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Home My WebLink About02-07-13CITY OF OCOEE MINUTES OF HUMAN RELATIONS /DIVERSITY BOARD REGULAR MEETING HELD FEBRUARY 7, 2013 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 Persad gave the invocation and Member Boudakhane led the Pledge of Allegiance. The clerk called roll and determined that there was a quorum. PRESENT: Chairman Maxwell, Vice - Chairwoman Hopkins, Members Boudokhane, Calloway, Cornell, Curry, Dawkins (late arrival at 7:21 p.m.), King, Persad and Wright ALSO PRESENT: Director of Support Services Al Butler, and Recording Clerk Diana Turner ABSENT: Members Pierce (A /E), Del Valle (A /U), Joseph (A /U) and Zaccaro (A /U) Chairman Maxwell noted the presence of new board member, Tim Henderson. Member Henderson introduced himself and gave a brief history of his life and experiences. The board welcomed him and expressed their pleasure with having him on the board. APPROVAL OF MINUTES December 6, 2012 January 3, 2013 Minutes of the December 6, 2012, meeting were accepted without modification. Minutes of the January 3, 2013, meeting were accepted without modification. Chairman Maxwell directed Recording Clerk Turner to contact Members Del Valle and Zaccaro regarding their willingness to continue serving on the HRDB. BUSINESS FOR DISCUSSION MLK EVENT AND CELEBRATION DEBRIEF Chairman Maxwell showed a PowerPoint presentation highlighting the positive and negative aspects of the MLK Event and Celebration. See attached Exhibit A for the PowerPoint presentation. Chairman Maxwell stated that in the eyes of the public, the MKL Event was well executed and considered a success. However, internally, there were several aspects of the event that he considered to have failed. The board expressed their displeasure in the following areas: • Lack of attendance from City staff and officials • Late arrival of the portable toilettes • Lack of water and refreshments • Orientation of the stage • Parade coordination control- lack of communication Human Relations Diversity Board Minutes February 7, 2013 Page 2 of 5 • Quality of the flags displayed The board expressed their pleasure in the following areas: • Ms. Sill's efforts in setting -up the Woman's Club • The caterer, "Big Mike" • Professionalism of the Ocoee Middle School Jazz Band • Performance by Tamia Dawkins • Police explorers contributed to the efficiency of the parade • Member Persad's team of volunteers The board suggested the following for future events: • Set -up and tear -down committee • Education committee that caters to the life of MLK and participants of the march • Meet and greet committee • Elect a facilities coordinator • Promotional items for the children attending the celebration • Inviting members of the NAACP • Leftover food is to be donated to local charities • To receive a list of participants and officials from staff • Designated area to greet officials Director Butler thanked Chairman Maxwell for his thorough presentation and explained that any shortcomings regarding the event will be addressed by City staff. He thanked all the volunteers for their hard work and efforts. He continued by saying that this is his first MLK Event and plans to resolve many of the issues for next year's event. Additionally, staff will continue to have primary responsibility regarding the events, and asked the members for their continued support. He explained that the West Oaks Mall has some uneven geographical areas which pose a hazard for stage orientation. He offered to find a more acceptable area of the mall for next year's event. Vice - Chairwoman Hopkins stated that the current location is used due to free power use. Director Butler continued to say that the mall is in negotiations, and the space currently used for the event may not be available next year. Director Butler informed the board of: • St. Paul's Presbyterian Church donated $100 • All budget issues have been resolved • No dogs will be allowed at next year's event He continued his presentation by saying in order to preclude future budget issues, any funds donated or collected will be brought to him for deposit. A deposit slip will accompany every check. All financial activity will be recorded on a spreadsheet and scanned into a permanent filing system. Member Henderson asked if the board has goals and objectives for the events. He also suggested using their goals as a marketing tool to approach vendors. Chairman Maxwell stated the board does; however, they have fallen short on upholding them. Human Relations Diversity Board Minutes February 7, 2013 Page 3 of 5 Member Boudakhane left the meeting at 7:43 p.m. Member Cornell asked if the issue has been resolved with the pole banners. Member Wright responded that the HRDB did pay for the banners. Director Butler stated the City contributes $7,000 to the HRDB for events and supplies; therefore, HRDB sponsored events will be charged to the HRDB account, and generic promotional items are paid for by the Community Relations Office. Chairman Maxwell inquired as to the protocol in program execution for official City meetings. Board discussion ensued and it was decided that research must be conducted in order to get the proper protocol. Director Butler offered to provide timelines and additional City staff in order to preclude any shortcomings for next year's event. He also explained to the board that City staff will continue to plan the events, and appreciates the guidance and support of HRDB members. Member Wright stated that the City's Finance Department requires motions of approval to proceed with processing the honorariums. Vice -Chair Hopkins, seconded by Member Cornell moved to give $400 to the Ocoee High School Band as an honorarium for their participation in the MLK Celebration Event Vice -Chair Hopkins seconded by Member King moved to give $200 to the Garden Community Choir as an honorarium for their participation in the MLK Celebration Event Vice -Chair Hopkins, seconded by Member Persad moved to give $400 to Allie Braswell as an honorarium for his participation in the MLK Celebration Event Vice -Chair Hopkins, seconded by Member Dawkins moved to give $300 to the Central Florida Urban League as an honorarium for their participation in the MLK Celebration Event. BLACK HISTORY MONTH ESSAY CONTEST Member Cornell stated that it was resolved at the last meeting to keep the essay contest requirements the same as last year's. However, last year's contest was open to fifth through twelfth graders, and this year it is only open to fifth graders. Member Wright stated it was her understanding to only invite fifth graders due to the judging criteria. She continued to say that the participating schools are Citrus, Spring Lake, Ocoee and Thornebrooke Elementary. Chairman Maxwell suggested moving forward with how Member Wright has set up the contest, as the limited timeframe will not allow for changes. Board discussion ensued and it was confirmed that the budget is $1,500 for the contest, and each school will have a first, second, and third place winner. First place winner= $60 Second place winner= $40 Third place winner= $20 Human Relations Diversity Board Minutes February 7, 2013 Page 4 of 5 Grand prize winner= $80 The total amount of prize awards for all schools is $560 (4 schools x $120 each + $80 grand prize). Vice - Chairwoman Hopkins suggested offering the honorable mention awards as it was well received in the past. Member Wright informed the board that the Black History Month Essay Contest will be televised on February 27, 2013, and she will procure refreshments. Director Butler asked for volunteers for the Black History Month Essay Contest judging. The following board members volunteered: Members Calloway, King, Persad, Cornell, Dawkins, Henderson, Turner and Vice - Chairwoman Hopkins. Board discussion ensued, and was decided that the essay contest judging will take place on February 20, 2013, at 6:30 p.m. in the Ison Center. Chairman Maxwell offered his services in the event that a volunteer is unable to fulfill their commitment. Director Butler stated subcommittees will not be needed as there will be more support directly from City staff. Vice - Chairwoman Hopkins requested that the board be notified in advance, via e -mail, of event plans related to the HRDB. Director Butler and Member Wright agreed. Vice - Chairwoman Hopkins stated that she would likb to see board members volunteer for events during the meeting itself. She continued to say that in an effort for the board to be abreast on items that were decided during the meeting, the recording clerk will produce action minutes and return them to the board in an expeditious manner. This will help keep the board on task and will reiterate the commitments made from board members. Member Wright informed the board that she extended the invitation to Mary Pitts to fulfill the role of Mistress of Ceremonies; however, she was open to suggestions. Board discussion ensued and it was decided that Member Dawkins would be Mistress of Ceremonies. Member Wright informed Member Dawkins that she will provide a script. She also informed the board that she will set -up refreshments, and purchase the gift cards. Additionally, she will establish a timeline and list of tasks for HRDB events, and will provide them during the summer months. Vice - Chairwoman Hopkins suggested Member Wright contact the West Oaks Mall to see if they will allow the essays to be displayed, as they did last year. Member Calloway reminded the board that the names of the children must be omitted from the essays. LEADERSHIP DEVELOPMENT / SUCCESSION PLANNING Tabled for the March 7, 2013 meeting. ADA AWARENESS DISCUSSION Member Dawkins showed an informative PowerPoint presentation on disability awareness. See attached Exhibit B for the PowerPoint presentation. Member Dawskins' goals are to promote integration and educate communities by having the HRDB sponsor a disability expo. The expo would include specialized areas, Human Relations Diversity Board Minutes February 7, 2013 Page 5 of 5 and products and services for people with disabilities. The board was very pleased with Member Dawkins' presentation. Director Butler informed the board that the City of Ocoee supports two events, the Big Orange Games, and an event for disabled adults. He suggested she speak with those groups and leverage the operations that are already available. Member Turner shared her gratitude for the presentation. MEMBERSHIP COMMITTEE Tabled for the March 7, 2013 meeting. PROMOTIONAL ITEMS COMMITTEE Tabled for the March 7, 2013 meeting. BUDGET UPDATE Tabled for the March 7, 2013 meeting. NEXT AGENDA —MARCH 7 2013 Fiesta de Colores (Butler) MLK Parade (Butler) Black History Month Essay Contest (Butler) Leadership Development/ Succession Planning Promotional Items Committee Suggestions for Items Name Tags Membership Committee Absenteeism Membership Selection Criteria Founders' Day Budget Update Status on Ex- Officio Member QUESTIONS /COMMENTS J ADJOURN The meeting adjourned at 9:59 p.m. r Tana �j,, Recording Clerk William Maxwell, Chair an Exhibit A MLK Debriefing PowerPoint Presentation ItK? ARE WE A TEAK-[? ARE R SOLDIRR,VS. SUNSHINE PATRIOT' QMAS PAINE): Paine wrote first paniph let eseries "The American Crisis" in December 3 ;opening line was designed to remind the soldiers, many of whose enlistments were about to expire in January 1777, that there was a difficult, yet rewarding, road ahead of them. o£ the Public, evervthing. t Caterer Attendance- Support Program for next event 5. Ocoee Middle School Jazz Band, an Outstanding Performance Re nation and Control Lion between the Northern �) and oufihexn (Celebration) Area. Lets arrived 45 miuutes before the ny ended.. and proceeded unashamedly i the middle of the audience /guests. o limited Communications/ Cation between the Community is Office /HRDB. t - PLANNING AND EXECUTION: Event with a definitive goal Observe Standard Protocol Procedu res For 'Official City Functions. ' 'Ensure RSVP Follow -Up And Accurate Attendance Head count Verification. 4. Designate Set -Up and Tear -Down Committee. 5. Disposition of Leftover Food (Homeless Shelter). EMONY AREA SET -UP $ �ities °� " inator (Port -To -Lets, Stage, "Cfiaf Souricl, trical Power). r; tage Preparation (precedence in Flag Displays, untmgs, Plants, Banners, etc) Telop Standard Protocol in Program ecution (National Colors, Invocation) 4. ignate A Seating Area for Visiting Elected xv Officials Not on Stage 5. Vendor Placement/ Assignments 6. Stage and Audience Orientation / Resolution r , ! COORDINATION AND LINEUP: eve 'Vritten Plan to Effectively IJtiliae all Volunteer Helpers. r Ensure CoordinAon of Parade Movement is Communicated to Mall. . Identify and Properlv Greet and Assist all Publicly Elected Officials. l , 1, . �A: eersyes, but that doesn't preclude ,, ,need for professionalism. ��. re many lts of Event Planning and !merit in which we (HRDB) should be I to continue to take the lead. de: There is no Staff to complete the they don't have the experience. Exhibit B ADA Awareness PowerPoint Presentation 2/22/2013 • Disabled is defined as one who is incapacitated by illness or injury also physically or mentally impaired in a way that substantially limits activity (Merriam - Webster's Collegiate Dictionary, 2008). • Developmental Disabilities • Acquired Disabilities • Mental Disabilities • According to the U.S. Census Bureau report "Americans with Disabilities, 1997 ", 52.6 million people (19.7 percent of the population) had some level of disability and 33.0 million (12.3 percent of the population) had a severe disability. This makes people with disabilities the largest minority in the United States! (Taken from US Department of Commerce) • It gives the City of Ocoee a heart. • Promotes a positive image of our community. • Presents our community with untapped resources. Adults (Age 15 +) With Disabilities In Millions A 15 ._. to 5 i .ter.• �... � a.. o~.h.•, o.�., Adults reporting a disability Adults reporting a severe disability Adults using assitive technology • Promoting Integration in our communities • Little changes that make a big difference • Educating 1 Familiar Faces of Disability Pictures *� � �0�� ^ �_ � ^[ve done more with nly one finger -h��:] ��N Fu�unaEvenha vou have vvithvourvvho|ebodv'' �� 1` 171 E:1