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12-13-22 CARAC Minutes-Approved 01-10-23Arts, Recreation, and Culture Committee (ARCC) December 13, 2022 MINUTES Arts, Recreation, and Culture Committee (ARCC) Meeting Tuesday, December 13, 2022 - 6:00 PM Commission Chamber Present: An Oskarsson, CARAC Chair Jane Stevens, Member Mary Mullahey, Member Joseph Schwarz, Member Absent: Lisa Goodrich, Member Mateo Jurasic, Member Carol Silcox, Member Wally Sears, Alternate Member Also Present: Latrenia Thomas, Director of Cultural Arts and Recreation (DCAR) Veronica Richard, Recreation Associate 1. CALL TO ORDER AND ROLL CALL 2. APPROVAL OF MINUTES A. Approve minutes of the November 1, 2022, Cultural Arts and Recreation Committee meeting. 3. RECOGNITION OF VISITORS/PUBLIC COMMENTS A. No visitors were present. 4. ONGOING BUSINESS A. Jordan Community Center Report An O. explained there was a request for the agenda item to be postponed. She also mentioned that she received a phone call from the City Manager, Shane requesting a further extension and to defer the Jordan Community Center presentation to the next ARCC meeting. B. Artisan's Faire Update Veronica gave a brief summary in reference to the event. She provided the number of artists, along with a consistent crowd that attended. C. Holiday Tree Lighting Update Veronica gave a brief summary in details of the participants and performers from both Atlantic Beach and Neptune Beach. She explained the layout and the event schedule Page 1 of 3 Agenda Item #2.A. 10 Jan 2023 Page 3 of 5 Arts, Recreation, and Culture Committee (ARCC) December 13, 2022 from start to finish. Committee members offered several recommendations along with positive feedback. D. Grant Application, Process and Scoring Workshop scheduled for Tuesday, March 28, 2023 Committee members discussed the time and date for the workshop. They also were made aware that they were provided with a 2023 ARCC Meeting and Workshop calendar. Latrenia also shared that she asked the Grants Administrator from the City's Finance Department, Kim Flowers to attend the workshop to offer insight on the ARCC'S grant process. An O. shared that Lisa Goodrich would take the lead in the workshop. (7.B.) Latrenia shared with the Committee that she met briefly with Shane, Kevin and Linda Lanier to discuss the purpose for the ARCC'S Priority settings workshop. An O. mentioned that Jessica Ring would be our new Commission Liaison for the Committee. Committee members shared that they are looking forward to the workshop. 5. NEW BUSINESS A. Brainstorming a Proposed Wishlist Latrenia shared that the previous information in regard to the Wishlist emails that was submitted to Linda Lanier was from select committee member's goals they would like to see in the next three years. The Committee discussed briefly their ideas in reference to the ARCC's priority settings. B. Comprehensive Inventory of Events and Programs Committee members discussed individually their view on the outline of the spreadsheet for the comprehensive inventory of events and programs for the city. An O. shared her view on a spreadsheet that include the important attributes that she recommends being included. She referenced things such as, how they want to organize the spreadsheet, is there a model to emulate, what does it need for the public consumptions view and what would be the process? Jane gave her recommendation on how the grid (spreadsheet) should look. The catalog was brought up in discussion, and Veronica gave a description on the details of the catalog. She shared that the catalog's purpose would be to have a hardcopy that would be available to access in the city and online. Further discussion went forth in reference to the catalog and spreadsheet. Members shared their views while giving more feedback. Item 5B (Part 2 of 2) An wanted to discuss the layout for the spreadsheet of inventory of events and programs since the committee was unable to have the Workshop. They discussed what information they would want in the spreadsheet for the needs of the committee to access what is needed and the view of the public to transition into to the catalog. Jane shared her hardcopy proposal on how she would envision the grid. She gave a recommendation on how she would group them separately by age, activity, groups etc.. Mary made the recommendation to create a spreadsheet that would align with the priority settings while hitting the scope of Recreation, sports, art and education. An O. recommended that they Page 2 of 3 Agenda Item #2.A. 10 Jan 2023 Page 4 of 5 Arts, Recreation, and Culture Committee (ARCC) December 13, 2022 should collectively put together a list to transfer into a grid that would be emailed to the other committee members to add, delete or give feedback. 6. OPEN ITEMS / FOLLOW UP A. Status on the Volunteer Program Joe shared that he has been in communication with Latrenia in regard to putting together a Recreation Volunteer Program. He also shared that organizations throughout the Beaches will help and offer assistance upon request. He explained that we would need to identify our city's events in need of volunteers and approach those who would be interested in volunteering. Joe also shared with the committee members that in a previous meeting Linda Lanier explained that every second, every minute, every hour, every day, every week, every year of a volunteer's time has to be utilized, they need to be valued and feel appreciated. An O. concurred with Joe and stated that the whole idea of volunteering is magical when the volunteers are a suitable match for the activity. There was further discussion about the positioning of staff and volunteers in reference to events. Joe assured the Committee by the next meeting that he will have more to present to the members in reference to the Recreation volunteer program. 7. OTHER AGENDA ITEMS/ANNOUNCEMENTS A. Next ARCC meeting scheduled on Tuesday, January 10, 2023 B. ARCC Priority Settings Workshop scheduled on Tuesday, January 24, 2023 Discussed in 4.D. 8. ADJOURNMENT There being no further business, Chair An Oskarsson adjourned the meeting at 7:30 p.m. Attest: An Oskarsson, Chair Latrenia Thomas Page 3 of 3 Agenda Item #2.A. 10 Jan 2023 Page 5 of 5