member to attend the meetings and take minutes is considered a "double edged sword." Mrs. Shira stated this committee will not meet on a monthly basis but either once or twice a year and the applicants must have their applications in before the committee meets. Mrs. Shira further advised the Mayor and the City Commission that she has two grant applications and she needs direction as what to advise the applicants. 3 Ocoee City Commission Work Session December 12, 2001 Mayor Vandergrift advised Mrs. Shira to notify the applicants that the City of Ocoee is implementing a grant schedule and at this time there are no funds available. City Manager Gleason advised the Mayor and Commission that he will get legal counsel from City Attorney Rosenthal regarding the issue of recording of minutes so the law is not violated in order to save money and staff time. . ADJOURN The meeting adjourned at 9: 13 p.m. Attest: APPROVED City of Ocoee --------c---- -' .~. .,~ --~ .-. ;>' ~~ -.~. ~ .... .- . , - S. Scott Vandergrift, Mayor 4