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HomeMy WebLinkAbout2003 Cultural Arts Commission Minutes • t MINUTES CULTURAL ARTS COMMISSION MONDAY,JANUARY 13, 2003 7:30 P.M. 1. Meeting was called to order at 7:30 p.m. by Chairman Evans. H. Roll Call Members Present: Milt Evans, Jr., Cynthia Hernandez, Richard Grieger, Herb Gross, David Powers Members Absent: Jane Barbosa,Bob Durnbaugh, Tom Flanigan,Jean Hove Staff Present: Deborah K.Nier, Management Assistant III. Consideration of Minutes—Meeting of December 9, 2002 rik Gross made a motion to approve the minutes of the December 9, 2002 meeting as presented. Second by Grieger. All ayes. Motion passed. IV. New Business A. 2003 Budget. Members present discussed possible activities for 2003. Suggestions included: contribution to Art Infusion, networking meeting, Contribution to the"Nutcracker" and strategic planning meetings. Nier reminded the members that the Fox Valley Arts Council would be approaching them for a$5,000 contribution in the Spring. Powers reported that he had spoken with Assistant City Manager Sean Stegall about finding approximately$31,000 to take care of the City's funding to Talisman Theatre, thereby avoiding a reduction in the commission's budget of that amount. Nier responded that Mr. Stegall had, at an earlier date, informed the commission that the City would consider a formal proposal for a special arts-related project if the cost of the project could not be accommodated in the existing budget and could be justified in the proposal. There was not general agreement that"Shakespeare in the Park" should be the project proposed for this purpose. Powers moved, seconded by Gross, to continue discussion of the budget at the February 10 meeting. All ayes. Motion passed. e n B. Consideration of Grant Applications. Chairman Evans asked that consideration of the grant applications for funding under the Elgin Cultural Arts Commission Grant Program be taken up at the February meeting to allow participation by more commission members. Members present agreed. Gross moved to table discussion until the February 10 meeting. Second by Powers. All ayes. Motion passed. C. Purchase of Tickets for Funded Events. No discussion. V. Old Business. None VI. Other Business. Nier reported to the commission that a trip to Washington,D.C. was being planned in order for local community leaders to meet with congressional leaders and federal agency staff. One issue area being considered was promotion of the arts in Elgin, specifically,the presence of NEA funding and technical support for local arts agencies. Chairman Evans had been invited to accompany the delegation to speak on behalf of the commission and other arts interests if meeting with the NEA could be scheduled. Grieger made a motion to fund the expenses for Chairman Evans to make the trip. Second by Powers. All ayes. Motion passed. VII. Citizen Forum. None. VIII. Adjournment. Grieger moved, seconded by Gross, to adjourn the meeting. Meeting adjourned at 8:30 p.m. Respectfully submitted, Minutes Approved 1 . /0, 01©0.3 Deborah K. N' r Date agement Assistant r r MINUTES CULTURAL ARTS COMMISSION MONDAY, FEBRUARY 10,2003 7:30 P.M. Meeting was called to order by Chairman Evans at 7:30 p.m. II. Roll Call Members Present: Bob Durnbaugh,Milt Evans,Jr.,Tom Flanigan, Richard Grieger,Herbert Gross,Cynthia Hernadez, David Powers Members Absent: Jane Barbosa,Jean Hove III. Consideration of Minutes—Meeting of January 13,2003 Gross made a motion to approve the minutes of the January 13 meeting as presented. Second by Flanigan. All ayes. Motion passed. 1V. New Business A. Report from Chairman re Use of Library Building. No report. B. Independent Players. Independent Players submitted a letter to the commission requesting permission to alter their project-funded by the Arts &Culture Grant Program-by eliminating one of two plays which the grant award funded. Due to unforeseen circumstances, the organization is unable to produce the play, "Shrink". It was pointed out that the City Council had already approved the project to include two plays and any changes would need to be approved by the Council. After discussion, Grieger moved, seconded by Gross, to accept the change proposed in the project to be carried out by Independent Players and to maintain the same grant award($2,618)as originally approved. Six ayes. One nay. Motion passed. r V. Old Business A. 2003 Budget/Financial Report. Possible activities for 2003 were discussed. The commission agreed that proceeding with some type of networking meeting should be a priority. Flanigan volunteered to chair a subcommittee to plan a networking meeting. Durnbaugh, Grieger and gross volunteered to assist. Durnbaugh suggested that the commission purchase tickets to those events funded by commission grants as a means to evaluate and monitor the fund projects. Durnbaugh made a motion to purchase two tickets for each funded event,with a budget not to exceed$1,000. Second by Gross. Five ayes. Two nays. Motion passed. B. Consideration of Grant Applications. Powers moved, seconded by Gross, to award grants from the Elgin Cultural Arts Commission Grant Program to the following organizations: Children's Theatre of Elgin, $7,863 Elgin Community College Foundation. $10,920 ECC Visual &Performing Arts Center, $6,151 Elgin Children's Chorus, $5,936 Elgin Choral Union, $8,434 Elgin Community Theatre, $8,386 Elgin Recreation Center, $4,304 Elgin Youth Symphony, $2,453 Heartland Voices, $5,908 All ayes. Motion passed. V. Other Business. None VI. Citizen Forum. Michael Noland addressed the commission regarding the demolition of the Crocker Theatre for a downtown development. He asked the commission members to speak at an upcoming City Council meeting in opposition to the development and the demolition of the Crocker and to call City Council members individually, Chairman Evans stated that he did not feel that the commission's involvement was warranted at this time since the issue had been discussed at public hearings and Council meetings. He added that any commission • member, acting as an individual citizen,was free to discuss the matter with Mr. Noland after the meeting and pursue whatever path they felt was desirable. VII. Gross made a motion to adjourn. Second by Durnbaugh. All ayes. Motion passed. Meeting adjourned at 9:10 p.m. Respectfully submitted Minutes Approved • .'41_ _ 'J ' . • l Qi t) /0, gd0.. Deborah K.N.- Dat avagement istant Linda Hertel - Re: Missing Minutes CAC Page 1 From: Gilbert Feliciano To: Hertel, Linda Date: 4/13/2004 8:13:31 AM Subject: Re: Missing Minutes CAC Dear Linda, March minutes are still in the hand written notes of our former chair, Milt Evans. I reminded him every meeting in 2003, but was unsuccessful in obtaining them - I don't think we'll ever get them. June's minutes have been irretrievably lost-during the latter half of 2003, I searched far and wide and came up empty. I'm attaching minutes for the following months in 2003 per your request: July, Sept., Oct., Nov. and Dec. I'm also attaching the attedance sheet for 2003 which will detail which meetings were cancelled, which meetings we had minutes for, etc. I trust this helps. Gilbert Feliciano City of Elgin -a 150-year old All-America City! Community Relations/Outreach Coordinator 150 Dexter Ct. Elgin, IL. 60120 (847)931-6019 e-mail:feliciano_g @CityOfElgin.org URL: http://www.cityofelgin.org >>> Linda Hertel 4/12/2004 3:59:58 PM >>> We are trying to complete the Cultural Arts Commission book for 2003 and are missing the minutes for the months of March, June, July, September, October, November, and December. Could you put copies for me in the interoffice mail? If any of these meetings were cancelled,could you also include a copy? Linda City Clerk's Office CC: Mecum, Loni 1 MINUTES—May 12, 2003 - 1 - ELGIN CULTURAL ARTS COMMISSION A regular meeting of the Elgin Cultural Arts Commission was called to order at 7:33 p.m. on May 12, 2003, at the City of Elgin, Second Floor Conference Room,North Tower, at 150 Dexter Court, Elgin, IL. Chairman Milt Evans was in the Chair and City of Elgin Staff Liaison Gilbert Feliciano was present. Commissioners Present: Richard Grieger, Robert Durnbaugh, Jean Hove, Thomas Flanigan,David Powers; Herbert Gross. Commissioner/s Absent: Jane Barbosa; Cynthia Hernandez Guest/s: Sean Stegall (City of Elgin); Jon'Cramp (Elgin Community Theater). Minutes: Richard G. proposed a motion, which passed, that"the minutes of April 14, 2003 be accepted."Minutes from March 2003 will be forthcoming upon finalization by Milt E. Sign-in Sheet: Please initialize next to name in order to verify presence. E-mail addresses to be added to sign-in sheet. Commissioners to make any and all corrections on sign-in sheet. Presentation: Sean Stegall, Assistant City Manager for City of Elgin. Presented a brief overview of transition from staff liaison Deb Nier to Gilbert Feliciano. Suggestions for improvement will be entertained by Sean S. It was suggested to CAC they may want to make this transition period a time of reflection as to where CAC is going, etc. CAC Status: A brief discussion ensued regarding CAC in general. Milt E. expressed the funding situation between City Council and CAC. Robert D. stated there is a general community sentiment,pursuant to the recent CAC survey, of seeing CAC more of a resource for local art groups. A networking meeting is being organized by Bob D. and Tom F. to emphasize how important the arts are to the community. Survey results are being taken seriously by CAC—arts are respected in the community but more help for visual arts is needed. Old Gail Borden Public Library Building Update: CAC would like it's proposal to have the old GBPL building used for the visual arts to be seriously considered by the City of Elgin. Sean S. indicated private developers are looking into it, however, no definite plans have been approved for the use of that building at the present time. It is unlikely it will be utilized by the City or Hemmens. It was emphasized that CAC would like to be in the discussion regarding the future of that building, including, but not limited to, a review of CAC's proposal for that building's use. It was suggested a CAC representative attend a Project Management Team (PMT) meeting insomuch as their recommendations carry weight with the City Council. They meet monthly at City Hall. Sean S. to e-mail David P. the details. Building's ultimate use has not been addressed by PMT. C:\Documents and Settings\walden_c.000\Local Settings\Temp\gwprint\030512m.doc MINUTES—May 12, 2003 - 2 - ELGIN CULTURAL ARTS COMMISSION r Hemmens & CAC: In the past, an ex officio member of the Hemmens Advisory Board attending CAC meeting. Herb G. proposed CAC have a representative attend Hemmens Advisory Board meetings. Sean S. concurred. Herb G. to become CAC's ex officio member of the Hemmens Advisory Board at their next meeting with the help of Sean S. CAC Chair Selection Process: Clarification is needed on the process. City council or CAC to lead that process? Pursuant to ordinance, chair is appointment by Mayor and council. Reccomendation of CAC plays factor in determination. City Liaison: Robert D. wondered if enough time was being given to Gil F. to attend to CAC duties? Sean S. explained CAC was a major priority for Deb Nier, but can't be presently. City Manager's office is working as a team. He is willing to come Networking meeting in June. New Business: E-Mail vs. Snail Mail: Discussion was had regarding mainstreaming the notice/agenda/minutes process for CAC using e-mail rather than snail-mailing hard copies. 4 or 5 of the commissioners would prefer snail mail. Herb G. proposed a motion,which failed, that"Commissioners be permitted to agree, or sign up, to receive all minutes, agendas, etc. by e-mail rather than hard copy." Hand vote results: 3 ayes 4 nays. Illinois Arts Week: October 12-18th: Robert D. suggested CAC do something of note in honor of this week. Possible ads, networking, event, etc. Robert D. proposed a motion which passed that "CAC's Networking Sub-Committee bring back ideas to recognize Illinois Arts Week 2003." Herb G. proposed a motioned, which passed, that "Elgin Recreation Center be allowed to change their Polynesian event from March to September or October." Web Page: Milt E. indicated whatever is on webpage, should be needs-driven. Networking group should be consulted. Items on the webpage may include agenda, minutes, calendar, grant application and rules, and previous grantees. Networking Meeting: Possibly June 18th. Room will likely be free at the Centre since CAC is a City of Elgin group. Food will cost. Tom F. to review food prices. C:\Documents and Settings\walden_c.000\Local Settings\Temp\gwprint\03_0512m.doc MINUTES—May 12, 2003 - 3 - ELGIN CULTURAL ARTS COMMISSION r Cabaret: Herb G. suggested commissioners attend this event. Scheduled for this weekend and next. Attending commissioner to report back to CAC. Tom F. indicated a willingness to go. JellyEye: Tom F. was unable to attend. Good reports however. Moller Second Symphony: Good reviews. Youth Symphony Concert: Richard G. and Robert D. both reported positive experiences. Excellent performance. Carmen Concert: Robert D. reported it was well done,particularly from the tenor who performed. Solstice Celebration/YWCA: June 21 —it's free and commissioners encouraged to attend. Annie Jr.: Herb G. attended and the kids looked and performed great. Superb training ground for acting. Final Reports - available for Janus Theatre and Heartland Voices. CTE/FYTC: Tom F. proposed a motion, which passed, that"CAC fund this project." Grant Application Procedures: CAC will give this item priority on next month's agenda in order to come to a conclusion. Timeline is becoming very tight. Robert D. proposed a motion, which passed, that"meeting be adjourned (9:14 p.m.)". Gilbert Feliciano City of Elgin Staff Liaison Approved on June 9, 2003 C:\Documents and Settings\walden_c.000\Local Settings\Temp\gwprint\03_0512m.doc Linda Hertel - Re: Missing Minutes CAC Page 1 rft. From: Gilbert Feliciano To: Hertel, Linda • Date: 4/13/2004 8:13:31 AM Subject: Re: Missing Minutes CAC Dear Linda, March minutes are still in the hand written notes of our former chair, Milt Evans. I reminded him every meeting in 2003, but was unsuccessful in obtaining them - I don't think we'll ever get them. June's minutes have been irretrievably lost-during the latter half of 2003, I searched far and wide and came up empty. I'm attaching minutes for the following months in 2003 per your request: July, Sept., Oct., Nov. and Dec. I'm also attaching the attedance sheet for 2003 which will detail which meetings were cancelled, which meetings we had minutes for, etc. I trust this helps. Gilbert Feliciano City of Elgin -a 150-year old All-America City! Community Relations/Outreach Coordinator 150 Dexter Ct. Elgin, IL. 60120 (847)931-6019 e-mail: feliciano_g @CityOfElgin.org URL: http://www.cityofelgin.org >>> Linda Hertel 4/12/2004 3:59:58 PM >>> We are trying to complete the Cultural Arts Commission book for 2003 and are missing the minutes for the months of March, June, July, September, October, November, and December. Could you put copies for me in the interoffice mail? If any of these meetings were cancelled,could you also include a copy? Linda City Clerk's Office CC: Mecum, Loni MINUTES—April 14, 2003 - 1 - ELGIN CULTURAL ARTS COMMISSION r A regular meeting of the Elgin Cultural Arts Commission was called to order at 7:32 p.m. on April 14, 2003, at the City of Elgin, Second Floor Conference Room,North Tower, at 150 Dexter Court, Elgin, IL. Chairman Milt Evans was in the Chair and Secretary Gilbert Feliciano was present. Commissioners Present: Richard Grieger, Robert Durnbaugh, Cynthia Hernandez, Thomas Flanigan, David Powers; Herbert Gross. Commissioners Absent: Jane Barbosa; Jean Hove Guests: Diane Berry; Solange Sior Minutes: Minutes from the April 14, 2003 meeting were not available. New Business: Children's Theatre of Elgin: Diane Berry made a brief statement regarding purpose of CTE and reasons for change of request from "Once Upon A Mattress"to "Footloose." Main reason: allows more opportunity for more kids to perform. Revised figures might be: $37,185 in expenses; $22,140 in income. Totals, however, are the same. Clarification needed. Tom F. proposed a motion which passed, after debate and discussion, that"CTE issue be tabled to next month until correct figures are consistent and correct." Grant Revision: -A draft of the Elgin Cultural Arts Commission Grant Policies and Procedures document was distributed and significant changes being proposed were highlighted by Robert D. Substantial changes include: 1. Criteria H. Operating funds may be funded. 2. Criteria J. Project funding limited to 30% and total organization's budget 10%. 3. Criteria P. Changes will not be guaranteed approval. Definition of Terms were taken from IL. Arts Council. Definitions to be reviewed and commented on by commissioners. Comments from all CAC commissioners on the proposed rules &regulations solicited for comments at next month's meeting. Comments to include strengths and weaknesses of policies and procedures. New document is intended to be simpler and more effective. This program will be in addition to the mini-grant program. Possible online application and availability at Gail Borden Public Library. Financial Report: No questions. If any questions arise, please contact Milt E. Old Business: C:\Documents and Settings\walden_c.000\Local Settings\Temp\03_0414m.doc MINUTES—April 14, 2003 - 2 - ELGIN CULTURAL ARTS COMMISSION Survey Reponses: Results were distributed. Kudos to Robert D. for all the help in formulating the document. Commissioners studied the survey responses. There were 14 respondents (over 50%). Overall, a valuable exercise. Comments were very beneficial to CAC. A more regular network meeting might be a good idea. Possible collaboration with Donor's Forum (Schaumburg). Proposal for a workshop and/or how CAC may be a base resource for area arts organizations. Commission Role: Brief discussion took place regarding the role of the commission. A meeting with City Manager, David M. Dorgan,might be in order regarding its direction. Milt E. suggested if CAC continues to be overlooked, its existence would be irrelevant and his resignation may be in order. CAC needs more direct support in communication from the City of Elgin. With current changes in council and staff, some communication improvements are in order. Concerns exist regarding local art organizations being funded directly by City of Elgin rather than going through CAC. A positive approach may be in order. Role and value of CAC needs to be reviewed with council in light of survey results. Tom F. will submit a draft letter(to be sent after networking meeting) to city council attaching survey results. David P. suggested a face-to-face process be included in communication with council. Tom F. suggested the survey responses be sent to survey takers by Gilbert F. Other Business: -Paris in Elgin: Bob attended and enjoyed. Positives included varied ages and professional;Negatives included length(too long). -JellyEye Drum Theatre: at ECC on April 26. Bob has tickets. Tom F. to attend. -Elgin Coral Union: May 10th. -Elgin Community Theatre: May 9, 10, etc. -Website for CAC: presently, it is out of date, non-interactive. Free website offered by Herb. Gil to check link issue and talk to Herb. -Library Building status: everything is in limbo and on hold. -Artbeat Articles: someone must be designated to write them. -Hemmens status: what is going on? Hemmens board application to Herb. Tom F. proposed a motion which passed that "meeting be adjourned (9:10 p.m.)". Gilbert Feliciano City of Elgin Staff Liaison r Approved May 12 , 2003 C:\Documents and Settings\walden_c.000\Local Settings\Temp\030414m.doc j Linda Hertel -03_0714m.doc Page 1 at MINUTES—July 14,2003 1 ELGIN CULTURAL ARTS COMMISSION A regular meeting of the Elgin Cultural Arts Commission(CAC)was called to order at 7:36 p.m. on July 14, 2003, at the City of Elgin, Second Floor Conference Room,North Tower, at 150 Dexter Court, Elgin, IL. Chairman Milt Evans was in the Chair and City of Elgin Staff Liaison Gilbert Feliciano was present. Commissioners Present: Jane Barbosa, Robert N. Durnbaugh,Richard A. Grieger; Herbert Gross, and David Powers. Commissioner/s Absent: Cynthia Hernandez(excused) Guest/s: none Minutes: March minutes being drafted. June's minutes have been misplaced. New Business: Herb G. reported on his visit to the Hemmens Advisory Board(HAB)meeting. There seems to be an increase of information from City of Hemmens. Much has changed. More input sought from HAB and the community. Any return auxiliary is being contemplated as well as other significant changes. More board members needed. Lots of repairs being done on the building. Old Business: A. Feedback/networking meeting. Dave P. commented the comments are generally positive; good contacts were made. Bob D. arts and economic issues brochure distributed which coincides with network meeting topic. Network committee to meet soon to plan next event. A reminder to make sure Julia Fabris gets paid her $250 honorarium for speaking at the meeting. Possible future topic: where to access money for arts using donor's forum. Late October as possible date. Potential speaker might be Karen Fox of U-46. B. Grant Application. Changes made to be mailed to all prior grantees; deadline of September 15. Bob D. to host brief workshop on application changes, etc. (Aug. 6th?)by October CAC general meeting. CAC could approve then go to council so that by December,they would know amount of monies available. Herb G. asked whether CAC was to continue as a grant-giving vehicle, and commented we should until further official directive. Richard G. commented we'll have less money then before—but when CAC be notified? How much and when are remaining questions. It will certainly be less than last year's $135,000.00. CAC to check on budget projections for next year regarding CAC funding amount. Application should address some of these concerns so there are no surprises. Herb G. publicly praised Bob D. for the great job he has done in this area. C. Old Gail Borden Building. CAC has 45 days to bring issue to council for action. Contact with council members is encouraged. David P. suggested a non-profit/s use Hemmens for office space, practices and performances. Although the building could be used mostly for visual arts, it has a high multi-purpose element to it. The present structure at Hemmens does not work. This may be a focus item for next networking meeting. H:\_bu\wpdocs\CAC\Agendas_Minutes\03_0714m.doc rLinda Hertel - 03_0714m.doc Page 2 • I I . MINUTES—July 14,2003 2 ELGIN CULTURAL ARTS COMMISSION D. Final Report Form. Herb G.raised question if a new form is needed. Consensus was in the negative. E. Fox Valley Arts Council. Commissioners reaffirmed support for the Fox Valle Arts Council in the amount of$5,000.00. David P. to work with Eric K. and others in composing October Art Beat page. CAC to continue having a page. Other Business: Gil F. will not be present at the August 11 meeting. Meeting adjourned upon motion by Herb G. Gilbert Feliciano City of Elgin Staff Liaison H:\ bu\wpdocs\CAC\Agendas_Minutes\03_0714m.doc Linda Hertel-03 0908m.doc Page 1 • J MINUTES—September 8,2003 1 ELGIN CULTURAL ARTS COMMISSION A regular meeting of the Elgin Cultural Arts Commission(CAC)was called to order at 7:36 p.m. on September 8, 2003, at the City of Elgin, Second Floor Conference Room, North Tower,at 150 Dexter Court,Elgin, IL. Chairman Milt Evans was in the Chair and City of Elgin Staff Liaison Gilbert Feliciano was present. Commissioners Present: Richard Grieger; Thomas Flanigan; David Powers;Herbert Gross; Jane Barbosa; Cynthia Hernandez. Commissioner/s Absent: none Guest/s: Joanne Wester,Elgin Youth Symphony Orchestra Milt and Gil have met with Sean Stegall regarding financial procedures. Sean S. was to be present as tonight's meeting,therefore,topic will be tabled for next meeting in October. Minutes: none available approve. Next meeting to formally approve March, July and September minutes. Milt E.to submit March minutes. New Business: Dick G. made a motion which was accepted that"Bob Bruscowitz and Cristina Cabrera be considered as commissioners for CAC." Seconded by Herb G. Unanimous. Dave P. has found volunteers for Arts Beat to write article for October issue.Profiling artists will be done. Dave P. will be meeting with City Manager,David M. Dorgan,regarding the re-use of the Gail Borden Public Library and to discuss relationship with business and art communities. Dave P. proposed a motion which was accepted that"Commissioner Dick Grieger be appointed new chair." Seconded by Herb G. Unanimous. Milt E. confirmed he will not seek reaffirmation. . Herb G. suggested we get a free website for CAC. Gil F. to get information and final ok from the City of Elgin regarding a site outside the City of Elgin website. Herb G. suggested CAC obtain a list different types of artists in Elgin. It was noted Milt E. has a list in database format with ability to add. Old Business: New Grant Application: Application is ready to be distributed and sent out. Gil F.to begin sending tomorrow. Chronology regarding application: -September 29th—Workshop. At The Centre from 7:00 p.m. to 8:30 p.m. Gil F. to obtain room and Tom Flanigan to lead workshop. C:\Documents and Settings\feliciano_g.000\Desktop\03_0908m.doc Linda Hertel -03_0908m.doc Page 2 MINUTES—September 8,2003 2 ELGIN CULTURAL ARTS COMMISSION -October 13th—CAC regular meeting—report on applications received. -October 20th—CAC to review,rank,and vote on all submitted applications. 7:00 p.m. in the Second floor conference room at City Hall. CAC to award certain percentage rather than specific amount to address ambiguity of final budget amount. -December—Elgin City Council to approve funding to applicants. Other Business: Guest Joanne W. did a self-introduction. Dave P. suggested we seek to understand why some groups' budgets are not being cut, but CAC's will be. It was stated this was a glaring inequity and CAC should be leaders in addressing this inequity both as individual commissioners and as a group. Milt E. suggested CAC seek formal public explanation. Herb G. added that CAC remains a City- based group and thus is beholding to the City. Tom F. suggested a budget request be utilized. Herb G. supported the idea of an annual budget to be possibly based on recent application amounts. Tom F. motioned for adjournment at 8:50 p.m. Unanimous Gilbert Feliciano City of Elgin Staff Liaison C:\Documents and Settings\feliciano_g.000\Desktop\03_0908m.doc rulk AGENDA CULTURAL ARTS COMMISSION MONDAY, OCTOBER 13, 2003 SECOND FLOOR CONFERENCE ROOM NORTH TOWER, CITY HALL, 150 DEXTER COURT 7:30 P.M. I. Call To Order II. Minutes—2003: March, July and September III. Update from City of Elgin on financial issues— Sean Stegall IV. New Business a. Workshop summary b. Future Networking meeting V. Old Business VI. Other Business VII. Citizen's Forum a. Website connection—Herb G. VIII. Adjournment r Linda Hertel -03_1013m.doc Page 1 NOTES—October 13,2003 1 ELGIN CULTURAL ARTS COMMISSION A regular meeting of the Elgin Cultural Arts Commission(CAC)was unable to be called to order for lack of a quorum.Notes were taken. Meeting began at 7:36 p.m. on October 13,2003, at the City of Elgin, Second Floor Conference Room,North Tower, at 150 Dexter Court,Elgin, IL. Commissioner Grieger assumed the Chair pro tem and the City of Elgin Staff Liaison Gilbert Feliciano was present. Commissioners Present: Richard Grieger; David Powers; Herbert Gross. Commissioner/s Absent: Tom Flanigan, Jane Barbosa, Cynthia Hernandez&Milt Evans Guest/s: Joanna Wester,EYSO Approval of Minutes: tabled. City of Elgin financial update: unspecified amount in 2004 budget. CAC should not fund city departments or groups already funded by City of Elgin. All CAC funds are now Riverboat funds not from General Fund. Monies not used will be carried over to the following year. Janus Theater Extension: they are not happy they were not personally notified of upcoming grant deadline. They would like an extension. Dave P. is to give them an application and CAC will decide on 10-20-03 whether to accept their application or not. Workshop review: Overall, the workshop went well -lots of questions regarding operational funds. 7 people showed up in addition to 4 commissioners and liaison Gilbert F. Networking meeting: Good idea for another one providing there is a compelling reason for which to hold one. New Business: Milt E., Dave P. and Mike Powers met with City Manager David Dorgan regarding potential Arts Center. Initial reaction from David D. was that the old library building not to be used for an arts center. Multi-use might be the best use. It is possible, initially,that the basement of the old library might be used for an arts center. Another meeting is scheduled to be held in two weeks. Ideas and language from David D. seemed supportive. Chamber support is also growing. Hemmens should be used in conjunction with it's original purpose of helping the non-profits, not for regional commercial programming. New Grant Recalculations: project support math needs to be re-done. CAC must, for each specific project,recalculate income minus expenses (not total). End time: 8:47 p.m. H:\ bu\wpdocs\CAC\Agendas_Minutes\03_1013m.doc AGENDA CULTURAL ARTS COMMISSION MONDAY, NOVEMBER 10, 2003 SECOND FLOOR CONFERENCE ROOM NORTH TOWER, CITY HALL, 150 DEXTER COURT 7:30 P.M. I. Call To Order II. Minutes Approval III. New Business IV. Old Business V. Other Business rilbk VI. Citizen's Forum VII. Adjournment r Linda Hertel -03 1110m.doc Page 1 MINUTES—November 10,2003 1 ELGIN CULTURAL ARTS COMMISSION A regular meeting of the Elgin Cultural Arts Commission(CAC)was called to order at 7:35 p.m. on November 10, 2003, at the City of Elgin, Second Floor Conference Room, North Tower, at 150 Dexter Court,Elgin, IL. Chairman Richard Grieger was in the Chair and City of Elgin Staff Liaison Gilbert Feliciano was present. Commissioners Present: Richard Grieger; Herbert Gross, Cynthia Hernandez, and David Powers; Milt Evans. Commissioner/s Absent: Jane Barbosa Guest/s: Joanna Wester/EYSO;Nancy Zimmerman/Beaux Art. New Chair Grieger announced he abides by the procedural rule that the Chair does not vote on matters unless the vote is even. H. Gross proposed a motion,which was unanimously adopted,"that the CAC minutes of July 2003 be accepted." H. Gross proposed a motion,which was unanimously adopted, "that the CAC minutes of September 2003 be accepted." New Business: H. Gross suggested commissioners' e-mail addresses be placed on the directory. H. Gross suggested an Asian commissioner be considered for one of the vacancies. A very brief discussion regarding outstanding payment to the Fox Valley Arts Council in the amount of$5,000.00. Cultural Arts Commission: The ordinance was referenced and nine (9)members are slated for CAC. More commissioners are needed including suggestions. Potential new members include: Jeannette Selin,Cristina Cabrera, and Barb Broskey. It was suggested that all applications received be sent to City Council for approval. M. Evans gave brief history of CAC history with respect to the direction of CAC. The issue of officers and said positions to be revisted upon the filling of all seats. All commissioners are to come next meeting with suggestions on potential purpose/s for CAC. Final Report: No questions were articulated regarding the Final Report. H:\ bu\wpdocs\CAC\Agendas_Minutes\03_1 110m.doc Linda Hertel -03_1110m.doc Page 2 MINUTES—November 10, 2003 2 ELGIN CULTURAL ARTS COMMISSION Grant Review: Calculations are done and an Application Review sheet dated October 2003 distributed. It was suggested a deadline extension may be needed for some groups. H. Gross concurred providing all groups are notified.M.Evans concurred provided it is done this year only. C. Hernandez disagreed stating said groups were on constructive notice about deadline based on last year's experience. D. Powers proposed a motion that"the applications of the Elgin Recreation Center, Janus Theatre, and the Independent Players be accepted providing a)no further applications will be accepted after tonight,b)that applicants be given 2 weeks from tonight to submit said application, c)that CAC be intolerant of extensions in 2004, d)and that CAC review their mailing list and incorporate press releases for next year in order to eliminate the need for extensions in 2004."Motion passed with. 3 ays, 1 nay. It was noted that figures on the Sheet Review were not absolute. H. Gross suggested a networking meeting be conducted every quarter. M. Evans suggested we reconsider the suggestion upon participation by a full commission and a = written direction(formal statement)of what is the role of CAC. R. Grieger suggested CAC network more with area art-granting entities for ideas, etc. H. Gross suggested a committee to investigate the possibility of more funding sources for CAC. R. Grieger suggested Powers and Duties in the CAC Ordinance be reviewed by the commissioners for discussion next time. Other Business: H. Gross reported the Hemmens Advisory Commission has seen very little activity lately; he will continue to be a liaison. H. Gross reported children's art being displayed at the new Gail Borden library and wondered what role, if any, CAC may play. M. Evans suggested CAC's role be defined that would include art exhibitions at building, etc. Especially important is the City's role. D. Powers reiterated a new Visual Arts Center would play an important and positive role in addressing these issues. Notification of grant awards will be done when all figures are final. H. Gross would like next workshop topic and speaker be addressed. M. Evans would like to set them for the year. David P. suggested performance groups,throughout, look at the Hemmens to see how it can better serve public purposes. It was noted an Elgin Youth Symphony Orchestra concert was set for Nov. 23 at 8:00 H:\_bu\wpdoc s\C AC\Agendas_Minutes\03_1 1 10m.doc Linda Hertel -03 1110m.doc Page 3 f MINUTES—November 10, 2003 3 ELGIN CULTURAL ARTS COMMISSION p.m. at Elgin Community College's Visual Performing Arts Center. It was noted"Sly Fox"performance during next two weekends, 8pm, $15/$12. Citizen's Forum: Nancy Zimmerman (Beaux Art)gave a presentation regarding a potential occasion(or event)that involves the entire community for the 150th Anniversary of Elgin. Ms. Zimmerman to follow-up and invite Evanston group to CAC for presentation in December or January. H. Gross motioned for adjournment at 9:10 p.m. Gilbert Feliciano City of Elgin Staff Liaison H:\_bu\wpdocs\CAC\Agendas_Minutes\03_1110m.doc I j Elm 150 Dexter Court Elgin, Illinois 60120 Gilbert Feliciano,Staff Liaison 847.931.6019 AGENDA CULTURAL ARTS COMMISSION MONDAY, DECEMBER 8, 2003 SECOND FLOOR CONFERENCE ROOM NORTH TOWER, CITY HALL, 150 DEXTER COURT 7:30 P.M. I. Call To Order II. Minutes Approval III. New Business IV. Old Business V. Other Business VI. Citizen's Forum VII. Adjournment Richard A. Grieger, Chairman / Jane M. Barbosa / Milton Evans, Jr. Herbert Gross / Cynthia G. Hernandez / David Powers Linda Heriel -03 1209m.doc Page 1 (IIIL MINUTES—December 9,2003 1 ELGIN CULTURAL ARTS COMMISSION A regular meeting of the Elgin Cultural Arts Commission(CAC)was called to order at 7:42 p.m. on December 9, 2003, at the City of Elgin, Second Floor Conference Room, North Tower, at 150 Dexter Court, Elgin, IL. Chairman Richard Grieger was in the Chair and City of Elgin Staff Liaison Gilbert Feliciano was present. Commissioners Present: Richard Grieger; Cynthia Hernandez; David Powers; and Milt Evans. Commissioner/s Absent: Herbert Gross,Jane Barbosa Guest/s: Kathy Matthews/EYSO;Nancy Zimmerman/Beaux Art; John Kramp/Elgin Community Theatre; and new(unofficially) CAC members: Cristina Cabrera and Bob Bruskewitz. M. Evans proposed a motion,which was unanimously adopted, "that the CAC minutes of November 10,2003 be accepted." New Business: New Members: 3 new CAC members have been approved in Council Exec. Session: Cristina Cabrera,Bob Bruskewitz and Barbara Manning. Official membership to occur after passage of City Resolution by December's end. Old Business: Asian commissioner: R. Grieger continues search; suggestions are welcomed. E-Mail Addresses on Directory: No e-mail address on official directory from City Clerk's office, however, G. Feliciano will create one for CAC's use. A guest suggested a CAC e- mail address be placed on City's website. After a brief discussion about necessity of prompt responses, cohesive replies and possible single designee, it was concluded the need may not be present at this time. Other Business: New Grant Applications: received grants from Elgin Recreation Center, Janus Theature and Independent Players. Ballots were distributed and collected regarding their scoring for 2004 Grant program. Exact amount CAC to receive from City of Elgin should be available by December 17t1. Notices of grant awards to be sent following after notice of available funds. CAC time change: D. Powers proposed a motion, which was adopted,that"CAC meeting, from hereon,begin at 7:00 p.m. rather than 7:30 p.m." Elgin's 159th Year: It was suggested CAC attend the next meeting and present what they may be doing for the commemoration of Elgin's 150the year since its incorporation. Chair Grieger and D. Powers will attend their next meeting scheduled for December 17th. Chair Grieger to ribs H:\_bu\wpdocs\CAC\Agendas_Min uses\03_1 209m.doc LLinda HerI -03_1209m.doc Page 2 MINUTES—December 9,2003 2 ELGIN CULTURAL ARTS COMMISSION notify Cherie Murphy. Elgin Youth Symphony Orchestra: Executive Director Kathy Matthews thanks CAC for their support and noted Nov. 23 concert. EYSO had two sold-out concerts and two ensemble world premiers. Citizen's Forum: Nancy Zimmerman(Beaux Art), Chair Grieger and M. Evans to meet with Shanti Foundation on December 11 th to discuss their proposal and what role, if any, CAC will play. Report to be presented to CAC at January's meeting. M. Evans motioned for adjournment at 8:31 p.m. Gilbert Feliciano City of Elgin Staff Liaison risk • rew H:\_bu\wpdocs\CAC\Agen da s_M i n utes\03_1209 m.doc