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HomeMy WebLinkAbout05-03-2012 CITY OF OCOEE MINUTES OF HUMAN RELATIONS /DIVERSITY BOARD REGULAR MEETING HELD MAY 3, 2012 CALL TO ORDER Chairman Maxwell called the meeting to order at 7:07 p.m. in the Commission Chambers of City Hall, 150 North Lakeshore Drive. Chairman Maxwell gave the invocation and Member Boudokhane 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, Vice - Chairwoman Hopkins, Member Tiwari, Member Pierce, and Member Joseph ALSO PRESENT: Recording Clerk Williams ABSENT: Member Ortiz (A /U) BUSINESS FOR DISCUSSION WELCOME OF NEW MEMBERS Chairman Maxwell welcomed the new members and gave them the opportunity to address the board. Member Pierce stated he is excited about being appointed to serve on the board and confirmed he will be an active member. APPROVAL OF MINUTES April 5, 2012 Member Cornell, seconded by Member Pierce, moved to approve the April 5, 2012 minutes as written. Motion carried unanimously. ELECTION Recording Clerk Williams briefly explained the election procedures and directed them to written procedures provided to the board on the dais. Chairman Maxwell opened the floor for nominations for chairperson. Member Boudokhane nominated Vice - Chairwoman Hopkins. Member Pierce nominated Chairman Maxwell. Member Pierce, seconded by Member Turner moved to close the nominations for chairperson. Motion carried unanimously. Recording Clerk Williams asked if both nominees accepted their nominations prior to conducting a roll call vote of all present board members for the position of chairperson. Votes were in favor of Chairman Maxwell remaining as chairman for another year with the term ending May 2013. Chairman Maxwell opened the floor for nominations of vice - chairperson. Member Boudokhane nominated Member Turner. Member Cornell nominated Vice - Chairwoman Hopkins. Human Relations Diversity Board Minutes May 3, 2012 Page 2 of 4 Member Joseph, seconded by Member Turner moved to close the nominations for vice - chairperson. Motion carried unanimously. Recording Clerk Williams asked if both nominees accepted their nominations. Member Turner declined her nomination. Vice - Chairwoman Hopkins will remain as vice - chairwoman for another year with term ending May 2013. TREASURER'S REPORT Member Cornell advised the board of the current available balance, outstanding amounts and pending expenditures. She further explained the $2.66 discrepancy which she suspects is in donations received. Member Pierce, seconded by Member Boudokhane moved to accept the treasurer's report for 5/03/12 with the noted $2.66 discrepancy. Motion carried unanimously. BUDGETARY REVIEW INPUT AND COMMENTS Chairman Maxwell asked if any member had comments. A majority of the members did not have the budget with them. Member Turner provided a copy of the budget to recording clerk for distribution to the other members. Recess called 7:33 p.m. Meeting resumed at 7:43 p.m. Chairman Maxwell explained the budget document. Further discussion of the board ensued regarding the composition of the budget, reasoning for the use of such aggressive amount,s and the need to have a formal budget presented to the city commission. HISTORICAL COMMITTEE REPORT Chairman Maxwell explained to the board his progress and the plan of how the historical footprints of the Human Relations Diversity Board will be formatted and documented. PROMOTIONAL ITEMS REPORT Member Cornell explained the variety of items and cost associated with each for promotional items. Board discussion ensued on how, what and when promotional items will be used by the board. NEW BOARD BROCHURE Chairman Maxwell requested additional time to complete the document formatting so that it can be presented at the June 7, 2012 meeting. Consensus of the board was to table the item. FIESTA DE COLORES REPORT Member Joseph advised the board that Member Tiwari was nominated as co -chair of the Fiesta de Colores sub - committee. Human Relations Diversity Board Minutes May 3, 2012 Page 3 of 4 Member Joseph presented to the board a proposed budget of $4,100 to execute the event. Logistics: rental fees of stage, tent, photographer, videographer and flyers. Entertainment: face painting, dancers, pinatas, live band, balloonist and DJ. Media: any media used to market the event. Prefer to use print advertisement versus radio. Member Joseph explained changes to consider on the event sponsorship form and vendor form. Member Joseph advised the board that the Fiesta de Colores committee suggest a zero cost for food vendors participating in the event. Member Joseph, on behalf of the committee, suggested declining the opportunity to use the soccer collies as entertainment at this event due to the influence of soccer in the Latin community and not wanting to be offensive. Member Turner stated she is still working to get the Latin band to perform at the event. Vice - Chairwoman Hopkins made suggestions on changes to the sponsorship form. Member Joseph, seconded by Vice - Chairwoman Hopkins moved to allocate $4,100 to execute and conduct the Fiesta de Colores 2012. Motion carried unanimously. Member Joseph, seconded by Vice - Chairwoman Hopkins moved to waive the cost of vendor participation at the 2012 Fiesta de Colores event. Motion carried unanimously. Discussion ensued regarding whether or not having the soccer collies at Fiesta de Colores would be offensive. The item was tabled for further research. SPONSORSHIP Chairman Maxwell gave a brief description of how he envisions the sponsorship packets to be developed. He informed the board he has been in contact with Mike Bissett (freelancer) that works with the City of Ocoee. The chairman inquired about having professional DVD video advertisement and labels made. Mr. Bissett quoted $325.00 for 25 DVD's with professional labels. Member Joseph, seconded by Vice - Chairwoman Hopkins moved to create a committee responsible for media package with a cost not to exceed S500.00. Motion carried unanimously. A sub - committee meeting was scheduled for Tuesday, May 15, 2012 at 7:00 p.m. location to be determined. Human Relations Diversity Board Minutes May 3,2012 Page 4 of 4 INTERNATIONAL CULUTURAL EXPO (I.C.E.) - 2013 Chairman Maxwell gave a brief overview of his finding thus far in the preliminary planning stages of the event. NEXT AGENDA - May 3, 2012 Media Committee Report Fiesta de Colores Report MLK Unity Parade and Celebration Report Diwali the Festival of Light - Member Tiwari QUESTIONS /COMMENTS Member Turner stated she really enjoyed the volunteer dinner. Vice - Chairwoman Hopkins thanked the board and made mention that she appreciated all the warm thoughts and personal comments at the recent loss of her father. Member Boudokhane inquired about having an overview of the Sunshine Law. Chairman Maxwell referred her to the handouts provided to the new board members upon appointment. Recording Clerk Williams advised the board that City Clerk Eikenberry suggested that the presentation could be given by one of the board members; utilizing the attorney to make the presentation will be at a cost. Vice - Chairwoman Hopkins stated she will give the presentation. Member Cornell suggested having the presentation checked by an attorney prior to making the presentation to the board. Chairman Maxwell stated he has a presentation that is not copyrighted and can be used. ADJOURN Adjourned at 9;56 p.m. . Tisha Williams, Recording Clerk William Maxwell, Chairman