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1-30-24 ARCC Adopted MinutesMINUTES Arts, Recreation, and Culture Committee (ARCC) Meeting Tuesday, January 30, 2024 - 3:00 PM City Hall, Commission Chamber Present: An Oskarsson, Member Joseph Schwarz, Member Lisa Goodrich, ARCC Chair Jane Stevens, ARCC Vice Chair Hillary Hickam, ARCC Member Tracy Gebeaux, Member Absent: Kaylene Maddox, Member Also Present: Veronica Richard, ARCC Staff Liaison - Secondary Latrenia Thomas, Recreation and Cultural Arts Director (RCAD) 1. CALL TO ORDER AND ROLL CALL 2. RECOGNITION OF VISITORS/PUBLIC COMMENTS 3. TOPICS FOR DISCUSSION A. List of Priorities to Present to the Commission Linda Lanier went over ARCC's previous priorities and discussed any updates that they would need for the upcoming Priority Setting Workshop. She expressed the importance of the priorities they develop and how it plays a role in the Commission's priorities. B. Background and History of COAB Rentals and Fees Latrenia gave a brief update of the background and history of the fees. She shared how the fees have not been updated in almost 21 years and the need to assess and restructure the fees. C. Demonstration of the Current Online Registration / Fee System Latrenia demonstrated the current online registration system for all permits and rentals. Veronica shared the overall process, including how to obtain a permit, listed activities, vendor opportunities, and classes. D. Brainstorm General Principles to Govern Fees The Committee members compiled the following list of general principles that they hope will guide staff in creating a new schedule of fees. 4. BREAK Arts, Recreation, and Culture Committee (ARCC) January 30, 2024 5. DISCUSSION OF FEES A. Facilities - Adele Grage, Gail Baker, Jordan Park Hearing that a facility can be booked up to 6 months in advance, but that payment is not required until 30 days in advance, members enthusiastically agreed that all fees should be paid at the time of booking. Committee members were unclear about the ability or difficulty of the online booking system to create refunds but refer this issue to the city's finance professionals. B. Parks, Pavilions, Courts, Fields (baseball, soccer, basketball) While ball fields seemed to present no problems with booking, the tennis and pickleball courts do not have a reservation system that includes fees or time limits. Members agreed that players should be able to go online to book a court for a maximum of 2 hours for a minimal cost. Members discussed $2.50 to $6.00 per hour. Players would prove their reservation with an online receipt. Other players could use the courts without a reservation or cost but would have to defer to players with a reservation. C. Private events not sponsored by COAB, for example, photo and film shoots, weddings, memorials, festivals. Agenda item was skipped. D. Vendors who sell their goods or service at COAB events or venues, for example, food trucks, small businesses, artist, tennis or pickleball instructors Currently food trucks, small business, vendors at the city's Sunday market in Russell Park, artist at the Arts in the Park and other must pay a for a space at city events. The committee believes that anyone who charges residents a fee for their services while operating on city property should be considered a vendor. These include tennis, pickleball and skateboard instructions, professionals who do photo and film shoots and others. Members recommend that these vendors be charged a fee a permit (daily, monthly, or longer depending on the nature of the business) and be required to submit copies of their insurance and business license. E. Beach Campfires Members were concerned about the substantial number of campfires on the beach, especially since campfires are not permitted in any beach community between AB and Cocoa Beach, possibly driving even more non-residents to our beach. Members recommended limiting the campfire permits to only AB residents and increasing the price. They also encouraged staff to consider a maximum number of permits available per year possibly offered through a lottery at the beginning of the year or quarterly. Arts, Recreation, and Culture Committee (ARCC) January 30, 2024 6. 7. Attest: F. Campsites Members recommend that staff adopt the camping fee schedule used by Hanna Park, including costs and limits on number of consecutive days. NEXT STEPS AND FOLLOW UP A. Who - Will do What - By When ADJOURNMENT There being no further business, Chair Lisa Goodrich adjourned the meeting at 6:04 p.m. Lisa G o ich, Chair Latrenia Thomas Arts, Recreation, and Culture Committee (ARCC) January 30, 2024