04-27-04 v •
AGENDA
CULTURAL ARTS AND RECREATION ADVISORY COMMITTEE
CITY OF ATLANTIC BEACH
Tuesday,April 27,2004
7:00 p.m.
Adele Grage Cultural Center
1. Call to Order
2. Approval of Minutes of March 30,2004
3. Old Business
a) Events/Programs
• i) Acoustic Night Under the Stars
ii) Songwriter's Concert
iii) Paint It Up
iv) After School Enrichment
b)Public Art Fact Finding Committee Updates
c)Teen Council
d)Concrete Sculpture
4. New Business
a) Budget for 2004/2005
b) Website
c) Fun Run Event
5. Adjournment
Notice to persons needing special accommodations and to all hearing impaired persons: In
4111) accordance with the Americans with Disabilities Act, persons needing special accommodation to
participate in this proceeding should contact the City of Atlantic Beach (904) 247-5800, 800
Seminole Road, Atlantic Beach, Florida 32233 not later than 5 days prior to the date of this
meeting.
• MINUTES OF
CULTURAL ARTS AND RECREATION ADVISORY COMMITTEE
April 27,2004
A regular meeting of the Cultural Arts and Recreation Advisory Committee was held Tuesday,April 28,
2004, in the Adele Grage Cultural Center. Present were Chair Rusty Pritchett,Margie van de Guchte,
Ingrid McCawley, Steve Piscitelli,Mara Sloan,Parks and Recreation Director Timmy Johnson and
Administrative Assistant Athena Shearer as Recording Secretary. Katherine Burgess,Ray Coleman,
Linda Ginsberg,and James Strutchen,Jr.were absent.Commissioner Paul Parsons,Matt McGloughlin,
and Mike Shakelford were visitors.
1. Call to Order
The meeting was called to order at 7:04 p.m.
2. Approval of Minutes of March 30,2004
Mara Sloan requested that under section 3(c)Teen Council,the word"bases"should be changed to
"based."
A motion was made by Committee Member Steve Piscitelli,seconded by Committee Member
Margie van de Guchte to approve the minutes of March 30,2004 as amended.Carried
unanimously.
3. Old Business
• a)Events/Programs
i) Acoustic Night Under the Stars and Songwriter's Concert:
Mike Shakelford was a visitor and spoke about the last Songwriter's Concert held April 20t.
He stated that they had the best turnout since they started. The events were only budgeted
through April of this year,but he requested to do 2 events each month. He offered to do 2 for
$350 as a one time offer to get it going and then negotiate a discount for doing 2 events each
month. The next Songwriter's Concert was set for May 18th and then set another one for June.
Steve Piscitelli stated that he would hand out flyers at the next Acoustic Night to generate
publicity for the Songwriter's Concerts.The Committee agreed to move$350 from
"Advertising and Mailing"to"Concerts in the Park"to cover the next two Songwriter's
Concerts.
Matt McGloughlin was also a visitor and stated that he was impressed with the turnout at the
Songwriter's Concert as well and he would like to see the event continue.
A motion was made by Committee Member Margie van de Guchte,seconded by
Committee Member Ingrid McCawley to approve two more Songwriter's Concerts.The
funds of which shall be transferred from budget item#11,Advertising and Mailing,
$350,to item#6,Concerts in the Park.Carried unanimously.
Steve Piscitelli also commented on the Acoustic Night event held April 18th.He stated that he
was concerned about being personally liable when he had to open and close the building
himself. Timmy suggested either keeping the building locked or budgeting overtime pay for
city workers to open and close for the event. Steve recommended that the Committee spend
•
Minutes of Cultural Arts and Recreation Advisory Committee
Apri127, 2004
Page 2
• the money to pay 2 hours overtime for a city worker to open and close the building for each
Acoustic Night. The Committee agreed to move $150 from"Advertising and Mailing"to
"Concerts in the Park"to cover overtime expenses.The next Acoustic Night was set for May
16th from 6:00 p.m.to 8:00 p.m.
ii) Paint It Up:
Katherine Burgess was absent. Chairman Pritchett stated that she did have the paint samples.
iv) After School Enrichment
Margee van de Guchte reported that the students attended the"FCCJ Program"and that the
next program would be the"Artist in Residence"program. Timmy Johnson reminded the
Committee that the contracts and W-9 forms needed to be turned in before an event takes
place.
b) Public Art Fact Finding Committee Updates
Commissioner Paul Parsons was a visitor and spoke about the Committee's ideas to get
support for public art in Atlantic Beach.He reported that the City Commission did not
approve the rotating art request for Bull Park,but that they would look into other areas.He
brought model samples and explained the process Jacksonville had to go through to get
public art.He reported that he was preparing ideas for the budget and would request 10%of
the money the city received from Jacksonville,which would be approximately$50,000 to go
toward public art in Atlantic Beach.He reminded everyone that the reception for the Artist
Studio Tour would be Saturday,May 8th at Adele Grage from 4:00 p.m.to 7:00 p.m.
• c) Teen Council:
Mara Sloan reported that the Teen Council had its first yard sale,but they didn't make money
on it. She stated that they raised$2000 total for the scholarship contest.The essays for the
scholarship contest were due Friday,April 30th and the winner would be selected May 11t.
The Concert in the Park was scheduled for May 2°d.The elections were scheduled for May
4th.
d) Concrete Sculpture
Timmy Johnson reported that the City Commission decided to leave the sculpture in the
original location by the Fire Station. The foundation for the sculpture should be set in May
and then the actual sculpture will be installed.
4. New Business
a) Budget for 2004-2005
Rusty went through budget and the committee made adjustments.
1. Summer Program at Adele Grage $10,000
2. Programs at ABE:
i. FCCJ $3,000
ii. Artist in Residence $4,000
iii. Symphony $ 1,500
iv. After-School Enrichment $ 5,500
3. Park Programs:
• v. Concerts in the Parks $ 8,000
vi. Senior Appreciation Day $ 500
Minutes of Cultural Arts and Recreation Advisory Committee
April27, 2004
Page 3
•
4. Special Events:
vii. Artist Studio Tour $ 750
viii. Fun Run $ 2,400
5. Teen Council $10,000
6. Advertising/Mailing $ 2,000
7. Discretionary $ 2,500
Total $50,350
A motion was made by Committee Member van de Guchte,seconded by Committee
Member Piscitelli,and unanimously carried to approve and recommend to the City
Commission the budget as presented above for the 2004/2005 calendar year.
b) Website
James Strutchen was not present. Postponed.
c) Fun Run Event
Steve Piscitelli presented information regarding a city-sponsored fun run event. The
committee agreed to hire a consultant to organize the event in August.(See Attachment)
5. Adjournment
Chair Pritchett reminded everyone that the next meeting would be May 25,2004.There being no
1111
other business or discussion,the meeting was adjourned at 8:48 p.m.
/f_.
Rus i, Pritchett,Chair
4110
• To: Members of the Cultural Arts and Recreational Advisory Committee
From: Steve Piscitelli
Date: March 30, 2004
Re: Atlantic Beach Family Fun Run
I'd like to propose that we sponsor the following:
What: Atlantic Beach Family Fun 5 K Run(3.1 miles)
When: Sunday,August 1, 2004, 7 p.m.
Where: In Atlantic Beach on either of 3 venues
• Start and finish on the beach(no need for traffic control)
1. Start and finish on the beach at the 7th avenue access...after race people
can walk to community center for post-race celebration
• Start on the beach finish on the road at the community center
• Start and finish at the community center; entire race on the road.
Specifics:
1. John TenBroeck (Jacksonville Track Club) will act as a consultant. For a
fun run [i.e., shoot the gun and turn on the clock; no digital times; no data
entry] his fee is $100. If it is a race with data entry and posted times,his
fee is$350. I recommend the fun run--keep it simple. John would
measure the course, provide the clock(start and finish)and advise us on
• what we need to do.
2. A few awards can be given(top adult male. female; top male child, female
child).
3. Hold awards ceremony at the community center at 8:00 p.m. Provide
•
t eft eshments...maybe even an outdoor movie afterwards.
4. We would need 2 water stations: one at the start/finish line; one at the
half-way point of the run. Hydration is a vital part of the run.
5. We would need to get volunteers (for water stations; stand along course in
case of problems).
6. Need for police(?)
7. Medical aid: EMT on site would be a positive; post people with cell
phones along the course.
8. Produce entry form with disclaimer. The disclaimer(I'm told)would not
act as a waiver but it would act as notification.
9. Insurance: Would the city add a rider to its current liability policy? Can
purchase a policy from USA Track and Field for about$200 (I'm told).
10. Publicity: John TenBroeck would be able to get us publicity in the Jax
Track Club calendar and JTC website. City-produced flyers; Beaches
Leader; Shorelines.
11. Fee for Fun Run: $5 if it is just for the run...no t-shirt or giveaways. $10
if t-shirt given away
12. T-shirt purchase: American Environmental Outfitters(AEO) in
Pennsylvania can do short sleeve t-shirts for under $5/each.
•
2
13. Completed entry form and money collection would need to come to •
someone in the city of AB.
I4. Budget:
• Consultant: $100
• Water: $
• Bananas: $
• T-shirts: $
■ City workers(?)$
■ Police (?) $
Q- Insurance: $
• Awards: $
• Post-race: $
• Total cost: $
•
IP