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Home My WebLink About05-01-2014CITY OF OCOEE MINUTES OF HUMAN RELATIONS /DIVERSITY BOARD REGULAR MEETING HELD May 1, 2014 CALL TO ORDER Chairman Hopkins called the meeting to order at 7:07 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, Vice - Chairman Dawkins, Past Chairman Maxwell, Members Boudokhane, Calloway, and Freeman ALSO PRESENT: Director of Support Services Al Butler, Staff - Liaison Wright and Recording Clerk Westberry ABSENT: Members Daily (A /U), Curry (A /U), Foster (A /U), McKenzie (A /U), and Singh (A /U) BUSINESS FOR DISCUSSION APPROVAL OF MINUTES March 6, 2014 April 3, 2014 No action was taken as there was not a quorum. COMMENTS FROM CITIZENS/ PUBLIC None BUDGET UPDATE Staff- Liaison Wright informed the board she was not able to contact The City's Finance Department for an update; however, the balance should be the same as she last reported. CEMETERY OPTIONS Director of Support Services Butler reported the City has been undergoing a title search concerning the property of Lena Brannon, historically known as the African - American cemetery. The title company is now trying to find all the children and grandchildren of Lena Brannon through probate reports. The City Attorney informed the City of various options and relative cost, if the City chooses to acquire this property. One option is to find all the heirs; another option is a Quiet Title Action through adverse possession, or do nothing at all. It essentially becomes a policy question and could cost roughly $25,000 to $50,000 for the City to go through the process in order to acquire the property. Discussion ensued concerning options and a memorial to the property. Human Relations Diversity Board Minutes May 1, 2014 Page 2 of 3 FIESTA DE COLORES Staff - Liaison Wright informed the board that the Fiesta de Colores vendor form is posted on the HRDB web page. The flyer has been updated in Spanish /English and an e -mail was sent to last year's vendors. Information concerning the event will be posted on the City home page next month and a news release will be sent. Staff - Liaison Wright presented samples of the updated flyer, postcard version, artwork for street signage, and 1 1 X 17 posters. (Exhibit A) The Hispanic dance group from Deltona will not be available on September 27th and she advised the board will need to seek another dance group. Activities listed on the flyer such as, Magical Train rides, Ocoee Fire and Police Departments, bounce house, and face painter have been confirmed with exception to salsa dancers, entertainment and radio sponsor. Discussion ensued concerning the end time of the event. Staff - Liaison Wright added the board will need to decide on an amount to expend for a band, suggesting the amount from last year be increased. Chair -Elect Dawkins arrived to the meeting at 7:37 p.m. Member Calloway searched last year's minutes and found there was discussion of shortening the event. Chairman Hopkins suggested leaving the time at 11:30 to 4:30. Further discussion ensued concerning more entertainment, dance floor, beer garden and use of the Lakeshore Event Center. INTERNATIONAL CULTURAL DAY Chairman Hopkins asked if the committee would like to make a report. There was discussion that Past Chairman Maxwell, Member Daily, and Foster were on the committee. Past Chairman Maxwell added he would like to transition from the celebration of the Latino Hispanic Heritage month into a broader sphere of recognition. Chairman Hopkins added the board wants to celebrate all heritages but it will require communication and more advertising. Discussion ensued concerning the need of Latinos on the board. Director of Support Services Butler added that the Human Relations Diversity Board is the only City board that doesn't have a residency requirement, or property ownership requirement. Past Chairman Maxwell added that if he is going to put his name on the event, it has to be first class, structured, organized and meetings are going to be necessary. Chairman Hopkins requested that when committee meetings are scheduled, the board be informed of the dates so that everyone can attend. Past Chairman Maxwell will chair the committee. The board identified Members Boudokhane, Daily, Foster, Freeman as sub - committee members; Staff - Liaison Wright will attend as needed. Past Chairman Maxwell suggested May 14th at 7:00 p.m. for the first meeting. Staff - Liaison Wright will check to see if the Ison Center is available. Chairman Hopkins asked Mr. Butler to discuss the Volunteer Release- Waiver Form. Mr. Butler provided a revised Volunteer Release- Waiver Form to members and answered their questions from the last meeting. (Exhibit B) 1. Is a witness signature always necessary? Answer is yes. 2. Does the witness need to be a City employee? Answer is no. 3. If a minor is applying, does the child also need to sign and whose signature is the witness recognizing? Yes, the child needs to sign in the space designated for Human Relations Diversity Board Minutes May 1, 2014 Page 3 of 3 volunteer signature; the parent /guardian signs in the space designated and the witness signature will be a witness to both. Mr. Butler added the form can be turned in at the June 5 meeting and everyone who works an event will need to submit a form. The clerk will send the revised form with the minutes. Mr. Butler read to the board from Robert's Rules of Order concerning if a quorum is needed when minutes are presented for approval. Mr. Butler will talk with City Clerk Eikenberry regarding this question. NEXT AGENDA - June 5, 2014 Comments from Citizens /Public Budget Report Cemetery Volunteer Application Submission Fiesta de Colores International Cultural Day Set Next Agenda QUESTIONS /COMMENTS Chairman Hopkins asked Past Chairman Maxwell if he would like to discuss his concern about acquiring new members, but felt it had been addressed during the meeting. Mr. Maxwell stated there are 8,000 to 9,000 Hispanics in the City of Ocoee; however, they are not represented on this board. Chairman Hopkins added that the board has had Hispanic members in the past. Member Calloway felt more advertisement is needed. Staff - Liaison Wright suggested setting up meetings with local churches to advertise the need for members. Discussion ensued on how to attract Hispanics to the board and more advertisement for the HRDB. Member Freeman asked if the board is going to reach out to principals or curriculum teachers concerning MLK essays before the school year ends. Mr. Butler stated the board wanted to see if the essays could be a part of the school's lesson plans, and suggested Member Daily may have some insight since she was a Guidance Counselor. ADJOURN The meeting adjourned at 8:39 p.m. Carla Westberry, Recording Clerk ennif Ho ins, Chairman Exhibit A HRDB 2014 5 th Annual Fiesta De Colores Vendor Form 20145 th Annual Fiesta De Colores Updated Flyer in Spanish 2014 5 th Annual Fiesta De Colores Updated Flyer in English 5 th Annual Fiesta De Colores Postcard Version 5 th Annual Fiesta De Colores Artwork for Street Signage 5 th Annual Fiesta De Colores Sample of 11 X 17 Poster Exhibit B Revised City Volunteer Release - Waiver Form 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 It(i0coee.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 Cell: ( ) Email: (Print legibly) Required $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. I /we agree that at any time during this event, I /we 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 (Signature and date required) Print Name: FOR OFFICE USE ONLY: Received Amount Received S Check # rz I U Z % lip mw MR ;I JUUUU1 Del 7c )e Septie P. 11!30 n-r IM11, It Del 7c = 4:30 P. Pnrk w ire Del 7c = 4:30 P. Pnrk NO SE PERMITEN NEVERAS Y ANIMALES Traiga su propia manta y silla. Disfrutar de ■ la diversion. Musi(a en Vivo y DJ Tipi(o (omida Latina Juegos y Premios Pifiatas Brin(olines Pintando Las Caritas Boile de Salsa Paseos M6gi(os en tren Demostraci6n de PC Cruiser por el de El Departamento de la Pokia de Ocoee Entretenimiento de Marionetas por El Departamento de Bomberos de Ocoee N� i NO PETS NC} COOLERS # t Br ring your own blanket and lawn r 0 chair and enjoy the fun activites! 0 NNW J Win Cuisine feslive Game, and Prizes r r NOW, Bounce House i:ace Puiming Door prizes i i i Salso Domino Live Music Magical Train Rifles K Cruisef demonsfralion by Ocoee Po ice Departmenl 6 Puppet Show by ty Ocoee fire Deparlmeni r i €� VAIIMWAIIIMWAXIMWAIIMWAIIIMWAIINM CITY OF OCOEE HUMAN RELATIONS DIVERSITY BOARD, IN CELEBRA710M OF HISPANIC HERITAGE MONTH ► � � r �► � � ► � � r r► � I R I a r► i ► ►� � r �� ► � r ► � � o r� � ®►� � M Saturday, pnsfcy� M September 11:30 a.m, r Im ... . 4:30 p.m. Bill Breeze Park 125 N. Lakeshore Drive, 34761 407- 905 -3100 • www.ocoee.c s �2��+ 5. f f �s /* AV J � O � gy D S -1.46 1 florldo r Fal w al k www.ocoee.org Ocoe � • I tail �ITaWlAwl 1 1:30 a.m. - 4:30 p dill Breeze Park 25 N. Lakeshore Drive, 3476 X07- 905 -3100 • www_ocoee. �' _i I O NMI Im NO PETS NO COOLERS Bring your own blanket and lawn chair and enjoy the fun activites! Latin (uisine Festive Games and Prizes Pinatas Bounce House Face Painting Door prizes Salsa Dancing Live Music Magical Train Rides P( Cruiser demonstration by Ocoee Police Department Puppet Show by Ocoee Fire Department VOLUNTEER RELEASE — WAIVER FORM 1A4#SkX-%00r 0C_oee Ilorida Position Volunteering For: Full Name: Current Address: Current Phone: Driver's License # SSN# Current Employer: Supervisor's Name: Current Employers Phone: State MW 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 volunteering. 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. Department to Volunteer: Other Names or SSN used: Street City State Zip NOTE: Updated backgrounds will be done on an annual basis. VOLUNTEER RELEASE — WAIVER FORM (con't) �� J OCOe(? I HAVE CAREFULLY READ THE FOREGOING RELEASE AND WAIVER KNOW THE CONTENTS THEREOF 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: The Volunteer Release and Waiver 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 vafidity 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 performed 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 CONTRACT'S FOR BACKGROUND CHECKS; ■ EMERGENCY TRANSPORT FOR BILLING AND INSURANCE; POLICE STATEMENTS AND ARRESTS FOR VERIFICATION OF IDENTITY ■ VOLUNTARY FINGERPRINTING ■ EMPLOYEE INSURANCE AND PENSION ISSUES • LOCAL BUSINESS TAX APPLICATIONS; AND ■ 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