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HomeMy WebLinkAbout04-05-2012 CITY OF OCOEE MINUTES OF HUMAN RELATIONS /DIVERSITY BOARD REGULAR MEETING HELD APRIL 5, 2012 CALL TO ORDER Chairman Maxwell called the meeting to order at 7:05 p.m. in the Commission Chambers of City Hall, 150 North Lakeshore Drive. Member Cornell gave the invocation and led the pledge of allegiance. The clerk called roll and determined there was a quorum present. PRESENT: Chairman Maxwell, Member Turner, Member Boudokhane, Member Cornell, Member Curry, Member King and Member Joseph ALSO PRESENT: Recording Clerk Williams and Liaison Wright ABSENT: Member Anjum (A /E), Member Ortiz (A /U), and Vice - Chairwoman Hopkins (A /E) BUSINESS FOR DISCUSSION WELCOME OF NEW MEMBERS Chairman Maxwell welcomed the new members and gave them the opportunity to address the board. Member King stated her interest in joining the board was the ability to serve and community involvement. Member Curry stated he has volunteered to help many organizations throughout the community and felt it was time to help locally within the Ocoee community. Chairman Maxwell spoke briefly about guest (HRDB applicant) Ronald Pierce. Mr. Pierce spoke briefly of his experience, the contributions he will bring to the board, and his Native American roots. APPROVAL OF MINUTES March 1, 2012 Member Cornell, seconded by Member Turner, moved to approve the March 1, 2012 minutes as written. Motion carried unanimously. TREASURER'S REPORT Member Cornell explained to the board there are some discrepancies on the report as she received the City of Ocoee ADG report late this afternoon and did not have time to update the report. She stated the line items that were incorrect and the amounts that should be represented. Member Cornell advised the board she will update the amounts and send the updated copy via email to all members. Liaison Wright asked what was represented in the $350 under board expenditures. Member Cornell stated she has removed that as it was included in an old ADG report. Human Relations Diversity Board Minutes April 5, 2012 Page 2 of 6 Member Joseph, seconded by Member Boudokhane moved to allow Member Cornell more time to make adjustments to the treasurer's report, at which time the updated report will be sent via email to each board member. Motion carried unanimously. Member Cornell asked Liaison Wright if she can receive the information for the treasurer report more timely. Liaison Wright stated she can give the most current information she has but there may still be a case in which additional expenditures are allocated. Member Joseph, seconded by Member Boudokhane moved to amend motion that treasurer's report be accepted as -is pending an amended report which will be submitted and presented at the May 2012 meeting. Motion carried unanimously. SPRING FLING Member Boudokhane stated it was a nice event with a good number of visits to the HRDB booth, but suggests that there are more items for give -aways that represent HRDB and not the City of Ocoee. Member Cornell asked if a committee can be formed to research promotional items and board involvement in city activities. Member Cornell, seconded by Member Joseph, moved to amend the agenda adding Item J, discussion of forming sub - committee for the purchase of promotional items for HRDB. Motion carried unanimously. Chairman Maxwell asked if the board needs to increase their presence at Spring Fling or continue to use it as a promotional platform. Member Cornell stated the board needs promotional items that are geared toward the vision of the board. She further stated that the amount of board volunteers need to be increased as the day is long and tiring. Chairman Maxwell read the purpose of the board according to how it is written in Resolution 2010 -010 which was adopted as the board's mission statement and objectives. Member Joseph suggested that in conjunction with an invocation and the Pledge of Allegiance, they should recite the board's mission at the opening of the meeting. Chairman Maxwell suggested forming a sub - committee for Spring Fling and inquired the number of volunteers required to staff the event. Member Boudokhane volunteered for the sub- committee. Member Cornell suggested Human Relations Diversity Board Minutes April 5, 2012 Page 3 of 6 having two members for set -up /breakdown and a rotation of four members to staff the booth. Chairman Maxwell and Member Curry volunteered to set- up /breakdown at Spring Fling. Member Joseph stated she thinks this sub- committee can be formed closer to the date of the event. Chairman Maxwell states he is trying to create a sense of responsibility from the board members. Member King stated she understands Chairman Maxwell's concerns, but when she applied to be part of the board it was her understanding that she would be involved in all the events. Member Boudokhane shared with the board that from her experiences in organizing the BHMEC, she encountered two major challenges the urgency in getting things done and challenges in organizing a sub - committee meeting. Chairman Maxwell asked that when considering board promotion at the various city events does the board want to adapt a central promotional theme or adapt the theme of the event. Member Joseph suggested a promotional campaign that is in conjunction with the event in which they are involved. Chairman Maxwell stated he is interested in having HRDB involved in the Founders' Day event for 2013 with a focus to diversify the entertainment making it more inclusive of the various ethnicities within the community. Liaison Wright explained to the board that other genres of music were incorporated into Founders' Day in the past, and attendance for the specific entertainment segment was poor. She further stated Founders' Day is an established event, and has had over 19 years of success with diversity in attendance to the overall event. The board should not spin its wheels trying to change a successful event. Chairman Maxwell asked if the individuals that plan the Founders' Day event take into consideration the diversity of the population within the City of Ocoee. Member Joseph stated she believes it is the mission of HRDB to create cultural unity, and that is where they should focus their efforts instead of trying to change a successful event. Chairman Maxwell asked that the board adapt the stated purpose for the charter as their mission statement and promotional theme. Member Joseph, seconded by Member Turner, moved to accept the stated general purpose in Resolution 2010 -010 as the mission statement for promotional purposes. Motion carried unanimously. CREATION OF SUB - COMMITTEE Chairman Maxwell suggested this item be tabled until May in hopes of having full attendance at the board meeting. Member Joseph stated there are members present that can serve on the sub - committee, and they need to take advantage of those present today to initiate the planning process. Member Joseph volunteered to be chairperson of the Fiesta de Colores sub - committee. Human Relations Diversity Board Minutes April 5, 2012 Page 4 of 6 Member Turner volunteered to be chairperson for the Martin Luther King, Jr. Parade and Celebration. Chairman Maxwell asked that he be kept informed of the activities of the events throughout the planning and execution stage. Member Joseph asked that a sub - committee meeting for Fiesta de Colores be scheduled on Monday, April 16, 2012 at 7:00 p.m. with the location to be determined. All present members agreed. INTERNATIONAL CULUTURAL EXPO (I.C.E.) - 2013 Chairman Maxwell asked that the board come together in creating a preliminary event plan to present to the city commission by June 1St of the boards vision for the event. Member Boudokhane volunteered to assist Chairman Maxwell with the preliminary planning research. Chairman Maxwell mentioned the information received concerning the soccer collies. Member Joseph spoke generally that soccer is a serious aspect in the Hispanic culture, and she does not want them to view it as offensive at the Fiesta de Colores event. Member Curry stated he is familiar with Hispanic culture and knows individuals that may be willing to provide entertainment for the event. Liaison Wright suggested they do further research on the organization. Liaison Wright asked if a tentative date has been set for the hosting of this event in 2013. Member Boudokhane stated a tentative date sometime in June 2013 was suggested. Liaison Wright commented that June, July and August are hot months, and she does not recommend hosting an event in June. Aside from the weather, city staff is fully involved with the summer camp program, and these are high vacation months. Chairman Maxwell stated in reviewing the various events they currently host there is not much opportunity of other months in which I.C.E. can be held. Member Joseph stated that at the March meeting a consensus of the board was to incorporate Fiesta de Colores into the International Cultural Expo for 2013. Member Cornell stated that segregating one culture of the community goes against the mission statement of the board. Member Cornell, seconded Member Boudokhane moved to accept that Fiesta de Colores will proceed as planned in 2012, but will be incorporated into International Cultural Expo in 2013. Discussion: Member Joseph inquired if Hispanic Heritage Month will be highlighted in conjunction with I.C.E. Liaison Wright addressed the board stating that as a city, the Hispanic flags will still be hung along Clarke Road. Chairman Maxwell Human Relations Diversity Board Minutes April 5, 2012 Page 5of6 suggested having I.C.E as a three -day event, terminating on September 15, 2013. Amended Motion: Member Cornell, seconded Member Boudokhane move to amend the motion to accept that Fiesta de Colores will proceed as planned in 2012, but will be incorporated into the International Cultural Expo in 2013 which will be hosted as a three -day event on September 13 - 15, 2012. Motion carried unanimously. Chairman Maxwell suggested forming a committee that will research hosting the event and creating a preliminary plan to be brainstormed at the May board meeting. BUDGETARY REVIEW Chairman Maxwell tabled this item until May. SPONSORSHIP LETTER Chairman Maxwell suggested some modifications to the letter which will be sent via email to the board members. HISTORICAL COMMITTEE Member Boudokhane stated she has not started any organization of the materials, but would like to relinquish the responsibility. She is seriously considering relocating in June. BUSINESS CARDS & BOARD SHIRTS Liaison Wright gave a detail of the expenditures related to business cards and shirts for board members. She suggested not purchasing customized business cards, instead using the fill in. Member Joseph suggested having ninety day probation before business cards and shirts are purchased. Chairman Maxwell reiterated this is a volunteer advisory board and people will resign for various reasons at various times, and this is an expense the city needs to bare as long as the board is in existence. Member Cornell asked how much cheaper the generic business cards are versus the customized. Liaison Wright stated the cost is the same, but the cards can be distributed evenly among all the board members. Chairman Maxwell stated the generic business cards are not professional and does not properly represent the city. Member Joseph, seconded by Member Turner, moved to implement a ninety- day probationary period for all new members prior to ordering ctstomized business cards and a board shirt. Motion carried unanimously. Member Joseph inquired if it is a general consensus that member names will not be included on the shirts. Liaison Wright suggested ordering one box of the Human Relations Diversity Board Minutes April 5, 2012 Page 6 of 6 generic business cards to distribute to the new members who are still within the probationary period. Member Boudokhane, seconded by Member Turner, moved to order generic business cards to distribute to new member(s) until such time the probationary period has expired, at which time customized business cards will be ordered for the member(s). Motion carried unanimously. Amended Motion: Member Joseph, seconded Member Turner moved to amend the motion to implement a ninety -day probationary period for all new members prior to ordering customized business cards and a board shirt. Upon completion of the probationary period customized business cards and a board shirt without the embroidered member name will be ordered. Motion carried unanimously. NEXT AGENDA - May 3, 2012 Budgetary Review Input and Comments Progress Report from the Historical Committee and Appointment Promotional Items Presentation - Member Cornell New Brochure Presentation - Chairman Maxwell Fiesta de Colores Progress Report Election of Chair and Co -Chair I.C.E. Discussion and Preliminary Plan QUESTIONS /COMMENTS ADJOURN Adjourned at 9:39 p.m. ,„,"/ Tisha Williams, Recording Clerk William Maxwell, Chair ' an