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Grant Applications - SchoolsAtlantic Beach Cultural Arts & Recreation 716 Ocean Blvd Atlantic Beach, FL 32233 904-247-5828 recreation@coab.us www.coab.us/events Registration/Payment Receipt 88961630 06/16/2025 10:36 AM Account Information Stephanie Trefry 66 Dewees Ave Atlantic Beach, FL 32233 904-707-5725 Item Amount Paid Stephanie Trefry for Annual Grant Awards Annual Grant Application: FY 2025-2026 $0.00 Total Payment $0.00 Prompt(s) Does your program pertain to cultural arts and/or recreation? Yes Has your project/program received a Cultural Arts & Recreation grant in the past? No If so, what was the date of the grant and the amount received? Are you prepared and committed to recognizing COAB as a supporter of your project/program in all your printed and social media? Yes Are you prepared and committed to providing COAB with information and material that will be shared by COAB in public event notification? Yes Are you prepared and committed to providing COAB with year-end data and measurement of success? Yes Will your project/program be performed in Atlantic Beach? Yes If your project/program will not be performed in Atlantic Beach, do you have data to suggest Atlantic Beach residents have historically participated in your programming? Yes If your program is not performed in Atlantic Beach, what percentage of your audience/participation is attended by Atlantic Beach residents? N/A Is this program/event in association with a school? Yes If so, what is the name of the school? Atlantic Beach Elementary School Amount Requested *NUMERICS ONLY* Example: 1000 10000 Name of your program/event STEAM Program Location(s) where the program will take place Atlantic Beach Elementary School Number of attendees/participants who are Atlantic Beach residents Around 500 students are enrolled Total estimated number of participants 500 Frequency and duration of program/event (e.g., 1 time event for 2 hours, or 1 time/month for 1 hour, etc.) The City of Atlantic Beach would be funding the needs of the 2025-2026 STEAM Program. Here are the details on the specific frequency and duration: STEM Class: STEM instruction is provided to all students in kindergarten through fifth grade in 45-minute sessions, with each class attending once every two weeks. This schedule allows for equitable access to STEM education across all grade levels and is designed to be highly engaging and hands-on, introducing students to core concepts in science, technology, engineering, and mathematics through inquiry-based activities and age-appropriate challenges. STEM Assembly: The STEM Assembly is a 45-minute to one-hour show created to inspire students with real-world STEM applications through interactive demonstrations, problem-solving challenges, and stories of innovation. The Robotics Team: The Robotics Team meets once a week after school. The competition events (minimum of three) are in the Fall on Saturdays at various schools around Jackson Is the event open and accessible to all Atlantic Beach residents who may want to participate? No If not, please describe why. This program is available for enrolled students of Atlantic Beach Elementary. There may be opportunities for residents to volunteer or provide programming for the STEM Assembly. Briefly describe any community needs or gaps the program/event intends to address. Reviewers will consider the following questions when assigning points: a) Is there a demonstrated need for the program/event? b) Is the program/event duplicative of other programs/events in the area? c) Is the program/event a response to a need articulated by the community? d) Does the program/event target an underserved population (e.g., teens, children with special needs, low-income residents, etc.)? At Atlantic Beach Elementary, where foundational attitudes toward learning are formed, STEAM programming fills critical educational and developmental gaps. It helps transform students from passive learners into active problem solvers, preparing them not only for academic success but also for real-world challenges. There is a demonstrated need for the program. STEM-related careers generally offer higher salaries and faster job growth compared to non-STEM careers. For example, in 2021, the median annual wage for STEM occupations was nearly $95,420, while the median for non-STEM was $40,120, according to the U.S. Department of Labor. Furthermore, employment in STEM fields is projected to grow at a faster rate, with some estimates showing it growing twice as fast as non-STEM occupations. To our knowledge, there isn’t a duplicative program in Atlantic Beach that are at no cost to children in the area. There was a need articulated by our school community to increase our science sc Describe the goals and objectives of the program/event, as well as benefits to the residents of Atlantic Beach. Reviewers will consider the following questions when assigning points: a) Are the goals and objectives described in the application SMART (specific, measurable, achievable, results-focused, and time-bound)? b) Does the program/event pertain to arts and/or recreation? c) How will the program/event benefit the residents of Atlantic Beach? The goal of the program is to introduce our younger students to STEAM concepts, inspire a love for science and art, and teach engineering design processes. For older students, lessons target specific science and math benchmarks, where additional support is needed. The STEAM Program has specific SMART goals explained below on how we will measure success. Describe if the program is evidence-based (i.e., has a record of achieving expected outcomes). Be prepared to address improvements or changes to your project since the previous year. Reviewers will consider the following questions when assigning points: a) Is the program/event based on published evidence? b) Does the program/event have a demonstrated history of success (in other contexts or similar cities, or in previous years)? c) If your project has been funded in previous years, how has your project improved or otherwise changed since the previous year? You will be asked to upload your Progress OR Final Report from last year's funding. The STEAM Program is evidence-based. Our 5th-grade State Science scores determine part of our school grade. The chart below shows our science scores from 2016- 2025. Our science scores help us maintain our A-rating. This success can be attributed to our STEM Class Curriculum which started in 2024 with a 14-point increase in science proficiency. Date FAST Score 2016 70 2017 61 2018 80 2019 66 2021 63 2022 72 2023 86 2024 78 2025 92 As part of our ongoing effort to strengthen STEAM education, the 2024-2025 school year marked the pilot implementation of a restructured and enhanced STEM curriculum based on lessons learned from previous years. The revised program starting during the upcoming school year is designed to provide a more engaging, hands-on, and sustainable learning experience for students across grade levels. The new curriculum is divided into three focused units: 1. Robotics – Students will engage in either LEGO Robotics or Bebop Robotics, depending on their g Describe how the program/event will be promoted and marketed to the community. Describe how the City of Atlantic Beach will be promoted as a sponsor of the program/event. Most importantly, we will showcase the students’ work, team robotics competition wins, coding challenges, etc. We can develop these Student Success Highlights as ‘City of Atlantic Beach STEAM Showcase.” During the STEM Assembly, we will have the City of Atlantic Beach on all signage and marketing materials. We will post regularly on social media platforms (Instagram & Facebook). Posts will include: • Behind-the-scenes class projects • Highlight STEM Assembly event • Feature student and teacher spotlights • Robotics team competitions • Art contest winner We will include the City of Atlantic Beach’s logo on all parent flyers and communications for all STEAM-related programming. If there is a fee or cost to participate, describe how you will ensure that participants are not denied the opportunity to participate due to their inability to pay any registration or other related fees or costs. If there is no fee or cost, please state N/A. Reviewers will consider the following questions when assigning points: a) Is the program/event free for residents of Atlantic Beach? b) If there is a fee or cost, does the proposal describe steps to ensure participants are not denied the opportunity to participate due to their inability to pay fees or costs? The only costs are associated with the Robotics Team in which this grant would cover the Lego Kits and entrance fees. If additional students want to attend FABE will fund the rest. Briefly describe how you will measure success. This should include how you will assess participant satisfaction, number of participants, and, if applicable, changes in knowledge, attitudes, skills, or behaviors. Describe data and/or survey collection methods. Please also describe how data will be used to inform and improve the program/event. Reviewers will consider the following questions when assigning points: a) Is there an evaluation plan for measuring participation, participant satisfaction, and, if applicable, changes in knowledge, attitudes, skills, or behavior? b) Will data provide actionable information for future planning? c) Will results be useful for dissemination to the community? d) Does the evaluation include feedback from participants/audience, as well as planners, organizers, and volunteers? The STEAM Program will be measured in the following ways: • Improved YOY performance for 5th grade state science scores by 6% YOY • Increase Students' Skills via Pre and post-STEM assessments: Compare student knowledge and skills before and after the school year for STEM-specific curriculum. • STEM Classroom Observations: Observe if students are actively showing curiosity, asking questions and participating in classroom activities. • Gain a 3 or 4 CSAT Rating. Create Surveys: Ask students how they feel about STEAM, what they learned, and what they enjoyed. • Robotics Team Observations: o Problem Solving: How effectively the team overcomes challenges (e.g., during matches or in design revisions). o Skill Development: Growth in students’ skills—coding, CAD, mechanics, leadership, and project management. • Art Contest Measurements: Increase submission rate by 25%: Ratio of total possible participants vs. actual submissions. All the above data will be evaluated to make nec Please describe any plan to leverage additional resources (e.g., other funding, volunteers, in-kind donations) or collaborations with others to offset expenses. If your project or organization receives any funding from COAB in any way, please state how much and for what. Reviewers will consider the following questions when assigning points: a) Is there a plan to leverage additional resources as mentioned above? b) Is there collaboration with other organizations? c) Is this a for-profit program/event? Friends of Atlantic Beach Elementary’s mission is to enhance and provide educational programs, materials, and experiences that help students grow—academically, socially, and emotionally. FABE fundraises annually to fund several essential augmentations to the standard school curriculum and funds large capital projects. FABE can continue to provide much-needed services and even more if the City of Atlantic Beach funds the 2025-2026 STEAM programming. The City of Atlantic Beach will be the main (only) sponsor of the STEAM Program. Please list 2 references. We need the name, relationship to your organization/program, phone number, and email address for both. Jennifer Peterson- Past FABE Board Member jpeterson4380@gmail.com 904- 228-7040 Summer Morris- FABE Business Partner 904-868-3688 summer@sumodesignstudio.com Please provide your website, social media sites, and handles. https://www.instagram.com/fabe_fl/ https://www.facebook.com/FriendsofAtlanticBeachElementary/ https://fabehome.org/ Waiver(s) Important Notes for Grant Please read thoroughly before agreeing. 1. Only one (1) grant per eligible applicant. 1.The City Commission and/or Cultural Arts & Recreation Advisory Committee, at its/their discretion, may modify the contribution award to qualified recipients based on merit of proposal and/or number of other qualified applications received. The contribution award may not exceed the maximum amount of available financial resources of the FY 2025-2026 Annual Atlantic Beach Community Grant Program as approved under the City’s Annual Operating Budget. 1.In the event that the amount awarded is less than the amount requested, applicants must be prepared to submit a revised program budget and description reflecting changes in scale, if applicable. 1.Applications received after the deadline or outside of the online application will NOT be accepted. 1.Organizations already receiving funds or financial support from the City of Atlantic Beach FY 2025 -2026 may not apply for additional funding. 1.Expenses must be directly related to the proposed program or event services, materials, or activities occurring within the award period. 1.Awardees will be required to maintain financial records to support claimed expenditures and project accomplishments. 1.Progress Reports (in the case of ongoing programs) and/or Final Reports will be submitted by the applicant to City Staff after key milestones or completion. 1.The Final Report is due 30 days following completion of the program or event. If the Final Report is not received within 30 days following completion of the program or event, the award recipient will be required to immediately reimburse the City of Atlantic Beach grant funds. 2.City Staff will review submitted copies of paid receipts/invoices and a written final report to ensure that funds were spent in compliance with the approved application. Applicant will be required to reimburse the City of Atlantic Beach for all inappropriately spent funds. 3.Significant non-compliance issues will be taken into consideration and may affect future funding decisions jointly made by the City Commission. 4.All eligibility criteria is administered and determined by the Recreation Director and the Arts & Recreation Committee. 5.All decisions made on eligibility by the Atlantic Beach City Commission, the Recreation Director, and the Arts & Recreation Committee are deemed final. 6.Cultural Arts & Recreation Contribution Grant applicant and recipients agree to indemnify and hold harmless the City of Atlantic Beach from any and all liability, defense costs, including other fees, loss or damage which the City may suffer as a result of claims, demands, costs or judgment against it, arising from all activities engaged by grant recipients in its use of public funds. 7.Applicants must be available for site visits during the application process, if requested, and successful grantees must be available for site visits during program activities or events. Agreed to by Stephanie Trefry on behalf of Stephanie Trefry 06/16/2025 10:28 AM Activity Notes Annual Grant Awards Annual Grant Application: FY 2025-2026 Thank you for applying for the City of Atlantic Beach's Annual Grant Awards Program. Please make note of the attached Key Timeline for FY 2025-26 Grant Period. Once all submissions are received, we will contact you with the next steps. If you have any questions, please email recreation@coab.us or call (904) 247- 5828. Thank you for choosing the City of Atlantic Beach for your event. For assistance after office hours, please contact the following: Park Ranger: (904) 247-5834 Police Dispatch: (904) 247-5859 Stephanie Trefry- President Sunny Wroten VP of Fundraising Kellie Wright VP of Programs Lisa Edmunds Treasurer Cara Densford Secretary Mr. Morris (4 Grade)th Teacher Representative Julia Clarkson Business Partner Liaison Stephanie Faul Volunteer Coordinator Leslie Kelso Merchandise Chair Georgie Salzer Communications Chair 2025-2026 FABE Board Melanie Stimler Immediate Past President of FABE 1765 Maritime Oak Drive, Atlantic Beach, FL 32233 Melaniej27@gmail.com June 4, 2025 City of Atlantic Beach Recreation and Cultural Arts Committee 800 Seminole Road, Atlantic Beach, FL 32233 To whom it may concern: I am writing to oƯer my enthusiastic recommendation and support for Friends of Atlantic Beach Elementary (FABE), a vital and dedicated non-profit organization that significantly enhances the educational experience and community atmosphere of Atlantic Beach Elementary School. FABE plays an essential role by funding and supporting a wide range of impactful programs and resources. Among their many contributions, FABE: Funds the school's recording studio and News Crew, extra physical education, STEAM programming, cultural arts assemblies, and computer lab resources—providing students with enriched learning opportunities that go beyond the standard curriculum. Supports educators directly through classroom grants, program assistance, teacher appreciation events, and professional encouragement that uplift staƯ. Improves the school's physical environment by developing and maintaining school gardens and investing in landscaping and campus beautification—creating a more inviting and inspiring place to learn and grow. Builds a strong sense of community by encouraging collaboration between families and educators through school meetings, events, and family-focused programming. Partners with local businesses and leads major fundraising initiatives—demonstrating the group's incredible organizational capability and commitment to the school. FABE’s unwavering dedication and active involvement not only elevate Atlantic Beach Elementary but also strengthen the broader Atlantic Beach community. On behalf of our school community, I respectfully urge the City of Atlantic Beach to support FABE’s innovative STEAM (Science, Technology, Engineering, Arts, and Math) programming, empowering students to explore hands- on learning, think creatively, and develop problem-solving skills that are essential for future success. Sincerely, Melanie Stimler Immediate Past President of FABE Atlantic Beach Elementary STEAM Expenses Expenses Budget Actual 5 additional Essential LEGO robotics kit 329.95$ Plastic Project Wheels Pack 59.90$ Building Robotics Classroom Engineering Projects 319.80$ Straw Launchers 251.00$ Repel Racers 137.50$ Modeling Clay 45.93$ 300 Pack Naturalik-Biodegradable Straws 21.48$ 400 Pack Rainbow Ballons 23.99$ Kindergarten Engineering Program 938.00$ 3rd Grade Engineering Program 239.00$ Energy Sticks 63.98$ BrainpopAnual Subscription 330.00$ Brainpop Jr. Annual Subscriptions 275.00$ UV Beads 11.76$ Life Cycle Sequencin Kit 29.99$ STEM Kits- All Students (for Assembly)2,415.00$ Robotics Team: Explore Team Kit 329.95$ Robotics Team: Challenge Team Kit 399.95$ Robotics Team: Entrance Fee to Competition 250.00$ Art Contest T-Shirts 4,061.75$ Total:10,533.93$ Atlantic Beach Cultural Arts & Recreation 716 Ocean Blvd Atlantic Beach, FL 32233 904-247-5828 recreation@coab.us www.coab.us/events Registration/Payment Receipt 92740249 07/25/2025 05:55 PM Account Information Dabni McCrary 700 Seagate Ave Neptune Beach, FL 32266 904-607-6389 Item Amount Paid Dabni McCrary for Annual Grant Awards Annual Grant Application: FY 2025-2026 $0.00 Total Payment $0.00 Prompt(s) Does your program pertain to cultural arts and/or recreation? Yes Has your project/program received a Cultural Arts & Recreation grant in the past? Yes If so, what was the date of the grant and the amount received? 10000 Are you prepared and committed to recognizing COAB as a supporter of your project/program in all your printed and social media? Yes Are you prepared and committed to providing COAB with information and material that will be shared by COAB in public event notification? Yes Are you prepared and committed to providing COAB with year-end data and measurement of success? Yes Will your project/program be performed in Atlantic Beach? Yes If your project/program will not be performed in Atlantic Beach, do you have data to suggest Atlantic Beach residents have historically participated in your programming? Yes If your program is not performed in Atlantic Beach, what percentage of your audience/participation is attended by Atlantic Beach residents? 35% Is this program/event in association with a school? Yes If so, what is the name of the school? Duncan U Fletcher High School Amount Requested *NUMERICS ONLY* Example: 1000 10000 Name of your program/event Duncan U. Fletcher High School Band Program Location(s) where the program will take place Fletcher High School, Mayport Middle School, Fletcher Middle School, Elementary Schools, Various Number of attendees/participants who are Atlantic Beach residents 50+ Total estimated number of participants 150+ Frequency and duration of program/event (e.g., 1 time event for 2 hours, or 1 time/month for 1 hour, etc.) Varies. Totaled 48,805 participant hours in 2024-2025 Is the event open and accessible to all Atlantic Beach residents who may want to participate? Yes If not, please describe why. any student at the schools can participate Briefly describe any community needs or gaps the program/event intends to address. Reviewers will consider the following questions when assigning points: a) Is there a demonstrated need for the program/event? b) Is the program/event duplicative of other programs/events in the area? c) Is the program/event a response to a need articulated by the community? d) Does the program/event target an underserved population (e.g., teens, children with special needs, low-income residents, etc.)? There is a need in our community to increase opportunities for cultural, arts, and recreation programs or activities for teens. Over the past several years, we’ve seen an increase in students coming into high school interested in participating in Band and Color Guard programs. Our outreach programs have been successful! The goal of this program is to increase the number of students who will become active members of the arts programs in high school. Since music programs in schools receive little to no funding in the school budget, we raise funds to help students of all backgrounds to be able to be involved. The Fletcher High Band Program invites students of all backgrounds to learn how to use the instruments and equipment involved in band & color guard programs. We know that Fletcher High Band students benefit from their involvement in many ways. They are a part of a dedicated community that continuously seeks excellence. Many students find that their experience in band and color g Describe the goals and objectives of the program/event, as well as benefits to the residents of Atlantic Beach. Reviewers will consider the following questions when assigning points: a) Are the goals and objectives described in the application SMART (specific, measurable, achievable, results-focused, and time-bound)? b) Does the program/event pertain to arts and/or recreation? c) How will the program/event benefit the residents of Atlantic Beach? Provide opportunities to high school students to develop leadership skills: Mentoring opportunities, time management, self discipline, work ethic Increase the number of middle school students who: Have equitable access to music education programs in middle school and high school. Are interested and comfortable in becoming involved in band or color guard at the middle school or high school level. Have age and experience-appropriate proficiency with the instruments & equipment used in middle school and high school band & color guard. Familiarize elementary school students with band programs and instruments so that they’re interested in signing up when they reach middle and high school. Show elementary students that band and color guard is FUN! Describe if the program is evidence-based (i.e., has a record of achieving expected outcomes). Be prepared to address improvements or changes to your project since the previous year. Reviewers will consider the following questions when assigning points: a) Is the program/event based on published evidence? b) Does the program/event have a demonstrated history of success (in other contexts or similar cities, or in previous years)? c) If your project has been funded in previous years, how has your project improved or otherwise changed since the previous year? You will be asked to upload your Progress OR Final Report from last year's funding. The Fletcher High School Band Program is built on proven music education practices that help students thrive—not just musically, but academically, socially, and emotionally. National research from groups like NAfME and ArtsEdSearch backs this up, showing that programs like ours help with things like teamwork, discipline, and student engagement. Locally, we’ve seen it firsthand. Since 2020, our band has grown from 60 to over 100 students—a clear sign that kids want to be involved and stay involved. We’ve had strong showings at statewide competitions, high retention year after year, and steady support from our Beaches-area community through parades, football games, and city events. With help from past funding, we’ve made some big improvements this past year: Replaced old uniforms and instruments to support our growing group Built up our student leadership through an upperclassmen mentoring program Launched a parent/student portal and boosted our social media outreach Ex Describe how the program/event will be promoted and marketed to the community. Describe how the City of Atlantic Beach will be promoted as a sponsor of the program/event. The Fletcher High School Band Program is highly visible in the local community and will be promoted through a combination of in-person events, digital outreach, and earned media. Our marketing efforts include: Social media campaigns across Facebook, Instagram, and Band alumni groups to highlight upcoming performances, fundraisers, and student achievements. Email newsletters to parents, alumni, and supporters with event details and donor spotlights. Community flyers distributed through partner schools. Event appearances at parades, city festivals, football games, and school events, providing live exposure and engagement with residents. The City of Atlantic Beach will be prominently recognized as a sponsor in all promotional materials, including: Logo placement on banners, the band trailers, and programs Inclusion in digital promotions with tagged acknowledgments on social media A dedicated post across social channels thanking the City for its support Add If there is a fee or cost to participate, describe how you will ensure that participants are not denied the opportunity to participate due to their inability to pay any registration or other related fees or costs. If there is no fee or cost, please state N/A. Reviewers will consider the following questions when assigning points: a) Is the program/event free for residents of Atlantic Beach? b) If there is a fee or cost, does the proposal describe steps to ensure participants are not denied the opportunity to participate due to their inability to pay fees or costs? Participation in the Fletcher High School Band Program includes costs such as band camp fees, uniforms, instrument maintenance, and travel. However, no student is denied participation due to inability to pay—including those who live in Atlantic Beach. In addition to ongoing fundraising efforts that support the program as a whole, we maintain a dedicated scholarship fund designed to ensure equitable access. Students can confidentially apply for assistance, removing barriers that might otherwise prevent participation. This student-centered approach empowers young people to take ownership of their experience and seek support when needed. Scholarship funds may cover: Camp and uniform fees Instrument rental or repair Travel to competitions or events We also offer flexible payment plans for families who need them. Beyond the scholarship fund, our boosters and volunteers organize non-stop fundraising events throughout the year—including car washes, discount card sales, and restaurant n Briefly describe how you will measure success. This should include how you will assess participant satisfaction, number of participants, and, if applicable, changes in knowledge, attitudes, skills, or behaviors. Describe data and/or survey collection methods. Please also describe how data will be used to inform and improve the program/event. Reviewers will consider the following questions when assigning points: a) Is there an evaluation plan for measuring participation, participant satisfaction, and, if applicable, changes in knowledge, attitudes, skills, or behavior? b) Will data provide actionable information for future planning? c) Will results be useful for dissemination to the community? d) Does the evaluation include feedback from participants/audience, as well as planners, organizers, and volunteers? The Fletcher Band Program evaluates its effectiveness through both quantitative and qualitative measures. Our core success indicator is student participation, which has increased each year—from approximately 60 members in 2021 to over 100 in 2025—demonstrating strong interest, retention, and impact. We track: Enrollment and attendance at practices, performances, and camps Retention of students year-over- year Leadership development, including students advancing into roles such as section leader and drum major Performance outcomes, including participation and recognition at local and state competitions Community engagement, measured by attendance at public events and involvement in fundraising activities We also gather student and parent feedback informally and through annual surveys, helping us understand the program’s impact and identify opportunities for growth. These insights have directly influenced program improvements, such as adjustments to rehearsal structure and expanded Please describe any plan to leverage additional resources (e.g., other funding, volunteers, in-kind donations) or collaborations with others to offset expenses. If your project or organization receives any funding from COAB in any way, please state how much and for what. Reviewers will consider the following questions when assigning points: a) Is there a plan to leverage additional resources as mentioned above? b) Is there collaboration with other organizations? c) Is this a for-profit program/event? The Fletcher High School Band Program relies on a mix of fundraising, partnerships, and volunteer support to keep the program accessible and running smoothly. Our nonprofit booster organization works year-round to raise funds through events like car washes, discount card sales, spirit nights, and a silent auction. These efforts bring in a significant portion of our operating budget and directly reduce costs for students. We also receive generous in-kind support from local businesses, including donations of food, printing, and prizes for fundraising events. Our network of active parent volunteers contributes thousands of hours annually, supporting everything from uniform fittings to logistics at parades and competitions. The band also collaborates with Mayport Middle School to support younger students and build a pipeline of future band members—helping both programs thrive. In the 2024–2025 year, we received $10,000 from the City of Atlantic Beach, which helped fund instrument repair Please list 2 references. We need the name, relationship to your organization/program, phone number, and email address for both. Kristen Brase, 904-521-1754, dulcinea0317@yahoo.com Heather Hentze, 904- 962-8337, hentze.heather@mayo.edu Please provide your website, social media sites, and handles. https://www.fletcherhighband.org Facebook, Instagram, and YouTube are all @fletcherhighband Waiver(s) Important Notes for Grant Please read thoroughly before agreeing. 1. Only one (1) grant per eligible applicant. 1. The City Commission and/or Cultural Arts & Recreation Advisory Committee, at its/their discretion, may modify the contribution award to qualified recipients based on merit of proposal and/or number of other qualified applications received. The contribution award may not exceed the maximum amount of available financial resources of the FY 2025-2026 Annual Atlantic Beach Community Grant Program as approved under the City’s Annual Operating Budget. 1. In the event that the amount awarded is less than the amount requested, applicants must be prepared to submit a revised program budget and description reflecting changes in scale, if applicable. 1. Applications received after the deadline or outside of the online application will NOT be accepted. 1. Organizations already receiving funds or financial support from the City of Atlantic Beach FY 2025 -2026 may not apply for additional funding. 1. Expenses must be directly related to the proposed program or event services, materials, or activities occurring within the award period. 1. Awardees will be required to maintain financial records to support claimed expenditures and project accomplishments. 1. Progress Reports (in the case of ongoing programs) and/or Final Reports will be submitted by the applicant to City Staff after key milestones or completion. 1. The Final Report is due 30 days following completion of the program or event. If the Final Report is not received within 30 days following completion of the program or event, the award recipient will be required to immediately reimburse the City of Atlantic Beach grant funds. 2. City Staff will review submitted copies of paid receipts/invoices and a written final report to ensure that funds were spent in compliance with the approved application. Applicant will be required to reimburse the City of Atlantic Beach for all inappropriately spent funds. 3. Significant non-compliance issues will be taken into consideration and may affect future funding decisions jointly made by the City Commission. 4. All eligibility criteria is administered and determined by the Recreation Director and the Arts & Recreation Committee. 5. All decisions made on eligibility by the Atlantic Beach City Commission, the Recreation Director, and the Arts & Recreation Committee are deemed final. 6. Cultural Arts & Recreation Contribution Grant applicant and recipients agree to indemnify and hold harmless the City of Atlantic Beach from any and all liability, defense costs, including other fees, loss or damage which the City may suffer as a result of claims, demands, costs or judgment against it, arising from all activities engaged by grant recipients in its use of public funds. 7. Applicants must be available for site visits during the application process, if requested, and successful grantees must be available for site visits during program activities or events. Agreed to by Dabni McCrary on behalf of Dabni McCrary 07/25/2025 05:48 PM Activity Notes Annual Grant Awards Annual Grant Application: FY 2025-2026 Thank you for applying for the City of Atlantic Beach's Annual Grant Awards Program. Please make note of the attached Key Timeline for FY 2025-26 Grant Period. Once all submissions are received, we will contact you with the next steps. If you have any questions, please email recreation@coab.us or call (904) 247- 5828. Thank you for choosing the City of Atlantic Beach for your event. For assistance after office hours, please contact the following: Park Ranger: (904) 247-5834 Police Dispatch: (904) 247-5859 Duncan U. Fletcher High School Band Program 2025-2026 Donatos Pizza Jeremiah's Italian Ice Swindell, Bohn, Durban, Phillips PL TitanUp Fitness Southside Euro Tropical Smoothie Jax Beach HC Brands Clearview Eyecare RISE: A Real Estate Company O'Shaughnessy Orthodontics Donovan Heat, Air & Electric Achieve More Coaching Lynyrd Skynyrd Foundation Womens Club of Jacksonville Beach Duncan U. Fletcher High School Band Program 2025-2026 Board of Directors Alison Dockins, President fhsbandpres@gmail.com Dabni McCrary and Michelle Foryciarz, Co-Fundraising Coordinators fletcherbandfundraising@gmail.com Amy Vincent, Treasurer fletcherband.treasurer@gmail.com Brandy Downey, Secretary fletcherbandsec@gmail.com Jessica Hall and Becky Janson, Co-Volunteer Coordinators fletcherbandvolunteers@gmail.com Duncan U. Fletcher High School Band Program 2025-2026 These are some of the types of expenses that the COAB ARCC grant is used to offset. The entire Fletcher High Band Program budget for 2025-26 is $188,750.00 and if available upon request. Marching Season - Guard Equipment $300.00 Marching Season - Middle School Night Shirts $300.00 Instrument - Repair $4,000.00 Instrument - Percussion Equipment $2,000.00 Band Room Equipment $1,000.00 Hospitality - Middle School Night $300.00 Middle School Guard - Clinicians $3,000.00 Middle School Guard - FFCC Fees $675.00 Middle School Guard - Uniforms $500.00 Middle School Guard - Show Shirts $200.00 Total of these categories: $11,925 Duncan U. Fletcher High School Band Program 2025-2026 Timeline: ●Ongoing Middle School Mentoring: Fletcher High students lead sectional rehearsals with 7th and 8th grade students at Mayport Middle and Fletcher Middle Schools. ●Ongoing Elementary School Events/Programs: Subject to school calendar availability, Fletcher High students go with middle school students and teachers to area elementary schools to lead events/programs to get them familiar with and excited about getting involved in music! In years past, we’ve supported schools like Atlantic Beach Elementary, Jacksonville Beach Elementary, and North Florida School of Special Education. ●October 2025 Middle School Night: Middle School Bands have dinner with the high school band and perform at a varsity football game. ●Ongoing Community Performances: Fletcher High Band will hold seven free community performances at Fletcher High School (dates subject to change) ○TBD - Friends and Family (Marching Season) ○November 2025 - Jazz and Percussion Ensemble Concert ○December 2025 - Holiday Extravaganza ○December 2025 - Planned Middle School Colorguard Clinic ○TBD - Friends and Family (Winter Season) ○March 2025 - Kaleidoscope Concert ○April 2025 - Jazz and Percussion Ensemble Concert ○May 2025 - Spring Concert ●April 2026 Spring Recruitment: Our Head Rookie Mentors (student band officers) hold informational meetings with rising 9th graders. We support our middle school bands by attending and volunteering at their spring concerts. ●May 2026 Band Camp Preview: a pre-summer band camp for incoming 9th graders. They become familiar with their new band-mates, the band room, the music, and how much fun it is to be a part of this program. ●Summer 2026 Pride of the Beaches Guard Fest: A free, summer color guard clinic open to beach area elementary and middle school students. ●July 2026 Band Camp: The 26/27 marching season starts with 3 weeks of band camp. The goal is to build the team, learn fundamentals, and begin work on the new marching show. Duncan U Fletcher High School Band Boosters 700 Seagate Avenue, Neptune Beach, FL 32266 www.fletcherband.com | @fletcherhighband EIN 20-5185351 City of Atlantic Beach Cultural Arts & Recreation FY 2024-2025 Grant Name of program/event: Fletcher High Band Program Location: Fletcher High School, Mayport Middle School, Fletcher Middle School, Neptune Beach, Atlantic Beach, Jacksonville Beach Participation - See below for an overview of events, participants, and hours 234 + community members at performances Location/Event(s) Participants Estimated Hours/Participant Estimated Total Hours Fletcher High School Marching Season ●Football games (10) ●Marching competitions (6) ●Related rehearsals 2-3 times/week Concert Season ●Free Community Concerts (4) ●Concert and Solo/Ensemble Musical Performance Assessments (4) ●Related rehearsals 1-2 times/week 75 band members for all marching and concert events Unknown number of community members 500+ hours per full band participant during marching and concert season 37,500 Indoor/Winter Season ●Winter Season competitions/events (5) ●Related rehearsals 2 times/week 35 indoor percussion and winter guard members 170 hours per member 5,950 Fletcher High School Marching MPA Host 75 FHS band 12 hours/participant 900 Fletcher High School Middle School Night 75 FHS band 40 MMS band 40 FMS band 6 hours 930 Mayport Middle School ●Band student mentors ●MMS band concerts Approx 50 MMS band members + approx 15 FHS band members 10 hours/participant 650 Duncan U Fletcher High School Band Boosters 700 Seagate Avenue, Neptune Beach, FL 32266 www.fletcherband.com | @fletcherhighband EIN 20-5185351 Location/Event(s) Participants Estimated Hours/Participant Estimated Total Hours Fletcher Middle School ●Band student mentors ●MMS band concerts Approx 60 FMS band members + approx 10 FHS band members 10 hours/participant 700 Middle School Color Guard Program (2 practices/week + performances) 9 participants 90 hours/participant 810 Chet’s Creek Elementary drumline performance (literacy parade and fund run kickoff) All JBE students 15 FHS students 1 hours/participant 15 Girls on the Run Drumline Performance All GOTR participants 15 FHS students 2 hours/participant 30 Opening of the Beaches Parade 75 FHS Students 4 hours/participant 300 Homecoming Parade 75 FHS Students 4 hours/participant 300 Beach Cities Guard Fest 40 participants 5 FHS students 16 720 Estimated total participant hours 48,805 # of participants who were AB Residents: 90 + unknown # of community members at performances Total # of hours each participant was directly engaged in the program/event: Varies depending on the program participant but high schoolers average about 500 hours per year. Frequency and duration of program/event: Varies depending on the program participant but marching season is 4-5 times a week for a total of 20-25 hours each week Was the event open to all residents of Atlantic Beach?: Yes In what ways did you facilitate the accessibility of your program/event to participants?: MMS and FMS guard practices and band mentoring were at their schools so students did not have to travel to attend. We engaged with elementary students by traveling to their schools to perform. All concerts and friends and family shows are held at FHS. Duncan U Fletcher High School Band Boosters 700 Seagate Avenue, Neptune Beach, FL 32266 www.fletcherband.com | @fletcherhighband EIN 20-5185351 If known, what age group(s) did your program serve? (e.g., Under 18, 18-30, 30-54, 55+) The FHS Band program is focused primarily on serving students under the age of 18. What was the fee to participate? There is a “fair share” fee to participate in band and this covers individual expenses such as food, uniforms, transportation and lodging, instructors, etc. “Fair share” ranges from $50 to participate in the Jazz Band to $750 to participate in the marching band. There are ample fundraising opportunities throughout the year for students and their families. Over half of the band members do fundraisers and pay $0 out of pocket to participate in the band. All community performances and concerts are free. In what ways did you advertise and market the event? At the end of the report, you will be able to UPLOAD marketing samples. We advertise through social media, by asking other schools to share with their communities, by soliciting articles in the Beaches Leader, and by putting information on our website. We’re also building a contact database to use for email marketing to prospective members. We do believe the advertising is effective. Briefly describe how the program/event went. You are encouraged to email recreation@coab.us up to five photos related to your program/event. Many band and music programs in our district are facing challenges, but the main goal of the FHS outreach program is to boost student participation in band. Music programs have many proven benefits for children, and as shown above, our program offers a wide variety of opportunities. Music Instruction: The band program was able to provide more comprehensive music lessons to rookies and returning members. The results have been great! Awards and Ratings: This year, the FHS band earned several accolades including: ●1st place in their class at all regional marching band competitions ●3rd place at the Florida state marching band competition ●3rd place in the Indoor Percussion state championships ●6th place in the Winter Guard state championships ●Straight A Superior ratings for the Wind Ensemble at the district Music Performance Assessment and an overall Excellent rating at the state MPA. ●Superior rating for the Symphonic Band at district MPA ●Superior rating for the Jazz Band at district MPA ●Superior and Excellent ratings for all soloists and ensembles at district MPA Duncan U Fletcher High School Band Boosters 700 Seagate Avenue, Neptune Beach, FL 32266 www.fletcherband.com | @fletcherhighband EIN 20-5185351 Middle School Colorguard: We reached a major milestone by continuing the color guard programs at Fletcher Middle and Mayport Middle. This year, the two programs merged into the “Pride of the Beaches Middle School Guard,” and they performed twice in exhibition. The goal is for them to compete next year. Mayport Middle School Band Support: Mayport Middle lost their band teacher this year. Fletcher High School stepped in to help by providing temporary substitutes (two of our band instructors stepped up to sub) and mentoring their band program. Thanks to this support—along with help from our FHS band student mentors and Mayport's interim director—the Mayport band participated in the district Music Performance Assessments for the first time in years. We also included their band boosters in fundraising and gave ongoing support to these amazing volunteers. Thankfully, they’re expected to have a new band director next school year, and we’ll continue to support them as needed. What were the main goals and objectives of your program/event? Were your goals and objectives met? Why or why not? Yes, the objectives were met. ● Growth of the Fletcher HS Band and feeder programs. ● Growth of the Pride of the Beaches Middle School Guard. ● Improvement in skill and confidence of all members. ● Setting our seniors up for success in the future. This year, there were 23 rookies in the band. These new members are a testament to the success of the outreach programs we’ve been focused on for the last few years. We expect to continue to see larger incoming rookie classes. Even with all of those rookies, the band continued to perform at a high level. Individualized and small group instruction has helped the band members to improve their skills and confidence in performing. The awards and ratings the band received are because of their progress. The colorguard “classed up” into a more difficult division because of their improvement this year. They still placed very well for their first year in a more challenging group of competitors. The Mayport Middle Band is continuing. That is such a success by itself and we’re so glad we could support them along the way. The FHS Band graduating class this year had 13 seniors. Together, they earned approximately $1M in scholarships! Many of them are going on to pursue music or colorguard in college. Duncan U Fletcher High School Band Boosters 700 Seagate Avenue, Neptune Beach, FL 32266 www.fletcherband.com | @fletcherhighband EIN 20-5185351 How did you evaluate the success /effectiveness of your event/program? ●Number of rookies and returning members ●Improved skill and confidence in performing ●Support and growth of feeder programs. ●Awards and ratings for the band program Were you able to collect the data and measures that you proposed in your application? If the answer is yes, please summarize the evaluation results. If the answer is no, please explain. We evaluated success by measuring active participation in the Program and growth of the band program overall. See participation numbers above. Please list what you consider to be the biggest achievements or accomplishments of your program/event. ●Several awards in all areas of the program. ●Continuation of the Mayport Middle Band and growth of the Fletcher Middle Band. ●Increasing size of rookie class. ●Increased availability of individualized instruction for members. ●Successful graduating class. What did you learn? Please list at least two ways to improve your program/event in the future. We did a better job of advertising some of our recruiting events this year. These included Middle School Night, Interest Night, and Commitment Night. Attendance at these events was higher than in years before. We’ve improved our use of contact data and will continue to build a communication database to reach out to prospective members in the future. We will keep looking for ways to provide more individualized instruction for students by staying closely aligned with local university music programs to recruit college students and recent graduates to work with our band members. We will also help connect band members with instructors who can give lessons over the summer. If you have been funded in prior years, how has your project changed or improved over the years? The middle school colorguard program has continued to grow. We've continued to build stronger relationships with middle school administrators to support growth of those feeder band programs. The program has grown each year - by an overall 25% since the first year we received funding. There are increased opportunities for individualized instruction. What other sources of funding do you have? Other fundraising activities, sponsorships, student fees, other grants. Please share any feedback you have about how our process could be improved. We appreciate the support we have received from the City of Atlantic Beach! The improvement to the application and reporting process has been wonderful. Duncan U Fletcher High School Band Boosters 700 Seagate Avenue, Neptune Beach, FL 32266 www.fletcherband.com | @fletcherhighband EIN 20-5185351 Duncan U Fletcher High School Band Boosters 700 Seagate Avenue, Neptune Beach, FL 32266 www.fletcherband.com | @fletcherhighband EIN 20-5185351 Duncan U Fletcher High School Band Boosters 700 Seagate Avenue, Neptune Beach, FL 32266 www.fletcherband.com | @fletcherhighband EIN 20-5185351 Sandra Ellzey (904) 343-6279 sandra.m.ellzey@gmail.com July 22, 2025 City of Atlantic Beach Cultural Arts & Recreation Advisory 800 Seminole Rd. Atlantic Beach, FL. 32233 Dear City of Atlantic Beach, I’m writing to strongly recommend the Duncan U. Fletcher High School Marching Band for funding through the Cultural Arts & Recreation Advisory Grant. As a proud Fletcher High and Band alum, former band parent, and past Band Booster President for four years, I’ve seen firsthand how impactful this program is—not just for students, but for the entire Beaches community. The Fletcher Band receives little to no funding from the district, yet it consistently performs at a high level—including being the only Duval County band to compete at the State level each year. This level of excellence takes resources: instruments, uniforms, show props, transportation, meals, and music licensing. Most of this burden falls on families, fundraising, and generous community support. As a single parent of two band students, I know how hard it can be to cover these costs—especially when students are using instruments held together with tape, and competing against bands with brand-new gear. But Fletcher students never let that stop them. They practice tirelessly—logging 70+ hours in the summer and 25+ hours a week during the season—and perform with heart, discipline, and pride. Band gave me leadership skills I still use today as an operations manager. It helped my daughters earn scholarships, and it’s changed the lives of countless students—some who now serve in the military, others who found a safe and supportive place during tough times. Thank you for considering this incredible program. Sincerely, Sandra Ellzey Atlantic Beach Cultural Arts & Recreation 716 Ocean Blvd Atlantic Beach, FL 32233 904-247-5828 recreation@coab.us www.coab.us/events Registration/Payment Receipt 92846618 07/27/2025 11:34 AM Account Information Jessica Fernandez 2600 Mayport Rd atlantic beach, FL 32233 904-247-5977 Item Amount Paid Jessica Fernandez for Annual Grant Awards Annual Grant Application: FY 2025-2026 $0.00 Total Payment $0.00 Prompt(s) Does your program pertain to cultural arts and/or recreation? Yes Has your project/program received a Cultural Arts & Recreation grant in the past? Yes If so, what was the date of the grant and the amount received? Aug 2024 7000 Are you prepared and committed to recognizing COAB as a supporter of your project/program in all your printed and social media? Yes Are you prepared and committed to providing COAB with information and material that will be shared by COAB in public event notification? Yes Are you prepared and committed to providing COAB with year-end data and measurement of success? Yes Will your project/program be performed in Atlantic Beach? Yes If your project/program will not be performed in Atlantic Beach, do you have data to suggest Atlantic Beach residents have historically participated in your programming? No If your program is not performed in Atlantic Beach, what percentage of your audience/participation is attended by Atlantic Beach residents? n/a Is this program/event in association with a school? Yes If so, what is the name of the school? Mayport Coastal Sciences Middle Amount Requested *NUMERICS ONLY* Example: 1000 10000 Name of your program/event Shark Bites 6th Grade Transition and Enrichment Camp Location(s) where the program will take place Mayport Coastal Sciences Middle School Number of attendees/participants who are Atlantic Beach residents 150 Total estimated number of participants 200 Frequency and duration of program/event (e.g., 1 time event for 2 hours, or 1 time/month for 1 hour, etc.) 5 day event - 4hrs per day Is the event open and accessible to all Atlantic Beach residents who may want to participate? No If not, please describe why. the event is open only to incoming 6th grade students for the 26-27 school year Briefly describe any community needs or gaps the program/event intends to address. Reviewers will consider the following questions when assigning points: a) Is there a demonstrated need for the program/event? b) Is the program/event duplicative of other programs/events in the area? c) Is the program/event a response to a need articulated by the community? d) Does the program/event target an underserved population (e.g., teens, children with special needs, low-income residents, etc.)? Our Shark Bites camp and enrichment program for rising 6th graders is designed to ease the shift from elementary to middle school, which can be a significant change for many students. Some of the key benefits are: Familiarization with a new environment Introduction to faculty and staff Building social connections Understanding expectations Academic preparation Increased confidence These benefits collectively help ensure a smoother transition, reduction in stress, and setting students up for success in middle school. b. Yes, most if not all middle schools offer a 6th grade transition camp for their rising 6th grade students. Mayport Coastal Science Middle School is the only middle school located in the city of Atlantic Beach and would directly serve those incoming residents. c. Yes, the parents and residents of Atlantic Beach have communicated a need for this program to help prepare their children for the transition to middle school. d. yes, this program is open to all i Describe the goals and objectives of the program/event, as well as benefits to the residents of Atlantic Beach. Reviewers will consider the following questions when assigning points: a) Are the goals and objectives described in the application SMART (specific, measurable, achievable, results-focused, and time-bound)? b) Does the program/event pertain to arts and/or recreation? c) How will the program/event benefit the residents of Atlantic Beach? a. Specific: To help incoming 6th graders acclimate to middle school by providing a comprehensive transition camp infused with cultural art activities and recreational experiences. b. Measurable: By the end of the camp, 90% of participants will be able to identify key areas of the school, name at least three staff members, and demonstrate understanding of the school's rules and expectations. c. Achievable: The camp will include daily tours, meet-and-greet sessions with staff, enrichment activities, and interactive workshops on school rules and expectations. d. Relevant: This goal is relevant because it addresses common anxieties and challenges students face when transitioning from elementary to middle school, ensuring they feel more comfortable and prepared. e. Time-bound: The camp will take place over a week in summer with a follow-up survey conducted one week after camp ends to assess students' comfort levels. The program is a valuable experience for inc Describe if the program is evidence-based (i.e., has a record of achieving expected outcomes). Be prepared to address improvements or changes to your project since the previous year. Reviewers will consider the following questions when assigning points: a) Is the program/event based on published evidence? b) Does the program/event have a demonstrated history of success (in other contexts or similar cities, or in previous years)? c) If your project has been funded in previous years, how has your project improved or otherwise changed since the previous year? You will be asked to upload your Progress OR Final Report from last year's funding. Evidence-Based Studies have shown that middle school transition camps can be effective in improving outcomes such as: Mental health and social relationships Better adjustment to the school environment Fostering a sense of community Increased self-esteem and confidence In previous years, the Shark Bites Camp and enrichment programs have proven to be valuable tools in supporting students as they move into a new educational setting. Each year, efforts are made to involve more students and provide more experiences throughout the year for all 6th grade students, including cultural arts experiences such as the ballet, symphony, and arts museum. In the past, our program-end surveys have reflected a significant increase in students' comfort levels, and has shown to increase their confidence, and provide tools/strategies to manage common middle school situations. Parent surveys have indicated nearly 100 percent satisfaction with the program length, activities, and value. Describe how the program/event will be promoted and marketed to the community. Describe how the City of Atlantic Beach will be promoted as a sponsor of the program/event. We typically begin recruitment efforts as early as May (the program is at the end of July). We have a flyer with directions for an online registration. This flyer is distributed via email to all incoming 6th grade families, sent in a welcome packet, and posted to our social media accounts. COAB is listed as the sponsor, and promoted throughout the program communications, including email, and social media updates. If there is a fee or cost to participate, describe how you will ensure that participants are not denied the opportunity to participate due to their inability to pay any registration or other related fees or costs. If there is no fee or cost, please state N/A. Reviewers will consider the following questions when assigning points: a) Is the program/event free for residents of Atlantic Beach? b) If there is a fee or cost, does the proposal describe steps to ensure participants are not denied the opportunity to participate due to their inability to pay fees or costs? there is no cost associated with participation in this program Briefly describe how you will measure success. This should include how you will assess participant satisfaction, number of participants, and, if applicable, changes in knowledge, attitudes, skills, or behaviors. Describe data and/or survey collection methods. Please also describe how data will be used to inform and improve the program/event. Reviewers will consider the following questions when assigning points: a) Is there an evaluation plan for measuring participation, participant satisfaction, and, if applicable, changes in knowledge, attitudes, skills, or behavior? b) Will data provide actionable information for future planning? c) Will results be useful for dissemination to the community? d) Does the evaluation include feedback from participants/audience, as well as planners, organizers, and volunteers? Evaluation Process for Shark Bites Camp and Enrichment Program Success will be measured through parent and student surveys. A pre- and post-survey will be administered to all parents and students participating in the program. Pre-Survey Focus Areas: Baseline Knowledge and Skills Emotional and Social Readiness Value of Enrichment Experiences Expectations and Goals Post-Survey Focus Areas: Knowledge and Skills Gained Emotional and Social Impact Program Feedback Long-Term Impact These topics will help gather comprehensive data on the effectiveness of the transition camp and identify areas for improvement. Teachers and volunteers will also be asked to share their feedback at the end of the program. Survey information can be shared with participants throughout the year. Please describe any plan to leverage additional resources (e.g., other funding, volunteers, in-kind donations) or collaborations with others to offset expenses. If your project or organization receives any funding from COAB in any way, please state how much and for what. Reviewers will consider the following questions when assigning points: a) Is there a plan to leverage additional resources as mentioned above? b) Is there collaboration with other organizations? c) Is this a for-profit program/event? The City of Atlantic Beach has graciously supported the Shark Bites Camp and enrichment program and we do not have any plans currently to leverage any additional resources. We are not collaborating with any other organizations. This program is not a for profit event. Please list 2 references. We need the name, relationship to your organization/program, phone number, and email address for both. Beth Rener, Parent of former Shark Bites Camp and Enrichment Program Student, 904-508-2243, beth.rener@oyova.com Summer Morris, Parent of former Shark Bites Camp and Enrichment Program Student, 904-868-3688; summer@sumodesignstudio.com Please provide your website, social media sites, and handles. @mayportcsms website: duvalschools.org/mayportmiddle Waiver(s) Important Notes for Grant Please read thoroughly before agreeing. 1. Only one (1) grant per eligible applicant. 1. The City Commission and/or Cultural Arts & Recreation Advisory Committee, at its/their discretion, may modify the contribution award to qualified recipients based on merit of proposal and/or number of other qualified applications received. The contribution award may not exceed the maximum amount of available financial resources of the FY 2025-2026 Annual Atlantic Beach Community Grant Program as approved under the City’s Annual Operating Budget. 1. In the event that the amount awarded is less than the amount requested, applicants must be prepared to submit a revised program budget and description reflecting changes in scale, if applicable. 1. Applications received after the deadline or outside of the online application will NOT be accepted. 1. Organizations already receiving funds or financial support from the City of Atlantic Beach FY 2025 -2026 may not apply for additional funding. 1. Expenses must be directly related to the proposed program or event services, materials, or activities occurring within the award period. 1.Awardees will be required to maintain financial records to support claimed expenditures and project accomplishments. 1.Progress Reports (in the case of ongoing programs) and/or Final Reports will be submitted by the applicant to City Staff after key milestones or completion. 1.The Final Report is due 30 days following completion of the program or event. If the Final Report is not received within 30 days following completion of the program or event, the award recipient will be required to immediately reimburse the City of Atlantic Beach grant funds. 2.City Staff will review submitted copies of paid receipts/invoices and a written final report to ensure that funds were spent in compliance with the approved application. Applicant will be required to reimburse the City of Atlantic Beach for all inappropriately spent funds. 3.Significant non-compliance issues will be taken into consideration and may affect future funding decisions jointly made by the City Commission. 4.All eligibility criteria is administered and determined by the Recreation Director and the Arts & Recreation Committee. 5.All decisions made on eligibility by the Atlantic Beach City Commission, the Recreation Director, and the Arts & Recreation Committee are deemed final. 6.Cultural Arts & Recreation Contribution Grant applicant and recipients agree to indemnify and hold harmless the City of Atlantic Beach from any and all liability, defense costs, including other fees, loss or damage which the City may suffer as a result of claims, demands, costs or judgment against it, arising from all activities engaged by grant recipients in its use of public funds. 7.Applicants must be available for site visits during the application process, if requested, and successful grantees must be available for site visits during program activities or events. Agreed to by Jessica Fernandez on behalf of Jessica Fernandez 07/27/2025 11:34 AM Activity Notes Annual Grant Awards Annual Grant Application: FY 2025-2026 Thank you for applying for the City of Atlantic Beach's Annual Grant Awards Program. Please make note of the attached Key Timeline for FY 2025-26 Grant Period. Once all submissions are received, we will contact you with the next steps. If you have any questions, please email recreation@coab.us or call (904) 247- 5828. Thank you for choosing the City of Atlantic Beach for your event. For assistance after office hours, please contact the following: Park Ranger: (904) 247-5834 Police Dispatch: (904) 247-5859 Proposed Shark Bites Transition Camp Budget 2025-2026 Shark Bites/Pre-Advanced Placement/Continuing AVID & Agriscience Enrichment & Incentives Item Quantity Unit Price Total Price Camp Director (Planning/Preparation/Managing) 1 $21/hr@5 days@ 8hrs/day $840 Shark Bites Teachers 4 $21/hr @ 5 days @ 5hrs/day $2100 Agriscience Teachers 1 $21/hr @ 4 days @ 5hrs/day $420 Salaries Subtotals 5900-100 $ 3360 Benefits cost (district-mandated) 40.71 % $1367.86 Salaries + Benefits subtotal: $4727.86 MCSMS Camp Shirts 200 $8.50/student $1700 Student summer materials 200 $4.00/student $800 Parent Breakfast 150 $3.00/parent $450 Snacks 200 $5.00/student $1000.00 Supplies Subtotal 5100-510 $3950 Student Enrichment activities/Transportation As Scheduled Varies by destination $1,322.14 TOTAL $10,000.00 Shark Bites Transition Camp - Timeline and Milestones 2025-2026 This document outlines the key milestones and timeline for the Shark Bites Transition Camp as part of the grant application. The timeline ensures timely preparation and execution of the program. Timeline and Milestones Date Milestone May 2026 Open student registration and begin securing staff for the Shark Bites Transition Camp. June 2026 Order and organize all necessary supplies and materials for the camp. July 21, 2026 Commencement of the Shark Bites Transition Camp program. SUMMER R. MORRIS Summer@SumoDesignStudio.com • 904-8683688 Mayport Coastal Sciences Middle School Parent To Whom it May Concern, I am writing this letter in support of the Shark Bites program at Mayport Coastal Sciences for incoming 6th Grade students. As a parent of twin, rising 7th grade boys, I recognize the value of the camp in preparing students for the transition to middle school. I can attest to Mrs. Fernandez’s expertise as an educator, facilitating knowledge and skills. The need for Shark Bites is significant for this specific age because it not only gives students the chance to become comfortable with their new surroundings, but allows them to meet new friends in a smaller, controlled environment. The students are taught conflict resolutions skills with active listening, empathy, communication, and finding common ground through collaboration or compromise. I wholeheartedly endorse the Shark Bites camp being presented by Jessica Fernandez and believe it benefits students and families while making a lasting impact in the beaches community. Thank you for your consideration. Sincerely, Summer R. Morris Atlantic Beach Cultural Arts & Recreation 716 Ocean Blvd Atlantic Beach, FL 32233 904-247-5828 recreation@coab.us www.coab.us/events Registration/Payment Receipt 92839696 07/26/2025 10:38 PM Account Information Fatima Rehman 3957 Jebb Island Circle East Jacksonville, FL 32224 312-343-5386 Item Amount Paid Fatima Rehman for Annual Grant Awards Annual Grant Application: FY 2025-2026 $0.00 Total Payment $0.00 Prompt(s) Does your program pertain to cultural arts and/or recreation? Yes Has your project/program received a Cultural Arts & Recreation grant in the past? Yes If so, what was the date of the grant and the amount received? FY23-24 and FY24-25 Are you prepared and committed to recognizing COAB as a supporter of your project/program in all your printed and social media? Yes Are you prepared and committed to providing COAB with information and material that will be shared by COAB in public event notification? Yes Are you prepared and committed to providing COAB with year-end data and measurement of success? Yes Will your project/program be performed in Atlantic Beach? No If your project/program will not be performed in Atlantic Beach, do you have data to suggest Atlantic Beach residents have historically participated in your programming? Yes If your program is not performed in Atlantic Beach, what percentage of your audience/participation is attended by Atlantic Beach residents? 25% Is this program/event in association with a school? Yes If so, what is the name of the school? Mayport Coast Sciences Middle School Amount Requested *NUMERICS ONLY* Example: 1000 5000 Name of your program/event MCSMS Robotics Club Location(s) where the program will take place Mayport Coastal Sciences Middle School and area swimming pools Number of attendees/participants who are Atlantic Beach residents 5 Total estimated number of participants 20 Frequency and duration of program/event (e.g., 1 time event for 2 hours, or 1 time/month for 1 hour, etc.) Time spent actively working: Every Tuesday for 2 hours and Every Saturday for 3 hours starting September 1st through June 4th; 150 hours of hands-on learning and practice over the academic school year. In addition to that the members compete for a total of 60 hours over the year excluding travel time Is the event open and accessible to all Atlantic Beach residents who may want to participate? No If not, please describe why. It is an organized club through school. However, the Seaperch regionals are open to all public including Atlantic Beach residents. Furthermore, kids are involved in outreach and showcase activities in Atlantic beach schools as well. Briefly describe any community needs or gaps the program/event intends to address. Reviewers will consider the following questions when assigning points: a) Is there a demonstrated need for the program/event? b) Is the program/event duplicative of other programs/events in the area? c) Is the program/event a response to a need articulated by the community? d) Does the program/event target an underserved population (e.g., teens, children with special needs, low-income residents, etc.)? 1. Our underwater robotics club aims to address multiple community needs and gaps, offering significant benefits to students, educators, and the broader community alike. It provides an immersive, hands-on platform for students to gain explore STEM concepts, fostering the development of critical problem-solving skills, creativity, and technical proficiency. Projects undertaken could directly benefit the Atlantic City beach community, such as initiatives in water quality monitoring, marine life observation, and marine debris cleanup, thereby instilling environmental stewardship and civic responsibility among participants. 2. Club members will learn effective teamwork, communication, and task delegation to achieve shared objectives. Additionally, participation in the club can ignite interest in potential career paths such as marine engineering, marine biology, oceanography, robotics engineering, and environmental science, enabling informed decisions about future pursuits. 3. As part of Describe the goals and objectives of the program/event, as well as benefits to the residents of Atlantic Beach. Reviewers will consider the following questions when assigning points: a) Are the goals and objectives described in the application SMART (specific, measurable, achievable, results-focused, and time-bound)? b) Does the program/event pertain to arts and/or recreation? c) How will the program/event benefit the residents of Atlantic Beach? The goals and objectives of Mayport Middle School’s Underwater Robotics Team program are clearly defined and align well with SMART criteria: a) Specific, Measurable, Achievable, Results-focused, and Time-bound (SMART) Goals and Objectives: • Specific: The program aims to build and operate an underwater Remotely Operated Vehicle (ROV) using low-cost, easily obtainable parts. • Measurable: Success is measured through technical reports, presentations, and the team's performance in navigating their ROVs through competition challenges. • Achievable: The team works within the constraints of a provided kit and aims to excel in regional, national, and international Seaperch competitions. • Results-focused: The program focuses on developing STEM skills, fostering community engagement, and contributing to local conservation efforts through data collection. • Time-bound: Goals are set within the timeframe of annual competition cycles, providing clear milestones for achievement. b) Rel Describe if the program is evidence-based (i.e., has a record of achieving expected outcomes). Be prepared to address improvements or changes to your project since the previous year. Reviewers will consider the following questions when assigning points: a) Is the program/event based on published evidence? b) Does the program/event have a demonstrated history of success (in other contexts or similar cities, or in previous years)? c) If your project has been funded in previous years, how has your project improved or otherwise changed since the previous year? You will be asked to upload your Progress OR Final Report from last year's funding. Is the program/event based on published evidence? • The Robotics club's success in the Seaperch competition over six years, consistently improving and achieving significant awards, serves as evidence of the program's effectiveness in fostering STEM skills and competitive success. This year alone, we got 13 trophies and nabbed over 75% of all top titles. b) Does the program/event have a demonstrated history of success? • Yes, the club has a proven track record of success over multiple years in the Seaperch competition, with all teams invited to the International competition for the past four years and securing a substantial number of awards. This success demonstrates the program's ability to achieve expected outcomes in a competitive and educational context. c) Improvements or changes since the previous year: • We expanded our outreach programs and gave presentations and demos at area elementary and middle schools to excite students about STEM related field. We also Describe how the program/event will be promoted and marketed to the community. Describe how the City of Atlantic Beach will be promoted as a sponsor of the program/event. Promotion within Mayport Middle School: • The Robotics team will utilize various channels within Mayport Middle School to promote their program, including announcements during school assemblies, distribution of flyers to students and parents, and a booth during orientation events. These materials will emphasize the educational and enjoyable aspects of joining the underwater robotics team, aiming to attract student interest and parental support. Community Outreach Events: • The Robotics team plans to engage with the broader community through events such as the Duval County Science Fair and the Jacksonville Science Festival. At these events, interactive demonstrations of their underwater robotics projects will be set up, inviting residents of Atlantic Beach to learn about the program firsthand. This outreach strategy not only showcases the team's achievements but also promotes STEM education within the community. Social Media and Online Presence: • A dedicated social media pres If there is a fee or cost to participate, describe how you will ensure that participants are not denied the opportunity to participate due to their inability to pay any registration or other related fees or costs. If there is no fee or cost, please state N/A. Reviewers will consider the following questions when assigning points: a) Is the program/event free for residents of Atlantic Beach? b) If there is a fee or cost, does the proposal describe steps to ensure participants are not denied the opportunity to participate due to their inability to pay fees or costs? No cost to students to participate in club and learning activities. The competition travel costs were covered through the Atlantic Beach City Recreation grant (this one) as well as grant from DCPS Briefly describe how you will measure success. This should include how you will assess participant satisfaction, number of participants, and, if applicable, changes in knowledge, attitudes, skills, or behaviors. Describe data and/or survey collection methods. Please also describe how data will be used to inform and improve the program/event. Reviewers will consider the following questions when assigning points: a) Is there an evaluation plan for measuring participation, participant satisfaction, and, if applicable, changes in knowledge, attitudes, skills, or behavior? b) Will data provide actionable information for future planning? c) Will results be useful for dissemination to the community? d) Does the evaluation include feedback from participants/audience, as well as planners, organizers, and volunteers? To measure the success of the Robotics club program at Mayport Middle School, several evaluation methods will be employed: 1. Participation and Achievement: • Success will be measured by the number of teams qualifying for regional competitions and receiving invitations to the International competition. Over the past three years, all teams have consistently achieved these milestones. 2. Participant Satisfaction: • Surveys will be administered to club members and parents at the end of each year to assess overall satisfaction, perceived benefits of participation, and suggestions for improvement. These surveys will provide insights into participant experiences and areas for enhancement. 3. Changes in Knowledge, Attitudes, Skills, or Behaviors: • Pre-and post-assessments will be conducted at the beginning and end of the school year to measure changes in participants' knowledge, attitudes, skills, or behaviors related to STEM, marine sciences, robotics, and environmental conservat Please describe any plan to leverage additional resources (e.g., other funding, volunteers, in-kind donations) or collaborations with others to offset expenses. If your project or organization receives any funding from COAB in any way, please state how much and for what. Reviewers will consider the following questions when assigning points: a) Is there a plan to leverage additional resources as mentioned above? b) Is there collaboration with other organizations? c) Is this a for-profit program/event? a) Additional Funding: The Robotics team at Mayport Middle School plans to leverage various resources to offset expenses. This includes continuing fundraising efforts with local businesses and community events, building on the success of previous campaigns. Efforts will focus on securing donations, grants, and sponsorships from corporate partners and community members interested in supporting STEM education and youth development. b) In-kind Donations and Volunteers: The team will continue to seek in-kind donations of supplies and kits, particularly through collaborations with the Navy for Seaperch training sessions. Additionally, partnerships will be explored with local organizations and businesses to provide materials and logistical support for competitions and events. In terms of volunteers, high school students were accepted this year as student mentors to aid in the education of our members as well as to work on their own separate projects. c) Collaborations with Other Organizati Please list 2 references. We need the name, relationship to your organization/program, phone number, and email address for both. Mr. Christopher Shanklin 224-381-4310 scpkshanklin@gmail.com Michael Simon 904-460-7807 michaelsimon0727@hotmail.com Please provide your website, social media sites, and handles. https://www.friendsatmayport.org/ instagram: @mayportsharksroboticsclub facebook: https://www.facebook.com/profile.php?id=61552695604825 Waiver(s) Important Notes for Grant Please read thoroughly before agreeing. 1. Only one (1) grant per eligible applicant. 1. The City Commission and/or Cultural Arts & Recreation Advisory Committee, at its/their discretion, may modify the contribution award to qualified recipients based on merit of proposal and/or number of other qualified applications received. The contribution award may not exceed the maximum amount of available financial resources of the FY 2025-2026 Annual Atlantic Beach Community Grant Program as approved under the City’s Annual Operating Budget. 1. In the event that the amount awarded is less than the amount requested, applicants must be prepared to submit a revised program budget and description reflecting changes in scale, if applicable. 1. Applications received after the deadline or outside of the online application will NOT be accepted. 1. Organizations already receiving funds or financial support from the City of Atlantic Beach FY 2025 -2026 may not apply for additional funding. 1. Expenses must be directly related to the proposed program or event services, materials, or activities occurring within the award period. 1. Awardees will be required to maintain financial records to support claimed expenditures and project accomplishments. 1. Progress Reports (in the case of ongoing programs) and/or Final Reports will be submitted by the applicant to City Staff after key milestones or completion. 1. The Final Report is due 30 days following completion of the program or event. If the Final Report is not received within 30 days following completion of the program or event, the award recipient will be required to immediately reimburse the City of Atlantic Beach grant funds. 2. City Staff will review submitted copies of paid receipts/invoices and a written final report to ensure that funds were spent in compliance with the approved application. Applicant will be required to reimburse the City of Atlantic Beach for all inappropriately spent funds. 3. Significant non-compliance issues will be taken into consideration and may affect future funding decisions jointly made by the City Commission. 4. All eligibility criteria is administered and determined by the Recreation Director and the Arts & Recreation Committee. 5. All decisions made on eligibility by the Atlantic Beach City Commission, the Recreation Director, and the Arts & Recreation Committee are deemed final. 6. Cultural Arts & Recreation Contribution Grant applicant and recipients agree to indemnify and hold harmless the City of Atlantic Beach from any and all liability, defense costs, including other fees, loss or damage which the City may suffer as a result of claims, demands, costs or judgment against it, arising from all activities engaged by grant recipients in its use of public funds. 7. Applicants must be available for site visits during the application process, if requested, and successful grantees must be available for site visits during program activities or events. Agreed to by Fatima Rehman on behalf of Fatima Rehman 07/26/2025 10:32 PM Activity Notes Annual Grant Awards Annual Grant Application: FY 2025-2026 Thank you for applying for the City of Atlantic Beach's Annual Grant Awards Program. Please make note of the attached Key Timeline for FY 2025-26 Grant Period. Once all submissions are received, we will contact you with the next steps. If you have any questions, please email recreation@coab.us or call (904) 247- 5828. Thank you for choosing the City of Atlantic Beach for your event. For assistance after office hours, please contact the following: Park Ranger: (904) 247-5834 Police Dispatch: (904) 247-5859 Total Donations year 2024-2025 City of Atlantic Beach 3500 Various through friends/family/ businesse 1000 Donovan 250 T-shirt sales 1750 Garage sales 1500 DCPS 5500 13500 1.Mayport Coastal Sciences Middle School Robotics Club 2.Mayport Coastal Sciences Middle School University of Maryland SeaPerch (remote competition) Cecil Field Homes of Mr. Michael Simon and Mr. Chris Shanklin 3. 16 4.6 5. 180 6.twice a week; 2 hours on Tuesdays and 3 hours on Saturdays; Extra practices closer to competitions. 7.No 8.Accessibility for all students was prioritized in SeaPerch robotics club. Workshops were held on campus for easy access. Pool sessions rotated among three locations to remove geographical barriers. A carpool schedule was set up for easier commute 9.Under 18 10.None 11.The program was highly successful and ran smoothly throughout the year. Students were actively engaged in building and refining their ROVs, developing strong technical and teamwork skills. The addition of a mentorship program enriched the experience by allowing returning members to guide new participants. Our teams competed with excellence at the International SeaPerch Competition, earning multiple top awards. Beyond robotics, the club also contributed to the community through outreach events at elementary schools and local beach clean-ups. Overall, the program exceeded expectations and created meaningful learning and leadership opportunities for all involved. 12.Yes 13.The program was highly successful and ran smoothly throughout the year. Students were actively engaged in building and refining their ROVs, developing strong technical and teamwork skills. The addition of a mentorship program enriched the experience by allowing returning members to guide new participants. Our teams competed with excellence at the International SeaPerch Competition, earning multiple top awards. Beyond robotics, the club also contributed to the community through outreach events at elementary schools and local beach clean-ups. Overall, the program exceeded expectations and created meaningful learning and leadership opportunities for all involved. 14.The main goals of our program were to provide students with hands-on experience in building low-cost, functional ROVs (remotely operated vehicles), develop their problem- solving and engineering skills, and prepare them to compete in SeaPerch competitions at regional and international levels. We also aimed to promote teamwork, leadership, and community involvement through mentorship and outreach. These goals were successfully met. Students not only constructed advanced ROVs and demonstrated strong technical knowledge, but they also achieved outstanding results at the International SeaPerch Competition. Additionally, the launch of our mentorship program and participation in community service and outreach events further supported our objectives of leadership development and broader STEM engagement. 15.We evaluated the success of our program based on student performance, engagement, and community impact. Notably, our teams earned top honors at the 2023–2024 International SeaPerch Competition, including two 1st-place titles and one 2nd-place overall finish. Each student completed over 180 hours of hands-on robotics work, and the introduction of a mentorship program allowed former members to return as leaders and role models. We also expanded outreach efforts through elementary school STEM events and beach clean-ups, reinforcing leadership and civic responsibility. Informal feedback from students, parents, and teachers reflected high satisfaction and increased interest in STEM fields. 16. yes. below is summary of our evaluation. Increased Participation and Retention: The program maintained full enrollment, and several students returned from previous years; some as participants, others as mentors. Expanded Outreach: We increased our impact through new community activities, including beach clean-ups and elementary school outreach events, which were not part of our original evaluation metrics but are strong indicators of growth and mission alignment. Mentorship Development: The launch of a student mentorship program created additional leadership and volunteer opportunities, which we tracked through attendance and activity logs. These outcomes reflect strong program effectiveness, even though formal pre/post- assessments or surveys were not conducted. We plan to incorporate more structured data collection tools in future cycles to further support evaluation. 17. Top Honors at International Competition last year and hoping to continue the streak this weekend for another year. Mentorship Program Launch: This year, we introduced a formal mentorship program, inviting past members to return as youth mentors or high school team members. These students gained leadership experience, earned volunteer hours, and played a vital role in coaching and inspiring new participants. Instructional Website and Training Resources: Mentors and volunteers developed and updated a dedicated website featuring instructional videos on core robotics and ROV-building skills. These tools have enhanced learning accessibility and supported independent skill development outside of regular sessions. Community Engagement and Service: Our club expanded its impact through beach and community clean-up events, instilling environmental stewardship in our students. We also conducted STEM outreach at local elementary schools, inspiring younger students and building early interest in robotics and engineering. High-Level Participation and Retention: Each participant engaged in over 180 hours of structured, hands-on robotics work across the academic year. The commitment and enthusiasm of students were sustained throughout, contributing to a strong, supportive learning environment. Broad Representation: While serving a wide group of students, including 6 from Atlantic Beach, our teams proudly represented their school and community at both regional and international levels building visibility for youth STEM talent in the area. First time competing in two new categories: 1. Community outreach 2.Real world innovation 18.Through this year’s program, we learned the value of peer-to-peer mentorship and how empowering returning students can deepen engagement and improve learning outcomes for all participants. We also saw that consistent access to training resources—both in- person and online significantly enhances students’ confidence and technical abilities. Ways to improve the program in the future: Expand Outreach and Recruitment: We plan to increase recruitment efforts by partnering with more schools and community organizations to reach a broader and more diverse group of students. Develop Outdoor Training Facilities: Creating an outdoor pool space specifically for ROV practice would allow for more flexible and frequent training sessions. Formalize the Mentorship Program: We aim to build a structured mentorship curriculum and tracking system so high school mentors can receive formal recognition for their volunteer hours and leadership contributions. 19.With continued funding support, our program has grown significantly in both structure and impact. One major improvement has been the addition of opportunities for past robotics club members to return as youth mentors or high school team members. This way they are further able to excite other students in these high schools to look at robotics and take interest in STEM related fields. These returning students earn volunteer hours while gaining valuable leadership experience by guiding current participants through technical challenges and project milestones. Additionally, our mentors have taken the initiative to enhance the educational resources available to all members. They helped update our website with a series of instructional videos covering essential skills and techniques in ROV construction, electronics, coding, and underwater robotics. These resources have improved training consistency and enabled students to reinforce their learning outside of scheduled sessions, further strengthening the program’s long-term sustainability and accessibility. 20. 3500 21. 3500 22.No 23. 17500 24.DCPS: 2500 Jacksonville Icemen: 350 T-shirt fundraiser: 1500 Additional community donations. 25.The process was generally clear and straightforward. However, the form submission platform would benefit from a feature allowing users to save progress before final submission. Atlantic Beach Cultural Arts & Recreation 716 Ocean Blvd Atlantic Beach, FL 32233 904-247-5828 recreation@coab.us www.coab.us/events Registration/Payment Receipt 87354918 05/28/2025 11:58 PM Account Information Fatima Rehman 3957 Jebb Island Circle East Jacksonville, FL 32224 312-343-5386 Item Amount Paid Fatima Rehman for Grant Final or Progress Report Final or Progress Report for Grantees 2024- 2025 $0.00 Total Payment $0.00 Prompt(s) Name of program/event 1. Mayport Coastal Sciences Middle School Robotics Club Location(s) where program/event took place 2. Mayport Coastal Sciences Middle School University of Maryland SeaPerch (remote competition) Cecil Field Homes of Mr. Michael Simon and Mr. Chris Shanklin Total # of participants 16 # of participants who were Atlantic Beach residents 6 Total # of hours each participant was directly engaged in the program/event 180 Frequency and duration of program/event (e.g. twice a week, 2 hours each time) twice a week; 2 hours on Tuesdays and 3 hours on Saturdays; Extra practices closer to competitions. Was the event open to all residents of Atlantic Beach? No In what ways did you facilitate the accessibility of your program/event to participants? (e.g., Did you rotate locations, or provide transportation options?) 8. Accessibility for all students was prioritized in SeaPerch robotics club. Workshops were held on campus for easy access. Pool sessions rotated among three locations to remove geographical barriers. A carpool schedule was set up for easier commute If known, what age group(s) did your program serve? (e.g., Under 18, 18-30, 30-54, 55+) under 18 What was the fee or cost to participate? None In what ways did you advertise and market the event? At the end of the report, you will be able to UPLOAD marketing samples. 11. The program was highly successful and ran smoothly throughout the year. Students were actively engaged in building and refining their ROVs, developing strong technical and teamwork skills. The addition of a mentorship program enriched the experience by allowing returning members to guide new participants. Our teams competed with excellence at the International SeaPerch Competition, earning multiple top awards. Beyond robotics, the club also contributed to the community through outreach events at elementary schools and local beach clean-ups. Overall, the program exceeded expectations and created meaningful learning and leadership opportunities for all involved. Do you feel the advertising/marketing was effective? Yes Briefly describe how the program/event went. You are encouraged to email recreation@coab.us up to five photos related to your program/event. 13. The program was highly successful and ran smoothly throughout the year. Students were actively engaged in building and refining their ROVs, developing strong technical and teamwork skills. The addition of a mentorship program enriched the experience by allowing returning members to guide new participants. Our teams competed with excellence at the International SeaPerch Competition, earning multiple top awards. Beyond robotics, the club also contributed to the community through outreach events at elementary schools and local beach clean-ups. Overall, the program exceeded expectations and created meaningful learning and leadership opportunities for all involved. What were the main goals and objectives of your program/event? Were your goals and objectives met? Why or why not? 14. The main goals of our program were to provide students with hands-on experience in building low-cost, functional ROVs (remotely operated vehicles), develop their problem-solving and engineering skills, and prepare them to compete in SeaPerch competitions at regional and international levels. We also aimed to promote teamwork, leadership, and community involvement through mentorship and outreach. These goals were successfully met. Students not only constructed advanced ROVs and demonstrated strong technical knowledge, but they also achieved outstanding results at the International SeaPerch Competition. Additionally, the launch of our mentorship program and participation in community service and outreach events further supported our objectives of leadership development and broader STEM engagement. How did you evaluate the success /effectiveness of your event/program? 15. We evaluated the success of our program based on student performance, engagement, and community impact. Notably, our teams earned top honors at the 2023–2024 International SeaPerch Competition, including two 1st-place titles and one 2nd- place overall finish. Each student completed over 180 hours of hands-on robotics work, and the introduction of a mentorship program allowed former members to return as leaders and role models. We also expanded outreach efforts through elementary school STEM events and beach clean-ups, reinforcing leadership and civic responsibility. Informal feedback from students, parents, and teachers reflected high satisfaction and increased interest in STEM fields. Were you able to collect the data and measures that you proposed in your application? If the answer is yes, please summarize the evaluation results. If the answer is no, please explain. 16. yes. below is summary of our evaluation. Increased Participation and Retention: The program maintained full enrollment, and several students returned from previous years; some as participants, others as mentors. Expanded Outreach: We increased our impact through new community activities, including beach clean-ups and elementary school outreach events, which were not part of our original evaluation metrics but are strong indicators of growth and mission alignment. Mentorship Development: The launch of a student mentorship program created additional leadership and volunteer opportunities, which we tracked through attendance and activity logs. These outcomes reflect strong program effectiveness, even though formal pre/post-assessments or surveys were not conducted. We plan to incorporate more structured data collection tools in future cycles to further support evaluation. Please list what you consider to be the biggest achievements or accomplishments of your program/event. Mentorship Program Launch: This year, we introduced a formal mentorship program, inviting past members to return as youth mentors or high school team members. These students gained leadership experience, earned volunteer hours, and played a vital role in coaching and inspiring new participants. Instructional Website and Training Resources: Mentors and volunteers developed and updated a dedicated website featuring instructional videos on core robotics and ROV-building skills. These tools have enhanced learning accessibility and supported independent skill development outside of regular sessions. Community Engagement and Service: Our club expanded its impact through beach and community clean-up events, instilling environmental stewardship in our students. We also conducted STEM outreach at local elementary schools, inspiring younger students and building early interest in robotics and engineering. High-Level Participation and Retention: Each participant engaged in over 180 hours of st What did you learn? Please list at least two ways to improve your program/event in the future. 18. Through this year ’s program, we learned the value of peer-to-peer mentorship and how empowering returning students can deepen engagement and improve learning outcomes for all participants. We also saw that consistent access to training resources—both in-person and online significantly enhances students’ confidence and technical abilities. Ways to improve the program in the future: Expand Outreach and Recruitment: We plan to increase recruitment efforts by partnering with more schools and community organizations to reach a broader and more diverse group of students. Develop Outdoor Training Facilities: Creating an outdoor pool space specifically for ROV practice would allow for more flexible and frequent training sessions. Formalize the Mentorship Program: We aim to build a structured mentorship curriculum and tracking system so high school mentors can receive formal recognition for their volunteer hours and leadership contributions. If you have been funded in prior years, how has your project changed or improved over the years? 19. With continued funding support, our program has grown significantly in both structure and impact. One major improvement has been the addition of opportunities for past robotics club members to return as youth mentors or high school team members. This way they are further able to excite other students in these high schools to look at robotics and take interest in STEM related fields. These returning students earn volunteer hours while gaining valuable leadership experience by guiding current participants through technical challenges and project milestones. Additionally, our mentors have taken the initiative to enhance the educational resources available to all members. They helped update our website with a series of instructional videos covering essential skills and techniques in ROV construction, electronics, coding, and underwater robotics. These resources have improved training consistency and enabled students to reinforce their learning outside of scheduled sessions, further st How much were you awarded? 3500 How much did you utilize? 3500 Did you return funds that were not ultimately utilized? No If known, what was the total cost of your program/event? 17500 What other sources of funding did you have? 24. DCPS: 2500 Jacksonville Icemen: 350 T-shirt fundraiser: 1500 Additional community donations. Please share any feedback you have about how our process could be improved. 25. The process was generally clear and straightforward. However, the form submission platform would benefit from a feature allowing users to save progress before final submission. Activity Notes Grant Final or Progress Report Final or Progress Report for Grantees 2024-2025 Thank you for submitting your Final or Progress reports for this year's Grant Program. Any additional documents can be emailed to recreation@coab.us. You will receive a copy of your report in your email. Please save this copy to upload it in future grant applications. If you have any questions, please email recreation@coab.us or call (904) 247-5828. Thank you for choosing the City of Atlantic Beach for your event. For assistance after office hours, please contact the following: Park Ranger: (904) 247-5834 Police Dispatch: (904) 247-5859 Timeline & Trainings 24 AUG 24 (6TH Grade) N/A – not selected yet (7th Grade) Label cases, inventory tools, set-up for next practice, brainstorm ROV innovations (8th Grade) Label cases, inventory tools, set-up for next practice, brainstorm ROV innovations 31 AUG 24 (6TH Grade) N/A – not selected yet (7th Grade) Solder and test new controller for competition kit (8th Grade) Solder and test new controller for competition kit 07 SEP 24 (6TH Grade) Solder training (video), make first controller (video). (7th Grade) Take old tech report/fact sheet and update the year. Highlight possible improvement points based on feedback. Get Fusion account. (8th Grade) Take old tech report/fact sheet and update the year. Highlight possible improvement points based on feedback. Get Fusion account. 14 SEP 24 (6TH Grade) Use Multi-meter to test battery voltage, get wire continuity, measure resistance. Use butt splices to make a wire – test continuity (video). (7th Grade) Draw new frame with dimension. Decide how to make prototype. Discuss Open vs Stock class. (8th Grade) Draw new frame with dimension. Decide how to make prototype. Discuss Open vs Stock class. 21 SEP 24 (6TH Grade) Build 2-3 frames (video). (7th Grade) Test new motor RPMs, label and sort (we set aside best motors for competition). Work on new frame. (8th Grade) Test all batteries – label, set up club charging station. Work on new frame. Build a thrust stand to test props with different sizes and pitch 28 SEP 24 (6TH Grade) Cable making (video). Start engineering notebook – engineering term definitions (with APA references) (7th Grade) Put motors on new frame. Create a Seaperch forum Login for team/coach. Test DC Motor RPM vs Water exposure (Bell Curve!!) (8th Grade) Put motors on new frame. Create a Seaperch forum Login for team/coach. 05 OCT 24 (6TH Grade) Motor Making (video). Engineering notebook – engineering term definitions (with APA references) (7th Grade) Put motors on new frame. Test DC Motor RPM vs Water exposure (Bell Curve!!) (8th Grade) Put motors on new frame. Build a thrust stand?? Test propeller thrust. Oct-Dec 24 ALL Start testing ROVs in mission and obstacle courses; FAME fundraising to raise money for regionals, activities and travel Jan 25 ALL Prepare for regionals Feb-March 25 ALL Host one Regional, Prepare and submit videos to online regionals; Participate in area Apr-May 25 ALL Prepare for internationals NEW INNOVATIONS After grading videos and tech reports from internationals and also just some brainstorming I listed some innovations the teams could consider. This is for coaches eyes only, and recommended to discuss with the teams after they have already done their own brainstorming. I present ideas like this every year to the kids as challenges to attempt then let them choose a couple. Biggest issue is we want our teams to also be unique so coaches need to make sure that teams are not doing the same thing: 1)Testing – Thrust stand. Not many teams have done it and it will be good for the tech report and video. But the testing should be for 3D printed propellors and could include the ones we bought (that could be as many as 20 props) that shows some in depth testing. I think this would be good for the 8th graders. Recommend giving it to one member as a project. Too many cooks doesn’t work well. 2)Testing – DC motor bell curve. If the kids do research they will find that usually DC motors are broken in before max efficiency. Recommend testing a new motor RPM, then submerging in water, run for one minute then get RPMs and repeat the process for 15 minutes. I may have done it before and it proved that new motors are not actually best (why I recycle). It may be a very good portion for the tech report testing. 3)FUSION (AUTODESK) flow analysis. There is a portion in the program that allows you to do flow analysis of frames. It has awesome diagrams for the tech report but also makes the kids realize how important drag and edges are! 4)Math – I have noticed a couple advanced teams do buoyancy calculations. Based on weight of the components identifying how much buoyancy they need. There is some good stuff in the classroom robotics book. I would suggest a team consider using the math to calculate size of buoyancy caps. Could also look at the 3D infill percentage and how much it helps the overall buoyancy. In the past we have done forward surface area calculations - Great engineering notebook and tech report items. Engineers love math!!!!! and proven results!!! 5) Resistance Measurements – Recommend looking into resistance of cabling before and after splicing with different types of connections. Equate the percentage of loss for each connector. 6)Open class – The advantage of open class is the use of extra motors. Recommend the kids look at making their own circuit board. Even having a drawing of the circuit for a 4th motor would be impressive in their documentation. 7) Open class – I don’t recommend Arduino anymore, unless the kids just want to learn coding. There is a voltage drop that puts the ROV at a disadvantage. I do recommend 3D printing a new housing for the controller board or parts in the shape of a game controller. 8)Hook – Hard to know if an undermount hook is needed until the mission course comes out but I think it will be based on the challenges seem to alternate. I recommend teams consider making a retractable hook that folds into the frame – think like a swiss army pocket knife! 9)No Servo – I saw that the RCSA team managed to get the mission course done in just under 4 minutes without a gripper (Mind blowing!). I think we have gotten reliant on the servo and may want to have the new 6th grade team work without a servo at first. 10)Electrical Quick Connects – I saw a team do this at internationals. I ordered the parts and have already made some for testing. I think it will work great for the servos because voltage drop is not a concern for servos (because they just need 6V and can work with less no problem). I don’t think they will work for motors because of the loss of RPMs caused by the connection. Still a great thing to try, document and maybe incorporate for the servo and discuss in the tech report/engineering notebook. 11)Polycarbonate printing – We may want to consider trying because its stronger and may result in thinner components. Also a great tech report item to discuss 3D material choice. 12)3D printed pulley belt – I have some 3D filament specifically designed for this (stupid purchase) but if the teams want to go down the rabbit hole we can try having a gripper that uses a pulley system. TECH REPORT VS ENGINEERING NOTEBOOK Tech report is a mandatory submission for competition and engineering notebook is an optional submission that is not graded but the scorer has to review. What is great about the engineering notebook is it’s something that the team can fill out as they go and then use to fill in the data for the tech report. It also gives the team more room to show what they have done. Very few teams include them but when they do they always seem to make the tech report more impressive. With that, I have some engineering templates I made that the kids can fill in as they go and submit. VIDEOS I have already made or I am in the process of making a video for the below items. If there is something else please let me know. I tried to make them so a parent coach could review once or twice before the practice session and be able to lead the kids through it. If there is something else I need to do a video on please let me know: 1.Wire stripping 2.Wire splicing 3.Motor making 4.Cable making 5.Frame making and considerations 6.Soldering basics and making a controller 7.Motor and buoyancy placement 8.Multimeter use 9.Battery fundamentals 10.Motor waterproofing 11.Servo waterproofing