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HomeMy WebLinkAbout04-04-13CITY OF OCOEE MINUTES OF HUMAN RELATIONS /DIVERSITY BOARD REGULAR MEETING HELD APRIL 4, 2013 CALL TO ORDER - — - -- -- - - - -- - - - -- Chairman Maxwell called the meeting to order at 7:02 p.m. in the Commission Chambers of City Hall, 150 North Lakeshore Drive. Member Cornell 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 - Chairwoman Hopkins, Members Boudokhane, Calloway, Cornell, Henderson, Joseph, King, Pierce, Turner, and Wright ALSO PRESENT: Director of Support Services Al Butler, and Recording Clerk Turner ABSENT: Members Curry (A /U), Dawkins (A /E), and Zaccaro (A /U), Commissioner Keller (A /E) Chairman Maxwell informed the board that Commissioner Joel Keller is the commission liaison to the HRDB. He also stated that Member Persad resigned due to personal reasons. Chairman Maxwell greeted two (2) students attending the meeting from the University of Central Florida's Master of Social Work program. APPROVAL OF MINUTES March 7, 2013 Minutes of the March 7, 2013, meeting were accepted as written. BUSI NESS FOR DIS UDGET UPDATE Chairman Maxwell asked that the budget be discussed out of Agenda order. Director Butler informed the board that the HRDB has approximately $7,000 in their account. FIESTA DE COLORES Member Joseph arrived to the meeting at 7:10 p.m. Director Butler explained to the board that Member Wright has drafted an outline (Attachment A) as a plan of action for Fiesta de Colores. The outline can be used as template for other events. He continued by saying the outline will help establish volunteer opportunities, and aid in the success of events. Chairman Maxwell stated the approach is outstanding, but expressed his concern with the board being considered volunteers. Director Butler explained that the board collectively gives direction and has ownership through the event - planning process, then after decisions are made by the board, staff will begin the implementation phase. Vice - Chairwoman Hopkins stated that the board does not want to feel disenfranchised by the new process as they have laid the foundation for most of the events. She continued by saying that there are still Human Relations Diversity Board Minutes .April 4, 2013 Page 2 of 6 so many ways the board can contribute to the events, and it offers the opportunity to focus on the advisory aspect of events. Member Boudokhane arrived to the meeting at 7:24 p.m. Director Butler stated staff's intent is not to reduce opportunities for service by board members at HRDB- sponsored events; instead, it is to carry out City functions with the advice of the board and to invite board members to participate as individual City volunteers. Member Turner expressed to the board that she would like for the board to have more involvement in the decision making when it comes to events that the HRDB sponsors. Member King stated she feels as though board and staff are moving in the right direction. Member Wright explained that the vendor form and sponsorship letter for Fiesta de Colores will need to be updated. Once they are both updated, they can be added to the board's webpage. She continued by saying that she would like to write a letter specifically to vendors that have participated in prior years. Chairman Maxwell stated that he was able to secure a list of Founders' Day sponsors. Member Wright stated there may be a conflict in asking the sponsors of Founders' Day to also sponsor Fiesta de Colores. Chairman Maxwell asked what the board's involvement in Founders' Day will be. Director Butler stated that at a previous meeting he invited the board to help with the exhibits and presentation of the Withers- Maguire House. Vice - Chairwoman Hopkins stated that she likes the idea of sending out personalized sponsorship and vendor information to vendors of previous years. She continued by saying there are board members that are very diplomatic who can personally visit sponsors. Member Cornell stated that the board had previously discussed the idea of a database to store vendor information, and wanted to know if this was still a possibility. Member Wright answered in the affirmative. Chairman Maxwell asked if including the HRDB media disc with sponsorship information is an option. Member Wright said she can add it as a link on the HRDB webpage. Vice - Chairwoman Hopkins requested that the board have input on some of the items listed in the outline for Fiesta de Colores, and for Member Wright to present those options at the May meeting. Member Cornell stated the board had previously discussed procuring carnival -type rides for the event. Member Wright asked for a volunteer to research this matter. Member Hopkins stated that the carnival rides at various City events are a huge moneymaker. The vendor split's the proceeds with the City, and they carry full - liability insurance coverage. Member Pierce explained to the board the necessity of having liability insurance. Member Calloway stated that he has secured sorneone to sing the National Anthem. Human Relations Diversity Board Minutes April 4, 2013 Page 3 of 6 Vice - Chairwoman Hopkins stated that if the event will offer carnival rides, then the children's train ride is not needed. The decision of approval was made by consensus. Member Joseph asked that the City provide pest control for the event grounds. Additionally, the board requested that the grass be mowed, and that a special tent be provided for the DJ's equipment. Member Joseph recommended that the vendor form be changed to include a fee for the booth, and that non -food vendors must specify their specialty. Additionally, non- food vendors shall not give away food items, unless approved by the HRDB. Board discussion ensued, and it was decided to charge a $10 application fee. The board requested that the Fiesta de Colores flyer inform the public that only service animals are allowed at the event. Director Butler informed the board that event planning progress will be tracked on the outline, and the outline will be provided at each meeting. Director Butler asked the board to set the budget for Fiesta de Colores. Member Cornell, seconded by Vice - Chairwoman Hopkins, moved to allocate up to $5,000 of the HRDB's budget for the 2013 Fiesta de Colores event. Motion carried unanimously. Director Butler asked for a discretionary ± 10% of the budget in the event that staff goes over by a few dollars. The decision of approval was made by consensus. The HRDB's video was played for the board. Discussion ensued regarding including the video with the sponsorship letter; board consensus provided for the approval of including the HRDB video with sponsorship information. Member Wright stated that she can link the video on the board's webpage. She continued by saying that she will inform the board upon completion. Vice - Chairwoman Hopkins asked Member Wright to include the "pinata experience" for the next meeting. Chairman Maxwell asked the board to consider a short parade. Vice -Chair Hopkins asked Member Wright to e -mail the board once the vendor and sponsorship letters are updated prior to mailing them out. Director Butler informed the board that the upcoming outline will include sponsorship information. MLK PARADE Chairman Maxwell stated it would be beneficial to proceed with the MLK Parade with the same outline format provided for the Fiesta de Colores event. Member Wright stated she will provide an outline for the MILK Parade at the next meeting. Human Relations Diversity Board Minutes April 4, 2013 Page 4 of 6 Chairman Maxwell suggested Member Wright use his MLK Parade matrix to assist her with the outline. Director Butler asked the board to discuss retaining the Sunday MLK Parade Speaker reception. He continued by saying that for local speakers, it is a bit more challenging to participate in the parade and Sunday reception. Vice - Chairwoman Hopkins stated that the reception could be scheduled based on the speaker. If the speaker is local, then having the parade and reception during one day is best. The board agreed. Chairman Maxwell stated that he was very disappointed with the absenteeism from staff at the event. Director Butler explained that if the reception had a mission beyond greeting the speaker, there would be a greater attendance by staff. He continued by saying that staff viewed the reception as being specific to the HRDB, and less relevant to their position with the City. Member Joseph suggested the opportunity to educate during the segment prior to the MLK Celebration, and forego attempting to educate during the dinner reception. Vice - Chairwoman Hopkins stated that the HRDB could train City staff by providing a presentation during their scheduled work time. Member Wright suggested hosting a luncheon for directors. Member Henderson explained that influencing people starts at the top, as they are the ones that change behavior. Member Joseph suggested the HRDB host "lunch n' learns" for City staff. Vice - Chairwoman Hopkins stated she has a lot of experience training in the private sector, and would personally volunteer for the lunch n' learns. Member Cornell indicated the importance of having an agenda and materials for the educational lunch n' learns. Member Henderson left the meeting at 8:30 p.m. BLACK HISTORY MONTH ESSAY CONTEST Vice - Chairwoman Hopkins suggested using the outline format to plan the Black History Month Essay Contest event, and agreed to revisit the topic at a later meeting. Recess called 8:38 p.m. Meeting resumed 8:45 p.m. Director Butler offered the board the opportunity to hold meetings in the conference room of City Hall, and explained that the minutes will be action minutes given the absence of recording equipment needed for more detailed minutes. The decision of approval was made by consensus. MEMBERSHIP COMMITTEE REPORT Vice - Chairwoman Hopkins presented the proposed changes to the board's Resolution (Attachment B). Member Joseph inquired about the expectations of board members as the duties of the officers are spelled out in the Bylaws. Vice - Chairman Hopkins explained that much of what is expected from board members is described in the Operating Guidelines for Members (Attachment C). Director Butler suggested adding the below sentences to Article 3 (Membership), Section 2 (Qualifications for Membership) of the Bylaws. Human Relations Diversity Board Minutes April 4, 2013 Page 5 of 6 Members are expected to attend board meetings and participate in board - sponsored events. Applicants for membership should anticipate that participation will require considerable devotion of personal time. After board discussion ensued, it was agreed to also include the wording in the Operating Guidelines for Members. Vice - Chairwoman Hopkins, seconded Member Turner, moved that the board accept the amendments to the HRDB's Resolution as presented, and proceed with attaining Commission approval. Motion passed unanimously. Vice - Chairwoman Hopkins presented the Operating Guidelines for Members (Attachment C). Board discussion ensued regarding the invocation, and board consensus was to have a moment of reflection instead of the invocation. Member Joseph suggested pledging allegiance to the flag, reciting the mission statement, and having a moment of reflection. Director Butler suggested removing the word derogatory from the Public Conduct section of the Operating Guidelines for Members: Remarks of a derogatory or discriminatory nature by HRDB members will not be tolerated in any forum, including, but not limited to, meetings, events, electronic communications, and social media. Chairman Maxwell asked that the Operating Guidelines for Members be presented at the next meeting for further discussion. PROMOTIONAL ITEMS COMMITTEE REPORT Tabled to the next meeting INITIAL INPUT ON FOUNDERS' DAY Tabled to the next meeting NEXT AGENDA — May 2, 2013 Presentation from Lester Dabbs Fiesta de Colores MLK Parade Black History Month Essay Contest Membership Committee Report -Operating Guidelines for Members Promotional Items Committee Report Initial Input on Founders' Day Budget Update QUESTIONS /COMMENTS Director Butler informed the board that Chairman Maxwell, Vice - Chairwoman Hopkins, and Members Joseph and Turner, have membership terms expiring May 2013. He asked Human Relations Diversity Board Minutes April 4, 2013 Page 6 of 6 that each member contact Recording Clerk Turner with their intent. Member Joseph informed the board that her wish is to not be reappointed to the board. ADJOURN The meeting adjourned at 9:47 p.m. Tana Turner, Recording Clerk William Maxwell, Chairma Exhibit A 4th Annual Fiesta de Colores Outline Mayor S. Scott Vandergrift City Manager Robert D. Frank ire Ce -ater of GooclZ, coE Florida Commissioners John Grogan, District 1 Rosemary Wilsen, District 2 Rusty Johnson, District 3 Joel Keller, District 4 City of Ocoee Human Relations Diversity Board's 4 1 Annual Fiesta de Colores * Sat., September 14, 2013 Person Date to be Pre -event planning responsible Action completed By end of Sponsorships April ❑ Update 2012 sponsorship letter and packet ❑ Mail, hand deliver to potential sponsors By end of Vendors / Food vendors April ❑ Update 2012 vendor form ❑ Write vendor letter (this is different than sponsorship letter) rl Mail vendor form and letter to 2012 vendors ❑ Special outreach to secure Latin food vendors ❑ Get Certificate of Liability Insurance from food vendors- ongoing as vendors submit their applications Event flyer /web site By end of ❑ Update and finalize flyer May ❑ Post Fiesta de Colores info on city's homepage (2013 Fiesta de Colores info is currently posted on the "HRDB web page ") By end of Entertainment May r1 Request Winter Garden stage, finalize contract ❑ Finalize contract with Hispanic American Youth Group of Deltona (they have agreed to perform again this year) ❑ Book Magical Train Rides Corp. ❑ Book bi- lingual DJ 0 Request use of bounce house from Parks and Rec ❑ Request Fire Dept. puppet show and fire truck ❑ Book Cookie the Clown for face painting Equipment By end of May ❑ Latin flags (16) — inspect, order more if needed ❑ Flag stand — inspect for any damage, wear tear (stand is stored in city's Jamela storage facility) L Request Public Works inspect Clarke Road pole banners for damage, reorder banners if needed ❑ 20'X 20' white tent - Nelson's Tent — finalize ❑ Porto -lets — Waste Management - finalize ❑ Mist tents —rent? ❑ Fill out city's special event permit u Request tables and chairs from Parks and Rec (tables and chairs will be set up under the tent) 11 Door prize tickets Note: Priority tasks are listed. There will be other miscellaneous items that will be assigned and completed leading up to event day. Person Date to be Pre -event planning responsible Action completed By end of Videography /Photography May ❑ Book Mike Bissett, videographer C Book Jennifer Roper, photographer _ By end of Publicity June P Fliers printed and ready to be distributed I =1 News releases ❑ Fiesta event program (distributed on event day Sept. 14) 11 West Orange Times paid advertisement — run ad in Sept. 5 issue L1 La Prensa newspaper paid advertisement — run ad in Sept.5 issue By end of Promotional Signage June ❑ Order (2) outdoor signs for Bluford and Geneva /White & Clarke Rd. C! Request Public Works Dept. post signs on August 23 By end of Ocoee Police Operations Plan July ❑ Operations plan L VMS boards for Bluford Ave.and Clarke Road posted on Sept. 5 0 Road closure / Starke Lake boat dock ❑ OPD Color Guard for opening ceremony By end of Fiesta de Colores Pole Banners for Clarke Road August ❑ Banners hung on Clarke Rd. on Aug. 29 to promote the Fiesta and Hispanic Heritage Month - -Sept. 15- Oct.15 Note: Priority tasks are listed. There will be other miscellaneous items that will be assigned and completed leading up to event day. Exhibit B Proposed HRDB Resolution Amendment RESOLUTION NO. 2M 2013 -M A RESOLUTION OF THE CITE' OF OCOEE, FLORIDA AMENDING RESOLUTION NO. 200444 -10 RELATING TO THE HUMAN RELATIONS /DIVERSITY BOARD BY PROVIDING FOR A CHANGE IN ATTACHMENT 66A99 AND ATTACHMENT 66B99 TO RESOULTION 20044 TO CHANGE THE TERM OF SERVICE; AI art W —TUEZ C mtM48 IO T4 W - AI? - E LI' � � - A,tx TERINC AND CLARIFYING MEMBERSHIP QUALIFICATIONS — AV E? , C AR , UT!dlldls I',, PROVIDING FOR TERMINATING A MEMBER UPON EXCESSIVE ABSENCES; CLARIFYING OTHER REQUIREMENTS; PROVIDING FOR SEVERABILITY; PROVIDING AN EFFECTIVE DATE. WHEREAS, Article II, Section C -8.0 of the Charter of the City of Ocoee, Florida, provides that the City of Ocoee has the power to create boards, commissions and committees to advise and assist the City in carrying out municipal functions; and WHEREAS, the City Commission of the City of Ocoee adopted Resolution 2004 -11 creating the Hunan Relations Diversity Board and adopting its By -laws; and WHEREAS, the City Commission believes it is in the best interest of the city and the beard - Board to amend Sections III (BA) and E of the General Purposes of the Human Relations /Diversity Board entitled "Membership ", amend Section IV (B) of the General Purposes of the Human Relations /Diversity Board entitled "Officers," a-nd -amend Article 3 entitled "Membership" of the By -laws of Human Relations /Diversity Board, idrn g-t-lie autlg -;, -y of the C-4- n ... c ations qua decinsitappropFi amend Article 4 entitled "Officers" of the Bylaws of the Human Relations /Diversity Board and amend Article 5 entitled "Duties of Officers" of the Bylaws of the Human Relations /Diversity Board NOW, THEREFORE BE IT RESOLVED BY THE CITY COMMISSION OF THE CITE' OF OCOEE, FLORIDA, AS FOLLOWS: SEC'T'ION L Authority The City Commission of the City of Ocoee has the 1 k 006,309 84-2 authority to adopt this Resolution pursuant to Article VIII of the Constitution of the State of Florida, Article II, Section C -S.0 of the Charter of the City of Ocoee, Florida and Chapter 166, Florida Statutes. SECTION 2. Purpose The amended purpose, objectives, membership, and officers of the City of Ocoee Human Relations /Diversity Board shall be as set forth on Exhibit "A" attached hereto and incorporated herein by reference, amending Section III entitled "Membership" Paragraph (D) as attached. SECTION 3. y. Bylaws The amended Bylaws for the City of Ocoee Human Relations /Diversity Board shall be as set forth on Exhibit "B" attached hereto and incorporated herein by reference, amending Article 3, entitled "Membership" as attached. SECTION 5. Severability If any section, subsection, sentence, clause, phrase or portion of this Resolution is for any reason held invalid or unconstitutional by any court of competent jurisdiction, such portion shall be deemed a separate, distinct and independent provision and such holding shall not affect the validity of the remaining portion hereto. SECTION 6. Effective Date. This Resolution shall become effective immediately upon passage and adoption. PASSED AND ADOPTED this day of 20--1-(1 Attest Beth Eikenberry, City Clerk (SEAL) FOR USE AND RELIANCE ONLY BY THE CITY OF OCOEE, APPROVED AS TO FORM AND LEGLITY THIS DAY OF 284 -02013 CITY OF OCOEE, FLORIDA S. Scott Vandergrift, Mayor READ FIRST TIME AND ADOPTED , 280 UNDER AGENDA ITEM NO. 2-1- eea- aeaaaa -a FO LEY Q r n RDNEp r r °Shuffield Lowman and Wilson I: City Attorney F.XHIRIT A CITY OF OCOEE HUMAN RELATIONS /DIVERSITY BOARD I. PURPOSE The general purpose of the Human Relations /Diversity Board ( "HRDB ") is to promote understanding, respect, goodwill, and equality among all citizens and businesses of the City of Ocoee. In no event shall the HRDB by itself possess any decision - making authority or be authorized to bind the City of Ocoee. II. Objectives A. Foster mutual understanding and respect among all persons emphasizing the positive impact that diversity brings to the City of Ocoee; B. Facilitate communication between the City Commission and citizen groups, individuals, and businesses; C. Assist the City Commission in educating the community through projects devoted to the elimination of prejudice, racial tension, intolerance, or discrimination; D. Provide suggestions and encouraging equality of treatment for, and preventi n, discrimination against, any persons or businesses by Ocoee City government; E. Serve as an informational conduit to the community at large; and F. . Assist the City Commission and staff, as requested. III. Membership A. The HRDB shall consist of no less than seven (7) and no more than fifteen (15) members. The City Commission shall designate one member of the City Commission and the City Manager shall designate one member of staff, both of whom will serve as ex officio non - voting members and are included in the authorized number of members Board HRDB members will be appointed by the City Commission from a list of interested and eligible persons who have completed the application form for membership on City boards and committees, and who are representative as ro of the diversity of the �'� zycommunity including race, sex, age, religion, disability, sexual orientation, and ethnic group. O +�n=tia1 ' � ITD11R 1 if {' +l, 1„„•� /!„-!, +1 1 IF'F +l ' +' 1 T -TRTIR I ��1 nurri members terrns and ted ffective May 2014 all members shall serve a three (3) year term and may be reappointed irrespective of the number of terms previously served however, to ensure that approximately one -third of the Authorized membership positions become vacant in any given year the City Commission may make appointments of one and two years of service.* *NFF-D n ecrcT n NGE to reflect tfansition to 3 year * * ** B All persons who reside in Ocoee who own real property in Ocoee or who are owners of businesses located in Ocoee shall be eligible for membership. Persons who were convicted of a felony or a misdemeanor involving moral turpitude are ineligible. The City Commission reserves the right to waive the foregoing membership qualifications when the City Commission deems it appropriate. BC. Members of the HRDB shall meet as determined by, and in accordance with, the provisions of the By4yawsBylaws for the HRDB and/or at such other times as may be called by the Chairman thereof. Notice of each meeting shall be provided to all members of the HRDB within a reasonable time prior to the meeting. All meetings of the HRDB will be open to the public with notice of the place, day and hour of the meeting posted at Ocoee City Hall at least forty -eight (48) hours in advance of any such meeting. ED. Members shall be subject to the Florida Sunshine Law. As 7DE. The members of the HRDB may not vote upon a matter at a meeting unless 50% plus one of the members (a quorum) is present. Ex officio members are not to be included in a count of the members for the purpose of determining whether a quorum is present "110 aFe WA'fleFS 0fbHSiF)eSSeS leeated in Ocoee, shall be eligible foF membership. Tho HS W110 W eFe ennvir tee Ofn F 1 r misde e 1 1 r d The commission reseFVeS the right to waive the foregoing membership qualifications when th-e commission deefzns it appfopfia4-L--. GTG F. All members serve at the pleasure of the City Commission and may be removed for cause at any time. In no event will the HRDB have the authority to remove any member Any member who misses three consecutive regular meetings or five regular meetings in a 12 -month period shall be deemed to have resigned unless one or more of the absences was approved by the HRDB Any member submitting a voluntary resignation must do so in writing to the City Clerk IV. Officers A. The officers of the HRDB shall be a Chairman, a Vice- Chairman Elect, and -a Past- Chairman, —and any such other officers and assistant officers as may be deemed necessary by affirmative vote of a majority of the members present at a meeting at which a quorum is present. A secretary shall be provided by the City of Ocoee. B. The Chairman shall in general supervise and control the affairs of the HRDB and perform all other duties incident to the office of Chairman. In the absence of the Chairman or in the event of his or her death or inability to act, the Vices Chairman -Elect shall perform the duties of the Chairman, and when so acting, shall have all the powers of the Chairman._ qapaq d iIn the absence of the 3 - Chairman and Chairman -Elect the Past - Chairman shall perform the duties of the Chairman, and when so acting, shall have all the op wers of the Chairman. C. O fficers The Chairman -Elect shall be elected by the affirmative vote of a majority of the members present at a meeting at which a quorum is present. At the end of his or her term the Past - Chairman shall cease to hold office the Chairman shall become the Past- Chairman, and the Chairman -Elect shall become the r.,,,, , ; +; t adif ire D. Each officer shall hold office for a term of one (1) year commencing upon his or her appointment to office or until his or her expiration of membership, death, resignation or removal. O ffi , be removed in th „ n„� Ft , i ... IM aro --. V. Bylaws A. The Bylaws for the HRDB shall be as set forth on Exhibit "B" attached hereto and incorporated herein by reference. B. Unless otherwise provided in its By -laws, the HRDB shall follow Robert's Rules of Order (latest edition). ee� - EXHIBIT B CITY OF OCO]EIE HUMAN RELATIONS/DIVERSITY BOARD ARTICLE 1 (Name of Organization) The official name of this organization shall be the City Of Ocoee Human Relations /Diversity Board ( "HRDB ") ARTICLE LIE 2 (Purpose and Objectives) 1. Purpose. The general purpose of the HRDB is to promote understanding, respect, goodwill, and equality among all citizens and businesses of the City of Ocoee. In no event shall the HRDB by itself possess any decision - snaking authority or be authorized to bind the City of Ocoee. 2. Objectives. The objectives of the HRDB are- as--fiellows: A. Foster mutual understanding and respect among all persons, emphasizing the positive impact that diversity brings to the City of Ocoee; B. Facilitate communication between the City Commission and citizen groups, individuals, and businesses; C. Assist the City Commission in educating the community through projects devoted to tlicel Mil natien-,-,fn prejudice, racial tension, intolerance, or discrimination; D. - Provide suggestions and enco equality of treatment for, and prevent discrimination against, any persons or businesses by Ocoee City government; E. Serve as an informational conduit to the community at large; and F. Assist the City Commission and staff as requested. ARTICLE 3 (Membership) 1. Number of Members. The HRDB shall consist of no less than seven (7) and no more than fifteen (15) members. 2. Qualifications for Membership. Only those persons who are legal residents of the City of Ocoee, or who own real property in Ocoee, or who are owners of a businesses located in Ocoee shall be eligible for membership. Pe rsons wh o were con victed of a felony mis involving moral turpi are inelig ible. - The Ci commission reserves the right to waive the foregoing membership qualifications when the City Ceommission deems it appropriate. 3. Manner of Selection of Members. The City Commission shall designate one member of the City Commission and the City Manager shall designate one member of staff, both of whom will serve as ex officio non - voting members. BoaFd Other HRDB members will be appointed by the City Commission from a list of interested and eligible persons who have completed the application form for membership on City boards and committees, and who are representative as to the diversity of the Community including race, sex, age, religion, disability, sexual orientation, and ethnic groups. 4. Term of Appointment. Of the i , b „r,> HRDB one h of th r r>, eFs ( ir im mir- one- -hit if tile i,iti „1 I­i a l l nAj nimnbel Hf rriein shall be a 40 st rve -it- o ne yEit1= tet =11 l-ll& remaining initial „13•,, shall serve a T of two Th eF ft el - H il „b sh , t wo (2) yeaf t, mis a „ - y - be tamer e1 - pt- evicouss , ,erved All members shall serve three (3) year terms and m ay re appointed, irrespective Of tile nu mber of term s_prev_iouslV_ served. 5. Termination of Membership. All members serve at the pleasure of the City Commission and may be removed for cause at any time. ^�bP4•. —An member who misses t co nsecutive regula meeti or five regular meetings in a 12 -month period shall be deemed to have resigned unless one or mor of the abs ences was amrgved by the HRDB. Any m a voluntary resignat must do , n b e - ; . b f;., so in writing to the CityC � _ iv�L••� _ —_— �--- erry -bo d-n „tr ` tth(3tt }F8'vi' - F}tic&40 4hc ic�� the > shall t h . In the event that a member is d a � + a i n a man nef that sue €th JJRDB- r can a vvitlr i ,, +„ �,,, T � -e- , >+ }- •i i d � f a rrc�zi a- +z = =-- i- �� �i-r, b a ,,,00 - rem oved by action of the City Commission or is - deemed to have refined thro e xcess -_v_e_unapproved_absences notice of termination shall be promptly sent by the HRDB secretary • �c ri ra„ �rccr. ARTICLE 4 (Offl eers) The HRDB shall elect from among its members a Ch x e C hairn Chaimian- Elect and any such other officers and assistant officers as may be deemed necessary by affirmative vote of a majority of the members present at a meeting at which a quorum is present. At the end of his_ ur her ,term- as C hairman - Elect, the inc shall bec Chairman and the for Cha irman shall become the Past - Chairman._ Officers shall each serve for a term of one (1) year or until their successors are elected. Officers shall not be limited in the number of terms they serve. Vacancies which occur among the officers of the HRDB during term of service may be filled by the HRDB at its next regular meeting, provided that there is at least one week's notice of the election prior to the meeting. * "n d e +l xEi ARTICLE 5 (Duties of Officers) 1. Duties of the Chairman. The Chairman shall preside at all meetings of the HRDB and shall hold ex- officio membership on all subcommittees. The Chairman shall perform all other duties ordinarily pertaining to the office and shall appoint all subcommittees whose composition or method of selection is not provided for elsewhere in these By -laws. 2. Duties of the Viee GhairmanChairnnan- Elect The Vice Chaii-11 - _- Chairman -Elect shall perform the duties of the Chairman in the absence of the Chairman chair one or more subcommittees, or undertake additional duties assigned by the Chairman - 3. Duties of the Past -- Chairman. The Past -- Chairman shall perform the duties of the Chairman in the absence of the Chairman and Chairman -Elect ** *maybe add committe&-eQ -" chair one or more subcommittees or undertake additional duties assigned by the Chairman 4_. Duties of the Secretary. The City Clerk shall assign a person to serve as secretary of the HRDB. Said person shall have the duties normally assigned to such a position including duty of preparing minutes of each regular or special meeting of the HRDB preparing correspondence, and making and posting announcements of HRDB and subcommittee meeting 2-. 5.The duties of any office created by the HRDB shall be those assigned in the motion creating the office but cannot conflict with the duties assigned to any office established by these Bylaws ARTICLE 6 (Subcommittees) The HRDB may create such subcommittees as may be required to attain its objectives as set forth in Article 1I. Subcommittee GhaiFpeFsons Chairmen shall be selected by the members of each subcommittee and shall be subject to confirmation at the next regular meeting of the 12-) 996 - :3988842 HRDB. Members of subcommittees need not hold membership in the HRDB, however, any person serving as a Subcommittee Chai�on Chairman must be an HRDB member. ARTICLE 7 ( Meetings) 1. Regular Meetings. Regularly scheduled meetings shall be held throughout the year. The frequency and specific calendar shall be determined by consensus at the first meeting of the year and shall include a first meeting date for the following calendar year. Notification of all regular meetings shall be provided to all members no less than seven (7) days prior to sa4-d- meeting. All meetings of the HRDB shall be open to the public with notice of the date, place, and time posted at Ocoee City Hall at least forty -eight (48) hours in advance of any such meeting. The secretary shall prepare minutes of each regular meeting,- 2. Special Meetings. Special meetings may be called by the Chairman or the Vice - Chairman- Elect or by a majority of the HRDB members. Notification of all special meetings shall be posted in the same manner as regular meetings but with not less than five (5) days prior to said meetin Special meetings shall be conducted in the same manner as a regular meeting but shall be limited to the conduct of business specifically set forth in the notice. The secretary shall prepare minutes of each special meeting. 2: Subcommittee Meetings Subcommittees may meet with such frequency as they deem appropriate for the assigned task Notification of all subcommittee meetings shall be provided to all members no less than five (5) days prior to each meeting. All meetings of any subcommittee shall be open to the public with notice of the date place and time posted at Ocoee City Hall at least forty -eight (48) hours in advance of any such meeting. Subcommittee meetings shall be conducted in the same manner as a regular meeting but shall be limited to the conduct of 134- eeG:-3esaa4--2 business according to the scope of the subcommittee. Subcommittee meeting minutes need not be prepared but if they are prepared may be created by any person designated by the Subcomnnittee Chairman. ARTICLE 8 (Quorum and Voting) 1. Quorum. For the purpose of conducting the regular business of the organization, 50% plus one of the total of all currently duly qualified members shall constitute a quorum. Ex officio members cannot be counted when determining the presence of a quorum. 2. Voting. Voting shall be done by voice vote or by show of hands at the discretion of the Chairman. Votes may only be taken at a properly noticed meeting at which a quorum is present. Unless otherwise provided in these By -laws, the passage of any item shall require a simple majority vote of those in attendance. Each duly qualified member in attendance, including officers, shall be entitled to one vote. Voting by proxy, absentee ballot, electronic mail, or by telephone shall not be permitted. ARTICLE 9 (Parliamentary Authority) The parliamentary procedural rules found in the current edition of Robert's Rules of Order shall govern HRDB meetings and actions in all cases where they are not in conflict with these By- laws. 141 °a 884 2 Exhibit C Operating Guidelines for Members Human Relations Diversity Board Operating Guidelines for Members Purpose and Intent of Policy and Procedure Manual The Human Relations Diversity Board (HRDB) is comprised of up to fifteen (15) participating individuals who have gathered to promote understanding, respect, good will, and equality among all citizens and businesses of the City of Ocoee. In order to accomplish this task, we must initiate a uniform representation of our goals to abide our mission statement, and to promote the ideology and integrity of these established standards of conduct. This policy and procedural document is obligatory and incumbent on each member to adhere to the following procedures and responsibilities. Mission Statement "Uniting Ocoee by celebrating the ethnic and racial diversity of our people and establishing resources, which will service the many cultures within our community." Attendance Any member who misses three consecutive regular meetings or five regular meetings in a 12- month period shall be deemed to have resigned unless one or more of the absences was approved by the HRDB. Absences must be reported to the secretary in advance of a meeting or as soon as practicable to be considered excused. Acceptable reasons for absence are illness of self or immediate family member, loss or destruction of personal property, or circumstances beyond the member's control. The member will not be required to proz -ide personal medical information. Any other absences will be considered unexcused. 0.. SCC11 — The board secretary shall notify the Chairman -Elect if the Chairman is unable to attend a meeting. Meeting Etiquette Meetings of the board are to be conducted in a professional and business -like manner. No food or drink is allowed in the City Hall chambers. A water fountain is available in the City Hall reception area. The meeting Chairman will conduct meetings in an orderly fashion. The latest edition of Robert's Rules of Order will take precedence during meeting sessions. The "Basic Parliamentary Information" guide is Appendix A of this document. After a board meeting is called to order, the Pledge of Allegiance will be recited and a non- denominational invocation given. No member shall be required to participate in the pledge or invocation if prohibited by their religious or personal principles. During discussion periods, no one person shall attempt to control or unduly influence the decision of other board members. Conversations and personal cross talk unrelated to the agenda will not be permitted between members during meetings. All remarks should be related to the board's business. The meeting chairman has the authority to request any person engaging in any inappropriate behavior to leave the meeting facility. Pagel of 2 Human Relations Diversity Board Operating Guidelines for Members Dress Code Since meetings of the board are to be conducted in a professional manner, members are expected to attend board and committee meetings in office or business attire which can include dress jeans and sports apparel. No shorts, bare feet, or clothing that would be revealing or indicate an unkempt or unclean appearance will be permitted. In addition, evening wear of any type would be considered inappropriate attire for a business meeting. The meeting chair will be responsible for assessing any member's personal appearance that may come into question. If a member is determined to be inappropriately attired, the member may be asked to leave and, if possible, return when appropriately attired. Each member of the HRDB shall be provided with an official HRDB shirt for their use at HRDB functions or when representing the HRDB for the purpose of soliciting community participation or donations. Any other use is not permitted. Public Conduct Persons who were convicted of a felony or a misdemeanor involving moral turpitude may not serve as a member of the HRDB. Remarks of a derogatory or discriminatory nature by HRDB members will not be tolerated in any forum, including, but not limited to, meetings, events, electronic communications, and social media. Members will not engage in conduct or activity that may raise questions as to the HRDB's reputation or otherwise cause embarrassment to the HRDB or city of Ocoee. Member will not engage in activities that are a conflict of interest with HRDB activities (such as promoting a personal business at an HRDB event). Sunshine Law The HRDB is subject to Florida's Government -in- the - Sunshine Law. Commonly referred to as the Sunshine Law, it provides a right of access to governmental proceedings of public boards or commissions at both the state and local levels. The law is equally applicable to elected and appointed boards, and applies to any gathering of two or more members of the same board to discuss some matter which will foreseeably come before that board for action. There are three basic requirements of the law: (1) meetings of public boards or commissions must be open to the public; (2) reasonable notice of such meetings must be given; and (3) minutes of the meetings must be taken and promptly recorded. It is incumbent for each HRDB member to abide by this law. Resignation Any member submitting a voluntary resignation must do so in writing to the City Clerk. Page 2 of 2 Y RC d- to C'] 0 - C" 2 n. 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