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07-11-23 ARCC Adopted MinutesMINUTES ' Arts, Recreation, and Culture Committee (ARCC) Meeting • r Tuesday, July 11, 2023 - 6:00 PM st v� Commission Chamber Present: An Oskarsson, CARAC Chair Jane Stevens, Member Lisa Goodrich, Member Hillary Hickam, Member Mary Mullahey, Member Joseph Schwarz, Member Absent: Carol Silcox, Member Wally Sears, Alternate Member Also Present: Latrenia Thomas, Recreation and Cultural Arts Director (RCAD) 1. CALL TO ORDER AND ROLL CALL 2. APPROVAL OF MINUTES A. Approve minutes of the June 13, 2023, Arts, Recreation, and Culture Committee meeting. B. 3. RECOGNITION OF VISITORS/PUBLIC COMMENTS Jane introduced Heather who applied for an open seat on Arts, Cultural and Recreation Committee. Her purpose for attending the meeting was to observe the committee. 4. ONGOING BUSINESS A. Commision Meeting Report - Jane Jane shared that the Commission discussed the finalized contract for the Boys and Girls Club program. B. Final Discussion on the OIR and IMEP Programs Lisa G. mentioned that she shared her views in her prior email that she asked Latrenia to forward to all committee members. Her recommendation was that the IMEP program would be too expensive to start up in the city, but the OLLIE program would be better suitable, and they would also have the option to apply for a grant. Joe shared that he spoke with the Executive Director from OLLIE and they would be applying for a grant. There was further discussion in regard to committee member's involvement with organizations who are interested in applying for grants. An O. recommended that a follow up with IMEP would be necessary to make Catherine Tupper aware that the Arts, Recreation, and Culture Committee (ARCC) July 11, 2023 Page 1 of 3 Committee would like to postpone having IMEP for a later time. Lisa G. agreed to contact her to touch base with her. C. Boys and Girls Club Sites Awarded Latrenia shared that the Boys and Girls Club organization were approved for funding to operate the afterschool and summer programs in the Gail Baker and Jordan Community Centers. The City is currently awaiting a contract to move forward with the partnership. Latrenia shared that the goal is to make the transition as smooth as possible. D. ARCC Grants Latrenia T. informed the committee in reference to the received grantees final and progress reports. She explains that PossAbilities Plus did not submit their final report due to an oversite from staff not sending them the notification. An O. shared that the Beaches Fine Artist Series had an issue with submitting their grant. There was further discussion on suggestions to improving the saving process of the grants. Latrenia T. recommend to the committee that if there are any unencumbered funds leftover from the grants the committee could recommend to the commission purchasing the proper software that would provide the features they would like to add to the application process for the grants. E. ARCC Open Position An O. asked if Carrol Silcox submitted a formal resignation to the City Clerk. It was shared that it wasn't clear if Carrol's notice was considered an actual resignation. An O. mentioned that the Board Member Review Committee meeting is on August 17th at 5:30 pm in the City Chambers and anyone is available to attend. F. ARCC and ESC July 5th Meeting Report - Joe Joe mentioned that he's met with Mark and Sarah from ESC on several occasions on defining the needs of a volunteer coordinator. Joe mentioned that Kevin and Latrenia are working on the vision for the position. Jane mentioned that she provided her info in regard to the volunteer coordinator to Mark and Sarah from ESC. An. O. gave a brief description about ESC. An O. also shared how the ARCC and ESC could be beneficial for the 2 committees to partner with each other. 5. NEW BUSINESS An O. shared that the first week of the SharkBite's program starts the first week of August if anyone is interested in viewing the program and she would email the flyer for Latrenia to share with the rest of the committee. Jane S. even suggested that they view the garden that the remainder of the grant funds supported. 6. OPEN / FOLLOW UP A. Database of Programs The committee discussed briefly the purpose of the data collection in regard to events and programs. They would like to look more closely into the data collection to review Arts, Recreation, and Culture Committee (ARCO) July 11, 2023 Page 2 of 3 where there would be a need in activities and programs. The committee agreed to discuss at the next meeting of future programs they would like to consider in the next grant cycle. B. Volunteer Program Joe shared that the volunteer program can only be as good as the committees communicate. Joe provided everyone with notes from the previous ESC and ARCC meeting for the committee to have on hand. 7. OTHER AGENDA ITEMS/ANNOUNCEMENTS 8. ADJOURNMENT There being no further business, Chair An Oskarsson adjourned the meeting at 6:44 p.m. Attest: T-01Latrenla Thomas Arts, Recreation, and Culture Committee (ARCC) July 11, 2023 Page 3 of 3