12-12-17 Agenda Packet
CULTURAL ARTS and RECREATION ADVISORY COMMITTEE
CITY OF ATLANTIC BEACH
Meeting Agenda
Tuesday, December 12, 2017
Adele Grage Cultural Center
6:30 p.m.
1. Call to order – Chair
2. Approval of Meeting Minutes from October 24, 2017
3. New Members Introduction – Bob Burch, Joe Schwarz and Paula O’Bannon
4. Recognition of Visitors
5. Ongoing Business
a. Jazz Festival Update – artists’ availability, sign up, deadline new chairperson
b. Artisans’ Faire
c. Contribution Presentation
i. Common Threads
d. Contribution Guidelines Improvements
6. New Business
a. Shakespeare in the Park
b. Arts in the Park
c. Upcoming Events
d. Committee Responsibilities
7. Other Agenda Items/Announcements
a. Schedule next meeting
b. Agenda items for next meeting
8. Adjournment
Upcoming Events
Angel Tree gifts due – December 15 – AGCC 4 pm
Songwriters Concert – December 17‐6‐8 p.m. – AGCC
Artist Reception for Jack Zievis – December 21, 5‐8 pm – AGCC
Toy Party – December 23, 10 am – 2 pm – Baker Center
City Offices Closed – December 25 & 26
Mid‐Week Market ‐Wednesdays, 3‐6 p.m. – Bull Park
Senior Aerobics – Wednesdays, 10:30 am – 12:30 pm – Baker Center
Qigong – Wednesdays 9:30 am
Zumba – Wednesdays, 6:30‐7:30 p.m. – Jordan Center
Meditation – Wednesdays 7 pm & Thursdays 9:30 am – AGCC
Yoga – Wednesdays 5:30 pm & Sundays 3:30 pm
CITY OF ATLANTIC BEACH
CULTURAL ARTS and RECREATION ADVISORY COMMITTEE
Meeting Minutes
Tuesday, October 24, 2017 @ 6:30 pm
Adele Grage Center
Present: Grant Healy, Marina Kaplan, Beverly Norman, Dawn Pope, Pam White, Della Giovanni (Recording Secretary), Timmy
Johnson (Liason)
Absent: Jay Wilson
1. Call to order – Chair, Grant Healy called the meeting to order – 6:37 pm
2. Minutes from October 10, 2017 – approve as written, motion made by Beverly Norman, seconded by Dawn
Pope. All in favor.
3. Recognition of Visitors – Jay Golomb
4. Board Member Update – Grant Healy
a. Interviews of applicants for additional Board Members in process, decision by November 6th
b. Committee will now consist of seven members and two alternates
c. Review of new Board Terms
1.All terms will end in December at end of the terminating year
2.Process is now Recruit, Interview, Train and Retention
3.Alternates will be able to take an absent member’s place in order to make quorum;
alternates will be asked to attend meetings regularly
d. Pam White advised that she is resigning at end of her term in July; will not continue through
December
5. Ongoing Business
a. Pickle ball – Timmy Johnson
1.Explained that a request came from a resident to knock down the Racquetball Courts
due to lack of interest and add Pickle ball Courts in place of
2.Committee visited parks and recommended that the City put in Pickle Ball Courts at
Donner Park, which has been completed
3.Dawn motioned not to remove the Racquetball courts for additional Pickle Ball courts
so the City does not incur costs in removing courts. Grant said the City can use the
money more wisely. Vote: all in favor of motion made – not to remove the
Racquetball Courts
b. Jazz Festival – Pam White
1.Web.com dates for 2018 are September 20-23; does not interfere with September 15
Jazz Festival date for 2018
2.Need to get artists’ availability/commitment
3.Grant suggested January deadline for all Jazz Festival preparations be completed
4.Three acts approximately $3900; budget $12k
5.Pam leaving end of June, need another member to step up to takeover planning event
6.Announcer needed
7.Requested list to Committee to assist staff/coordinator at next meeting
c. Artisans’ Faire – Della Giovanni
1.Need assistance helping artists transporting items and setting up from 3-5 pm-Beverly
2.Need Committee Members to pour wine – Pam volunteered 5-6 pm; Dawn 6-7 pm
3.Need Committee Members to assist with decorating December 7 @ 10 am – Beverly
& Dawn
4.Need additional set up person, Someone to pour wine from 7-9 pm & someone to
assist artists with clean up
d. Contributions – Grant Healy
1. Received two Contribution Applications after the deadline and interview process
a. Coastal Kicks postal stamped correctly; addressed incorrectly
1. Jay Golomb explained that the organization provides Soccer in AB and
wants to do more for the community; asked Committee to consider
reviewing application
2. Grant mentioned to the Committee that a motion to accept the proposal
for review will set a dangerous precedent of others asking for
exceptions. Emphasized improper addressing, application would not
have arrived on time anyway.
3. Marina motioned not to make an exception to process/review Coastal
Kicks application; said Committee needs to adhere to the rules they
agreed upon; Grant seconded the motion.
4. Grant read the guidelines to the Committee “with no exceptions”;
packet included timeline that indicated applicant would be notified by
October 6, applicant did not follow up at that point
5. Vote was taken – 4 yea, 1 nay-Pam White
b. Common Threads – Timmy
1. Met the guidelines and process according to deadline of postmarked by
September 29 though it did not arrive until October 12, after the
interview stage
2. Dawn motioned not to accept the application for review; Beverly
seconded the motion. Dawn said they should have done a follow-up
based on the timeline – notification of October 6
3. Vote – Dawn amended the motion to defer the motion decision and
allow the City Attorney’s input prior to decision; Beverly seconded the
amended motion; all in favor
4. Marina requested the Committee review Contribution guidelines on
next agenda for next year’s Contribution program
6. Upcoming Events – Timmy
1. List of upcoming events at bottom of agenda
2. Committee Responsibilities are to monitor events as a committee
3. Events already in process to be handled by City Staff
4. New Events the Committee adds will be organized and planned by the Committee
under the guidance of City Staff
5. Asked what the Committee’s responsibilities are in members’ perspective
a. Marina agreed that members assist with existing events as needed and
members should help shape new events and follow through by having a
project manager/coordinator from the Committee with City assistance – all
members were in agreement.
b. Grant said that the Committee needs to allow in budget additional hours for
staffing to complete events if needed
c. Timmy explained personnel salaries cannot come out of Committee’s budget
d. Grant strongly suggested that all events go through a coordinator and funds be
created for an Event Assistant in the department
e. Timmy asked for clarification from the Committee: old events – City Staff
with assistance from Committee
1. Beverly reiterated that the Committee needs to work as a team with
City Staff by getting a to do list, sign up to help, and follow up
2. Grant made motion for Staff to handle existing events and Committee
organize under City guidance for new events, Dawn seconded the
motion.
6. Next Meeting‐December 12, 2017 @ 6:30 pm in Meeting room
a. Jazz Festival timeline and sign‐up sheet
b. Artisans’ Faire review
c. Contribution review
d. Common Threads
7. Adjournment – with no further business, Marina motioned for adjournment, Dawn seconded the motion
to adjourn the meeting. The meeting was unanimously adjourned at 8:00 p.m.
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Grant Healy, Chairperson