Arts, Recreation, and Culture Committee - 10 Oct 2023 - Agenda - Pdf.pdf
City of Atlantic Beach
Agenda
Arts, Recreation, and Culture Committee (ARCC)
Meeting
Tuesday, October 10, 2023 - 6:00 p.m.
Commission Chamber
City Hall, 800 Seminole Road
Page(s)
1. CALL TO ORDER AND ROLL CALL
2. APPROVAL OF MINUTES
2.A.
Minutes for August 22nd and September 12th will be available in November's
meeting.
3. RECOGNITION OF VISITORS/PUBLIC COMMENTS
4. ONGOING BUSINESS
4.A.
Artisan's Fair - Terry Selden and Genie Gabrynowicz
Artisan's Faire Application
3 - 6
4.B.
Grant Awards Recommendations Report - Latrenia T.
4.C.
Commission Meeting Report - Jane S.
5. NEW BUSINESS
5.A.
D-1 Training Event - Tracy G. & Joe S.
D-1 Training
7
5.B.
Grant Cycle Discussion
5.C.
Department Budget Overview
FY24BudgetRecreationFinal
9 - 13
5.D.
Fall Festival Report - Latrenia T., Joe S. & Tracy G.
Event Report 2023 Fall Festival
15 - 16
6. OPEN / FOLLOW UP ITEMS
6.A.
Database of Programs
6.B.
Volunteer Coordinator Position
7. OTHER AGENDA ITEMS/ANNOUNCEMENTS
8. ADJOURNMENT
Page 1 of 16
Arts, Recreation, and Culture Committee - 10 Oct 2023
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
Artisan’s Faire Application
Thursday, November 30, 2023
4 – 8 p.m.
Adele Grage Cultural Center
VENDORS
The Artisans' Faire is looking for handmade artists/crafters/vendors to sell their unique items to
patrons looking for Holiday Gifts. Whether you are a jewelry, potter, painter, or make other unique
items, we would love to have you at our event.
SPACES
Each accepted artist will be provided a 6’ space to display/sell their art under a 30’x40’
canopy tent. Artists may not share a display space. All SPACES WILL BE ASSIGNED
in order applications are received once accepted. All artists’ spaces will be marked. No
artist is allowed to move their space for any reason, or the artist will be asked to
leave. The assigned space will be under a tent designated by the booth map attached.
Artists are required to bring their own table, tablecloth, and display for the allotted
space.
PHOTOS OF WORK: Please submit four (4) emailed photos. Three that represent the
current work and one showing the entire display setup.
ARTIST STATEMENT
An Artist Statement describing the technique, materials, and processes used in the
creation of your entire body of work must be included with each entry. Your Artist
Statement may be used in the promotion of the show through public relations efforts
and should be no longer than a maximum of 1000 characters (including punctuation
and spacing).
ADVERTISING
We are committed to print ads in local newspapers, calendars of events, City website,
Facebook, and public announcements. Posters will be distributed to as many storefronts
as we deem appropriate. Artists are welcome to pick up posters/postcards and place
them in well-traveled areas. Once available, we will notify you.
Food Vendors
Agenda Item #4.A.
10 Oct 2023
Page 3 of 16
The Artisans' Faire is looking for handmade food vendors to sell their unique items to patrons looking
for Holiday Gifts. We would love to have you at our event if you sell wine for wine tastings,
homemade honey, charcuterie boards, or more.
SPACES
Each accepted artist will be provided a 6’ space to display/sell inside our community room. Vendors
may not share a display space. All SPACES WILL BE ASSIGNED in order applications are received
once accepted. All vendors’ spaces will be marked. No vendor is allowed to move their space for any
reason, or the vendor will be asked to leave. Artists are required to bring their own table,
tablecloth, and display for the allotted space.
EVENT RULES: The following rules will be strictly enforced: Agreeing to the rules is
an acknowledgment/commitment to the rules of the event. The Cultural Arts &
Recreation Department Staff reserve the right to make final interpretations of all
eligibility rules. Breaking down booths before 8 p.m. is not allowed. If you cannot stay
until 8 p.m., please do not apply. If you leave prior to the end of the event, you will not
be asked to return to future City of Atlantic Beach-sponsored events.
1.The Atlantic Beach Artisan’s Faire Applications are accepted by all handmade artists
and makers in the categories listed above.
2.ALL entry forms must have three emailed photos of artwork, one photo of a table
display, and the application entry fee ($25). Photos must represent the art that will
be exhibited. Photos should provide a full view of your display and show work
clearly. Photos should be emailed to recreation@coab.us
3.The application fee is non-refundable under any circumstance, and there is a
$35.00 charge for any returned check. There are No Refunds issued for
cancellations, waitlists, or denials. NO EXCEPTIONS.
4.Payment in full is due with the application form. There is no sharing of artists in one
space. If you would like additional space, you will need to request two booths.
5.The event will be limited exclusively to original work created by the artist, such as
paintings, drawings, photography, jewelry, printmaking, sculpture, metal, mosaic,
glass, pottery, fiber art, and wood creations. All work must be original, hand-
crafted, and created by the applying artist. Kits, imports, molds, and mass-
produced items will not be accepted. This rule is strictly enforced. This is not a
trade show – booths are not for buying and selling/trading of any kind!
Any artist found with any of these listed will be ASKED TO LEAVE IMMEDIATELY
and will not be invited back in the future.
6.Acceptance into this year’s Artisan’s Faire will not guarantee admission into next
year’s Artisan’s Faire.
7.All artists are responsible for providing, setting up, and breaking down their own
displays (tables, chairs, and booths). The display must be sturdy enough to
withstand weather and crowds, minimizing any potential for injury. Each artist is
responsible for his/her own display in case of loss or damage. Artists must provide
and display their personal or company name on their space set-up. The City of
Atlantic Beach will not provide signs of any kind for the artist’s space.
Agenda Item #4.A.
10 Oct 2023
Page 4 of 16
8.Tables must be covered and skirted to the ground in a safe manner.
9.Artists are allowed to sell their art at the event and are responsible for collecting,
receiving, and safeguarding funds. The City of Atlantic Beach is not responsible for
the loss of receipts or funds. Each exhibitor is responsible for collecting and remitting
Florida State sales tax to the Florida Department of Revenue.
10.The approved artist or a designee must always occupy the booth. Volunteers/staff
will be available if an artist needs a break.
11.Booth setup can begin at 2 p.m. and must be fully set up by the event's start at
4 p.m. Artists will confine their display to assigned space (6’ table) and will not be
allowed to take up additional space unless additional space has been paid. The
display or booth shall not interfere with the neighbor’s space. Electricity is not
available.
12.Any artist who changes the location of a space without permission will be removed
from the event and not accepted in next year’s event.
13.The hours of the show are from 4:00 p.m. until 8:00 p.m. I agree to keep my
booth open for business until 8:00 p.m. Breaking down before 8:00 p.m. is not
allowed.
14.Artists will leave their exhibit space clean and dispose of all trash in a waste
container after the event.
15.There will be strict enforcement of setup and breakdown times. Breakdown will not
begin until the end of the show at 8:00 p.m. and must be completed by 9:30 p.m.
Any artist closing their booth before the designated closing hour may not apply for
participation in subsequent years.
16.Due to liability issues, exhibitors cannot bring pets or animals to the festival site.
You will be asked not to set up and will be asked to leave.
17.If you have a problem at the event, please immediately contact a volunteer or staff at
the volunteer table. We are here to ensure a safe and fun event for all concerned.
18.Failure to comply with the rules or unruly behavior (including intoxication or verbal
abuse) by the exhibitor or any assistants will cause immediate expulsion from the
event and eliminate the exhibitor from future Atlantic Beach-sponsored events.
REFUND POLICY
Due to the compressed timeframe for registration and booth fee payment of this show,
there is no refund.
Questions:
1. Please provide your website and business name:
2. ** If you have difficulty setting up or breaking down, we ask that you please bring
someone to assist you. Volunteers will be available to assist with set up ( at no
additional cost) if requested. We make every attempt to have volunteers
available; however, it is not guaranteed that they will attend. ** Please answer
yes or no if you need help setting up/breaking down.
3. Category of Work: Please check the media that apply to your artwork. The
submitted description is the ONLY art allowed the day of the show. Artists MAY
NOT sell or display items not described below; you will be asked to leave, NO
REFUNDS.
Agenda Item #4.A.
10 Oct 2023
Page 5 of 16
a. Ceramics
b. Digital Art
c. Fiber/Wearable
d. Glass
e. Drawing/Printmaking/Graphics
f. Jewelry
g. Metal
h. Mixed Media 2D
i. Mixed Media 3D
j. Painting
k. Photography
l. Sculpture
m. Wood
4. Materials and Techniques: Please provide an Artist Statement describing the
technique, materials, and processes used in the creation of your entire body of
work. Your Artist Statement may be used in the promotion of the show through
public relations efforts and should be no longer than a maximum of 1000
characters (including punctuation and spacing). All work must be of the artist’s
original creation/workmanship.
5. Agreement: I understand the hours of the show are from 4:00 p.m. until 8:00 p.m.
I agree to keep my booth open for business until 8:00 p.m. Breaking down before
8:00 p.m. is not allowed.
6. Liability Waiver Agreement: RELEASE: The undersigned does forever discharge
and release the City of Atlantic Beach, the Cultural Arts and Recreation
Committee, and all participating sponsoring organizations from any and all
manner of actions, suits, damages, or claims whatsoever arising from any
injuries to myself or any loss or damage to the property of the undersigned which
may be sustained by the applicant in consequence of being allowed to participate
in a City of Atlantic Beach event. If accepted, I give permission to use my name,
business name, and photographs to publicize this event in the media, print, and
on the Internet, in addition to agreeing with all of the conditions outlined in this
application. I understand there will be no refund of any kind to artists for
cancellation. I have read the Rules and Details of this document and agree to
abide by them.
Agenda Item #4.A.
10 Oct 2023
Page 6 of 16
Updated September 26, 2023
D-1 Training - Athletic Training Event
September 30, 2023
Donner Park Soccer Field
9am – 11am
Present Staff and Committee Members
Latrenia Thomas, Tracy Gebeaux, Joe Schwarz and Jane Stevens
Recommendation Follow-up
•The event was held on Sept. 30 under the scope of the Recreation staff and the Arts, Recreation and Culture
Committee (ARCC). (for the purpose of improving the opportunity for success).
•The event was expected to serve at least 50 youth, including at least 25 from Atlantic Beach. The event had a
total of 20 participants. The number of attendees from Atlantic Beach was vague.
• A prorated share of the grant funding will be requested for return by D1 Training due to the thresholds weren’t
met.
•The event was advertised on social media, flyers were placed in Donner park, Jordan and Adele Grage marquee.
He was also advised to speak with Brook at the Boys and Girls Club as well referring him to pass out flyers at the
local schools in the 32233 area.
Grant Awarded Amount: $2,500.00
Please refer to the pictures in the attachment to reflect this report.
I spoke briefly with Sam prior to the event and he mentioned that he wanted to do everything possible to make
this event successful. The ARCC members are prepared to discuss the event at their next meeting. Below is a
draft of the email I intend to send to Sam. Please review and let me know if you have any questions.
Hello Sam,
I just want to thank you for your efforts in making the D-1 Training event happen on Saturday. The feedback from those
who participated was great. The biggest feedback I received was the retired football players that were handling the
training portion. Though the process was extensive the City would agree that the event did not meet the thresholds of
the agreement. The City would like to formally request 50% of the $2,500.00 be returned due to the following:
•The event did not serve more than 50 youth.
•Due to the time constraint, the marketing reach was very limited
•Several attempts to support the event prior to September 30th in order to properly plan and contribute to the
success of the event.
Please remit the amount due to The City of Atlantic Beach.
If full payment is not remitted by January 2, 2023, further legal action may be taken against the business. In addition to
the amount requested herein, filing fees, attorney’s fees, and any other costs associated with obtaining the amount
owed may be pursued.
Hopefully this matter can be resolved as soon as possible.
Best Regards,
Latrenia
Agenda Item #5.A.
10 Oct 2023
Page 7 of 16
Page 8 of 16
$538,387
Purpose:
The Recreation Department administers the recreational activities and special events throughout the city.The department
sponsors such programs as spring and Fall Flag Football,summer camp,festivals,and senior and after—school programs
through the community centers and parks,Campout Under the Stars,Wild Wonders,and monthly art shows.The
Department also serves as City liaison to the Cultural Arts and Recreation Committee where.together,the following events
are held:Jazz Festival,Arts in the Park,Dog Festival,the Cultural Arts and Recreation Advisory Committee grant program;
Acoustic and Songwriters nights,and the Tour de Parks bicycle trek.
Key Objectives:
-Work with the City Commission and City staff to maintain and improve the quality of life of Atlantic Beach residents
through cultural arts and recreation.
-Maintain and enhance current programs and events.
~Work with the Atlantic Beach Youth Council on programs and projects.
-Administer facility rentals,permitting private special events and provide staff support to the Cultural Arts and
Recreation Committee.
-$273,549
(-33.69%vs.prior year)
Expenditures Summary
500k
FY2018 FY2019 FY2020 FY2021 FY2022 FY2023 FY2024
Actual Budgeted
City of Atlantic Beach |Budget Book 2024 Page 403
Recreation and Cultural Arts Proposed and Historical Budget vs.Actual
1.000k
1,500k
2,000k
2.500k
and Cultural Arts
Agenda Item #5.C.
10 Oct 2023
Page 9 of 16
Budgeted Expenditures by Expense Type
Grants and Aids (15%)
=T
Budgeted and Historical Expenditures by Expense Type
0.5
Capital Outlay Debt Service Grants and Aids Operating Expenses Personnel Services
Grey background indicates budgeted ?gures.
City of Atlantic Beach |Budget Book 2024 Page 404
2.5
Personnel Services (52.1%)
Operallng Expenses (32.8%)
Expenditures by Expense Type
Agenda Item #5.C.
10 Oct 2023
Page 10 of 16
BENEFIT OROUP—GENERAL
401OENL DEF CONTP MATCH
UNFUNDED LIABILITY-GEPP
HEALTH
LIFE
Operating Expenses
PROFESSIONAL SERVICES
Name
Expense Objects
Personnel Services
SALARY
LT74 —Wages Director of Cultural Arts &
Recrea tion
LT23 —Wages ~Recreation Center
Manager Trainee
VRl3 «Wages Recreation Associate
OVERTIM E
SPECIAL PAY
F.I.C‘A.
WORKE RS‘COMPENSATION
PEEMPLOYMENT COMPENSATION
Total Personnel Services:
OTH ER CONTRACTUAL S E RVS.
Basketball Referees
Bus for Field Trips
Monitor alarm @ cen ters
Flag Football Referees
Wild Wonders
Art Program @ Jordan &Baker Centers
Fitness Programs
Senior Citizen Program
Jacksonville Carriage Co.
Face Painting
Band /DJ
Camp Out Performers
Civic Rec Annual Renewal
TRAVEL AND PER DIEM
Travel for City Business
COMMU NICATIONS
telephone,wifi,DSL service for bldgs
FREIGHT,POSTAGE,EXPR MAIL
Postage for mai/outs
FY2021
Actuals
$223816
$0
$0
$0
$968
$4gn2
$17J46
$7244
$2,788
$45146
$26180
$307
$4390
$341,996
$60
$0
$1894
$0
FY2022
Actual
$251,950
$0
$0
$0
$6151
$34283
$22265
$14920
$8531
$40074
$22279
$435
$6802
$275
$412,964
$468
$0
$28660
$639
$0
$8422
$0
$0
FY2023
Budgeted
$340,625
$0
$0
$0
$7000
$5000
$27358
$7943
$L283
$7565
$30143
$349
$1000
$448,266
$0
$43600
$5000
$2000
$2000
$2400
$3000
$4000
$7300
$6300
$3000
$2000
$1000
$5600
$500
$500
$n0o0
$n000
$50
$50
FY2024
Budgeted
$194,473
$700,773
$36970
$57390
$7000
$5000
$L@877
$2943
$2855
$7565
$5605
$449
$5000
$0
$230367
$250
$250
$44000
$750
$2500
$2000
$2250
$2400
$0
$6000
$8000
$5000
$3000
$2000
$L500
$5600
$500
$500
$n00o
$n000
$150
$50
FY2023 Budgeted
vs.FY2024
Budgeted (%
Change)
429%
Mm
N/A
N/A
0%
0%
—45.6%
0%
901.9%
0%
-48.2%
28.7%
54.5%
0%
-37.4%
NA
ANA4
09%
AM
A-50%
0%
25%
0%
400%
50%
96%
27%
0%
0%
50%
0%
0%
0%
0%
0%
0%
0%
City of Atlantic Beach |Budget Book 2024 Page 405
Uniforms
Agenda Item #5.C.
10 Oct 2023
Page 11 of 16
$0
$0
Valunxeer Apprecianan necugnmon $0
Basxezbaruzmgram Supplies 50
$0
$0
50
S0
50
SD
UTILITIES
Name
electric for recrea tlon buildings
CITY PROVIDED
water for city recreation bldgs
RENTALS AND LEASES
Porta Potty Rentals
Trains and Bounce House
Tree Lightning Rentals
REPAIR &MAINTENANCE
bldg repairs
copier
FIRST VEHICLES/EQUIPMENT
PRINTING AND PUBLISHING
Broch ures/Bookmarks
Advertisement
CU LTURAL ARTS
Movie in the Park
National Kids to Park Day
New Music Event
Arts in the Park
acoustic &songwriters
bike tour
calendar of even ts brochure
Jazz Festival
Teen Council
Shakespeare in the Park
Canine Carnival
We/lFest
OFFICE SUPPLIES
Paper Supplies for the Centers
cartridges,paper,envelopes &etc
OPERATING SUPPLIES
After School Program Snacks
Cheer/eading Supplies
Egg Hunt supplies
flag football supplies
fall festival supplies
toy drive supplies
after school program supplies
holiday celebration supplies
FY2021
Actuals
$0
$3300
$9,849
FY2022
Actual
$11,137
$2849
$0
$300
$1,763
$0
$32500
FY2023
Budgeted
00000
$70,000
$3000
$0000
$0800
$0000
$3000
$800
$3000
$3000
$000
$6000
$3500
$2000
$1500
$32800
$1500
$0
$0
$5500
$0000
$300
$0
$0000
$1500
$0000
$2000
$3000
$5000
$0
$0000
$48500
$0000
FY2024
Budgeted
02000
$12000
$2000
$9000
$n000
$2000
$3000
$1000
$5500
$5000
$600
$0000
$3500
$2000
$1500
$41300
$3000
$800
$0000
$5500
$0000
$500
$500
$2000
$1500
$4500
$2000
$3000
$3000
$250
$2750
$24300
$1000
$700
$700
$2500
$4500
$1000
$800
$0
$2500
FY2023 Budgeted
vs.FY2024
Budgeted (%
Change)
20%
20%
0%
0%
122%
107%
0%
25%
556%
507%
0%
0%
0%
0%
0%
259%
700%
Mm
Mm
0%
0%
507%
Mm
125%
0%
40%
0%
0%
-40%
M
M-45%
504%
400%
Mm
M
MAM
A
25%
25%
25%
0%
400%
0%
City of Atlantic Beach 1Budget Book 2024 Page 406
Agenda Item #5.C.
10 Oct 2023
Page 12 of 16
400%
-100%
-100%
N/
0%
0%
Capital Outlay
MOTOR VEHICLES
COMPUTER EQUIPMENT
Laptop/Monitors
IN FRASTRUCTU R E
Name
campout supplies
black history month supplies
Supplies for Artisans’Faire
Summer camp supp/ies
Teen /Senior Graduate Program
Summer Camp Field Trips
Community Special Events
CASOLIN E
Gas for city van
BOOK,SU BSCRIRMEMBERSHIPS
F/v/CA Membership
FRPA membership
TRAINING
Stafftraining
Background Checks
Total Operating Expenses:
FY2021
Actuals
$295
$0
$0
$94
$0
$0
$45927
$500
$500
FY2022
Actual
$2755
$0
$144,634
FY2023
Budcleted
$1400
$1000
$2000
$1500
$1000
$2600
$2000
$2500
$2500
$320
$0
$320
$4300
$4000
$300
$190,570
$86,000
$6,000
$6,000
$92,000
FY2024
Budgeted
$L400
$1000
$4000
$0
$0
$0
$2000
$1250
$L250
$470
$50
$320
$1500
$1000
$500
$176,620
$0
$0
$0
FY2023 Budgeted
vs.FY2024
Budgeted (%
Change)
0%
0%
700%
400%
400%
400%
-714%
-50%
-50%
459%
A02
0%
485%
-25%
507%
-74%
CUUURALAWS/SCHOOLS
/awn service f0rAt/antic Beach
E /emen tary
AIDS TO PRIVATE ORCANIZAT
contribution to outside organizations
contribution to duval county schools
Total Grants and Aids:
Total Expense Objects:
$3820
$0
$47,600
$0
$0
$53,420
$441,843
07320
$0
$32,460
$0
$0
$50,280
$607,879
$6,000
$6,000
$75,000
$35 000
$40,000
$81,000
$811,936
$6,000
$6,000
$75000
$35000
$40000
$8Looo
$533387
0%
0%
0%
0%
-33.7%
City of Atlantic Beach |Budget Book 2024 Page 407
Grants and Aids
-100%Total Capital Outlay:
Agenda Item #5.C.
10 Oct 2023
Page 13 of 16
Page 14 of 16
2023 FALL FESTIVAL
EVENT REPORT
September 30, 2023
1
Approved By Date Approved By Date
OVERVIEW
1. Date of the Event
September 30, 2023
2. Number of Attendees
About 300 - 500 attendees (count doubled from the previous year)
3. Staff / Volunteers
Volunteers consist of Fletchers Interact Club members, previous City employee, Teens from the
Community and ARCC members.
Parker Rangers assisted with set up clean up as well as breakdown. They were properly stationed on
the grounds to manage the bathrooms, trash bins and the up keep of the park during the event.
ABPD and volunteers managed the parking and traffic control of the event.
Staff provided volunteers with the layout and made sure that all stations were properly managed and
staffed.
•Recreation Staff (3)
•Public Works (2 Park Rangers)
•Police Department (1 Officer & 3 Volunteers)
•ARCC Committee Volunteer (3)
•Youth Volunteers (26)
•Adult Volunteers (3)
4. Food Vendors
Food vendors pay $25 per event
•Doodle Bops Sweets Treats Truck
5. Activities
•Face Painting (1 Artist)
Agenda Item #5.D.
10 Oct 2023
Page 15 of 16
2023 FALL FESTIVAL
EVENT REPORT
September 30, 2023
2
Approved By Date Approved By Date
•DJ
•Bounce Houses and Obstacle Course (3)
•Petting Zoo
•Free Food (Popcorn, cotton candy, water and hotdogs)
•Arts and Crafts
•Hay Ride
•Game Station (Corn hole, potato sack race, tick tack toe, ring toss and horse shoe, cake walk)
•Photo Booth
•Recreation Info / Events Booth
6. What worked well.
•Volunteer sign in sheet to track the amount of volunteers.
•Adding the petting zoo was a great addition to the attractions for the overall attendees.
•Food tickets allowed us to keep track of a guesstimate amount of attendees, 283 tickets were disbursed by 11:30
am.
7. What I thought was NOT successful.
•We ran out of food within the first hour of the event.
•Ran out of arts and crafts within the first 1 ½ hour of the event.
•Youth volunteers were leaving their station and no one was in place to cover section.
8. Recommendations for improvement for future events.
•Consider purchasing more food or allowing food trucks to cover the food portion. Staff will
disbursed tickets equivalent to the amount of food available.
•Order more arts and crafts (have someone stationed with the crafts to pass out instead of having
crafts in a basket on the table.
•Recruit more adult volunteers to assist
•Adding an additional face painter
•More police volunteers
ADDITIONAL COMMENTS
Name:Comments:
Name: Comments:
Agenda Item #5.D.
10 Oct 2023
Page 16 of 16