3-10-16 , ✓IY
S
'`-ton gr
CULTURAL ARTS and RECREATION ADVISORY COMMITTEE
CITY OF ATLANTIC BEACH
Special Called Meeting Minutes
Thursday, March 10, 2016
Adele Grage Cultural Center
Present: Grant Healy, Pamela White,Jay Wilson,Julia Hite, and Faye Wood, Timmy Johnson (City liaison),
Guest:Chris Jorgenson
Absent: Lou Catania, Nick Malie
1. Call to order- Chair called the meeting to order- 5:05 pm
2. Recognition of Visitors-Chris Jorgensen
3. Status of Arts in the Park 2016
a. Pam White reported
i. 70 vendors/4 on waitlist
ii. Took posters to distribute-good feedback from businesses
a. need to take posters and get them out
b. Timmy will email committee members with current list of
where posters have been distributed to avoid duplication
c. Grant remarked the poster has good color
iii. Food trucks an addition-Jay will report
iv. Marketing- Della and Timmy have sent out
a. Need to get ads in Folio&Arbus (may be too late)
b. MPR-get information for airwaves marketing
c. Discussion needed for budget for ads
v. Advertising- reported by Timmy
a. Current budget$3000 for advertising/marketing
b. Reviewed where ads have been placed
c. Homeowners'Associations-getting close to deadlines
d. Past expenses same - $3000
e. Nick-will cover Fleet Landing
vi. Music- Matt's deadline is end of March
vii. Volunteers-Sheri Beno organizing volunteers for 10 am- pm (about 2 per
hour)
a. Faye scheduling set up&clean up volunteers -have 4
scheduled for morning shift, none for the afternoon
b. Need 8 per shift(Timmy's recommendation)
c. Will contact schools for student volunteers
d. Timmy advised that Sheri is getting Fletcher HS student
volunteers
viii. Food Trucks-Jay reported 1 commitment, others haven't committed yet
a. Grant remarked that this was the biggest addition to the event
4. Grant explained current responsibility of committee members
a. Would like to change the perceived charter to be discussed at March 22 meeting
b. Asked Timmy to talk on Sunshine Law
5. Timmy Johnson
a. explained that he has requested from the City Manager to have the City Attorney meet
with the board to review and interpret the Sunshine Laws
b. City Manager has discussed with Mayor who will schedule attorney
c. Discussion will be deferred until that meeting
6. Grant
a. Reviewed perception of committee/asked committee to think about and be ready to
discuss at next meeting the following:
i. What function does the committee provide?
ii. Not about putting on events as charter states
iii. Charter is to see what the city is doing in culture and recreation and its spending
on such,then committee reports back to the city commission
iv. City should not be spending money on recreation unless it is evaluated by this
committee
v. We are not event planners; we volunteer, contribute and make recommendations
vi. Pam mentioned she joined the committee because she thought the process was to
help put on events
vii. Grant emphasized that the department puts on the recommended events
recommended by the committee
viii. Chris Jorgensen spoke up and said he was pleased to hear this conversation and
wanted to understand clearly, restated that this committee establishes what will be
developed; monies will be provided and have been allocated
ix. Faye asked for an example of current situations
a. Timmy explained as an example of the March 17`h meeting talking
about improvements to Tideviews Park. This committee should
have received ideas from the community, present the ideas to the
commission, which committee is not doing
b. Chris Jorgensen questioned if the city accepts the recommendation,
what is the process thereafter?
c. Grant continued that it goes to the director with the event,then
professional executes the event and the committee can volunteer
and participate
d. In this manner, there are no voting situations and would allow the
committee to converse outside of meetings and allows the
commission to decide on proposed events
e. Jay's comment"That's why I got involved;thought the committee
would be recommending events."
f. Grant reiterated that it will go into further discussion on March 22.
7. Timmy Johnson compared how other Florida cities with a Recreation Committee operate,the
committees do not put on events, and they do as Grant proposed.
8. Jay informed that there will be a Bocce Ball sign up at his booth at Arts in the Park
9. `lea asked to have the department develop a tool to be objective when attending an event that
will help guide the committee to report on events; ie. number of participants, cost spent on
event,feedback from attendees, suggestions,etc.
Motion to adjourn by Jay. Pam seconded the motion. Motion carried.
Aar
ant Healy, Chairp•rson Ale