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10-10-23 ARCC Adopted MinutesMINUTES Arts, Recreation, and Culture Committee (ARCC) Meeting Tuesday, October 10, 2023 - 6:00 PM `f v� Commission Chamber Present: An Oskarsson, ARCC Chair Tracy Gebeaux, Member Jane Stevens, ARCC Member Lisa Goodrich, Member Joseph Schwarz, ARCC Member Absent: Kaylene Maddox, Member Hillary Hickam, ARCC Member Carol Silcox, Member Mary Mullahey, Wally Sears, ARCC Alternate Member Also Present: Latrenia Thomas, Recreation and Cultural Arts Director (RCAD) 1. CALL TO ORDER AND ROLL CALL 2. APPROVAL OF MINUTES A. Minutes for August 22nd and September 12th will be available in November's meeting. 3. RECOGNITION OF VISITORS/PUBLIC COMMENTS Mark Gabrynowicz shared the importance of being involved with the development of the Volunteer Coordinator's position to be suitable for ARCC and ESC. He also expressed that the city has agreed to reopen the Parks Master Plan and encouraged members to attend the Open House. 4. ONGOING BUSINESS A. Artisan's Fair - Terry Selden and Genie Gabrynowicz Latrenia shared the layout of the upcoming Artisans Faire event. She mentioned the vendors charge will be a $25 fee to rent a space at the event. The event will consist of vendors selling handmade products that includes art as well as edible treats. Latrenia also mentioned that ABET was going to host a show in the theater at no charge for attendees. Expanding the event would in hope satisfy the Committees prior year's request for more features. Terry Seldon shared that there would be a music component added to the event. She also mentioned a variety of vendors that she's looking to recruit for the event. Terry and Genie expressed how excited they are to work with the Recreation staff to host the event. The Committee members inquired about getting students from local schools to be Arts, Recreation, and Culture Committee (ARCC) October 10, 2023 involved in the event to sell art. An O. gave her feedback to the staff and volunteers that we consider meeting the expectations of the community's past experience with the event. B. Grant Awards Recommendations Report - Latrenia T. Latrenia gave the Committee an update on the status of the Grant Agreements. She mentioned that Kevin the Deputy City Manager, Cathy from HR along with the City Attorney are reviewing the agreement and would give feedback prior to disbursement to the Grantees. Latrenia asked the Committee members if they would like to share their feedback in reference to the draft grant agreement. Lisa G. shared that the agreement should include verbiage explaining that the Grantees program / event should reflect their request in their application and presentation. It was also recommended that the progress reports should also be attached to the agreement. C. Commission Meeting Report - Jane S. Jane S. shared that during Public Comments a resident spoke harshly about the ARCC's Grant program. She also mentioned that Lisa G. spoke before the Commission in reference to the process of the ARCC Grant and shared detailed in reference to the process. She added that Commissioner Ring requested to see a visual of the process on how the applicants are interviewed and how the Committee scores the applicants. 5. NEW BUSINESS A. D-1 Training Event - Tracy G. & Joe S. Tracy G. gave feedback in reference to the D-1 Training event. He shared that the kids who participated had a great time, but the event did not satisfy the expectation of the grant. Latrenia shared that Sam a representative from D-1 Training offered to provide youth participants with Jacksonville Shark tickets as well as other benefits to satisfy the poorly attended event. The Committee discussed that they are open to compromising to make up for D -l's lack to producing a successful event. Latrenia mentioned that Kevin H. shared with Sam in an email what was expected of him and the terms if he didn't meet the agreement. The Committee also agreed that D-1 would not receive funding from the ARCC grants in the future because of the failure to execute their grant request. B. Grant Cycle Discussion An O. suggested that all grant applicants' events should be completed no later than August 15th in order for them to provide their reports and receipts prior to the end of the Fiscal Year. Joe mentioned that the scoring can be based on a percentage scale to determine how much funding an applicant would receive. Members discussed that the selection for liaisons would take place at the following ARCC meeting. C. Department Budget Overview Lisa G. asked if the department received what they requested in the budget. Latrenia responded that some request did not receive funding. The Committee shared methods that could allow the department to host the additional events while staying within budget. It was also recommended to reduce the amount of Shakespeare in the Park events to one weekend a year instead of two which would allow us to use the funds for the Soulful Arts, Recreation, and Culture Committee (ARCC) October 10, 2023 Vibration's event. It was also mentioned that Shakespeare in the Park name should be changed to Theater in the Park. MOTION: A motion was made to change the name from Shakespeare in the Park to Theater in the Park Motion: An Oskarsson Second. Joseph Schwarz An Oskarsson (Moved By) For Tracy Gebeaux For Jane Stevens For Lisa Goodrich For Joseph Schwarz (Seconded By) For Quorum Not Met S to 0. D. Fall Festival Report - Latrenia T., Joe S. & Tracy G. Latrenia shared the outcome of the Fall Festival and how well it was attended. She shared that with the number of attendees it lacked volunteers. She also expressed how the Fletcher Interact Club did a great job volunteering. The Committee recommended recognizing the Interact Club at an upcoming Commission meeting. Joe and Latrenia agreed to work together to recruit as many volunteers as possible to attend the Commission Meeting. 6. OPEN / FOLLOW UP ITEMS A. Database of Programs Discussion was tabled for the next meeting. B. Volunteer Coordinator Position Jane shared that Kevin proposed to contract the Volunteer Coordinators position through Beaches Habitat for Humanity. She also shared that he requests for feedback from the Committee in reference to the position. The Committee shared their views on what they would like to see in the overall outline of the position. 7. OTHER AGENDA ITEMS/ANNOUNCEMENTS Latrenia shared that Mayport Middle School's Shark Bites had money left over from 2020's grant funding and would like to allocate those funds to use those funds to go to the Georgia Aquarium. The Committee agreed to allow Mayport Middle School to use those funds for the field trip. 8. ADJOURNMENT There being no further business, Co -Chair Joe Schwarz adjourned the meeting at 7:50 p.m. Attest: Arts, Recreation, and Culture Committee (ARCC) October 10, 2023 An Oskarsson, Chair Latrenia Thomas Arts, Recreation, and Culture Committee (ARCC) October 10, 2023