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HomeMy WebLinkAbout04-03-2014CITY OF OCOEE MINUTES OF HUMAN RELATIONS /DIVERSITY BOARD REGULAR MEETING HELD APRIL 3, 2014 CALL TO ORDER Chairman Hopkins called the meeting to order at 7:06 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 Hopkins, Members Calloway, Daily, Foster and Freeman ALSO PRESENT: Commissioner Keller, Director of Support Services Al Butler, Staff - Liaison Wright and Recording Clerk Westberry ABSENT: Chair -Elect Dawkins (A /E), Past Chairman Maxwell (A /E), Members Boudokhane (A /E ), Curry ( A/U ), McKenzie ( A/U ), and Singh ( A/U ) BUSINESS FOR DISCUSSION APPROVAL OF MINUTES March 6, 2014 Minutes of the March 6 2014 will be presented again if the board has a quorum. WELCOME NEW BOARD MEMBER Chairman Hopkins welcomed Member Daily. She asked that she give a brief introduction of herself and her interest in serving on the board. Member Daily gave a brief history and stated her interest in joining the board was the ability to serve and community involvement. COMMENTS FROM CITIZENS/ PUBLIC None BUDGET UPDATE Staff - Liaison Wright informed the board that the HRDB account balance is $3,827.71. The account balance does not reflect pending expenditures. Chairman Hopkins asked had the shirts been ordered. Staff - liaison Wright stated she is waiting on feedback concerning sizes. Chairman Hopkins explained to Member Daily that she will be eligible for a shirt after a three -month waiting period. Chairman Hopkins welcomed Member Foster's guest, Lloyda Rose - Baxter. She asked that she give a brief introduction of herself, for which Lloyda Rose - Baxter graciously complied. Chairman Hopkins asked was there anything else to report on the Budget report. Staff - Liaison Wright stated the amount $3,827.71 should be enough to cover the Fiesta de Colores. Member Daily asked where the funds come from. Chairman Hopkins replied Human Relations Diversity Board Minutes April 3, 2014 Page 2 of 4 Colores. Member Daily asked where the funds come from. Chairman Hopkins replied that the City provides funds to the board beginning each fiscal year, as well as donations are made by local businesses, sponsors and some events charge a small fee to cover the event. Member Freeman arrived to the meeting at 7:22 CEMETERY OPTIONS Director of Support Services Butler presented a hand -out and reminded the board that the City of Ocoee does not own the property known as the African - American cemetery. It is the undivided remnant of the estate of Lena Brannon, daughter of Bluford Sims and was overlooked during her probate process. The City Attorney's office is trying to ascertain the various options the City may have to acquire the property and the City has ordered a title opinion that will give us a list of who the possible owners are. The hand -out displays an option suggested by the City Clerk concerning a road -side monument that would be placed at the property within the street right -of -way. One side of the monument would have an explanation of the site and the other side a place for names of people who believe to have ancestors buried in the area. (Exhibit A) Chairman Hopkins added that the African - American cemetery has historically been identified as this property; however, this may not be the actual place, but within the vicinity. There are no gravesites left that can be identified. Member Daily asked the location of the property. Mr. Butler informed the location is at the extreme northwest corner of Central Park and Bulldog football field. As you turn into Forest Ridge subdivision off of Lakewood, the property sits at the end of the road with a small sign identifying the site. After further discussion Mr. Butler stated the City will keep the board informed of further information on the cemetery. FIESTA DE COLORES Staff - Liaison Wright presented an updated Fiesta de Colores vendor form and stated the form is ready to be posted on the HRDB web page if the board has no changes or corrections. (Exhibit B) Chairman Hopkins asked if the amount will remain the same as last year $25 donation (optional) and $10 application processing fee. Staff - Liaison Wright confirmed that is correct. She then presented the Fiesta de Colores flyer from last year. Consultation has been made with Graphic Designer Trinity to go ahead and update the flyer by changing the colors but the basic format will remain the same. (Exhibit C) Chairman Hopkins asked had a radio sponsorship been sought out. Staff Liaison Wright replied radio sponsorship had not been sought. Discussion ensued concerning last year's radio station arriving late to the event and possibly searching for a new radio sponsor. Staff - Liaison Wright stated she will search out other radio stations and added once she receives from the board any edits to the vendor form she can begin contacting last year's vendors. Chairman Hopkins recognized Member Freeman for her work on the MLK list; she designed it to be user friendly. Chairman Hopkins suggested the board may want to talk about the dance group from Deltona at the next board meeting, so they can get them booked. She will also pursue Human Relations Diversity Board Minutes April 3, 2014 Page 3 of 4 a local university that provides multi - lingual education in English /Spanish who have worked events and may help reach more Hispanic vendors. Mr. Butler presented to the board a Volunteer Release- Waiver Form. (Exhibit D) The City is required under state law to do an annual background check on board members who volunteer to work /participate in events due to the Angela Lunsford Act. This will be needed for our student volunteers as well and anyone who works at an event. Discussion ensued concerning confidentially of the form and where it will be housed after each person fills out the form. Mr. Butler replied the form will be kept in our Human Relations department and information such as social security numbers will not be shared but general information on the form is a part of public records. The release - waiver may be placed in a sealed envelope and given to the City Clerk's office, the clerk's office will forward to the Human Relations department. Commissioner Keller added that a good time to get the form in and be ready for the next event would probably be in the months of June, July, or August. Further discussion ensued concerning the form being witnessed and notarized. Mr. Butler stated he will find out that information. INTERNATIONAL CULTURAL DAY Mr. Butler stated there was an interest in broadening the scope of Fiesta de Colores to include other nationalities /ethnic groups. Potentially a new group would be added each year. Member Freeman asked would this include the tri -city group. Mr. Butler replied the September event in 2015 would potentially be more broadly based with the other two cities (Apopka & Winter Garden) and their organizations in order to have a larger cultural event. Chairman Hopkins mentioned that committees need to be set -up and further asked Staff Liaison Wright to send out a message to the board members to clarify who wanted to be involved on the committee. The board identified Member Maxwell, Member Foster, and Member Daily as sub - committee members and asked to double check who else wants to be committed so they can start setting up sub- committee meetings to take action on that process. Chairman Hopkins mentioned that everyone has a copy of the latest list of board members and at least three vacancies will become open on the board. She added if you know anyone please solicit them in being a member of the board. Lastly, she reminded the board of the Volunteer Appreciation Dinner April 16'" which will be held at the new Ocoee Lakeshore Center. NEXT AGENDA - May 1, 2014 Comments from Citizens /Public Budget Report Cemetery Fiesta de Colores International Cultural Day Set Next Agenda QUESTIONS /COMMENTS Human Relations Diversity Board Minutes April 3, 2014 Page 4 of 4 ADJOURN The meeting adjourned at 8:30 p.m. Carla Westberry, Recording Cler q nnif r H kins, Chairman Exhibit A Road -Side Monument Option Exhibit B HRDB 5th Annual Fiesta de Colores Vendor /Donation Form Exhibit C HRDB 4th Annual Fiesta de Colores Flyer Exhibit D Volunteer Release — Waiver Form k�rd '$aWe Beth Eikenberry, CMC, City Clerk City Florida 150 Lakeshore Drive Ocoee, Florida 34761 „ o , ;do - 2 Telephone: (407) 905 -3105 A'� Fax: (407) 905 -3168 email: bei ken berryC@ci.ocoee.N.u5 q Website: www.ocoee.ora City of Ocoee Human Relations Diversity Board's 5th Annual Fiesta de Colores Saturday, September 27, 2014 11:30 a.m. – 4:30 p.m. Bill Breeze Park 125 N. Lakeshore Drive VENDOR/DONATION FORM Mayor S. Scott Vandergrift Commissioners John Grogan District 1 Rosemary Wilsen District 2 Rusty Johnson District 3 Joel F. Keller District 4 City Manager Robert D. Frank City of Ocoee Fiesta de Colores 150 N. Lakeshore Drive Ocoee, Florida 34761 Phone (407) 905 -3100 x 9 -1530 Fax(407)905-3151 Email jwri tgocoee.org Donation (Optional): — $25 Application Processing Fee (Required) $10 Payment Amount Included: $ (Check or Money Order payable to: City of Ocoee /HRDB Fiesta Organization/Business Name: Mailing Address: City State Zip Phone: ( ) Email: Cell: ( ) There is a $10 Application Fee for vendor participation Reserve Space for booth or display: Yes No (All Vendors must bring table, tent and chairs) Please check: Crafts Literature Other Specify Food (list food items) "Non-food vendors shall NOT giveaway food or beverages during event" Electricity needed? Yes No The undersigned agrees by signing this form, to indemnify and hold harmless the City of Ocoee or the City of Ocoee Human Relations Diversity Board from any and all claims, actions, causes of action, loss, damage, injury, liability, cost or expense including without limitation attorneys fees arising out of, resulting from or occasioned by participation in any activity associated with the City of Ocoee Human Relations Diversity Board. We further agree to abide by policies and guidelines as established by the City of Ocoee for participation in this event. Uwe agree that at anytime during this event, Uwe are not complying with this written agreement, I /we will be asked by law enforcement to immediately exit the event and there will be no refund of any fee. Authorized signature Print name: (Signature and date required) FOR OFFICE USE ONLY: Received Amount Received $ Check #, �IE�p Saturday NO PEfS September 14, 2013 xo coo�es 11:30 a.m. — 4m.30 p.m. Bill Breeze Park 125 N. Lakeshore Drive, 34761 www.ocoee.org (407) 905 -3100 Thank You to our Sponsors: Mamhelm 4� o&&Ud* C)CC ?ESE o,de La Fiera WUNA 1480 AM VOLUNTEER RELEASE - WAIVER FORM Center o� f Good Li vl!'d OC_ OBE Florida Position Volunteering For: Department to Volunteer: Full Name: Current Address: Current Phone: Other Names or SSN used: Street City State Zip Driver's License # SSN# Current Employer: Supervisor's Name: Current Employers. Phone: State Are there any criminal offenses for which you were convicted, plead guilty to or had adjudication withheld? Yes No. If yes, give dates and explain on the back of this form. A conviction will not necessarily disqualify you from employment. As an applicant for a volunteer position with the City of Ocoee, I am willing to furnish information for use in determining my qualifications. For this purpose, I authorize release of any and all information that may be available concerning me, including information of a confidential or privileged nature. I hereby release you, the City of Ocoee and others from liability or damage which may result from furnishing the information requested. I understand that for security reasons a background check may be conducted to determine my eligibility. I may also be required to supply my social security number, be finger printed or submit to a drug screening. Further background information will be requested only if a specific volunteer assignment calls for a full security check. As a volunteer for the City of Ocoee, I understand that I can be dismissed without cause and without notice, and that I am not eligible for compensation or benefits for services rendered. In consideration of the permission granted me by the City of Ocoee, to participate as a volunteer to and within the City and any and all activities or events related to this volunteer assignment, I the Undersigned for myself, my heirs, assigns and administrators, HEREBY RELEASE, WAIVE AND FOREVER DISCHARGE THE CITY OF OCOEE AND ITS AGENTS, OFFICERS AND EMPLOYEES from all liability to the Undersigned, my heirs, assigns and administrators, of and from all claims and demands, actions and causes of action of any kind (inclusive of claims for personal injuries and property damage), damages, losses and liabilities, costs, expenses and unknown, foreseen and unforeseen damages and consequences thereof, caused by or arising out of my participation in any volunteer assignment. I certify and warrant that I am in good physical condition and am able to participate as a volunteer in the agreed upon volunteer assignment and any and all activities or events related to this volunteer assignment, and do agree to do so at my own risk. I expressly agree and acknowledge that my participation in any above referenced activity or event is as a volunteer and not as an employee of the City of Ocoee and that I understand and agree that I shall not accrue nor shall I be entitled to any City employee benefits, wages or other incidents of employment by virtue of this agreement. NOTE: Updated backgrounds will be done on an annual basis. VOLUNTEER RELEASE — WAIVER FORM (con't) he Center of Good lr��a f� pCOEE r r, - Florf cl� I HAVE CAREFULLY READ THE FOREGOING RELEASE AND WAIVER KNOW THE CONTENTS THEROF AND I HAVE SIGNED THIS RELEASE AND WAIVER AS MY OWN FREE ACT. This release and Waiver contains the entire agreement between the Undersigned and the City of Ocoee and the terms of this Release and Waiver are contractual and not a mere recital. I expressly agree that this Release and Waiver is intended to be as broad and as inclusive as permitted by the laws of the State of Florida, and that if any portion thereof is held invalid, it is agreed that the balance shall notwithstanding continue in full force and effect. Applicants under age 18 MUST have their parent or guardian sign. Signature Parent /Guardian: Date: NOTE: Application will not be considered if this form is incomplete and /or not signed. In the event it is believed there is a discrepancy in the information received during the criminal background, fingerprinting will be required to verify the validity of the information received. CITY OF OCOEE SOCIAL SECURITY POLICY STATEMENT The City of Ocoee, in accordance with Section 119.071(5) of the Florida State Statutes, recognizes that an individual's social security number is a unique form of identification that can be utilized to obtain sensitive information regarding that particular individual. However, the City of Ocoee must collect social security numbers under certain circumstances in order for the City to be able to properly perform its duties and functions as a municipal corporation and order to ensure that such duties and functions are perfonned accurately and efficiently. Due to the sensitive nature of an individual's social security number the City of Ocoee provides the following statement regarding the City's collection of social security numbers: THE CITY OF OCOEE COLLECTS YOUR SOCIAL SECURITY NUMBER ONLY FOR THE FOLLOWING PURPOSES: IDENTIFICATION AND VERIFICATION OF EMPLOYMENT AND PAYROLL; ■ CREDIT WORTHINESS ■ BILLING AND PAYMENTS • DATA COLLECTION, RECONCILIATION, AND TRACKNG; ■ BENEFIT PROCESSING; ■ TAX REPORTING; • NEW UTILITY ACCOUNT APPLICATIONS; ■ BANK DRAFT AUTHORIZATIONS; • VENDOR REGISTRATION APPLICATIONS; • VOLUNTEER CONTRACTS FOR BACKGROUND CHECKS; ■ EMERGENCY TRANSPORT FOR BILLING AND INSURANCE; AND POLICE STATEMENTS AND ARRESTS FOR VERIFICATION OF IDENTITY ■ VOLUNTARY FINGERPRINTING ■ EMPLOYEE INSURANCE AND PENSION ISSUES ■ LOCAL BUSINESS TAX APPLICATIONS ■ TRAINING CERTIFICATIONS /LICENSURE Each individual who provides a social security number to the City of Ocoee shall be provided with a copy of this statement. Additional copies of this Social Security Policy Statement may be obtained by at, City Clerk's Office, at 150 North Lakeshore Drive, Ocoee, FL 34761. My signature represents that I have read and understand the content of this document. Volunteer Signature Print Name Date Witness to Signature Print Name Date