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Arts, Recreation, and Culture Committee (ARCC) - 09 Jan 2024 - Agenda - Pdf.pdf City of Atlantic Beach Agenda Arts, Recreation, and Culture Committee (ARCC) Meeting Tuesday, January 9, 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. APPROVAL OF MINUTES 2.A. Approve minutes of the December 12,2023 Arts, Recreation, and Culture Committee meeting. Arts, Recreation, and Culture Committee - 12 Dec 2023 - Minutes (1) 3 - 7 3. RECOGNITION OF VISITORS/PUBLIC COMMENTS 4. ONGOING BUSINESS 4.A. Previous Chair Closing Remarks - An Oskarsson 4.B. Commission Report - Jane Stevens 4.C. Updated 2024 Calendar Events - Latrenia Thomas 4.D. Reconstructing of Fee's Workshop 4.E. Beaches Habitat for Humanity Community Engagement Manager Position 5. NEW BUSINESS 5.A. ARCC Chair Quarterly Meetings with the City Manger 6. OPEN ITEMS / FOLLOW UP 6.A. Database Programs 7. OTHER AGENDA ITEMS/ANNOUNCEMENTS 7.A. ARCC Workshop January 30, 2023, at 3:00 p.m. 8. 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. Page 1 of 7 Arts, Recreation, and Culture Committee (ARCC) - 09 Jan 2024 This meeting will be live-streamed and videotaped. To access live or recorded videos, click on the Meeting Videos tab on the city's home page at www.coab.us. 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. Page 2 of 7 Arts, Recreation, and Culture Committee (ARCC) December 12, 2023 MINUTES Arts, Recreation, and Culture Committee (ARCC) Meeting Tuesday, December 12, 2023 - 6:00 PM Commission Chamber Present:An Oskarsson, ARCC Chair Jane Stevens, ARCC Member Lisa Goodrich, Member Tracy Gebeaux, Member Kaylene Maddox, Member Joseph Schwarz, Member Wally Sears, Alternate Absent:Hillary Hickam, ARCC Member Also Present:Latrenia Thomas, Recreation and Cultural Arts Director (RCAD) 1.CALL TO ORDER AND ROLL CALL The meeting was called to order at 6:00 p.m. 2.APPROVAL OF MINUTES A.Approve minutes of the Tuesday, September 12, 2023, Arts, Recreation, and Culture Committee meeting. MOTION: Lisa moved that the following minutes be approved. Motion: Lisa Goodrich Second: Joseph Schwarz Motion passed unanimously 5 to 0. 3.RECOGNITION OF VISITORS/PUBLIC COMMENTS A.America 250! Marker - Leslie May Leslie May wasn't in attendance to discuss the America 250! Marker. Latrenia mentioned that she would gather more information in regard to her request. 4.ONGOING BUSINESS A.D-1 Training Free Year Membership Presentation / Spring Clinic Event Sam from D-1 Training shared his appreciation to ARCC for allowing them to have a platform to give back to the community. Sam shared also that two participants from the previous Atlantic Beach fall flag football season will receive a free year membership at D-1 Training facility. The participants would receive a top-of-the-line training from Agenda Item #2.A. 09 Jan 2024 Page 3 of 7 Arts, Recreation, and Culture Committee (ARCC) December 12, 2023 professional trainers who's played at the highest level of the professional sports. Each child was presented with their membership passes. They were also offered tickets to the Jacksonville Sharks game and D-1 Training gear. After the presentation Latrenia shared her and Sam had discussed D-1 Training hosting a football clinic at the park to help kick off the spring flag football season. The Committee discussed with Sam their ideas for the clinic. An. O made a motion to allow the grant funds from D-1 to be utilized for the current grant cycle year for the proposed events and scholarships. MOTION: A motion was made to allow the grant funds from 2021 - 2022 D-1 to be utilized for the current grant cycle year for the proposed events and scholarships. Motion: An Oskarsson Second: Joseph Schwarz An Oskarsson (Moved By)For Jane Stevens For Lisa Goodrich For Tracy Gebeaux For Kaylene Maddox For Joseph Schwarz (Seconded By)For Wally Sears For Motion passed 7 to 0. B.Commission Meeting Report - Jane Jane S. shared information from the Commission meeting that $90,000.00 was approved for the expansion of the Pickleball courts. She also mentioned that there were over 400 surveys submitted in reference to the parks master plan. Jane shared that the Commission approved to make an offer to purchase the building next to the Beaches Vet Park. After that, she shared comments from Commissioner Bole mentioning the liability consideration for events at the parks from commercial entities. Lastly, she mentioned that the Commission asked for a rain date to be assigned for the Tree Lighting event. The Committee further discussed their views on the liability insurance for events in the city, as well as fair usage of the pickleball courts. C.Review of the Annual Event Calendar - Latrenia Latrenia shared with the Committee in a handout the recommended dates for Recreation's 2024 Event calendar. The Committee and staff discussed if the date proposed for the Paws in the Park, Soul Vibration and Rock Rhythm and Blues would need to move to another with the weather being risky during certain times of the year. There were questions about the outcome of the Artisans Faire events. Jane S. shared that the addition of the tent was good add on, she liked having Grey Matter Distillery as a vendor and she thought the event was lovely. Latrenia shared feedback from vendors as well. She shared that some attendees asked about not having a complementary glass of wine like the prior years. It was also mentioned vendors enjoyed having the tent, but we would need more lighting between the path from the Agenda Item #2.A. 09 Jan 2024 Page 4 of 7 Arts, Recreation, and Culture Committee (ARCC) December 12, 2023 building to the tent. It was also mentioned that the time was changed from starting at 5:00 pm to 4:00 pm and the time going forward should be consistent. MOTION: Lisa made a motion to approve the dates for the Soul Vibration for three events, Paws in the Park and Rock Rhythm and Blues on the Recreation calendar. Motion: Lisa Goodrich Second: Jane Stevens Motion passed unanimously 5 to 0. D.Update on the Status of Center Rentals - Latrenia Latrenia reported that things are going well with the community centers weekend rentals. She also mentioned to the Committee that we should discussed in the January's workshop about how we could better manage renters staying within their paid timeframe without a staff present on site. Committee members shared their ideas on how to better manage rentals. It was recommended to install cameras and setting the doors to lock at the end of the rentals beginning and ending time. E.Voting for the Upcoming Year's ARCC Chair An O open the floor to anyone who would like to be the chair for the upcoming year. She gave examples on the time commitment outside of the monthly meetings. Examples such as presenting reports to the Commission, giving presentations in regard to the grants, attending board member review meetings and attending workshops. She opened the floor for any committee member to nominate someone or themselves as Chair for ARCC's upcoming year. Lisa G. nominated herself and it was a unanimous vote for Lisa to be the new upcoming years Chair. ACTION: A motion was made to accept Lisa G as the upcoming years ARRC Chair. Motion: An Oskarsson Second: Joseph Schwarz An Oskarsson (Moved By)For Jane Stevens For Lisa Goodrich For Tracy Gebeaux For Kaylene Maddox For Joseph Schwarz (Seconded By)For Wally Sears For Motion passed 7 to 0. F.Review of the Grantee's Assigned Liaison's Jane S. mentioned that NOVA Dance reported that the chair yoga class on Monday's are disrupted by city workers entering the building during the class hour. Latrenia Agenda Item #2.A. 09 Jan 2024 Page 5 of 7 Arts, Recreation, and Culture Committee (ARCC) December 12, 2023 shared that she would notify the Public Works Department and ask if the workers could avoid coming in the center during the program hour. Latrenia also shared with the Committee a record of the schools and organizations that are approved for funding that currently are missing paperwork to receive funding. The liaison was asked to contact the schools and organizations who need to turn in their documents in order to receive their funding. 5.NEW BUSINESS A.Schedule a Workshop to restructure fees and recommend policies for rental and permitting process. It was discussed that the Recreation Department would like to submit a rough draft to the committee proposing new fees. Fee's such as rentals, permits, recurring contracts, vendor fees, etc. It was suggested to discuss the volunteer position workshop at a later date and to have the Recreation fee structure workshop on January 30th. Latrenia recommended to send proposed dates in February for the Volunteer Coordinator position workshop. B.Discussion on Adding a Teen Non-Voting Seat to ARCC Jane S. shared that she would like to offer a member from the Teen Council to have a non-voting seat at the ARCC meetings. MOTION: Jane made a motioned to offer a Teen Council member a seat to attend at the Committee meetings. Motion: Jane Stevens Second: Lisa Goodrich An Oskarsson For Jane Stevens (Moved By)For Lisa Goodrich (Seconded By)For Tracy Gebeaux For Kaylene Maddox For Joseph Schwarz For Wally Sears For Motion passed 7 to 0. 6.OPEN ITEMS / FOLLOW UP A.Database of Programs Moved to discuss at the following meeting. B.Volunteer Coordinator Position Moved to discuss at the following meeting. Agenda Item #2.A. 09 Jan 2024 Page 6 of 7 Arts, Recreation, and Culture Committee (ARCC) December 12, 2023 7.OTHER AGENDA ITEMS/ANNOUNCEMENTS A.Next ARCC meeting scheduled for Tuesday, January 9, 2023 B.Gail Baker Toy Drive Tracy G provided the Committee with flyers to extend the invitation for members to attend the City's Toy Drive. C.Fletcher High School Boys and Girls Club Tennis The Committee discussed their ideas on how to assist Fletcher with minimal impact to residence in the community who use the courts for free play. 8.ADJOURNMENT There being no further business, Chair An Okarsson adjourned the meeting at 7:34 p.m. Attest: An Oskarsson, Chair Latrenia Thomas Agenda Item #2.A. 09 Jan 2024 Page 7 of 7