09-24-02 v ._ . ,
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AGENDA
CULTURAL ARTS AND RECREATION ADVISORY COMMITTEE
CITY OF ATLANTIC BEACH
Tuesday, September 24,2002
7:00 p.m.
City Hall Commission Chambers
1. Call to Order
2. Introductions
A. Comments by Commissioner Mike Borno and City Manager Jim Hanson
3. Election/Appointment of Officers
4. Staff and Board Responsibilities
IIIII 5. Reporting to Commission
6. 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
September 24, 2002
A regular meeting of the Cultural Arts and Recreation Advisory Committee was held Tuesday,
September 24, 2002, in the City Hall Commission Chambers. Present were Kathleen Smith
Beaudreau, Donald Coleman, Cindy Gibson, Sharon Hoffman, Rusty Pritchett, Rex Sands,Aaron
Sheklin, Margie van de Guchte, Teen Council Members Jamie Fletcher, John Goelz and Jessica
Sales, Commissioner Mike Borno, City Manager Jim Hanson, Parks and Recreation Director
Timmy Johnson and Recording Secretary Susan Dunham.
1. Call to Order
The meeting was called to order at 7115 p.m.
2. Introductions
Introductions were made.
Commissioner Borno gave a brief overview of the Cultural Arts and Recreation Advisory
Committee handbook.
3. Election/Appointment of Officers
Commissioner Borno explained the duties of the Chairman and the Co-Chairman. City Manager
Jim Hanson explained that the Committee needed to prepare by-laws which would need to
include the terms for the Chairman and Co-Chairman. A suggestion was made to elect an interim
Chairman and Co-Chairman for a three-month time limit. Mr. Pritchett volunteered to act as
. interim Chairman and Mrs. van de Guchte volunteered to act as interim Co-Chairman.
Commissioner Borno advised that a representative of this committee would give a presentation to
the City Commission two times a year.
Commissioner Borno directed the committee members to the Organizational Chart in the
handbook. He outlined the organizational chart and encouraged individuals to volunteer for open
positions.
4. Staff and Board Responsibilities
Commissioner Bomo described the purpose, duties and responsibilities of the committee.
City Manager Jim Hanson advised the committee members on the following:
1) The committee would make recommendations to the City Commission on the most effective
way to spend money. The role of the committee is to get a diverse array of programs to suit the
needs of the community, i.e.,programs for different age groups and different parts of the city.
Once programs are in place,the committee will continually evaluate that the programs fit the
needs of the community.
2) Attendance is important. A member cannot miss more than three meetings unless the
Chairman approves the absences.
3) The fiscal year begins October 1, 2002. The Commission approved the requested budgets for
the Cultural Arts Advisory Board and the Parks and Recreation Advisory Board and these are the
budget funds for the committee.
• Commissioner Bomo advised that the Teen Council was a separate organization with a
representative on this committee. He requested that the Teen Council bring to the next meeting a
Minutes of Cultural Arts and Recreation Advisory Committee
September 24, 2002
Page 2
• format of their organization,their budget and their plan for next year. Jessica Sales provided the
organizational chart and budget to Timmy Johnson.
Commissioner Borno suggested that all agenda items be given to Parks and Recreation Director
Timmy Johnson by the third Tuesday of every month.
The committee determined that they would continue to meet the fourth Tuesday of the month.
Commissioner Borno recommended starting the meetings at 7:00 p.m. and ending the meetings
by 8:00 p.m.
City Manager Jim Hanson distributed a list of possible questions for consideration of event
funding requests. He suggested that the committee use this list to evaluate requests for funds.
Commissioner Borno advised the committee that the City provided funding f_or the development
of a soccer practice field at Atlantic Beach Elementary. He further advised that the elementary
school has requested a contribution from the City for a track facility. He suggested talking with
the principal to determine how the City could utilize these facilities once they are completed. He
also offered the following_ideas: 1)set upprograms to utilize facilities in Atlantic Beach; 2)keep
children occupied during the year and summer; 2)involve adults and seniors; 3)exposure to
computers and training; 4)outdoor basketball league; 5)teen recreation center; 6)bridge group;
and 7)YMCA programs.
City Manager Jim Hanson outlined different ways events could be held:
1) The city holds the event, i.e., flag football;
111 2) Fay someone to put on the event, i.e., summer program at Adele Grage;
3) Committee members hold the event, i.e., sculpture competition;
4) Someone to use city facilities, i.e.,woman who holds tennis lessons at Russell Park.
Commissioner Borno advised that the City begins pre-budget meetings in May/June so that the
committee would need to have a feel at that time of what they want for the next year.
Discussion was held with regard to publicity. Mr. Coleman made a suggestion to install a reader
board on Mayport Road and Atlantic Boulevard to advertise events. Commissioner Borno
advised that the monthly calendar in Tideviews was a good way to get information out to the
community.
Mr. Sands expressed concern with regard to the green fence surrounding_RusseII Park. He stated
that people can no longer view the games. Mr. Coleman responded that he would determine if
the fence could be removed. Mr. Pritchett advised that the fence was erected due to safety issues.
City Manager Jim Hanson and Commissioner Borno encouraged committee members to become
familiar with all the park facilities. Commissioner Borno stated that the committee's first
challenge would be to put together guidelines of how the committee would conduct business. He
stated that the committee would elaborate on those guidelines as different programs are
developed and then share the guidelines with the sub-committees. Mr. Coleman stated that the
City is relying on the committee to recruit people to serve on the sub-committees. Commissioner
Borno added that the committee could recruit from the sub-committees for members for the
committee when and as needed
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Minutes of Cultural Arts and Recreation Advisory Committee
September 24, 2002
Page 3
• Ms. Hoffman asked about the prog_ramming_that is currently set. City Manager Jim Hanson
stated that the list of programs that the Cultural Arts Board had requested is still up for
discussion. He also added that Parks and Recreation Director Timmy Johnson would handle all
expenditures of money. Discussion was held with regard to the City's purchasing process.
Reportin2_to Commission
Commission Borno advised that the mayor designated him as the Commission Liaison to this
committee. City Manager Jim Hanson advised that Parks and Recreation Director Timmy
Johnson would act as the committee's Executive Director. He further stated that Mr. Johnson
could help the committee with advice,technical information, and he would report to the City
Commission on a monthly basis. Mr. Hanson advised that the Chairman and Co-Chairman would
meet with the City Commission two times a year.
Discussion was held with regard to publicity. Parks and Recreation Director Timmy Johnson
advised that the committee could form a publicity sub-committee and this group would bring the
information to him prior to committee's distribution.
Mr. Coleman stated that the Parks and Recreation Board had looked for events for teens.
Commissioner Mike Borno suggested that the Teen Council generate a report for the committee.
Discussion was held with regard to Sunshine Law. City Manager Jim Hanson advised that the
committee members were not to communicate with each other as appointed members outside of a
public meeting. He did state, however,that members could talk with and send information to_
Parks and Recreation Director Timmy Johnson.
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Commissioner Borno thanked the Committee Members and staff for theirartici ation.
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Mr. Coleman thanked Commissioner Borno for his effort to preserve this avenue of citizen input.
6. Adjournment
There being no other business or discussion, the meeting_was adjourned at 8:10 p.m.
Rus 'rit ett, Chairman
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