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HomeMy WebLinkAbout2001 Cultural Arts Commission Minutes MINUTES CULTURAL ARTS COMMISSION MONDAY, JANUARY 8,2001 7:30 P.M. Meeting was called to order at 7:35 p.m. by Chairman Stefely 11. Roll Call Members Present: Robert Durnbaugh, Milt Evans, Jr., Tom Flanigan, Richard Grieger, Herbert Gross, Maureen Himmel, Jean Keltner, David Powers, George Stefely Members Absent: Nancy Potter (ex-officio), 11I. Consideration of Minutes - Meeting of November 13, 2000 Keltner moved, seconded by Grieger, to approve the minutes of the November 13 meeting as corrected. All ayes. Motion passed. IV. New Business A. Discussion of Alternatives to Grants Powers began the discussion suggesting that the Commission consider an alternative to accepting and reviewing grant applications from organizations which have been"regular" recipients of funding. He felt that to do so would provide time for the Commission to pursue other items of business, such as advocating use of the library building as an art center. Powers indicated that the Commission should make it publically known that its goal is to have the library building used for that purpose. Grieger reported that he had spoken to Robert Siljestrom, Chairman of the Comprehensive Plan Advisory Committee, about the inclusion of arts-related issues when considering the plan updates. The Commission decided to forward a letter to Chairman addressing these issues. Himmel and Grieger will prepare a letter. Evans made a motion that the Commission adopt a position that it would advocate, in general, for an arts Center in the community. Second by Durnbaugh. All ayes. Motion passed. Flanigan and Gross expressed their support for continuing the grant application process as it is currently practiced. It was the consensus of the majority of members that the current process should remain intact. C. Consideration of Contribution to Elgin Symphony Orchestra Flanigan moved, seconded by Powers, to approve a payment of$ 38,000 to the Elgin Symphony Orchestra from the General Fund budget. All ayes. Motion passed. - ► S. • Minutes, January 8, 2000 Page 2 V. Old Business A. Networking Meeting Commission members discussed the networking meeting held in November the comments made during the table discussions. B. 2001 Grant Guidelines& Application Gross made a motion to establish two granting sessions in 2001 with Commission review of grants taking place in February and July. Second by Keltner. All ayes. Motion passed. Durnbaugh made a motion to maintain the same grant application form as was used in 2000, except to remove the reference to the $ 7, 500 as a grant request amount. Second by Flanigan. All ayes. Motion passed. V. Other Business Keltner reported that she had spoken to Lynne Robbins about an art display at the recreation center when it opened. She said that Ms. Robbins had told her that the display could be worked in, but that the Commission would have to pay for preparing the display. Evans indicated his surprise that the Commission was being asked to pay for this and wanted to know how funds were allocated for the recreation center. The Commission indicated that they would like the following City officials to attend meetings in February and April: Dawn Hagen, Communications Director; City Manager Joyce Parker; Mayor Ed Schock. Himmel announced that she was moving out of Elgin and, consequently, would have to resign from the Commission. VI. Flanigan moved, seconded by Grieger, to adjourn. All ayes. Meeting adjourned at 10:35 p.m. Respectfully submitted, Minutes Approved, �. 1,41 ao0r ethlagleborah Ni , Management Assistant Date MINUTES CULTURAL ARTS COMMISSION MONDAY, MARCH 12, 2001 7:30 P.M. Meeting was called to order at 7:30 p.m. by Chairman Stefely. TI. Roll Call Members present: Robert Durnbaugh,Milton Evans, Jr., Tom Flanigan, Richard Grieger, Herbert Gross,Jean Keltner, David Powers, George Stefely Others present: Joyce Parker, City Manager Jane Cordes, Special Events Coordinator,Parks&Recreation Donald Quillman Jon Kramp III. Consideration of Minutes - Meeting of February 12, 2001 Durnbaugh moved, seconded by Gross, to approve the minutes of the February 12,2001 meeting as presented. All ayes. Motion passed. IV. New Business A. Discussion with Mayor Ed Schock& City Manager Joyce Parker. Due to illness,Mayor Schock was unable to attend the meeting. City Manager Joyce Parker addressed the Commission and recommended that the Commission develop a proposal for use of the current library building. She commented that Mayor Schock felt that the Commission is moving in the right direction. B. Request for Funding- Parks &Recreation Department. Jane Cordes, Special Events Coordinator, presented a request for funds for Parks &Recreation programming. Flanigan moved, seconded by Gross, to fund the Parks&Recreations programs at the requested amounts. After discussion, Flanigan withdrew his motion and the item will be be taken up at the April meeting. Minutes - Meeting of March 12, 2001 Page 2 C. Consideration of Grant Applications. 1. Children's Theatre of Elgin. Flanigan moved, seconded by Gross, to to approve a grant award of$ 5,000. All ayes. Motion passed. 2. Elgin Choral Union. Keltner moved, seconded by Gross, to approve a grant award of$ 11,750. Six ayes. Dumbaugh and Grieger abstained. Motion passed. 3. Hamilton Wings. Grieger moved, seconded by Gross, to approve A grant award of$ 10,000 to fund programming in 2001. Four ayes. Four nays. Motion did not pass. Dumbaugh moved, seconded by Evans, to approve $ 20,000 for the Project in years 2001 and 2002. Four ayes. Four nays. Motion did not pass. The Commission requested that representatives of Hamilton Wings be contacted and asked to be present at the April meeting to answer questions regarding the project. Flanigan will make this contact. 4. Independent Players. Gross moved, seconded by Grieger, to approve $ 14,815. Six ayes. One nay. Keltner abstained. Motion passed. 5. Talisman Theatre. Keltner moved, seconded by Grieger, to approve $ 20,000. Seven ayes. Flanigan abstained. Motion passed. D. Sub-committee report. 1. Art exhibition at recreation center. Keltner asked for direction regarding exhibiting art ast the new family recreation center. At this time, it is the feeling of the Commission to ask for art space for overflow from the Art Gallery. The Commission suggested that Lynn Robbins make a presentation at a future meeting. V. Old Business. A. Networking Meeting. There were questions about scheduling a meeting in April. Stefely will contact Deborah Nier to see if any commitments had been made on a meeting space. .r . Minutes - Meeting of March 12, 2001 Page 3 VI. Other Business -None VII. Durnbaugh made a motion to adjourn. Second by Flanigan. All ayes. Motion passed. Meeting adjourned at 10:40 p.m. Respectfully submitted, Minutes approved, _?6--p.\., . ' - d ` �Z .- p II :to U r ► AGENDA ITEM III. • MINUTES CULTURAL ARTS COMMISSION MONDAY,APRIL 9, 2001 7:30 P.M. Milt Evans, Jr., serving as chairman in George Stefely's absence, called the meeting to order at 7:30 p.m. II. Roll Call Members present: Robert Durnbaugh, Milt Evans, Jr., Tom Flanigan, Richard Grieger, Herbert Gross, Jean Keltner, David Powers Members absent: George Stefely Staff present: Dawn Hagen, Communications Director Deborah Nier, Management Assistant Others present: Guy Bellaver, St. Charles 0."*" Elizabeth Bellaver, St. Charles Group Steve Youngren, Pioneer Memorial Foundation III. Consideration of Minutes - Meeting of March 12, 2001. Keltner moved, seconded by Gross to approve the minutes as presented. All ayes. Motion passed. IV. New Business A. Discussion with Dawn Hagen, Communications Director, City of Elgin Ms. Hagen discussed the responsibilities of her position as Communications Director and some of the projects with which she and the Communications Specialist are involved. In response to questions about the design and maintenance of the City's web page, Ms. Hagen explained that work was needed and that proposals were being considered for consulting services to address these issues for the City. In response to questions about a community event calendar, Ms. Hagen explained that she and her staff were not, at this time, in a position to serve as a clearinghouse for event information nor able to become involved in the production of an events calendar of the scope desired by the Commission. She suggested that the Commission might wish to speak to the Convention & Visitors Bureau. r Minutes -April 9, 2001 Page 2 B. Status Report on Pioneer Family Sculpture Guy Bellaver, Elizabeth Bellaver and Steve Youngren provided the Commission with a report of the work done to date on the sculpture. C. Financial Report - Financial report for April was presented. V. Old Business A. Consideration of Grant Application - Hamilton Wings Flanigan moved, seconded by Durnbaugh, to fund the application for the SCORE! program submitted by Hamilton Wings in the amount of$ 20,000 to be expended in 2001. Five ayes (Evans, Durnbaugh, Flanigan, Grieger, Powers). Two nays (Gross, Keltner). Motion passed. B. Consideration of Funding Request- Parks &Recreation Department Gross moved, seconded by Flanigan, to fund Youth Fest activities in the amount of$ 2,500. All ayes. Motion passed. Gross moved, seconded by Keltner, to fund the Lords Park concert series in the amount of$ 6,000. All ayes. Motion passed. Powers moved, seconded by Flanigan, to fund the Fine Arts Festival marketing activities in the amount of$ 10,000. Four ayes (Evans, Durnbaugh, Flanigan, Powers). 3 nays (Grieger, Gross, Keltner). Motion passed. Durnbaugh made a motion not to fund a request for July 4th entertainment. Second by Flanigan. All ayes. Motion passed. Keltner moved to obligate$ 1,500 for food vouchers to be used during the Fine Arts Festival. Second by Grieger. All ayes. Motion passed. Gross made a motion to fund the Wednesday evening and Friday Noon concerts in the amount of$ 3,500. Second by Grieger. All ayes. Motion passed. Keltner moved, seconded by Gross, to obligate $ 2,000 for art purchase awards. All ayes. Motion passed. Keltner moved, seconded by Gross, to obligate $ 3,000 for producing t-shirts for the Fine Arts Festival. Minutes - April 9, 2001 Page 3 VI. Other Business Dumbaugh informed the Commission that the Elgin Choral Union may not be able to implement the project for which it received funding under the Arts & Culture grant program. A different project maybe proposed to the Commission at its May meeting. Powers felt that a letter to the City Council indicating the Commission's support for an arts center as a use for the Gail Borden Library building would be appropriate. Flanigan and Powers will work on the letter for presentation at the May meeting. Keltner pointed out that there appeared to an error in the description of criteria for evaluating grant applications as it applies to the Elgin Cultural Arts Commission grant program "` VII. Powers moved, seconded by Grieger to adjourn. Grieger seconded. All ayes. Meeting adjourned at 9:55 p.m. Respectfully submitted, Minutes approved Deborah Nie , Management Assistant 1 at AGENDA ITEM III "` MINUTES CULTURAL ARTS COMMISSION MONDAY, JUNE 11, 2001 7:30 P.M. I. Chairman Stefely called the meeting to order at 7:35 p.m. II. Roll Call Members present: Robert Durnbaugh, Richard Grieger, Herbert Gross, Mark Hardiman, Jean Keltner, David Powers, George Stefely Members absent: Milt Evans, Jr., Thomas Flanigan Others present: Mayor Ed Schock Irene O'Neill-Sam, Fox Valley Arts Council Margaret Plaskas, Fox Valley Arts Council Eric Kohnke, Fox Valley Arts Council Staff Present: Deborah K. Nier, Management Assistant M. Consideration of Minutes - Meeting of June 6, 2001 Gross moved to approve the minutes of the May 14 meeting as presented. Second by Powers. All ayes. Motion passed. City of Elgin Mayor Ed Schock addressed the commission at this meeting. He thanked them for all their work in enhancing arts programming in the community. The commission discussed their desire to locate a permanent"home"for the arts in the community, suggesting the current library building as a possible location. Mayor Schock suggested that it would be useful to the City Council if there was an assessment of the needs of the arts community provided to the City Council. IV. New Business A. Request for Funding - Fox Valley Arts Council Representatives of the Fox Valley Arts Council were present to explain that organization's request for $ 5,000 in financial support from the Commission. The commission asked the representatives to provide specific details about how $ 3,000 of the request would be used ($ 2,000 of the total would pay for the Elgin page in the Arts Beat publication). Gross made a motion to prepare a Purchase of Service Agreement which would provide the Fox Valley Arts Council with$ 5,000 in return for activitie 1 * which would be specified by the arts council. Second by Grieger. All ayes. Motion passed. B. Mini-Grant Program. Nier had provided the commission with a copy of minutes of the meeting at which the program guidelines had been approved. No further discussion. C. Hemmens Advisory Board Representation. The commission was provided a copy of a letter to the City Council from Floyd Brown, Hemmens Advisory Board Chairman, in which Mr. Brown indicated that the Board did not feel it necessary to have one of their members as a representative on the Cultural Arts Commission. The commission members concurred. Nier will inform the City Clerk D. Grant Administration. Nier reported that she was having some problems getting grantees to return grant agreements. She asked if a provision could be written into the guidelines which directs the grantee to return the grant agreement within a specific number of days or lose the grant. Grieger made a motion to revise the guidelines to include a provision that grant agreements must be returned within thirty days or lose the grant. Durnbaugh seconded the motion. All ayes. Motion carried. E. Commission Award Event. Keltner raised the question of reviving the practice of having an awards event. The idea was raised of incorporating art awards with the Image Commission's Image Awards program. F. Financial Report. The financial report for June was presented. V. Old Business Fine arts Festival T-shirts. Durnbaugh made a motion to pay the artist doing the graphics a fee of$ 200.00 and pay for a booth at the AAUW art showcase. Second by Keltner. All ayes. Motion passed. Web Site. Hardiman will talk to Dawn Hagen, Communications Director, about improving the City's web site and information about the arts and the commission. VI. Other Business. Powers, Flanigan, Hardiman and Gross will work as a subcommittee on the arts center. Nier reported that Don Sleeman, American Legion Post, called about a re-dedication l ceremony for the doughboy sculpture. Mr. Sleeman will be asked to attend a future meeting. Betsy Armistead, director of the Prairie Center for the Performing Arts, will be asked to attend the August meeting. VII. Gross moved to adjourn. Second by Hardiman. All ayes. Meeting adjourned at 10:15 p.m. Respectfully submitted, Minutes Approved Deborah K. is /Date ' anagemen Assistant eigik 1 . f - MINUTES CULTURAL ARTS COMMISSION MONDAY,JULY 9, 2001 7:30 P.M. The meeting was called to order by Chairman Stefely at 7:35 p.m. II. Roll Call Members present: Robert Durnbaugh, Milt Evans, Jr., Richard Grieger, Herbert Gross, Mark Hardiman, Jean Keltner, David Powers, George Stefely Members absent: Tom Flanigan Staff present: Deborah K. Nier, Management Assistant III. Consideration of Minutes - Meeting of June 11, 2001. Grieger made a motion to approve the minutes of the June 11, 2001 meeting as presented. Second by Gross. All ayes. Motion passed. felk IV. New Business A. Presentations Representatives of those organizations submitting applications for funding made presentations of their proposed projects. Presentations were made by the following: Art For All Sandy Kaptain, Shirley Simon Elgin Area Historical Society David Briggs, Carl Flaks Elgin Children's Chorus Ann Kepley Elgin Community Theatre Richard Grieger Elgin Enrichment Series Donna Burnidge, Marcene Linstrom Elgin Symphony Orchestra Paul Winberg Hispanic Heritage Coalition Gilbert Feliciano, Ruth Munson Heartland Voices Duane Werth, Jeffrey Danner The commission will discuss the funding applications and make funding recommendations at their August meeting. B. Art & Culture Grant Program - 2002 September 10, 2001 was identified as the deadline for submitting applications. C. Financial Report -July. The financial report for July, 2001 was reviewed. V. Old Business A. Fine Arts Festival/Festival t-shirts Proposed artwork for the t-shirts was presented to the commission. The commission accepted the proposed artwork and gave instructions to proceed. Chairman Stefely will coordinate this project. The commission discussed sign-up for the information booth. Concerns were raised about the tasks which some commissioners had to perform last year which were considered more appropriate for festival staff. Nier will speak to festival planning staff about providing a radio at the booth so that the volunteers can call upon staff when needed. Keltner brought to the commission's attention that those on the Art Purchase Award committee should be aware, when making their purchase decisions, that some art would not be exhibited in the Hemmens gallery due to the subject matter. The Cultural Center Manager has authority to decide what is exhibited and has determined that some art purchased in the past is inappropriate for viewing in that setting. There followed some discussion about whether purchases should be made given these circumstances. VI. Other Business Keltner asked Nier to see if she could be provided with business cards (at her expense) to use when conducting downtown tours. VII. Citizen Forum-None VIII. Gross made a motion to adjourn. Second by Hardiman. All ayes. Motion passed. Meeting adjourned at 10:20 p.m. Respectfully submitted, Minutes Approved Al /tilta ia j/3 101 I►eborah K. ier Date .4 .gement • ssistant AGENDA ITEM III MINUTES CULTURAL ARTS COMMISSION MONDAY, SEPTEMBER 10, 2001 7:30 P.M. Meeting was called to order at 7:35 p.m. by Chairman Stefely. II. Roll Call Members present: Robert Durnbaugh, Milton Evans, Jr., Tom Flanigan, Herbert Gross, Mark Hardiman, Jean Keltner, David Powers, George Stefely Members absent: Richard Grieger Staff present: Deborah Nier, Management Assistant III. Consideration of Minutes -Meeting of August 13, 2001 Stefely pointed out that there were some errors in identification of member making motions. Flanigan moved to approve the minutes of the August 13, 2001, as corrected. Second by Powers. All ayes. Motion passed. N. New Business A. Emilio Garcia, Executive Director,P.A.D.S. Nier reported that Mr. Garcia's office had called and had informed her that Mr. Garcia would not be in attendance, nor did he plan to address the Commission in the future. B. Arts &Culture Grant Program Meetings of the Grant Review Committee will be scheduled for Wednesday, October 3 and Wednesday, October 17. Both meetings will begin at 7:00 p.m. The commission identified persons to contact to serve as citizen representatives on the committee. Commission members will contact these persons to determine their interest. The commission discussed the use of an evaluation tool proposed by Commissioner Durnbaugh. Flanigan made a motion that the Commission utilize the evaluation mechanism developed by Commissioner Durnbaugh to review the applications. Second by Gross. All ayes. Motion passed.. eubk Keltner asked that the Illinois Arts Council guidelines used by the city to prepare the application to obtain re-granting funding be distributed. C. Grant Procedures. No discussion D. Financial Report. The financial report for September was presented. V. Old Business. A. Review of Fine Arts Festival. The commissioners expressed general dissatisfaction with the handling of the Fine Arts Festival in light of the inclement weather. All members who had been in attendance and worked as a volunteer stated that City staff had made bad decisions, specifically canceling the event. Commissioners said that they were told that Hemmens technical staff had made the decision to cancel the event on Saturday. The commissioners felt that such decisions were made prematurely and the authority for making such a decision questionable. VI. Other Business Nier informed the commissioners that, due to funding of Fiesta Salsa, a booth and rk advertising opportunities are available. The commissioners decided not to take advantage of these offers. Dumbaugh made some announcements regarding the activities of local arts groups. Powers announced that a meeting to discuss planning for an arts center is scheduled for Sunday, September 23, 1:00 p.m., at 1049 Cedar. Nier will provide a notice to the City Clerk's office. VII. Flanigan moved, seconded by Evans, to adjourn. All ayes. Meeting adjourned at 9:25 p.m. Respectfully submitted, Minutes Approved, • A _. . ,. 1 - OLt.00 S, oo i Deborah K. N er Date agement sistant s AGENDA ITEM III. MINUTES ELGIN CULTURAL ARTS COMMISSION OCTOBER 8, 2001 7:30 P.M. Meeting was called to order by Chairman Stefely at 7:30 p.m. II. Roll Call Members present: Robert Durnbaugh, Milton Evans, Jr., Tom Flanigan, Richard Grieger, Herbert Gross, Mark Hardiman, David Powers, George Stefely Members absent: Jean Keltner III. Consideration of Minutes -Meeting of September 10, 2001 Gross made a motion to approve the minutes as presented. Flanigan seconded the motion. All ayes. Motion passed. IV. New Business A. Art Exhibition. Mark Hardiman reported on discussions with the Fox Valley Arts Council and Downtown Neighborhood Association regarding the proposed event. It is proposed that the event would be planned for February, 2002. Hardiman discussed what expenses might be incurred. The commission asked him to bring back a projected budget for the event for the November meeting. B. Report of the Art Center Planning Committee. Powers reported on the First meeting of the Art Center Planning Committee. Flanigan suggested that a steering committee of interested citizens be formed to identify the need for such a facility, suggest locations, etc. C. Grant Guidelines. Nier asked the commission what funding cycle was favored for the 2002 Elgin Cultural Arts Commission Grant Program. Members present agreed that there should be two deadlines, as in 2001. It was agreed that announcements could be sent out in 2001, stipulating the 2002 submission deadlines. Durnbaugh suggested that the commission consider combining the two existing rift grant programs into one. After discussion, Hardiman moved, seconded by Grieger, to combine the Elgin Cultural Arts Commission grant program and the Minutes - September 10, 2001 Page 2 the Arts & Culture Grant Program to make one granting program and to do so for year 2003. Flanigan stated that he would vote against this motion because he felt it necessary to have further discussion on this. Other commissioners agreed. Considering this, Hardiman withdrew his motion. This was followed by withdrawal of the second by Grieger. D. Financial Report. The commission asked if the expense for the Fox Valley Arts Council be charges against the General Fund account, as opposed to the Riverboat Proceeds account. Nier with follow-up on this. V. Other Business Chairman Stefely announced that he would like to recommend that Milt Evans be the next chairman after his term expires. Commissioners felt that further discussion of this should take place and an opportunity for others to express their interest. This item will be discussed at the November meeting. VI. Citizen forum. None VII. Flanigan moved, seconded by Gross, to adjourn. All ayes. Meeting adjourned at 9:35 p.m. Respectfully submitted Minutes Approved ! . 1.. . ' utC1),), /63„:wei Deborah Nie, Date 4 • • agement • sistant AGENDA ITEM III. MINUTES CULTURAL ARTS COMMISSION MONDAY, DECEMBER 10, 2001 7:30 P.M. L In Chairman Stefely's absence, Milt Evans called the meeting to order at 7:30 p.m. H. Roll Call Members Present: Robert Durnbaugh, Milt Evans, Jr., Torn Flanigan, Richard Grieger, Herbert Gross, Mark Hardiman, Jean Keltner, David Powers Members Absent: George Stefely Staff Present: Deborah K. Nier, Management Assistant III. Consideration of Minutes - Meeting of November 12, 2001 Keltner made a motion to approve the minutes of the November 12, 2001 commission meeting as presented. Second by Hardiman. All ayes. Motion passed. IV. New Business A. Financial Report-December Report for December was presented. V. Old Business A. Art Center Planning Committee. Evans distributed minutes from the December 1 committee meeting. A recap of the committee's activities was provided by Powers. B. Downtown Exhibition. Hardiman provided an update of activities relative to the event,now being titled"Arts Infusion/Downtown Elgin". At the present,the event is being planned to run for a six-week period in February and March. Minutes -December 10, 2001 Page 2 VI. Other Business Elgin High School students,Bianca Finley and Katie Bentley, were introduced. They were in attendance to observe a public commission in operation. Durnbaugh asked that the agenda for the January commission meeting include a discussion of the grant programs for year 2003. VII. Flanigan made a motion to adjourn. Second by Grieger. All ayes. Motion passed. Meeting adjourned at 8:05 p.m. Respectfully submitted, Minutes Approved, .L -A ' I .• O t 'I a DOo2,) eborah Nier, anagement Assistant / Date r