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12-07-2017 Minutes CITY OF OCOEE Minutes of the Human Relations Diversity Board Regular Meeting Held December 07,2017 I:CALL TO ORDER HRDB meeting was called to order by Vice Chair Brown at 7:00p.m. in Room 109 of Ocoee City Hall located at 150 North Lakeshore Drive,Ocoee, Florida. A. Pledge of Allegiance and Moment of Personal Reflection: Vice Chair Brown led the board in the Pledge of Allegiance to the U.S.flag;followed by Vice Chair Brown asking for moment of personal reflection. B. Roll Call and Determination of Quorum: Secretary Mieras performed roll call and declared quorum (7) met. In Attendance (10): Vice Chair Brown and Members: Maxwell, Hershaw, Daily,Vines, Foster, Osbourne, Hart, Dawkins, &Calloway. Absent(2): Chair Crown& Member Anderson-Robinson. Non-Voting Present (4): Ex-Officio Member Wright,Secretary Mieras, Director Butler of Support Services, and4'02r SCO-I'1`_f c sti C. Review of Excused Absences: Chair Crown &Member Anderson-Robinson were excused absences. D. Review Agenda for Tonight's Meeting: Vice Chair Brown reviewed the agenda for the night. E. Review of Minutes: Minutes from the November 7th meeting were reviewed. Motion made by Member Calloway, seconded by Member Hershaw, and unanimously passed to approve minutes with the written in changes. II:BUSINESS FOR DISCUSSION A. Comments from Citizens/Public: None B. Budget Report: Ex-Officio Member Wright reported the balance is$19,757.70 as of this meeting. C. Review HRDB City Commission Presentation: Member Maxwell recalled no action was taken with the historical marker wording presented during the City Commission's November 14th meeting. Member Maxwell explained the commissioners seem to have concerns with the recommended wording and asked the board to consider rewording or refocusing the marker.The board discussed options for moving forward with the marker project. Director Butler recommended HRDB present a factual narrative encompassing the City of Ocoee's entire history and the marker wording project be a part of this holistic approach.The members decided further discussion with city leadership is needed to determine how to effectively move forward with the marker project. Each board, commission,or agency of this state or of any political subdivision thereof shall include in the notice of any meeting or hearing, if notice of the meeting or hearing in required, of such board, commission, or agency, conspicuously on such notice, the advice that, if a person decides to appeal any decision made by the board, agency, or commission with respect to any matter considered at such meeting or hearing, he or she will need a record of the proceedings, and that, for such purpose, he or she may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. The requirements of this section do not apply to the notice provided in s.200.065(3). ALSO, IN ACCORDANCE WITH FLORIDA STATUTE 286.26: PERSONS WITH DISABILITIES NEEDING ASSISTANCE TO PARTICIPATE IN ANY OF THESE PROCEEDINGS SHOULD CONTACT THE OFFICE OF THE CITY CLERK,150 N.LAKESHORE DRIVE,OCOEE,FL 34761,(407)905-3105,48 HOURS IN ADVANCE OF THE MEETING. MORE THAN ONE COMMISSIONER MAY PARTICIPATE OR HEAR DISCUSSIONS REGARDING A MATTER WHICH WILL COME BEFORE THE COMMISSION FOR ACTION. D. EJI Essay Scholarship Updates: The board tabled discussion until more guidance is given on the maker project. E. Black History Month Essay Contest: Ex-Officio Member Wright reported the Black History Month essay contest letters were emailed to the principals on November 20th. Ex-Officio Member Wright explained the submission deadline was changed to January 24th and the Lakeshore Center was not available so the Award Ceremony will be 7:00pm at Ocoee City Hall,Wednesday, February 28th F. MLK Parade Logistics: Discussion ensued between the board members and Officer Scott-Marsh about planning for the MLK parade.Staging planned for 7am, parade kickoff at 10am,and the ceremony will be held inside the mall.The members determined with the ceremony inside the mall, more volunteers, coordination, &HRDB member presence will be needed.Specific notes are organized below: General: Need master list of all positions&roles to be filled by either HRDB members or volunteers. Contact list for all people working day of event. Staging(Citrus): Need to schedule an HRDB member to be stationed at the registration table. Purchase or acquire 4 walkie-talkies for Explorers. Rent 4 porta potties for band staging area. Route: Need aerial map of route for next meeting. Need close up aerials of Citrus staging area &mall parking lot. Determine which entrance into the mall parking lot. Confirm with mall staff which entrance the parade secession should use to reach the stage. Determine how to guide people only going to the ceremony to the new stage location. Need OPD to manage traffic at mall. Rent golf cart for parade floater. Ceremony in Mall: Coordinate fire inspection on Friday Dec 15th City will provide sound system. Find out what time HRDB can start decorating the stage. Determine location of HRDB information table. Schedule members at information table and get brochures and giveaways for information table. Need 5 additional packs of water(24 count). Post Ceremony: Coordinate with Parks& Rec for shuttle driver contact information. Confirm band knows where they can park truck. G. Other Business: Each board, commission, or agency of this state or of any political subdivision thereof shall include in the notice of any meeting or hearing,if notice of the meeting or hearing in required, of such board, commission, or agency, conspicuously on such notice, the advice that, if a person decides to appeal any decision made by the board, agency, or commission with respect to any matter considered at such meeting or hearing, he or she will need a record of the proceedings, and that, for such purpose, he or she may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. The requirements of this section do not apply to the notice provided in s. 200.065(3). ALSO, IN ACCORDANCE WITH FLORIDA STATUTE 286.26: PERSONS WITH DISABILITIES NEEDING ASSISTANCE TO PARTICIPATE IN ANY OF THESE PROCEEDINGS SHOULD CONTACT THE OFFICE OF THE CITY CLERK,150 N.LAKESHORE DRIVE,OCOEE,FL 34761,(407)905-3105,48 HOURS IN ADVANCE OF THE MEETING. MORE THAN ONE COMMISSIONER MAY PARTICIPATE OR HEAR DISCUSSIONS REGARDING A MATTER WHICH WILL COME BEFORE THE COMMISSION FOR ACTION. Motion made by Member Dawkins,seconded by Member Maxwell,and unanimously passed to ask Rep.Val Demings to be the 2018 MLK Day Parade Grand Marshal. Motion made by Member Hershaw, seconded by Member Dawkins,and unanimously passed to set aside $4,000.00 to pay for all 2018 MLK Day Parade expenses. H. Set Next Agenda:Vice Chair Brown, along with input from the board,set the agenda for the next meeting, which will be held on January 4th,2018,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 from December 07, 2017 II. BUSINESS FOR DISCUSSION a. Comments From Citizens/Public b. Budget Report c. MLK Parade d. Marker Project e. Other Business f. Set Next Agenda for February 1st, 2018. III. QUESTIONS/COMMENTS IV. ADJOURNMENT III:QUESTIONS/COMMENTS: None IV:ADJOURNMENT: Meeting adjourned at 8:32 p.m. 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. 1 ter- / ISV Presiding Officer allirr Date Each board, commission, or agency of this state or of any political subdivision thereof shall include in the notice of any meeting or hearing, if notice of the meeting or hearing in required, of such board, commission, or agency, conspicuously on such notice, the advice that, if a person decides to appeal any decision made by the board, agency, or commission with respect to any matter considered at such meeting or hearing, he or she will need a record of the proceedings, and that, for such purpose, he or she may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. The requirements of this section do not apply to the notice provided in s.200.065(3). ALSO, IN ACCORDANCE WITH FLORIDA STATUTE 286.26: PERSONS WITH DISABILITIES NEEDING ASSISTANCE TO PARTICIPATE IN ANY OF THESE PROCEEDINGS SHOULD CONTACT THE OFFICE OF THE CITY CLERK,150 N.LAKESHORE DRIVE,OCOEE,FL 34761,(407)905-3105,48 HOURS IN ADVANCE OF THE MEETING. MORE THAN ONE COMMISSIONER MAY PARTICIPATE OR HEAR DISCUSSIONS REGARDING A MATTER WHICH WILL COME BEFORE THE COMMISSION FOR ACTION.