2-26-24 Regular City Commission Adopted MinutesMINUTES
Regular City Commission Meeting
r Monday, February 26, 2024 - 6:30 PM
r' f)
Commission Chamber
City Hall, 800 Seminole Road
Atlantic Beach, FL 32233
INVOCATION AND PLEDGE OF ALLEGIANCE
CALL TO ORDER:
Following the Pledge of Allegiance, Mayor Ford called the meeting to order at 6:30 PM. CC Bartle
called the roll. Mayor Ford recognized District 13 Council Member Rory Diamond. Mayor Ford
expressed that he would like to place agenda item 9A directly after the approval of minutes and to defer
item 3D.
ATTENDANCE:
Present: Curtis Ford, Mayor - Seat
Bruce Bole, Commissioner - Seat 2 (District 1308)
Michael Waters, Commissioner - Seat 3 (District 1307)
Candace Kelly, Commissioner - Seat 4 (District 1306)
Jessica Ring, Commissioner - Seat 5 (District 1312)
Also Present: William B. Killingsworth, City Manager (CM)
Kevin Hogencamp, Deputy City Manager (DCM)
Jason Gabriel, City Attorney (CA)
Donna Bartle, City Clerk (CC)
Ladayija Nichols, Deputy City Clerk (DCC)
Troy Stephens, Utilities Director (UD)
APPROVAL OF MINUTES
1A. Approve minutes of the Regular Commission Meeting held on February 12, 2024.
Mayor Ford asked if there were any corrections or changes needed. There were no
corrections to the minutes. Mayor Ford stated the minutes stand as submitted.
9. ACTION ON ORDINANCES
9.A. ORDINANCE NO. 20-24-171, Public Hearing and Final Reading
AN ORDINANCE AMENDING THE OPERATING BUDGET FOR THE CITY
OF ATLANTIC BEACH, FLORIDA FOR THE FISCAL YEAR BEGINNING
OCTOBER 1, 2023 AND ENDING SEPTEMBER 30, 2024, AND PROVIDING AN
EFFECTIVE DATE.
Mayor Ford read the title of the ordinance.
Regular City Commission
February 26, 2024
CM Killingsworth explained the ordinance as detailed in the agenda packet.
The public hearing was opened and CC Bartle called each speaker to the podium.
Linda Lanier spoke about the purchase of the Almost Home property.
Ellen Glasser provided a handout (which is attached hereto and made part of this
Official Record as Attachment A) and spoke about the use of the Almost Home
property.
Nancy Staats spoke about the use of the Almost Home property.
Jeannie Gabrynowicz encouraged the Commission to decide on the use of the building
before making the purchase.
Dawn Scott expressed opinions on the use of the Almost Home property.
Susanne Barker reported ideas that were expressed at an Atlantic Beach Preservation
meeting.
Lenny Jevic spoke about the Almost Home property.
Falon Sexton expressed concerns regarding the Almost Home property.
The public hearing was closed.
CM Killingsworth reported on the reserves as detailed in an email (which is attached
hereto and made part of this Official Record as Attachment B). Mayor Ford expressed
that he does not have any interest in spending the required twenty-five percent reserves.
Commissioner Ring thanked the public for their opinions and expressed support for the
purchase of the Almost Home property.
Commissioner Waters spoke in support of purchasing the Almost Home property.
Commissioner Bole expressed his support in purchasing the Almost Home property and
inquired about recurring costs.
Commissioner Kelly spoke about various projects that she supports, emphasized the
importance of due diligence, and expressed support for the Almost Home property.
Mayor Ford spoke in support of purchasing the Almost Home property.
2-26-24 Attachment A
2-26-24 Attachment B
Regular City Commission
February 26, 2024
MOTION: Approve Ordinance No. 20-24-171, Public Hearing and Final Reading.
Motion: Jessica Ring
Second. Bruce Bole
Curtis Ford
For
Bruce Bole (Seconded By)
For
Michael Waters
For
Candace Kelly
For
Jessica Ring (Moved By)
For
Motion passed S to 0.
RECESS
The meeting recessed from 7:23 PM to 7:28 PM.
2. COURTESY OF FLOOR TO VISITORS
Mayor Ford explained the process for public comments and opened the Courtesy of the Floor to
Visitors.
PUBLIC COMMENT
Each speaker was called to the podium.
Brinkley Harrell spoke about the reserves and agenda item 8A.
Carolyn Zisser spoke about agenda item 3B, expressed that she would like to see a
dedicated senior citizen center, and mentioned that she is happy about the report on the
City's reserves.
CC Bartle read the name from the citizen who did not wish to speak as follows:
Cindy Anderson
Mayor Ford invited Councilman Diamond up to the podium to speak. Councilman
Diamond briefly spoke about the previous grant awarded to COAB from City of
Jacksonville (COJ) and also mentioned that COAB will be included to receive an
additional grant from COJ.
3. CITY MANAGER REPORTS
3.A. Accept the 90 -Day Calendar (Mar. - May 2024)
CM Killingsworth reported as detailed in the agenda.
There was a CONSENSUS to approve the 90 -Day Calendar.
Regular City Commission
February 26, 2024
3.13. Capital Improvement Plan
CM Killingsworth provided the following updates:
• Water treatment plant (WTP) 1 is a $992,000 project and the construction is
expected to start on April 23, 2024.
• WTP 2 is a $1.3 million project that hasn't started yet but is being put out for a
design build contract.
• Hydropneumatic pump for WTP 1
• Described a redistribution of funds to various projects.
• There is a service line and valve replacement ongoing for potable water
distribution.
• $200,000 was designated for 110 linear feet (ft) of 12 inch (in) pipe along
Mayport Road and is now complete.
• $197,000 is designated for a different section of Mayport Road to include 250 ft
of 12 in PVC pipe. There is 100 design for this project and staff is currently
reviewing the plans.
• The digester catwalk at the wastewater treatment replacement will cost $185,000.
• There is a $300,000 project to construct a hypochlorite building and staff is
waiting on the design.
• Described a redistribution of funds for other various projects.
CM Killingsworth welcomed suggestions from the Commission regarding items that
should be included in a survey (which is attached hereto and made part of this Official
Record as Attachment C).
The Commission directed CM Killingsworth to prepare an ordinance to appropriate
funds for the lifeguard station.
UD Stephens answered questions from the Commission.
CM Killingsworth provided a copy of the Commission's work from the priority setting
meeting (which is attached hereto and made part of this Official Record as Attachment
D).
2-26-24 Attachment C
2-26-24 Attachment D
3.C. Reserve Impact
This item was addressed with item 9A.
3.D. Ahern Project
This item was deferred.
4. REPORTS AND/OR REQUESTS FROM CITY COMMISSIONERS
Commissioner Kelly
Regular City Commission
February 26, 2024
• Mentioned that she got an email from the Florida League of Cities regarding a lawsuit
pertaining to Form 6. CA Gabriel provided a synopsis of what this lawsuit entails and
mentioned that he would look into this issue further.
Commissioner Bole
• Expressed gratitude for citizen participation at meetings and encouraged everyone to
continue to attend meetings and reach out to their elected officials to have their concerns
addressed.
Commissioner Ring
• Expressed gratitude for the lifeguard station's funding progress.
• Recommended that the Arts, Recreation, and Culture Committee give suggestions
regarding the uses of the Almost Home property.
Commissioner Waters
• Spoke about tree trimming that occurred on 18th Street.
Mayor Ford
• Spoke to a comment made during public comments.
5. UNFINISHED BUSINESS FROM PREVIOUS MEETINGS
None.
6. CONSENT AGENDA
None.
7. COMMITTEE REPORTS
7.A. Arts, Recreation, and Culture Committee
Lisa Goodrich, Chair, provided updates as detailed in a handout (which is attached
hereto and made part of this Official Record as Attachment E) and answered questions
from the Commission. The Commission thanked Ms. Goodrich for her work.
2-26-24 Attachment E
7.B. Reappointment to Police Officers' Pension Board of Trustees
MOTION. Reappoint him (Robert Liggero) to the (Police Officers') Pension Board of
Trustees.
Motion: Bruce Bole
Second. Candace Kelly
Curtis Ford For
Bruce Bole (Moved By) For
Michael Waters For
Candace Kelly (Seconded By) For
Jessica Ring For
Motion passed 5 to 0.
Regular City Commission
February 26, 2024
8. ACTION ON RESOLUTIONS
8.A. RESOLUTION NO. 24-10
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA,
AWARDING BID NO. 2324-03 FOR 20th STREET LIFT STATION ACCESS
WIDENING; AUTHORIZING THE CITY MANAGER TO EXECUTE
CONTRACTS AND PURCHASE ORDERS IN ACCORDANCE WITH AND AS
NECESSARY TO EFFECTUATE THE PROVISIONS OF THIS RESOLUTION;
AND PROVIDING AN EFFECTIVE DATE.
Mayor Ford read the title of the resolution.
CM Killingsworth explained the resolution.
UD Stephens answered questions from the Commission.
MOTION: Defer Resolution No. 24-10 as read (to the March 11, 2024 meeting).
Motion: Candace Kelly
Second. Michael Waters
Curtis Ford
For
Bruce Bole
For
Michael Waters (Seconded By)
For
Candace Kelly (Moved By)
For
Jessica Ring
For
Motion passed S to 0.
10. MISCELLANEOUS BUSINESS
None.
11. CITY ATTORNEY/CITY CLERK REPORTS AND/OR REQUESTS
None.
12. CLOSING COMMENTS BY CITY COMMISSIONERS AND CITY MANAGER
Commissioner Bole
• Spoke about a squad reunion that he attended.
• Expressed excitement for the growth of the farmers market.
Commissioner ring
• Expressed that she is happy about the lifeguard station.
Mayor Ford
• Expressed gratitude for the AB community.
13. ADJOURNMENT
The meeting adjourned at 8:24 PM.
Regular City Commission
February 26, 2024
Attest:
Donna L. Bartle, City Clerk
Date Approved: */ 1 ZOZ1
Curtis Ford, Mayor
Regular City Commission
February 26, 2024
Attachment A to
2-26-24 Minutes
NandtUt - e,G1Auer y
Recommendations by the Council on Health and Well -Being
Atlantic Beach 2022
• I'.ach recommendation connects to one or more of the Atlantic licach City Commission
2022 Priorities (for a full list of Commission Priorities, see Appendix C). These arc
suggested oxinections for continued dialogue. The following abbreviations are used at the
enol „f each recommendation:
• 1. = Livability
• FL = Environmental Leadership
• PS = Planning and Budgeting
• M = Maypott Road Corridor & Marsh Side
• T _ Multi -Modal "transportation Management
• C.N - City Services
January 2022: Census and Youth Risk Behavior Data
I. Identity foal gaps and needs fir programs and plans directed toward senior citizens. 11.
cs1
2. Identify local gaps and needs for programs that address alarming youth trunds in the area!
of physical activity, substance ahuse, and mental health issues. IL, PB, CSS
3. Support initiatives and continue to improve other looms to engage residents and improve
the accessibility of programs throughout the city. IL, T1
4. Fnsure that COAD programs and grant recipients comply with state guidelines regardin j
training and hackgromvJ checks. APB, CSS
Mav 2022: Vulaerahlc Populations
I Seek to yuantil) the number of Atlantic Beach residents that fall into vulnerable
Iwpulations. IL, CSI
2. Seek ways to provide better services for transient populations. It, C81
3. Continue to build and strengthen relationships with organizations like Mission tiouse and
the Sulzbacher Center with their Beaches I tope Team. IL, P8. csl
4. Explore translx)rtation options for residents (with J TA) to critical services. IL, M, T, PBI
S. Explore Iww to link housing density with affordable housing within commercial areas. IL.
PILI
6. To address the opioid crisis, recommend: ICSI
• Expanding Project Save Lives (peer suplxrt counsclrs in selected emergency
rooms) to include the Beaches Baptist Emergency Room.
• I)eveloprnent of free opioid education/distribution strategies that include
inl4nation atxxrt Narcan (a nonprescriptive drug used to treat narcotic overdoses
in emergency situations).
• Providc an addiction resource list (like the "Reaches Community Resources" list
on the C CAB website).
Attachment A to
2-26-24 Minutes
lune 2022: 1 owh: r hallcugc.:uul I'ossihiliries
1. Promote a walkabihi% campaign (like ABL's "Walk and Roll**) that. among other benefits.
will help to mitigate traffic and parking issues on Sherry [rive during school drift -off and
pick-up times. IL, T)
2 rxpkn: a five -pronged approach to fimmote and educate alwut local lanncrs' markets 11,
PB, CSS;
• Develop an advcnising/educati nal campaign about the benefits of FMs;
• Find options for those with transportation issues to reach FMs;
• Advocate fur thx Atlantic Beach I amiem Market to begin accepting SNAP
payments: and
• Help develop symbiotic relationships between community centers and the Atlantic
Beach I annen Market.
3. Work to address the rood desed on north Maypon Road Corridor, and work with the ('n)
of Jacksonville to get a grocer) score there. IL. M, CSI
4. Promote partnerships with churches. FMs. and other cirmnunit) resources. (CSS
S. Promote financial assistance for AHI enhancements, assuring that the Joint I'..
Agreement keeps the outdoor arca available to the community when school is out APB)
6. Increase focus on grants that address food insecurity and physical activity proErarm Gra
youth. IL. CS, PB)
August 2022: Community Engagement mod Purpose
I . Promote the Mayor's Council on Health and Well -Being's final n:port of ncuinmendations
and all actions taken to address the recommendations. Il- MI
2. Develop and support volunteer recruitment and volunteer services to help the city's
Recreation Dtilartment outreach. ICSH
3. Assure that appropriate background checks have been conducted on adult volunteers
working with children as part of city programs. ICS1
4. Collaborate on a "Friends of the Parks" volunteer model for all Atlantic Beach parks. SEL,
TI
S. Suplxrrt the Beaclx-s Town Center Agency's suggestions to inVlertwM traffic and
pedestrian safety strategies. ITI
6. Renovate rr expand the Gail Baker Center to allow for additional space to belles
accommodate cur senior citizens. (L, PB)
i Consider implementing an Autism Awareness Program or other similar programs. ILI
September 2022: Meatal Wellbeing
I. txarn how the liege l'orrtorrow model can lit in with addiclkni issues. 11., C81
2. Encourage the Commission to promote umorc slate funding for mental health services. (L.,
CS. PBS
3. Offer mental halth education/training (like the "Mental I lealth CPR" workshop) to all
staff. IL, CS, PSI
4. Advocate throughout the slate and with slate legislators lir lire Here Tomorrow model. IL,
CSS
S. Provide a focus on K-12 and college -aged student suicide prevention and opioid addiction
awareness. It, CS)
Attachment 0 to 2-12-612-Y & K hnoj W r A
2-26-24 Minutes
I forgot one scenario (8).
Being that the audit for FY 2023 has not been completed all numbers below are approximate values as
of today.
FY 2024 Unassigned Fund Balance is $5,354,230 — 30% of General Fund expenditures. Below you will see
what the fund balance would fall to given the scenario:
1. Dora Drive, Almost Home and Lifeguard Station - 21%
2. Dora Drive and Almost Home — 25%
3. Dora Drive and the Lifeguard Station — 26%
4. Almost Home and the Lifeguard Station — 21%
5. The Lifeguard Station — 26%
6. Almost Home — 25%
7. Dora Drive — 30%
8. Apply Dora Drive to Almost Home and Lifeguard — 27%
Please let me know if there are additional scenarios you'd like me to include and/or if you'd like to
discuss.
Brittany
Attachment C to Z� Z�pl2� IV K 1 �/�w�rTf7
2-26-24 Minutes
f
City of Atlantic Beach Community Center Survey
February 23, 2024
The City soon will be expanding and renovating the Gail Baker Community at
Donner Park and is contemplating purchasing a former nursing facility (Almost
Home) next to Beaches Veterans Memorial Park for use as a community center.
Please help the City determine the future uses of these facilities by participating in
this survey. This is not your only opportunity to participate in this decision. Your say
is welcome at all public meetings and you are encouraged to provide direct input
as you see fit, including by email to City staff at info@coab.us and to the City
Commission at electedofficials@coab.us. Phone calls on this topic are welcome at
(904) 247-5804.
The Background
Gail Baker Community Center, 2072 George St.
The City has $500,000 in City of Jacksonville funding to expand/refresh the center,
which has three primary functions: Serving as home to the Boys and Girls Clubs of
Northeast Florida (www.becnf.org) afterschool and summer programs for teens;
hosting City senior programming and other community activities; and being
available for rent on weekends for parties, meetings, etc.
(www.coab.us/recpermits). It has a full kitchen and restrooms.
Looking forward, whatever the future beholds for the Gail Baker Center, the City
aspires incorporate the facility as a resiliency hub, as well. (See
www.coab.us/resiliencyhub.)
Former Almost Home building, 100 W. First St.
The City is negotiating the potential purchase of the former Almost Home Beaches
building abutting Beaches Veterans Memorial Park, at 100 W. First St. off Mayport
Road and Atlantic Boulevard, next to American Legion Post 316. The building has
about 4,000 square feet and a large parking lot in front. Because of the size of the
Almost Home Beaches building it is possible to have an abundant number of uses
if the building is renovated.
Attachment C to
2-26-24 Minutes
With about 1.S acres, Beaches Veterans Memorial Park has a military memorial
area, large stage/amphitheater, basketball court, playground, restrooms, and a
covered seating area with a picnic table.
The Survey
1. Please list programs or activities you would like to see offered for the
following age groups at City community centers (e.g. nature activities, athletic
leagues, educational events fitness classes, art workshops).
• Children
• Teenagers
• Adults
• Seniors
2. What are the biggest unmet needs that a community a center could address?
3. How can the center be inclusive and welcoming to diverse members of the
community?
4. Please rank the times of day would you/your family be most likely to
participate in City programs or activities?
• Weekday mornings
• Weekday evenings
• Saturday mornings
5. What existing nonprofit organizations or programs can the City collaborate
with to enhance its community center offerings?
6. What veterans' services should the City consider providing or making
available?
a
Attachment C to
2-26-24 Minutes
7. What are your concerns or reservations, if any, about opening a new
community center?
8. Aside from after-school and summer youth programming, please rank the
following current and prospective uses for the Gail Baker Community Center
in order of your highest priority:
• Adult day care
• Art gallery and classes
• Classroom/study rooms
• Multi-purpose room (large flex space)
• Saturday -morning activities for children
• Senior activities/programs
• Technology access (computer and internet)
• Tutoring services
• Yoga/tai chi (or similar) studio
• Other (please specify)
9. In addition to veterans' services, please rank the following prospective
community center uses for the Almost Home facility in order of your priorities:
• Adult day care
• Affordable housing
• Art gallery and classes
• Classroom/study rooms
• Day care
• Fitness center
• Indoor community pool
• Indoor pickleball courts
• Indoor soccer
• Indoor volleyball and basketball courts
• Non-profit incubators
• Senior services
Attachment C to
2-26-24 Minutes
• Services for people with special needs
• Social services other than what is listed
• Technology access (computer and internet)
• Tutoring services
• Transitional housing for women veterans
• Yoga/tai chi (or similar) studio
• Other (please specify)
10. If rehabilitating the Almost Home facility turns out to be cost -prohibitive,
please rank the following prospective uses for the property:
• Bike/skate park (small-scale akin to Sunshine Park's)
• Climbing wall
• Community pool
• Community gardens
• Compost station for community
• Covered pavilion with picnic tables
• Farmer's market
• Open space incorporated with Beaches Veterans Park
• Parking overflow for Beaches Veterans Memorial Park
• Pickleball courts
• Playground
• Other (please specify)
11. Please provide any additional feedback you have for services and/or use of
these two facilities
Attachment D to
2-26-24 Minutes
The makings of a strategic plan
City of Atlantic Beach, Florida
Vision statement
" -�Yv' -- - �' � � '� �' `• rd.� +.. it �_ � S. -�
In Atlantic Beach, we have a strong sense of belonging and safety. Our citizens and
government care deeply about community character, and understand that unified
support is required to preserve it. We are graced with the functional beauty of our
beach, our marsh, and our tree canopy. Our shady streets and multi -use paths
connect our welcoming neighborhoods and vibrant local businesses. Our city
supports our diverse, multigenerational, socially linked community with green spaces,
active lifestyles, parks, and programming.
. ` •+ ,, ! tea` ' .i ,.
Mission -Statement �-
i Mrs .'!t iY
'Jawbow A, —OAF
a
m .
.� i�CI ifv
The place to be
e�
„ ?• 7 _ :.^ce'tC m x ,� r '� a '� n �a ! 3' a y o:
..�V. through exceptional public services.
, ,
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Attachment D to
2-26-24 Minutes
Pillars, priorities,
and projects
Priorities
'XPrIIC
ojects
Attachment D to
2-26-24 Minutes
Strategic
Pion
Tactical
Plan
Strategic Plan Hierarchy
Pillars
Priorities
Projects
Performance
Measures
• Long-term
outcomes
• Medium-term
outcomes
• Short-term outcomes
• Business fundamentals &
operations management
L.
Attachment D to
2-26-24 Minutes
Strategic Plan Pillars
eaia strong
e of belonging
and safety
Preserve community
character
Hromote a socially linked
community through green
spaces, active lifestyles, parks,
and programming
Connect our
neighborhoods ani
businesses
Maintain a strong financic
condition suitable for
implementing the City's vision
Attachment D to
2-26-24 Minutes
Priorities
Establish safety standards for e -bikes.
The Chief of Police will introduce an ordinance establishing standards by December 2024
Develop a customer -centric culture.
The Deputy City Manager will develop an ongoing system for tracking the customer experience by
December 2024.
The Deputy City Manager will provide level I training to all employees and level 2 training to all
public facing employees focusing on the customer experience by March 2025.
Attachment D to
2-26-24 Minutes
Priorities
Review Code Enforcement policies.
The Planning Director will review policies and code regarding proactive versus reactive code
enforcement by December 2024.
The Planning Director will recommend changes to code enforcement policies and/or code by
December 2024.
The Planning Director will create a written procedural manual by March 2025.
Establish policies to preserve the marshfront.
The Planning Director will propose objectives to the City's Comprehensive Plan specific to the marsh
prior to the Plan's adoption.
The Planning Director will develop a marsh protection education campaign by March 2025.
The Planning Director will identify marsh priority projects consistent with the Adaptation Plan update
by August 2025.
Attachment D to
2-26-24 Minutes
Priorities
Reassess the Stormwater Master plan.
The City Engineer will develop scope of work for the Stormwater Master Plan Update by March
2025.
The City Engineer will propose methods to accelerate the Stormwater Master Plan by December
2024.
Establish sustainability goals.
The Planning Director will identify sustainability goals for City projects, City buildings, and City land
by September 2025.
E�
Attachment D to
2-26-24 Minutes
Priorities
Be ranked a gold standard bike friendly community.
The Deputy City Manager will conduct a bicycle -friendly self-assessment by March 2025.
The Deputy City Manager will engage community stakeholders by March 2025.
The Deputy City Manager will apply to the League of American Bicyclists' Bicycle Friendly
Community recognition by August 2025.
Prioritize projects to implement the Connectivity Plan.
The Planning Director will develop an implementation schedule by March 2025.
The Planning Director will propose amendments the OF with prioritized projects to implement the
Connectivity Plan by June 2025.
Attachment D to
2-26-24 Minutes
Priorities
Create a plan to remedy gaps in Arts & Recreation programming.
The Deputy City Manager will propose an organizational change that supports Arts & Recreation
programming by April 2024.
The Deputy City Manager will identify gaps in current Arts & Recreation Programming by December
2024.
The Deputy City Manager will propose a program of Arts and Recreation to meets the needs of the
community April 2025.
Prioritize projects to implement the Parks Master Plan.
The Planning Director will develop a prioritized list of projects from the Parks Master Plan by
December 2024.
The Planning Director will propose amendments the CIP to implement the priority projects from the
Parks Master Plan by March 2025.
Attachment D to
2-26-24 Minutes
Priorities
Establish a risk management program for city facilities and contracts.
The Risk Management Officer will identify at least five best practices regarding risk management for
city facilities and contracts from other municipalities by March 2024.
The Risk Management Officer will propose to the City Manager policies and procedures that
identify, evaluate, mitigate and monitor potential liabilities to the City regarding city facilities and
contracts by May 2024.
Review fleet maintenance and replacement policies.
The Chief of Police will identify best practices for fleet management by May 2024.
The Chief of Police will propose changes to city fleet management policies by July 2024.
Analyze cost -benefits of outsourcing permitting inspection.
The Planning Director will collect data to analyze the cost -benefits of outsourcing permitting
inspection by March 2025.
The Planning Director in coordination with the Finance Director will prepare a cost -benefit analysis
of outsourcing permitting inspection by June 2025.
The Planning Director will provide a recommendation to the City Commission by June 2025.
Attachment D to
2-26-24 Minutes
Priorities
Cultivate relationships to demonstrate the need for resources and cooperation.
The Deputy City Manager will identify opportunities to build relationships between city elected
officials and other elected officials by May 2024.
The Deputy City Manager will identify organizations for the city to participate in and/or partner with
that will leverage the city's needs by December 2024.
Use data and budget analysis to understand fiscal effects prior to budget approval.
The Finance Director will develop financial condition indicators to understand impacts to the
budget due to socio-economic and policy changes by August 2024.
The Finance Director will create a standardized way of reporting fund changes due to project
budget amendments by October 2024.
Provide regular updates on project timelines and finances.
The City Engineer will develop o system to track project timelines and finances by December 2024.
The Directors will systematically report changes to project timelines and finances by December
2024.
The Deputy City Manager will systematically update the website with project timelines and finances
by January 2025.
LT
Attachment D to
2-26-24 Minutes
Performance measures
and financial indicators
Attachment D to
2-26-24 Minutes
Long-term Financial Plan
and Budget
Budget
Long-te
Financial P
Attachment D to
2-26-24 Minutes
Attachment E to
2-26-24 Minutes
2/z1,1z y -, �, ��r,t t, - c , 6a0dr IC ,
4em 7A
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
• 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 COAB 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
Attachment E to
2-26-24 Minutes
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.
Attachment E to
2-26-24 Minutes
City of Atlantic Beach
Arts & Recreation
Contribution Grant Application
FY 2024-2025
ORGANIZATIONS & INDIVIDUALS
Attachment E to
2-26-24 Minutes
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...
Attachment E to
2-26-24 Minutes
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
Attachment E to
2-26-24 Minutes
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.
Attachment E to
2-26-24 Minutes
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.
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.
S. Are you prepared and committed to providing COAB with year-end data and
measurement of success?
a. Yes.
b. r,,()
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/prograin does not qualify for COAB
funding at this time.
Attachment E to
2-26-24 Minutes
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)?
Attachment E to
2-26-24 Minutes
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?
Attachment E to
2-26-24 Minutes
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
Attachment E to
2-26-24 Minutes
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.
S. 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.
Attachment E to
2-26-24 Minutes
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?
Attachment E to
2-26-24 Minutes
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?
S. 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.
Attachment E to
2-26-24 Minutes
City of Atlantic Beach
Arts & Recreation
Contribution Grant Application
FY 2024-2025
SCHOOLS
Attachment E to
2-26-24 Minutes
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...
Attachment E to
2-26-24 Minutes
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
Attachment E to
2-26-24 Minutes
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.
Attachment E to
2-26-24 Minutes
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.
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.
5. Are you prepared and committed to providing COAB with year-end data and
measurement of success?
a. Yes.
b.
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/pi ugram does not qualify for COAB
funding at this time.
Attachment E to
2-26-24 Minutes
SCHOOL APPLICATION:
NAME OF SCHOOL:
NAME OF PROGRAM/EVENT:
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:
Attachment E to
2-26-24 Minutes
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?
Attachment E to
2-26-24 Minutes
UPLOAD Required Application Documents:
1. Program/Event Responsibility Party/Point of Contact Information
Z. 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
Attachment E to
2-26-24 Minutes
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.
S. Schools already receiving funds or financial support from the City of Atlantic Beach
FY 2024-2025 may not apply for additional funding.
G. 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.
Attachment E to
2-26-24 Minutes
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?
Attachment E to
2-26-24 Minutes
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.
Attachment E to
2-26-24 Minutes
• �1 Vit.\
City of Atlantic Beach
716 Ocean Blvd r�
Atlantic Beach, FL 32233 V�
(904) 247-5828a
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@coab.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
Attachment E to
2-26-24 Minutes
•S �1�J f
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City of Atlantic Beach Arts, Recreation and Culture Grant Agreement
October 9, 2023 -September 30, 2024
x' !J;l19'
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
Attachment E to
2-26-24 Minutes
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
Attachment E to
2-26-24 Minutes
COAB Recreation Programs Database
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COAB Recreation Event Database
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Attachment E to
2-26-24 Minutes
Date
Event Name
Suitable ARV
Group
Advertised A,
location
Instructor/ Staff /
Grant Funded
Est Cost
ps
1/2/24
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50+
Senior
Gall Baker
Staff
_
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r1/2i23
1/2,'23
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Adele Grage
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545 x, nnur 1:
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7
V9/23
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grant f-dre
tot 33
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1/9/23
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30.
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Adele Grage
City Funded
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119/13
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Arany fand,0
20
1/10/24
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;0+
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volunteer
9
1110/24
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Staff
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1116/14
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S
1111124
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17
1/17/23
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30.
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Gail Baker
Staff
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1118124
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=itv i unded
SAS o.• hour 13
1/]8/23
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30.
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Gall Baker
Chy Funded
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1122/24
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30-
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;rant Funded
1123/24
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30.
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Gall Baker
Staff
$20 6.
1!73/74
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�qv Fundrd
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1nim
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30•
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Gram Funded
7
1124124
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A(W. Grag,
vnurvrr
11
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30+
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Gail Baker
Staff
7e
1125/24
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lnS/24
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30-
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Adele Grage
City Funded
545 Der hour 11
1129/24
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3n-
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',ran, Fmd,d
I-
I/W/24
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30+
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Adele Grage
Cltv Funded
545 off hour 12
1130/24
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3n.
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Adre Grag,
Gram Fundal
A
1/31n4
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30•
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Gall Baker
Staff
4.
1131/74
104,
30-
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Adele Grape
V.1-teer
11
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Attendees
Actual Cost
Special Requests/Notes
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65+
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60-
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Attachment E to
2-26-24 Minutes
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 Ilam
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 l lam
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 Ilam
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
Attachment E to
2-26-24 Minutes
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?