3-24-22 CARAC Adopted MinutesPresent:
11311MIM
Cultural Arts and Recreation Advisory
Committee (CARAC) Meeting
Thursday, March 24, 2022 - 2:00 PM
Commission Chamber
An Oskarsson,
Jane Stevens,
Lisa Goodrich,
Carol Silcox, Member
Joseph Schwarz
Absent: Mateo Jurasic, Member
Mary Mullahey,
Wally Sears, Alternate
Also Present: Latrenia Thomas, Recreation and Cultural Arts Director (RCAD)
CALL TO ORDER AND ROLL CALL
2. RECOGNITION OF VISITORS / PUBLIC COMMENT
3. TOPIC - GRANT APPLICATION PROCESS
A. Review the Application Guidelines Package
The purpose of this workshop is to review, revise and make recommendations regarding
contribution awards for CARAC.
The meeting began with discussion and review of suggestions made by some of the
committee members during the last meeting:
It is not necessary for organizations to be non-profit, as long as the requests for
contributions support programs or events serving citizens of Atlantic Beach.
Suggestion was made to change the new requirement of (3) letters of recommendation
to (1) letter of recommendation and (3) references as a minimum. There was some
discussion if this requirement may be too much for organizations asking from small
awards. Innovation awards may use different criteria since they would be new projects
and may not be able to provide references.
Taking into the changing costs and inflation, a question was raised to determine if the
maximum of $3,000 should be increased to $5,000? Committee seemed to be in
agreement that wording should state grants are awarded up to $5,000 replacing up to
$3,000 verbiage.
Cultural Arts and Recreation Advisory Committee (CARAC)
March 24, 2022
4.
Attest:
Committee may need to be aware of what organizations the City of AB are already
funding. A suggested to move this topic to an item of action.
Action Item: Committee should request a review of the City's finances with a strict eye
towards making sure we're not duplicating efforts on CARAC topics or overlapping with
our mission.
The total number of applications are needed to determine the funding we ask from the
Commission. Justification is needed before asking for an increase in funding.
Additionally, with the allowance of for-profit organizations should we ask for an
increase from $49,000 to $75,000?
Organizations cannot use money for different project, the money awarded has to be used
for the grant they applied for. A suggested timeline of October 10th for grant funds to
be disbursed was shared. Grantee or representative from the organizations must pick up
the check on date/time established. They would also have to sign an agreement to refund
any unused funds to the City. Requiring them to pick up checks would also provide a
face-to-face interaction to over what is expected of them. This would be a good time to
provide them with a high-resolution logo to use on their social media and printed
materials. We in turn could use their logos to highlight the partnership in newsletters.
After further discussion of the October 10th deadline, it was decided to provide a 30 -day
grace period.
Require a final report for all repeat applicants. After 3 -years they can apply to become
a city event. Once a presentation is completed the committee will go to the Commission
on their behalf.
In closing, Latrenia asked if another workshop meeting is needed? Another meeting is
not necessary, but asked her to implement Mary Mullahey's edits, as well as, other minor
edits to typos and organization of the document. She will incorporate all the combined
suggestions to email committee members for a final review and comments.
B. Grant Form Suggestions
Refer to minutes text in item A.
C. Recommendation on Point Scale
Refer to minutes text in item A.
ADJOURNMENT
There being no further business, Chair An Oskarsson adjourned the meeting at 3:30 p.m.
An Oskarsson, Chair
Latrenia Thomas
Cultural Arts and Recreation Advisory Committee (CARAC)
March 24, 2022
Cultural Arts and Recreation Advisory Committee (CARAC)
March 24, 2022