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10-28-03 v 1111 • AGENDA CULTURAL ARTS AND RECREATION ADVISORY COMMITTEE CITY OF ATLANTIC BEACH Tuesday,October 28,2003 7:00 p.m. Adele Grage Cultural Center 1. Call to Order 2. Approval of Minutes of September 23,2003 3. Old Business a) Events/Programs i) Acoustic Night Under the Stars • ii) Songwriter's Night iii) Senior Appreciation Day iv) Paint It Up v) Art in Public Places vi) Laughter Workshop vii)After School Enrichment viii) Studio Tour b) Bronze Sculpture c)Teen Council d) Request for Art Classes e) Concrete Sculpture 4. New Business a) Programs and Events Evaluations b) November and December meetings c) City Purchasing Procedures 5. Adjournment Notice to persons needing special accommodations and to all hearing impaired persons: In • 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 October 28,2003 A regular meeting of the Cultural Arts and Recreation Advisory Committee was held Tuesday,October 28,2003, in the Adele Grage Cultural Center. Present were Chair Rusty Pritchett,Katherine Burgess, Ray Coleman, Dylan Goelz,James Strutchen(arrived at 7:30 p.m.), Margie van de Guchte, Parks and Recreation Administrative Assistant Athena Shearer and Committee Secretary Susan Dunham. Absent were Steve Piscitelli and Rex Sands. Visitors were Commissioner Paul Parsons and Tracie Parsons. 1. Call to Order The meeting was called to order at05 p.m. Chair Pritchett introduced Mr.Jim Naughton. 2. Approval of Minutes of September 23,2003 A motion was made by Committee Member Coleman,seconded by Committee Member van de Guchte,and unanimously carried to approve the Minutes of September 23,2003. 3. Old Business a) Events/Programs i) Acoustic Night Under the Stars: Chair Pritchett advised that Committee Member Piscitelli could not attend the meeting but had turned in a written report. Chair Pritchett stated that he attended the last Acoustic Night Under the Stars and it was a great event with a wonderful turnout. He advised • that there would be one more event in November and then they would re-start the program in March 2004. Chair Pritchett advised that he attended the City Commission meeting last night to give an update on the activities of the committee. He stated that the commissioners were very complimentary of the work performed by the committee members. Chair Pritchett also thanked the committee members for their work. ii) Songwriter's Night: Chair Pritchett advised that Committee Member Piscitelli stated that the last Songwriter's Night went well. Chair Pritchett stated that another Songwriter's Night was scheduled for Tuesday, December 2, from 7:00 p.m.to 9:00 p.m.,and they would continue with this program in January and February. Administrative Assistant Athena Shearer advised that that the committee might need to adjust the schedule due to the lack of budgeted funds. iii) Senior Appreciation Day: Committee Member Burgess informed the committee that only five people attended the Senior Appreciation Day. She stated that there was no advertising in The Beaches Leader or the Tide Views and she was very disappointed. Chair Pritchett responded that the committee was trying to reach all age groups and, hopefully, at some point in time the seniors could let them know what they want. He also stated that the committee could work on better advertising. Committee Member Coleman suggested changing the publicity guidelines to allow the person holding the event to contact the press directly. Chair Pritchett stated that he believed that from the press standpoint,they would prefer to hear from one person. He also suggested following up with Committee Member Strutchen. Committee Member Burgess advised that the seniors who attended the event enjoyed it. Chair Pritchett suggested the possibility of holding the event again the future. • iv) Paint It Up: Committee Member Burgess advised that she had a trash receptacle and would take it to Sherwin Williams this month. Minutes of Cultural Arts and Recreation Advisory Committee • ' October 28, 2003 Page 2 • v) Art in Public Places: Committee Member van de Guchte stated that she had not received the sample loan agreement. She stated that the opening reception for Alice Gartland's work was very nice and she received a thank you note from Alice Gartland who was very pleased and excited. Committee Member van de Guchte stated that the former director of BCCCI(Beaches Collaborative Council)attended the reception as well as people who came all the way from Ponte Vedra Beach. She informed the committee that the next show would begin in May,2004. vi) Laughter Workshop: Committee Member van de Guchte stated that she spoke with Kathleen Smith Beaudreau who advised that she would speak with Parks and Recreation Director Timmy Johnson about holding another workshop. Discussion was held and the committee requested that Kathleen Smith Beaudreau attend the next meeting. vii) After School Enrichment: Committee Member van de Guchte advised that she understood that the City could pay for costs associated with hiring a monitor to be at the school four days a week and costs associated with the scholarship program. She advised that the $35 fee covers the instructors and supplies. Chair Pritchett asked how the school determined scholarship recipients. Committee Member van de Guchte responded that the school determined if the student was on free or reduced lunches and, if not,the school would evaluate each case. She clarified that the program worked in cooperation with the school office and administration to make the decision. She stated that they did not want to turn down a student just because a student did not qualify for free or reduced lunches. viii) Studio Tour: Committee Member van de Guchte advised that the Studio Tour had been put on hold. • b)Bronze Sculpture: Commissioner Paul Parsons recommended forming a sub-committee who could present a proposal to the City Commission for approval. He stated that the following criteria needed to be met with regard to the sculpture: 1)The sculpture needed to be placed in a safe location; 2)the sculpture needed to be elevated to keep vandals away; and 3)the sculpture needed to be placed in a very visible spot. Commissioner Parsons advised that he had spoken to different groups about funding/grants and would continue to do so. Chair Pritchett asked committee members if anyone had any feedback from community members. Committee Member Coleman advised that everyone he spoke with was very excited. Committee Member van de Guchte stated that she was getting the same response. Mr.Jim Naughton introduced himself. He spoke in support of the roundabout at the five-way stop and encouraged committee members to speak with council members. He also stated that he thought the sculpture was a great idea and thought the sculpture could be placed in the roundabout. Commissioner Parsons stated that he would like to pursue forming a sub-committee. Mrs.Tracie Parsons volunteered to chair the sub-committee. A motion was made by Committee Member van de Guchte,seconded by Committee Member Strutchen,and unanimously carried that Tracie Parsons be appointed by the Cultural Arts and Recreation Advisory Committee as chair of the sub-committee subject to approval by the city attorney and with a committee member involved as a liaison to the sub-committee. c) Teen Council: Committee Member Goelz advised that the surf contest was excellent—Angie's Subs provided food, good turnout, lots of good surfers but not great surf. He advised that the next Teen Council meeting was going to be held in November at Jordan Park Community Center. Committee • Member Coleman encouraged Committee Member Goelz to get the teens together with Committee Member Piscitelli to get the youths involved in the programs. . Minutes of Cultural Arts and Recreation Advisory Committee "October 28, 2003 Page 3 IIId) Request for Art Classes: Deferred to next meeting. e) Concrete Sculpture: Chair Pritchett informed the committee that Parks and Recreation Director Timmy Johnson had advised him that the sculpture was to be delivered the week before Thanksgiving. Chair Pritchett stated that he researched prices for moving the sculpture but found that the original price quoted was a good price. Committee Member van de Guchte expressed concern with regard to whose responsibility it was to fill out city paperwork. Discussion was held but it was determined that this item would be deferred until Parks and Recreation Director Timmy Johnson was present. Committee Member van de Guchte informed the committee that$2,500 was allotted in the budget to cover installation of the sculpture and that this money should still be available. 4. New Business a) Programs and Events Evaluations: Chair Pritchett requested that all committee members fill out the evaluations. b)November and December meetings: The committee discussed the November and December meeting scheduled. A motion was made by Committee Member Coleman,seconded by Committee Member Burgess, and unanimously carried to combine the November and December meetings to December 9. IIICommittee Member Strutchen advised that he had been in contact with both newspapers who advised him that publicity information was required two weeks prior to an event. Discussion was held with regard to budget issues. Committee Member van de Guchte advised that additional funds were needed for the FCCJ program at Atlantic Beach Elementary School. She also advised that funds were available from the After School Enrichment program. A motion was made by Committee Member van de Guchte,seconded by Committee Member Coleman,and unanimously carried to move$1,500 from the After School Enrichment Program to Programs at Atlantic Beach Elementary for the FCCJ program. c) City Purchasing Procedures: This item was deferred. Mommy and Me Program: Committee Member Coleman advised that he did not feel that the City should be in the business of leasing or loaning buildings to any"for profit"business. He stated that it should be the City's policy that if a company operates a"for profit"business, city facilities should not available for conducting business. Chair Pritchett referred to the February 2003 Minutes which indicate that the committee did not discuss"profit"or"not for profit"when setting policy use of facilities. Commissioner Paul Parsons advised that he was interested in Sea Cows for Kids and wanted to find three locations in Atlantic Beach so he was looking for assistance from businesses or individuals. Committee Member van de Guchte advised that the Cello Man performance was wonderful. She further • advised that Moscow Nights was scheduled for November 17`h at 8:00 a.m. at Atlantic Beach Elementary School. Minutes of Cultural Arts and Recreation Advisory Committee October 28, 2003 Page 4 • Chair Pritchett advised that Committee Member Tidwell had resigned from the committee. 5. Adjournment There being no other business or discussion,the meeting was adjourned at 8:30 p.m. Rusty Pritc , hair • •