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HomeMy WebLinkAbout 2002 Cultural Arts Commission Minutes Pr AGENDA ITEM III egib- MINUTES CULTURAL ARTS COMMISSION MONDAY, JANUARY 14, 2002 7:30 P.M. Chairman Evans called the meeting to order at 7:30 p.m. II. Roll Call Members Present: Bob Durnbaugh, Milt Evans, Jr., Tom Flanigan, Richard Grieger, Herbert Gross, Jean Keltner, David Powers, George Stefely Members Absent: Richard Grieger Staff Present: Deborah Nier, Management Assistant III. Consideration of Minutes Flanigan moved to approve the minutes of the December 10, 2001 meeting as presented. Second by Durnbaugh. All ayes. Motion passed. IV. New Business A. Request from Grantee to Change Program Nier presented a request from Children's Theatre of Elgin to change their September production (for which a grant was received) from Kiss Me Kate to Les Miserables. Durnbaugh moved to approve the change in the production. Second by Keltner. All ayes. Motion passed. Janus Theatre also made a request to change their production Ti Jean Blues to Standing on My Knees. Hardiman moved to approve the change proposed by Janus Theatre. Second by Stefely. All ayes. Motion passed. B. 2002 Elgin Cultural Arts Commission Grant Nier distributed copies of the grant applications submitted for the first funding cycle of the Elgin Cultural Arts Commission grant program. The commission agreed to utilize the scoring mechanism developed for the Arts & Culture grant program. Flanigan moved, seconded by Durnbaugh to hold a special meeting scheduled for January 30, 7:00 p.m. to score the applications, including the Parks &Recreation Department's funding request. All ayes. Motion passed. Presentations from applicants will not be necessary. p Minutes - January 14, 2002 Page 2 C. Request for Funding- Parks & Recreation Commission After considerable discussion, the commission agreed that the funding request from the Parks & Recreation Department would be rated as are the grant applications. This will be done at the January 30 special meeting. D. Fine Arts Festival. Durnbaugh moved to name Tom Flanigan as the commission's representative at the Fine Arts Festival. Second by Stefely. All ayes. Motion passed. E. Discussion of Grant Program. Durnbaugh suggested that the granting process be reviewed and discussed at the March meeting. V. Old Business A. Update on Art Infusion/Downtown. Hardiman discussed progress on planning the event. B. Update on Art Center Planning Committee. Evans and Powers reported on the rib* December meeting. The next meeting of the group would be held January 26. C. Durnbaugh reported on research regarding marketing workshops. VI. Other Business. Powers expressed concern that no member of the commission was involved in the design of"Festival Park". Flanigan will prepare a letter requesting this involvement. VII. Citizen Forum-None VIII. Flanigan moved, seconded by Durnbaugh, to adjourn. All ayes. Motion passed. Meeting adjourned at 9:15 p.m. Respectfully submitted, Minutes Approved / ,0 :A AL/ . 7-ailLaCinl Ii, Ge;? Deborah Nier Date anagement Assistant r A MINUTES CULTURAL ARTS COMMISSION MONDAY, FEBRUARY 11, 2002 7:30 P.M. Meeting was called to order at 7:30 p.m. by Chairman Evans. II. Roll Call Members Present: Robert Durnbaugh, Milton Evans, Jr., Thomas Flanigan, Richard Grieger, Mark Hardiman, Jean Keltner, David Powers, George Stefely Members absent: Herbert Gross III. Consideration of Minutes A. Minutes of Regular Meeting - January 14, 2002 Hardiman moved, seconded by Durnbaugh, to accept the minutes as presented. All ayes. Motion passed. Keltner moved to accept the minutes with corrections. Second by Durnbaugh. r'' All ayes. Motion passed. IV. New Business A. Consideration of Grant Applications. Evans asked that the commission consider what level of funding were to be made for the next funding cycle. There were some concerns expressed about obligating a majority of the funds early in the funding year. Powers suggested using the funds budgeted for the Bronze Star project to another purpose. Talisman Theatre. There was a motion by Stefely, second by Grieger, to fund Talisman at the level of$ 23,833. Keltner announced that she would be abstaining from all votes on the grants because she has reservations. Flanigan, Hardiman and Keltner abstained. Five ayes. Motion passed. Elgin Symphony Orchestra. Motion by Durnbaugh, seconded by Powers, to recommend funding at $ 13, 560. Seven ayes. Keltner abstained. Motion passed. Independent Players. Motion to recommend funding at $ 13,224 made by Flanigan, seconded by Durnbaugh. Seven ayes. Keltner abstained. Motion �" l passed. • Minutes - February 11, 2002 • r Page 2 Elgin Choral Union. Motion by Flanigan, second by Stefely, to recommend funding in the amount of$ 7,199. Six ayes. Keltner and Grieger abstained. Motion passed. Children's Theatre of Elgin. Motion by Grieger to recommend funding in the amount of$ 6,488. Second by Powers. Seven ayes. Keltner abstained. Motion passed. Janus Theatre. Motion by Durnbaugh, second by Hardiman, to recommend funding in the amount of$ 5,756. Seven ayes. Keltner abstained. Motion passed. ECC/Visual & Performing Arts Center. Motion by Stefely, seconded by Grieger, to recommend funding in the amount of$ 5,103. Six ayes. Motion passed. Hardiman and Keltner abstained. Heartland Voices. Motion by Grieger to recommend funding at $ 5,051. Second by Powers. Seven ayes. Keltner abstained. Motion passed. Elgin Children's Chorus. Motion by Durnbaugh, second by Powers, to recommend funding at $ 4,145. Six ayes. Flanigan and Keltner abstained. Motion passed. YWCA. Grieger made a motion to recommend funding in the amount of $ 1,002. Second by Powers. Seven ayes. Motion passed. P.A.D.S. Funding was not recommended for the P.A.D.S. funding request. O.P.E.R.A. Funding was not recommended. B. Parks and Recreation Funding Request. Funding was not recommended for the following Parks & Recreation programming: Wednesday evening/Friday Noon concerts, Youth Fest and the Lords Park concerts. Fine Arts Festival. Keltner made a motion to provide $ 5,000 in funding to the Fine Arts Festival to pay for quality entertainment. Second by Grieger. Motion passed. Minutes - February 11, 2002 Page 3 C. Fine Arts Festival Keltner moved to fund Purchase Awards in the amount of$ 2,000. Second by Flanigan. All ayes. Motion passed. Stefely moved to obligate $ 1,500 for food vouchers for the artists and musicians at the Fine Arts Festival. Second by Hardiman. Seven ayes, One nay. Motion passed. T-Shirts. The nature of the design contest was discussed. It was preferred that the contest be open to Fox Valley artists. Artists will be asked to produce a work of art with the image to be used for the T-shirt. The contest Grieger moved to offer a $ 500 prize for the winning design. Second by Hardiman. All ayes. Motion passed. Hardiman moved that $ 2,000 be obligated to pay for the purchase of T-shirts. Second by Grieger. All ayes. Motion passed. Evans and Flanigan will work on the design contest. D. Financial Report - no report. r V. Old Business A. Arts Center Planning. Powers provided an update. Flanigan read a letter received from the Hemmens Cultural Center Manager regarding use of the library building. B. Arts Infusion/Downtown. Hardiman provided an update. VI. Other Business Hardiman was asked by Keltner about "Elgin Day" and concern that the commission was not involved. She expressed her concern that not everybody had an opportunity to participate. Powers discussed the relocation of the CIB memorial, as a result of the development of Festival Park. Hardiman informed the commission that Sean Stegall had told Mary Hatch that Cultural Arts Commission funding would be cut in the future. He suggested that, to avoid that action, the commission needed to become higher profile. r . . Minutes - February 11, 2002 Page 4 VII. Citizen Forum - none. VIII. Adjournment Stefely moved, seconded by Grieger, to adjourn. All ayes. Motion passed. Respectfully submitted by: Minutes approved • '_ .( A ! J 0 0 I .. 60, 2.) D eborah K. ier ii ate i , agement ssistant r r MINUTES CULTURAL ARTS COMMISSION MONDAY,MARCH 11, 2002 7:30 P.M. Meeting was called to order by Chairman Evans at 7:35 p.m. II. Roll Call Members Present: Robert Durnbaugh, Milton Evans, Jr., Tom Flanigan, Herbert Gross, Mark Hardiman, Jean Keltner, David Powers, George Stefely Members Absent: None Others Present: Sean Stegall, Assistant City Manager Staff Present: Deborah Nier, Management Assistant III. Consideration of Minutes Durnbaugh moved to approve the minutes of the February 11, 2002 meeting with corrections. All ayes. Motion passed. Chairman Evans asked that items under New Business be considered later i the meeting and that business proceed to items under Old Business. IV. Old Business A. Review of Funding Recommendations 1. Parks & Recreation. The commission was asked by the City Council to reconsider action taken at an earlier meeting to limit funding to the Parks &Recreation Dept. - for various events - to $ 5,000. Sean Stegaal, Assistant City Manager,was present to explain why finding of the various events was crucial. Each commission member addressed Mr. Stegall with their opinions of the funding request and the City Council's response. Grieger moved to approve additional funding in the amount of$ 21,500 out of the commission's existing budget, but that funds already allocated for the Bronze Star project and sculpture rehabilitation and maintenance would not be used. Second by Keltner. Durnbaugh and Hardiman both [ stated that they would not support the motion with the inclusion of language about the Bronze Star or statute rehabilitation funding. Minutes-March 11, 2002 Page 2 Grieger withdrew his motion. Keltner withdrew her second. Grieger made a motion that additional funding in the amount of $ 21,500 be approved for the Parks &Recreation Department and that funding of the following be eliminated: Purchase Awards,t-shirts, cash prize for t-shirt design. By Keltner. Seven ayes. Two nays. Motion passed. 2. The City Council had also asked the commission to reconsider the funding recommendations for those organizations which were being recommended for awards larger than they had received last year. Stefely moved to maintain the original grant award recommendations with the following exceptions: VPAC : $ 3,490; YWCA : $ 1,002. Second by Gross. All ayes. Motion passed. B. Review of Grant Program Structure and Procedures - discussion was postponed until April meeting. C. Fine Arts Festival - no report row D. Arts Center Planning Committee. Powers provided an update on the work of the committee. E. Art Infusion/Downtown. Hardiman provided an update of the planning. V. New Business A. Request for Sponsorship -Fox Valley Arts Hall of Fame. Powers moved to expend $ 250 from the General Fund budget for a sponsorship for the Lisa Boehm as an inductee for the Fox Valley Arts Hall of Fame. Second by Keltner. Seven ayes. Two abstentions. Motion passed. VI. Other Business Paul Haggard has asked if the commission could provide funding for a mural at the Centre. He will be asked to attend the April meeting. t Minutes -March 11, 2002 Page 3 VII. Citizen Forum - none VIII. Gross made a motion to adjourn. Second by Stefely. All ayes. Motion passed. Meeting adjourned at 10:15 p.m. Respectfully submitted, Minutes approved, J, ..S.. 6,o2tt 9, (262.3 Deborah K. l ier Date anagement Assistant • . , MINUTES CULTURAL ARTS COMMISSION MAY 13,2002 7:30 P.M. Meeting was called to order by Chairman Evans at 7:30 p.m. II. Roll Call Members Absent: Bob Dumbaugh,Milton Evans,Jr.,Richard Grieger,Herbert Gross, Mark Hardiman,Jean Keltner, David Powers Members Absent: Tom Flanigan, George Stefely M. Consideration of Minutes-Meeting of April 8, 2002 Grieger moved to approve the minutes of the April 8, 2002 meeting as presented. Motion was second by Durnbaugh. All ayes. Motion passed. IV. New Business A. Meeting with Elgin City Council. The commission agreed to meet with the City Council on Wednesday,June 26. A"run-through"of the presentation will take place at the June meeting. V. Old Business A. Mini-Grant Application. The commission scored the application submitted by Herbert Rudiger. Durbaugh and Nier will tabulate the scores B. Year 2003 Grant Guidelines Keltner felt that it is necessary for a second commissioner to review scores and make sure that the process was carried out correctly. Powers moved,seconded by Grieger, that scoring of applications would be attended by the chairman, one commission member and staff. Five ayes. One Nay. Hardiman abstained. After discussion the commission agreed that, for 2003, the Arts & Culture Grant Program(re-granting)and the Elgin Cultural Arts Commission Grant Program would remain two distinct programs. Gross made a motion that there be one application submission date for both programs and that the deadline for submitting funding requests be the same date for both grant programs. Second by Grieger. Five ayes. Two nays. Motion passed. Minutes-May 13, 2002 Page 2 Gross moved to establish a cap on the dollar amount requested by applicants to no more that ten percent(10%)of the total dollars available for that program. Second by Grieger. Four nayes. Three nays. Motion Passed. A. Reports 1. Arts Infusion/Downtown. Hardiman reported that the event was doing very well. 2. Arts Center Planning. Powers reported on work being done by the committee. 3. Advocacy Day. Durnbaugh and Gross reported. VI. Other Business Grieger asked that a discussion of the Bronze Star statue be included on the June meeting agenda. The commission agreed that it would staff one booth at the Fine Arts Festival. VII. Citizen Forum. None. VIII. Gross moved to adjourn. Second by Hardiman. All ayes. Motion passed. Meeting adjourned at 9:50 p.m. Respectfully submitted, Minutes approved, r . _A. lE/Y2..6 ln, 03OD4 •eborah K. N'er Date agemen Assistant F:\City_Manager_Office\NIER\Cultural Art 2002\Minutes May I302.wpd MINUTES CULTURAL ARTS COMMISSION JULY 8, 2002 7:30 P.M. Chairman Evans called the meeting to order at 7:30 p.m. II. Roll Call Members Present: Bob Durnbaugh, Milt Evans, Jr., Tom Flanigan, Richard Grieger, Herbert Gross, Jean Kellner, David Powers, George Stefely Members Absent: Mark Hardiman III. Consideration of Minutes - Meeting of July 8, 2002 Grieger moved, seconded by Durnbaugh, to approve the minutes as amended. All ayes. Motion passed. IV. New Business A. Follow-up on Arts Center Report. Evans reviewed the materials submitted to the City Council relative to work done by members of the Art Center Planning Committee and distributed a letter sent to the Mayor and City Council after the June 26 meeting. Powers reported on follow-up discussions with Elizabeth Belavar about the project and fund-raising. B. Grant Applications. Applications submitted by the following organizations were reviewed: Art for All, Elgin Area Historical Society, Elgin Enrichment Series, and Elgin Youth Symphony Orchestra. Art for All: Flanigan moved, seconded by Gross, that Art for All be funded at $ 978.00. Seven Ayes. Stefely abstained. No nays. Motion passed. Elgin Area Historical Society: Flanigan moved, seconded by Grieger, to fund the Elgin Area Historical Society at $ 8,118.00. Seven ayes. One nay. Motion passed. Elgin Youth Symphony Orchestra: Flanigan moved to fund the Elgin Youth Orchestra at $ 6,343.00. Second by Gross. Seven ayes. Durnbaugh abstained. . • Elgin Enrichment Series: Flanigan made a motion that Elgin Enrichment Series not be funded since it failed to obtain the minimum score necessary. Second by Keltner. Seven ayes. One nay. Motion passed. V. Grant Guidelines - Funding Cap -no discussion. VI. Other Business Keltner asked that the Bronze Star Committee have a co-chair named. Grieger agreed to co-chair the committee. Keltner expressed her concern that, under that current grant procedures, it is very difficult for any applicant to receive full funding. She also suggested that when a grantee changes the project, the budget should also be resubmitted to reflect any changes to the project expenditures. VII. Citizen Forum -None VIII. Adjournment Grieger moved, seconded by Powers, to adjourn. Meeting adjourned at 9:30 p.m. Respectfully submitted, Minutes Approved 26.A 1) 0?00 eborah K. i ier Date anagement • ssistant MINUTES CITY OF ELGIN CULTURAL ARTS COMMISSION MONDAY,AUGUST 12,2002 7:30 P.M. The meeting was called to order at 7:30 p.m. by Bob Durnbaugh, serving as Chairman in the absence of Milt Evans II. Roll Call Members Present: Bob Durnbaugh, Tom Flanigan,Richard Grieger, Herbert Gross, Jean Keltner,David Powers Members Absent: Milt Evans, Jr., Mark Hardiman, George Stefely Staff Present: Deborah Nier,Management Assistant III. Consideration of Minutes—Meeting of July 8, 2002 Flanigan moved, seconded by Gross, to approve the minutes as amended. All ayes. Motion passed. IV. New Business A. 2003 Budget. Grieger made a motion to forward a letter from Chairman Evans to Interim City Manager 'Femi Folarin recommending that the 2003 budget remain the same as in 2002, but that other funding sources be identified for allocations to the Elgin Symphony Orchestra and Parks &Recreation Department activities. Second by Gross. All ayes. Motion passed. V. Old Business A. Fine Arts Festival Booth Assignments were made. B. Elgin Cultural Arts Commission Guidelines. Grieger made a motion to submit a to the City Council to approve the guidelines for the Elgin Cultural Arts Commission Grant Program, including the establishment of a cap on grant funding requests. Second by Keltner. Four ayes. Two nay. • • rk Minutes—August 12, 2002 Page Two VI. Other Business—Commission discussed make-up of citizen review panel for Arts& Culture Grant Program application review. VII. Citizen Forum—none VIII. Powers moved, seconded by Gross, to adjourn. All ayes. Meeting adjourned at 8:40 p.m. Respectfully submitted, Minutes Approved _i A_ _ �-L�C�t . / took! Deborah Nier Date anagement Assistant r MINUTES CULTURAL ARTS COMMISSION MONDAY,OCTOBER 14, 2002 7:30 P.M. Meeting was called to order by Chairman Evans at 7:30 p.m. II. Roll Call. Members Present: Bob Durnbaugh, Milton Evans, Jr., Tom Flanigan, Richard Grieger, Herbert Gross, David Powers, George Stefely Member Absent: Jane Barbosa, Jean Keltner Staff Present: Deborah K. Nier, Management Assistant III. Consideration of Minutes—Meeting of August 12, 2002 Gross made a motion, seconded by Flanigan, to accept the minutes of the August 12, 2002 as presented. All ayes. Motion passed. IV. New Business A. Arts &Culture Grant Program—Consideration of Applications A special meeting was scheduled for Wednesday, Nov. 6, at 7:00 p.m. to evaluate grant applications. B. Independent Players—Notification of Project Cancellation The commission discussed the recent notification by Independent Players that it had not be able to hold a play scheduled for June, 2002 and the adjustments which should be made to the grant award made to the organization. Gross made a motion to recommend an adjustment in the grant award, resulting in a new award amount of$ 10,824. Second by Grieger. Six ayes. One nay. Motion passed. r C. Arts Center Planning Recommendation Chairman Evans expressed and interest in meeting with representatives of the firm performing the space study for the library building. Powers emphasized that it is important that the views of the commission be expressed and that City Councilpersons should be lobbied to support the use of the library building for an arts center. Powers reported on discussions with Councilman Wasilowski regarding the use of the building for this purpose. It was agreed that a letter would be sent to the Mayor requesting a meeting with the firm in order to provide input. D. Financial Report. The financial report for October was discussed. V. Old Business -none VI. Other Business A request from NENA for$250 to support the holiday home tour was presented. Durnbaugh moved, seconded by Stefely, to provide $ 250.00 to NENA to fund this project. VII. Citizen Forum VIII. Adjournment Stefely moved to adjourn. Second by Grieger. All ayes. Motion passed. Meeting adjourned at 9:45 p.m. Respectfully submitted, Minutes Approved V 1 V V i t ) D(f eborah K. 'er Date gement • ssistant r,a MINUTES SPECIAL MEETING OF THE CULTURAL ARTS COMMISSION WEDNESDAY, NOVEMBER 6,2002 7:00 P.M. I. Meeting was called to order by Chairman Evans at 7:00 p.m. II. Roll Call Member Present: Bob Durnbaugh, Milt Evans, Jr., Tom Flanigan, Richard Grieger, Herbert Gross, Cynthia Hernandez, Jean Hove, and David Powers Members Absent: Jane Barbosa Others Present: Mary Ellen Kanies Beckman III. Review of Grant Applications—Arts&Culture Grant Program The commission, with the assistance of citizen Mary Ellen Kanies Beckman, ' Reviewed grant applications submitted for funding by the following organizations: Children's Theatre of Elgin ECC Visual &Performing Arts Center Elgin Children's Chorus Elgin Choral Union Elgin Symphony Orchestra Heartland Voices Independent Players The Larkin Center Opera Professional Entertainers Repertoire Association Talisman Theatre YWCA of Elgin elibk • _ . Minutes—November 7, 2002 Page 2 Each application was discussed. Each member then completed individual scoring sheets for each applicant. Completed scoring documents were turned in to Chairman Evans. Durnbaugh will meet with Deborah Nier to tally the scores. This information will be provided to the commission at the regular meeting on November 11. At this time recommendations for grant awards will made. IV. Meeting adjourned at 8:45 p.m. Respectfully submitted, Minutes Approved _ IPAtt.A' 9 06-2 ilton Evans,Jr. A!!ia■ Date or Chairman Cultural Arts Commission Chairman MINUTES CULTURAL ARTS COMMISSION MONDAY, NOVEMBER 11, 2002 7:30 P.M. Chairman Evans called the meeting to order at 7:30 p.m. II. Roll Call Members Present: Bob Durnbaugh, Milt Evans, Jr., Tom Flanigan, Richard Grieger, Herb Gross, Cynthia Hernandez, David Powers Members Absent: Jane Barbosa,Jean Hove Staff Present: Deborah K. Nier, Management Assistant II. Consideration of Minutes—Meeting of October 14, 2002 Durnbaugh moved, seconded by Flanigan, to approve the minutes of the October 14,2002 regular commission meeting as presented. All ayes. Motion passed. III. New Business A. 2003 Budget—Nier provided the commission with an update on the proposed 2003 budget and the implications for Cultural Arts Commission funding. It is being proposed that the commission be funded solely from the Riverboat Fund in the amount of$ 135,000. Funding which had, in the past, been budgeted in the General Fund would no longer be available. Flanigan suggested that, at the December meeting, the commission discuss and establish a plan for the 2003 budget. Commission members agreed. B. Arts and Culture Grant Program. Scores given to grant applications were reviewed. Durnbaugh moved, seconded by Flanigan, to recommend grant awards under the Arts &Culture Grant Program as follows: Children's Theatre of Elgin $ 3,171 ECC Visual &Performing Arts Center 2,976 Elgin Children's Chorus 3,403 Elgin Choral Union 3,311 Elgin Symphony Orchestra 2,982 Elgin Youth Symphony Orchestra 1,425 Heartland Voices 2,943 Independent Players 2,618 The Larkin Center 0 O.P.E.R.A 2,000 Talisman Theatre 3,187 YWCA of Elgin 1,983 All ayes. Motion passed. C. Grant Applications—Elgin Cultural Arts Commission Grant Program The commission agreed to schedule a special meeting to review the funding applications for Monday, December 2, 7:00 p.m. IV. Old Business A. Arts Center. Chairman Evans reported that he and Powers had met with Mayor Schock and Councilman Stuart Wasilowski regarding participation in activities related to the space study being conducted by Williams Architects. Chairman Evans will be meeting with representatives of Williams to discuss the use of the Gail Borden Library building as a community art center. V. Other Business Durnbaugh made a motion that the remainder of the General Fund budget be applied to the purchase of tickets to events funded by the grant programs and that commission members be assigned to attend these events and report back. Second by Grieger. Five ayes. Two nays. Motion passed. rik Powers asked the commission to consider support for the "Arts Infusion" project planned for 2003. Financial Report. Nier provided information on the current budget. It was announced to the commission that money which had, for several years, been carried over to fund a proposed Bronze Star project no longer existed as part of the commission's Riverboat Fund budget. A search of project activity yielded no information on transactions prior to 1999. Nier told the commission that the City Manager's Office would be happy to review any formal proposal for the project which the commission could offer and, if the project appeared to be feasible,would consider other funding options. The commission asked Chairman Evans to investigate this matter and speak directly to Assistant City Manager Sean Stegal. VI. Citizen Forum—none VII. Gross moved, seconded by Flanigan, to adjourn. All ayes. Meeting adjourned at 9:05 p.m. r Respectfully submitted, Minutes Approved /_1.,IA . , 4 li _i 1�1 y, aooa Deborah K. er Date Management sistant r MINUTES SPECIAL MEETING OF THE CULTURAL ARTS COMMISSION MONDAY,DECEMBER 2, 2002 7:00 P.M. I. Meeting was called to order by Bob Durnbaugh, serving as chairman in the absence of Milton Evans,Jr. II. Roll Call Members Present: Jane Barbosa,Bob Durnbaugh,Tom Flanigan, Richard Grieger, Herbert Gross, Cynthia Hernandez, Jean Hove, David Powers Members Absent: Milt Evans,Jr. III. Consideration of Grant Applications—Elgin Cultural Arts Commission Grant Program IV. Consideration of Grant Applications Members reviewed applications for funding from the Elgin Cultural Arts Commission Grant Award. Scores will be reviewed by Durnbaugh and staff,then compiled into a report. Consideration will continue at the December 9 regular meeting of the commission. V. Meeting adjourned at 8:30 p.m. Respectfully submitted, Minutes Approved D eborah K. ier Date 4 . agement sistant r MINUTES CULTURAL ARTS COMMSSION MONDAY,DECEMBER 9,2002 7:30 P.M. I. Meeting was called to order by Chairman Evans at 7:30 p.m. II. Roll Call Members Present: Jane Barbosa,Bob Durnbaugh, Milt Evans, Jr., Tom Flanigan, Richard Grieger,Herb Gross, Cynthia Hernandez, Jean Hove,David Powers Members Absent: None Others Present: Herb Rudiger Staff Present: Deborah Nier, Management Assistant Chairman Evans announced that the order of the agenda would be changed in order to provide an opportunity for each member to express their thoughts about the recent decision by the City Council to fund Talisman Theatre directly and reduce the commission's budget by the amount to be funded. III. Consideration of Minutes Special Meeting of November 6, 2002 —Durnbaugh moved, seconded by Grieger, to approve the minutes of the special meeting of November 6, 2002 as presented. All ayes. Motion passed. Meeting of November 11, 2002 — Durnbaugh made a motion to approve the minutes of the November 11, 2002 meeting as presented. Second by Grieger. All ayes. Motion passed. Special Meeting of December 2, 2002 — Powers moved, seconded by Gross, to approve the minutes of the December 2, 2002 special meeting as presented. All ayes. Motion passed. IV. New Business Chairman Evans asked each member to make comment on the City Council's decision to provide direct funding to Talisman Theatre and reduce the commission's budget, if they desired. Comments: DURNBAUGH: Expressed disappointment in the Council's decision to reduce the commission's budget in order to fund Talisman Theatre . Felt that the action demonstrates a lack of respect for the work done by the commission. Suggested that the commission consider a couple of options in response: (1) commission send all applications to the City Council for review and funding decision or (2) commission continues to review applications, but does not consider those applicants who currently receive direct funding from the City. HOVE: Not really upset by Council decision. BARBOSA: No comment POWERS: Spoke with Mark Hardiman and congratulated him on Talisman's success in securing funding from the City. After speaking with City staff, feels that there will be an alternative source through which to fund Talisman. Reminded the members that the commission is an advisory body and City Council makes determination as to how funds are used. GROSS: Is upset by the City Council's action. He suggested that commission reduce all funding request by 75%, which would provide about $25,000 for commission activities. The commission should also consider a sunset clause which would limit the number of years that an organization could receive funding. GRIEGER: Feels great disappointment in the City Council's decision to fund Talisman by reducing the commission's budget. Considers the manner in which the action was taken to be rude and uncaring. He suggested that any group which receives direct funding from the City should not be eligible to receive funding from commission programs. HERNANDEZ: Surprised by the City Council's decision to fund Talisman at the expense of the commission's budget. Would support the recommendation that commission not consider funding for groups which receive funding directly from the City. FLANIGAN: Appreciates City's Council's support of an art group, such as Talisman. However, feels that matter in which Council decided to fund Talisman is an indictment of the commission. Suggested the following: (1) table consideration of the grant applications and notify applicants that they should go directly to the City Council with their funding requests or (2) identify a smaller portion of the commission's budget for grants in order to accommodate other commission activities. Would support the suggestion that any group receiving direct funding from the City could not receive a grant from commission programs. He pointed out that, with the Talisman funding decision, a precedent has been set and that the commission could likely expect additional reductions to their budget. EVANS: Wants to meet with the Mayor to express concerns over the decision to fund Talisman and to present the commissioners' comments. Asked Nier to set up a meeting with Mayor Schock and Interim Manager Folarin. Feels that City has not communicated with commission and now wants to know what exactly the City wants from the commission. In Other Business: Herb Rudiger, recipient of a mini-grant award, asked the commission if he could be granted an extension for completing the project. He provided examples of work which had been accomplished to date. Grieger made a motion to extend the project completion date from December 31, 2002 to June 30, 2003. Second by Flanigan. All ayes. Motion passed. Grieger made a motion not to consider any funding applications from organizations which receive direct funding from the City. Second by Durnbaugh. During discussion, it was suggested that a decision should be postponed until Chairman Evans had an opportunity to speak to Mayor Schock. Members agreed. Grieger withdrew his motion. Durnbaugh withdrew the second on Grieger's motion. Nier was directed to provide notice to applicants that funding recommendations would be delayed. Nier informed the commission that Talisman Theatre had withdrawn grant applications submitted under both the Arts & Culture Grant Program and the Elgin Cultural Arts Commission Grant Program. Nier informed the commission that the funding recommendation to the City Council will reflect this action. Powers reviewed ideas for future commission activities. Gross moved, seconded by Flanigan, to accept the recommendations of the Arts Center Planning Committee and submit a letter stating such to the Mayor and City Council. Meeting adjourned at 9:30 p.m. Respectfully submitted, Minutes Approved Deborah K. Nier Date anagement Assistant