HomeMy WebLinkAboutItem #06 Approval to Waive the Lakeshore Center Rental Fee for Black History Essay Awards Ceremony ocoee
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AGENDA ITEM COVER SHEET
Meeting Date: February 2, 2016
Item # (p
Reviewed By: /
Contact Name: Joy P. Wright Department Director: e/.11?r,;
Contact Number: 407-905-3100 x9-1530 City Manager: f4' 7
Subject: Request to waive Lakeshore Center rental fee for Black History Essay Awards Ceremony
Background Summary:
The City of Ocoee's Black History Month Essay Contest, presented by the Human Relations Diversity Board, is
in its 12th year. The essay awards ceremony has been held in the City Commission Chambers for the past
several years. Each year, students, parents and faculty attend the ceremony and fill the Chambers to its
maximum seating capacity. There is overflow seating every year and attendees are directed to sit in Conference
Room 109.
For this reason, the Human Relation Diversity Board is requesting this year's awards ceremony be held at the
Ocoee Lakeshore Center to comfortably accommodate all of the people who attend the event. The ceremony is
tentatively scheduled at the Lakeshore Center on Thursday, February 25, 2016.
Issue:
Should the City Commission waive the Lakeshore Center's rental fee for the city's Black History Month Essay
Awards Ceremony?
Recommendations
The HRDB respectfully requests that the City Commission waive the rental fee for the awards ceremony.
Attachments:
Human Relations Diversity Board Minutes
Meeting -January 7, 2016
Financial Impact:
None
Type of Item: (please mark with an '50
Public Hearing For Clerk's Dept Use:
Ordinance First Reading X Consent Agenda
Ordinance Second Reading Public Hearing
Resolution Regular Agenda
XCommission Approval
Discussion&Direction
Original Document/Contract Attached for Execution by City Clerk
Original Document/Contract Held by Department for Execution
Reviewed by City Attorney N/A
Reviewed by Finance Dept. N/A
Reviewed by N/A
2
CITY OF OCOEE
Minutes of the Human Relations Diversity Board
Regular Meeting Held January 7,2016
I:CALL TO ORDER
HRBD meeting was called to order by Chair Calloway at 7:03 pm in Room 109 at Ocoee City Hall located
at 150 North Lakeshore Drive,Ocoee, Florida.
Pledge of Allegiance and Moment of Personal Reflection:
Member Briggs led the board in the pledge of allegiance to the U.S.flag;followed by Chair Calloway
asking that we each take a moment for personal reflection.
Roll Call and Determination of Quorum:
Secretary Washington preformed roll call and determined that there was a quorum (8 of 10). In
attendance at the time meeting was called to order and roll call taken were: Chair Calloway, Member
Dawkins, Member Foster, Member Maxwell, Member Crown, Member Briggs, Member Ruiz and
Member Hershaw. Member Daily joined the meeting at 7:38 pm. Also present: Commissioner Keller,
Joy Wright, Community Relations Manager and Al Butler,Support Services Director.Absent was
Member Freeman. Keller and Wright are also HRDB members, but they do not count towards the
quorum as they are non-voting.
Review Agenda for Tonight Meeting:
Chair Calloway reviewed the agenda for the night.
Review of Minutes:
Member Maxwell asked to review the minutes. Chair Calloway asked to move the approval of the
Minutes of the December 3, 2015 to the end of meeting.
Comments from Citizens/Public:
Citizens came to talk about the cemetery(Agenda Item C),which was moved up to accommodate them.
Dotty Linkowski, HOA President said this community has concerns about the cemetery. Their concerns
were more about traffic into their subdivision and vandalism with the gate unlocked. Discussion ensued
regarding traffic and safety. Commission Keller discussed the idea of having the gate locked during
specific hours of the day. Design will be done by Public Works Department starting at the end of
January. Once plans are received,the HOA will be given an opportunity to review and comment.
II: BUSINESS FOR DISCUSSION
Budget Report:
Member Wright reported that the Board had a current fund balance of$10,044.04. Director Butler said
that a little over$3,300.00 is still to be paid to BeatCreative, plus items for the MLK Parade.
Cemetery: Discussed previously.
Rev. Martin Luther King,Jr.Celebration:
Member Wright said as of today we had 26 participants and she was looking for volunteers at Citrus
Elementary and West Oaks Mall. Chair Calloway, Member Wright, Member Dawkins and Ron Cordoza
will be at Citrus Elementary. Member Foster, Member Dailey, Member Briggs and Member Crown will
be the volunteers at West Oaks Mall. Support Services will supply the audio system.
Member Dawkins asked about decorations for the stage. Discussed ensued. Member Dawkins made a
motion to allocate funding for general decorations for the stage in the amount of$600.00. Seconded by
Member Crown. Motion approved unanimously.
Member Wright will be sending out an email verifying the celebration schedule.
Essay Contest:
Essays will be due from the participating schools on February 5, 2016. City staff will distribute the essays
to judges February 12, 2016 with the award ceremony tentatively set for February 25,2016. Member
Wright to find out if the Lakeshore Center would be available for this ceremony. Judging will be the
week of February 15, 2016. Judges are: Members Dawkins,Crown and Hershaw.
Ocoee World Fest:
Member Maxwell updated HRDB regarding the Ocoee World Fest. He had met with the City
Commission on December 15, 2015 and came away with the feeling that they liked the idea of the
World Fest. They directed staff to work with the City Attorney to explore implementation of the
proposed event plan.
Two options were developed as a result of those discussions:
1—Hold the event as planned in 2016 using only the city funding.
2—Conduct a larger event in 2017 through an independent not-for-profit organization.
Staff saw the budget for the first time on December 15, 2016. Expenditures were stated to be
$118,000.00 with the revenue of$125,000.00. By law,the city cannot do a "cash flow" event based on
future revenues. City Attorney has volunteered his time to establish an independent not-for-profit
organization. Member Maxwell read his recommendation to the Board (memorandum attached). Event
committee is to attend February 19, 2016 Commission meeting with recommendation—would like the
members of HRDB to attend meeting. Motion to approve recommendation made by Member Crown
and seconded by Member Dawkins. Unanimously approved.
Member Dawkins made a motion to donate$2,500.00 as startup funds for this organization. Seconded
by Member Hershaw. Passed unanimously.
Other Business:
None.
Set Next Agenda:
Chair Calloway,along with input from the board,set the agenda for the next meeting, which will be held
on February 4, 2016, said Agenda was established as listed below:
I. CALL TO ORDER
A. Pledge of Allegiance and Moment of Personal Reflection
B. Roll Call and Determination of Quorum
C. Review of Excused Absence(s)
D. Review Agenda for Tonight's Meeting
E. Review of Minutes for December 3, 2015 and January 7, 2016
II. BUSINESS FOR DISCUSSION
A. Comments from Citizens/Public
B. Budget Report
C. Cemetery
D. Rev. Martin Luther King,Jr.Celebration -follow up
E. Essay Contest
F. Ocoee World Fest
G. Set Next Agenda
III. QUESTIONS/COMMENTS
IV. ADJOURNMENT
III:QUESTIONS/COMMENTS: None.
IV:ADJOURNMENT: The meeting was adjourned at 9:10 pm by Chair Calloway.
AUTHENTICATION:
These are the official minutes of the Ocoee Human relations Diversity Board, as accepted by the Board
at a meeting held on the date shown below. Any amendments to the minutes as originally prepared by
the Secretary are indicated above.
Presiding Officer Date