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09-23-03 v F 0 AGENDA CULTURAL ARTS AND RECREATION ADVISORY COMMITTEE CITY OF ATLANTIC BEACH Tuesday,September 23,2003 7:00 p.m. Adele Grage Cultural Center 1. Call to Order 2. Approval of Minutes of August 26, 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 b) Bronze Sculpture c)Teen Council d) Request for Art Classes 4. New Business a) Request for Mommy and Me Classes b) Facility Use Policy c) Programs and Events Evaluations 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. S MINUTES OF CULTURAL ARTS AND RECREATION ADVISORY COMMITTEE September 23,2003 A regular meeting of the Cultural Arts and Recreation Advisory Committee was held Tuesday, September 23,2003,in the Adele Grage Cultural Center. Present were Chair Rusty Pritchett,Katherine Burgess, Ray Coleman,Rex Sands,Nikki Miller,Mara Sloan,Margie van de Guchte,Parks and Recreation Director Timmy Johnson and Committee Secretary Susan Dunham. Absent were Steve Piscitelli,James Strutchen,and Betsy Tidwell. 1. Call to Order The meeting was called to order at 8:02 p.m. 2. Approval of Minutes of August 26.2003 Chair Pritchett requested the following changes to the minutes: 1. Page 2, last sentence,change"than"to"then." 2. Page 3, second paragraph, second sentence,add"from the 2002/2003 budget"between"to be paid" and"to the Beaches Resource Center..." A motion was made by Committee Member Coleman,seconded by Committee Member Burgess, and unanimously carried to approve the Minutes of August 26,2003,as amended. 3. Old Business a) Events/Programs 110 i) Acoustic Night Under the Stars: Chair Pritchett advised that he attended the last Acoustic Night Under the Stars and it was a phenomenal event. He stated that approximately 100 people attended. He further stated that the drink vendor,The Point,was closed for the winter so they were in search of a new vendor,preferably located in Atlantic Beach. Chair Pritchett advised that Steve Piscitelli had suggested Baking at the Beach. He further advised that the next event was scheduled for October 19. Discussion was held with regard to lights. ii) Songwriter's Night: Chair Pritchett stated that this event was being held at this moment and, therefore,the committee would get an update next month. Chair Pritchett thanked Committee Member Piscitelli for all his work. iii) Senior Appreciation Day: Committee Member Burgess advised that the date for this event had changed to October 19,and would be held from 1:30 p.m.to 3:30 p.m. She advised that the food had also been changed to snacks such as cheese and crackers,sandwiches and punch. Committee Member Burgess informed the committee that she would set up two"write-on"boards to for the seniors to list: 1) events they would like to see held,and 2)meetings they would like to hold. A motion was made by Committee Member van de Guchte,seconded by Committee Member Burgess,and unanimously carried to approve$300.00 for the Senior Appreciation Day. iv) Paint It Up: Committee Member Burgess advised that she still needed a sample of a trash receptacle to take to Sherwin Williams to confirm adhesion of paint. Parks and Recreation Director Timmy Johnson advised that he would provide her with a sample. v) Art in Public Places: Committee Member van de Guchte stated that Alice Gartland would be the • artist for the first exhibition. She stated that the opening would be October 2,from 6:00 p.m.to 8:00 Minutes of Cultural Arts and Recreation Advisory Committee September 23,2003 Page 2 p.m.,and would be a retrospective of Alice Gartland's work from the 1960s and 1970s. Committee Member van de Guchte advised that the paintings would hang for three months and then would be exchanged for another artist. Committee Member van de Guchte suggested a twice yearly program such as a fall/winter show and a spring/summer show. Discussion was held with regard to refreshments. Parks and Recreation Director Timmy Johnson advised that beer and wine were allowed in Adele Grage but no liquor. A motion was made by Committee Member Coleman and seconded by Committee Member van de Guchte to approve a$100.00 expenditure for refreshments. The committee discussed whether or not$100.00 would be enough for refreshments. A motion was made by Committee Member Coleman,seconded by Committee Member Burgess, and unanimously carried to approve a$200.00 expenditure for refreshments. Committee Member van de Guchte advised that a loan agreement was usually filled out between the parties for protection in case artwork was stolen or damaged. She stated that Alice Gartland was not going to require that but this was something the committee should look into for the future. Committee Member van de Guchte stated that she would get a sample loan agreement for Parks and Recreation Director Timmy Johnson. vi) Laughter Workshop: Committee Member van de Guchte advised that she spoke with Kathleen Smith Beaudreau who informed her that approximately 30-35 people attended the event and about half of • those were seniors. She stated that Kathleen Smith Beaudreau would like to hold a monthly laughter club with the city's approval. Parks and Recreation Director Timmy Johnson stated that this item was not approved in the budget but there were discretionary funds. Committee Member Coleman suggested that Kathleen Smith Beaudreau attend the next meeting to present a proposal. Discussion was held with regard to approving one more workshop. A motion was made by Committee Member Burgess,seconded by Committee Member van de Guchte,and unanimously carried to approve a laughter workshop for another month for up to $100.00,and then the Committee would revisit this event. b) Bronze Sculpture: Committee Member van de Guchte gave the following update: 1. Forming a sub-committee and has spoken with the following people: Peggy Cornelius(currently on the arts committee for the airport),Martin van de Guchte(Director of the Cummer Museum of Art),Jay Shoots(photographer),Ray Coleman,Tracie Parsons(Commissioner Paul Parsons' wife), and she would be talking to a few others. Looks like possibly nine members,fifteen if Neptune Beach were added. 2. Rotunda at the end of AtlanticBoulevard has become a possible location since trucks are now prohibited. This could be a good joint project with Neptune Beach. Parks and Recreation Director Timmy Johnson advised that the City of Jacksonville would also have to approve this location. 3. After the committee was formed,the first step would be to develop the process and then implement. 4. Determine cost. Parks and Recreation Director Timmy Johnson suggested that the sub-committee also discuss funding. • Minutes of Cultural Arts and Recreation Advisory Committee September 23,2003 Page 3 • c) Teen Council: Committee Member Nikki Miller advised that the Teen Council had scheduled a surf contest for October 18 from 8:00 a.m.until 2:00 p.m. She further advised that approximately 30 people attended the last meeting and they are beginning to form committees. She stated that the Teen Council meets the first and third Tuesday of every month at 7:15 p.m. Parks and Recreation Director Timmy Johnson advised that he would work with the Teen Council to find a location for their meetings. Committee Member Coleman stated that he would like to see more bands play for the teens. Mara Sloan of the Teen Council stated that they could look into a Teen Acoustic Night. Committee Member Coleman stated that the city does not do enough for kids over 12 years old and anything we could do would help with a sense of community. d) Request for Art Classes: Parks and Recreation Director Timmy Johnson advised that he had not heard from the artist who made this request. This item was deferred to the next meeting. Concrete Sculpture: Parks and Recreation Director Timmy Johnson advised that the sculpture was done, it was curing and the artist needed put a glaze on it.. He further advised that the artist was originally going to deliver the sculpture but was afraid it would crack and recommended hiring a contractor to deliver and install it. Parks and Recreation Director Timmy Johnson stated the artist received a price quote of$1,500 to deliver the sculpture from the contractor building the sculpture. Discussion was held with regard to insurance in case of damage to the sculpture. Chair Pritchett advised that he would get a competitive price for delivery. A motion was made by Committee Member Coleman,seconded by Committee Member Sands,and 110 unanimously carried to approve up to the sum of$1,500.00 for transportation of the concrete sculpture. Studio Tour: Committee Member van de Guchte advised that the event was scheduled for the end of October/beginning of November. She also advised that the printing had been donated. After School Enrichment: Committee Member van de Guchte reminded the committee about the funds devoted for the after school enrichment program. She advised that this program was put on hold due to school district issues which issues have now been resolved. She further advised that they are attempting to locate a part-time monitor for the program. 4. New Business a) Request for Mommy and Me Classes: Ms. Sandy Findlay introduced herself and stated she was a pediatric clinical nurse specialist. She advised that her program provided a physical space where mothers and expectant mothers could come together creating a synergy which addressed the frequent feeling of isolation associated with the prenatal and early post partum periods. She stated that she helped pregnant women reduce stress and remove fears about pregnancy through hypnotherapy and other techniques. She advised that she just moved back to Atlantic Beach and would have a dedicated space beginning in March 2004. Ms.Findlay requested that she be allowed to rent space at Adele Grage for six months on a daily basis from 9:30 a.m.to 5:00 p.m. Committee Member Coleman expressed concern that if the space was rented for this purpose,what would stop the pump repair shop from using the facility. • Chair Pritchett stated that he would like the committee to have time to consider this request and would like to defer action on this item to the next meeting. Minutes of Cultural Arts and Recreation Advisory Committee September 23,2003 Page 4 • b) Facility Use Policy: Parks and Recreation Director Timmy Johnson requested that this item be deferred until the next meeting. c) Programs and Events Evaluations: Parks and Recreation Director Timmy Johnson distributed program evaluations to the committee members. He advised that the committee was chartered to evaluate programs at the end of the fiscal year. He requested that the committee members return the forms to him by Friday,October 3. Parks and Recreation Director Timmy Johnson distributed purchasing procedures and a sample Purchase Requisition form to committee members. He advised that artists and performers needed to sign a contract prior to performing. Committee Member van de Guchte expressed concern that the committee could have trouble attracting artists because they typically do not sign contracts where they get paid after an event. She stated that the practice in the field was to be paid the day of the performance. Parks and Recreation Director Timmy Johnson advised that in the past the city had paid a deposit. 5. Adjournment There being no other business or discussion,the meeting was adjourned at 8:25 p.m. ' • Rusty Pritch Chair 41/•