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01-11-22 CARAC - Adopted MinutesMINUTES Cultural Arts and Recreation Advisory Committee (CARAC) Meeting Tuesday, January 11, 2022 - 6:00 PM Commission Chamber Present: An Oskarsson, CARAC Chair Jane Stevens, Member Mateo Jurasic, Member Mary Mullahey, Member Wally Sears, Alternate Member Latrenia Thomas, Interim Dir. of Cultural Arts and Recreation Absent: Also Present: 1. CALL TO ORDER AND ROLL CALL Wally Sears, Jane Stevens, An Osakarsson, Mary Mullahey, Mateo Jurasic, Latrenia Thomas, Shane Corbin, Ellen Glasser 2. APPROVAL OF MINUTES Minutes from previous meeting currently unavailable for approval. 3. PUBLIC COMMENTS A. B. C. Latrenia expressed how she is looking forward to working together with the City in her new position. Mayor Glasser took the time to speak to welcome Latrenia the Cultural Arts & Recreation Interim Director. An Osakarsson shared that the advisory committee role is to support staff, while giving recommendations and guidance when needed. 4. ONGOING BUSINESS A. Shakespeare in the Park Update - Trenia / Veronica 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 Cultural Arts and Recreation Advisory Committee (CARAC) January 11, 2022 and that we should do this at all events moving forward. Jane will tally Friday night, An will do Saturday. B. Project Updates in Scrumwise - An An asked to table project updates in Scrumwise. C. Schedule Contributions Guidelines revision meeting — An Long discussion on committee 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 canceling is OK occasionally. Result is that regular monthly meetings will be held second Tuesday at 6 pm. Additional workshop 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 am on the 17th. Jane mentioned that with the limit to go to 9:30 am on morning meetings that members should have suggestions for grant changes ready to go. D. Budget 2022 -2023 Update — Jane Budget was provided for members to review by Kevin. It was not clear if there are CARAC line items to the budget. The Mayor also explained 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 the city host. Jane asked if CARAC should be limited to the grant process. The Mayor said that they should make program recommendations. An asked if unspent if all committee members could be provided a list of the annual events. Jane agreed to provide an overview of possible additional programs. E. Increasing awareness of events and programs update - An Committee discussed communication. In previous discussion prior 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 website and that it is four layers (4 clicks) to get to a listing of upcoming events using the menu bars on the website unless you know to look under calendars and scroll down. An believes the most effective method of communication is once per month summary email. F. Status update on CivcRec Software - Trenia / Veronica There is progress on updating the way people access facilities. Trenia shared that she would like to have this process automated so Veronica could do other things. 5. NEW BUSINESS Cultural Arts and Recreation Advisory Committee (CARAC) January 11, 2022 A. Standard meeting days and times - Trenia Discussion covered under S.C. B. Program on the 21st. CAP at Baker. Invite members. — Jane Jane stated that on January 21 st the 3rd CAP session will be held and the committee members who have not seen the Baker Center are invited o attend at 4pm. C. CARAC Committee and Teen Council Resolutions (Duties, Responsibilities & Oversight) As previously requested the committee was provided with a compilations 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. 6. OTHER AGENDA ITEMS/ANNOUNCEMENTS A. 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 events. Mateo suggested for something to be added to the event to make it meet one of our other goals such as Santa etc. Jane suggested adding a kid's art show to the event to make it more of a family event. An suggested that we implement some sort of training process for a new CARAC member. 7. ADJOURNMENT There being no further business, Chair adjourned the meeting at Attest: p.m. Oskarsson Cultural Arts and Recreation Advisory Committee (CARAQ January 11, 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 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 21 st 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