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Arts, Recreation, and Culture Committee (ARCC) - 13 Feb 2024 - Agenda - Pdf.pdf City of Atlantic Beach Amended Agenda Arts, Recreation, and Culture Committee (ARCC) Meeting Tuesday, February 13, 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 Tuesday, January 23, 2024, and the Tuesday, January 30, 2024, Arts, Recreation, and Culture Committee meeting. Arts, Recreation, and Culture Committee (ARCC) - 23 Jan 2024 - Minutes - Pdf Arts, Recreation, and Culture Committee Workshop (ARCC) - 30 Jan 2024 - Minutes (3) 3 - 9 3. RECOGNITION OF VISITORS/PUBLIC COMMENTS 4. ONGOING BUSINESS * 4.A. Review of the Updated Programs Database 4.B. ARCC Priorities Setting (revised) ARCCPriorities2024 11 - 12 4.C. Commission & Priorities Meeting Report - Jane 4.D. Upcoming Grant Cycle Calendar Key Timeline for FY 2024-25 Grant Period 13 4.E. Proposed Fee Structure ARCC fees recommendations 1-30-24 15 - 16 4.F. Turtle Crawl - Lisa Goodrich 5. NEW BUSINESS 5.A. Funding Request to Open Centers on Non-Boys and Girls Club Days 6. OTHER AGENDA ITEMS/ANNOUNCEMENTS 6.A. ARCC Workshop February 27, 2023, at 1:00 PM 7. OPEN ITEMS/FOLLOW UP 7.A. Updates from the Liaisons on the Grant Program Page 1 of 16 Arts, Recreation, and Culture Committee (ARCC) - 13 Feb 2024 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. 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 16 Arts, Recreation, and Culture Committee (ARCC) January 23, 2024 MINUTES Arts, Recreation, and Culture Committee (ARCC) Meeting Tuesday, January 23, 2024 - 6:00 PM City Hall, Commission Chamber Present: An Oskarsson, Member Joseph Schwarz, Member Lisa Goodrich, ARCC Chair Jane Stevens, ARCC Vice Chair Hillary Hickam, ARCC Member Tracy Gebeaux, Member Absent: Kaylene Maddox, Member Also Present: Latrenia Thomas, Recreation and Cultural Arts Director (RCAD) 1. CALL TO ORDER AND ROLL CALL 2. APPROVAL OF MINUTES A. Approve minutes of the December 12, 2023, Arts, Recreation, and Culture Committee meeting. 3. RECOGNITION OF VISITORS/PUBLIC COMMENTS No Public Comments 4. ONGOING BUSINESS A. Previous Chair Closing Remarks - An Oskarsson An O. reflected on her two years in the role as the previous Chair. She gave a list of accomplishments from the Committee during her tenure. She shared to each Committee member how she was appreciative to each one of their roles they implemented to the Committee. B. Commission Report - Jane Stevens Jane shared her report from the last Commission meeting. She also mentioned the Commissions upcoming priority setting workshop. She suggested for the Committee to propose items to address at the priority settings meeting. She also mentioned the Commission discussed the Almost Home property and the City is interested in purchasing the facility. Jane would like the Committee to look at the center to see how it will align with their goals. She shared information from the previous Commission meeting that Mayor Ford announced that the Committees will no longer have Commission liaisons moving forward. She expressed her concerns that Jessica was beneficial to ARCC in reference to speaking to the Commission on their behalf. Page 1 of 3 Agenda Item #2.A. 13 Feb 2024 Page 3 of 16 Arts, Recreation, and Culture Committee (ARCC) January 23, 2024 C. Revised 2024 Calendar Events - Latrenia Thomas Latrenia gave the Committee updates of the changes in regard to the recreations calendar of events. Hillary shared that there is a virulent dog virus that she feels may not be resolved by the time the city has the Paws in the Park event. This virus could possibly have an impact on the number of attendees we are expecting for the event. D. Reconstructing of Fee's Workshop Packet Latrenia gave each Committee member a packet to prepare for the upcoming workshop to discuss fees. The packet provided the workshop agenda, the current fees and the Jacksonville Beach Parks and Recreation fees. Lisa shared with the committee that the idea would be to have members come prepared with their ideas. The Committee would make recommendations to present as a draft to the Commission. E. Beaches Habitat for Humanity Community Engagement Manager Position An O. discussed to have a public meeting to discuss the volunteer management program opportunity. She also discussed with the Committe that the volunteer management position is to be used for the overall City and the February 27th workshop is the follow up meeting from the January 30th workshop. It was also discussed that the March 5th workshop would be to discuss the ARCC volunteer needs. The March 12th ARCC meeting could be to promote the fees to the public and vote on the draft to present to the Commission. An made a request to the Committee to move the presentations for the ARCC grant to another date. The Committee agreed to move the ARCC presentation date from August 19th to August 30th. 5. NEW BUSINESS A. ARCC Chair Quarterly Meetings with the City Manger Latrenia mentioned that the City Manager wanted to meet annually or bi- annually with the Chairs on the City Committee. Latrenia stated she would follow up with his executive assistant to discuss scheduling a date for the ARCC Chair and the City Manager to meet. 6. OTHER AGENDA ITEMS/ANNOUNCEMENTS A. Database Programs Latrenia announced that the Database is in need of an update. She mentioned that she will have an update to present hopefully by the next meeting. B. Boys and Girls Club The Committee discussed having a representative from the Boys and Girls Club to give them feedback on how the program is progressing. The committee was made aware by Latrenia that the BGC program is closed on some non-school days. The Committee asked for Latrenia to bring the concern to Kevin to see if he could come up with a probable plan of success. C. Liaison Update of the Grant Recipients Page 2 of 3 Agenda Item #2.A. 13 Feb 2024 Page 4 of 16 Arts, Recreation, and Culture Committee (ARCC) January 23, 2024 An gave an update in reference to the Shark Bites attending a Beach Fire Arts Series show. Hillary H. asked for assistance with getting a better contact for her assigned recipients. Latrenia agreed to follow up in an email with Hillary and the recipients introducing them to one another. Joe gave an update on the Under Water Robotics program and shared how well the program was doing. 7. OPEN ITEMS / FOLLOW UP A. ARCC Workshop January 30, 2023, at 3:00 p.m. 8. ADJOURNMENT There being no further business, Chair Lisa Goodrich adjourned the meeting at 7:33 p.m. Attest: An Oskarsson, Chair Latrenia Thomas Page 3 of 3 Agenda Item #2.A. 13 Feb 2024 Page 5 of 16 Page 6 of 16 Arts, Recreation, and Culture Committee (ARCC) January 30, 2024 MINUTES Arts, Recreation, and Culture Committee (ARCC) Meeting Tuesday, January 30, 2024 - 3:00 PM City Hall, Commission Chamber Present:An Oskarsson, Member Joseph Schwarz, Member Lisa Goodrich, ARCC Chair Jane Stevens, ARCC Vice Chair Hillary Hickam, ARCC Member Tracy Gebeaux, Member Absent:Kaylene Maddox, Member Also Present:Veronica Richard, ARCC Staff Liaison - Secondary Latrenia Thomas, Recreation and Cultural Arts Director (RCAD) 1.CALL TO ORDER AND ROLL CALL 2.RECOGNITION OF VISITORS/PUBLIC COMMENTS 3.TOPICS FOR DISCUSSION A.List of Priorities to Present to the Commission Linda Lanier went over ARCC's previous priorities and discussed any updates that they would need for the upcoming Priority Setting Workshop. She expressed the importance of the priorities they develop and how it plays a role in the Commission's priorities. B.Background and History of COAB Rentals and Fees Latrenia gave a brief update of the background and history of the fees. She shared how the fees have not been updated in almost 21 years and the need to assess and restructure the fees. C.Demonstration of the Current Online Registration / Fee System Latrenia demonstrated the current online registration system for all permits and rentals. Veronica shared the overall process, including how to obtain a permit, listed activities, vendor opportunities, and classes. D.Brainstorm General Principles to Govern Fees The Committee members compiled the following list of general principles that they hope will guide staff in creating a new schedule of fees. 4.BREAK Agenda Item #2.A. 13 Feb 2024 Page 7 of 16 Arts, Recreation, and Culture Committee (ARCC) January 30, 2024 5.DISCUSSION OF FEES A.Facilities - Adele Grage, Gail Baker, Jordan Park Hearing that a facility can be booked up to 6 months in advance, but that payment is not required until 30 days in advance, members enthusiastically agreed that all fees should be paid at the time of booking. Committee members were unclear about the ability or difficulty of the online booking system to create refunds but refer this issue to the city’s finance professionals. B.Parks, Pavilions, Courts, Fields (baseball, soccer, basketball) While ball fields seemed to present no problems with booking, the tennis and pickleball courts do not have a reservation system that includes fees or time limits. Members agreed that players should be able to go online to book a court for a maximum of 2 hours for a minimal cost. Members discussed $2.50 to $6.00 per hour. Players would prove their reservation with an online receipt. Other players could use the courts without a reservation or cost but would have to defer to players with a reservation. C.Private events not sponsored by COAB, for example, photo and film shoots, weddings, memorials, festivals. Agenda item was skipped. D.Vendors who sell their goods or service at COAB events or venues, for example, food trucks, small businesses, artist, tennis or pickleball instructors Currently food trucks, small business, vendors at the city's Sunday market in Russell Park, artist at the Arts in the Park and other must pay a for a space at city events. The committee believes that anyone who charges residents a fee for their services while operating on city property should be considered a vendor. These include tennis, pickleball and skateboard instructions, professionals who do photo and film shoots and others. Members recommend that these vendors be charged a fee a permit (daily, monthly, or longer depending on the nature of the business) and be required to submit copies of their insurance and business license. E.Beach Campfires Members were concerned about the substantial number of campfires on the beach, especially since campfires are not permitted in any beach community between AB and Cocoa Beach, possibly driving even more non-residents to our beach. Members recommended limiting the campfire permits to only AB residents and increasing the price. They also encouraged staff to consider a maximum number of permits available per year possibly offered through a lottery at the beginning of the year or quarterly. Agenda Item #2.A. 13 Feb 2024 Page 8 of 16 Arts, Recreation, and Culture Committee (ARCC) January 30, 2024 F.Campsites Members recommend that staff adopt the camping fee schedule used by Hanna Park, including costs and limits on number of consecutive days. 6.NEXT STEPS AND FOLLOW UP A.Who - Will do What - By When 7.ADJOURNMENT There being no further business, Chair Lisa Goodrich adjourned the meeting at 6:04 p.m. Attest: Lisa Goodrich, Chair Latrenia Thomas Agenda Item #2.A. 13 Feb 2024 Page 9 of 16 Page 10 of 16 ARTS, RECREATION AND CULTURAL COMMITTEE Summary of Recommendations Regarding COAB Fees January 30, 2024 The Arts, Recreation and Cultural Committee met in a workshop setting on Monday, January 30, 2024, from 3:00 to 6:00 PM to discuss the city’s facility rental fees and to make recommendations to staff about a revised fee structure. The Committee members compiled the following list of general principles that they hope will guide staff in creating a new schedule of fees. These recommendations are in no particular order. 1. CONSISTENCY – Members agreed that fees should not outprice the community and be generally consistent neighborhood to neighborhood. However, fees might vary based upon: a. amenities and equipment available (for example, kitchen), b. vulnerability to loss and damage, c. supply and demand, d. expected number of people in attendance. 2. DISCOUNTS – Members agreed that there should be a discount for Atlantic Beach residents and nonprofit 501-c-3 organizations. 3. ACCESSIBILITY – Members agreed that a fee structure should support fair and reasonable access to facilities as well as maximum utilization. Members did not support the general closing of any park for the use of a single group since it would deny access for other citizens. 4. PAYMENTS AND REFUNDS – Hearing that a facility can be booked up to 6 months in advance, but that payment is not required until 30 days in advance, members enthusiastically agreed that all fees should be paid at the time of booking. Committee members were unclear about the ability or difficulty of the online booking system to create refunds but refer this issue to the city’s finance professionals. 5. TENNIS AND PICKLEBALL COURTS – While ball fields seemed to present no problems with booking, the tennis and pickleball courts do not have a reservation system that includes fees or time limits. Members agreed that players should be able to go online to book a court for a maximum of 2 hours for a minimal cost. Members discussed $2.50 to $6.00 per hour. Players would prove their reservation with an online receipt. Other players could use the courts without a reservation or cost but would have to defer to players with a reservation. 6. COMMUNICATION – Members discussed the absence of signage in almost every court, field, or facility. In addition to the city’s website and online booking system, the committee members strongly encourage the installation of proper signage and other collateral materials that educate residents about the cost and booking process for reservations. Agenda Item #4.B. 13 Feb 2024 Page 11 of 16 Page 2 7. VENDORS – Currently food trucks, small businesses, vendors at the city’s Sunday market in Russell Park, artists at Arts in the Park and others must pay a fee for a space at city events. The committee believes that anyone who charges residents a fee for their services while operating on city property should be considered a vendor. These include tennis, pickleball and skateboard instructors, professionals who do photo and film shoots and others. Members recommend that these vendors be charged a fee for a permit (daily, monthly, or longer depending on the nature of the business) and be required to submit copies of their insurance and business license. 8. BEACH CAMPFIRES – Members were concerned about the substantial number of campfires on the beach, especially since campfires are not permitted in any beach community between AB and Cocoa Beach, possibly driving even more non-residents to our beach. Members recommended limiting the campfire permits to only AB residents and increasing the price. They also encouraged staff to consider a maximum number of permits available per year possibly offered through a lottery at the beginning of the year or quarterly. 9. CAMPING – Members recommend that staff adopt the camping fee schedule used by Hanna Park, including costs and limits on number of consecutive days. Agenda Item #4.B. 13 Feb 2024 Page 12 of 16 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, 2023 – 11:59 p.m. Deadline for FY 2024-24 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, 2023 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, 2023 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. Agenda Item #4.D. 13 Feb 2024 Page 13 of 16 Page 14 of 16 ARTS, RECREATION AND CULTURAL COMMITTEE Summary of Recommendations Regarding COAB Fees January 30, 2024 The Arts, Recreation and Cultural Committee met in a workshop setting on Monday, January 30, 2024, from 3:00 to 6:00 PM to discuss the city’s facility rental fees and to make recommendations to staff about a revised fee structure. The Committee members compiled the following list of general principles that they hope will guide staff in creating a new schedule of fees. These recommendations are in no particular order. 1. CONSISTENCY – Members agreed that fees should not outprice the community and be generally consistent neighborhood to neighborhood. However, fees might vary based upon: a. amenities and equipment available (for example, kitchen), b. vulnerability to loss and damage, c. supply and demand, d. expected number of people in attendance. 2. DISCOUNTS – Members agreed that there should be a discount for Atlantic Beach residents and nonprofit 501-c-3 organizations. 3. ACCESSIBILITY – Members agreed that a fee structure should support fair and reasonable access to facilities as well as maximum utilization. Members did not support the general closing of any park for the use of a single group since it would deny access for other citizens. 4. PAYMENTS AND REFUNDS – Hearing that a facility can be booked up to 6 months in advance, but that payment is not required until 30 days in advance, members enthusiastically agreed that all fees should be paid at the time of booking. Committee members were unclear about the ability or difficulty of the online booking system to create refunds but refer this issue to the city’s finance professionals. 5. TENNIS AND PICKLEBALL COURTS – While ball fields seemed to present no problems with booking, the tennis and pickleball courts do not have a reservation system that includes fees or time limits. Members agreed that players should be able to go online to book a court for a maximum of 2 hours for a minimal cost. Members discussed $2.50 to $6.00 per hour. Players would prove their reservation with an online receipt. Other players could use the courts without a reservation or cost but would have to defer to players with a reservation. 6. COMMUNICATION – Members discussed the absence of signage in almost every court, field, or facility. In addition to the city’s website and online booking system, the committee members strongly encourage the installation of proper signage and other collateral materials that educate residents about the cost and booking process for reservations. Agenda Item #4.E. 13 Feb 2024 Page 15 of 16 Page 2 7. VENDORS – Currently food trucks, small businesses, vendors at the city’s Sunday market in Russell Park, artists at Arts in the Park and others must pay a fee for a space at city events. The committee believes that anyone who charges residents a fee for their services while operating on city property should be considered a vendor. These include tennis, pickleball and skateboard instructors, professionals who do photo and film shoots and others. Members recommend that these vendors be charged a fee for a permit (daily, monthly, or longer depending on the nature of the business) and be required to submit copies of their insurance and business license. 8. BEACH CAMPFIRES – Members were concerned about the substantial number of campfires on the beach, especially since campfires are not permitted in any beach community between AB and Cocoa Beach, possibly driving even more non-residents to our beach. Members recommended limiting the campfire permits to only AB residents and increasing the price. They also encouraged staff to consider a maximum number of permits available per year possibly offered through a lottery at the beginning of the year or quarterly. 9. CAMPING – Members recommend that staff adopt the camping fee schedule used by Hanna Park, including costs and limits on number of consecutive days. Agenda Item #4.E. 13 Feb 2024 Page 16 of 16