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
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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.
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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
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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
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Agenda Item #2.A.
08 Feb 2022
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