Item 11 Recommendation from the HRDB for Approval of the 2022 Ocoee Election Day Remembrance Event Planner and Program DetailsContact Name:
Contact Number
144V#MW
ocoee
florlda
Meeting Date: June 21, 2022
Item #
Melanie Sibbitt
1026
I
Reviewed By: s A
Department Director: Melanie Sib '
City Manager: Robert Frank
Subject: Recommendation from the HRDB for Approval of the 2022 Ocoee Election Day
Remembrance Event Planner and Program Details
Background Summary:
The Human Relations Diversity Board (HRDB), at their Regular Meeting held on May 5, 2022,
received a detailed preliminary outline of the Ocoee Election Day Remembrance 2022 event as
provided to them by the Jennifer Yon Agency. Following a lengthy discussion during the meeting
about the time commitment already made by the Jennifer Yon Agency, the Board voted to
recommend to the City Commission the approval of the Jennifer Yon Agency as event planner for
the upcoming 2022 event. The motion passed 5-4.
Subsequently, at their Regular Meeting held on June 2, 2022, the Jennifer Yon Agency provided
the Board with a final outline detailing the November 41n 5tn and 61n proposed program details. The
Board unanimously voted to recommend the proposal provided by the Jennifer Yon Agency to the
City Commission for their review and consideration.
Issue:
Should the City Commission approve the HRDB's recommendation of contracting with the Jennifer
Yon Agency for the 2022 Ocoee Election Day Remembrance Event and Program Details?
Recommendation:
The HRDB recommends the City Commission consider the approval of contracting with the Jennifer
Yon Agency for the 2022 Ocoee Election Day Remembrance Event and Program Details.
Attachments:
Minutes from the Human Relations Diversity Board Meeting held on May 5, 2022
Excerpt from the Human Relations Diversity Board Meeting held on June 2, 2022
Jennifer Yon Agency Program Proposal
Financial Impact:
Needs to be adequately funded in FY22/23
Type of Item: (please mark with an x )
_ Public Hearing
For Clerk's Dept Use
_ Ordinance First Reading
_ Consent Agenda
_ Ordinance Second Reading
_ Public Hearing
Resolution
Regular Agenda
Commission Approval
T
Discussion & Direction
_ Original Agreement/Contract Attached for Execution
_ Original Agreement/Contract Held by Department for Execution
Reviewed by City Attorney
Reviewed by Finance Dept.
Reviewed by (
CITY OF OCOEE
Minutes of the Human Relations Diversity Board
Regular Meeting Held May 5, 2022
I: CALL TO ORDER
The meeting was called to order by Chair Anderson -Robinson at 6:19 p.m. in the Commission Chambers of City
Hall located at 150 North Lakeshore Drive, Ocoee.
Chair Anderson -Robinson led the Board in the Pledge of Allegiance to the Flag, followed by a moment of personal
reflection. Recording Clerk Sibbitt performed roll call and declared quorum present.
Present: Chair Anderson -Robinson, and Members: Maxwell, Dawkins, Moyer, Brown, Middleton, Lomneck,
Kennedy, and Mellen
Absent: Chair Elect Lori Hart, and Member(s) Carr, Dorisca, and Ages Hart
Also Present: Commissioner Oliver, Assistant Support Services Director Gaines, and Recording Clerk Sibbitt
Guests : Jennifer Yon with the Jennifer Yon Agency
Public Comments: None
I1: BUSINESS FOR DISCUSSION
A. Approval of Minutes for the HRDB meeting held March 3, 2022:
Motion: Move to Approve the March 3, 2022, Minutes; Moved by Member Lomneck, seconded by
Member Brown. Motion carried unanimously.
Approval of Minutes for the HRDB Special Session meeting held April 14, 2022:
Motion: Move to Approve the April 14, 2022, Minutes; Moved by Member Brown, seconded by
Member Lomneck. Motion carried unanimously.
B. Discussion on 2023 MLK Parade Keynote Speaker:
Member Dawkins provided an overview of the MLK Parade from past years. She also shared a brief summary of
tasks, interim details, volunteer needs, next steps for the 2023 MLK Parade, and the proposed timeline.
Member Moyer inquired who has been a keynote speaker in prior years, and if backup keynote speakers were
selected in case of schedule conflicts. Member Dawkins addressed his question and shared there is information
on past speakers in the handout provided. She further shared some of her 2023 recommendations for keynote
speakers:
® Daralene Jones, Anchor Reporter for WFTV
® Dr. Jeffrey Redding, Director of Choral Activities at West Orange High School
® Allie Braswell, Jr., Vice President of Diversity, Equity, and Inclusion for VyStar Credit Union in Jacksonville
Member Dawkins asked the members to also present any recommendations they may come up with for keynote
speakers at the June meeting. Member Kennedy inquired if speakerfees will be available when recommendations
are presented to the Board, and if there are any forms that need to be filled out with speaker information.
Member Dawkins addressed his questions. She further encouraged the Board members to be mindful of the
budget when recommending a speaker. Assistant Support Services Director Gaines shared he will have City staff
HRDB Regular Meeting
May 5, 2022
reach out to.the school and mall to be sure the venues are available. Brief discussion ensued about any other costs
associated with the MLK Parade event, availability of a stage, and the sound system used in past events.
Commissioner Oliver inquired who was on the Subcommittee, and if assistance was needed. Member Dawkins
shared she is open to have additional Board members volunteer, and inquired if a vote is needed to establish the
2023 MLI< Parade Subcommittee. It was answered in the affirmative.
Motion: Move to establish the 2023 MILK Parade Committee; and further, Member(s) Dawkins, Lomneck, and
Brown volunteered to be on the Subcommittee; Moved by Member Dawkins, seconded by Member Lomneck.
Motion carried unanimously.
Past Chair Maxwell shared some past experiences with the MLI< event and explained the importance of
commitment by the members to assist with the event. Brief discussion ensued.
Member Moyer commented on Leon W. Russell, Chair, NAACP National Board of Directors, and stated Mr. Russell
may want to be considered as a keynote speaker.
C. Ocoee Election Day Massacre Remembrance Subcommittee Report:
Jennifer Yon detailed the updated outline of the Ocoee Remembers 2022 event which included a timeline of the
three-day event and the estimated budget. A copy of the preliminary outline was provided to the members.
Member Lomneck inquired if any other agencies have put in a bid or provided a proposal for this event.
Commissioner Oliver commented that bids have not been solicited in the past for this event. Ms. Yon further
announced the approvals received by the Town of Oakland and Winter Garden for the Buffalo Soldier Honor Ride,
and commented on the possible fundraising opportunities with Harley Davidson. She concluded by announcing
that the application for the Special Event Permit will be submitted prior to the Board's next regular meeting, and
the next Subcommittee meeting is scheduled for May 24th at 5:00 PM. Commissioner Oliver inquired about the
level of sponsorships being proposed. Ms. Yon addressed his question. A brief discussion ensued on the proposed
levels of sponsorship.
Past Chair Maxwell commented on the great job Ms. Yon did with her presentation and inquired about the
following items on the event schedule: The Democracy Forum, African face painting, and the Descendant's
Education Program. Ms. Yon addressed his questions. Past Chair Maxwell shared his opinion on sole sourcing,
and suggested the Board consider vetting vendors so that the Board is not criticized. Brief discussion ensued on
past experiences with the Democracy Forum and if any of the vendors have been notified. Ms. Yon shared she
has not reached out to any of the listed vendors.
Member Kennedy asked Chair Anderson -Robinson if she could clarify who the Chair of the Ocoee Election Day
Massacre Remembrance Subcommittee is, as he inquired at the last Subcommittee meeting, but could not be
provided an answer. He shared concerns on decisions being made by Subcommittee Member Carr on the program
details and the selection of the Jennifer Yon Agency as the event organizer. He suggested the Board formalize the
leadership of the Subcommittee. He voiced additional concerns he had with the Subcommittee meetings he
attended to include the absence of appointed Subcommittee members. Discussion ensued about the
Subcommittee, and a point of order was made to the Chair to address the question asked about who was the
Subcommittee Chair. The floor was yielded to Commissioner Oliver who inquired how a Subcommittee is
established. Past Chair Maxwell advised the Bylaws explain the creation of the Subcommittee and shared his
understanding of the responsibilities of a Subcommittee.
Chair Anderson -Robinson reminded the Board that their purpose is to be unified and to respectfully recognize
each other.
Page 12
HRDB Regular Meeting
May 5, 2022
Member Moyer voiced his discomfort on any discussions about the absence of a member from a meeting without
them being present. Member Kennedy reiterated his question on the clarification of who is the Chair of the Ocoee
Election Day Massacre Remembrance Subcommittee. Recording Clerk Sibbitt addressed his question and
explained how the appointments to the Subcommittee are made. She further explained who is able to attend the
Subcommittee meetings, the requirements for noticing a Subcommittee meeting, the purpose of the
Subcommittee, and how a Subcommittee Chair is elected.
Motion: Move to recommend to the City Commission the approval of the Jennifer Yon Agency for the planning
of the Ocoee Remembrance Event for 2022 & 2023; Moved by Member Moyer. Motion died for lack of second.
Member Kennedy shared it was his understanding that the motion made for the 2023 MLK Parade Committee
was to appoint Member Dawkins as Chair and that is what he thought he voted on. He apologized for any
confusion.
Member Dawkins asked about adding a tent for those with disabilities in the community for this event, and any
other outside event. Ms. Yon agreed with her suggestion.
Commissioner Oliver asked Ms. Yon if she would be able to continue to work with the Board considering they do
not know which direction they will proceed with on obtaining an event coordinator. Ms. Yon advised she was
under the impression she was the event coordinator and has put in a lot of work into this event, but if she is not
the confirmed event coordinator she will not be able to continue. She explained the time frame to prepare for the
event is dwindling down and it will be hard for her agency to carry out an event of the magnitude being proposed.
She stated that she requested to be involved in the 2022 and 2023 Ocoee Remembers event so that her agency
can establish a model that will be used for both years. Member Lomneck asked questions related to the program
details and if the budget included the Descendant's Program. Ms. Yon shared they did not include cost related to
that program as they are awaiting information. Brief discussion ensued about sponsorship funding and how it
would be disbursed, the agency management fee, and the request from the Jennifer Yon Agency to plan the event
for 2022 and 2023.
Motion: Move to recommend to the City Commission the approval of the Jennifer Yon Agency for the planning
of the Ocoee Remembrance Event for 2022; Moved by Member Dawkins, seconded by Member Mover.
Member Kennedy shared his concerns and recommended sunsetting the Subcommittee to allow the Board to
review and make decisions on the budgetary requirements instead of members of the Subcommittee.
Member Maxwell commended the work provided by Ms. Yon and also voiced his concerns with the actions of the
Board. Discussion ensued on the procedures of establishing a Subcommittee, the election of a Subcommittee
Chair, and Member Kennedy shared issues he experienced when he attended the Subcommittee meetings.
Commissioner Oliver addressed the concerns shared by the members about the Subcommittee's purpose and the
proposed event budget. Member Lomneck shared his concern with the agency management fee and inquired if
it could be decreased in percentage. Chair Anderson -Robinson asked if the City Commission would be making the
final approval. It was answered in the affirmative as the Board can only make a recommendation.
Motion carried 5-4 by roll call vote with Past Chair Maxwell and Members Lomneck, Kennedy, and Mellen
opposing.
Motion: Move to disband the Ocoee Election Day Massacre Remembrance Subcommittee; Moved by
Member Lomneck, seconded by Member Mellen.
Page 13
HRDB Regular Meeting
May 5, 2022
Discussion ensued about the disbanding of the Subcommittee since the Board selected an event planner. Member
Lomneck explained that with the recent motion by the Board to recommend Jennifer Yon Agency to plan the
event, he believed all proposals should be brought before the entire Board and not the Subcommittee. Discussion
ensued about the need for the Subcommittee and sunshine law requirements.
Member Lomneck inquired about the motion made at a previous meeting to establish a new Board for the
purpose of working on the Ocoee Remembrance event planning only. Recording Clerk Sibbitt advised her intent
was to get clarification this evening on what the Board was seeking for her to present to the City Commission as
the Board made a motion, but provided no direction to staff. She shared currently there is a Subcommittee that
is planning the event. Discussion ensued on the Subcommittee event program currently in process.
Member Brown left at 8:30 PM
Motion failed 4-4 by roll call vote with Past Chair Maxwell and Members Lomneck, Kennedy, and Mellen
opposing.
Recording Clerk Sibbitt reiterated who is able to attend the Subcommittee meetings, how the Subcommittee is
established, requirements for noticing a Subcommittee meeting, and how a Subcommittee Chair is elected.
Member Moyer raised the question as to who else is seeking to be a member of the Ocoee Election Day Massacre
Remembrance Subcommittee. Member Kennedy voiced his interest in being a Subcommittee member.
Motion: Move to appoint Member Kennedy as an additional member on the Ocoee Election Day Massacre
Remembrance Subcommittee; Moved by Member Kennedy, seconded by Member Mover. Motion carried
unanimously.
The next Subcommittee meeting was scheduled for May 24th at 5:00 PM at Bar 5 Lounge and Grill.
D. Update on Hosting Events for Asian Pacific American Heritage Month and Hispanic Heritage Month:
Member Moyer explained the Hello Asian American and Pacific Islander Project which he worked with the
elementary schools to coordinate. Ocoee Elementary, Citrus Elementary, Prairie Lake Elementary, and
Renaissance Charter School participated in the art contest and selected their own first place winners; however,
the Board will need to review all the entries from the schools to select Overall, First, and Merit Winners. He advised
monetary awards will be provided to the winners, as Commissioner Firstner donated $650 toward this event. All
artwork submitted will be displayed in the City Hall lobby for the month of May.
He further briefed the Board on the idea of a Carnival theme for Hispanic Heritage month and proposed that
information be sent out to the schools before the end of the school year so the schools could prepare accordingly.
The Board reviewed the art projects submitted for the Hello Asian American and Pacific Islander Project, and the
following were selected:
• Overall Winner $300 Renaissance Charter —Janet Vu
• First Place $100 Ocoee Elementary — Kensi Spalholz
• Merit Winners $50 Citrus Elementary — Dylan B.
$50 Prairie Lake Elementary— Dallas Kierstead
$50 Ocoee Elementary — Katelynn Mc Colley
Consensus of the Board was to have City staff award prizes to the above listed winners.
Page 14
HRDB Regular Meeting
May 5, 2022
Member Lomneck volunteered to assist Member Moyer with the Hispanic Heritage Month project.
Member Middleton inquired about Fiesta de Colores and if this event was scheduled for this year. It was shared
that the Fiesta de Colores event would not be occurring this year.
III: Board and Staff Comments:
Member Moyer shared a handout about diverse occasions to consider to bring before the City Commission. He
asked the Board to review and consider discussing at the next meeting.
Assistant Support Services Director Gaines commented that Recording Clerk Sibbitt had received an email from
Ms. Andrea Riley that included personal documents attached as she was told by a Board member that she needed
to provide those documents in order to prove she was a descendant. He explained that this type of request should
not come from a Board member but rather come from the City. Currently, the City does not have a formal process
in place for this type of request.
IV: Set Next Agenda
A. Approval of Minutes for May 5, 2022, meeting
B. Review List of Monthly Occasions
C. 2023 MLK Parade Committee Report
D. Ocoee Election Day Massacre Remembrance Subcommittee Report
E. Hispanic Heritage Month Discussion
F. Ocoee Sculpture Discussion
Adjournment: meeting adjourned at 9:14 PM
ATTEST:
_•Je:• _I
Melanie Sibbitt, Recording Clerk Chairperson
Page 15
CITY OF OCOEE
Excerpt Minutes of the Human Relations Diversity Board
Regular Meeting Held June 2, 2022
I: CALL TO ORDER
The meeting was called to order by Chair Elect Hart at 6:16 p.m. in the Commission Chambers of
City Hall located at 150 North Lakeshore Drive, Ocoee.
Chair Elect Hart led the Board in the Pledge of Allegiance to the Flag, followed by a moment of
personal reflection. Recording Clerk Sibbitt performed roll call and declared quorum present.
Present: Chair Elect Hart and Members: Dawkins, Maxwell, Carr, Brown, Ages Hart, Middleton,
Dorsica, Lomneck, Kennedy, and Mellen
Absent: Chair Robinson -Anderson
Also Present: Assistant Support Services Director Doug Gaines and Recording Clerk Sibbitt
Guests : Commissioner Brinson and Jennifer Yon, Jennifer Yon Agency
{Excerpt from Subcommittee Discussion}
D. Ocoee Election Day Massacre Remembrance Subcommittee Report:
Member Carr provided the Board with the May 24th Subcommittee Minutes he drafted. He further
explained his absence from the April Subcommittee meeting and Regular Board meeting, as he
wanted to clarify the questions that were raised about his absence during the May meeting. Brief
discussion ensued.
Member Carr updated the Board on the submissions of Special Event Permits with Ocoee, Winter
Garden, and Oakland for the Buffalo Soldier Honor Ride. He asked Jennifer Yon to provide an
overview on the event details and advised that the proposal from Andrea Riley is also included
into the proposal. He explained that the Subcommittee is seeking to present the proposal from
the Jennifer Yon Agency to the City Commission on June 215t for approval. Jennifer Yon provided
an overview of the proposal and elaborated on items that were inserted after their May meeting.
A discussion ensued about the event and if it would be City sponsored so that assistance may be
provided with the golf tournament. Recording Clerk Sibbitt explained what would be needed by
the Board so a staff report could be created for the June 21" City Commission Meeting. Discussion
ensued.
Motion: Move to recommend the presentation of the proposal provided by Jennifer Yon Agency
to the City Commission for their review and consideration; Moved by Member Mellen,
seconded by Member Lomneck.
Brief discussion ensued on the golf tournament cost and if it would be a City sponsored event,
costs of last year's two-day event, and the timeline with checklist provided to members on event
planning.
Motion carried unanimously.
Member Lomneck commented that during a previous meeting the Board voted for him to present
before the City Commission as a representative for the HRDB. He wanted to clarify if the Board is
requesting Member Carr to represent this proposal since he has requested to do so as
Subcommittee Chair.
Motion: Move to approve Member Carr as Subcommittee Chair to present the
recommendations for the 2022 Ocoee Remembrance event to the City Commission; Moved by
Member Carr, seconded by Member Ages Hart. Motion carried unanimously.
JENNIFER
mm
Agency
Ocoee Remembers 2022
Friday, November 4, 2022, to Sunday, November
6, 2022
Targeted to pay for itself with $25K to $40K going
to HRDB
Quantity Item/Description ' Rate
Total
Printing of Flyers, Banners, Etc. Est.
$1250.00
11/4/2022 Golf Tournament
$20,930.00
11/4/2022 Educational Panel
$2500.00
Light Refreshments with Cash Bar
$1000.00
Entertainment / Andrea Riley
$15,800.00
11/5/2022 5K Run
$9965.00
11/5/2022 Julius "July" Perry Buffalo Soldiers Memorial Highway Honor Ride
11/5/2022 Unity Festival
18
Community Tents (10x14)
$379.00
$6,822.00
200.
White Folding Lawn Chairs
$2.75
'$550.00
30
6 Foot Tables
$15.00
$450.00
30
Table Covers
$14.50
$435.00
1
Chair & Table Delivery, Setup/Breakdown
$600.00
$600.00
5
Portable Restrooms w/2 Hand Stations
$228.00
$1140.00
1 18ft x 22ft Mobile Stage w/Roof $1950.00 $1950.00
Hydraulic Roof with Truss & Adjustable Stage Height (3ft-2in)
(2) 4'x4' Platform Extensions (speaker wings)
Banner Kit, Skirting, Guard Rails (back/left/right sides)
(1) Step Unit with Handrails, Backdrop (Black Mesh or Vinyl), (1) Certified Fire Extinguisher
Delivery, Install, Tear Down Services Ocoee, FL
1 DJ, Sound & Engineer $2500.00 $2500.00
2 Event Host $1500.00 $1500.00
120 Food Vouchers for Buffalo Soldiers $15.00 $1800.00
1
5
JENNIFER
d--
Agency
Ocoee Remembers 2022 (Continued)
Friday, November 4, 2022, to Sunday, November 6, 2022
Targeted to pay for itself with $25K to $40K going to HRDB
Local Entertainment such as: $12000.00 $12,000.00
Saxophonist, RB Singer, Jazz Artist & Full Band
Inspirational Headliners such as
David & Tamela Mann, Leandra Johnson, Marvin Sapp
Children's Activities
Face Painting (41-Iours)
Train Rides
Bounce House (Ocoee Partnership)
11/5/2022 Descendants Dinner/ High Point Church
11/6/2022 Church Service 9am & 11am
11/6/2022 High Point Church Program
*Total Includes bothdays.
Subtotal w/Headliner (Minus Management Fee)
Agency Management Fee (20% of event total) .
(includes coordination of all vendors, stage management & clean up)
Total Preliminary Budget:
Subtotal w/Local Talent (Minus Management Fee)
Agency Management Fee (20% of event total)
(Includes coordination of all vendors, stage management & clean up)
Total Preliminary Budget:-
$25,500.00 $25,500.00
$900.00
$900.00
$1500.00
$1500.00
$0.00
$0.00
*$0.00
*$8000.00
$105,092.00
$21,018.40
$126,110.40
$91,592.00
$18,318.40
$109.910.40
2
Vendor
4 Food Trucks
Lemonade / Beverage Truck
2 Dessert Vendors
16 Vendors
18 Holes Golf Tournament
5K Run
Silent Auction
Souvenir Program
Sponsorships
Fundraising Goal
Miscellaneous Motes and Fundraising Plans
Fees
$150.00
$75.00
$75.00
$75.00
Additional Updates:
Application for the city permit has been submitted.
Possible Sponsors on standby
Golf Breakdown
Golf per person
Play 100@ $60.00
Food 100@ $15.00
Beverage Tickets
(25) Tables & $15.00
(20) Tents & $300.00
(20) Chairs $2.75
Flags/Signage
Host/DJ/Sound
Fundraising Goals
$600.00
$75.00
$150.00
$1200.00
$55,500.00 Minus Expenses
Continental Breakfast, Awards, Swag Bags
$25,500.00 Minus Expenses
Awards, Refreshments & Track Shack fee
$5,000.00
$15,000.00 Minus Expenses
$75,000.00 Minus Expenses
$177,525.00 Minus Expenses
$6000.00
$1500.00
$1500.00
$375.00
$6000.00
$55.00
$2500.00
$3000.00
3