HomeMy WebLinkAbout01-03-13CITY OF OCOEE
MINUTES OF HUMAN RELATIONS /DIVERSITY BOARD
REGULAR MEETING HELD JANUARY 3, 2013
CALL TO ORDER
Director Butler introduced the Human Relations/ Diversity Board's new recording clerk,
Diana Turner.
Chairman Maxwell called the meeting to order at 7:04 p.m. in the Commission
Chambers of City Hall, 150 North Lakeshore Drive. Member Persad gave the invocation
and led the Pledge of Allegiance. The clerk called roll and determined that there was a
quorum.
PRESENT: Chairman Maxwell, Vice - Chairwoman Hopkins, Members Boudokhane (late
arrival at 7:07 p.m.), Calloway, Cornell, Curry, Dawkins, Joseph, King, Persad, and
Recording Clerk Turner.
ALSO PRESENT: Director of Support Services Al Butler, Police Lt. Brad Dreasher, and
Recording Clerk Diana Turner
ABSENT: Members Pierce and Wright were absent excused. Members Del Valle and
Zaccaro were absent unexcused.
APPROVAL OF MINUTES
December 6, 2013
Approval of the Minutes for the December 6, 2012, meeting was tabled due to
corrections and omissions. Member Cornell stated the minutes did not reflect two
approved committees: (1) the Promotional Items Committee, with the assistance of
Member Turner, and (2) the Membership Committee. Vice - Chairwoman Hopkins asked
the Clerk's Office to review the recording of the previous meeting in order to confirm
discussion of the committees. Member Dawkins requested a correction be made to
page two of four, Business for Discussion, "Ocoee High School Jazz Band ". The proper
title should read Ocoee Middle School Jazz Band.
Member Cornell seconded by Member Turner, moved to fable the minutes for the
December 6 2012 meeting for review. Motion carried unanimously.
BUSINESS FOR DISCUSSION
ROBERT'S RULES TRAINING
Vice -Chair Hopkins provided the board with an abbreviated guideline to Robert's
Rules. See attached Exhibit A for training guide.
MLK EVENT, RECEPTION, RESPONSIBILITIES
Event Details:
• Signs have been found, therefore, new signs do not need to be made. (Lt.
Dreasher)
• Four, two -way radios will be offered to the board, and should be placed at the
registration booth, parade line -up, and two at the staging area. (Lt. Dreasher)
Human Relations Diversity Board Minutes
January 3, 2013
Page 2 of 4
• Communication on the radios will be in plain language on a secondary channel.
When using the radios, name and need should be stated. (Lt. Dreasher)
• The police department will provide 10 police explorers and two patrol officers.
(Lt. Dreasher)
• Suggested use of the explorers is to help with the parade line -up and onsite at
the mall. (Lt. Dreasher)
• An aerial map was provided showing the route. (Lt. Dreasher) Exhibit B
• Director Butler and Member Wright will work on producing an aerial photo of
parade boundaries.
• Chairman Maxwell reminded the board of the parade line -up cut off time, 9:30
a.m.
• Courtesy of Vice - Chairwoman Hopkin's efforts, 10 members of the ROTC will
volunteer at the event.
• In the event of an emergency, instructions will be communicated with the board
via radio, or patrol officer. (Lt. Dreasher)
• Director Butler assigned the role of event coordinator to Member Wright. As
event coordinator, she will identify the needs of the event, complete an action
plan, and send an e -mail soliciting board members to fulfill the different roles.
• Director Butler assured the board he would task Member Wright to implement a
plan of action should inclement weather require the event to be held indoors.
• Director Butler will task Member Wright to address the board with an e -mail
regarding instructions and confirmations of parade details.
• Director Butler will coordinate efforts with Member Wright regarding the process
of recording registrations and donations.
• Member Persad has recruited two pharmacists to volunteer at the event.
• A documentary-type video presentation will be produced by the board and
submitted to Member Wright to be shown the morning of the event. The video
shall contain the historical journey and efforts of Dr. King, with a transition to
present day events (such as photos of Arden Park). Parade's theme, "the
courage to believe and act" may be used. Photos of board events may also be
included. Director Butler will coordinate efforts with the mall and the city's Parks
& Rec Department to procure needed equipment.
• The Master of Ceremonies is Allie Braswell and the keynote speaker is Melissa
Martinez Hernandez. Board members will do speaker introductions.
• National Anthem will be performed by Member Dawkins' daughter.
• Chairman Maxwell asked the stage to be adorned with Fiesta de Colores flags,
US bunting flags, large green plants, and county, state, national, and city flags.
• Chairman Maxwell provided an outline of the 2013 MLK Program Plan. Exhibit C
• Honorarium checks are to be available the day of the event.
Recess called 8:23 p.m.
Meeting resumed 8:31 p.m.
Reception Details:
• Director Butler stated the reception requirement is to pay for 70 meals, which has
been done.
• Dinner will be offered buffet -style and include beef and chicken, vegetables,
Human Relations Diversity Board Minutes
January 3, 2013
Page 3 of 4
cornbread, sweet tea, and desserts.
Invitations have been sent to legislators, county and city officials, and Orange
County Commissioner Scott Boyd.
The board requested the winner of last year's Black History Month Essay contest,
Daniel Martin be invited.
Dress code for the reception is business casual.
Member Morgan asked to receive business cards and a board shirt, and Vice -
Chairwoman Hopkins suggested he speak with Member Wright.
BLACK HISTORY MONTH ESSAY CONTEST
• Director Butler provided the board with area maps of schools that serve the
Ocoee area. Exhibit D
• He offered two basic strategies: (1) open the essay contest to the schools with
largest proportion of resident population, or (2) open the essay contest to all
schools and /. require citizenship in the City of Ocoee.
• The board decided to open the contest to the same schools as last year:
Westbrooke, Citrus, Maxey, Spring Lake, Thornebrooke, Ocoee Elementary
Schools, and Ocoee and Gotha Middle School.
• Chairman Maxwell suggested keeping the criteria the same due to time
constraints.
• Board agreed to work on criteria for next year's essay contest. Criteria should
include eligibility for participation, number of awards, and a marketing effort for
increased school participation.
• Member Dawkins offered to visit schools in an effort to increase participation.
LEADERSHIP DEVELOPMENT / SUCCESSION PLANNING
Tabled for the February 7, 2013 meeting.
NEXT AGENDA - February 7, 2013
MLK Jr. Event and Celebration Debrief
Black History Month Essay Contest
• Finalize event plans
Leadership Development/ Succession Planning
• Team building
ADA Awareness Discussion
Membership Committee
Promotional Items Committee
• Suggestion for items
Budget Update
QUESTIONS /COMMENTS
Board discussed strategies on acquiring guest speakers. Director Butler offered to enlist
the assistance of the City's political lobbyists to aid in securing guest speakers.
Human Relations Diversity Board Minutes
January 3, 2013
Page 4 of 4
Board discussion ensued regarding account balance discrepancies. Director Butler
stated City Staff will research the discrepancies, and also facilitate a recordkeeping
strategy to avoid future divergences.
ADJOURN
The meeting adjourned at 9:48 p.m.
Diana Turner, Recording Clerk William Maxwell, Chairman
Exhibit A
Robert's Rules Guideline
Six Steps to Every Motion! - Every motion requires 6 steps (with some exceptions ). The shoulds and shouldn'ts are
as follows:
STEP 1. A member stands up, is recognized, and makes a motion;
Common Mistake: Members do not stand up, do not wait to be recognized, and typically start to discuss their motion
before completing STEP 2, STEP 3 and STEP 4 below!
STEP 2. Another member seconds the motion;
Common Mistake: The person seconding the motion dives into the merits of the motion.
STEP 3. The presiding officer restates the motion to the assembly;
Con on Mistake: Motion is restated differently from the wording of the maker! Beware because the motion that is
adopted is the one stated by the presiding officer, not the one stated by the maker of the original motion.
STEP 4. The members debate the motion;
Common Mistake: Debate gets out of control in temper in duration, in relevance! Members talk at each other across
the room rather than through the presiding officer.
STEP 5. Presiding officer ask for the affirmative votes& then the negative votes;
Common Mistake: The presiding officer states 'All in favor' and fails to tell the members what to do as a matter of
voting (for example, 'say aye, 'stand up', 'raise your hand,, etc.); or the negative vote is never requested or counted!
STEP 6. The presiding officer announces the result of the voting; instructs the corresponding officer to take action;
and introduces the next item of business.
Common Mistake: Presiding officer fails to pronounce the result of the voting! No one is instructed to take oction.
commonly, dead silence follows because the presiding officer is lost and stores at the assembly
Five Ways to Modify a Motion - Motions are rarely perfect for everyone. Modifications are inevitable.
1. Between the tirne that a motion is made and before the chair states the motion, any member may informally
offer modifying suggestions to the maker of the motion. The maker may accept or reject that member's
recommendations.
Z. After the chair has stated the motion, the maker of the motion may request unanimous consent from the
rnernbers to modify the motion. Remember that at this time, the motion belongs to the assembly and not the
original maker.
.3. By rneans of the subsidiary motion to Amend, any member may propose changes to the motion, before the
motion is voted upon. These proposed changes must be seconded and may be amended and/or debated.
1. If a motion requires further study, the members may vote to Refer the Main Motion to a Committee. When the
committee returns the motion to the assembly, the committee normally proposes, amendments for the assembly
to vote upon.
p. Sometimes the motion is so complex that the only way to do it justice is for a member to urge its rejection and
offer to propose a simpler version as a Substitute Motion. Upon defeat of the complex motion, anyone may
propose the Substitute Motion.
)nce a member learns which motions are out of order, how to make a motion, and how to amend a motion, the
nember becomes a productive member of the organization. Until then, the member is just another victim of the
)rganization!
Page 1.
Thveel-Vays to A miend a Mot I an -Asa ni a ner Go's unfiva I, the alost cc mmion motion o clv4b memb a r needs to NO
completely is the Fuqation pro Anmnd a Pending, Motion,
The difficult part is remembering that the more urgent motions cannot be amended - Adjourn, Question of Privilege,
Orders of the Day, Lay on /Take from. the Table, Previous Question, Point of Order, Appeal, Parliamentary Inquiry,
Suspend the Rules, and Reconsider.
During the Debate step of a Pending Motion, one may move to Amend the Pending Motion. All one needs to
remember is that there are really onIV 3 basic fprocessres of amendments.-,
Let's Amend this Sample Motion: "I move that we buy a new sign."
1. You cask Move to Amend by Inse-aing buords or pa ragm p hs.
I move to Amend by Inserting the phrase "not to exceed $50 dollars" at the end of the motion.
2. You can Move To Arno- nd by SViffing out (not deleting) ivavds or ;paragraphs.
I move to Amend by striking out the word "new".
3. You can KlsvetoArmen)d One can even Amend by
Substituting (Striking out and Inserting) -entire paragraphs or the complete motion.
I move to Amend by Striking out the word "sign" and Inserting the word "billboard".
You cam also Amend the Amendment, h)e_ it is voted uquon..
But you can only Amend the Inserted or Struck out tuords. You cannot Amend a separate part of the Main Motion not
covered by the Amendment that is currently being discussed!
After the current Amendment is voted upon, you can Amend the Motion again and Amend this new Amendment.
If you carefully review these 3 basic processes of amendments (insert, strike out, and strike outlinsert), you will agree
that any other form is not an amendment. Proper usage of these 3 processes will reduce the chances of chaos and
confusion that is common during discussion of motions and amendments.
gesqLi
n Ojftoen called Repeal or Annul)
7-
You always have the right to annul or amend something already adopted.
Quite often it is obvious that a great deal of preparation and support has been quietly organized before a motion is
presented to the members. The motion is adopted before you even understand the true purpose and potential
consequences of the motion. Fortunately there are no time limitations to annul or amend any motion.
There are no arbitrary restrictions, just a couple of logical ones:
1. If on the day a motion was passed, someone moved to reconsider the vote on that motion, you can neither
Rescind nor Amend that motion, until after the Motion to Reconsider has been resolved.
2. If the motion you wish to Rescind has been executed in an irreversible manner, you cannot Rescind it. However,
any reversible portion can be amended. A simple way to look at this is, if no one outside the meeting knows about
the motion, the motion can probably be undone. If a part of the motion has not been executed, you can probably
amend the unexecuted portion of the motion.
3. If a motion results in a contract and the other party has been in Formed of the vote, you cannot Rescind the
motion.
If the motion acts upon a resignation, or results in an election/expulsion, and the person involved is officially
notified of the voting, you cannot Rescind the motion. Fortunately, Robert's textbook allows for a reinstatement
procedure and disciplinary removal of a person from office.
In order to Rescind a motion, it - takes at least a 2/3 vote unless the membership has received a Previous Notice.
(See the Votes Required to Adopt a Motion by a 2/3 Vote Table.).
Page 2
6. When a motion is adopted before you can prepare a means of defeating it, all you need is a 2/3 vote, and you can
nullify or amend the offensive motion.
Parliamentary Procedure At A Glance - your guide of what to say and when to say it.
TO DO THIS:
YOU SAY THIS
May you
interrupt the
Do you
need a
Is it
debatable?
Can it be
arne➢ded?
What vote
is needed?
Can it be
reconsidered?
TO DO THIS:
YOU SAY T141S
speaker?
second?
Is it
Can it be
What vote
Can it be
Adjourn Meeting
"I move to adjourn."
NO
YES
NO
NO
Majority
110
Call an Intermission
"I move to recess
NO
YES
NO
I YES
Majority
NO
for...
Vote on a ruling of
"I appeal from th
YES
YES
Complain about
heat, noise, etc.
"I rise to a question
of privilege."
YES
NO
NO
NO
No Vote
NO
Temporarily
1 move to lay the
Suspend rules
"I move to suspend
NO
YES
suspend considering
motion on the table,"
NO
YES
NO
NO
Majority
NO
an issue
Avoid considering
"I object to
End debate and
"I move the previous
-- ---------
NO
YES
NO
NO
213
NO
amendments
question."
2/3
YES 2
_ _ _ _ _
YES
_ _ _ _. _ _ ___
YES
Postpone discussion
-- --
"I move to postpone
- --- - - --
NO
- - -- --
YES
Majority
- - - -�
YES
for a certain time
discussion until ...
by having members
or "Division!"
Give closer study of
"I move to refer the
NO
NO
No Vote
NO
stand
something
matter to
NO
YES
YES
YES
Majority
YES
YES
committee.`
NO
YES
YES
YES
Majority
YES
Amend a Motion
"I move to amend
the motion by..."
Majority
NO
Take up a matter
`1 move to take from
NO
YES
Introduce Business I
"I move that
NO
YES
YES
YES
Majority
YES
THE MOTIONS LISTED ABOVE ARE IN ORDER OF PRECEDANCE... BELOW, THERE IS NO ORDER.
Page 3
May you
Do you
TO DO THIS:
YOU SAY T141S
interrupt the
need a
Is it
Can it be
What vote
Can it be
speaker?
second?
debatable?
NO
arnended?
NO
is needed?
No Vote
reconsidered?
i NO
Protest breach of
1 rise to a point of
YES
NO
conduct or rules
order."
Vote on a ruling of
"I appeal from th
YES
YES
YES
NO
Majority
YES
the chair
chair's decision."
Suspend rules
"I move to suspend
NO
YES
NO
NO
2/3
NO
temporarily
the rules so that..,"
Avoid considering
"I object to
an improper matter
consideration of this
YES
NO
NO
NO
2/3
YES 2
motion."
Verify a voice vote
, I call for a division,"
by having members
or "Division!"
YES
NO
NO
NO
No Vote
NO
stand
Request Information
"Point o
YES
NO
NO
NO
No Vote
No
information
NO
Majority
NO
Take up a matter
`1 move to take from
NO
YES
NO
previously tabled
the table..."
Reconsider a hasty
"I move to
action
reconsider vote
YES
YES
YES
NO
Majority
NO
Page 3
Exhibit B
Parade Route
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Exhibit C
2013 MLK Program Plan
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PHASE 1: SEMI - FORMAL MEET & GREET (Reception CC0MM tt(ye )
a. Semi - Formal Reception:
- Covered , 2 -Man 'fable with Name 'fags -- Seating Chart
- Board Members' Guest Deceiving JAHC
- Head Table Dkcor and Seating Order (Per `S WAG. Official Protocol)
- Floral Center Piece for Head and Filler Tablas
- White Table Clotbs/rapkins /Real Silver /China, WaterM'ine Classes
b. Informal Introductions
- Post rational, State, County and City Colors
- rational Anthem and Pledge of Allegiance
- Invocation
- Head Table Introductions
- State and Local Elected Officials
City Manager and Staff
- Department beads
c. Entertainment:
- Sequence of Video Loop of URDB Events Performed Over The''eays
- Continuous Video Sequence of Highlights of Life of MLK
- Fight, Canned Varietal/Assorted Music
- Prepared Meal To Be Served (Buffet Dining) (2-Entrees) Peverage/l)essert
- Select a Toast Master/ MC (beep events moving along)
- Close Reception
PHASE I t: UNITY PARADE ORGANIZATION: (Set -Up Committee)
a. List of Registered Parade Participants
b. Participants Registration /Sign -In = _ � _
c. Refreshments Table - Coffee, Tea, Juices, Fruits, Snacks, etc.
d. Parade Line -Up and Order of Procession —
e. Ocoee Police Department Parade Route Clearance & Security
f. Contest Judges Briefing To Participants
g. Ocoee Pollee Public Safety Briefing to Parade Participants
h. Positioning of Videographerr
i. Parade Coordinator Briefing to Participants to beep pace /innterVal eu"7011to
j. procession to Celebration Location ((a), 30 -45 minutes en- route.
k. Parade Departure
PHA SE IM E "�,P�T I,OGISTICA4 -., ,9IJPPO T R- EQUIREPVI�!;1\\JT" v
.. Seca e Event Venue — Mall Manageraent Coordination
b. Secure Space Use Agreement with Mall Management
c. Clarify insurance issues for participating Vendor° i
d. Identify Electrical Power l c sluirements with /from. Mall
e. Consider, Evaluate and Select Parade Alternate Assembly Area and Route if
Fall is not Available in January 2013.
f. How will need change if Event must be held in Bill breeze Parr and the
Gazebo?
g. Ocoee Police Department's CAP Order, What changes to implement in terms
of Route of procession and load Clomre(s)?
h. Vehicle Control, Parking, etc.
i. Tents and Chairs for Seating of Five Hundred Patrons; Other Requirements
j. Stage, Platform, Risers, Stage l uatings, Flags (U.S., Florida, Orange County,
City of Ocoee), Banners, Podium, Plants, Sand. Bags.
k. Sound Applications, Power Requirements, Microphones (types)
1. Set-up 'fear -Down Personnel; How Many?
m. Porto - Potties (Female, Male) Must be handicapped Accessible
n. Area Set -Up if Vendors /Sponsors are desirous of Setting up Displays /Booths.
PHASE IV: MIX CELEBRATION PROGRAM DEVELOPMENT.- (Program Committee)
a. Post National, State, County and City Colors
b. rational Anthem and Pledge of Allegiance
c. Invocation
d. Introductions/Recognition and Welcome of:
State and Local Elected Officials
City Manager and Staff, Department Heads
e. Any and all Distinguished Guests
f. Remark ....................Mistress[Master of C ~eremonie,
g. Medley of Music ..................... ......... -- Garden. Community Clmoir
h. Recognition of Black History Essay Contest Winner... "Dare To Dream
Daniel Martin - Thornebrooke Elementary School..Ms. W. Moore, Teacher
i. Musical Selection .............. .........................Garden Community Choir,
Directed bye Jeffery Redding, PhD
j. Keynote Speaker Introduction ........................ ............................TBD
k. Keynote Address ......................................... ............................TBD
1 . Closing Remarks ......................................... ............................TBD
m. Benediction ................................................. ............................TDD
PHASE V: HRDB FUND RAISING STRUCTURED EFFORT:
a. Vendor Form and Sponsorship Letter Mailing Campaign
b. Targeted List of Businesses for Sponsorship Consideration
c. Public Outreach to the Community Schools and Educational Leadership
d. Select Prominent Corporate Entities for Potential Sponsorship
PHASE VI: AFTER-ACTION REPORT, EVALUATION AND ASSESSMENT:
a. HRDB Member Written Evaluation Comments as to How To Improve the
Event for next Year?
b. Suggested/Recommended Changes (Positive/Negative)
c. Cost —To- Benefit Assessment and Analysis (Did we get what we paid for)?
d. Lessons Learned
PHASE VII: EVENT SUPPORT ORGANIZATIONAL STRUCTURE
a. Reception Planning Committee
b. Parade Organization and Coordination Committee
c. Event Celebration Planning Committee
d. Event Logistical Support & Coordination Planning Committee
e. Fund Raising and Event Support Committee
f. Event Effectiveness Assessment & Evaluation Committee
William E. Martell
Chairman,
Human Relations Diversity Board
The City of Ocoee, Florida 34761
Exhibit D
Schools Serving the Ocoee Area
Elementary Schools
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High Schools
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