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Home My WebLink About05-02-13CITY OF OCOEE MINUTES OF HUMAN RELATIONS /DIVERSITY BOARD REGULAR MEETING HELD MAY 2, 2013 CALL TO ORDER Chairman Maxwell called the meeting to order at 7:02 p.m. in Room 109 of City Hall, 150 North Lakeshore Drive. Following a moment of personal reflection and the Pledge of Allegiance to the Flag, a quorum was declared present. PRESENT: Chairman Maxwell, Vice - Chairwoman Hopkins, and Members Boudokhane, Calloway, Curry, Dawkins, Henderson, Joseph, Pierce, Turner ALSO PRESENT: Lester Dobbs, Mayor Vandergrift, Commissioner Grogan, Support Services Director Al Butler, Staff - Liaison Wright, and Recording Clerk Turner ABSENT: Members Cornell (A /E), King (A /E), and Zaccaro (A /E) BUSINESS FOR DISCUSSION Member Joseph arrived to the meeting at 7:05 p.m. Chairman Maxwell introduced and welcomed Mr. Lester Dobbs and Commissioner John Grogan. Chairman Maxwell spoke briefly about the guests and afforded them the opportunity to present the proposed North Cemetery Plan. PRESENTATION BY LESTER DABBS Mr. Lester Dabbs presented an overview of his efforts with respect to the African American cemetery site in North Ocoee. (Attachment A) Commissioner Grogan presented to the board the North Cemetery Plan (Attachment B). He explained that the City is discussing setting aside budgetary funds to execute landscaping plans and the addition of a gazebo -type structure with a memorial. Commissioner Grogan continued by saying that the plan will be conducted in phases within a two -to three -year timeframe. He invited the HRDB to hold events on the hallowed ground once the site is completed. APPROVAL OF MINUTES April 4, 2013 This item was discussed out of Agenda order. Minutes of the April 4. 2013 meeting were accepted as written FIESTA DE COLORES Staff - Liaison Wright presented the 4t" Annual Fiesta de Colores outline (Attachment C). Staff - Liaison Wright asked for board consensus regarding sponsorship from La Jefa radio station; the board reached consensus to approve that sponsorship. Additional topics discussed for Fiesta de Colores were: • The board agreed to research having Latin food trucks at the event. • Member Boudokhane volunteered to reach out to local Latin food vendors. • Carnival -type rides are not available. Board consensus is to invite the Magical Train Rides Corporation. Human Relations Diversity Board Minutes May 2, 2013 Page 2 of 3 • Two of the twenty pole banners were missing; board consensus was to not order replacements. • Staff - Liaison Wright will reach out to the Parks and Recreation Department for the Latin flags. • Member Calloway secured Tamara Munch (sp ?) to sing the National Anthem. • Chairman Maxwell asked to consider the concept of a short parade. Director Butler responded that it is best to first look at the impact of other supporting events and get input from other City departments that would be needed to support a parade. This item is to be discussed at the June meeting. • Chairman Maxwell, and Members Boudokhane and Calloway volunteered to mark vendor spaces at the event grounds. MLK PARADE Staff - Liaison Wright presented the 9th Annual Martin Luther King, Jr. Unity Parade outline (Attachment D). After board discussion, the following was decided: • Develop a list of keynote speakers. • Member Calloway volunteered to invite Gail Paschall -Brown (keynote speaker). • Vice - Chairwoman Hopkins volunteered to contact Allie Braswell (Master of Ceremonies). • Chairman Maxwell volunteered to invite the Garden Community Choir. • Member Boudokhane volunteered to assist Staff - Liaison Wright in securing the West Oaks Mall. • Member Boudokhane asked to invite a local pastor for the invocation and benediction. • Staff - Liaison Wright will invite Walgreens for health screenings. Member Turner asked to include diabetes screening, but this will need to be researched as it may involve blood pricks. • Member Dawkins volunteered to contact Katie Wise, winner of the 2013 essay contest. • Chairman Maxwell volunteered to invite the West Orange High School band to participate in the parade. • Members Calloway and Boudokhane volunteered to contact Dunkin Donuts for parade- staging area refreshments. The board also discussed holding the event at an alternate venue and reversing the parade route. The board agreed to continue discussion on this topic at the June meeting. Chairman Maxwell volunteered to develop an educational presentation for the MLK parade/ reception. Board discussion ensued, and it was decided to schedule the reception based on the speaker; if the speaker is local, then hosting the parade and reception during one day is best. BLACK HISTORY MONTH ESSAY CONTEST Tabled to the next meeting MEMBERSHIP COMMITTEE REPORT Vice - Chairwoman Hopkins presented the Operating Guidelines for Members (Attachment E). Chairman Maxwell expressed his displeasure with board members not required to participate in the Pledge of Allegiance to the Flag. Board discussion Human Relations Diversity Board Minutes May 2, 2013 Page 3 of 3 ensued regarding this matter, and board consensus was to amend the wording in the Operating Guidelines for Members from, "No Member shall be required to participate in the pledge if prohibited by their religious or personal principles." to read, "No member shall be required to recite the pledge if prohibited by their religious or personal principles." Vice - Chairwoman Hopkins seconded Member Calloway, moved that the board acce t and put into practice the Operating Guidelines for Members with the discussed amendment. Motion passed unanimously. Board discussion ensued regarding recruiting members to the board. Director Butler suggested preparing a pamphlet with board expectations, and recommended that perspective members attend a board meeting prior to applying for appointment. Chairman Maxwell suggested that the Membership Committee meet with perspective members to discuss board information and requirements. PROMOTIONAL ITEMS COMMITTEE REPORT Tabled to the next meeting INITIAL INPUT ON FOUNDERS' DAY Tabled to the next meeting BUDGET UPDATE Tabled to the next meeting NEXT AGENDA - June 6, 2013 Select a Date for the July 2013 Meeting Promotional Items Committee Report Initial Input on Founders' Day Budget Update Fiesta de Colores MLK Parade Black History Month Essay Contest Team Building QUESTIONS /COMMENTS ADJOURN The meeting adjourned at 9:35 p.m. }e urner, Recording Clerk William Maxwell, Chairman MEMORANDUM FOR RECORD May 2, 2013 HRDB Members City of Ocoee 150 N. Lakeshore Dr. Ocoee, FL 34761 Dear Members, Outlined herein, for introduction to the HRDB record, is an overview of the efforts of the West Orange Reconciliation Task Force ( WORTF) with respect to the African American cemetery site in North Ocoee. The cemetery restoration effort has taken place over the past 10 plus years. The WORTF was a volunteer organization with no official City sanction, but with tacit support. The City Manager, or representative, was at each meeting. The WORTF had annual recognition programs at the cemetery site, as well as at Ocoee Methodist Church and Ocoee Oafs United Methodist Church. These gatherings would include lunch; and descendents were invited and housed in one of our local hotels. The WORTF (mainly me) sought donations and purchased a headstone for July Perry and had funds for paying choirs and /or bands, as well as catering the luncheons and honoraria for speakers. The hotel rooms were complementary. The City has been helpful in these efforts. The previous Recreation Director cleared the one acre square plot of ground and brought in power and chairs for site programs. A budget of $2,500.00 was approved one year, and the City provided the beautiful fencing and Hallowed Ground sign, as well as site mowing. I sincerely appreciate everything the City has done, but also believe it can be more involved. The WORTF no longer exists for a number of reasons. I could speculate on this, but will refrain. Pastor Bryan Stamper and I were the only persons present at the last three called meetings. I believe the effort to restore the cemetery is a worthy undertaking and long overdue for completion. Only one headstone was saved by a local resident, and is now in my possession. As a teacher and administrator, I have a passion for justice, so I remain the only former member currently engaged in the restoration /memorial project. This project has "bugged" me for years. Should we attempt to locate graves after so many years? Should I attempt to raise more money? Should I press the City, which abandoned the maintenance and financial support of the cemetery in the 50s? Should I, too, abandon the project? Something drives me to persist. My vision includes the following possibilities: To complete the landscaping and gazebo — a sketch of the vision is in progress To seek volunteers to do the planting and irrigation system (LEIS Church has offered to assist here). To encourage the City to complete the work, budgeting its completion over a 2 -3 year period. Please note that I considered going to West Orange Negro churches for help, but finally decided it wasn't their problem, or responsibility. As you know, I presented the Ocoee Human Relations Diversity Board a $2,900.00 check from WORTF funds. I believe the project tits into the role of the HRDB as I understand it from my years of membership. I understand, correctly or incorrectly, the role of the HRDD is in the process of being changed. I plan to attend the May meeting to seek the HRDB's ownership of the project. I hope its newly defined role permits such action, and I implore the HRDB to take up the gauntlet. I earnestly request your understanding of and support for the WORTF's long term effort to "right what I perceive to be a wrong done long ago." I have met with the City Manager and Commissioner Grogan who is with us tonight. Both these individuals listened attentively, and my interpretation from these meetings was a positive response. I respectfully submit this for your review and consideration. I am prepared to answer your questions regarding the cemetery restoration. Sincerely, ester Dabbs, Jr. Former Ocoee Mayor/Retired Educator 619 Caborea Court Ocoee, FL 34761 (407)6564332 41 ....„. / /-, -"*-----r".--._, ---....„...„,..,....,_._,......./' / •,.._i / . -0704 . -.74".m.....- i 1"/" . ILlifl. , •.....:.‘'.., . / E.d-s/.../ ./ . N `i i 1 7 t Z S.i . . -.`+ "NE. i . .....,....._. r__.-. ..._ • • . \ E F • \ • •• • 4.iiiiint u Exhibit B North Cemetery Plan HRDB Meeting North Cemetery Plan May 2, 2013 D "IN&I City Actions to Date OC_OPP • Site included in Central Park development plan • 50 LF of 6- foot -high ornamental iron fence with 10 -foot gate installed along cul de sac to the north (Basking Ridge Ct.); rest of site enclosed by 6- foot -high black vinyl- coated chainlink fence • Contact made with adjacent property owner Rangel seeking access easement (request denied) ,� ° Sketch �M/ �►�...,� Plan (WOP(- Pit rI s. #} 1 2 a Kiosk Shelter OTC 16 OTC 20 (Former (Former OCT 1 2) OCT 1 6) $22,226.30 $25,987.70 12 ,2 a . 1V- 16'-0" Dia. 20' -0" Dia. Area' 181 sf Area: 283 sf CRS1 2 CRS 16 $22,010.30 Prices include product, shipping, & installation it 12 0 $26,688.90 k' �J q 16' -O" 3 Exhibit C 4th Annual Fiesta de Colores Outline itifavor S Scott vandergrift Ci tv 1I anager Robert D. Frank ��e Center of Good 1 . oCIO Mori ia 7 ommissroners John Grogan, District t Rosemary Wilsen District 2 Rusty Johnson, District 3 Joel Keller, District 4 City of Ocoee human Relations Diversity Board's 4 Annual Fiesta de Colores Say-, _September l!4, 2013 Person Date to be Pre -event planning responsible Action completed Sponsorships By end of Update 2012 sponsorship letter and packet April L Mail, hand deliver to potential sponsors Vendors / Food vendors Joy Wright Done By end of ❑ Update 2012 vendor form April ❑ Write vendor letter (this is different than sponsorship letter) ❑ Mail vendor form and letter to 2012 vendors ❑ special outreach to secure Latin food vendors Volunteers ❑ Get Certificate of Liability Insurance from food vendors- ongoing as needed vendors submit their applications Event flyer /web site By end of ❑ Update and finalize flyer Ma y ❑ Post Fiesta de Colores info on city's homepage (2013 Fiesta de Colores info is currently posted on the "HRDB web page ") Entertainment By end of ❑ Request Winter Garden stage, finalize contract May F1 Finalize contract with Hispanic American Youth Group of Deltona (they have agreed to perform again this year) Cl Book Magical Train Rides Corp. 0 Book bi- lingual DJ 0 Request use of bounce house from Parks and Rec ❑ Request Fire Dept. puppet show and fire truck Ci Book Cookie the Clown for face painting Equipment By end of [ 1 Latin flags (16) — inspect, order more if needed May 0 Flag stand — inspect for any damage, wear tear (stand is stored in city's Jamela storage facility) Cl Request Public Works inspect Clarke Road pole manners for damage, Joy Wright Done reorder banners if needed ❑ 20'X 20' white tent - Nelson's Tent — finalize Porto -leis — Waste Management - finalize ❑ Mist tents —rent? ❑ Pop up tent with side panels for DJ equipment [I Request fables and chairs from Parks and Rec (tables and chairs will be set up under the tent) F1 Door prize tickets, Pinatas H We: Priority tasks are listed. There will be other miscellaneous items that will be assigned and completed leading cap to event day. Person Date to be Pre -event planning responsible Action completed Videography /Photography By end of C.l Book Mike Bissett, videographer May I7 Book Jennifer Roper, photographer By end of publicity June IJ Fliers printed and ready to be distributed I- News releases I,, Fiesta event prograrn (distributed on event day Sept. 14) ❑ West Orange Times paid advertisement — run ad in Sept. 5 issue ❑ La Prensa newspaper paid advertisement — run ad in Sept.5 issue ❑Sponsorship follow -ups Promotional Signage By end of ❑ Order (2) outdoor signs for Bluford and Geneva /White & Clarke Rd. June ❑ Request Public Works Dept. post signs on August 23 Ocoee Police Operations Plan By end of July ❑ Operations plan I- VMS boards for Bluford Ave.and Clarke Road posted on Sept. 5 ❑ Road closure / Starke Lake boat clock OPD Color Guard for opening ceremony Fiesta de Colores Pole Banners for Clarke Road By end of I- Banners hung on Clarke Rd. on Aug. 29 to promote the Fiesta and August Hispanic Heritage Month - -Sept. 15- Oct.15 Venue preparations Week of event ❑Mark vendor spaces at Bill Breeze Park CStage walk - through with city electrician I -Pest control, cut grass H We: Priority tasks are listed. There will be other miscellaneous items that will be assigned and completed leading cap to event day. Exhibit D 9t" Annual Martin Luther King, Jr. Unity Parade Outline F lavor S. Scott Vandergrift CitV Manager Robert D. Frank e C of Good Lev b ' - f c -- Florid, -� C John Grogan, District I Rosemary Wilsen, District 2 Rusty Johnson, District 3 Joel Keller, District 4 City of Ocoee 91h Annual Martin Luther King, Jr. Unity Parade Monday, January 20, 2014 @ 10:00 am - Clarke Road Person Date to be Pre -event planning responsible Action completed Parade staging area By end of ❑ Contact Citrus Elementary principal to reserve the school as the parade Ma y staging area Post- Parade Celebration By end of ❑ Contact West Oaks Mall and secure mall as post parade venue May ❑ Coordinate with mall re: electrical source for stage Keynote Speaker By end of ❑ Develop short list of potential speakers June ❑Extend invitation to keynote speaker — secure & confirm speaker Post- parade activities By end of ❑ Master of Ceremony— invite Allie Braswell June ❑ Singing - invite Garden Community Choir ❑ National Anthem — secure a singer ❑ Health Screenings — invite Walgreens ❑ Presenting of the Colors — invite Ocoee High JROTC ❑ Invocation and Benediction — invite local pastor ❑ Health Screenings — invite Walgreens ❑ Essay contest winner recite essay— invite Katie Wise, winner, Thornebrooke Elementary — contact before school year ends June 6 ❑ Book Gary Faller for audio, microphone setup ❑ Reserve Winter Garden stage Sponsorships By end of ❑ Contact Dunkin Donuts and Publix for parade staging area refreshments, June coffee ❑ Mail sponsorship letter Parade registration By end of July ❑ Update parade registration form ❑ Mail registration form and letter to previous parade participants Equipment By end of [i American and Ocoee flags for stage August i Tables for VIP check -in, sponsors ❑ 500 chairs — Kirby Rentals ❑ Porto -lets — Waste Management - finalize ❑ Request tables from Parks and Rec Person Date to be Pre -event planning responsible Action completed Videography /Photography By end of ❑ Book Mike Bissett, videographer August ❑ Book Jennifer Roper, photographer Publicity ❑ Fliers printed and ready to be distributed ❑ News releases ❑ MILK event program ❑ West Orange Times paid advertisement — 11 Orlando Times paid advertisement — Promotional Signage Ocoee Police Operations Plan ❑ Operations plan ❑ VMS boards for Bluford Ave.and Clarke Road ❑ Road closure Ocoee Celebrates Diversity Pole Banners for Clarke Road 11 Order new banners ?? Banners hung on Clarke Rd. Exhibit E 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 disclose personal medical information. Any other absences will be considered unexcused. 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. The agenda for the meeting shall include time parameters for each agenda item. All electronic devices must be placed in silent mode for the duration of the meeting. The 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 followed by a moment of personal reflection. No member shall be required to participate in the pledge if prohibited by their religious or personal principles. Then the secretary will conduct a roll call to determine a quorum. 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. No food or drink is allowed in the City Hall chambers. A water fountain is available in the City Hall reception area. Page] 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 casual attire which can include jeans. Bare feet or clothing that would be revealing or indicate an unkempt or unclean appearance will not be permitted. The meeting chairman will address any concerns about a board member's appearance privately and prior to the next scheduled meeting. Each member of the HRDB shall be provided with an official HRD13 shirt and business cards 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 Any person who is convicted of a felony or a misdemeanor involving moral turpitude while serving as a member of the HRDB will be recommended to the City Commission for removal. 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 reflect negatively on 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