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HomeMy WebLinkAbout03-07-13CITY OF OCOEE MINUTES OF HUMAN RELATIONS /DIVERSITY BOARD REGULAR MEETING HELD MARCH 7, 2013 CALL TO ORDER __ I Chairman Maxwell called the meeting to order at 7:06 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 that there was a quorum. PRESENT: Chairman Maxwell, Vice- Chairwornan Hopkins, Members Boudokhane, Calloway, Cornell, Dawkins, Henderson, Joseph, and Pierce ALSO PRESENT: Director of Support Services Al Butler, and Recording Clerk Stella McLeod ABSENT: Members Curry (A /E), King (A /E), Persad (A /E), Turner (A /E), Wright (A /E), and Zaccaro (A /U) Director Butler informed the board: • Member Del Valle resigned. • Member Persad is considering resigning. • City Commission will make their appointment to the board after the elections (March). • Member Zaccaro has been contacted regarding her absenteeism and intent to remain on the board, but has not responded. APPROVAL OF MINUTES February 7, 2013 Minutes of the February 7 2013 meeting were accepted with modifications. BUSINESS FOR DIS Director Butler presented an expenditure report (February 2013). Please see Exhibit A. Member Joseph left the meeting at 7:16 p.m. Member Cornell asked if the board could receive an account balance. Director Butler explained he cannot because of a four -month lag time. However, the board has spent approximately $5,300 with about $9,000 left in the account. Member Joseph returned to the meeting at 7:21 p.m. Director Butler asked for a motion accepting the expenditures as provided in his report. Member Calloway, seconded by Member Pierce, moved that the staff recommendations for the expenditures by HRDB as reported, be accepted. The motion carried unanimously. Human Relations Diversity Board Minutes March 7, 2013 Page 2 of 4 FIESTA DE COLORES Director Butler informed the board that he has tasked staff with identifying needs and duties for the Fiesta de Colores event. He continued by saying that staff will put together a list of tasks, and present them at the next meeting. MLK PARADE Director Butler stated that the Fiesta de Colores event, the MLK Parade, and the Black History Month Essay Contest will need to appear on the agenda for each meeting. BLACK HISTORY MONTH ESSAY CONTEST Chairman Maxwell presented a Black History Essay Contest debriefing. Please see Exhibit B. Member Henderson suggested that they have someone to take photos when certificates are given to the winners. Director Butler took note of the suggestion and added it to his task list. Chairman Maxwell said that the Mayor's continued participation shows the Commission's support /endorsement of the event. He continued by saying communication needs to be made with the Mayor and Commissioners to let them know they are welcome to come to the event, as it conveys unity to the community. It was discussed that the Fiesta de Colores event could be scheduled at the end of September; however, a determination was not made. LEADERSHIP DEVELOPMENT / SUCCESSION PLANNING Director Butler suggested having a chair -elect in order to maintain continuity. He continued by saying that board terms change in May and elections are also in May. Director Butler also suggested moving elections to July so that the new appointments have a chance to experience being on the board before selecting officers. He continued by saying that two -year terms do not help with the turnover issue, and terms should be for three years. Director Butler said because there is a gap in the board's calendar of events, they can hold a team - building exercise during the break. Member Cornell inquired if the board's by -laws would need to be amended in order to address certain issues such as a dress code for events. Director Butler stated that these types of issues can be addressed by creating a guideline. Director Butler informed the board that changes may be made regarding background checks for volunteers assisting with activities involving children. Vice - Chairwoman Hopkins commented that there is no provision in the by -laws that allows the board to vet or recommend a member. Board discussion ensued, and suggested ideas included a panel interview for the selection process, and to speak with potential members and explain the board's goals. Human Relations Diversity Board Minutes March 7, 2013 Page 3 of 4 Chairman Maxwell suggested using the by -laws and charter to formulate criteria for the board. He continued by saying that a membership committee is needed. Director Butler suggested resolving the issues by adopting internal legislation, establishing criteria for membership, dealing with absenteeism, and providing pre - volunteer education. He continued by saying that board terms should be three -year terms. As the terms are a part of the enabling legislation, the Commission will need to be approached in order to change it. Director Butler suggested the board make motion to form a membership committee. Vice - Chairwoman Hopkins, seconded by Member Cornell, moved that a membership committee be established with the responsibility of setting up membership guidelines . and establish operating procedures and guidelines (policy manual, changes to the by- laws). Motion carried unanimously.. Board discussion ensued, and it was decided that Vice - Chairwoman Hopkins will be the sub - committee chairperson. She appointed Members Cornell and Calloway to serve on the sub - committee. She continued by saying that the committee will give a report to the board by the next meeting (April). Director Butler stated that the sub- committee meeting will be announced. He continued by saying that the sub-committee will address topics such as membership and leadership development. PROMOTIONAL ITEMS COMMITTEE Member Cornell suggested that the board acquire promotional items to be passed out during City events for the purpose of keeping the HRDB on people's minds. Director Butler stated that a budget should be established for promotional items. After board discussion ensued, a budget limit of $1,000 was established. Member Joseph, seconded by Member Boudokhane, moved to establish a promotional items sub - committee consisting of Members Cornell and Dawkins who will have a working budget of $ 1000. The motion carried unanimously. MEMBERSHIP COMMITTEE Discussed under Leadership Development FOUNDERS' DAY Director Butler expressed his desire for the board's participation in this event. He continued by saying the board could focus on the impact that the founders had on the diversity of the community. He explained that he would like to place exhibits within the Maguire House. Director Butler suggested that the board start on this project in the month of June. Chairman Maxwell stated that he would like a member to begin researching the matter, so that in June, the board will be ready to proceed with the project. Human Relations Diversity Board Minutes March 7, 2013 Page 4 of 4 Vice - Chairwoman Hopkins asked when the Spring Fling event is, and if the board will have a table there. Director Butler answered that the event will be in March, and the board may participate if they so wish. However, thematically, it does not fit the board (it is a safety event). BUDGET UPDATE Addressed in previous discussion STATUS ON EX- OFFICIO MEMBER Addressed in previous discussion NEXT AGENDA —MARCH 7 2013 Fiesta de Colores MLK Parade Black History Month Essay Contest Membership Committee Report Promotional Items Committee Report Initial Input on Founders' Day Budget Update QUESTIONS /COMMENTS ADJOURN The meeting adjourned at 9:03 p.m. Z Diana Turner, Recording Clerk William Maxwell, Chairman Exhibit A Expenditure Report (February 2013) A B C D E 1 EVENT PURCHASE DATE COMPANY ITEM AMOUNT 2 Bl ack History Month Essay Conte 2/9/2013 Office D epot _ Frames & Certificate Paper $72.06 3 Black History Month Essay Contest 2/23 /2013 Walmart Refreshments $37.85 4 Black History Month Essay Conte j 2/23/2013 Barnes & No Gift Ca $590.00 5 Black History Month Essay Contest 2/27/20 Office Depot_ Essay CD /DVD's $5 2.77 6 Black History Month Essay Contest 2/28/2013 Office Depot Essay Certificate Paper $3.88 7 Black History Month E ssay Contest 2/2 8/2013 Mic hael Bissett Videotape and Edit Event $180.00 8 SUBTOTAL $936.56 9 10 MLK Parade 2/2/2013 West Orange Times Display Ad $270.00 11 MLK Parade 2/2/2013 Betty J's Florist Flower Arrangements $281.25 12 MLK Parade 2/28/ Michael Bissett Vi deotape an Edit Event $342.00 13 -__ _ SUBTOTAL $893.25 14 - 15 - TOTAL FOR M ONTH $1,829.81 16 -- — - - 17 TOTAL TO DATE FOR MLK PARADE _$_3,899.52 18 TOTAL TO DATE FOR ESSAY CONTEST_ $936.56 19 OTH HRDB EXPENSES TO DATE $476.53 21 TOTAL HRDB EXPENSES IN FY 2013 $5,312.61 22 - - -- -- 23 Other Expenditures by the City Supporting the Mission o Diversity: 24 -Orange County Black History Month Ga program display ad - $250.00 25 - Orlando Times displa ad for the Florida Classic program - $285.60 26 - Orlando Times display ad for the Black History Month Special Edition - $294.52 Exhibit B Black History Essay Contest Debriefing 7 MARCH 2013 SUBJECT: BLACK HISTORY ESSAY CONTEST DEBRIEFING By William E. Maxwell, Chairman Human Relations/Diversity Board 1. Essay Evaluation Criteria - - -- Revisited, Revise as Necessary • Planning and Execution • Theme and Concept • Budget Formulation, Evaluation, Approval and Allocations of Funds to Support the Event. • Publicize The Event through increased Media Exposure (City web site, Newsletter and West Orange Times, Orange TV) 2. Plan More Time For Essay Review (Solicit Assistance) • Retired Educators in the Community (City Newsletter as POC) • Form a Pool of Volunteers Who are Experts in English Composition • Get Essays to Schools in December • Clearly Defined Guidelines which will generate Originality, Creativity and Heightened Interest. • Steer them away from Commonly talked about Black Contributors To the Civil Rights, Equality Struggle for all Minorities. 3. THE CEREMONY; EXCELLENT • Nicole and Patricia .............Outstanding and very coordinated • Jennifer and Barbra were very soothing and calming to the Kids • Event Time and Duration was superbly executed in 47 minutes. Parents appreciated the expeditious manner in which you moved program along. • The DVD's provided to the Kids and their Families were greatly appreciated by all. ® Develop a Standard Protocol for the Recognition of: - Parents - Teachers - Principals - Board Members - Sponsors - Elected Officials 4. TIMED PHOTO OPPORTUNITY: - Parents, Family Members, Teachers, Officials and Board - School Groups In Order with Writer, Teachers, Principals, Officials and Board Members 5. REFRESHMENTS: - Seek Food and Refreshment donations from local Merchants - Develop a Solicitation Letter to Ask for donations - Pick -Up, Set -Up and Tear -Down Crew 6. LESSONS LEARNED: - That we do not have to look outside of HRDB for Talent (Nicole & Patricia were outstanding). - With proper planning and execution, we could solicit and use the expertise, time, and skills of the "Retired Teachers & Principals in our community to read, evaluate, grade and rank the Essay Entries from each of the participating schools. - Board Members would then be able to meet and decide on winning entries. The objective is to get Board Members out of the subjective roles of determining winners and losers; thereby escaping any would -be criticisms of the community. - Would also give those Volunteering Senior Citizens a feeling of involvement in our city and community. They could be rewarded with an invitation to the annual Volunteer Dinner hosted and sponsored by the City.