04-01-98vMR
CULTURAL ARTS ADVISORY BOARD
MINUTES OF APRIL 1, 1998
The Cultural Arts Advisory Board held a special called meeting Wednesday, April 1, in the
Commission Chambers. Present were: Nancy DeCandis, Rosemary Fletcher, Alice Gartland,
Lavinia Kubiak, Woody Winfree, Karen Clarke, Mayor Suzanne Shaughnessy and Timmy
Johnson, Staff Liaison. The meeting was called to order at 6:50 p.m., by Alice Gartland. Alice
indicated that the meeting is to discuss budget.
Nancy informed the board that there is $4000.00 in the budget for present activities (Spring Art
Exhibit, Children's Art Class & Concert in the Part). She stated that the reason for the special
called meeting is to discuss going before the City Commission to request placing $10,000.00 into
the First Night budget. According to Nancy, the City rule requires the Board to have money in
place before sending out contracts. Presently First Night is even. The funds will go into this
year's budget. As Chairperson, Alice will address this issue to the City Commission. Rosemary
and Nancy will be present to answer questions.
Lavinia made a motion that the Cultural Arts Board go before the City Commission Monday,
April 13 and request $10,000 be place in the First Night Budget. Karen second and the motion
carried. Board members will inform First Night supporters of the meeting and everyone will wear
a First Night Button.
Woody reported that the Committee spent $13,000 last year and $10,000 would be well within
what the Committee needs. She stated that there's usually a surplus, due to the electrical
expenses and purchase of banners the surplus was spent.
Rosemary reported that Lisa will contact Gary concerning a fund raiser on the Ferry. Lavinia feels
Beaches Chamber of Connmerce is going to try to get a hold of First Night Event.
Nancy mentioned that Pam's ideal is to help other communities form a First Night Event. Pam
wrote a mission statement to encourage, support, train, educate and facilitate other group.
Mayor Shaughnessy informed the board that the Beaches Chamber would like for them to give a
presentation at one of their luncheons and the Chamber would like to get behind the First Night
event. The contact person is Dick Bower. Lavinia feels Beaches Chamber of Commerce is going
to try to get a hold of the First Night Event.
Nancy reported that Ree Theofan agrees to write letters to the past donors/sponsors and she will
follow up on the Stein Mart Grant.
The Board is in the process of finding out how to file for a 501C3, which will make the committee
separate from the city; therefore, First Night will qualify for different grants.
Woody reported that Chinta Perara is the new Vice Chair of programming. Currently she is the
chairperson of Cultural Art at Jacksonville Beach Elementary.
Gerry has secured a Classical guitarist for the Art's Presentation for $100.00. Joanna Fletcher is
the contact person for Mayport Elementary. Woody spoke with Joanna and she said that if there
is anything the board would like to involve the school in let her know. The Art Exhibit is
schedule for May 3, from 2:00 to 4:00 P.M. throughout the school. Kristin is available to teach
the children's classes after July 15.
The Concert in the Park is scheduled for September. Lavinia and Karen will help with the event.
Alice will handle publicity.
Rosemary informed the Board that the time has come for her to move on. The Board mentioned
a few names of people for replacement Jennel Wagoner, Kay Kaffman, Beaver Goodling.
1998 FIRST NIGHT BUDGET
City of Atlantic Beach
$
4,865.00
$
5,000.00
$
5,000.00
Carry Over from 1996
$
0.00
$
1,936.00
$
1,936.00
Button Sales
2000 @ $5.00
$
5,770.00
$10,000.00
Concessions
$
200.00
$
750.00
$ 1,000.00
Merchandise Sales
$
0.00
$
1,500.00
Processional/Bon Fire
Individual Contributions
$
1,325.00
$
2,000.00
$
2,945.00
In Kind Contributions
$
7,000.00
$
7,350.00
$10,463.00
Corporate Contributions
$
0.00
$
8,000.00
$
1,000.00
TOTAL
$19,160.00
$36,536.00
$21,344.00
>;:EXPLENS::::::::::::
PROGRAM
Artist's Fees -
General Programming
$10,000.00
Children's Programming
$ 1,000.00
Teen Programming
$ 1,000.00
Processional/Bon Fire
$ 1,000.00
Materials & Supplies
$ 1,000.00
Mailing/Office
$ 500.00
$ 102.19
Phone
$ 200.00
Misc.
$ 336.00
$ 260.31
TOTAL PROGRAM
$ 5,762.04
$15,036.00
$ 362.50
FACILITIES/OPERATIONS
Tents (4)
$ 2,000.00
Chairs/Tables
$ 1,600.00
Electrician
$ 500.00
Janitors
$ 400.00
Other Labor
$ 100.00
Police & Fire
$ 400.00
Firewood
$ 100.00
Movers
$ 100.00
Piano Tuners
$ 150.00
Telephone
$ 50.00
Hayride
$ 400.00
Limo Service
$ 300.00
TOTAL FACILITIES/OPERATIONS
$ 1,038.00
$ 6,100.00
PUBLICITY/MARKETING
Printed Materials
$ 4,900.00
$ 1,376.05
Other, Non -printed
Materials
$ 3,600.00
$ 132.89
TOTAL PUBLICITY
$3,673.78
$ 8,500.00
$ 1,508.94
DECORATIONS
Overall Decorations
$ 1,500.00
Flowers
$ 500.00
Balloons
$ 300.00
Luminaries
$ 100.00
TOTAL DECORATIONS
$ 0.00
$ 2,400.00
VOLUNTEER
$ 500.00
TOTAL VOLUNTEER
$ 30.00
$ 500.00
OTHER
$ 500.00
TOTAL OTHER
$ 170.00
$ 500.00
RESERVE CARRY OVER 1999
$ 1,936.18
$ 3,500.00
TOTAL EXPENSES
$12,610.00
$36,536.00
$ 1,871.44
I-
uzanne Judas, Finance Committee as o 09/16/97