6-06-16 •
-i I f �s
J ,
fl
CULTURAL ARTS and RECREATION ADVISORY COMMITTEE
CITY OF ATLANTIC BEACH
Emergency Bocce Meeting Minutes
Monday,June 6, 2016
Adele Grage Cultural Center
Present: Grant Healy,Julia Hite, Nick Malie,Jay Wilson,Faye Wood, and Timmy Johnson (City liaison)
Absent: Pamela White
1. Call to order- Chair called the meeting to order-5:10 p.m.
2. Bocce Ball Tournament
Jay
1. Tournament for June 11th needs to be cancelled and rescheduled
2. Issues/reasoning for cancellation:
-No member volunteered to be a backup in Jay's absence
-Sports Ngin did not work out as perceived
-Only 1 team registered; couple of calls but did not register
-No committee activity/support to get event organized
-Price was too high
Lengthy Discussion regarding Tournament:
-Not enough interest
-Suggestion of cooler weather date, course at a park,have a day of
demonstrations
-Recreation Department can handle registration to reduce the cost
-What gets people to want to get involved? Need a strong core for
interest
-Missed our opportunity at Arts in the Park for sign ups and
demonstration play
- need more advertising
-was in Florida Times Union,Shorelines
-less than 12 meetings to the next one
-Take off June calendar
-Work as a group to make it come together for next year
-feedback-not getting anything for their money
-communicate to get the word out; advertising
-Need to find ways to advertise
-suggest$30 entry fee; costs: advertising,t-shirts,water,sunscreen,
Bocce ball sets,signs
- needed sponsors to help defray the cost of event
-Atlantic Beach does not need a larger company to sign up participants
-need to figure out how to get people to participate
get flyers out,send emails,Facebook,teamwork,help Jay out
press release,website
Julia offered to take responsibility to get the art for the t-shirts done
possibly for next year's event,camera ready art for shirts,willing to
get that done
If no quorum,cannot meet to get things done,such as May to plan for June
There are 10 meetings between now and our next proposed date
TJ-Need to decide what to do and let staff know
What has committee done?
Need to get the word out
Same as Arts in the Park&Artisans'Faire,committee has not
participated in these events
Discussion of what committee's responsibilities are regarding events:
-status of new committee members and procedure requested
- Proposal of Committee of 7= 4 for a quorum with 2 alternatives
- Response: even numbers are not a good option according to the ordinance
-have to live in Atlantic Beach to be a part of the committee
-Arts in the Park was organized-people need to be told what to do
-Assignments for events need to be done at meetings, either committee does
event planning or give it to Recreation staff to get it done.
-what are we supposed to do as a committee?
Confusion of understanding:
According to charter,we are supposed to review recreation and
cultural events for the city;it does not say we have to participate or put it on, it
does say that we can participate and it is good to
-we're only supposed to review not participate according the meetings I've
attended as a new member
-Should integrate other events to prime for the next event,put signs out,etc.,
someone needs to attend the events to see and report the progress and see if we
want to continue to support it
TJ-It says plan and participate
-Resolution says money has to be collected through the department
-once you have a large number of participants,then you turn to a larger
company to help with registration,we aren't there yet
-as with Arts in the Park,when it started,the committee was given a list to do,
it was spearheaded by Linda Ginsberg,who took the idea to the committee to have
them sign up,committee followed up of what to do and doing for the event
-it takes some work&volunteers to get an event going
-as with Bocce Ball,Jay promoted and asked for participation,the committee
did not support what they voted on,and no one participated in getting the event off
the ground. The committee members need to jump in and make the events happen,
have to attend meetings.
Changing Ordinances-TJ
Would like committee to look at the ordinances and give input
Committee was asked in May to review,there was no quorum therefore was not
discussed.Be sure to review and prepare to discuss at next meeting.
Check presentation-TJ
We are presenting a check to the Beaches Resource Center at the June 13
commission meeting,it would be nice to have some members attend for
presentation since it comes from the committee budget.
Budget has been submitted to the City Manager
Grant-questioned the$5000 proposal for increase for the committee
Committee should be involved in monies that are being given away
from the budget
TJ-Minutes indicate$4000 request
Budget begins in October
Monies are put into enrichment programs,art programs,school grass
cutting,members should be involved with the discussion,
arrangements can be made to have a representative attend the
meetings to discuss how the monies are spent
Grant-New committee members start in July- 2 replacements;would like to
have a meeting prior to July for their arrival,July 8
TJ-June 28 regular meeting would be appropriate,they can be advised they are on
the committee so they can attend as a guest,they will have been told prior to the June 28th
meeting.
TJ-Events coming up:Artisans'Faire-December
Julia-plans should begin at the July or August meeting for December event
TJ-Need to decide if tennis is taking place
Does committee want to assist with city events?
Registration for Arts in the Park- October,review application/changes,
review submitted artwork for poster
Grant-How involved should the committee be?
TJ-If committee wants to do things outside of September-December (busy time
for department),good time to add events
Talk to commission about what we do in our city compared to cities our
size @ budget hearing,date to be determined
Committee budget was not discussed or finalized due to no quorum and
budget had to be submitted
Nick motioned to end meeting Jay seconded.Meeting adjourned at 6:07 p.m.
Minutes have been reviewed and approved on this date, '/Z���
###
Grant Healy,Chairperson