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6-6-16 • -i I f �s J , fl CULTURAL ARTS and RECREATION ADVISORY COMMITTEE CITY OF ATLANTIC BEACH Emergency Bocce Meeting Minutes Monday,June 6, 2016 Adele Grage Cultural Center Present: Grant Healy,Julia Hite, Nick Malie,Jay Wilson,Faye Wood, and Timmy Johnson (City liaison) Absent: Pamela White 1. Call to order- Chair called the meeting to order-5:10 p.m. 2. Bocce Ball Tournament Jay 1. Tournament for June 11th needs to be cancelled and rescheduled 2. Issues/reasoning for cancellation: -No member volunteered to be a backup in Jay's absence -Sports Ngin did not work out as perceived -Only 1 team registered; couple of calls but did not register -No committee activity/support to get event organized -Price was too high Lengthy Discussion regarding Tournament: -Not enough interest -Suggestion of cooler weather date, course at a park,have a day of demonstrations -Recreation Department can handle registration to reduce the cost -What gets people to want to get involved? Need a strong core for interest -Missed our opportunity at Arts in the Park for sign ups and demonstration play - need more advertising -was in Florida Times Union,Shorelines -less than 12 meetings to the next one -Take off June calendar -Work as a group to make it come together for next year -feedback-not getting anything for their money -communicate to get the word out; advertising -Need to find ways to advertise -suggest$30 entry fee; costs: advertising,t-shirts,water,sunscreen, Bocce ball sets,signs - needed sponsors to help defray the cost of event -Atlantic Beach does not need a larger company to sign up participants -need to figure out how to get people to participate get flyers out,send emails,Facebook,teamwork,help Jay out press release,website Julia offered to take responsibility to get the art for the t-shirts done possibly for next year's event,camera ready art for shirts,willing to get that done If no quorum,cannot meet to get things done,such as May to plan for June There are 10 meetings between now and our next proposed date TJ-Need to decide what to do and let staff know What has committee done? Need to get the word out Same as Arts in the Park&Artisans'Faire,committee has not participated in these events Discussion of what committee's responsibilities are regarding events: -status of new committee members and procedure requested - Proposal of Committee of 7= 4 for a quorum with 2 alternatives - Response: even numbers are not a good option according to the ordinance -have to live in Atlantic Beach to be a part of the committee -Arts in the Park was organized-people need to be told what to do -Assignments for events need to be done at meetings, either committee does event planning or give it to Recreation staff to get it done. -what are we supposed to do as a committee? Confusion of understanding: According to charter,we are supposed to review recreation and cultural events for the city;it does not say we have to participate or put it on, it does say that we can participate and it is good to -we're only supposed to review not participate according the meetings I've attended as a new member -Should integrate other events to prime for the next event,put signs out,etc., someone needs to attend the events to see and report the progress and see if we want to continue to support it TJ-It says plan and participate -Resolution says money has to be collected through the department -once you have a large number of participants,then you turn to a larger company to help with registration,we aren't there yet -as with Arts in the Park,when it started,the committee was given a list to do, it was spearheaded by Linda Ginsberg,who took the idea to the committee to have them sign up,committee followed up of what to do and doing for the event -it takes some work&volunteers to get an event going -as with Bocce Ball,Jay promoted and asked for participation,the committee did not support what they voted on,and no one participated in getting the event off the ground. The committee members need to jump in and make the events happen, have to attend meetings. Changing Ordinances-TJ Would like committee to look at the ordinances and give input Committee was asked in May to review,there was no quorum therefore was not discussed.Be sure to review and prepare to discuss at next meeting. Check presentation-TJ We are presenting a check to the Beaches Resource Center at the June 13 commission meeting,it would be nice to have some members attend for presentation since it comes from the committee budget. Budget has been submitted to the City Manager Grant-questioned the$5000 proposal for increase for the committee Committee should be involved in monies that are being given away from the budget TJ-Minutes indicate$4000 request Budget begins in October Monies are put into enrichment programs,art programs,school grass cutting,members should be involved with the discussion, arrangements can be made to have a representative attend the meetings to discuss how the monies are spent Grant-New committee members start in July- 2 replacements;would like to have a meeting prior to July for their arrival,July 8 TJ-June 28 regular meeting would be appropriate,they can be advised they are on the committee so they can attend as a guest,they will have been told prior to the June 28th meeting. TJ-Events coming up:Artisans'Faire-December Julia-plans should begin at the July or August meeting for December event TJ-Need to decide if tennis is taking place Does committee want to assist with city events? Registration for Arts in the Park- October,review application/changes, review submitted artwork for poster Grant-How involved should the committee be? TJ-If committee wants to do things outside of September-December (busy time for department),good time to add events Talk to commission about what we do in our city compared to cities our size @ budget hearing,date to be determined Committee budget was not discussed or finalized due to no quorum and budget had to be submitted Nick motioned to end meeting Jay seconded.Meeting adjourned at 6:07 p.m. Minutes have been reviewed and approved on this date, '/Z��� ### Grant Healy,Chairperson