Arts, Recreation, and Culture Committee (ARCC) - 14 May 2024 - Agenda - Pdf.pdf
City of Atlantic Beach
Agenda
Arts, Recreation, and Culture Committee (ARCC)
Meeting
Tuesday, May 14, 2024 - 6:00 p.m.
City Hall, Commission Chamber
800 Seminole Road, Atlantic Beach, FL 32233
Page(s)
1. CALL TO ORDER AND ROLL CALL
2. COURTESY OF FLOOR TO VISITORS
3. REPORTS FROM STAFF
3.A.
Staffing update
3.B.
Events
WellFest - May 4
Kids to Park Day - May 18
Memorial Day Ceremony - 9 a.m. May 27 - Beaches Veterans Memorial
Park
Summer Beach Movie - Sunset June 29 - Bull Park
3.C.
Tennis/pickleball instructor regulations
3.D.
Boys and Girls Clubs program fees
4. ONGOING BUSINESS
4.A.
ARCC member onboarding (Jane Stevens)
Environmental Stewardship Committee onboarding and evaluation documents
3 - 15
4.B.
FY 2023-24 grant cycle update
4.C.
FY 2024-25 grant cycle planning
Timeline
17
4.D.
FY 2024-25 budget, events and programming review
Events and programming spreadsheet (link)
ARCC Priorities document
19
5. OPEN DISCUSSION/ITEMS FOR NEXT AGENDA
6. ADJOURNMENT
Any person wishing to speak to the Arts, Recreation, and Culture Committee on any matter at
this meeting should submit a Comment Card located at the entrance to Commission Chamber
prior to the start of the meeting.
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Arts, Recreation, and Culture Committee (ARCC) - 14 May 2024
This meeting will be live-streamed and videotaped. The video recording will be posted within
four business days on the City's website. To access live or recorded videos, visit
www.coab.us/live.
In accordance with the American with Disabilities Act and Section 286.26 of the Florida
Statutes, persons with disabilities needing special accommodations to participate in this
meeting should contact City Clerk Donna Bartle at (904) 247-5809 or Deputy City Clerk
Ladayija Nichols at (904) 247-5821 or at City Hall, 800 Seminole Road, Atlantic Beach, Florida
not less than three (3) business days prior to the date of this meeting.
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What is the ARC?
What is ARC’s role?
Why was ARC created?
The Arts,Recreation and Culture Committee was established in _by the City of Atlantic Beach.It
was originally named the CARAC Committee and the name was changed in
The ARC was created to fine tune the city’s response to requests from citizens for programming and
events related to art,recreation and culture.
Put ARC LOGO HERE
Lw?c 9’3.-“‘3
Ambassador
Become an ESC Block
We study and provide suggestions to the City about annual events such as the holiday tree lighting,
on going programming such as tai chi classes and distribution of grant funds.
We also respond to requests from the Commission and staff such as
We are 7 Atlantic Beach resident volunteers.Of the 11 seats,four must represent a district (one seat
per district)and the other seven seats are at—Iarge.Through selection of members,the Board Review
Committee strives to achieve as much diversity in experience as possible so there is a wide breadth of
knowledge addressing ESC priorities.
Attend meetings/events.Volunteer for a working group.Apply to be an ARC member.Sign up for the
ARC newsletter.Lend your talent as an ARC Subject Matter Expert.
All meetings are in the COAB Commission Chambers,800 Seminole Road.Hours and agendas are
posted on COAB.us.
Full Committee —2nd Tuesday 6-80m
Who are ESC members?
How can someone get involved?Email:info@coab.us
Agenda Item #4.A.
14 May 2024
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Purpose &Role
Intent
Membership &
Composition
COAB Environmental Stewardship Committee (ESC)Member
Position Description with Responsibilities and Expectations
7-The ESCstudies and makes recommendations to the City Commission and
City staff with respect to the City’s:
o
O
O
'Acts as a motivating and coordinating body to encourage joint public and
private participation.
'Responds to requests from City Commission and staff for guidance,advice and
support of
-The City of Atlantic Beach recognizes both the economic and intrinsic value of
the impact of quality art,recreation and cultural programming on our
citizens.Indeed,the well being of our citizens is the reason city government
exists,and fostering that well being is the objective of the ARC committee.
canopy is core to Atlantic Beach's identity and quality of life.To serve both
our immediate resilience and to create a legacy for future generations,the
City has,across multiple administrations,recognized the need for a
dedicated committee to focus arts,recreation and cultural opportunities.
This is done by enlisting skilled citizen-volunteers to provide input and due
consideration of important issues including:
0 Suggest dispersal of city dollars designated for recreation,arts and
culture that will maximize their value.
Support the community by facilitating use of a variety of parks and
open spaces for recreation,wellness,and unity in the population.
maintenance of public spaces.
0 Make the care and health of our citizens ,paramount in every
recommendation made about the use of our facilities and funds..
-7 members at-Iarge
'Must be full time resident (primary residence in City)or own real property in
the City -Demonstrate skills,experience,expertise,educational background or
interests:
0
O
O
O
-ESC Committee strives to re?ect who is in its community and is comprised of a
cross section of the community representing racial/ethnic,gender,geographic,
age,wealth,and home ownership diversity.
Agenda Item #4.A.
14 May 2024
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°Potential committee members apply,are selected by the Atlantic Beach
Board Member Review Committee,and con?rmed by the City
Commission
Structure -
-ARC has two of?cer positions:Chair and City Commission Liaison
-ARCuses Roberts Rules of Order
'Majority of members constitutes a quorum
Term of Service 'Three—year terms (unless ?lling a vacancy —-service occasionally includes
completing a resigning committee member’s unexpired term;if term has
more than a year left it is considered a full term)
'No more than three consecutive terms
Time °Members should be prepared to dedicate approximately 5 hours a month
Commitment including:
0 Monthly ARC committee meetings (average two hours)
oGrant Liaison —Each committee member should
provide a liaison to two grantees
0 Action items in between meetings (average 2-5 hours per month)
0 Biennial Sunshine Law virtual training (every two years)
Key -Have a deep commitment to ARC’smission
Responsibiliti -Have a basic understanding of our work (e.g.,read onboarding packet,Chapter
es &23,and
Expectations -Prepare for and attend all ARC Committee meetings (crucial)
'Attend and participate in two ARCevents
-Complete action items and advance ARC mission between meetings
-Attend and possibly participate in City Commission meetings
-Be an active ”doer”--members are expected to be active doers (those that
get things done;not just attend meetings)and be leaders who contribute
their connections,knowledge,expertise,and energy to make a difference.
Application °Attend a few ARC meetings before applying (recommended)
Suggestions 'Make sure to share your skills,experience and how you plan to help advance
the ARC mission on your application.
-Volunteer with ARC in some way before applying (optional)
ARC Member Testimonials Examples from ESC:
”The City ofAtlantic Beach staff is minimal and oftenchallenged to ful?lltheir regular duties,let alone address
the many needs of our environment.We are so fortunateto live in an area where citizens care about
Sec.23-52
Agenda Item #4.A.
14 May 2024
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sustainability,but the sta?‘can’t do everything.It’s important for all of us to do our part to protect our natural
community.As a marketing specialist with experience in environmental communications,I have been proud to
volunteer on the ESC and support the e?‘ortsof our small city government.”Linda C.
It has been so rewarding to deeply get to know my community’s most vital interests and to be able to
contribute and make a locally.D.Giovannucci,President and Co—Founderof COSA
Agenda Item #4.A.
14 May 2024
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COAB ARC Committee
Evaluation &Continuous
Improvement Questionnaire
A Best Practice Tool for Improving
Governance Practice for the COAB Arts,
Recreation and Culture Committee
For period from January December 2024
INSERT CITY GRAPHIC AND ARC GRAPHIC HERE
Agenda Item #4.A.
14 May 2024
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Questionnaire
Questionsshould be answered by all ARC members and staff liaison anonymously.Answers will be
compiled to determine an average group answer to each question and an overall section rating,shared and
discussed by the whole ARC during January 2025 meeting.
Circle the response that best re?ects your opinion.The rating scale for each statement is:Strongly Disagree
(1);Disagree (2);Maybe or Not Sure (3);Agree (4);Strongly Agree (5).
A.How Well Has the ARC Done Its Job in 2024?(1)Disagree-{5)Strongly Agree
1.ARC ful?lled its overall purpose and charge in 2024 l 2 3 4 5
.ARC ful?lled itslcharge towards
.ARC ful?lled its charge towards
.ARC ful?lled its charge towards
.ARC ful?lled its charge towards
.The ARC’s meeting agendas clearly re?ect its purpose and
priorities.
.The ARC has insured that it has a one-year workplan for the
upcoming year.
.The ARC provided recommendations to Commission and staff on how
to achieve goals and priorities
.The ARC accomplishments and challenges were communicated to
Commission,staff,residents,and stakeholders.
Agenda Item #4.A.
14 May 2024
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Excellent Very Good Good Satisfactory Poor
10.Please list what you think ARC’s accomplishments were in 2024
11.Please list ARC potential areas of improvement or Where it can continually improve
My oyemll rating at th mellARQdid its in in 2024:
Agenda Item #4.A.
14 May 2024
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B.H ell Has the AR 11 ucted Itself?
Circle the response that best reflectsyour opinion.The rating scale for each statement is:Strongly
Qisagree(1);Disagree (2);Maybe or Not Sure (3);Agree (4);Strongly Agree (5).
1.ARC members are aware of what is expected of them.1 2 3 4
2.The agenda of ARC meetings are well planned
2 3 4 5
2 3 4 5
2 3 4 5
so that we are able to get through all necessary ARC
business.
3.It seems like most ARC members come to meetings
prepared.
4.We receive written reports/subcommittee
minutes to the ARC in advance of our
Agenda Item #4.A.
14 May 2024
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Excellent Very Good Good Satisfactory Poor
meetings.
5.All ARC members participate in important ARC
discussions.
6.We do a good job encouraging and dealing with
different points of view.
7.We all support the decisions we make.
8.The ARC has taken responsibility for recruiting new board
members.
9.The ARC has planned and led the orientation process for new
board members.
10.The ARC has a plan for member onboarding,education and
further leadership development.
11.Our ARC meetings are always interesting.
12.Our ARC meetings are frequently fun.
M overall ratin 0 ARC ’5Conduct:
Agenda Item #4.A.
14 May 2024
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I)/
Excellent Very Good Good Satisfactory Poor
C.Performance of Individual ARC Members
Circle the response that best re?ects your opinion.The rating scale for each statement is:Strongly
Disagree (1);Disagree (2);Maybe or Not Sure (3);Agree (4);Strongly Agree (5).
1.I am aware of what is expected of me as a ARC member.1 2 3 4 5
2.I have a good record of meeting attendance.1 2 3 4 5
3.I read the minutes,reports and other materials in advance
of our ARC meetings.1 2 3 4 5
4.I am familiar with what is in the ARC’s ordinance,its
purpose and charge 1 2 3 4 5
5.I frequently encourage other ARC members to
express their opinions at meetings.1 2 3 4 5
6.I am encouraged by other ARC members to express my
opinions at meetings.1 2 3 4 5
7.I am a good listener at meetings.1 2 3 4 5
8.I follow through on things Ihave said I would do.1 2 3 4 5
9.When I have a different opinionthan the majority,I
raise it.1 2 3 4 5
10.I support ARC decisions once they are made even
if I do not agree with them.1 2 3 4 5
11.I promote the work of ARC in the community
whenever I have a chance to do so.1 2 3 4
12.I stay informed about issues relevant to our mission
and bring information to the attention of the ESC.1 2 3 4 5
M overall ratin o m own er ormance as an ESC member-
13.Please share any lessons learned during ARC leadership in 2023
Agenda Item #4.A.
14 May 2024
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Agenda Item #4.A.
14 May 2024
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10.The ARC supports the Chair.
11.The Chair is effective in delegating responsibility
amongst ARC members.
overall ratin o theARC Chair:
D.Feedback to the Chair of th AR (Optional)
Circle the response that best re?ects your opinion.The rating scale for each statement is:Strongly
Disagree (1);Disagree (2);Maybe or Not Sure (3);Agree (4);Strongly Agree (5).
l.The ARC has discussed the role and responsibilities of
the Chair and Vice Chair clearly.I 2 3 4 5
2.The Chair is well prepared for meetings.1 2 3 4 5
3.The Chair helps the ARC to stick to the agenda.1 2 3 4 5
4.The Chair ensures that every ARC member has an
opportunity to be heard.1 2 3 4 5
5.The Chair is skilled at managing different points of
View.1 2 3 4 5
6.The Chair can be tough on us as a group when we get
out—of-line.1 2 3 4 5
7.The Chair knows how to be direct with an individual ESC
member when their behavior needs to change.1 2 3 4
8.The Chair helps the ARC work well together.1 2 3 4
9.The Chair demonstrates good listening and communication 1 2 3 4 5
skills.
12.Please list accolades and areas of improvement for the Chair
w Excellent ;Very Good ;Good L—d Satisfactory _Poor
Agenda Item #4.A.
14 May 2024
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13.Please list accolades/gratitude and/or areas of improvement for other fellow ARC members
14 How can we improve ARC’s priority setting process?What did you like about this year’s
process and what do you believe can be improved?
15.Please share any additional ideas,suggestions,concerns and more regarding ARC performance
or whatever is on your mind.
Agenda Item #4.A.
14 May 2024
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Page 16 of 19
Key Timeline for FY 2024-25 Grant Period
May 27,2024 Grantees Progress and Final Reports Due
Week ofJune11,2024
June 17,2024
July 28,2024 11:59 p.m.
August 5,2024
August 30,2024
9 am.to 5 p.m.
September 10,2024
October 14,2024
October 16,2024
October 16,2024 —
November 23,2024
Public meeting to review grant and FAQs.
(Potential applicants are invited to attend,but attendance is not
mandatory.)
Electronic Request for Proposal goes live.
Press release issued.
Deadline for FY2024-25 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.
Notify semi-finalists,who will be required to present a brief
summary of their proposal and answer questions from the ARCC.
MANDATORYpresentations to the CARAC.Specific times of the
presentations TBD.
Cultural Arts &Recreation Committee will vote and make
recommendations on funding at this regularly scheduled meeting.
Committee presents grants recommendations to the City
Commission at this regularly scheduled meeting.
Applicants are notified regarding awards.
-Grant agreements are dispersed and required
to be returned along with the required documentsto receive
funds.
Grantees are provided a rubric for progress/final reports
-Payments to schools;ongoing events receive incremental
payments.
Agenda Item #4.C.
14 May 2024
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ARTS,RECREATION&CULTURECOMMITTE
EPRIORITIES
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
0 Mailing
o “Disney-style”maps of parks
0 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.
Utilizesurveys 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 RESOURCES8:.COLLABORATION
Boost the Cultural Arts &Recreation Department’s productivity and efficiency.
0 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,ARCCWorkshop
Agenda Item #4.D.
14 May 2024
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