2-17-22 CARAC Adopted Minutesrsl f�V MINUTES
Cultural Arts and Recreation Advisory
?' Committee (CARAC) Meeting
J V Thursday, February 17, 2022 - 9:00 AM
Commission Chamber
Present: An Oskarsson,
Jane Stevens,
Mateo Jurasic, Member
Mary Mullahey,
Carol Silcox, Member
Lisa Goodrich
Absent: Wally Sears, Alternate
Joseph Schwarz
Also Present: Latrenia Thomas, Recreation and Cultural Arts Director (RCAD)
1. CALL TO ORDER AND ROLL CALL
2. PUBLIC COMMENT
3. TOPIC - GRANT APPLICATION PROCESS
A. Review the Application Guidelines Package
Committee awards arts and recreation endeavors, up to $5,000 per organization — has to
be 5016, up to $10,000 per schools. Funds are grants used for Arts and Recreation
programs that serves citizens of Atlantic Beach, not just citizens of AB but in some
capacity. Committee briefly reviewed the packet for new people going through the
process this year. They reviewed the forms to discuss how to implement the form in
addition to what changes to make on the application and submission process.
This year will be the first year that online submission is required. The change is partly
due to standardize the process. People were submitting wrong materials, or they were
submitting the same application year after year. The reason to standardize the application
process is to help the committee better evaluate the applications while also supporting
the staff by providing information the committee needs to know during the
implementation of the awards and how they performed.
Moved on to page -2 of the packet to discuss the required documentation needed when
applying. Applicants should provide organization budget, program/event budget specific
to the proposed offering, timeline or milestones delivery, Board of Directors for non-
profits and a letter of recommendation. All agreed this was a good list.
Cultural Arts and Recreation Advisory Committee (CARAQ
February 17, 2022
Discussion concerning the availability to internet access, should exceptions be offered?
Historically the staff has helped applicants with the process. Latrenia stated new
software is in place for permit applications, and that she along with Veronica have been
working to get a laptop in the main area at Adele Grage. People who do not have access
to a computer with internet, unable to enter information on phone or need assistance can
come into the center for assistance. Staff should only assist applicants with logging in
to the application. Staff should not offer assistance with the actual application.
Discussion moved on how to process expenditures. Should money awarded be given
right away then submit receipts? Currently not a working on a reimbursement model, it's
not clear what happens if they do not spend the allotted amount. What should be done
with left over funds/balances. Group decided to move along noting they could come back
to this section for further discussion.
Discussion of page 5 - Progress and final reports along with receipts are supposed to be
submitted.
B. Grant Form Suggestions
• Review and discussion of the application form (pages 6 and 7) - information and
form may require some corrections to fix typos.
Should there be questions which asks if they are funded by any other sources? Is
yes or no answer a good or bad thing? If yes, are we less likely to grant funding
or if no, should we fund them? Committee may need guidelines on how to
interpret answers.
New projects or established? How are we valuing novelty vs. experienced
projects? Should established projects be asked how they've changed or
improved? Should new projects be weighed more heavily for consideration? Or
create a new sub -objective for innovation proposals that target a specific area of
population such as teens, sports or seniors?
• Should we request that repeat applicants submit a final report of their project with
the application?
• Can approved projects provide their web products to include event list, event
participation or tag us on Facebook to see how the events we're supporting are
doing?
• Codify the 0%, 50% and 100% funding scale. Explain to the applicants how they
will be funded.
• Improve communication between grantees, CARAC and the City of Atlantic
Beach. Make it a responsibility for the grantee to invite a committee member or
Cultural Arts and Recreation Advisory Committee (CARAC)
February 17, 2022
city employee to events. Ask them to send pictures and possibly conduct a
ZOOM meeting at the half way mark to review progress?
• Should a FAQ section be added?
• Should a space be provided for applicants to comment on the grant process?
Create formal statement or guidelines that says this is what type of events
CARAC supports. Some examples provided were Recreational and organizations
that offer free events or a low cost to the citizens of AB.
Committee can revisit suggestions at next meeting.
C. Recommendation on Point Scale
Standardization of the process for looking at funding for repeat projects year after year.
Suggestion was made to create different guidelines for repeat applicants and projects.
4. ADJOURNMENT
There being no further business, Chair An Oskarsson adjourned the meeting at 10:37 a.m.
Attest:
An Oskarsson, Chair Latrenia Thomas
Cultural Arts and Recreation Advisory Committee (CARAC)
February 17,2022