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12-09-03 v Draft MINUTES OF CULTURAL ARTS AND RECREATION ADVISORY COMMITTEE December 9,2003 A regular meeting of the Cultural Arts and Recreation Advisory Committee was held Tuesday,December 9,2003,in the Adele Grage Cultural Center. Present were Chair Rusty Pritchett,Ray Coleman,Nikki Miller,Margie van de Guchte, Ingrid McCawley, Steve Piscitelli,James Strutchen,Jr.,Parks and Recreation Director Timmy Johnson and Administrative Assistant Athena Shearer as Recording Secretary. Absent were Katherine Burgess,Rex Sands,and Mara Sloan.Visitors were Alan Halperin and Commissioner Paul Parsons. 1. Call to Order The meeting was called to order at 7:02 p.m. 2. Approval of Minutes of October 28,2003 Chair Pritchett requested the following changes to the minutes: 1. Change the time the meeting was called to order to"7:05 p.m." A motion was made by Committee Member Ray Coleman,seconded by Committee Member Margie van de Guchte,and unanimously carried to approve the Minutes of October 28,2003,as amended. 3. Old Business Chair Pritchett moved item 3(b)up to allow Commissioner Parsons to give an update on the Public Art Fact Finding Committee. Commissioner Parsons gave an update on what the committee has done so far which included setting the following goals: select an artist,appoint new members,become a 501(cX3) organization,choose a location for artwork,get funding,and select a theme.The members appointed to the committee are: Shep Bryan,Ray Coleman,Peggy Cornelious,Alice Gartland,Martin van de Guchte, Allison Hall,Robin Shepherd,Commissioner Paul Parsons,and Tracie Parsons. The committee appointed chairs for some of the goals.Ray Coleman was appointed the Location Chair,Shep Bryan as 501(cX3)Chair,Peggy Cornelius as Artist Selection Chair,and Allison Hall as Funding Chair.The committee plans to have an"open house"type of reception for the artist selected.Mr.Parsons noted that the First Night organization already offered to donate$2,000 to the committee. He suggested changing the name of the new committee to the"Public Art Fact Finding Committee." The committee will meet again in January 2004. A motion was made by Committee Member Ray Coleman,seconded by Committee Member Margie van de Guchte,and carried unanimously to change the name of the new sub-committee to the"Public Art Fact Finding Committee." vi) Laughter Workshop: Chair Pritchett moved item 3(aXvi)up to allow Alan Halperin to give a report for Kathleen Beaudreau on the Laughter Workshop.Mr. Halperin stated that approximately 30 people attended the first workshop and described the health benefits of laughter. Ms.Beaudreau had indicated to him that she received requests to have another workshop.The Cultural Arts&Recreation Advisory Committee had already approved the funding for 1 more workshop($100)from the Enrichment Program Funds. A motion was made by Committee Member Steve Piscitelli,seconded by Committee Member Ray Coleman,and carried unanimously to fund a January Laughter Workshop. Minutes of Cultural Arts and Recreation Advisory Committee Draft December 9, 2003 Page 2 a) Events/Programs i) Acoustic Night Under the Stars and Songwriter's Night: Steve Piscitelli suggested having the Acoustic Night event for 2004 run from March through October for a total of 8 events to be held every third Sunday. The schedule for 2004 included 12 events for a total of$4200. Steve Piscitelli recommended re-evaluating the Songwriter's Night event after April to see if this event should be included in the next budget year.Timmy Johnson pointed out that the budget for Concerts in the Park did not allow for all the events suggested. A motion was made by Committee Member Ray Coleman,seconded by James Strutchen,carried unanimously to re-allocate$250 from the Advertising Fund to Concerts in the Park in order to have 7 Acoustic Night events and 4 Songwriter's Workshop events and to have the Songwriter's Workshop event re-evaluated in April. A motion was made by Committee Member Ray Coleman,seconded by Steve Piscitelli,carried unanimously to make a public announcement of appreciation to city staff members Bruce Jackson, Timmy Johnson,Troy Lewis,and Athena Shearer and Chair Rusty Pritchett for their efforts. ii) Senior Appreciation Day: Katherine Burgess was absent and the item was postponed. iii) Paint It Up: Katherine Burgess was absent and the item was postponed. v) Art in Public Places Margie van de Guchte stated that Alice Gartland's artwork will be on display until December 31's,2003. The next art show is scheduled for May and the artist will be Jay Shoots. She would like to have another open house for the next show. It was reported that the funding for the first open house came out of the Visible Art category under the Enrichment Program. Timmy Johnson asked for a detailed budget. vi) After School Enrichment Margie van de Guchte reported on the success of the Atlantic Beach Elementary PTA After School program. vii) Studio Tour Margie van de Guchte reported that the next Studio Tour will take place in April or May. c) Teen Council: Nicole Miller reported that the Teen Council presented the awards for the Bike Parade at the Tree Lighting event at Town Center and that they bought Christmas presents for children in Atlantic Beach that had their names on the"Giving Tree"at the Adele Grage Cultural Center. d) Request for Art Classes This request was denied at the last meeting. Minutes of Cultural Arts and Recreation Advisory Committee Draft December 9, 2003 Page 3 e) Concrete Sculpture Timmy Johnson stated that the model of the concrete sculpture was complete,but the actual sculpture would not be ready until sometime in January and he will keep the committee informed of any developments. 4. New Business a) Programs and Events Evaluations: Timmy Johnson stated that Rex Sands was the only member who did not turn in an evaluation form. The committee agreed not to wait on his form and to use the evaluations that have been turned in to do the report. b) City Purchasing Procedures Timmy Johnson reported that he made a new handout with the purchasing procedures on it. He stated that he would e-mail the procedures once they are approved by the City Manager. He also explained how to complete the Requisition Form. Discussion ensued and the committee members agreed that they would like to e-mail the information needed for requisitions to the Parks& Recreation Department instead of filling out the Requisition Form. c) New Event Requests Ingrid McCawley requested to have a"Caroling in the Park"event on December 21'at Bull Memorial Park. Chair Pritchett explained that if the event did not require expenditure of funds that she needs to request a Special Event Permit from city staff in the Parks&Recreation Department. Steve Piscitelli mentioned that he had received a request for a"Kid's Talent Night." Chair Pritchett and Timmy Johnson recommended referring them to the Teen Council for that type of event. 5. Adjournment Chair Pritchett reminded everyone that the next meeting would be January 27,2004.There being no other business or discussion,the meeting was adjourned at 8:24 p.m. Rusty Pritchett,Chair