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HomeMy WebLinkAbout11-01-2012 CITY OF OCOEE MINUTES OF HUMAN RELATIONS /DIVERSITY BOARD REGULAR MEETING HELD NOVEMBER 1, 2012 CALL TO ORDER Chairman Maxwell called the meeting to order at 7:00 p.m. in the Commission Chambers of City Hall, 150 North Lakeshore Drive. Chairman Maxwell gave the invocation and Lt. Brad Dreasher led the Pledge of Allegiance. The clerk called roll and determined there was quorum. PRESENT: Chairman Maxwell, Member Cornell, Member Joseph, Member King, Member Calloway, Member Turner, Member Persad, and Member Curry ALSO PRESENT: Recording Clerk Williams and Lt. Brad Dreasher (Police) ABSENT: Member(s) Dawkins, Pierce and Vice - Chairwoman Hopkins were absent excused. Member(s) Del Valle, Zaccaro and Tiwari were absent unexcused. BUSINESS FOR DISCUSSION APPROVAL OF MINUTES October 4, 2012 Member Cornell seconded Member Persad moved to accept the minutes as written for October 4, 2012. Motion carried unanimously. TREASURER'S REPORT Member Cornell advised she had not received the ADG report for October, thus there were no changes to report at this time. She reviewed the report presented in the October meeting and answered the questions that arose in her absence. She stated the donations that were excluded had not been received at the time, but she will make the correction now that she has received the information. She will move the expense of the cd's to administrative cost just as the business cards and shirts are expensed. Member Cornell continued with her explanation of the report and how the allocations were itemized leaving a total available balance of $9, 968.21. Chairman Maxwell inquired if the $328.00 had been paid to Mike Bissett. Member Cornell stated she does not know if it has been paid. Chairman Maxwell inquired if there was any indication given as to why she was not provided the ADG report. Member Cornell stated she contacted Liaison Wright via email and has not received a response to date. Chairman Maxwell stated he will address a letter to the city manager to correctly address this issue. Member Cornell, seconded by Member Joseph, moved to accept the September report as presented with the exceptions to move the cost for the cd's to administrative cost line item and to add the four $25.00 Publix gift cards to the donations for Fiesta de Colores. Motion carried unanimously. MLK, JR. UNITY PARADE AND CELEBRATION Chairman Maxwell invited Lt. Dreasher to speak in regards to this item. Lt. Dreasher stated the operational plan will need a few minor changes, but he is prepared to assist wherever necessary. Ms. Boudokhane inquired if the West Oaks Mall was still a viable Human Relations Diversity Board Minutes November 6, 2012 Page 2 of 5 option to host the celebration event after the parade with the pending sale of the mall. Lt. Dreasher stated the mall was in the process of being sold, but he had not heard a sale was final. Chairman Maxwell stated if the mall is unavailable, Bill Breeze will be the alternate ending location for the parade. Member Joseph inquired about the parade route to Bill Breeze. Chairman Maxwell suggested assembling at the school and closing SR438 for fifteen minutes or so. Lt. Dreasher stated it is a state road and will need to be approved by FDOT (Florida Department of Transportation). Chairman Maxwell asked Lt. Dreasher to find out what is required to close SR438 if necessary and provide feedback at the December 6, 2012 meeting. Lt. Dreasher suggested they consider marching the same route as the Ocoee Lions' Club Christmas Parade. Chairman Maxwell provided handouts of the preliminary planning of the MLK, Jr. Unity Parade and Celebration. Recess called 7:35 p.m. Meeting Resumed 7:51 p.m. Chairman Maxwell briefed the board on the information provided in the package of handouts he distributed. Member Joseph inquired if they will be moving forward with the planning of a pre -event reception dinner. Chairman Maxwell stated he believes they should move forward with having this event as it gives city officials and board members the opportunity to speak with the individual that will be the keynote speaker. Member Joseph stated that adding a purpose to the reception dinner will be better viewed by the public instead of looking as if they are throwing a party for themselves. Further discussion ensued regarding adding a purpose to the pre -event reception dinner. Chairman Maxwell directed the board to the page within the handout that had suggestions for event themes. Further discussion ensued of possible event themes. Member Cornell, seconded by Member Persad, moved to accept "The Courage to Believe and Act" as the theme for the MLK, Jr. Event Unity Parade and Celebration and the Black History Month Essay Contest. Motion carried unanimously. Chairman Maxwell directed the board to the page(s) within the handout that listed the businesses in West Orange County that he suggest should be approached for sponsorship. Member Persad asked who the checks should be made payable to. Chairman Maxwell stated checks should be made payable to the Human Relations Diversity Board. Member Cornell suggested having a database created with the name and address of the businesses so that they could send a mass mail. She suggested using the student volunteers that Vice - Chairwoman Hopkins is in contact with to complete this task under her supervision. Chairman Maxwell stated he does not think Vice - Chairwoman Hopkins has the time with her increased job demands. Chairman Maxwell stated they may be able to use some of the high school students and credit them volunteer hours. He will Human Relations Diversity Board Minutes November 6, 2012 Page 3 of 5 contact Vice - Chairwoman Hopkins to inquire about her leading this task. If she is not able to lead the charge, Member Cornell will be the lead. Member Cornell stated she would do so only under the direct supervision of Chairman Maxwell, and he will need to draft the letter to the high school requesting their services. Discussion ensued about how to strategically move forward with fundraising efforts. The board suggested minor changes in the letter; removing the mention of I.C.E., changing the closing salutation to reflect Liaison Wright, and customizing the greeting based upon to whom the letter is intended. Chairman Maxwell requested a roll call vote of board members interested in continuing the planning of MLK, Jr. Unity Parade and Celebration and suggested that if they do not have a confirmed keynote speaker by November 15th the event should be cancelled. Member Cornell stated that they should wait until November 29th before they make any decisions. Member Joseph stated there are only a few members that are willing to take the lead. Member Persad stated he is new and doesn't really know how things should be done; he is still in the observing the seasoned members and expecting their leadership. Member King stated there needs to be better leadership and direction provided when a task is given. Chairman Maxwell stated he received great opposition when he assigned things to individuals. Roll can vote was taken of present board members to determine if they would continue with planning the MLK, Jr. Unity Parade and Celebration. Vote was accepted with a six to one majority vote. Member Cornell suggested starting with the sub - committee meetings as the event itself is subject to having a confirmed keynote speaker. Member Joseph inquired if Ty Christian was being considered as keynote speaker. She provided the contact information. Member Persad volunteered to take the lead role in making initial contact to check availability and pricing. SUB - COMMITTEE MEETINGS MLK, Jr. Unity Parade and Celebration November 7, 2012 November 28, 2012 December 5, 2012 December 12, 2012 January 9, 2012 January 16, 2012 Black History Month Essay Contest November 14, 2012 Board consensus determined the meeting time as 6:30 p.m. with possibility of Fire Station 1. Human Relations Diversity Board Minutes November 6, 2012 Page 4 of 5 BLACK HISTORY MONTH ESSAY CONTEST Chairman Maxwell asked for a chair of this committee; with no volunteers he suggested Member Joseph. Member Joseph declined stating other board members need to have the opportunity to get involved. Chairman Maxwell addressed the attitudes of the board, and that there needs to be more teamwork. Member Cornell, seconded by Member Persad, moved to address the Black History Month Essay Contest planning at the end of November and to select a committee chair at that time. Motion carried unanimously. Recording Clerk Williams advised the board that the planning of the Black History Month Essay contest in previous years began early in November to allow time for notification to the schools prior to Christmas break. Member Joseph advised she believes someone needs to be appointed tonight to begin coordination efforts. Member Cornell stated she does not know how to coordinate this event and will not take the lead without a seasoned member to assist her. Chairman Maxwell again asked for a volunteer of the committee otherwise he will appoint someone to lead the committee. Recording Clerk Williams advised the board has high turnover, and the oldest member on the board is currently Chairman Maxwell. Member Cornell stated she will lead the committee under Chairman Maxwell's direction. Chairman Maxwell asked for any information of Black History Essay Month contest planning from Ms. Boudokhane and Member Joseph prior to the November 7, 2012 sub - committee meeting. ATTENDANCE Recording Clerk Williams advised the letter addressing attendance and possible removal was mailed to Member Tiwari on October 17th and no response has been received to date. An agenda item for her removal and the re- appointment of Ms. Boudokhane will be heard at the November 6, 2012, city commission meeting. Recording Clerk Williams advised that Member Del Valle is quickly approaching the non - attendance threshold of three unexcused absences. Chairman Maxwell advised to move forward with sending her the appropriate letter regarding her attendance and inquiring of her intentions to continue her service on the board. NEXT AGENDA - December 6, 2012 MLK Event and Celebration Preliminary Planning Black History Month Essay Contest Preliminary Planning Attendance - Recording Clerk Williams QUESTIONS /COMMENTS Member Cornell inquired if the board will have a table at the Founders' Day event. Recording Clerk Williams advised that no board members volunteered to attend the table, and at this late time the table more than likely has been cancelled. Chairman Human Relations Diversity Board Minutes November 6, 2012 Page 5 of 5 Maxwell stated to cancel the table. Member Cornell stated the board should never again let an opportunity like this pass as they lose valuable interaction in getting the word out about the board and its objectives. Member Cornell, seconded by Member Persad, moved to cancel the table at the Founder's Day event due to the late date and no volunteers. Motion carried unanimously. AD,JQURN Adjoin rned at 9:331�.m. i -�' / (, 'fisha Williams, Recording Cler William Maxwell, Chairman