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02-08-22 Cultural Arts and Recreation Advisory Committee (CARAC) - Agenda - PdfCity of Atlantic Beach Agenda Cultural Arts and Recreation Advisory Committee (CARAC) Meeting Tuesday, February 8, 2022 - 6:00 p.m. Commission Chamber City Hall, 800 Seminole Road Page(s) 1. CALL TO ORDER AND ROLL CALL 2. APPROVAL OF MINUTES 2.A. Approve minutes of the (date) Cultural Arts and Recreation Advisory Committee meeting. CARAC Minutes 1-11-22 3-5 3. RECOGNITION OF VISITORS 4. PUBLIC COMMENT 5. ONGOING BUSINESS 5.A. Project Updates in Scrumwise - An 5.B. Follow-up on the CAP Program on Jan. 21st at Baker Center - Jane 5.C. Contribution grant workshop: Submit top 3 suggestions by 2/14 - An 5.D. CARAC Newsletter request - Trenia 5.E. Status update on CivicRec Software - Trenia 5.F. Review and Revise the CARAC Committee Resolution (Duties, Responsibilities, Rename, Inputs to city drafts & Oversight) - Jane & An 6. NEW BUSINESS 6.A. Canine Carnival - An 6.B. Proposed volunteer program - Jane 6.C. Report on the priorities setting workshop meeting - An 6.D. Review of distributed list of city programs and events for completeness - An 6.E. Contribution Grant recipients' ability to tag / post /share on our FB page - Trenia 6.F. Planning for Arts in the Park - Trenia Page 1 of 5 Cultural Arts and Recreation Advisory Committee (CARAC) - 08 Feb 2022 7. OTHER AGENDA ITEMS/ANNOUNCEMENTS 8. ADJOURNMENT Any person wishing to speak to the Cultural Arts and Recreation Advisory Committee on any matter at this meeting should submit a Comment Card located at the entrance to Commission Chamber prior to the start of the meeting. This meeting will be live -streamed and videotaped. To access live or recorded videos, click on the Meeting Videos tab on the city's home page at www.coab.us. In accordance with the American with Disabilities Act and Section 286.26 of the Florida Statutes, persons with disabilities needing special accommodations to participate in this meeting should contact City Clerk Donna Bartle at 247-5809 or at City Hall, 800 Seminole Road, Atlantic Beach, Florida not less than three (3) days prior to the date of this meeting. Page 2 of 5 Agenda Item #2.A. 08 Feb 2022 These are the meeting notes I took. Please let me know if you still need me to take them moving forward. Please add the following items to the agenda for the next time: 1) In the second or third slot - welcome visitors 2) As a line of 'ongoing business" an agenda item for committee members to talk about events they have attended or grant recipients they have checked in with. 1 Meeting called to order at 6:05 by An Oskarsson In attendance: Wally Sears/Jane Stevens/An Oskarsson/Mary Mullahey/Mateo Jurasic/Latrenia/Shane/Ellen It was mentioned that we need to add acknowledgement of visitors to agenda. Mayor took this opportunity to speak to welcome Latrenia. She has been with the city for seven years. She asked Latrenia to introduce herself and Latrenia said she is glad to have the position and wants to take the department to a whole nother level. 2. Minutes from previous meeting not presented for approval. 3. No public comments 4.A. Update on Shakespeare in the Park - On track for Friday and Saturday. There was some variance on times in different posts, but that has been corrected. An suggested that we put out one more notice with final times. Latrenia said that she thought that would be confusing to people with too many communications going out. Jane offered to attend and help in any capacity. An did as well. An suggested tallying attendance as a way to measure effectiveness of any program and that we should do this at all events moving forward. Jane will tally Friday night, An will do Saturday. 4B An moved this to the later part of the meeting. 4C Long discussion on committee meeting frequency and type. Some considerations are that if the meeting is on a scheduled date, such as second Tuesday that it is more likely that some city residents who want to attend will be able to. Quarterly meetings were deemed too infrequent. The mayor spoke and said that the city strongly encourages a regular monthly meeting schedule. Jane said that until now the committee had been planning one month ahead. Mateo said that his schedule is written months out, so he cannot commit if it is changed last minute. An said she will not be able to attend in June or August. The mayor said that cancelling was OK Page 3of5 Agenda Item #2.A. 08 Feb 2022 occasionally. Result is that regular monthly meetings will be held second Tuesday at 6 pm. Additional workshops will be scheduled as needed for items such as rework of the grant application. Next meeting is scheduled for Feb 8th at 6 pm. Grant rework meeting for 8:45 on the 17th. Jane mentioned that with the limit to go to 9:30 on morning meetings that members should have suggestions for grant changes ready to go. 4D. Budget was provided for members to review by Kevin. It was not clear if there are `CARAC' line items to the budget. Mayor said that there used to be some events that were considered CARAC events in a separate budget and stated that CARAC could make recommendations but that there were events that the city controlled. Jane asked if CARAC should be limited to the grant process. The mayor said that they should make program recommendations. An asked if unspent funds stayed in the department budget. Shane replied that they return to the general fund. An asked if all committee members could be provided a list of the annual events. Jane agreed to provide an overview of possible additional programs. 4E. Committee discussed communication. As has been discussed before this is a critical part of the programs since people do not NEED them as they need water and sewer. Jane mentioned that there is a melding of events and locations ( such as different parks) on the web site and that it is four layers (4 clicks) to get to a listing of upcoming events using the menu bars on the web site unless you know to look under calendars and scroll down. An believes the most effective method of communication is a once per month summary email. 4F. There is progress on updating the way people access facilities. Trenia said that she would like to have this process automated so Veronica could do other things. 5A. Covered earlier 5B. Jane stated that on January 21st the 3rd CAP session will be held and that committee members who have not seen the Baker Center are invited at 4 pm. 5C. As previously requested the committee was provided with a compilation of current resolutions governing CARAC and the Teen Council. Before the next meeting the committee should consider asking the city to consolidate the resolutions. Jane suggested renaming CARAC since the function of the committee is less clear from CARAC than it would be from ARTs and RECREATION committee. 5D. Jane suggested that the committee get in the habit of a quick lessons learned from any event that a member has attended. Brief discussion on Artisan Faire. Mayor said it was mostly done by one volunteer. Jane suggested it was redundant with other arts evens. Mateo suggested that something be added to the event to make it meet one of our other goals such as a santa etc.Jane suggested adding a kids art show to the event to make it more of a family event/ An suggested that we implement some sort of training process for new CARAC member Page 4 of 5 Agenda Item #2.A. 08 Feb 2022 Page 5 of 5