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ARTS, RECREATION & CULTURE COMMITTEE
PRIORITIES
COMMUNICATIONS
Improve communications and marketing systems.
• Develop and implement strategies to ensure residents are fully aware of arts, recreation
and cultural programs available to them such as:
o QR code surveys
o Signage
o Mailing
o "Disney -style" maps of parks
o Scavenger hunt (Turtle Crawl described below)
• Improve the City website's navigability to enable users to more efficiently get the
information they are seeking.
• Develop and publish a catalogue of departmental and grantee programming.
• Utilize surveys to obtain customer feedback and publicly share the results.
PROGRAMMING
Enhance arts, recreation and culture programming.
• Conduct an analysis to identify programming gaps and devise a strategy to close the
gaps.
• Plan and implement a "Turtle Crawl" throughout CCAB Parks and certain outdoor
locations of historic significance. Turtle Crawl is intended to be a scavenger hunt -type
program whereby small, permanent, bronze turtles are installed throughout the city. A
paper or electronic map will be designed and accessible to the public through Adele
Grage or City Hall. When families and citizens search for and discover turtles, they can
either read a plaque or utilize a QR code to learn about the historic significance of that
specific location.
HUMAN RESOURCES & COLLABORATION
Boost the Cultural Arts & Recreation Department's productivity and efficiency.
Analyze whether the amount of city staffing meets the community's needs and
expectations, and devise a strategy to adjust the staffing level, as needed.
Revised January 30, 2024, ARCC Workshop
Key Timeline for FY 2024-25 Grant Period
May 27, 2024 Grantees Progress and Final Reports Due
Week of June 11, 2024 Public meeting to review grant and FAQs.
(Potential applicants are invited to attend, but attendance is not
mandatory.)
June 17, 2024 Electronic Request for Proposal goes live.
Press release issued.
July 28, 2024 —11:59 p.m. Deadline for FY 2024-25 Arts, Recreation & Cultural grant proposals.
The Recreation Director will collect all applications as they are
received and forward eligible applications to the Arts Recreation and
Cultural Advisory Committee (ARCC) within three (3) days of
submission deadline.
August 5, 2024 Notify semi-finalists, who will be required to present a brief
summary of their proposal and answer questions from the ARCC.
August 30, 2024 MANDATORY presentations to the CARAC. Specific times of the
9 a.m. to 5 p.m. presentations TBD.
September 10, 2024
Cultural Arts & Recreation Committee will vote and make
recommendations on funding at this regularly scheduled meeting.
October 14, 2024
Committee presents grants recommendations to the City
Commission at this regularly scheduled meeting.
October 16, 2024
Applicants are notified regarding awards.
October 16, 2024 —
- Grant agreements are dispersed and required
November 23, 2024
to be returned along with the required documents to receive
funds.
- Grantees are provided a rubric for progress/final reports
- Payments to schools; ongoing events receive incremental
payments.
City of Atlantic Beach
Arts & Recreation
Contribution Grant Application
FY 2024-2025
ORGANIZATIONS & INDIVIDUALS
Thank you for your interest in applying for an Arts & Recreation Contribution Grant from
the City of Atlantic Beach. Here, in Atlantic Beach, we place a high priority on arts and
recreation as a key indicator of a good quality of life for our residents; therefore, our City
Commission has allocated funding for FY2024-2025 to support these activities.
If you've applied for a grant in the past, you'll find that we've made some changes. First, it is
no longer necessary for applicants to have 501(c)3 nonprofit status so long as your project
or program adheres to our stated giving guidelines. Second, to encourage a variety of
programming year to year, we may be recommending that your project become a regular
city project if you've been funded for three years or more. This policy went into effect in
our 2023-2024 grant cycle. We will continue evaluate these on a case-by-case basis. Finally,
we've moved the entire process online to save some trees, as we here in AB are always
wont to do.
We are, however, still adhering to the relevant code pertaining to contributions:
Add the code here, though I don't think it's necessary to write out the whole thing,
maybe just the Ordinance numbers?
Please note the timeline we have outlined within this application. One other heads up, we
will be requiring each recipient to submit a Final Report at the end of this grant cycle. A
sample of what to expect is attached in the Appendix.
Let's get started...
REQUEST FOR PROPOSAL (RFP)
October 1, 2024 -September 30, 2025
City of Atlantic Beach Arts & Recreation Contribution Grant
Giving Guidelines and Eligibility Requirements
1. The City of Atlantic Beach seeks to support arts and recreation events and programs
that are physically and financially accessible to all residents, with priority
consideration given to events or programs that are held within COAB city limits.
2. The City of Atlantic Beach will NOT consider grants for:
a. Organizations that discriminate, including but not limited to, on the basis of
race, gender, gender identity, sexual orientation, ethnic orientation, country
of origin, citizenship, veteran, or disability status.
b. Religious organizations, unless they are engaged in programs that are secular
and benefit a broad base of the community.
c. Political groups.
3. Programs and/or events must be completed within the fiscal year of this grant
award.
Grant Expenditures and Accountability
1. The maximum grant awarded is $5,000.
2. Grant recipients are required to maintain and provide financial records to support
claimed expenditures pertaining to the successful completion of the project or
event. (In other words, show us how you spent the money.)
3. On-going projects or programs will be required to submit a mid-term Progress
Report at a milestone determined by the City Staff. Mid-term Progress Reports will
be submitted to the Arts & Recreation Committee.
4. Upon completion of program or event, a Final Report outlining the success of the
event or program will be submitted to the Arts & Recreation Committee. Any media
produced highlighting the event or program should be included in this Final Report
along with lessons learned and opportunities for improvement, if any.
5. Significant non-compliance issues will be taken into consideration and may affect
future funding by COAB.
For more information, please contact:
City of Atlantic Beach Recreation Office
Director, Ms. Latrenia Thomas
lthomas@coab.us (preferred method of contact)
(904) 247-5828
Key Timeline for FY 2024-2025 Grant Period:
May 27, 2024 2023-2024 Grantees Progress and Final Reports Due
Week of June 11, 2024 Public meeting to review grant and FAQs.
(Potential applicants are invited to attend, but attendance is not
mandatory.)
June 17, 2024 Electronic Request for Proposal goes live.
Press release issued.
July 28, 2024 - 11:59 p.m. Deadline for FY 2024-25 Arts, Recreation & Cultural grant
proposals. The Recreation Director will collect all applications as
they are received and forward eligible applications to the Arts
Recreation and Cultural Advisory Committee (ARCC) within three
(3) days of submission deadline.
August 5, 2024 Notify semi-finalists, who will be required to present a brief
summary of their proposal and answer questions from the ARCC.
August 30, 2024 MANDATORY presentations to ARCC. Specific times of the
9 a.m. to 5 p.m. presentations TBD.
September 10, 2024 Cultural Arts & Recreation Committee will vote and make
recommendations on funding at this regularly scheduled meeting.
October 14, 2024 Committee presents grant recommendations to the City
Commission at their regularly scheduled meeting.
October 16, 2024 Applicants are notified regarding awards.
October 16, 2024 - Grant agreements are dispersed and required to be returned
November 23, 2024 along with the required documents to receive funds.
Grantees are provided a rubric for progress/final reports
Payments to schools; ongoing events receive incremental
payments.
To gain access to the application, please answer the
following questions:
(NOTE TO APPLICATION PROGRAMMER: Answers indicated in RED should preclude
advancing to the application.)
1. Does your program pertain to cultural arts and/or recreation?
a. Yes.
b. No.
2. Has your project/program received an Arts & Recreation grant in the past?
a. Yes. When, and how much did you receive? Upload your Final Report from
previous year's funding.
b. No, this is my first time applying.
3. Are you prepared and committed to recognizing COAB as a supporter of your
project/program in all your printed and social media?
a. Yes.
b. No.
4. Are you prepared and committed to providing COAB with information and material
that will be shared by COAB in public event notification?
a. Yes.
b. No.
5. Are you prepared and committed to providing COAB with year-end data and
measurement of success?
a. Yes.
b. No.
6. Will your project/program be performed in Atlantic Beach?
a. Yes. Move on to application.
b. No. Do you have data to suggest Atlantic Beach residents have historically
participated in your programming?
L Yes. What percentage of your audience/participation is attended by
Atlantic Beach residents?
ii. No. I'm sorry; your project/program does not qualify for COAB
funding at this time.
APPLICATION:
NAME OF PROGRAM/EVENT:
1. Participation (Max 10 points)
a. Location(s) where program will take place
b. Number of attendees/participants who are Atlantic Beach residents
c. Total estimated number of participants
d. Frequency or duration of program/event (e.g., 1 time event for 2 hours, or 1
time/month for 1 hour, etc.)
e. Is the event open and accessible to all residents of Atlantic Beach who may
want to participate?
i. Yes.
ii. No. Please describe why. 250 word limit
2. Need (Max 10 points) - Briefly describe any community needs or gaps that the
program/event is intended to address. 250 word limit
Reviewers will consider the following questions when assigning points:
a. Is there a demonstrated need for the program/event?
b. Is the program/event duplicative of other programs/events in the area?
c. Is the program/event a response to a need articulated from the community?
d. Does the program/event target a population that is currently underserved?
(e.g., teens, children with special needs, low-income residents, etc.)
3. Program/Event Description (Max 10 points) - Describe the goals and objectives
of the program/event, as well as benefits to the residents of Atlantic Beach. 250
word limit
Reviewers will consider the following questions when assigning points:
a. Are the goals and objectives described in the application SMART (specific,
measurable, achievable, results -focused, and time bound)?
b. Does the program/event pertain to arts and/or recreation?
c. How will the program/event benefit the residents of Atlantic Beach?
4. Expected Outcomes (Max 5 points) - Describe if the program is evidence based
(i.e., has a record of achieving expected outcomes). Be prepared to address
improvements or changes to your project since the previous year. 250 word limit
Reviewers will consider the following questions when assigning points:
a. Is the program/event based on published evidence?
b. Does the program/event have a demonstrated history of success (in other
contexts or similar cities, or in previous years)?
c. If your project has been funded in previous years, how has your project
improved or otherwise changed since the previous year? Upload your Final
Report from previous year's funding.
5. Marketing (Max 5 points) - Describe how the program/event will be promoted
and marketed to the community. Describe how the City of Atlantic Beach will be
promoted as a sponsor of the program/event. 250 word limit
6. Cost (Max 5 points) - If there is a fee or cost to participate, describe how you will
ensure that participants are not denied the opportunity to participate due to their
inability to pay any registration or other related fees or costs. If there is no fee or
cost, please state N/A. 250 word limit
Reviewers will consider the following questions when assigning points:
a. Is the program/event free for residents of Atlantic Beach?
b. If there is a fee or cost, does the proposal describe steps to ensure
participants are not denied the opportunity to participate due to their
inability to pay fees or costs?
7. Evaluating Success (Max 5 points) - Briefly describe how you will measure
success. This should include how you will assess participant satisfaction, number of
participants and, if applicable, changes in knowledge, attitudes, skills or behaviors.
Describe data and/or survey collection methods. Please also describe how data will
be used to inform and improve program/event. 250 word limit
Reviewers will consider the following questions when assigning points:
a. Is there an evaluation plan for measuring participation, participant
satisfaction and, if applicable, changes in knowledge, attitudes, skills or
behavior?
b. Will data provide actionable information for future planning?
c. Will results be useful for dissemination to the community?
d. Does evaluation include feedback from participants/audience, as well as
planners, organizers and volunteers?
8. Resourcing (Max 5 points) - Please describe any plan to leverage additional
resources (e.g., other funding, volunteers, in-kind donations) or collaborations with
others to offset expenses. If your project or organization receives any funding from
COAB in any way, please state how much and for what. 250 word limit
Reviewers will consider the following questions when assigning points:
a. Is there a plan to leverage additional resources as mentioned above?
b. Is there collaboration with other organizations?
c. Is this a for-profit program/event?
UPLOAD Required Application Documents:
1. Program/Event Responsibility Parry/Point of Contact Information
2. List Social Media Handles, Website
3. Upload Summary of Program Budget
4. Upload Timeline of Key Milestones and Deliverables
S. Upload List of Organization Board of Directors and/or Additional Donors
6. Upload One (1) Letter of Recommendation
7. Provide Contact Information for (2) References
8. Upload most current IRS W-9 Form
IMPORTANT NOTES:
1. Only one (1) grant per eligible applicant.
2. The City Commission and/or the Arts & Recreation Committee, at its discretion, may
modify the contribution award to qualified recipients based on merit of proposal
and/or number of other qualified applications received. The contribution award
may not exceed the maximum amount of available financial resources of the
FY2024-2025 Annual Atlantic Beach Community Contribution Program as approved
under the City's Annual Operating Budget.
3. If the amount awarded is less than the amount requested, applicants must be
prepared to submit a revised program budget and description reflecting changes in
scale, if applicable.
4. Applications received after deadline or outside of online application will NOT be
accepted.
5. Organizations already receiving funds or financial support from the City of Atlantic
Beach FY 2024-2025 may not apply for additional funding.
6. Expenses must be directly related to proposed program or event services, materials,
or activities occurring within the award period.
7. Awardees will be required to maintain financial records to support claimed
expenditures and project accomplishments.
8. Progress Reports (in the case of ongoing programs) and/or Final Reports will be
submitted by the applicant to City Staff after key milestones or completion.
9. The Final Report is due 30 days following completion of the program or event. If the
Final Report is not received within 30 days following completion of program or
event, the award recipient will be required to immediately reimburse the City of
Atlantic Beach grant funds.
10. City Staff will review submitted copies of paid receipts/invoices and a written final
report to ensure that funds were spent in compliance with the approved application.
Applicant will be required to reimburse the City of Atlantic Beach for all
inappropriately spent funds.
11. Significant non-compliance issues will be taken into consideration and may affect
future funding decisions jointly made by the City Commission.
12. All eligibility criteria is administered and determined by the Recreation Director and
the Arts & Recreation Committee.
13. All decisions made on eligibility by the Atlantic Beach City Commission, the
Recreation Director, and the Arts & Recreation Committee are deemed final.
14. Arts & Recreation Contribution Grant applicant and recipients agree to indemnify
and hold harmless the City of Atlantic Beach from all liability, defense costs,
including other fees, loss or damage which the City may suffer as a result of claims,
demands, costs or judgment against it, arising from all activities engaged by grant
recipients in its use of public funds.
15. Applicants must be available for site visits during the application process, if
requested, and successful grantees must be available for site visits during program
activities or events.
APPENDIX
SAMPLE Final Report
City of Atlantic Beach
Arts & Recreation FY2024-2025 Contribution Grant
Please provide the following information and data on the actual event/program that was
implemented.
If the actual information or data differ significantly from what you expected and described
in your proposal, please explain the difference.
NAME OF PROGRAM/EVENT:
1. PARTICIPATION
• Location(s) where program/event took place.
• Total # of participants.
• # of participants who were Atlantic Beach residents.
• Total # of hours each participant was directly engaged in program/event .
• Frequency and duration of program/event (e.g. twice a week, 2 hours each time).
• Was the event open to all residents of Atlantic Beach?
• In what ways did you facilitate accessibility of your program/event to
participants? (e.g., Did you rotate locations, or provide transportation options?)
• If known, what age group(s) did your program serve? (e.g., Under 18,18-30, 30-
54,55+)
• What was the fee or cost to participate?
• In what ways did you advertise and market the event? Please UPLOAD
marketing samples.
• Do you feel the advertising/marketing was effective?
2. PROGRAM/EVENT
• Briefly describe how the program/event went. You are encouraged to UPLOAD
up to five photos related to your program/event.
• What were the main goals and objectives of your program/event? Were your
goals and objectives met? Why or why not?
3. EVALUATION
• How did you evaluate the success/effectiveness of your event/program?
• Were you able to collect the data and measures that you proposed in your
application? If the answer is yes, please summarize the evaluation results. If no,
please explain.
4. STRENGTHS & AREAS FOR IMPROVEMENT
• Please list what you consider to be the biggest achievements or
accomplishments of your program/event.
• What did you learn? Please list at least two ways to improve your
program/event in the future.
• If you have been funded in prior years, how has your project changed or
improved over the years?
5. BUDGET & FUNDING
• How much were you awarded?
• How much did you utilize?
• Did you return funds that were not ultimately utilized?
• If known, what was the total cost of your program/event?
• What other sources of funding did you have?
• UPLOAD copies of paid receipts and invoices here.
6. FEEDBACK
• Please share any feedback you have about how our process could be improved.
City of Atlantic Beach
Arts & Recreation
Contribution Grant Application
FY 2024-2025
SCHOOLS
Thank you for your interest in applying for an Arts & Recreation Contribution Grant from
the City of Atlantic Beach. Here, in Atlantic Beach, we place a high priority on arts and
recreation as a key indicator of a good quality of life for our residents; therefore, our City
Commission has allocated funding for FY2024-2025 to support these activities.
If you've applied for a grant in the past, you'll find that we've made some changes. First, it is
no longer necessary for applicants to have 501(c)3 nonprofit status so long as your project
or program adheres to our stated giving guidelines. Second, to encourage a variety of
programming year to year, we may be recommending that your project become a regular
city project if you've been funded for three years or more. This policy went into effect in
our 2023-2024 grant cycle. We will continue evaluate these on a case-by-case basis. Finally,
we've moved the entire process online to save some trees, as we here in AB are always
wont to do.
We are, however, still adhering to the relevant code pertaining to contributions:
Add the code here, though I don't think it's necessary to write out the whole thing,
maybe just the Ordinance numbers?
Please note the timeline we have outlined within this application. One other heads up, we
will be requiring each recipient to submit a mid-term Progress Report and a Final Report at
the end of this grant cycle. A sample of what to expect is attached in the Appendix.
Let's get started...
REQUEST FOR PROPOSAL (RFP)
October 1, 2024 -September 30, 2025
City of Atlantic Beach Arts & Recreation Contribution Grant
Giving Guidelines and Eligibility Requirements
1. The City of Atlantic Beach seeks to support eligible Duval County Public Schools
providing extracurricular/extramural programs, arts, cultural, and recreation
programs, activities or events that serve students who are Atlantic Beach residents,
with priority consideration given to events or programs that are held within COAB
city limits.
2. The City of Atlantic Beach will NOT consider grants for:
a. Organizations that discriminate, including but not limited to, on the basis of
race, gender, gender identity, sexual orientation, ethnic orientation, country
of origin, citizenship, veteran, or disability status.
b. Religious organizations, unless they are engaged in programs that are secular
and benefit a broad base of the community.
c. Political groups.
3. Programs and/or events must be completed within the fiscal year of this grant
award.
Grant Expenditures and Accountability
1. The maximum grant awarded is $10,000.
2. Grant recipients are required to maintain and provide financial records to support
claimed expenditures pertaining to the successful completion of the project or
event. (In other words, show us how you spent the money.)
3. On-going projects or programs will be required to submit a mid-term Progress
Report at a milestone determined by the City Staff. Mid-term Progress Reports will
be submitted to the Arts & Recreation Committee.
4. Upon completion of program or event, a Final Report outlining the success of the
event or program will be submitted to the Arts & Recreation Committee. Any media
produced highlighting the event or program should be included in this Final Report
along with lessons learned and opportunities for improvement, if any.
5. Significant non-compliance issues will be taken into consideration and may affect
future funding by COAB.
For more information, please contact:
City of Atlantic Beach Recreation Office
Director, Ms. Latrenia Thomas
Ithomas@coab.us (preferred method of contact)
(904) 247-5828
Key Timeline for FY 2024-2025 Grant Period:
May 27, 2024 2023-2024 Grantees Progress and Final Reports Due
Week of June 11, 2024 Public meeting to review grant and FAQs.
(Potential applicants are invited to attend, but attendance is not
mandatory.)
June 17, 2024 Electronic Request for Proposal goes live.
Press release issued.
July 28, 2024 - 11:59 p.m. Deadline for FY 2024-25 Arts, Recreation & Cultural grant
proposals. The Recreation Director will collect all applications as
they are received and forward eligible applications to the Arts
Recreation and Cultural Advisory Committee (ARCC) within three
(3) days of submission deadline.
August 5, 2024 Notify semi-finalists, who will be required to present a brief
summary of their proposal and answer questions from the ARCC.
August 30, 2024 MANDATORY presentations to ARCC. Specific times of the
9 a.m. to 5 p.m. presentations TBD.
September 10, 2024 Cultural Arts & Recreation Committee will vote and make
recommendations on funding at this regularly scheduled meeting.
October 14, 2024 Committee presents grant recommendations to the City
Commission at their regularly scheduled meeting.
October 16, 2024 Applicants are notified regarding awards.
October 16, 2024 - Grant agreements are dispersed and required to be returned
November 23, 2024 along with the required documents to receive funds.
Grantees are provided a rubric for progress/final reports
Payments to schools; ongoing events receive incremental
payments.
To gain access to the application, please answer the
following questions:
(NOTE TO APPLICATION PROGRAMMER: Answers indicated in RED should preclude
advancing to the application.)
1. Does your program pertain to cultural arts and/or recreation?
a. Yes.
b. No.
2. Has your project/program received an Arts & Recreation grant in the past?
a. Yes. When, and how much did you receive? Upload your Final Report from
previous year's funding.
b. No, this is my first time applying.
3. Are you prepared and committed to recognizing COAB as a supporter of your
project/program in all your printed and social media?
a. Yes.
b. No.
4. Are you prepared and committed to providing COAB with information and material
that will be shared by COAB in public event notification?
a. Yes.
b. No.
5. Are you prepared and committed to providing COAB with year-end data and
measurement of success?
a. Yes.
b. No.
6. Will your project/program be performed in Atlantic Beach?
a. Yes. Move on to application.
b. No. Do you have data to suggest Atlantic Beach residents have historically
participated in your programming?
i. Yes. What percentage of your audience/participation is attended by
Atlantic Beach residents?
ii. No. I'm sorry; your project/program does not qualify for COAB
funding at this time.
SCHOOL APPLICATION:
NAME OF SCHOOL:
NAME OF PROGRAM/EVENT:
1. Participation (Max 10 points)
a. Location(s) where program will take place
b. Estimated number of attendees/participants who are Atlantic Beach
residents
c. Total estimated number of participants
d. Frequency or duration of program/event (e.g., 1 time event for 2 hours, or 1
time/month for 1 hour, etc.)
e. Is the event open and accessible to all residents of Atlantic Beach who may
want to participate?
i. Yes.
ii. No. Please describe why. 250 word limit
f. Describe how you will facilitate access to the program or event so that
residents of Atlantic Beach who do not live near the program/event location
and who do not have transportation can still participate. 250 word limit
2. Need (Max 10 points) - Briefly describe any community needs or gaps that the
program/event is intended to address. 250 word limit
Reviewers will consider the following questions when assigning points:
a. Is there a demonstrated need for the program/event?
b. Is the program/event duplicative of other programs/events in the area?
c. Is the program/event a response to a need articulated from the community?
d. Does the program/event target a population that is currently underserved?
(e.g., teens, children with special needs, low-income residents, etc.)
3. Program/Event Description (Max 10 points) - Describe the goals and objectives
of the program/event, as well as benefits to the residents of Atlantic Beach. 250
word limit
Reviewers will consider the following questions when assigning points:
a. Are the goals and objectives described in the application SMART (specific,
measurable, achievable, results -focused, and time bound)?
b. Does the program/event pertain to arts and/or recreation?
c. How will the program/event benefit the residents of Atlantic Beach?
4. Expected Outcomes (Max 5 points) - Describe if the program is evidence based
(i.e., has a record of achieving expected outcomes). Be prepared to address
improvements or changes to your project since the previous year. 250 word limit
Reviewers will consider the following questions when assigning points:
a. Is the program/event based on published evidence?
b. Does the program/event have a demonstrated history of success (in other
contexts or similar cities, or in previous years)?
c. If your project has been funded in previous years, how has your project
improved or otherwise changed since the previous year? Upload your Final
Report from previous year's funding.
5. Marketing (Max 5 points) - Describe how the program/event will be promoted
and marketed to the community. Describe how the City of Atlantic Beach will be
promoted as a sponsor of the program/event. 250 word limit
6. Cost (Max 5 points) - If there is a fee or cost to participate, describe how you will
ensure that participants are not denied the opportunity to participate due to their
inability to pay any registration or other related fees or costs. If there is no fee or
cost, please state N/A. 250 word limit
Reviewers will consider the following questions when assigning points:
a. Is the program/event free for residents of Atlantic Beach?
b. If there is a fee or cost, does the proposal describe steps to ensure
participants are not denied the opportunity to participate due to their
inability to pay fees or costs?
7. Evaluating Success (Max 5 points) - Briefly describe how you will measure
success. This should include how you will assess participant satisfaction, number of
participants and, if applicable, changes in knowledge, attitudes, skills or behaviors.
Describe data and/or survey collection methods. Please also describe how data will
be used to inform and improve program/event. 250 word limit
Reviewers will consider the following questions when assigning points:
a. Is there an evaluation plan for measuring participation, participant
satisfaction and, if applicable, changes in knowledge, attitudes, skills or
behavior?
b. Will data provide actionable information for future planning?
c. Will results be useful for dissemination to the community?
d. Does evaluation include feedback from participants/audience, as well as
planners, organizers and volunteers?
8. Resourcing (Max 5 points) - Please describe any plan to leverage additional
resources (e.g., other funding, volunteers, in-kind donations) or collaborations with
others to offset expenses. If your project or organization receives any funding from
COAB in any way, please state how much and for what. 250 word limit
Reviewers will consider the following questions when assigning points:
a. Is there a plan to leverage additional resources as mentioned above?
b. Is there collaboration with other organizations?
c. Is this a for-profit program/event?
UPLOAD Required Application Documents:
1. Program/Event Responsibility Party/Point of Contact Information
2. List Social Media Handles, Website
3. Upload Summary of Program Budget
4. Upload Timeline of Key Milestones and Deliverables
S. Upload List of Organization Board of Directors and/or Additional Donors
6. Upload One (1) Letter of Recommendation
7. Provide Contact Information for (2) References
8. Upload most current IRS W-9 Form
IMPORTANT NOTES:
1. Only one (1) grant per eligible applicant.
2. The City Commission and/or the Arts & Recreation Committee, at its discretion, may
modify the contribution award to qualified recipients based on merit of proposal
and/or number of other qualified applications received. The contribution award
may not exceed the maximum amount of available financial resources of the
FY2024-2025 Annual Atlantic Beach Community Contribution Program as approved
under the City's Annual Operating Budget.
3. In the event that the amount awarded is less than the amount requested, applicants
must be prepared to submit a revised program budget and description reflecting
changes in scale, if applicable.
4. Applications received after deadline or outside of online application will NOT be
accepted.
5. Schools already receiving funds or financial support from the City of Atlantic Beach
FY 2024-2025 may not apply for additional funding.
6. Expenses must be directly related to proposed program or event services, materials,
or activities occurring within the award period.
7. Awardees will be required to maintain financial records to support claimed
expenditures and project accomplishments.
8. Progress Reports (in the case of ongoing programs) and/or Final Reports will be
submitted by the applicant to City Staff after key milestones or completion.
9. The Final Report is due 30 days following completion of the program or event. If the
Final Report is not received within 30 days following completion of program or
event, the award recipient will be required to immediately reimburse the City of
Atlantic Beach grant funds.
10. City Staff will review submitted copies of paid receipts/invoices and a written final
report to ensure that funds were spent in compliance with the approved application.
Applicant will be required to reimburse the City of Atlantic Beach for all
inappropriately spent funds.
11. Significant non-compliance issues will be taken into consideration and may affect
future funding decisions jointly made by the City Commission.
12. All eligibility criteria is administered and determined by the Recreation Director and
the Arts & Recreation Committee.
13. All decisions made on eligibility by the Atlantic Beach City Commission, the
Recreation Director, and the Arts & Recreation Committee are deemed final.
14. Arts & Recreation Contribution Grant applicant and recipients agree to indemnify
and hold harmless the City of Atlantic Beach from any and all liability, defense costs,
including other fees, loss or damage which the City may suffer as a result of claims,
demands, costs or judgment against it, arising from all activities engaged by grant
recipients in its use of public funds.
15. Applicants must be available for site visits during the application process, if
requested, and successful grantees must be available for site visits during program
activities or events.
APPENDIX
SAMPLE Final Report
City of Atlantic Beach
Arts & Recreation FY2024-2025 Contribution Grant
Please provide the following information and data on the actual event/program that was
implemented.
If the actual information or data differ significantly from what you expected and described
in your proposal, please explain the difference.
NAME OF PROGRAM/EVENT:
1. PARTICIPATION
• Location(s) where program/event took place.
• Total # of participants.
• # of participants who were Atlantic Beach residents.
• Total # of hours each participant was directly engaged in program/event .
• Frequency and duration of program/event (e.g. twice a week, 2 hours each time).
• Was the event open to all residents of Atlantic Beach?
• In what ways did you facilitate accessibility of your program/event to
participants? (e.g., Did you rotate locations, or provide transportation options?)
• If known, what age group(s) did your program serve? (e.g., Under 18, 18-30, 30-
54,55+)
• What was the fee or cost to participate?
• In what ways did you advertise and market the event? Please UPLOAD
marketing samples.
• Do you feel the advertising/marketing was effective?
2. PROGRAM/EVENT
• Briefly describe how the program/event went. You are encouraged to UPLOAD
up to five photos related to your program/event.
• What were the main goals and objectives of your program/event? Were your
goals and objectives met? Why or why not?
3. EVALUATION
• How did you evaluate the success/ effectiveness of your event/program?
• Were you able to collect the data and measures that you proposed in your
application? If the answer is yes, please summarize the evaluation results. If no,
please explain.
4. STRENGTHS & AREAS FOR IMPROVEMENT
• Please list what you consider to be the biggest achievements or
accomplishments of your program/event.
• What did you learn? Please list at least two ways to improve your
program/event in the future.
• If you have been funded in prior years, how has your project changed or
improved over the years?
5. BUDGET & FUNDING
• How much were you awarded?
• How much did you utilize?
• Did you return funds that were not ultimately utilized?
• If known, what was the total cost of your program/event?
• What other sources of funding did you have?
• UPLOAD copies of paid receipts and invoices here.
6. FEEDBACK
• Please share any feedback you have about how our process could be improved.
City of Atlantic Beach
716 Ocean Blvd
Atlantic Beach, FL 32233
(904)247-5828
Recreation@coab.us
Date: 10-10-2023
To: Atlantic Beach Elementary School
c/o Jennifer Cook
1912 Oak Circle
Atlantic Beach, FL 32233
Subject: Arts, Recreation and Culture Committee Grant Awards
Dear Ms. Cook,
Congratulations! The Arts, Recreation and Cultural Committee has reviewed your recent grant request and
proposal to determine that your organization application has been approved for funding. We are delighted to
confirm that Atlantic Beach Elementary School will be awarded the amount of $8,700.00. The Committee
intends that $6,000.00 of this grant should be allocated for After School Enrichment and $2,700.00 should be
allocated for Cultural Arts Day. The funding should not be commingled or used for purposes other than what
was represented in your application and presentation. The awarded funding for the fiscal year 2023 — 2024 will
be disbursed in the form of a check by mail.
Enclosed you will find a copy of the Progress Report Form. This hard copy is just so you are aware of what we'll
be expecting. The due dates for reporting will be communicated with you and the form should be submitted
electronically. Also enclosed is a Grant Agreement. This agreement explains the responsibilities and expectations
of both parties in our grant relationship. Please sign the Grant Agreement and return it within 30 days of receipt
to the Adele Grage Cultural Center, 716 Ocean Blvd., Atlantic Beach, FL, 32233. Please keep a copy for your
records. We will also need the following prior to receiving of funds:
• Invoice for the awarded amount along with the signed Grant Agreement
• Insurance or Certificate of Insurance with the City listed as a certificate holder
• W-9 Form
• New vendor contract
You can email this invoice to recreation @coati. us or mail it with your Agreement. When emailing, please use the
subject - Grant Award: (School and Program Name) - and provide the correct address to mail the check to. Once
the Grant Agreement and invoice are received in our office, the funding will be dispersed.
Best wishes to your organization for a successful project. We look forward to seeing your program flourish in our
community.
Sincerely,
Latrenia Thomas
Cultural Arts & Recreation Director
City of Atlantic Beach Arts, Recreation and Culture Grant Agreement l
October 9, 2023-September 30, 2024
r- u;ti9'
Giving Guidelines and Eligibility Requirements
1. The City of Atlantic Beach (COAB) seeks to support arts and recreation events and programs are
physically and financially accessible to all Atlantic Beach residents, with priority consideration given to
events or programs that are held within COAB city limits.
2. COAB will NOT consider grants for:
Organizations that discriminate, including but not limited to, on the basis of race, religion,
gender, gender identity, sexual orientation, ethnic orientation, country of origin, citizenship,
veteran, or disability status.
Political groups.
3. Programs and/or events must be completed by the referred date submitted in the application
within the fiscal year of this grant award.
Grant Expenditures and Accountability
1. Grant recipients are required to maintain and provide financial records to support claimed
expenditures pertaining to the successful completion of the project or event. (In other words, save
and submit receipts to show us how you spent the money.)
2. On-going projects or programs will be required to submit a mid-term Progress Report at a milestone
determined by the City Staff. Mid-term Progress Reports will be submitted to the Arts, Recreation and
Culture Committee electronically. Upon completion of program or event, a Final Report outlining the
success of the event or program will be submitted to the Arts, Recreation and Culture Committee.
3. Any media produced for marketing purposes and/or highlighting the event or program should include
the COAB logo. Samples of such should be included in the Progress and/or Final Report.
4. An ARC Committee Member will be assigned to your organization as a liaison. Our Recreation
Staff/Committee will plan a site visit with your program. A staff member will contact you to arrange
a date and time to review the event/program.
5. Significant non-compliance issues will be taken into consideration and may affect future funding by
COAB.
ORGANIZATION / SCHOOL
GRANTEE SIGNATURE
DATE
CULTURAL ARTS AND RECREACTION DIRECTOR DATE
Feedback Form for Committee Members
1. Name of organization visited:
2. Date of visit:
3. Person providing feedback:
4. Reason for visit:
e.g. attend event, conversation with grantee
5. Describe visit if appropriate:
6. In your opinion was event well attended?
7. Was event quality as advertised?
8. How was the event advertised / promoted?
9. Did event provide value not found in other programs?
If so, how?
10. Additional information that would be useful to committee chair:
Inform grantee of results of visit.
*Attach picture, if possible
COAB Recreation Programs Database
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Key:
' Same attendees
•• Numbers are growing considering adding another 8 week session
Yoga, chair yoga and tai chi are different groups of people
Suitable Age
Instructor/ Staff/
r of
Actual Age of
Date
Event Name
Advertised As
Location
Est. Cost
Capacity
Actual Cost
Special Requests / Notes
Group
Grant Funded
Participants
Attendees
1/2/24
Senior Social
50+
Senior
Gail Baker
Staff
$20
3'
50
65+
$19.86
1/2/23
Tai Chi Ilam
30+
Senior
Adele Grage
City Funded
545 per hour
11
IS
60-
S45
1/3/24
Yoga
30+
Adult
Adele Grage
Volunteer
7
12
30+
1/9/23
Tai Chi Spm
30+
Adult
Adele Grage
Grant Funded
7
15
40-
1/3/24
Game Day: BINGO
30+
Senior
Gail Baker
Staff
$18.75
5'
So
6S+
$18.75
1/4/24
Tai Chi 2pm
30+
Senior
Adele Grage
City Funded
$45 per hour
30
15
60+
S45
1/8/24
Chair Yoga
30+
Senior
Gail Baker
Grant Funded
20
50+
NOVA - Forgot sign up sheet
1/8/24
Fieldtrip Cmemark Theater
50+
Senior
Gail Baker
Staff
100
7
12
65+
$92.33
City Van for Transportation
1/9/23
Tai Chi Slam
30+
Senior
Adele Grage
City funded
$45 per hour
is
65+
S45
Canceled due to storm
1/9/23
Tai Chi Spm
30+
Adult
Adele Grage
Grant Funded
15
40+
Canceled due to storm
1/10/24
Yoga
30+
Adult
Adele Grage
Volunteer
9
12
30+
1/10/24
Game Day: Wheels & Doors
30+
Senior
Gail Baker
Staff
$20
3-
S0
65+
519.97
Purchased game
1/11/24
Tai Chi 2pm
30+
Senior
Adele Grage
City Funded
$45 per hour
8
15
65+
$45
1/16/24
Tai Chi Ilam
30+
Senior
Adele Grage
City Funded
$45 per hour
9
15
65+
545
1/16/24
Tai Chi Spm
30+
Adult
Adele Grage
Grant Funded
S
15
40+
1/17/24
Yoga
30+
Adult
Adele Grage
Volunteer
12
12
30+
1/17/23
Game Day: BINGO
30+
Senior
Gail Baker
Staff
$30.00
S.
50
65+
$30.47
1/18/24
Tai Chi 2pm
30+
Senior
Adele Grage
City Funded
$45 per hour
13
15
65+
S45
1/18/23
Canvas Paint
30+
Senior
Gail Baker
City Funded
$150 ph/580 Supplies
4•
20
65+
$230
1/22/24
Chair Yoga
30+
Senior
Gail Baker
Grant Funded
12
50+
NOVA- Forgot sign up sheet
1/23/24
Movie Matinee
30+
Senior
Gail Baker
Staff
$20
4•
50
65+
$17.96
1/23/24
Tal Chi llam
30+
Senior
Adele Grage
City Funded
545 per hour
16
15
65+
S45
1/23/24
Tai Chi 5pm
30+
Adult
Adele Grage
Grant Funded
7
15
40+
1/24/24
Yoga
30+
Adult
Adele Grage
Vounteer
13
12
30+
1/24/24
Game Day: Family Feud
30+
Senior
Gail Baker
Staff
7•
So
65-
1/25/24
Pizza, Police & a Pup
30+
Senior
Gail Baker
Staff
$25
2'
50
65+
520.98
1/25/24
Tai Chi Ilam
30+
Senior
Adele Grage
City Funded
545 per hour
11
15
65+
$45
1/29/24
Chair Yoga
30+
Senior
Gad Baker
Grant Funded
17
20
50-
1/30/24
Tai Chi Liam
30+
Senior
Adele Grage
City Funded
$45 per hour
12
15
65+
$45
1/30/24
Tal Chi Spm
30+
Adult
Adele Grage
Grant Funded
9"
15
40+
1/31/24
Game Day: L.R.C.
30+
Senior
Gail Baker
Staff
4•
50
65+
1/31/24
Yoga
30+
Adult
Adele Grage
Volunteer
it
12
30+
Key:
' Same attendees
•• Numbers are growing considering adding another 8 week session
Yoga, chair yoga and tai chi are different groups of people
instructor/ Staff /
Date
Event Name
Location
Grant Funded
2/1/24
Nail Bar Party
Baker
Staff
2/5/24
Chair Yoga
Baker
Grant Funded
2/6/24
Tai Chi 11am
Adele Grage
Instructor
2/5/24
Senior Social
Baker
Staff
2/7/24
Game Day - FLIP IT
Baker
Staff
2/7/24
Tai Chi 5pm
Adele Grage
Grant Funded
2/7/24
Yoga
Adele Grage
Grant Funded
2/8/24
Tai Chi 2pm
Adele Grage
Instructor
2/12/24
Chair Yoga
Baker
Grant Funded
2/13/24
Tai Chi Ilam
Adele Grage
Instructor
2/4/24
Yoga
Adele Grage
Grant Funded
2/14/24
Tai Chi 5pm
Adele Grage
Grant Funded
2/14/24
Senior Valentines Bingo Ball
Baker
Staff
2/15/24
Tai Chi 2pm
Adele Grage
Instructor
2/20/24
Tai Chi 11am
Adele Grage
Instructor
2/21/24
Tai Chi 5pm
Adele Grage
Grant Funded
2/21/24
Yoga
Adele Grage
Grant Funded
2/21/24
Game Day - PO-KE-NO
Baker
Staff
2/22/24
Tai Chi 2pm
Adele Grage
Instructor
2/22/24
Honoring Black History Social
Baker
Staff
2/26/24
Chair Yoga
Baker
Grant Funded
2/27/24
Tai Chi 11am
Adele Grage
Instructor
2/27/24
Movie Matinee
Baker
Staff
2/28/24
Yoga
Adele Grage
Grant Funded
2/28/24
Game Day - BINGO
Baker
Staff
2/28/24
Tai Chi 5pm
Adele Grage
Grant Funded
2/29/24
Tai Chi 2pm
Adele Grage
Instructor
ARCC Workshop
February 27, 2024
Agenda
Topic: Turtle Crawl
1. Broad vision for the project
a. Expected outcomes —connectivity
b. What does success look like?
2. Identify locations
a. Name resources — who can help?
3. Develop narrative about locations —what is significant? Why?
4. Decide on kinds of turtles
a. Three land tortoises
b. Three sea turtles
5. Research turtles/tortoises
6. Design and construction of turtles
7. Designing the plaques and QR codes
a. Hire a graphic designer
8. Website design
a. Can this really be done in-house?
b. Hire a web designer
9. Marketing and public relations campaign
a. What's needed?
b. Timeline
10. Design and print maps
a. Look at parks master plan — can we use their maps?
11. Investigate public private partnerships
a. Should we solicit sponsorship from individuals or businesses?
12. Research and pursue grant opportunities?
a. Can we engage the City's grant writer?
13. Timeline and next steps
a. Who will do what?
b. When do we want to launch?
c. When do we meet again?