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05-10-22 CARAC Adopted MinutesMINUTES Cultural Arts and Recreation Advisory �r Committee (CARAC) Meeting Tuesday, May 10, 2022 - 6:00 PM .='I Jii jr Commission Chamber Present: An Oskarsson, CARAC Chair Jane Stevens, Member Lisa Goodrich, Member Mateo Jurasic, Member Carol Silcox, Member Mary Mullahey, Member Wally Sears, Alternate Member Absent: Joseph Schwarz, Member Also Present: Latrenia Thomas, Director of Cultural Arts and Recreation Veronica Richard, Recreation Associate 1. CALL TO ORDER AND ROLL CALL An called the meeting to order at 6:02 p.m. 2. APPROVAL OF MINUTES A. Approve minutes of the Tuesday, April 12, 2022 Cultural Arts and Recreation Advisory Committee meeting. 3. RECOGNITION OF VISITORS / PUBLIC COMMENTS A. Disiree Lyles shared how she is interested in hosting a community yard sale and market at Jordan Park. An O. shared from the previous discussion in the last Committee meeting to discuss with Recreation staff on how to get a proper permit for her event. Desiree asked for contacts of organizers who currently host markets in Atlantic Beach. 4. ONGOING BUSINESS A. Teen Council Overview - Mayor Glasser Mayor Glasser shared the history of the Youth Council and how the CARAC Committee supports them. She also mentioned that a budget has been established through staff in the Recreation Department. Mayor Glasser suggested for the Committee to put the Youth Council Resolution to the side for now, focus on the rest of the resolution and to revisit it in the Fall. She would love to see a budget of another $1,000.00 for the Youth Council for the next Fiscal Year and to consolidate the six previous resolutions. The question "How do children join the Youth Council?" was asked. The Mayor explained "there is a meeting in the beginning of the year where they elect their officers and anyone who is in Middle / High School can sign up at anytime". Dawn Pope who is the formal advisor for Cultural Arts and Recreation Advisory Committee (CARAC) May 10, 2022 Page 1 of 5 the Youth Council has an assistant that helps as well. An O. shared that based on the committees discussion from the last meeting they have no desire to micro manage, manage, or revise the Resolution for the Youth Council and they are ok with working on the resolution in the Fall. An O. prefers to have the Youth Council to report to CARAC to prevent the lack of awareness, its an opportunity to recognize them for their efforts and also to suggest ways to increase the awareness to the public in regards to programming. Mayor Glasser shared that she will work on a check list that's straight forward. Lastly the Mayor strongly believes in having the Youth Council for the fact that they receive recognition from the City and its include in their resume's. B. CARAC May Newsletter Latrenia asked if the Committee had any suggestions or feedback in regards to the newsletter. An O. mentioned that it looks great we just have to make sure people are reading it. Latrenia shared the stats that was provided to her by Kevin H. in regards to the number of recipients receiving the news letter. She also stated she will give an update by the next CARAC meeting. An O. gave a recommendation for Latrenia to bring flyers for events to handout to the Committee members to give to the public. C. Canine Carnival Update Commissioner Candice Kelly shared that we had a meeting with Public Works and the Parks department and they will be ready to set up for the upcoming event. The Commissioner also explained what was planned for the Canine Carinvale and what is also needed for the event. She mentioned the categories and the different types of contest we're planning to host at the event. An O. mentioned about sending out a email the week before for contest sign ups. D. Civic Rec Presentation - Veronica Richards Veronica showed a demo of the new Civic Rec software. The Department is currently waiting for the finance to approve the new vendor. She showed the details of the online rental process, how to book a center and how parents can register their child for Summer Camp. Lisa G. mentioned that Veronica is doing great on the work that she has put in to make our new system look great. E. Review Compilation of CARAC Resolution An asked if there was any feedback from the final copy of the compilation and if the Committee suggest any changes they would like to make before they take it to the Commission. Mayor Glasser shared that the committee could vote on the recommendation to present to the Commission. MOTION. An request to make a motion to adopt the final draft of the CARAC Resolution for submission to the Commission for review. Motion: Mateo Jurasic Second. Carol Silcox Cultural Arts and Recreation Advisory Committee (CARAQ May 10, 2022 Page 2 of 5 Mateo Jurasic (Moved By) For Carol Silcox (Seconded By) For An Oskarsson For Jane Stevens For Lisa Goodrich For Mary Mullahey For Wally Sears For Motion passed 7 to 0. F. Final Draft for the Contribution Grant Application An made a minor suggestion for the final templet for the recommended Contribution Grant Application that currently has bullets to be changed to letters instead. She requested clarification in regards to a grant recipient that would not receive grant funding if they already receive funds from the City. The committee clarified their reasoning for the request. An asked about putting in writing that we will give special consideration to programs targeting youth. Mary M. shared her view that it would hold the committee more accountable by giving special consideration. Other members shared their views to An's question as well. MOTION. A motion was made to accept the revised Grant Contribution Application for Schools and Organizations. Motion: Mateo Jurasic Second. Jane Stevens An Oskarsson For Jane Stevens (Seconded By) For Lisa Goodrich For Mateo Jurasic (Moved By) For Carol Silcox For Mary Mullahey For Wally Sears For Motion passed 7 to 0. G. Open Suggestions and Review list of City Events Jane mentioned about how it would be nice if the City helped to sponsor the Jacksonville Symphony. Latrema shared the layout of the list of city events with the breakdown of all the events by quarter. Jane shared she thinks the list can develop into a hand out. Committee members shared their views on the grid and how it would be useful. An O. suggested to have a workshop to create a proper layout for the List of Events. The Committee response Cultural Arts and Recreation Advisory Committee (CARAC) May 10, 2022 Page 3 of 5 was to try working on creating a list during meetings and if it develops a need to have a workshop they will consider it. 5. NEW BUSINESS A. Volunteer Recruiting and Management - Jane Stevens Jane mentioned the Mail Carrier Food Drive and how important it is to get the word out. Latrenia discussed that we are currently discussing with the Atlantic Beach Police Department about a volunteer program. B. Review of Schedule of Service Draft Discussed in 5.A. C. Grant Contribution Budget Request The Committee discussed their request to increase the CARAC Grant Contribution Funds from $50,000.00 to $75,000.00 Mayor Glasser encouraged the Committee to read over the Commission 2022 Priorities. The Mayor suggest if the Committee's has a recommendation she welcomes it. MOTION: An request to make a motion to request that the Commission increase the CARAC Contributions Grants to $75,00.00 for the next budget cycle. Motion: Mateo Jurasic Second. Lisa Goodrich An Oskarsson For Jane Stevens For Lisa Goodrich (Seconded By) For Mateo Jurasic (Moved By) For Carol Silcox For Mary Mullahey For Wally Sears For Motion passed 7 to 0. 6. OTHER AGENDA ITEMS/ANNOUNCEMENTS Mary M. gave a brief report on the outcome for WellFest and was very pleased with event. Latrenia shared that she was planning to submit a request to partner with Tracy who is over WellFest to make it a City Sponsored event. 7. ADJOURNMENT There being no further business, Chair An Oskarsson adjourned the meeting at 7:30 p.m. Attest: Cultural Arts and Recreation Advisory Committee (CARAC) May 10, 2022 Page 4 of 5 skarsson, Chair 12- o z-. Latrenia Tho as Cultural Arts and Recreation Advisory Committee (CARAC) May 10, 2022 Page 5 of 5