HomeMy WebLinkAbout07-08-13CITY OF OCOEE
MINUTES OF HUMAN RELATIONS /DIVERSITY BOARD
SPECIAL MEETING HELD JULY 8, 2013
I CALL TO ORDE - - - -- - -- _.- -
Chairman Hopkins called the meeting to order at 7:04 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 Hopkins, Past - Chairman Maxwell, and Members Calloway, Cornell,
Dawkins, Foster, McKenzie, and Turner
ALSO PRESENT: Assistant Support Services Director Gaines, Staff- Liaison Wright, and
Recording Clerk Turner
ABSENT: Members Bouclokhane (A /E), Curry (A /U), Freeman (A /E), King (A /E), Pierce
(A /E)
BUSINE FOR DISCUSSION
WELCOME NEW BOARD MEMBER AND GUESTS
Chairman Hopkins welcomed Member Foster and gave her the opportunity to address
the board. Member Foster stated she is excited about being appointed to serve on the
board and confirmed she will be an active member.
APPROVAL OF MINUTES
May 2, 2013
Minutes of the May 2, 2013, meeting were accepted as written.
June 6, 2013
Minutes of the June 6, 2013, meeting were accepted as written.
ELECTION FOR CHAIRMAN -ELECT
Chairman Hopkins briefly explained the election procedures and then opened the floor
for nominations for chairman - elect. Member Cornell nominated Member Calloway.
Member Calloway nominated Member Dawkins. Member Turner nominated Member
Cornell; however, Member Cornell declined her nornination.
Chairman Hopkins closed the nominations for Chairman- Elect.
A vote of all present board members for the position of Chairman -Elect was
conducted, and votes were in favor of Member Dawkins as Chairman -Elect for a one -
year term ending July 2014.
BUDGETARY REVIEW
Staff - Liaison Wright explained that there have not been any expenditures from the
board's budget; however, there have been deposits made in the sum of $1,235. She
continued by saying that $1,000 was from Manheim Orlando Auto Auction, and the
remainder is from vendor fees for Fiesta de Colores. Staff - Liaison Wright presented the
board with a spread sheet of vendor fees deposited in the board's account
(Attachment A). As there was a discrepancy with the final account balance, Assistant
Human Relations Diversity Board Minutes
July 8, 2013
Page 2of4
Support Services Director Gaines instructed Staff - Liaison Wright to e -mail the board as
soon as feasibly possible with the updated amount.
FIESTA DE COLORES
Staff - Liaison Wright presented the board with a draft of the Fiesta de Colores postcard
(Attachment B) and the 4'" Annual Fiesta de Colores outline (Attachment C). Chairman
Hopkins asked that the postcard be revised to include that the event will not allow pets,
with the exception of service animals. Staff - Liaison Wright asked for the board to make
a determination as to whether to allow Hari Singh to print the Fiesta de Colores
postcards, or have the board pay for them from the budget. She continued by saying
the cost to print the postcards is approximately $230 for 5,000. Chairman Hopkins
suggested the board pay for double -sided postcards with English and Spanish
translation.
Member Cornell, seconded by Member Calloway, moved that the board accept the
postcard with English and Spanish translation for a cost of no more than $300 for a
quantity of 5,000. Motion passed unanimously.
Staff - Liaison Wright informed the board that La Jefa has made a verbal agreement to
be the radio sponsor; however, has not signed the agreement. The board asked that
she contact La Jefa to ensure they sign the agreement.
Past - Chairman Maxwell asked that Staff - Liaison Wright meet with him to inspect the
condition of the flag stands and flag poles. It was decided that they would meet at the
City's off -site storage to determine the condition of the flag equipment.
Member McKenzie, seconded by Member Dawkins, moved to allow the expenditure of
up to $50 for paint and supplies for the repair and maintenance for the flag poles and
flag stands. Motion passed unanimously.
Board discussion ensued regarding the performance of a walk -thru of the event
grounds and multiple applications of pest control. Staff - Liaison Wright assured the board
that both would be scheduled.
Staff - Liaison Wright informed the board that Nelson's Tent has offered for rent a 20' X 20'
tent for $261 and a 20' X 30' tent for $429. She continued by explaining that the cost to
rent the mist tent is $150, and $151 for the DJ's pop -up tent with panels.
Past - Chairman Maxwell volunteered to contact Nelson's Tent to try and negotiate the
rental fees of the tents.
Chairman Hopkins volunteered to contact Manheim Orlando Auto Auction to solicit the
use of their mister.
Staff - Liaison Wright informed the board that she is attempting to secure the Ocoee
Woman's Club so the Hispanic American Youth Group of Deltona can perform their
dance routine indoors in the event of inclement weather.
Human Relations Diversity Board Minutes
July 8, 2013
Page 3 of 4
PROMOTIONAL ITEMS COMMITTEE REPORT
Member Cornell presented to the board the Promotional Items Suggested Purchases
2.013 (Attachment D). She continued by explaining the variety of items and cost
associated with each promotional items. Board discussion ensued on how, what and
when promotional items will be used by the board. It was suggested to set a giveaway
limit of promotional items per event, and prepare goody bags to raffle at events.
After board discussion, it was concluded to consider for purchase as promotional
giveaways the below - listed items:
LED Key Chains
Mini Fans
Cloth Bags
Highlighter /Pen
Lanyards
Umbrellas
Past- Chairman Maxwell, seconded by Member Turner, moved to apply a $1,002.80
budget maximum for City Staff to purchase items as discussed in the June 2013
meeting. Motion passed unanimously.
Staff - Liaison Wright informed the board that as of June 2.013, the board's budget is
$8,723.37, which includes $1,065 in deposits.
Board discussion ensued regarding ordering business cards for members. Staff - Liaison
Wright explained that business cards can be ordered after each member has met their
three -month probationary period. After board discussion, it was decided that business
cards are needed for Chairman Hopkins, Chair -Elect Dawkins, and Member Calloway.
Chairman Hopkins asked that Staff- Liaison Wright present options for the purchase of
nametags for board members at the August 2013 meeting.
Past - Chairperson Maxwell challenged each board member to solicit ten items to be
raffled.
INITIAL INPUT ON FOUNDERS' DAY
Staff - Liaison Wright asked for board cornmitrnent to proceed with the Marketplace
application. She continued by saying that the Marketplace will be held on Saturday,
November 9 from 9:00 a.m. until 6:00 p.m.
Past - Chairman Maxwell reminded the board of the idea of producing educational
materials to be presented during Founders' Day. Chairman Hopkins suggested forming
a Founders' Day Committee, and asked if Past - Chairman Maxwell would like to chair
the committee. He responded in the affirmative. Volunteers for the committee were
solicited, and Chair -Elect Dawkins, and Members McKenzie and Turner volunteered.
Past - Chairman Maxwell stated the he will formulate an outline.
Human Relations Diversity Board Minutes
July 8, 2013
Page 4 of 4
MLK PARADE
• Speaker
Board discussion ensued regarding inviting Judge Belvin Perry and Citrus Elementary
Principal Delanie Bender as keynote speakers. A vote of all present board members for
the keynote speaker was conducted, and votes were in favor of Judge Belvin Perry.
• Grand Marshall
Past - Chairman Maxwell, seconded by Member Turner, moved to extend an offer to
Delanie Bender for the importunity to be the Grand Marshall.
After board discussion, it was decided to offer the Grand Marshall the opportunity to
address the community at the MLK Event.
Past - Chairman Maxwell volunteered to speak with Ms. Bender, but asked StaffAiaison
Wright to follow -up with a formal invitation.
• Theme
Chairman Hopkins asked board members to consider a theme for the event and be
prepared to discuss this matter at the August 2013 meeting. Member Cornell suggested
that the theme for the MLK Event should carry over to the Black History Month Essay
Contest.
BLACK HISTORY MONTH ESSAY CONTEST
Chair -Elect Dawkins asked to invite the Wekiva High School Band. Chairman Hopkins
stated that any high school band may participate as long as they submit an
application, and with the understanding that not every band will receive an
honorarium. Past - Chairman Maxwell asked for board consensus to invite the Winter
Garden Community Choir to participate in the MLK Event; the board reached
consensus. Member Turner asked that the choir sing while marching in the parade. Past -
Chairman Maxwell stated that this may be difficult; however, he will ask the choir for a
marching contingency, and will bring a response to the August 2013 meeting.
MEMEBERSHIP COMMITTEE BROCHURE PRESENTATION
Tabled to the next meeting.
NEXT AGENDA - AUGUST 1, 2013
Budget Report
Nametags and Business Cards
Fiesta de Colores
Promotional Committee Report
Founders Day Committee Report
MLK Unity Parade and Celebration
Black History Month Essay Contest
(Theme and Confirmations)
QUESTIONS /COMMENTS
ADJOURN
The meeting adjourned at 9:04 p.m.
ana Turner, Recording Clerk nnife opki s, Chairman
Exhibit A
2013 Fiesta de Colores Applications Spread Sheet
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Exhibit B
Fiesta de Colores Postcard
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Exhibit C
4th Annual Fiesta de Colores Outline
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1.
City of Ocoee Huvrian Relations Diversity Board's
4'h AnnuM Fiesta do Colores * Sate, September 14, 2013
UPDATED Y/2/13
- _� -- ------ _ ---- -� - ��s
Person
--
respon-
Date to be
Pre -event plan
sible
Action
completed
FIRDB
HRDB
Ongoing
Sp onsorship s
Solicit sponsors
I -) Update 2012 sponsorship letter and packet
Mail, hand deliver to potential sponsors
_ _
- � �-
- -- Toy
Wright
Done
By end of
Vendors / Food vendors
April
i__i Update 2012 vendor form
Il Mail vendor form and letter to 2012 vendors
17 Special outreach to secure Latin food vendors
Joy Wright
Contacted
n Invite Hispanic food truck
Hispanic food
truck 5/3/13,
C' Get Certificate of Liability Insurance from flood vendors- ongoing as food
followed up
vendors submit their applications
7/2/13
Trinity
By end of
Event flyer /web site
Tesler,
May
n Update and finalize flyer -NEW postcard size - Draft completed 7/2/13
graphic
D Post Fiesta de Colores info on city's homepage
designer
(2013 Fiesta de Colores info was posted on the "HRDB web page" in May)
By end of
Entertainment
Joy Wright
Emailed
May
I -) LaJefa WUNA 1480 -radio sponsor agreement - Verbal agreement /Waiting
agreement to
on LaJefa to sign
Member
LaJefa 5/30/
❑ National Anthem singer Confirmed 6/7/13 - Member Calloway
singer Calloway -
Singer confirmed
Sin g
o Request Winter Garden stage Confirmed 6/7/13
4/30/13
Emailed signed
I l Finalize contract with Hispanic American Youth Group of Deltona
agreement to
Re- confirmed 7/2/13
HAYGD 5/30
WG stage
i Book Magical Train Rides Corp. Confirmed 5 /30/13
req uested
Fl Request use of bounce house from Parks and Rec Confirmed 6/26/13
5/30/13
Fi Request Fire Dept. puppet show and fire truck - Confirmed 6/26/13
Train rides
r Aunt Sallie Mae the Clown for face painting Confirmed 5/30/13
confirmed
C Request Ocoee Police Dept. PC Cruiser Confirmed 6/26/13
5/6113_
Emailed face
painting 5/30/13
By end of
Equipment
May
F Latin flags (16) - Order 3x5 Guatemala & Mexico - Flags ordered 6/26/13
Joy Wright
Flag stand
good
D Flag stand - inspect for any damage, wear tear
5 /3//13
(stand is stored in city's Jamela storage facility)
17 pole banners
❑ Request Public Works inspect Clarke Road pole banners for damage, reorder
good condition
banners if needed -Done
Requested quotes for tent,
i i ?n' x 9n' WhitP tant - Naknn's Tent - Confirmed 6 /14/13
n rfn f tc
r_I Porto -lets — United Management — Confirmed 7/2/13
5/30/13
Li Mist tents —rent?
Joy Wright
Mist tent 5150
11 Pop up tent with side panels for DJ equipment
D Request tables and chairs from Parks and Rec
Pop up tent
(tables and chairs will be set up under the tent)
w /panels $151
11 Pinatas, door prize tickets
Person
responsi
Date to be
Pre — event planning
ble
Action
completed
Joy
Emailed Mike
By end of
Videography /Photography
Wright
5/2/13
May
i l Book Mike Bissett, videographer Confirmed 5/30/13
1 1 Book Jennifer Roper, photographer Confirmed 5/30/13
Photog
�.
confirmed
Joy
By end of
Publicity
Wright
June
C 1 Fliers printed and ready to be distributed (sponsored by Mr. Singh)
❑11x17 posters printed in -house Public Works
C) News releases
Ci Fiesta event program (distributed on event day Sept. 14)
Ci 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
I]Caribbean American Passport ad (Mr. Singh)
Joy
Emailed PW
By end Of
Promotional Signage
Wright
7/2/13
June
I I Order (2) outdoor signs for Bluford and Geneva /White 8, Clarke Rd.
❑ Req Pu blic Works Dept. post signs on August 23
- t.t.
���
Brad
By end ofof�
Ocoee Police operations Plan
Dreasher
July
,, Operations plan
VMS boards for Bluford Ave.and Clarke Road posted on Sept. 5
11 Road closure / Starke Lake boat dock
I I OPD Color Guard for opening ceremony
Joy
Emailed PW
By end of
Fiesta de Colores Pole Banners for Clarke Road
Wright
7/8/13
August
I- Banners hung on Clarke Rd. on Aug. 29 to promote the Fiesta and
Hispanic Heritage Month - -Sept. 15- Oc t.15
week Of
Venue preparations
event
Immediate
CiMark vendor spaces at Bill Breeze Park
Past Chair
Maxwell,
I (Stage walk - through with city electrician
Members
L ]Spray for ants, cut grass
Calloway,
BOUdokha
ne
I ! k
Promotional Items Suggested Purchases 2013
Promotional Items Suggested purchases 2013
LED Key Chains
$0.79
150
$118.50
Pencils
$0.25
300
$75.00
Mini fans
$1.69
100
$169.00
Cloth Bags
$0.90
150
$135.00
Highlighter /pen
$0.62
150
$93.00
Water Bottle
$1.18
100
$118.00
Lanyards
$0.88
100
$88.00
Glow Bracelet
$0.35
150
$52.50
Umbrellas
$7.69
20
$153.80
$1,002.80
1 R
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Slim flash light with super bright LED
light. Flat rectangular body with silver
trim. Non- translucent design. No six
black spots seen on the imprint area.
Long life lithium batteries included. Up
to 30 hours continuous lighting
time. 100,000 hours of life time for the
LED light bulb. Three years on shelf
time! Great gift for thin key holder,key
tag,key chain,key
ring, safety, emergency.
Price:
$0.79 and up
Jo -Bee economy line round pencil.
Available in 18 colors! Round pencil
with #2 lead is standard. Lead
degrees of ##2 -1/2 and ##3 available.
Please contact factory for custom
quote. Dimensions: 5/16" Diameter x 7
1/2" L. Note: pencil will contain #2
lead, unless otherwise specified.
Made in the USA.
Price:
$0.25 and up
Cool off with a classic mini fan. This
small battery operated miniature fan
with soft foam blades is perfect for any
outdoor event. Each fan includes 2 AA
batteries packed separately. Note: We
do not recommend a black imprint.
Price:
$1.69 and up
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Slim flash light with super bright LED
light. Flat rectangular body with silver
trim. Non- translucent design. No six
black spots seen on the imprint area.
Long life lithium batteries included. Up
to 30 hours continuous lighting
time. 100,000 hours of life time for the
LED light bulb. Three years on shelf
time! Great gift for thin key holder,key
tag,key chain,key
ring, safety, emergency.
Price:
$0.79 and up
Jo -Bee economy line round pencil.
Available in 18 colors! Round pencil
with #2 lead is standard. Lead
degrees of ##2 -1/2 and ##3 available.
Please contact factory for custom
quote. Dimensions: 5/16" Diameter x 7
1/2" L. Note: pencil will contain #2
lead, unless otherwise specified.
Made in the USA.
Price:
$0.25 and up
Cool off with a classic mini fan. This
small battery operated miniature fan
with soft foam blades is perfect for any
outdoor event. Each fan includes 2 AA
batteries packed separately. Note: We
do not recommend a black imprint.
Price:
$1.69 and up
This bag is made of 140gsm woven
polypropylene cloth. Opp film is laminated
on outside with full color process
imprinting. Inside opp film lamination is
optional. The size and structure can be
custom made as requested.
Price:
$0.90 and up
Combination, dual tip, twist - action
ballpoint pen and single color chisel -tip
highlighter. Swiss nib. German ink
cartridge.
Price:
$0.62 and up
PEN AND HIGHLIGHTER
r
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Plastic Water bottle. This small cup is
made of envelope: PS cover: PE. Make a
good impression of this promotional cup
that can holds 8.8 oz of your favorite
beverage. They come in a wide range of
rich translucent colors that are sure to
highlight any logo or message. 5 1/10 ".
Price:
$1.18 and up
PLASTIC WATER BOTTLES
L k7l
rA � 1 rA 01 a1
AA
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r
Play hard in any weather with this
Lockwood auto -open golf umbrella.
Whether it's rain or shine this umbrella is
ready to shield you from any distractions
with its 8 panels covered with 190T
pongee fabric. Built with a 42" arc, this
umbrella is wide enough to block out any
sun ray hindering your stroke. The
umbrella also has fiberglass ribs, a metal
shaft with rubber handle and tip, a Velcro
strap fastener and plush button auto
open.
Price:
$7.69 and up
UMBRELLAS
12 -14 business days lead time custom
printed flat polyester lanyards. These high
quality silk screen lanyards comes with a
choice of 3 attachments included in the
price; add other features to the lanyard
such as a safety breakaway, quick
release buckle, or printing on two sides
plus additional colors. (Lanyard material
length 16 " each, side, circumference 32"
not inclusive of attachment or other
options selected).
Price
$0 88 and up
LANYARDS
Why compromise Functionality for
affordability? Check out our 8" superior
glow bracelet with single color design, a
great low budget promotional item! We
have sold millions of this perennial
favorite. A fantastic product for
fundraisers, pep rallies, night clubs,
theme parks and more. It also makes a
great party favor for weddings and
special occasions. PLEASE NOTE: Glow
items by Nature are a One time Use
Item! Choking Hazard: Not for children
under 3 years old.
Price:
$0.35 and up
ehawtion I L F
Director of
P_ o o ! Koncepts
5 401 S. Kirkman Road 1
Orlando, i9
P: 407.777.0638
:11
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