HomeMy WebLinkAbout06-06-13CITY OF OCOEE
MINUTES OF HUMAN RELATIONS /DIVERSITY BOARD
REGULAR MEETING HELD JUNE 6, 2013
CALL TO ORDER
Chairman Maxwell called the meeting to order at 7:01 p.m. in Room 109 of City Hall,
150 North Lakeshore Drive. Following a moment of personal reflection, the board
pledged allegiance to the flag. The clerk called roll and determined there was not a
quorum present.
PRESENT: Chairman Maxwell, Vice - Chairwoman Hopkins, and Members Boudokhane,
Calloway, Cornell, Pierce, and McKenzie
ALSO PRESENT: Commissioner Keller, Staff - Liaison Wright, Recording Clerk Turner, and
guests Hari Singh and Beth Freeman
ABSENT: Members Curry (A /E), Dawkins (A /E), Henderson (A /U), King (A /E), Turner (A /E),
Zaccaro (A /U)
BUSINESS FOR DISCUSSION
Chairman Maxwell explained that as a quorum was not declared present, the meeting
could only serve as a workshop.
WELCOME NEW BOARD MEMBER AND GUESTS
Chairman Maxwell welcomed Member McKenzie, and guests Hari Singh and Beth
Freeman. He asked that they give a brief introduction of themselves and their interest in
serving on the board.
Member McKenzie, Beth Freeman and Hari Singh gave a brief history and stated their
interest in joining the board was the ability to serve and community involvement.
APPROVAL OF MINUTES
Tabled to the next meeting
DATE SELECTION FOR THE JULY 2013 MEETING
Board consensus was to select Monday, July 8th for the next meeting date.
PROMOTIONAL ITEMS COMMITTEE REPORT
Member Cornell and Staff - Liaison Wright gave a brief presentation and provided a
price list of promotional items (Attachment A). Board discussion ensued regarding
giveaways, and additional items of interest not included on the price list. The board
discussed the option to purchase reusable cloth tote bags, plastic bracelets, and
umbrellas. Hari Singh suggested soliciting sponsorship from local businesses. He
explained that if a business helps sponsor an event, the board can place the HRDB logo
on one side of the item, and the sponsor's logo can be placed on the opposite side.
He continued by saying this will greatly reduce the cost and will afford the board the
opportunity to purchase more giveaways. Beth Freeman agreed, and shared that this
strategy worked well for the Boy Scouts. Board discussion ensued regarding which items
to purchase, and Commissioner Keller stated that the board should decide on items
Human Relations Diversity Board Minutes
May 2, 2013
Page 2 of 4
based on the event they are participating in. Board consensus was to purchase items
based on three categories: children, adults, and VIP's.
• Giveaways for children could include items such as pencils.
• Giveaways for adults could include items such as reusable totes.
• Giveaways for VIP's could include items such as umbrella's or T- Shirts.
Chairman Maxwell asked that the Promotional Items Committee provide a preliminary
cost analysis based on this discussion for the next meeting.
INITIAL INPUT ON FOUNDERS' DAY
Member Wright asked for board consensus to proceed with the Marketplace
application. She continued by stating that this year the Marketplace will be held on
Saturday, November 9t" from 9:00 a.m. until 6:00 p.m. The board responded in the
affirmative. Chairman Maxwell suggested having a political -type forum where the
citizens can approach the commissioners during Founders' Day for a Q & A session.
Commissioner Keller stated that the suggestion is wonderful; however, attempting to
coordinate a forum during Founders' Day may pose a challenge as two of the
commissioners are heavily involved with the event, and may not have the time needed
to hold a forum. He continued by saying that the board should continue exploring
holding a forum, but keep in mind that commissioners are involved in City events and
this may pose a challenge.
Chairman Maxwell stated that Founders' Day should have historical value and
suggested that the board participate with the displays in the Withers- Maguire House.
He continued by saying that board members could research the founders and write a
brief history on each. Hari Singh offered to help put together a documentary.
Chairman Maxwell asked the board to give the idea some thought, and discuss it at
the next meeting.
BUDGET UPDATE
Staff - Liaison Wright reported that there is not a change in the budget as there have not
been any expenditures.
FIESTA DE COLORES
Staff - Liaison Wright presented to the board the 4t" Annual Fiesta de Colores outline. The
outline summarized the progress status of the event planning (Attachment B). She
continued by saying that she will secure the receipt of Certificates of Liability Insurance
from food vendors. Also, Cookie the Clown is not available for face - painting. Beth
Freeman offered to contact "Valerie" as an alternate. Board discussion ensued, and it
was decided that the board would pay for the clown's services so that face - painting is
provided free of charge to the children. Board discussion ensued regarding the
condition of the flag stands. Chairman Maxwell stated that he would communicate
with Staff - Liaison Wright for a time to get together and inspect the flag stands for
damage. Beth Freeman volunteered the services of her son to help with the washing
and painting of equipment.
Staff - Liaison Wright broached the subject of producing the event fliers. She informed
the board that the cost to produce 5,000 fliers is $231. Hari Singh offered to produce
Human Relations Diversity Board Minutes
May 2, 2013
Page 3 of 4
the fliers with his business name on one side of the flier and event information on the
other side. He provided an example of a flier (Attachment C). He continued by saying
that he will provide the service free of charge. Board consensus was to allow Trinity
Tesler to design the flier and for Hari Singh to print the fliers. Hari Singh also offered to run
the event article in the Caribbean American Passport News Magazine without charging
a fee to the board. Chairman Maxwell asked Staff - Liaison Wright to include the progress
of the article in the outline. Hari Singh also offered to reach out to Ocoee High School
students to solicit their help in distributing the event fliers. Chairman Maxwell asked him
to reach out to West Orange High School students as well. Discussion ensued regarding
renting mist tents, and the board asked that Staff - Liaison Wright procure quotes. Board
discussion also ensued regarding renting larger tents. Hari Singh volunteered to contact
the Manheim Auto Auction to see if they will allow the board to borrow a larger tent.
MLK PARADE
Vice - Chairwoman Hopkins reported that she was able to confirm Allie Braswell as the
Master of Ceremonies. Member Calloway informed that he was unable to secure Gail
Paschall -Brown as the keynote speaker. The board suggested moving forward with
searching for another keynote speaker.
All other discussion was tabled to the next meeting.
BLACK HISTORY MONTH ESSAY CONTEST
Tabled to the next meeting
TEAM BUILDING
Tabled to the next meeting
NEXT AGENDA - JULY 8, 2013
Officer Elections
Promotional Items Committee Report
Initial Input on Founders' Day
Budget Update
Fiesta de Colores
MILK Parade
Black History Month Essay Contest
Team Building
QUESTIONS /COMMENTS
ADJOURN
Vice - Chairwoman Hopkins presented to the board the HRDB Membership Committee
Brochure (Attachment D). The brochure was well received by the board. Chairman
Maxwell asked that the Membership Committee include in the brochure the board's
involvement with Spring Fling, Founders' Day and other City events.
Chairman Maxwell informed the board members that this meeting is his last as
Chairman. He gave a brief history of the board during his tenure, and stated that he will
continue serving on the board with the some enthusiasm and passion. Staff - Liaison
Human Relations Diversity Board Minutes
May 2, 2013
Page 4 of 4
Wright presented Chairman Maxwell with a plaque and thanked him for his service as
Chairman of the HRDB.
The meeting adjourned at 9:20 p.m.
na Turner, Recording CIerk 'en if r Ho ins, Chairwoman
Exhibit A
Promotional Items Price -List
Human Relations Diversity Board
Prot - notional Items Proposal
April 4, 2013
The most cost - effective promotional items:
Item cost
Plastic bags .04
Magnets .23 -.32
LED lights .29 -.57
Bookmarks .17 -.19
Rulers .30 -.50 (estimate)
Co
John Grogan, District 1
Rosemary Wilson, District 2
Rusty Johnson, District 3
Joel Ketler, District 4
Battery operated fans .47 -.77
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City Mana
Robert D. Frank
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Human Relations Diversity Board
Prot - notional Items Proposal
April 4, 2013
The most cost - effective promotional items:
Item cost
Plastic bags .04
Magnets .23 -.32
LED lights .29 -.57
Bookmarks .17 -.19
Rulers .30 -.50 (estimate)
Co
John Grogan, District 1
Rosemary Wilson, District 2
Rusty Johnson, District 3
Joel Ketler, District 4
Battery operated fans .47 -.77
Exhibit B
4¢" Annual Fiesta de Colores Outline
1, /cly f C0rI)111iSSiotI r
fIori i(i
City of Ocoee Human Relations Diversity Board's
4 Annual Fiesta de Colores * Sat., September 14, 2013
UPDATED 5/30/13
Person
Date to be
Pre -event planning
responsible
Action
completed
Sponsorships
HRDB
HRDB
Ongoing
Solicit sponsors
I_ Update 2012 sponsorship letter and packet
I ' Mail, hand deliver to potential sponsors
Vendors /Food vendors
Joy Wright
Done
By end of
11 Update 2012 vendor form
April
r 1 Mail vendor form and letter to 2012 vendors
n Special outreach to secure Latin food vendors
Joy Wright
Contacted
I I Invite Hispanic food truck
Hispanic food
1 Get Certificate of Liability Insurance from food vendors- ongoing as
truck 5/3/13
food vendors submit their applications
Event flyer /web site
Trinity Tesler,
By end of
i' Update and finalize flyer
graphic
designer
May
I - i Post Fiesta de Colores info on city's homepage
(2013 Fiesta de Colores info is currently posted on the "HRDB web page ")
Entertainment
Joy Wright
Emailed
By end of
May
I i La Jefa WUNA 1480 — Finalize radio sponsor agreement
agreement to
i_ National Anthem singer
Member
LaJefa 5/30/13
[ I Request Winter Garden stage
Calloway -
Singer confirmed
I Finalize contract with Hispanic American Youth Group of Deltona
singer
4/30/13
_
(they have agreed to perform again this year)
Emailed signed
agreement to
Book Magical Train Rides Corp.
HAYGD 5/30/13
WG stage
t i Request use of bounce house from Parks and Rec
I I Request Fire Dept. puppet show and fire truck
requested 5/30/13
I I Book Cookie the Clown for face painting
Train rides
confirmed 5/6/13
Emailed face
painting 5/30/13
Equipment
By end of
L -i Latin flags (16) — Order Guatemala and Mexico
Joy Wright
May
Flag stand — inspect for any damage, wear tear
Flag stand
inspected -good
(stand is stored in city's Jamela storage facility)
5/3/13
I Request Public Works inspect Clarke Road pole banners for damage,
reorder banners if needed
17 pole banners
20'X 20' white tent - Nelson's Tent
good condition
Requested quotes
r Porto -lets — Waste Management
for tent, porto -lets
I - Mist tents —rent?
5/30/13
I -) Pop up tent with side panels for DJ equipment
❑ Request tables and chairs from Parks and Rec
(tables and chairs will be set up under the tent)
❑ Door prize tickets, Pinatas
Person
Date to be
Pre -event planning
responsible
Action
completed
Videography /Photography
Joy Wright
Emailed Mike
By end of
f Book Mike Bissett, videographer
5/2/13
May
L7 Book Jennifer Roper, photographer
Photog
confi
Joy Wright
By end of
Publicity
June
D Fliers printed and ready to be distributed
C:I News releases
1.1 Fiesta event program (distributed on event day Sept. 14)
I West Orange Times paid advertisement — run ad in Sept. 5 issue
I.7 La Prensa newspaper paid advertisement — run ad in Sept.5 issue
I- Sponsorship follow -ups
Promotional Signage
Joy Wright
By end of
I Order (2) outdoor signs for Bluford and Geneva /White & Clarke
June
Rd.
I Request Public Works Dept. post signs on August 23
Ocoee Police Operations Plan
Lt. Brad
By end of
I Operations plan
Dreasher
July
I- VMS boards for Bluford Ave.and Clarke Road posted on Sept. 5
F Road closure / Starke Lake boat dock
I I OPD Color Guard for opening ceremony
Fiesta de Colorer Pole Banners for Clarke Road
Joy Wright
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
Chairman
Maxwell,
PStage walk- through with city electrician
Members
-Pest control, cut grass
Calloway and
Boudokhane
Exhibit C
Example of Event Flier
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Relive The Memories of our Fore - Fathers 11
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to the Western Hemisphere, A migration of
". 1800's to the early 1900's
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° SUNDAY JUNE 2"d
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PRESENTED BY:
SUR TARANG * WLAA 1600AM
Streaming Live On www.wlaaradio.coni
VEDIC CULTURAL SAMAJ OF CENTRAL FLORIDA
INDIAN HORIZON OF CENTRAL FLORIDA
Honoring the oldest
Mothe & Father
Attending.
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DANCES BY:
AS[ NIE DANCE ACADEMY * MAYAS DANCE GROUP * DOSI
RAJA RANI DANCE * THE BOLLYWOOD ANGELS & MORE
Live Music & Live Performances Bv:
AWAAZ- E- ORLANDO * DAVE LALL * TRINLANDO TASSA
Exhibit D
HRDB Membership Brochure
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