green cove springs city council 321 walnut street, … · quatters ending june 30, 2013 through...

AGENDA

GREEN COVE SPRINGS CITY COUNCIL 321 WALNUT STREET, GREEN COVE SPRINGS, FLORIDA

SPECIAL SESSION TUESDAY, JUNE 3,2014 - 5:30 P.M.

ANYONE WISHING TO ADDRESS THE CITY COUNCIL REGARDING ANY TOPIC ON- THIS AGENDA IS REQUESTED TO COMPLETE A CARD AVAILABLE AT THE CITY CLERK'S DESK. SPEAKERS ARE RESPECTFULLY REQUESTED TO LIMIT THEIR COMMENTS TO THREE (3) MINUTES.

THE CITY COUNCIL PROHIBITS THE USE OF CELL PHONES AND PAGERS WHICH EMIT AN AUDIBLE SOUND DURING ALL MEETINGS WITH THE EXCEPTION OF LAW ENFORCEMENT, FIRE AND RES CUI; OR HEALTH CARE PROVIDERS ON CALL. PERS'ON$!N VIOLATION WILL BE REQUESTED TO LEAVE THE MEETING.

Invocation & Pledge of Allegiance to the Flag

RollCall

COUNCIL BUSINESS

1, Presentation of ASA&CC Financials and Narratives for 151 and 2nd Quarters ending December 31, 2013 and March 31, 2014. ASA&CC

2. Governance Augusta Savage Arts & Community Center, Inc. Judd

3. Adjournment

The City Council meets the first and third Tuesday of each month beginning at 7:00 p.m. Meetings are held in City Hall at 321 Walnut Street and audio recordings of the meetings are posted in the City's website at www.greencovesprings.com.

The City may take action on any matter during this meeting, including items that are not set forth within this agenda.

In accordance with Section 286.26, Florida Statutes, persons with disabilities needing special accommodations to participate in this meeting should contact the City Clerk's office no later than 5:00 p.m. on the day prior to the meeting.

Public Participation: Pursuant to Section 286.0114, Florida Statutes, effective October 1, 2013, the public is invited to speak on any "proposition" before a board, commission, council , or appointed committee takes official action regardless of whether the issue is on the Agenda. Certain exemptions for emergencies, ministerial acts, etc. apply. This public participation does not affect the right of a person to be heard as otherwise provided by law.

Exparte Communications: Oral or written exchanges (sometimes referred to as lobbying or information gathering) between a Council Member and others, including staff, where there is a substantive discussion regarding a quasi-judicial decision by the City Council. The exchanges must be disclosed by the City Council so the public may respond to such comments before a vote is taken.

Minutes of the City Council meetings can be obtained from the City Clerk's office. The Minutes are recorded, but are not transcribed verbatim. Persons requiring a verbatim transcript may make arrangements with the City Clerk to duplicate the recordings, or arrange to have a court reporter present at the meeting. The cost of duplication and/or court reporter will be atthe expense ofthe requesting party.

Persons who wish to appeal any decision made by the City Council with respect to any matter considered at this meeting will need a record of the proceedings, and for such purpose may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is based.

CITY OF GREEN COVE SPRINGS, FLORIDA STAFF REPORT

FOR SPECIAL SESSION OF JUNE 3, 2014

SUBJECT: Presentation of the Quarterly Financial Reports and Narrative of Activities for the Augusta Savage Arts and Community Center for the l si and 2nd Quarters of fiscal year 2014

BACKGROUND: Mrs. Sandra Royal and Mrs. Constance Butler will present the attached Quarterly financial statements and the Narrative of Activities for the Augusta Savage Alis and Community Center for the 1 st and 2nd Quarters of fiscal year 2014. The accounting and attached balance sheet and profit and loss statements are for the same period. Also attached are the agendas and minutys for the meetings for the first and second quarters of fiscal year 2014.

FISCAL IMPACT / FUNDING SOURCE: None.

RECOMMENDATION: Staff recommends acceptance of the Quarterly financial statements and the Narrative of Activities for the Augusta Savage Arts and Community Center for the l ,st and 2nd

Quatiers of fiscal year 2014.

MOTION: Accept the Quarterly financial statements and the Narrative of Activities for the Augusta Savage Arts and Community Center for the 1 st and 2nd Quarters of fiscal year 2014.

SUBMITTED BY: APPROVED BY:

Mike Null, Asst. City Mgr. / Public Works Director

Augusta Savage Arts and Community Center

Narrative Report

October 2013 - December 2013

Greetings Honorable Mayor Felecia Hampshire and City Council members,

This nalTative highlights the last quatter of the year.

The Soul Food Festival, Inc. was gracious to host a Basketball Tournament at Thomas Hogans

Memorial Gymnasium and donated proceeds to ASACC.

ASACC board members met with the City Councils on November 5, 2013 at City Hall.

Financial and Narrative reports of the of ASACC Financials and Narratives for 3rd and 4th Quatters ending June 30, 2013 through September 30, 2013 and to discuss goal setting, programs, athletics, fundraising and operating agreement. TIlls meeting was challenging for the board due to decrease of keyboard members. However, the board was favored with to

magnificent volunteer with and interest in the board to further its mission. We welcomed Mrs. Sandra Royal and Peter Strohmaier for their input and ideas.

Activities during the month of December consist of a book reading by Dr. Michael Henry though the book reading club in Green Cove Springs.

Twenty four youth representing ASACC participated in our City's Annual Christmas parade. Which consist of the city-wide children choir under the directions of Sandra Royal and Bruce Griner assisting, accompanied by Donna Jones on keyboard. Also, featured were the Power Girls dance group directed by Courtney Hampshire at the City's emblem on Walnut and Magnolia

Street.

The youth choir sang Christmas carols within neighborhood of ASACC accompanied by Sandra Royal and Mr. Bruce Griner and other volunteers. The youth showed excitement and was delighted refreshments compliments of Mrs. Royal.

Constance Butler, Secretary

ASACC

In the First quarter of 2014} Augusta Savage Arts and Community Center was open each Tuesday and Sunday afternoons from 3:00 p.m. until 7:00 p.m. Activities during these hours included basketball} dance and chorus/basic music. The number of children and youth ranging from 6 years old to 18 years old attending averages 180 per week.

A special event held at the Center was Black History Month on February 22 at 5:00 p.m. approximately 170 attended this event. Rev. Dr. Wheeler of Mt Pleasant Missionary Baptist Church spoke} local youth performed and Black History Memorabilia and local art was displayed for the public to view.

During this period} the plans were made and set in motion for Bright Minds Summer Camp to use the Augusta Savage Arts and Community Center as their camp location. It was approved by the board and by the city and is being implemented. As of May 21} there are 80 children signed up for Camp. Clay County School Board will be supplying breakfast and lunch for all children attending this camp.

1:11 PM OS/22/14 Accrual Basis

Augusta Savage Arts & Community Center, Inc

Balance Sheet

ASSETS

Current Assets

Checking/Savings

10000A . Cash

10000 . Vystar

10001 . Vystar Business Savings

10020 . Petty Cash

Total10000A . Cash

Total Checking/Savings

Other Current Assets

13000· Prepaid Expenses

Total Other Current Assets

Total Current Assets

Fixed Assets

15000· Furniture and Equipment

15030· Accumulated Depreciation

Total Fixed Assets

TOTAL ASSETS

LIABILITIES & EQUITY

Liabilities

Current Liabilities

Accounts Payable

20000 . Accounts Payable

Total Accounts Payable

Other Current Liabilities

22000 . Payroll Tax Liability

Total Other Current Liabilities

Total Current Liabilities

Total Liabilities

Equity

32000 . Unrestricted Net Assets

Net Income

Total Equity

As of December 31,2013 Dec 31 , 13

21,223.70

2,896.34

21 .84

24,141 .88

24,141 .88

20.00

20.00

24,161 .88

5,000.16

-2,849.35

2,150.81

26,312.69

375.25

375.25

-237.88

-237.88

137.37

137.37

32,171 .33

-5,996.01

26,175.32

Page 1 of 2

1:11 PM 05/22/14 Accrual Basis

TOTAL LIABILITIES & EQUITY


Balance Sheet As of December 31,2013

Dec 31,13

26,312.69

Page 2 of 2

1 :07 PM OS/22/14 Accrual Basis


Balance Sheet

ASSETS

Current Assets

Checking/Savings

10000A . Cash

10000 . Vystar

10001 . Vystar Business Savings

10020 · Petty Cash

Total10000A . Cash

Total Checking/Savings

Other Current Assets

13000 . Prepaid Expenses

Total Other Current Assets

Total Current Assets

Fixed Assets

15000· Furniture and Equipment

15030· Accumulated Depreciation

Total Fixed Assets

TOTAL ASSETS

LIABILITIES & EQUITY

Liabilities

Current Liabilities

Accounts Payable

20000 . Accounts Payable

Total Accounts Payable

Other Current Liabilities

22000 . Payroll Tax Liability

Total Other Current Liabilities

Total Current Liabilities

Total Liabilities

Equity

32000 . Unrestricted Net Assets

Net Income

Total Equity

As of March 31,2014 Mar 31 , 14

15,252.68

2,898.13

199.09

18,349.90

18,349.90

20.00

20.00

18,369.90

5,000.16

-2,849.35

2,150.81

20,520.71

375.25

375.25

-588.87

-588.87

-213.62

-21 3.62

32,171 .33

-11 ,437.00

20,734.33

Page 1 of 2

1:07 PM 05/22/14 Accrual Basis

TOTAL LIABILITIES & EQUITY


Balance Sheet As of March 31, 2014

Mar 31,14

20,520.71

Page 2 of 2

ASACC - Board of Director Agenda Tuesday October 8, 2013

6:30 PM Thomas Hogan's Memorial Gymnasium

415 Lemon St. * Green Cove Springs, Florida 32043 www.asaccgcs.org

To enrich the quality of life for the community by providing activities and events that promotes education, health and wellness, and the arts.

To preserve local history through the arts and education.

(Agenda is subject to change as approved by board) Attention: Anyone wishing to address the board must complete a card stating to the fact. Turn card in to

board member. Only 2 minutes will be allowed to state your concerns

Call to order * Invocation ** Pledge of Allegiance Flag and Reciting of the ASACC Mission

Roll Call - Mary Tuggles, Hattie Alexander, Indy Moran Doris Jordan, and Constance Butler

Continuation Green Cove Springs City Council- Danielle Judd

Board member recruiting

V ote Rental Agreement

Follow up webpage - Constance Butler

Report of Soul Food Pageant and Basketball tournament

Next Board Meeting October 17.

Adjourn

Next Quarterly -Narrative and Finical Report for May, June and July due August 2013 - Presentation first board meeting of city council in November

ASACC - Board of Director Minutes Tuesday October 8,2013

6:30 PM Thomas Hogan's Memorial Gymnasium

415 Lemon St. * Green Cove Springs, Florida 32043 www.asaccgcs.org



(Agenda is subject to change as approved by board) Attention: Anyone wishing to address the board must complete a card stating to the fact. Turn card in to

board member. Only 2 minutes will be allowed to state your concerns

Call to order at 6:40pm, Invocation by Constance Butler. Pledge of Allegiance Flag and Reciting ofthe ASACC Mission

Roll Call

Present - Mary Tuggles, Doris Jordan, and Constance Butler

Absent - Hattie Alexander, excused and Indy Moran, out of town.

Others presents: Sandra Royal, Peter Strohmaier, and Danielle Judd.

No quorum meeting discussion only.

Continuation Green Cove Springs City Council- Danielle Judd, City Manager provided board with insight to operating agreement and board to meet in November with City Council. NalTative repOlis, financial and minutes due for submission.

Board member recruiting effOlis continued names of candidates for board members.

Vote Rental Agreement - tabled

Follow up webpage - Constance Butler reports no response for Sumter Designs.

Report of Soul Food Pageant and Basketball tournament - C. Butler reports soul food pageant and the basketball tournament was a successful event.

Next Board Meeting October 17.

Adjourn

Next Quarterly -Narrative and Finical Report for May, June and July due August 2013 - Presentation first board meeting of city council in November

Augusta Savage Art and Community Center

Activities Report

I. Past Activities:

II.

III.

1. Basketball Tournaments (Spring Tournament June 2013)

2. Black History Program - 1 Day Event (P.~:hruary 2013) .. . :;~~r :._.:~::6;::~}~

3. Robotics Summer Program has haq.J~~~\~.~cessful years serving 65 local youth in the sum.61ir dt~O~3. This program included instruction.Jp .. V18:th, s~{e ~i'c.~. and Technology. Outside organizab ons that wer:~~)nyolved were Charles E. Bennett Elem~ntary, NASA, and Kids\~if:st: The cost for the program was $i ·z/.90o. f~:;tqne week. ~ (Approximately $),80.00 per ch'u,4J $20.00 was collected from each child v$hQ:\~:.ps able t~::·P:~Y ..

4. Baseball ~~:es \Iil~~:t;~f'tt,l~$k::i,.;~t/ C urre n t Actl VI tl es·;;;;::·. ..;;::::;:::;;., .,:.::;:::;:.'

./ :.f ..... ····::::~fh: ··:·:~tL ~.: .. , 1. 30:;:4.cr:~hildrer.fages 6 year~ to 18 years occupy the gym two

time~';:;~:~~ph w~~k:(l):lesdaYlnd Sunday) from 3:00 pm-

.fr];&ttk=~\~l';~.'·{··l1}/" .:/( 2}::;.. Thre·e·::SRR1pufe~~:~.~te available (Used for Homework and

··::;~(t::;>. hopefully»)1ore fo come) for children to use for homework. ":;\(\MJnimal '~:9:mputer instruction is available.

··::::~<f>;: .. ;. ../~r 3. A tit.~·rgiCal Dance Group under the direction of Courtney

Hamps'hire rehearses in the facility. Goals are to extend performances as outreach.

Future Activities

1. The Gym will be open more days.

Click

2. More Computers will be available along with instruction for both children and adults.

3. Additional dance time to involve all age we will advertise and recruit more teachers.

A photography experience - Kevin Floyd - Professional Photographer

1. local photographer will display and discuss his works. 2. Discuss basic camera instruction

3. Each participant will receive a digital camera 4. Walk about to capture the perfect photo 5. A field trip to Thrasher Horne Gallery? 6. Photos printed and displayed at the center - juried show?

Needed: Cameras, photo printing and framing. If we contact Canon or another camera company, perhaps we could get past models donated.

Sing

Choral experience - Sandra Royal if needed .. :~~:~~/~ij~i~~t~k .. :_::~?~I~:~::::: :.

1. basic vocal technique with breathing i l}~r.fudt9tl ..

~: ~:~ice~;:~~;~ing . 4{f.;fit;<;l~ "<~iiztk 4. Rehearsal of selectIons .. ::::::;;. "::.;=:::::::':,; ... ::: .

. ~;:~::;::':;::::~. ~:":" .. -. .,:~:::::::::::.,

5. Performance of the finished son"gsnlt the ·:ee.l,lter ;~~~~:;. ···::;··lb .. . :J:;..~.~:~;;:. . Needed: copies of music, a k~yJ?pard and me:~.g? of playing recorded

:::~: '"""%" Vl'\'.*!~0t~~1:~~'f A time with local Wrfte·ps.lf:tAshley H~(ir - Comt ff' Across Grace and other

I 0 cals ;:/~i~jll!~~?\>. ··:\'1~f1.. ·~:i~~1i~~}~:::::::.·' 1. If I want to vJr:lt~j; . .wlref~~;~lo. ~J.~t.~rt? 2. ~.9.y~1r:~:h9It St6f¥.ER:!ay ol:p'g~rry? 3 ... )J;.hne for·:d:.~:(lting ah/9:r:~ginal work 4·?\~h.:~t do I d'b":~ft~r I vV~~~if a book? 5. Sh~hng your Wi~·~ten work at the center

Dance <~{~'~~~;'i.i) Building upon th~;;~Xisting dance team -...

1. Members of the team perform a number 2. Basic moves are taught 3. Music is selected 4. Dance is created 5. Performance at the center

Needed: Ribbons?

Act

An acting opportunity - Bert V. Royal writer of Easy A and Dog Sees God

1. Q & A with a writer 2. How do I audition? 3. Casting the Play 4. Rehearsals 5. Performing the play at the center

Needed: Very simple sets

Act & Sing

1. Discuss plants and what they need to survive 2. Why are they so important? 3. Incorporate landscaping around the center 4. On going care of plants

Paint Experience the visual arts thru painting - Peter Strohmaier

1. What are the different paint mediums? 2. What are the different painting styles? 3. Each participant will create a work 4. A Field Trip to Thrasher Horne Gallery? 5. Works will be displayed at the center

Other possibilities are:

Compute Sculpt Cook Sew and/or design.

At Summer's End \\~ ..

';',

A grand event with all sessio~.§);~.~.ing repre·s:~;p.:t~d thru display or

performance. YS;;?'*ttt;::ttv

,::::{:jj.i.·.l.;,:.:;.::·.·.::.·:: ... ::.: .. : .. ·::.,:~;::.: ..... :;::.·;; .. :.:.~.tf~~.~~~t,.(:~ .. : .. t.~.::·.:1 .. :!.:r~i.:.;;:: ... :,;..... • .. ~ : ;';';';';'. .;;;:;::;::.;~::;;:::::;:,:;;;:..... '\!l~~!lf}'

Ideas for .f :'9.n.4raising\(:·:'· ·· ··.,·::::;;:~:~:~~t~~~h;:::·· Spring Fling

/.j,:~"""<i.l~~~)~·"%;~~V' ....... Acting workshop

Golf TO'urnament "::f:\ .:::.' Raffle

Au cti 0 n ·::\:tI~~[~~~~i.~ .. ~ .. ~ .. ~::~ .. : ...... : .. ::;.: ... :.: ... :.;';::" :;1l~jjji! Mis s ion Fi s h

EBay Auction \~~,f:F Casino Night

Fish Fry

PanCake Supper

Bar-b-que

Gala

Fall Festival

.'/

Rapping Preacher

Art from old instruments

Possible Sponsors

All Banks

AT&T

Reinhold

Microsoft

Well Fargo

Insurance Company

1.

2. 3. 4. 5.

Funds

Active Committees needed:

And many more.

Kick Start - Capital campaign

GoFundMe.com - Projects

1. Programming - to plan programs and oversee their activities

2. Volunteers - to gather and train volunteers

3. Fundraising - plan small events

4. Capital Campaign -to restore the buildings to pass building codes

5. Sponsors - to find sponsors for summer camps

6. Finance - taking care of all expenditures

Other issues - food for camps, insurance for camps (this is where a Insurance Company as sponsor cou!..q :h~yery helpful.)

ASACC - Board of Director Agenda Tuesday October 22, 2013

6:30PM Thomas Hogans Memorial Gymnasium

www.AugustaSavageCenter.org

To enrich the quality ollifelor the community by providing

activities and events that promotes education, health and }vellness, and the arts.

To preserve local hist01Y through the arts and education.

(Agenda is subject to change as approved by board)

Call to order * Invocation * Pledge of Allegiance Flag * Reciting of the ASACC Mission

Roll Call- Mary Tuggles, Doris Jordan, Hattie Alexander, Indy Moran and Constance Butler

Financial RepOli - Mary Tuggles

Approval of minutes

1. Board discuss fundraiser plan

2. Friends of the library book reading by Dr. Michael Henry 12/3/13.

3. Reports for 11/5 city council meeting.

4. Board recruitment discussed

5. Cleaning gymnasium (professional upkeep)

Adjourn

Next Quarterly -Narrative and Finical Report for October, November and December due January 2014

ASACC - Board of Director Meeting Tuesday October 22,2013

Call to order at 6:30pm by Constance Butler with invocation * Pledge of Allegiance Flag and Reciting of the ASACC Mission by all .

Roll Call - Mary Tuggles, Doris Jordan, Hattie Alexander, Indy Moran and Constance Butler

Absent - Hattie Alexander

Others present - Bruce Griner, Peter Strohmaier and Sandra Royal

Main issue of discussion:

1. Board discuss fundraiser plan - See attached draft repOli presented by Sandra Royal

2. Request for friends of the library book reading by Dr. Michael Henry 12/3/13.

Approved consensus of board.

3. RepOlis for 1115 city council meeting discussed

4. Board recruitment discussed

5. Cleaning gymnasium (professional upkeep) suggestion made by Constance Butler to

be revisit.

Non agenda item:

Felecia Hampshire, Vice Mayor sent request email for use of gym October 27, 2013 " I would

also like to request the addition of the Hoop Shoot activity that we do for the children every year, ages 7-13 , on a Sunday afternoon, since the gym will already be opened at 3:00 p.m."

Adjourned

Meeting with City Council Members November 5, 2013 at 5:45pm


ASACC - Board of Director Minutes Tuesday November 12,2013

6:30 PM Thomas Hogans Memorial Gymnasium

www.AugustaSavageCenter.org To enrich the quality of life for the community by providing

activities and events that promotes education, health and wellness, and the arts.

To preserve local history through the arts and education. (Agenda is subject to change as approved by board)

Call to order at 6:30pm, Invocation by Sandra Royal. Pledge of Allegiance Flag and Reciting of the ASACC Mission by all.

Roll Call

Present - Mary Tuggles, Doris Jordan, Hattie Alexander, Indy Moran and Constance Butler

Finance - M. Tuggles to obtain banking statements from Vystar.

Directors and officers liability insurance due for year $1,240.00 due

Solicitation of Funds Registration for Florida renewal due

Old Business: Follow up staff payment Soul food Pageant 2013, C Butler to contact SF Committee with cost of staffing hours for event.

City's repOlt discuss.

Vote officer for chair and treasurer- Tabled until new board members in place

New Business: Solicitation of Contributions Act - C. Butler repOli information need to be gathered

Approval to purchase keyboard for choir = Approximate cost $400 (Keyboard, stand and speaker) Sandra Royal repOlt received donation to purchase Keyboard.

New web address: www. AugustaSavageCenter.org Children's choir caroling (day and time to be determine) - S. Royal Christmas parade - Saturday December 7,2013 (beginning at noon) - C. Butler Clay County Agriculture Fair 2014 - April 3- 12

Schedule Events for 2014 i.e. Mmtin Luther King Jr. Day observance - Monday, January 20,2014, Black History Month Event -February, Health Fair. Etc.

Offer from Reinhold Foundation

1. Successful fundraising and development Program - Track B 1/30114, 1131114, 21121142113114 2. Building the Annual Fun (2 day work shop) Track C 2120114

Raising Funds through Special Events (1 day work shop) Track C - 2/21114 3. Board Governance Day 3/7114

4 . . Individual Leadership Development Program Deadline for applications - 11120/13

Bruce Griner express interest in attending.

Board member recruiting ongoing board was ask to look at what a new member can bring to the board.

Other

Meeting with city council Tuesday November 19 5 :45pm

Next board meeting to be announce.

Adjourn

Next Quarterly -Narrative and Finical Report for October, November and December due January 2014


ASACC - Board of Director

Thomas Hogan's Memorial Gymnasium 415 Lemon St. * Green Cove Springs, Florida 32043

www.asaccgcs.org

Concessive by board members there will be no meeting Tuesday November 26, 2013 and

Tuesday December 24,2013.


ASACC - Board of Director Agenda Tuesday December 10, 2013

6:30 PM Thomas Hogans Memorial Gymnasium www.AugustaSavageCenter.org

To enrich the quality of life for the community by providing activities and events that promotes education,

health and wellnessJ and the arts. To preserve local history through the arts and education.

(Agenda is subject to change as approved by board) Call to order * Invocation * Pledge of Allegiance Flag * Reciting of the ASACC Mission

Roll Call- Mary Tuggles, Doris Jordan, Hattie Alexander, Indy Moran and Constance Butler

Financial report

Solicitation of Funds Registration for Florida renewal due by 1/20/2014

Old Business: Feedback City council meeting November 19. Recruiting board members Discussion tentative officer's chair and treasurer

New Business: Solicitation of Contributions Act - C. Butler Christmas caroling I Neighborhood Letters to contributions 2013 Opening of Gym during holidays

Bruce Griner - Operational Manager offer suggestion gym supplies 1. Uniforms for the kids (Dance team and Kids chorus) 2. Future events/programs that needs to approved before the New Year. 3. Any upcoming events that have not been put on calendar

Business Matters 1. Contact Adams &a Harper, P.A. to make preparation on items needed for 990 and cost. 2. Staff to complete inventory of supplies and it's for audit 3. Dunbar Alumni request Gym in the month of June 4. Staff update the policies and job descriptions 5. CPR training for staff and volunteers 6. Offer paperless for payroll with discount of $100( onetime fee payroll)

Schedule Events 2014

i.e. Martin Luther King Jr. Day observance - Monday, January 20,2014, Black History Month Event -February, Health Fair. Etc. Clay County Agriculture Fair 2014 - Opening April 3

Offer from Reinhold Foundation - not completed Other Next Board Meeting - Meeting with City council on 1/14/2014 5:45 pm

Adjourn Next Quarterly -Narrative and Finical Report for October, November and December due January 2014

ASACC - Board of Director Minutes Tuesday December 10, 2013

Thomas Hogans Memorial Gymnasium

Call to order at 6:32pm by Constance Butler, Invocation by Sandra Royal, Pledge of Allegiance Flag,

Reciting of the ASACC Mission by all.

Roll Call

Present- Doris Jordan, Constance Butler,

Absent - Mary Tuggles, Doris Jordan, Hattie Alexander and Indy Moran

Others - Bruce Griner (Operational Manger) Sandra Royal and Peter Strohmaier.

No Quorum - Business only discussed

Financial repOlt - omitted

Solicitation of Funds Registration for Florida renewal due by 1/20/2014 - discussed

Old Business: Feedback City council meeting November 19,2013

Recruiting board members

Discussion tentative officer's chair and treasurer

New Business:

Salutation of Contributions Act - C. Butler reported officers need to be in place.

Christmas caroling in Neighborhood - 12/17/13. Sandra Royal request list of emails of parents. Children with consents on file will meet at 5pm, Bruce Griner to make check off consents of participates. Sandra Royals express need for batteries for candles. Peter Strohmaier offer to purchases batteries for candles. After caroling is completed refreshments will be served courtesy of Mrs. Royal.

Letters to contributions 2013 Opening of Gym during holidays - No vote to close gym during holiday week. Bruce Griner expressed this will be a good time to keep gym open. No action required.

Bruce Griner - Operational Manager offer suggestion gym supplies - Tabled 1. Uniforms for the kids (Dance team and Kids chorus) 2. Future events/programs that needs to approved before the New Year. 3. Any upcoming events that have not been put on calendar

Business Matters - Tabled 1. Contact Adams & Harper, P.A. to make preparation on items needed for 990 and cost.

Constance Butler will provide report at next business meeting. 2. Staff to complete inventory of supplies and it's for audit 3. Dunbar Alumni request Gym in the month of June 4. Staff update the policies and job descriptions 5. CPR training for staff and volunteers 6. Offer paperless for payroll with discount of $100( onetime fee payroll)

Schedule Events 2014

1. Martin Luther King Jr. Day observance - Monday, January 20,2014

2. Health Fair discussed.

3. Black History Month Event -February, Doris Jordan tentative date for Black History program 2/15/14.

Discussion for other events for the year 2014 to be continued.

Clay County Agriculture Fair 2014 - Opening April 3

Offer from Reinhold Foundation not completed at this time due to not enough time to complete packet.

Other

Next Board Meeting - Meeting with City council on 1/14/2013 5:45 pm

Meeting was Adjourn at 7:30pm

Next Quarterly -Narrative and Finical Report for October, November and December due January 2014.


Augusta Savage Arts & Community Center Board of Directors

Agenda Tuesday - January 21,2014


www.AugustaSavageCenter.org [email protected]


I. Call to order

To preserve local history through the arts and education. (Agenda is subject to change as approved by board)

* Invocation * Pledge of Allegiance Flag * Reciting of the ASACC Mission

II. Roll call: Mary Tuggles, Doris Jordan, Hattie Alexander, Indy Moran and Constance Butler

III. Welcome new board members: Wynma Lovell and Deborah Goyette

IV. Financial update and approval (Requires vote)

V. Approval oflast minutes (Requires vote)

VI. Open issues

a) Vacant positions to be filled- Chairman, , Treasure,- (Requires vote)

b) Solicitation of Contributions Annual Registration - Must be mail on 1122/2014

c) Recruiting Board Members - Sandra Royal, Peter Strohmaier, Barbara Andrews and Gel1rudis Sepulveda

(listed names expressed interest of being board members.)

d) Adams & Harper, P.A, to make preparation on items needed for 990 and cost approx $ 350.00-$400.00

(Requires vote)

e) Rep0l1 for Florida Sun Biz - add board members to account for banking

f) Worker Comp insurance ce11ificate - up for renewal by 2/8/2014

g) Approval for supplies request by Operational Manager - Approx Approval for letter to contributors 2013

(1 commercial dust mop $91.98 and trash bags $24.98 50ct.) (Requires vote)

VII. New business

a) Fundraising - Signature Event

b) Goals for fundraising - increase day of operation from 4 day per week, increase activities, summer camps, after school tutoring, etc.

c) Set date to review job description with staff

d) Staff to complete inventory of supplies and items for audit

e) Dunbar Alumni request Gym in the month of June

e) Schedule Events for 2014 Black History Event -Februaty 22, 2014 Spm

Health Fair. March, spring festival, summer events, June - Stride for excellence (back to school kick off) -

August & Fashion show and Talent Event - October, Etc.

Announcements:

Clay County Agriculture Fair 2014 - April 3- 12 Invitation to Reinhold Foundation Volunteer Service Awards Saturday Market (Spring Park 3rd Saturday each month)

Next Board Meeting - TBA

Adjourn

Next Quarterly -Narrative and Finical Report fOl" October, November and December due January 2014

Monthly Expense

Comcast Telephone/ Internet Service

City ofGCS Utilities/Electric

Boold<eeping

Yearly

January

Florida Department of Aug & Consumers Service Solicitation of Contributions

The Harford Insurance Company Workers Compensation

February

Adams and Harper P A Accounting preparation of 990

Postmaster GCS Annual Mailbox rental

Annual Report State of Florida

November

The Hmiford Insurance Company Workers Compensation

USI insurance Directors of Officers Liability Insurance

CNA Surety Company Florida Dishonesty Bone non profit


Agenda Tuesday - February 11, 2014





1. Call to order * Invocation * Pledge of Allegiance Flag * Reciting of the ASACC Mission

II. Welcome new board members: Sandra Royal, Peter Strohmaier and reappointment of Hattie Alexander.

III. Roll call- Mary Tuggles, Doris Jordan, Indy Moran, Wynema Lovell, Deborah Goyette, Hattie

Alexander, Peter Strohmaier, Sandra Royal and Constance Butler

N. Financial updates - (Bank balance)

V. Approval of minutes

VI. Open issues

a) Vacant positions to be filled- Chairman, Treasurer, SecretalY

b) Solicitation of Contributions Annual Registration - Updated Constance Butler were able to contact the Florida SOCA and was advised by the representative to apply for an extension and send completed information in. See attached email for letter of extension.

c) Ongoing recruiting board members -Barbara Andrews, Gertrudis Sepulveda and Dianne Bornhoffer.

d) Adams & Harper, P.A, received financial information for 990

e) Ongoing - report for Florida Sun Biz - add board members to account for banking. To be completed after board officers are selected.

f) Workman's Compo Insurance certificate

g) Supplies purchased with Uline.

New business

1. Follow up fundraising efforts:

2. Wynema Lovell suggested contacting

3. Sandra Royal- Rotary, Reinhold, Buy Low, Nestle Water and Anheiser Bush.

4. Indy Moran - State Grants for Stem Robotics Camp.

5. Wynema Lovell- report Clay County fair

6. Sandra Royal- contact David Bright to discuss summer operations of gym

7. Job description with staff at specified time with staff

Inventory report of supplies - Bruce Griner to submit to board

8. 2014 Black History Event -February 22, 2014 at 5pm update Doris Jordan coordinator of event

No action taken on: Health Fair. March, spring festival, summer events, June - Stride for excellence (back to school kick off) August & Fashion show and Talent Event - October, Etc.

Announcements:

Clay County Agriculture Fair 2014 - April 3- 12 - We will have a booth and need volunteers. Invitation to Reinhold Foundation Volunteer Service Awards Saturday Market (Spring Park 3rd Saturday each month) - We need to have a booth for exposure. (City Council is meeting on Feb. 18, 2014) Next Board Meeting - February 25,2014

Adjourn


Agenda Tuesday - February 11, 2014





I. Call to order * Invocation * Pledge of Allegiance Flag * Reciting of the ASACC Mission

II. Welcome new board members: Sandra Royal, Peter Strohmaier and reappointment of Hattie Alexander.

III. Roll call- Mary Tuggles, Doris Jordan, Indy Moran, Wynema Lovell, Deborah Goyette, Hattie


N. Financial updates - (Bank balance)


VI. Open issues

a) Vacant positions to be filled- Chainnan, Treasurer, Secretary

b) Solicitation of Contributions Annual Registration - Updated Constance Butler was able to contact the Florida SOCA and was advised by the representative to apply for an extension and send completed information in. See attached email for letter of extension.

c) Ongoing recruiting board members - Barbara Andrews, Gertrudis Sepulveda and Dianne Bomhoffer.

d) Adams & Harper, P.A, received financial information for 990

e) Ongoing - rep0l1 for Florida Sun Biz - add board members to account for banking. To be completed after board officers are selected.

f) Workman's Compo Insurance ce11ificate

g) Supplies purchased with Uline.

VII. New business

1. Follow up fundraising effOlis:

2. Sandra Royal- Rotary, Reinhold, Buy Low, Nestle Water, Walmmi and Anheiser Bush.


4. Wynema Lovell- Clay County fair

5. Sandra Royal- contact David Bright to discuss summer operations of gym

6. Job description with staff at specified time with staff

Inventory repOli of supplies - Bruce Griner to submit to board

8. 2014 Black History Event -Februaly 22, 2014 at Spm update Doris Jordan coordinator of event

VIII. Announcements:

Clay County Agriculture Fair 2014 - April 3- 12. Invitation to Reinhold Foundation Volunteer Service Awards - Application completed by Sandra Royal Saturday Market (Spring Park 3rd Saturday each month) - We need to have a booth for exposure. (City Council is meeting on Feb. 18,2014) Next Board Meeting - February 25, 2014

Adjourn


Minutes Tuesday - February 11, 2014


I. Board meeting called to order at 6:35pm by Constance Butler, Secretary. Invocation led by

Sandra Royal. Pledge of Alliance Flag and reciting ofthe ASACC mission by all.

II. New board members were welcomed Sandra Royal, Peter Strohmaier and reappointment of Hattie Alexander per city council appointments.

III. Roll call - Present were Mary Tuggles, Doris Jordan, Indy Moran, Wynema Lovell, Debbie

Goyette, Hattie Alexander, Peter Strohmaier, Sandra Royal and Constance Butler.

N on board members present - Chief Muse, City of Green Cove Springs Police Department,

Bruce Griner, Operational Director, Van Royal and Betty Williams.

N. Financial balance verbal repOli by Mary Tuggles oral repOli Vystar account as of 1/29/14 - $20, 147.28

V. Approval of minutes for December 10, 2013 - Motion offered by Indy Moran to approve minutes, second by Sandra Royal. Approve vote 9-0. January 21,2014 board meeting minutes - Motion offered by Indy Moran, second by Hattie Alexander. Question for correction. Approve vote 9-0.

VI. Positions open for Chairperson, Treasurer, and Secretary

a) Nominations for Chairperson Constance Butler declined. Debbie Goyette, declined, Sandra Royal, accepted nominations closed. Sandra Royal voted chairperson by acclamation.

Meeting turn over to Sandra Royal, board chairperson. Board in need of vice-chair nomination opens for vice chair. Nominee Debbie Goyette, accepted nomination closed. Debbie Goyette voted vice-chair by accumulation. Nominate for Treasurer Peter Strohmaier, accepted. Nomination closed Peter strohmaier voted treasurer by vote of acclamation. Nominee for SecretalY Constance Butler accepted. Nominations closed Constance Butler voted secretary by acclamation.

Discussion open to board regarding having sub - committees to lead the board with projects and fundraising.

Public Relations CPR) Committee - Wynema Lovell led person, assisted by Indy Moran

Fundraisingi Event Committee - Sandra Royal led person, assisted by Hattie Alexander

Programing Committee - MalY Ttlggles led person, assisted by Doris Jordan.

Legal Council Committee - Open

Facility Committee - Doris Jordan led person for needs of facility. Bruce Griner operational director to assist.

b) Solicitation of Contributions Annual Registration, Constance Butler contacted the Florida SOCA and was advised by the representative to apply for an extension. Extention letter on file for confirmation.

c) Suggestion made to send letters to candidates submitted to city council for ongoing effOlis for recruiting board members inviting each person to patiicipate on a sub-committee. Current list includes Barbara Andrews, Getirudis Sepulveda and Dianne Bornhoffer.

d) Adams & Harper, P.A, received financial information for 990. Beth Lenders contact person and will notifY board when form is completed.

e) Letter and fee to be sent to Florida Sun Biz with added officers names and remove names of others who are no longer on the board. Debbie Goyette agreed to check for form and fees.

f) Workman Compo Insurance certificate completed. Debbie Goyette looked at comparison for previous insurer and regarding coverage and cost. First Comp insurance was the selected choice. Costing $742.00 for the year. Motion offered by Hattie Alexander to approve check to be paid to First Comp insurance for said amount. Second by Mary Ttlggles, approved with a vote of9-0.

g) Constance Butler provided report for gym supplies purchased through ULine Company with a saving to ASACC totaling $205.98. (Invoice to bookkeeper). Motion offered by Hattie Alexander second by Mary Ttlggles, approved with vote 9-0.

1. Follow up fundraising efforts:

2. Sandra Royal- Rotary announce application for Reinhold Corporation is completed and hand delivered. She also reported Wal-Mmi grant/award is not on a local level and will continue to

make contact with local management team for more opportunities to apply. (Not contacted Nestle Water, Amheiser Bush Companies).

3. Indy Moran provided repOlt for grants that would coincide with the S.T.E.M. campi programs. Grant site named were LEEF - Florida.org. Other information provided were sites that assist

other non-profit organizations with items needed for wish list wegive.org.

4. Wynema Lovell repOlted that application for Clay County fair was submitted with donation

provided by and anonymous source totaling $300.00. Display and brouchers are being put together for presentation. Mrs. Lovell asked for all board member to complete and envelope with address in order that she can provide tickets and arrange scheduling times when available.

5. Chief Muse provided handout information from city manager Danielle Judd Sample brochure from Quigley House with ideas/suggestion on fundraising. Other suggestion he offered for board to look in to summer lunch program site.

6. Sandra Royal reported Mr. David Bright was contacted and came out for a tour of facilities. Mr. Bright offered many suggestions for programs especially 3 month summer camp. Programs Mr. Bright offers will bring in his own staff, insurance and criteria's. Programs will include meals for student's breakfast, lunch and snacks.

Mr. Bright plans to attend board meeting to address proposal. Information Sandra Royal -contact David Bright to discuss summer operations of gym

7. Staff job description due for update

Inventory repOli of supplies - Bruce Griner to submit to board by next meeting. Peter Schromaier offer to assist Mr. Griner with repOli and marking of items chairs. Mr. Griner stated it will take 4 additional hours to complete task requested.

8. 2014 Black History Event - Februaty 22,2014 at Spm. Doris Jordan states she will be at gym setting up items on Thursday and Friday evening prior to event and ask for assistance.

Board chair request that board meetings not last no longer than 1 hour and at the most 1 Yz hours. Committees to work out logistics and repOli to board for recommendation/approval. If a board member will not be present please notifY someone in advance.

VII. Announcements:

Clay County Agriculture Fair 2014 - April 3- 12. Invitation to Reinhold Foundation Volunteer Service Awards - Application completed by Sandra Royal Saturday Market (Spring Park 3rd Saturday each month) - We need to have a booth for exposure. (City Council is meeting on Feb. 18,2014) Next Board Meeting - February 25, 2014

Meeting Adjourn at 8:30PM

Respectfully submitted,



Agenda February 25, 2014, 6:30 PM


To enrich the quality of life for the community by providing activities and events that promote education, health and wellness, and the arts.



II. Welcome visitor: David Bright.

III. Roll call- Mary Tuggles, Doris Jordan, Indy Moran, Wynema Lovell, Deborah Goyette, Hattie Alexander, Peter Strohmaier, Sandra Royal and Constance Butler

IV. Financial updates - Peter Strohmaier is away in Germany on family matters.


VI. Open issues

1. Camp Proposal- Mr. David Bright (refer to Item 9 under new business)

2. Workman's Compo Insurance Certificate - accomplished?

3. Solicitation of Contributions Annual Registration - completed?

4. Recruiting board members -Barbara Andrews, Gertrudis Sepulveda and Dianne Bomhoffer?

5. Adams & Harper, P.A, received financial information for 990. Anything to rep0l1?

6. Ongoing - report for Florida Sun Biz - add board members to account for banking.

7. Update on Website

8. Rep0l1 on 2014 Black History Event -February 22,2014 at 5pm update Doris Jordan coordinator of event

VII. New business

1. Fundraising Event: Rep0l1 on meeting with Lisa Webb


3. Wynema Lovell- Clay County fair - report and volunteer signup sheet

4. Job description for staff

5. Inventory report of supplies - Bruce Griner to submit to board. Also, we need picture files and parent contact infOlmation from Bruce.

6. Address the enol' in the Mission Statement .

7. Issues of concern to Board Members:

(a) Minutes distributed at least one week before meeting (b) Finances rep0l1s monthly (c) Fundraising activity rep0l1 monthly (d) Legal person attached to the board as a Board Member or a Volunteer (e) Gym open more days (f) All Purpose Flooring (rep0l1)

8. Booth at 3rd Saturday in the Park March 15 - 10:00 am until 2:00 pm (camp forms?)

9. Letter from Mrs. Diente regarding relatives of Augusta Savage

10. Request by Clay County Health Office to use the gym for Teen Health Night.

11. Update contact Information

12. Any other new business?

Next Board Meeting-March 11, 2014

Announcements:

Clay County Agriculture Fair 2014 - April 3- 12. Saturday Market (Spring Park 3rd Saturday each month) - We need to have a booth for exposure.

Adjourn


Minutes February 25, 2014, 6:30 PM


I. Call to order to order at 6:30pm. Invocation by Sandra Royal, chair. Pledge of Allegiance Flag and

Reciting of the ASACC Mission by all present.

II. Welcome visitor: David Bright.

III. Roll call - Present at roll call - Mary Tuggles, Doris Jordan, Indy Moran, Wynema Lovell, Deborah

Goyette, Sandra Royal and Constance Butler

Absent - Hattie Alexander and Peter Strohmaier (excused by chair for family emergency)

Non - members Mike Null, Officer Cody Buchannan,

Arrive after roll call - Hattie Alexander

Other present: Bruce Griner, Operational director, Mr. Ike Brown.

IV. Financial updates - Tabled

V. Approval of minutes - motion offered by Debbie Goyette to accept minutes and second by Wynema

Lovell. Minutes approved by Vote 8-0.

VI. Open issues

1. Camp Proposal - Mr. David Bright (refer to Item 9 under new business). Mr. Bright was in route

board continued with meeting and will yield space once he arrives.

2. Workman's Compo Insurance Certificate - Secretary report certificate obtain for 2014 through

First Comp Insurance Company.

3. Solicitation of Contributions Annual Registration - Ready to be mailed once 990 is complete by

Adams and Harper P.A.

4. Recruiting board members -Barbara Andrews, Gelirudis Sepulveda and Dianne Bornhoffer. Chair asked for clarification on recruiting board members. Secretary suggests all names submitted by board members to offer to pmiicipate on a subcommittee with the possibility of being a candidate for board membership. This way we can have an ongoing process for board recruitment. Bom'd members agreed. Other names to be added and offer for sub-committees. Public relation

committee will send out letters offering position.

5. Adams & Harper, P.A, received financial information for 990. Secretary repOlied Beth Linders states 990's will be completed within 2 weeks.

6. Ongoing - report for Florida Sun Biz - add board members to account for banking. Debbie Goyette provided repOli for Florida Sun Biz. Check and names of new officers to be mailed to Florida Sun Biz once names are updated the Secretary will provide letter for Vystar Credit Union to update

banking information as discussed. Chair, Treasurer and Assist Treasure will be added to account. OOMarge Champion and Matthew Tinney names will officially be removed.

7. Update on Website - Chair reports unable to make contact with Mrs. Sumter. Suggest to board to by domain from hosting site Go Daddy. This will prevent duplicate sites for ASACC. If we have control over site we can direct anyone going to it to the active site we cunent have without causing confusion. Motion offered allow Chair to bid for site on behalf of ASACC for $20.00, with the understanding if site is obtain by bid must remain free for 45days after which ASACC can

obtain domain. Motion second by Hattie Alexander. Approve vote 8-0.

RepOli on 2014 Black History Event - February 22,2014 at 5pm update Doris Jordan coordinator

of event report success of event with approximately 170 paliicipates including the Honorable Mayor R.M. Timberlake, Vice Mayor Felecia Hampshire, Council Member Van Royal and City Manager Danielle Judd, Clay County Historical Society, Members of Penney Farms Retirement and others. A public offering in donations collected $514. Ms. Jordan thanked everyone for their participation in the event. Suggestions offered for next year event: 1.Guestbook 2. Extend the days

for showing of displays.3. Set of presentation at city hall 4. Open to Clay County School Board and 5. PowerPoint presentation.

Mr. David Bright made presentation to the board regarding a summer camp to be conducted at ASACC. Mr. Bright expressed he want to "dedicate service to the community." The summer

camp will include weekly goal/themes for youth to focus on; two meals and snack will be served along with other planned activities throughout the day. SuppOlied staffing will be sort by "Bright Minds" Inc. instructors will be trained in CPR etc. Mr. Bright made an impressive presentation and will attend city council meeting on March 4,2014 for presentation and questions as well. Mr. Bright made clarification regarding miscommunication that the city council would not let him

paliicipate in the area with his football league from his inquiry prior certainly not true the council was not in the process.

After discuss and answers with Mr. Bright a motion was offered by Sandra Royal to accept proposal by Mr. Bright to conduct summer camp at ASACC. Motion second by Indy Moran. Motion approve by vote 8-0.

VII. New business

1. Fundraising Event: Report on meeting with Lisa Webb

2. Indy Moran report need Tax LD. information to submit from

3. Wynema Lovell- Clay County fair - report and volunteer signup sheet

4. Job description for staff - Connie Butler and Debbie Goyette will put together.

5. Inventory repOli of supplies - Bruce Griner to submit to board. Also, we need picture files and parent contact information from Bruce.

6. Address the en'or in the mission statement remove the word promotes and change to promote.

7. Issues of concern to Board Members:

(a) Minutes distributed at least one week before meeting - Secretary (b) Finances reports monthly - Treasurer (c) Fundraising activity report monthly- Sub committee (d) Legal person attached to the board as a Board Member or a Volunteer- Mr. Whittington, Esq.

asked serve on subcommittee for legal matters. (e) Gym open more days - Sub committee (f) All Purpose Flooring (repOli)- Chair

8. Booth at 3rd Saturday in the Park March 15 - 10:00 am until 2:00 pm - InfOlmation pamphlets.

9. Letter from Mrs. Diente regarding relatives of Augusta Savage, looking for family of Mrs. Savage.

10. Request by Florida Department of Health Clay County to use the gym for Teen Health Night -Chair report received call from program director for teen group to use gym for up to 5 hours including set up and cleaning for movie and information on communicable diseases. Chair will invites representative to next board meeting for presentation to board ..

11. Update contact Information


Secretary repOli call to Mr. Joe Pellegrino with showcase Enteliainment (904) 509-5054 is willing to provide assist with fundraiser. Mr. Pellegrino offered different ideas or fundraising benefits and wants to know if the board would be interested in putting on monthly activities such as a sock hops for the youth and get sponsors to donate. Board members discussed and secretary to contact Mr. Pellegrino to inform board is interested. Details will follow after contact is made by board secretary.

Next Board Meeting - Marcil 11, 2014

Announcements:

Clay County Agriculture Fair 2014 - April 3- 12. Saturday Market (Spring Park 3rd Saturday each month) - We need to have a booth for exposure.

Adjourn



Agenda · March 11, 2014, 6:30 PM


To enrich the quality of life for the community by providing activities and events that promote education, health and wellness, and the arts.



II. Roll call- Mary Tuggles, Doris Jordan, Indy Moran, Wynema Lovell, Deborah Goyette, Hattie


III. Financial updates - Peter Strohmaier

IV. Approval of minutes

V. Old Business

1. Request by Clay County Health Office to use the gym for Teen Health Night. Guest

2. Ongoing - repOli for Florida Sun Biz - add board members to account for banking.

3. Update on Website

4. Debbi Goyette and Connie Butler - Job description for staff


6. Wynema Lovell- Clay County Fair - report and volunteer signup sheet

7. Bruce Griner - Inventory report of supplies. Also, we need picture files and parent contact

infOlmation from Bruce.

8. Recruiting board members -Barbara Andrews, Gelirudis Sepulveda and Dianne Bornhoffer?

9. Adams & Harper, P.A, received financial information for 990. Anything to repOli?

VI. New Business

1. Fundraising Event: RepOli

3. Professional cleaning service for the gym

4. Tentative work assignment for ASACC staff members during summer hours.

5. Booth at 3rd Saturday in the Park April 19 - 10:00 a.m. until 2:00 p.m. (camp forms?)

6. Camp discussion and Staff Responsibilities during Summer Camp


Next Board Meeting - March 25, 2014

Announcements:

Clay County Agriculture Fair 2014 - April 3- 12.

Adjourn


Minutes March 11, 2014, 6:30 PM


I. Call to order at 6:30pm * Invocation led by Mick Null* Pledge of Allegiance Flag and Reciting of the

ASACC Mission by all.

II. Roll call- Present - Deborah Goyette, Doris Jordan, Wynema Lovell, Indy Moran, Sandra Royal, Peter Strohmaier and Constance Butler.

Excused absent - Hattie Alexander

Others present - Mike Null, Assistant City Manager, Winnie Holland, Health Administrator, and

Florida Department of Health in Clay County, Imani Richardson, and Teen Health Educator Florida Department of Health in Clay County.

III. Financial updates - Tabled until next meeting for written report.

IV. Approval of minutes - Motion offered by Mary Tuggles to accept minutes, seconded by Doris Jordan.

Minutes accepted with a vote of 8-0.

V. Old Business

1. Imani Richardson, made presentation to host an event for teens ages 14 and above, for a

community movie titled "And The Band Plays On "(film) documentary of the Acquired Immune Deficiency Syndrome (AIDS) epidemic in the United States. A tentative schedule was provided for board members. After presentation meeting was open for questions . Ms. Winne Holland was

available to answer question also.

Following discussion Sandra Royal moved to approve the event presentation for Friday May 2,

2014 from Spm to lOpm. Seconded by Indy Moran. Vote board member 8-0.

Second motion offered for HIV (oral sure) testing at apporaite age group. Second and approved

vote 8-0.

Third motion offered condoms will not be offered and only will be available in area of testing. Seconded and approved with vote 8-0.

2. Debbie Goyette made report for Florida Sun Biz have not posted new board members added names as of meeting. Annual renewal requirements have been submitted.

3. Sandra Royal repoli ASACC now can continue with website. Sumter Designs has release to board

and forward invoice for $70.00 Constance Butler, secretary will forward payment to finalize

agreement.

4. Debbi Goyette made report job descrition for staff is inprogress and will be ready for board approval by next meeting.

5. Indy Moran provided repOli ASACC is now enrolled in program to request wish items. Board members are encouraged to send request to Indy for submission to program.

Board has elected by acclamation to not host Robotics Camp for 2014 Bright to the acceptance of the Summer Camp by Bright Minds, Inc. for the entire summer. Board agreed to revisit for Robotic camp 2015.

6. Wynema Lovell updates board on Clay County Fair encouraging completing volunteer signup

sheet and request for decorations for booth. Decor for fair this year is "County Roots and Cowboy Boots."

7. Bruce Grinner report inventory was complete for chairs and tables only. Board discussed inventory

for all items of gym to be inventory. A list of previous inventory will be provided for group and location of items.

Mr. Griner voiced ideas for approve events as listed A Spring dance one week in April for and

Easter Bash on April 19, 7pm to IOpm. A Spring Conceli May with various choirs throughout the area including the ASACC youth choir as well as others. Request was made for basketball tournament to be held May 3 with various teams from the local area. Board embrace request by

Mr. Griner and request a written outline report. A suggestion was made for the essence of time Mr. Griner can email information to board chair or secretary to send out to each board member for final approval. Also, we need picture files and parent contact information from Bruce.

Mr. Griner made report to board Mr. Tony Hogans would like for the Amateur Athletic Union

(AAU) girls basketball group to hold practice at gymnasium on Monday nights. Board members suggest inviting Mr. Hogans to board meeting with proposal for fmiher discussion. He may contact board chair.

8. Recruiting board members ongoing process names of previous suggested candidates Barbara Andrews, Gelirudis Sepulveda and Dianne Bornhoffer will be asked to participate on sub committees. All board members are encouraged to invite others who would possible volunteer for a subcommittee is invited to attend next board meeting. Secretary will contact listed names for invitation.

9. Secretary reported Adams & Harper, P.A, 990 repOlis for IRS in progress.

IV. New Business

1. A purposed fundraising event presented by Sandra Royal (board chair) for a weekend event

outline. Beginning on Friday evening with an opening gala, Saturday through Sunday various activities fOlID antiques walk, book signings, tours, auto races, film festival, play premier, bands and concelis. August 29 - August 31

Board members encourage making suggestions for name of event and other suggestions. Each

area of event will have a contact person to head each event as outline. Board chair was express

excitement about propose events and urged board to accept or not accept. Everyone must be in

agreement in order to have a successful outcome.

3. Secretary offered suggestion to look into a professional cleaning service for the gym weekly,

monthly or quarterly.

4. Tentative work assignment for ASACC staff members during summer hours.- Tabled

5. Booth at 3rd Saturday in the Park April 19 - 10:00 a.m. until 2:00 p.m. Board to present camp fOlms when available at Saturday in the Park event.

6. Camp discussion and Staff Responsibilities during Summer Camp. Tabled

7. Board chair introduce ideal for a soccer team for children 10 years of age and under, up for further discussion.

8. Historian for ASACC suggestion for Hattie Alexander to led. Tabled

9. Secretary report donations for computers received by Josh Charles donated on December 12 were never included in the minutes. Mr. Charles was provided a letter of acknowgment for items received.

Board agreed by acclamation the power girls group can continue to meet on Wednesdays for an hour. Mr. Griner provides supervision. Directed by Courtney Hampshire.

10. Chorus

Next Board Meeting-March 25, 2014

Announcements:

Clay County Agriculture Fair 2014 - April 3- 12.

Adjourn

CITY OF GREEN COVE SPRINGS, FLORIDA STAFF REPORT

FOR MEETING OF JUNE 3, 2014

SUBJECT: · Governance Augusta Savage Arts & Community Center, Inc.

BACKGROUND: The Council at its last meeting on May 20th set this evening as a date upon which to conduct a joint meeting with this Board to discuss future directions.

MOTION: Direct the Administration as to the manner in which the Council desires to proceed on this matter.

PREPARED BY:

green cove springs city council 321 walnut street, … · quatters ending june 30, 2013 through...

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