Loading...
HomeMy WebLinkAbout10-04-2012 CITY OF OCOEE MINUTES OF HUMAN RELATIONS /DIVERSITY BOARD REGULAR MEETING HELD OCTOBER 4, 2012 CALL TO ORDER Chairman Maxwell called the meeting to order at 7:01 p.m. in the Commission Chambers of City Hall, 150 North Lakeshore Drive. Member Calloway gave the invocation and Member Pierce led the Pledge of Allegiance. The clerk called roll and determined there was not quorum present at 7:03 p.m., however upon the arrival of Member Dawkins at 7:21 p.m. a quorum was now present. PRESENT: Chairman Maxwell, Member Zaccaro, Member Dawkins, Member Calloway, Member Pierce, Member Persad, and Member Joseph ALSO PRESENT: Recording Clerk Williams ABSENT: Member(s) Cornell, Turner, King and Vice - Chairwoman Hopkins were absent excused. Member(s) Del Valle and Tiwari were absent unexcused. BUSINESS FOR DISCUSSION Chairman Maxwell discussed his observation of collaboration between the board and city personnel. He explained that the day prior to the Saturday Fiesta de Colores event six board members arrived at Bill Breeze Park expecting to meet with city personnel to assist in completing the final preparatory steps for Fiesta de Colores. Upon arrival they found no city personnel and after contacting city hall was informed no one was currently available to assist them. After quite a lengthy wait he contacted a city commissioner that promptly arrived and offered assistance. He further stated he does not feel city electors [the commission] and personnel are supportive of the board and the objectives assigned to them. Member Joseph suggested inviting the directors of the department to attend a meeting prior to the event to ensure everyone understands what is expected of them. Member Persad agreed with Member Joseph further suggesting to have at least two individuals aware of the responsibilities expected. Chairman Maxwell stated the certificates of participation for the vendors that participated in Fiesta de Colores were not sent out in a timely manner and received no urgency on behalf of city personnel. Member Zaccaro stated she believes the board needs to have a presence at every city commission meeting just as city departments. The board agreed to make her their voice at the city commission meetings. Member Calloway stated he was present during the time in which Chairman Maxwell attempted to get some assistance in the preparatory set -up for the event. He echoed the chairman's concerns that city personnel did not promptly respond to their request for assistance until Chairman Maxwell contacted a city commissioner for assistance. Chairman Maxwell stated that a few days prior to the event he walked the field and marked ant hills with blue flags. He requested the field to be mowed. The ant hills and flags were gone, but only because when they mowed the field they removed the flags but did not treat the ground for ants. Member Pierce reminded the board that a few of the volunteers left early due to ant bites. Chairman Maxwell stated that Ex- Officio Hood has not attended more than three meetings. Human Relations Diversity Board Minutes October 4, 2012 Page 2 of 4 Member Curry stated that the field is sprayed beforehand for Founders' Day and treated for ants. He suggested following up with the city as to why this was overlooked for this event. The invocation and pledge were done at this time, but have been noted above in the call to order of the meeting. APPROVAL OF MINUTES September 6, 2012 Member Dawkins seconded Member Pierce moved to accept the minutes as written for September 6, 2012. Motion carried unanimously. ATTENDANCE Recording Clerk Williams advised the board that Member(s) Curry and Tiwari attendance had met the three unexcused absences threshold for removal as stated in the board bylaws. Chairman Maxwell asked Member Curry to make his case before the board for his excessive absences. Member Curry stated he works odd jobs and does not always know his schedule in advance. A consensus of the board was to retain Member Curry as a member. Chairman Maxwell spoke briefly to Member Curry regarding the importance of his attendance at the monthly meetings. Recording Clerk Williams asked for direction regarding Member Tiwari. Chairman Maxwell directed that she be notified of her potential removal from the board via regular post allowing ten (10) days for a response. TREASURER'S REPORT Member Cornell provided the report to the clerk's office and Liaison Wright via email advising of her absence from the meeting. Member Joseph inquired about the $362.00 for Mike Bissett itemized under Fiesta de Colores. Chairman Maxwell stated he believes the $362.00 has been misstated in the reporting and should be allocated for the 25 DVD's. Chairman Maxwell suggested tabling further discussion until the November meeting. Member Calloway stated he does not see the four (4) $25.00 gift cards donated from Publix Supermarkets in the reporting. Member Joseph will contact Member Cornell to confirm the donations and allocations related to Fiesta de Colores. Member Pierce, seconded by Member Calloway, moved to accept the report as presented in the absence of Member Cornell and will address the concerns in the November treasurer's report. Motion carried unanimously. Human Relations Diversity Board Minutes October 4, 2012 Page 3 of 4 FIESTA DE COLORES Member Joseph thanked the board for the teamwork exhibited by each board member in getting things done for Fiesta de Colores. She suggested in the planning next year to have a rain site and better coordination of event activities with the vendors. Chairman Maxwell suggested establishing a Performance Standards Review Committee to review all legally binding agreements between the city and vendors participating in their event(s) to ensure all parties are aware of and prepared to meet the requirements stated in the agreement. Further discussion ensued. Member Joseph suggested each member write a bulleted summary on their perspective of the event success and areas of improvement. Member Joseph, seconded by Member Calloway, moved to approve each board member compose a summary of their perspective of the event success and areas for improvement with suggestions that will be used to compile a list of best practices. Motion carried unanimously. Member Calloway suggested having someone sing the national anthem live at the next event and better delegation of duties among board members at the event. Member Joseph stated the involvement in the sub - committee meetings is scarce and more board members need to diligently try to attend more sub - committee meetings. MLK, JR. UNTITY PARADE AND CELEBRATION Chairman Maxwell distributed an outline and some talking points for the preliminary planning of this event. Board discussion ensued regarding religious and political affiliation of the board. Board consensus was to remain neutral. Member Calloway volunteered to lead the performance review committee. Member Pierce seconded by Member Zaccaro moved to accept Member Calloway to lead the performance review committee. Motion carried unanimously. Chairman Maxwell stated the city commission suggested cutting this event. He thinks this a great networking opportunity, and is not in favor of cutting the reception dinner for this event. Member Joseph stated the comment was probably made because the individuals in attendance of this event are city officials and board members; perhaps if a purpose was assigned to this event it may not come off as HRDB throwing a party for themselves. Chairman Maxwell outlined the various committees he believes will be necessary for the planning of this event and asked for volunteers on each committee. Member Joseph stated she does not understand the necessity of the various committees as their will be one sub - committee in which everyone will be involved in the planning of the Human Relations Diversity Board Minutes October 4, 2012 Page 4 of 4 entire event. The dates chosen for were October 23 24 and 25th to check availability at the Tom Ison Center at 6:00 p.m. Member Joseph advised the sponsorship letter will be changed to reflect Liaison Wright as the contact person, and the introductory date removed so that the letter is generalized and can be used as necessary. Member Dawkins seconded by Member Calloway moved to accept the letter with the modifications agreed upon. Motion carried unanimously. Chairman Maxwell asked the board for dates to host a sub - committee meeting for this event. ADA AWARENESS Member Dawkins suggested the city get more involved in making people aware of the needs of these individuals within the community and incorporating ADA awareness into all future Human Relations Diversity Board events. She is interested in hosting a resource fair as the first ADA awareness event; not only focusing on physical disabilities, but mental disabilities as well. Member Joseph suggested bringing a purpose to the MLK, Jr. event reception by focusing on a social issue within the community (i.e. ADA Awareness, health, homelessness, etc...). NEXT AGENDA - October 4, 2012 MLK Event and Celebration Preliminary Planning New Brochure - Chairman Maxwell ADA Awareness - Member Dawkins Black History Month Essay Contest Preliminary Planning Attendance - Recording Clerk Williams QUESTIONS /COMMENTS No comments from any board members. ADJOURN Adjourned at 9:09 p.m. ,y7 • Tisha Williams, Recording Clerk William Maxwell, Chairman