04-25-17 CARAC Meeting Minutes v , �.
et 4` �` CITY OF ATLANTIC BEACH
561. 4 r) CULTURAL ARTS and RECREATION ADVISORY COMMITTEE
1)14 Meeting Minutes
Tuesday,April 25,2017
Adele Grage Theater
Present: Grant Healy,Marina Kaplan,Beverly Norman,Dawn Pope,Jay Wilson,Faye Wood,Della Giovanni(Recording Secretary)
Absent: Pam White, Timmy Johnson(Liason)
1. Call to order-Chair,Grant Healy called the meeting to order-6:01 pm
2. Minutes from March 28,2017 approved as written(Beverly Norman's last name corrected)Faye motioned,Dawn
seconded the motion,all in favor.
3. Grant Healy
a. Advised the Committee that further suggestions for contributions to the City Manager need to be directed
through the Recreation Department.
b. Made suggestion to the Committee if communication is needed,go through Timmy or Della to do so.
c. Advised the Committee that Nick Malie resigned from the Committee,leaving two spots available to fill.
d. Advised of his absence for May meeting.
4. Recognition of Visitors
a. Sally Clemons,forty five year resident on Review Committee to see what committees want when recruiting
new members,Grant asked for clarification of her research:giving criteria to new members,suggested not
allowing people to be on more than two Boards;Tiffany Layton Oliser,Jax Surf and Paddle(Bocce
Tournament Sponsor),to discuss and assist with Bocce Ball prep.,Brittany Norris,candidate of Seat 5 and
DIG Local participant of Wednesday and Friday Markets
5. Ongoing Business:
a. ARTS IN THE PARK
1.Due to Pam's absence,Grant asked Committee for their insight/thoughts of the 2017 event
2.Faye-Big success;huge thank you to Timmy and Della for hard to work to make it successful;thinks
the City should give the department recognition for the hard work;loved the Jazz musicians;suggest
more volunteers later in the day since so many cover the early morning-great event. In speaking w/
neighbors,would like to see 80 artists
3.Dawn-Food was amazing;some residents said they did not know about the event,saw it riding by;
poster and publicity was great;loved the new artists;suggested information put in with the utility bill,
food trucks were pricey/suggest food trucks to include kids meals/prices;in communicating with the
artists,they praised how wonderful the event was and praised the work of Timmy and Della
4.Jay-Bocce flyers went fast;complaint from artists to have more volunteers for bathroom breaks,felt
students gathered together instead of spreading out
5.Grant-reviewed booth winners: 151 Place-Hadi Joyce-visual;2°d place Pat Murphy-glass art;
Marcia Myrick Siany-jeweler;approximately 2,000-3,000 staggered attendance;suggest Committee
to cover entire time slots as rotating shifts from 10 am-5 pm for next year;suggest kid area with face
painter and caricaturist more centered on side with booths;suggest survey to community and vendors
6.Beverly-suggest volunteers have a team leader to assign sections,be more organized
b. BOCCE BALL-Jay
1.Grant questioned what needs to be done
a.) Jay asked Tiffany with Jax Surf and Paddle(main sponsor)to guide the Committee on topic
a. Need people to man the event from beginning to end
b. Marketing needs to be done-Della reported it is on web page and Facebook;will be
sent to media
c. Need someone for registration table(2 people to register&give t-shirts/packets)
1. Registration to begin at 8:30 am/games begin at 9 am
d. City staff needs to set lanes as discussed with Timmy Johnson(2 people at 7 am)-
suggested sizes 13x90 with 2'-3'between lanes/standard court size-suggestion of
free flowing courts used with borders between courts
e. Someone needs to be responsible with scoring/tabulator(suggest same 2 people who
does registration)
f. Need a Beach Marshall to handle disputes(Tiffany suggested this be Jay,the
Committee's representative of the event)
g. Jax Surf and Paddle will be there to assist as needed
h. Suggest 1 volunteer per court to watch boundaries during game play or measure
• i. Quarter finals,no BYES
j. Final Tournament-winner determined by score
k. Event should take about 2-3 hours/ 15 minute games or 151 team to score 12(20
minute finals game)
I. Suggest I Food Truck(street side)-$100 fee to help fund event
m. Location suggested- 19th Street
n. Event date-June 3`d Della to Email task sheet to Committee for sign-up
o. Jax Surf&Paddle to design t-shirt and get to Grant
p. Grant's company to print shirts at latest 2 weeks prior(by May 19th)
q. Need 1 person at water tent/First Aid
r. As registrations come in teams are formed pot luck of 2 v 2 or 4 v 4
s. Suggest Kid Zone section/teach kids how to play Bocce Ball for playing parents
t. 2 prizes- 1 for 2 v 2 team and 1 for 4 v 4 team
u. Suggested prizes:Beaches Town Center gift baskets,Bocce Ball Trophy(committee
turned idea down),Gift Certificate from budget difference
v. Event takes place rain or shine
w. Registration packets to include:tanning lotion from JSP vendor
b.) Grant asked how to get the word out-
a. Suggest let Sons of Italy know,flyers to schools
b. Jay mentioned he would check into other Bocce Ball Clubs and approach them
c. All levels welcome;Kid Zone ages 6-12 to include Surf board paddle lessons,
sandcastle building,etc.
6. Songwriters/Acoustic Night-Grant indicated there has been good community attendance,continue to support
7. Ongoing Business
a.) Proposed Budget-Grant
a. Events that are CARAC sponsored that works with the Recreation Department vs.other
organizations approaching the Committee,should be a"Budget Line Item"
b. Need to decide if this is going to be a Recreation Committee or a Grant Funding Committee
c. CARAC events should be funded first
d. Decision to make Jazz Festival a CARAC event/Line Item
e. Remainder of funds,after CARAC events,should become Discretionary funds
f. Jazz Festival-Grant reviewed explanation of new Festival;suggested to get bid proposals for
budgeting of getting someone to organize the event
1. Determined to be CARAC Line Item;Jay motioned to move to Line Item,Dawn seconded
the Motion
b.) Grant Funding-Grant
a. Over a 2-3 month period,collect applications and review(perhaps May/June)
b. Existing i.e:Turkey Trot,Giving Closet&Neptune Elementary Musik will already be approved
since Committee has agreed to fund
c. After reviewing applications,follow up with organizations of interest to present and
Committee to ask questions
d. Follow up with approved organizations on how money was spent-hold them accountable
e. Dawn motioned to move Bocce Ball Budget to$1200 for 2017-18 Budget,Jay seconded the
Motion;all in favor
f Non-Committee events will be in discretionary funding(contributions)
g. Atlantic Beach Elementary School needs to give proposal
h. Mayport Middle School needs to give proposal
8. New Business-Grant Healy
a. Reviewed upcoming events on agenda
9. Next Meeting-May 23,2017 @ 6 pm in Theater
10. Ad•ournment-with no further business,Jay motioned for adjournment,Dawn seconded the motion to adjourn the
• ting. e m•• g was animousadjourned at 7:43 p.m.
### Vviff
Pa ite,Vice-Chairperson