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09-24-02 v ._ . , • 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 • 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. 111 Commissioner Borno thanked the Committee Members and staff for theirartici ation. p P 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 •