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HomeMy WebLinkAbout2004 Cultural Arts Commission Minutes Elm n elek 150 Dexter Court Elgin, Illinois C Gilbert Feliciano, Staff Liaison 847.931.6019 --I- aULTURAL RTS COMMISSION AGENDA MONDAY, JANUARY 12, 2004 SECOND FLOOR CONFERENCE ROOM NORTH TOWER, CITY HALL, 150 DEXTER COURT 7:00 P.M. I. Call To Order II. Minutes Approval III. New Business IV. Old Business a. Purposes/Role of CAC b. CAC offices and positions rikk i. Vice-Chair ii. Secretary iii. Grant Writer iv. Other c. CAC Budget d. Network Meetings i. Dates ii. Topics/speakers V. Other Business a. CAC logo requirement for General Operating grants VI. Citizen's Forum a. Shanti Foundation report VII. Adjournment Richard A. Grieger, Chairman Jane M. Barbosa / Bob Bruskewitz / Cristina Cabrera / Milton Evans, Jr. Herbert Gross / Cynthia G. Hernandez / Barbara Maring / David Powers MINUTES—January 12, 2004 - 1 - ELGIN CULTURAL ARTS COMMISSION A regular meeting of the Elgin Cultural Arts Commission(CAC)was called to order at 7:15 p.m. on January 12, 2004, 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,Herbert Gross, Cristina Cabrera, &Barbara Maring. Commissioner/s Absent: Jane Barbosa&Bob Bruskewitz Guest/s: Ten(10) Elgin High School students from Civics class. M. Evans proposed a motion,which was unanimously adopted, "that the CAC minutes of November 10, 2003 be accepted." Purposes of the Elgin Cultural Arts Commission: The change of time from 7:30 p.m. to 7:00 p.m. should be noted in City publications, etc. M. Evans indicated a purpose of CAC is to organize/manage/oversee the establishment of a visual/performance arts center in Elgin. D. Powers echoed M. Evans statement. C. Hernandez indicated she would like CAC to expand on their duties to reflect more action- oriented duties. D. Grieger suggested CAC commissioners come up with two action items for each CAC purpose (A-H) stated in the ordinance. C. Cabrera would like to see CAC address a Visual/Performance arts center. H. Gross would like CAC to have specific activities our funds can help with(e.g. a calendar). D. Powers added the City of Elgin should be center of public relations distribution, not a separate/parallel system - H. Gross suggested the possibility of hiring someone to coordinate this effort. It was agreed that alternate sources of funding be researched for CAC and that said item be discussed at the next meeting. CAC offices & positions: The issue of having a Secretary was tabled until next meeting; however C. Cabrera expressed an interest. The position of Vice-Chair was suggested with M. Evans agreeing to be the inaugural person until his term, November 2004; however, it was stated it should be someone with an interest in being Chair. The position of Grant Writer was tabled until next meeting. The position of being Observer at other commissions was suggested,but no substantive discussion took place. Other Business: Gil to research if the City of Elgin has ever applied to the Federal Government for art monies (e.g. NEA). Budget: CAC to possibly be funded at approximately$54,000 for 2004. Illinois Arts Council to give CAC $9,000 for 2004. Budget items to include: • Networking Meetings [$4,000-$5,000; 2 meetings (April &October) at$2,500 each] • Trade Shows • Booths at local events. C:\DOCUME-1\QUINTO--1\LOCALS-1\Temp\GWViewer\04 0112m.doc MINUTES—January 12, 2004 - 2 - ELGIN CULTURAL ARTS COMMISSION • Awards: it was agreed that no awards be given at this time insomuch as there is no space, no accurate inventory and little money. H. Gross suggested no monetary awards be given either. • Fox Valley Arts Council's Art Beat magazine [$5,000] • Arts In Fusion [$1,000] • Mini-Grants [$2,000; $1,000 each] • Miscellaneous [$2,000] Scoring 2004 grants: H. Gross proposed a motion which was unanimously adopted that "CAC accept figures as is for scoring &come up with actual amount and approve percentage amount based on final amount given to CAC by City,minus $15,000 and $9,000 from the Illinois Arts Council." Network Meeting: Two meetings are being proposed. M. Evans suggested the following possible topics: arts calendar, collaborative arts projects, resources, strategic planning, grant writing/funding; and working with business community(this one might possibly be a separate third meeting). D. Powers requested CAC collaborate with the Chamber of Commerce (business community)possibly via their"After Hours"program. CAC to prioritize the riklist above by indicating top two choices and why. CAC Logo on Operating grants: CAC logo should be on all projects when operating grants are awarded. Recorded Executive Meeting: Pursuant to a recent City of Elgin legal memorandum, all Executive meetings need to be tape recorded. Hemmens: No quorums have been available lately. New seats will be coming soon. There is some talk about Elgin Symphony Orchestra wanted acoustic improvements. D. Powers indicated Paul Gordy(Hemmens Board) agrees the Hemmens as a regional entertainment venue is a failure—Paul and B. Bruskewitz checking into it and will get art groups input. It was suggested Hemmens should be supporting local groups over out of town acts. Shanti Foundation: Their expertise to possibly be used in a broader sense by helping us train others. Story- telling idea will not be supported by CAC at this time. CAC to bring ideas on this issue for next meeting. M. Evans motioned for adjournment at 8:55 p.m. Gilbert Feliciano City of Elgin Staff Liaison C:\DOCUME—1\QUINTO-1\LOCALS-1\Temp\GW Viewer104_0112m.doc Elm n 150 Dexter Court Elgin, Illinois CULNw►L Gilbert Feliciano,Staff Liaison 847.931.6019 a RT$ COMMISSION AGENDA MONDAY, February 9, 2004 SECOND FLOOR CONFERENCE ROOM NORTH TOWER, CITY HALL, 150 DEXTER COURT 7:00 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 / Bob Bruskewitz / Cristina Cabrera / Milton Evans, Jr. Herbert Gross / Cynthia G. Hernandez / Barbara Maring / David Powers • • MINUTES—February 9, 2004 ELGIN CULTURAL ARTS COMMISION A regular meeting of the Cultural Arts Commission(CAC)was called to order at 7:10 p.m. on February 9, 2004, 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,David Powers, Herb Gross, Cristina Cabrera, and Barbara Maring. Commissioner/s Absent: Cynthia Hernandez,Milt Evans, Jane Barbosa, and Bob Bruskewitz. Guest/s: Cathy Matheus, executive director of Elgin Youth Symphony H. Gross proposed a motion, which was unanimously adopted, "that the CAC minutes of January 12, 2004 be accepted." Old Business: Questions arose regarding the regular attendance of commissioners at CAC meetings. B. Maring suggested that phone calls be made to commissioners as a reminder of meeting dates and times to be sure that a quorum will be present at each meeting. It is noted that B. Bruskewitz was ill last meeting and was unable to attend. M. Evans is g ans i absent this meeting due to family matters and C. Hernandez informed G. Feliciano that she would be unable to attend tonight's meeting. R. Grieger informed the CAC of the history of the Fox Valley Fine Arts Academy (FVFAA). The FVFAA acknowledges persons who have made a significant contribution to the world of the arts in the Fox Valley Area. R. Grieger asked if the CAC would be interested in helping fund, in the form of$620, the awards for those elected from the Elgin area. D. Powers expressed a favorable opinion in regards to giving the funding. Outside of the CAC, Ed Shock has, in the past, expressed support/desire for support of. the FVFAA. D. Powers motions to support FVFAA in the form of$620 to help honor Elgin inductees for this year and suggests that the CAC ask for a bill of details as to how CAC is involved in FVFAA. H. Gross seconds the motion; the motion is unanimously accepted. New Business: There is discussion of how to deal with expenditures that the CAC incurs for printing. R. Grieger suggests denoting a monetary level for Superprint expenditures of the CAC. H. Gross motions to allocate $500 for printing expenditures, $400 for Superprint and $100 for printing elsewhere. D. Powers seconds the motion. Motion is unanimously accepted. • • Budget: J G. Feliciano informs the CAC that: $78,450 approved from the city $9,000 from the Illinois Arts Council Total Budget—$87,450 The CAC has, at this meeting, agreed to allocate $620 for the FVFAA and $500 for printing from the budget of$87,450. Granting: G. Feliciano informs the CAC that a Committee of the Whole (COW)will convene at the end of February. At this meeting the grants that the CAC suggested for approval will be decided upon. The COW is looking for a final amount that the grants have asked for, R. Grieger will check the amount and report back at the next meeting. It is believed that the final monetary decision totaled $65,404. Tabled until next meeting: notifications of awards to those who were suggested Suggestions for Networking meetings D. Powers updates the CAC on meetings that he has had with B. Bruskewitz and Paul Grody to investigate and consider how to fulfill the original intent of Hemmens to reflect the needs of the performers and the interest of the community. Once more information becomes available, D. Powers will apprise the CAC of his findings. Final reports were received from Heartland Voices, Elgin Children's Chorus, and SCORE! Citizen's Forum: Cathy Matheus informs the CAC that the Elgin Youth Symphony has been left off the City website, but C. Matheus informed the city webmaster of the oversight. C. Matheus was present in representation of other groups to see when the notification of grant awards would be available. G. Feliciano informs C. Matheus that the earliest notification would come a week after the COW meeting of the City Council on Feb. 25th. C. Matheus also informs the CAC that an award has been established in honor of Bob Durnbaugh. The award will be given at the May 2, 2004 concert of the Elgin Youth Symphony. D. Powers motions for adjournment at 8:28 p.m. Cristina Cabrera CAC Secretary El in 150 Dexter Court Elgin, Illinois CUL1J°"L Gilbert Feliciano,Staff Liaison 847.931.6019 aRTS COMMISSION AGENDA MONDAY, June 14, 2004 SECOND FLOOR CONFERENCE ROOM NORTH TOWER, CITY HALL, 150 DEXTER COURT 7:00 P.M. I. Call To Order II. Minutes Approval III. Old Business a. Update review of IAA b. Future sessions with IAA? c. Food for future meetings IV. New Business a. Future grantee presentations i. By whom and for what b. IAC presentation? V. Other Business VI. Citizen's Forum VII. Adjournment Richard A. Grieger, Chairman Bob Bruskewitz / Cristina Cabrera / Milton Evans, Jr Herbert Gross / Cynthia G. Hernandez / Barbara Maring / David Powers El in 150 Dexter Court Elgin, Illinois CAL Gilbert Feliciano,Staff Liaison 847.931.6019 aflUR TS CO MMISSION AGENDA MONDAY, March 8, 2004 SECOND FLOOR CONFERENCE ROOM NORTH TOWER, CITY HALL, 150 DEXTER COURT 7:00 P.M. I. Call To Order II. Minutes Approval III. New Business IV. Old Business V. Other Business VI. Citizen's Forum VII. Adjournment r Richard A. Grieger, Chairman Jane M. Barbosa / Bob Bruskewitz / Cristina Cabrera / Milton Evans, Jr. Herbert Gross / Cynthia G. Hernandez / Barbara Maring / David Powers • MINUTES-Monday, March 8,2004 ELGIN CULTURAL ARTS COMMISSION A regular meeting of the Cultural Arts Commission(CAC)was called to order at 7:10 p.m. on March 8, 2004, 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, David Powers, Cristina Cabrera, Barbara Maring, Cynthia Hernandez, Milt Evans and Bob Bruskewitz. Commissioner/s Absent: Herb Gross D. Powers proposed a motion, which was unanimously adopted, "that the CAC minutes of February 9, 2004 be accepted." Old Business: It is noted that the Fox Valley Arts Hall of Fame Banquet will be held on April 22, 2004. G. Feliciano informs the council that the CAC should know after the next council meeting whether all recommended grants are funded. D. Powers apprises of P. Grody and C. McCue(who wants to be appointed to the Hemmens advisory board), the two are interested in actively participating in the Elgin community. M. Evans reminds CAC of a previous decision of two networking meetings for the CAC. One meeting with the Illinois Arts Council has provided a possibility of a networking meeting. R. Grieger states that$5000 had been previously discussed as a monetary value to support such meetings. The Illinois arts alliance foundation has asked for assistance in coordinating a"cultural roundtable." D. Powers believes it a good idea to give any assistance possible for those arts groups that seek the assistance and/or expertise of the CAC. IAAF a forum for the arts communities in Illinois to share and gain ideas. The IAAF is also a clearing house of information regarding the arts and the flourishing of the arts in Illinois. Creating an alliance with the IAAF will help the CAC extend information regarding the arts and the importance of the arts not only to the art community, but to the business community to help keep the arts a viable part of the community at large. R. Grieger and G. Feliciano will speak with the IAAF to determine a time and place for the cultural roundtable suggested by the IAAF. B. Maring expresses concern regarding the quick turnaround time on planning and inviting groups to attend; however, the meeting with the IAAF and their expertise will help determine and organize the roundtable meeting date and time. B. Maring also expresses concern regarding how it is determined who will be invited to attend the roundtable. It is suggested to brainstorm ideas as far as whom to invite to the discussion. R. Grieger reminds that the purpose of the CAC is to fund arts activities in Elgin. So, if the CAC invites groups/people outside of Elgin to the roundtable,we must make it clear that if funding is being sought, then the arts activity must be in and/or benefit Elgin. M. Evans states that the purpose of having this meeting and extending this information to groups in and around Illinois, is to show the greater arts community in Illinois that the arts are alive and Cristina Cabrera Page 1 7/22/2004 CAC Secretary . , well in Elgin. Finalization of the meeting will be determined after G. Feliciano and R. Grieger meet and discuss with the IAAF. D. Powers suggest inviting those who have been decided in the primary elections to the IAAF to get the state politicians in a position to respond to the importance of the arts in Illinois. M. Evans agrees with the need to involve these political figures in the discussions of the arts. G. Feliciano makes it clear that the candidates who are invited are aware that this is not a platform for the candidates to campaign. New Business: D. Powers suggests denoting a $1000 cash award to be used to purchase a piece of art from the art show at the State Financial Bank. D. Powers proposes a motion to support the art show with a purchase award of$1000. The motion was unanimously accepted. Nancy Zimmerman had asked if the CAC could get involved with fundraising for storytelling for Elgin's 150th birthday. R. Grieger has gotten in touch with Phil Brocksmith. P. Brocksmith has been in contact with the city of Elgin for the 150th birthday celebration. P. Brocksmith was responsible for a film which was running at the birthday celebration. He is also involved in making a documentary about Elgin and the perspectives of the different ages and nationalities that call Elgin"home." The documentary will run eventually on the local cable access channel,most likely sometime in May and run throughout the year. D. Powers shares information regarding the Elgin 150`h birthday celebration and noted it was a terrific event which generated community good will. G. Feliciano brings up the funding of mini-grants by the CAC. The question arises as to whether the CAC is again awarding mini-grants this year. The CAC is planning on awarding mini-grants, of a maximum value of$1000, to an individual. There is no set number of mini- grants available, they follow the idea of when the money allotted to the mini-grants has been given, the mini-grants are done. There has been no precedence for awarding the entire$1000 to any singular artist. The CAC funds Arts Beat magazine with$5000. The magazine is going to 3 issues instead of 4 as a result of lack of funding from other sources. There are about 20 locations in Elgin which distribute the magazine. B. Maring would like to see a larger distribution of the magazine to spark interest and awareness. C. Cabrera is in charge of the Elgin Arts Watch page and will disseminate any and all relevant information to the Arts Beat Magazine staff Rib-Fest—D. Powers reminds of rib-fest coming up. R. Greiger motions for adjournment at 8:12 pm. Cristina Cabrera Page 2 7/22/2004 CAC Secretary Elfin 150 Dexter Court Elgin, Illinois Gilbert Feliciano,Staff Liaison 847.931.6019 a COM AGENDA MONDAY, April 12, 2004 SECOND FLOOR CONFERENCE ROOM NORTH TOWER, CITY HALL, 150 DEXTER COURT 7:00 P.M. I. Call To Order II. Minutes Approval III. New Business a. Cultural Roundtable b. Arts/Fusion @ State Financial (August) c. Grant Credit—ad proof or actual ad? d. Liaison Report IV. Old Business V. Other Business VI. Citizen's Forum VII. Adjournment Richard A. Grieger, Chairman Jane M. Barbosa / Bob Bruskewitz / Cristina Cabrera / Milton Evans, Jr. Herbert Gross / Cynthia G. Hernandez / Barbara Maring / David Powers . • rub. MINUTES - Monday, April 12, 2004 ELGIN CULTURAL ARTS COMMISSION A regular meeting of the Cultural Arts Commission (CAC) was called to order at 7:10 p.m. on April 12, 2004, 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, David Powers, Cristina Cabrera, Barbara Maring, Cynthia Hernandez, Milt Evans and Bob Bruskewitz. Commissioner/s Absent: Herb Gross D. Powers proposed a motion, which was unanimously adopted, "that the CAC minutes of March 8, 2004 be accepted." Old Business: Cultural Roundtable ideas: Top 3 ideas for agenda: 1. Illinois Arts Peers 2. TAP 3. Arts Leadership for the 21St Century. D. Powers motions to accept 1. as the roundtable forum for May 18`h' 7pm at Grand Ballroom The Centre. Motion seconded and unanimously carried. Must use food vendors at The Centre's Heritage Ballroom. M. Evans, B. Maring and G. Feliciano will figure out food for the Roundtable event. The CAC decides to invite school art teachers from private, parochial, public institutions, and local colleges to the Roundtable. M. Evans and D. Powers will contact head of the art departments to invite them to the Roundtable. M. Evans brings up the need to make sure that the private/parochial schools are informed that said Roundtable is informational, not theological. B. Maring brings up the idea of placing an informational ad in the paper to disseminate information to the public at large. C. Cabrera will get the list of people from public, private, and parochial schools, D. Powers will compile a list of people to contact at the local colleges. D. Powers will contact the people he knows in the press to send out information. B. Maring mentions the need to also advertise over the radio, e.g. WFMT. D. Powers informs the CAC that there is a cultural arts commission being created in Geneva for the first time, and suggests that the people involved in this endeavor should also come to the Roundtable. The CAC agrees. Names and addresses need to be in by Friday. B. Maring and C. Cabrera will work with R. Greiger on the wording of the invitation. M. Evans reminds of the need to discuss and arrange for travel for the speakers at the Roundtable. D. Powers mentions that the CAC needs to give out as much information about what the CAC does as possible at the Roundtable, as the purpose is to gather and disseminate information. Arts Infusion: Arts presentation by the Fox Valley Arts Council in the plaza. The show will be introduced with the Elgin Fine Arts Festival. D. Powers will give information to the printed media regarding the Arts Infusion to promote the show. B. Maring mentions that the Downtown Neighborhood Association will support anything that goes on downtown. B. Maring volunteers to contact the people involved in promoting the Elgin Fine Arts Festival to notify them of the Arts Infusion element at the Fine Arts Festival and to inquire as to the interest of having Arts Infusion an collaborative partner in the Festival. New Business: Grant Credit: The question was raised as to what CAC requires with respect to credit from funded projects/organizations. It was decided that the CAC needs final proof, published, etc. of the credit given to the CAC. Liaison Report: a similar group to the CAC is being created in Naperville. The leader of the group will be invited to the Cultural Roundtable. Grants were published in the Courier as to amounts and recipients. Funds are in the process of being distributed and tracked. Other business: D. Powers brings up funding for Arts Beat. Holly Wehmeyer says that we can send addresses of anyone interested in receiving Arts Beat to her and she will send the magazine to them. D. Powers was approached by Eric Peppa regarding a system to project images (art/community billboard on Rt. 31) in order to show community information. The idea is to use this as a public billboard to share information. No money from the CAC is necessary to fund the purchase of the system. D. Powers suggests CAC /►� may want to help fund an arts competition for persons in the community(students) and that the winners would then be projected on the projection system. D. Powers would like to make the arts award in the mini-grant a flat $1000 prize where the winner will still be considered under the same criteria as before. R. Greiger has made a change in the mini-grant form and will bring it to the next meeting. Meeting adjourned at 8:33 pm. Cristina Cabrera Secretary r El in 150 Dexter Court Elgin, Illinois CULTURAL Gilbert Feliciano,Staff Liaison 847.931.6019 --- a RTS COMMISSION AGENDA MONDAY, May 10, 2004 SECOND FLOOR CONFERENCE ROOM NORTH TOWER, CITY HALL, 150 DEXTER COURT 7:00 P.M. I. Call To Order II. Minutes Approval III. New Business a. IAC—Community Access Grant FY05 Application IV. Old Business a. Cultural Roundtable V. Other Business VI. Citizen's Forum VII. Adjournment Richard A. Grieger, Chairman Bob Bruskewitz / Cristina Cabrera / Milton Evans, Jr Herbert Gross / Cynthia G. Hernandez / Barbara Maring / David Powers rik MINUTES - Monday, May 10, 2004 ELGIN CULTURAL ARTS COMMISSION A regular meeting of the Cultural Arts Commission (CAC)was called to order at 7:29 p.m. on May 10, 2004, at the City of Elgin, Second Floor Conference Room,North Tower at 150 Dexter Court, Elgin, IL. Ex-Chairman Milt Evans was in the Chair and City of Elgin Staff Liaison Gilbert Feliciano was present. Commissioners Present: David Powers, Cristina Cabrera, Barbara Maring, Cynthia Hernandez, Milt Evans and Herb Gross. Commissioner/s Absent: Bob Bruskewitz Guests: Dave Cappan and Jacob Vagnts H. Gross proposed a motion, which was unanimously adopted, "that the CAC minutes of April 12, 2004 be accepted." Guests: Dave Captain—head of Elgin Community Network(ECN), a not for profit organization in Elgin. The ECN has an agreement with Neighborhood Housing Services and works with a variety of associations in Elgin from pta/pto organizations to the NENA, Elgin JC's, Friends of Tyler Creek, Art for All, etc. ECN has taken over some of the Neighborhood Housing Services functions including putting out a newsletter that will cover many of the events in Elgin. Dave informs the council that the ECN has a guaranteed 8p. newsletter, 2p. to the NHS, 1p to the city, 1p to community network, and perhaps 1p to events occurring in the ethnic communities in Elgin. The Neighborhood Reinvestment Organization may offer the ECN some money to help fund the newsletter. Mr. Captain is present to see if the CAC would like to have its own page in the newsletter to do with what the CAC pleases, that the CAC will put together and submit for publication. There is a guaranteed mailing of 10,000(with a 2,000 over run) and the mailings can be focused to designated groups. The focus of the magazine is also going to be more towards announcements/fyi designed to get information to the public in a quarterly newsletter which looks to have a calendar that covers 90 days. The ECN has received $20,000 from the city to cover cost. M. Evans asks if the CAC is being asked to purchase a page or facilitate a page. Mr. Captain clarifies that he foresees something more along the lines of purchasing a page—rough cost estimate $2,500 for the year(4 issues). The ECN is also looking at an email version of the newsletter. D. powers likes the idea and thinks that the CAC should contribute, but M. Evans brings up the possibility that the CAC may have a conflict of interest because the newsletter is already being funded by the city. M. Evans would like to know how the CAC stands as a commission in relation to the ECN newsletter because of funding through the city. It is also mentioned that if the CAC cannot be directly involved, at least the commission can dole out information to help support the cause of the newsletter. M. Evans also thinks that the commitment already given to the ECN from the city deserves the support of the commission. The newsletter would serve as another means of disseminating our information to the public and a public that may not usually be reached by our information e.g. apartment dwellers in the area. H. Gross sees this as a place also for information to be spread regarding the grants given out by the CAC and the recipients of said grants. It is also suggested that this newsletter could serve as another place for the grant recipients , . contact information included in the packets that will be distributed; therefore, if persons are interested in what the CAC does, they can contact the commission directly at a later date. Other business: D. Powers re-introduces the idea of changing the mini-grant program to an award using the same criteria as before to make the grant a flat award, hoping to garner more applications. H. Gross supports the idea as D. Powers has discussed it. M. Evans suggests making it more widely known that the mini-grants are available. M. Evans expresses a reluctance to officially vote on the topic as D. Grieger is not present. But, M. Evans does recall that D. Grieger was in support of the change as D. Powers has proposed. D. Powers suggests placing this item on the agenda for the next meeting to officially vote when D. Grieger is present. D. Powers would like to vote on the go-bo project at the next meeting. It was suggested to give $1000 to the project to support an award. The money would go to the support of the award as a vehicle to support the structure of the go-bo. M. Evans wants to know if this would be a mini-grant. D. Powers doesn't see this project as being part of the mini- grant structure. Items will be clarified at the next meeting. D. Powers brings up that Norma would like to do an art walk that coincides with the Fox Valley Arts Council. The question arises as to whether or not the CAC could help with this endeavor? Would the CAC be willing to be a vehicle for advertisement and support? The commission, it is suggested, should somehow help with the Fox Valley Arts Council and the Art Around the Fox, perhaps monetarily,perhaps in helping find artists, etc. H. Gross asks if the Spring Art Walk can be tied into a whole weekend event for the city. D. Powers clarifies that the question is one of assisting the facilitation of the art walk, not recreating the event. 2005 —the OEG will assist in the Mural Project. The project will involve the DNA and local children. The main concern is insurance. This project coincides with the work the OEG is doing on starting a cultural arts center. The mural project is looking at the concrete walls at the bottom of the Hemmens as a possible site for a mural. The project will include lead artists, assistant artists, and student artists following the Gallery 37 lead programs and materials can be donated. The commission needs the cost figures in terms of the project itself. The project was originally turned down 2 years ago because of too many people being involved. What the CAC is looking at is the logistics of the art project and its funding aspects. D. Powers asks if the commission has the will to look into this project as an option for support from the CAC. Meeting adjourned at 8:19 r J MINUTES - Monday, May 10, 2004 ELGIN CULTURAL ARTS COMMISSION A regular meeting of the Cultural Arts Commission(CAC)was attempted at on May 10, 2004, at the City of Elgin, Second Floor Conference Room, North Tower at 150 Dexter Court, Elgin, IL. The requisite quorum did not exist. Staff Liaison Gilbert Feliciano was present. Commissioners Present: David Powers, Milt Evans and Herb Gross. Commissioner/s Absent: Richard A. Grieger, Bob Bruskewitz, Cristina Cabrera, Cynthia G. Hernandez and Barbara Maring. Guest/s Present: David Kaptain of the Elgin Community Network. Gilbert Feliciano Staff Liaison MINUTES-Monday,June 14,2004 j ELGIN CULTURAL ARTS COMMISSION A regular meeting of the Cultural Arts Commission(CAC)was called to order at 7: 05 p.m. on June 14, 2004, 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 not present. Commissioners Present: David Powers, Cristina Cabrera, Cynthia Hernandez, Milt Evans,Barbara Maring, and Bob Bruskewitz. Commissioner/s Absent: Herb Gross M. Evans proposed a motion,which was unanimously adopted, "that the CAC minutes of May 10, 2004 be accepted." Old business: Tabled from last meeting to this meeting, the issue of making the mini-grants a$1,000 flat award is up for discussion. D. Powers makes a motion to amend the mini-grant award amount for each situation which is approved. The mini-grant award value was changed to a flat award of$1,000. D. Powers suggests to use the guidelines from the regular grant with minor amendments to better deal with the needs of the mini-grants. The motion carries for the 1,000 mini-grant award per recipient. r'`) D. Powers brings up the idea that has been previously mentioned at CAC meetings,this being the funding of a competition for young artists. The competition does not have to be contingent upon whether or not the go-bo project gets completed as it is currently scheduled. The Boys and Girls Club, YWCA, and the Rec. Center are target areas for finding young artists to enter the competition. These locations were chosen in order to seek out and impact a larger community. The award for the contest is roughly $200-$250 to be used towards the purchase of arts supplies. M. Evans reminds the commission that the CAC has not been as proactive in seeking out young artists from the community and that the commission should focus on students and children and this is an opportunity to achieve that end. The commission needs to propose guidelines first;the guidelines will be presented and fine tuned and then the competition will be announced to the community. B. Maring expresses a concern that the commission is working under too tight of time constraints in order to have the contest held this summer. D. Powers clarifies that the program can be done in the fall and does not have to be completed in the summer. He simply wants to feel out the community first in order to find the best timeline for the contest and the best guidelines. Once everything is in order for the contest, it can be integrated into the go-bo project in the future, once the go-bo is active. C. Hernandez is on board with the project as proposed and sees the need to contact the organizations in order to get the best timeline for the organizations. D. Powers will head the task-force to establish criteria and guidelines for submission with C. Hernandez and B. Bruskewitz working on the project as well. D. Powers wants to be sure that the guidelines include an agreement from the CAC to set-aside money for the awards and to ,�r�• make sure that the award will go toward gift certificates at Artisstic Framing in downtown Elgin. Motion seconded and carried. $1000 in four awards of$250 each will beset aside to be used at Artistic Framing. IAA presentation from the roundtable discussion. M. Evans voices a concern that the presentation was very similar to what has been done in the past,but wished that the presentation would have moved forward a little bit more with an eye towards making the organizations in the area work in a more cohesive fashion. He thinks that for the next networking meeting,the commission should come up with one main theme/focus and that each commissioner is responsible for getting a certain number of guests to the next networking meeting. The next theme and focus should cover 2 areas: first—a calendar for organizations to look at what their projections are for the next calendar year in order to clarify the activities that are happening so that there is not a conflict of interest in the multiple communities. This will also help avoid many organizations fighting for the same audience and/or materials. A concern for the next networking meeting is focusing on a way to keep projects being merely a replication of services and handing out money multiple times for the same events happening repeatedly. The idea is to look toward the future so that the use of space and time can be denoted to the organizations and individuals so that the CAC is helping to maximize the time/space and supply for the possible demand that is latent in the city of Elgin. It is suggested that at the next networking meeting we propose that a 2 year calendar is created of all the organizations that the CAC funds so as to be more prudent and spendthrift. Regarding the IAA presentation: B. Maring enjoyed the meeting and learned a lot; she thought that the ladies made a good presentation and had a lot of information to give out to those who were present. C. Hernandez expressed surprise at the fact that many of the people who were present were not aware of the CAC or what the CAC is about. B. Maring brings up the possibility of having a representative to go around to the organizations in the area to get awareness out about the CAC and what the commission is for. M. Evans says he has done this in the past and at each venue would disseminate information to those present. He brings up the point that like in most things, there is a lot of follow up that is necessary and missing for such a venture to be successful. B. Maring suggests that, as a commission, we come up with a patent presentation that we can distribute to the community and follow up with. D. Grieger suggests that we think about this and discuss it at a later date. B. Bruskewitz would like to see that we have a distinct agenda as to what will be discussed at the presentations. D. Grieger suggests bringing out a group from the Illinois Arts Council for a presentation. Although a good idea, M. Evans points out that unless we are positive in what the presenter would do,we should put together the presentation ourselves or, bring in someone whose example and experiences would relate to the concerns and interests of the audience that we would invite. D. Powers suggests contacting some people in the community who have social connections to those in the state and/or other government agencies so as to see what other presentations are going on in the state to help us be more informed as a commission. Another possible topic for a presentation would be in marketing and PR to help the CAC maximize the space it is using. r f D. Powers was integral in facilitating the connection between the people connected with C the Fox Valley Arts Council and Art Around the Fox to speak with Ms. Pedron to be the Elgin representative for the organization/function. This works in helping us to facilitate the Art Around the Fox function, which is part of what we should be doing as a commission. That is,helping get the right people together to make things happen in the area. This also feeds into the promotion and display of art in and around Elgin businesses. B. Bruskewitz sees this as a very good function that works as a win-win situation for the commission and for local artists and local businesses. One of the major issues that the CAC needs to clarify is the communication between and amongst arts groups as well as the chamber so that the commission can really get this type of function started and maintained in the area. D. Powers puts it well: "Art no matter what the discipline, lifts us up." It is ideas like this that we need to convince others of in the community, especially those who have the money and the audience—e.g. the chamber. It is suggested that the commission discuss, at the next meeting, as to how to go about these ideas. D. Powers will also present about the competition for the kids. D. Powers brings up for discussion the mural project again that is modeled after the Jobs and Gallery 37 program. In this program there are 3 levels professional artists,assistant artists and student artists so that each tier teaches the next tier and in this manner the project comes to fruition. The idea was previously defeated because it involved too many people,but that is the entire point of the project. D. Powers will know within 30 days whether or not this mural project will happen. If it is approved,the project will take place at the lower half of the Hemmens plaza. Then,the mural would be put together on mdo boards that are movable so that the display can be moved to multiple sites and can possibly be sold at a later date in sections or as a whole. All this is in the planning stages and is speculation until a later date. Meeting adjourned at 8:33 pm. E4n 150 Dexter Court Elain, Illinois LGilbert Feliciano,Staff Liaison 847.931.6019 COMMISSION AGENDA MONDAY, July 12, 2004 SECOND FLOOR CONFERENCE ROOM NORTH TOWER, CITY HALL, 150 DEXTER COURT 7:00 P.M. I. Call To Order II. Minutes Approval III. Old Business IV. New Business a. Janus Theatre letter V. Other Business VI. Citizen's Forum VII. Adjournment Richard A. Grieger, Chairman Bob Bruskewitz / Cristina Cabrera / Milton Evans, Jr Herbert Gross / Cynthia G. Hernandez / Barbara Maring / David Powers , . MINUTES - Monday,July 13, 2004 ELGIN CULTURAL ARTS COMMISSION A regular meeting of the Cultural Arts Commission (CAC) was called to order at 7: 09 p.m. on July 13, 2004, 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: David Powers, Cristina Cabrera, Cynthia Hernandez, Herb Gross, and Barbara Maring. Commissioner/s Absent: Milt Evans, Bob Bruskewitz Guest(s): Brigidina Haerr H. Gross proposed a motion, which was unanimously adopted, "that the CAC minutes of June 14, 2004 be accepted." Old Business: All grants recommended by the CAC were approved by the City Council. Project grants were approved completely and the with operating costs were stagnated because of a need for the correct legalese to re-write part of the grants for final approval. G. Feliciano clarified the process for city council meetings and their approval process so that the CAC can let interested parties know when the City Council will be able to approve grants and other matters. In regards to the grants approved for the CAC, Art for All, Elgin Community Theater, Elgin Youth Symphony, Independent Players, and Janus Theater have all received their checks. The other approved grants should be receiving their money soon. Guest: Brigidina Haerr, a member of the AFA, is interested in the mural project that is in the works for Hemmens. She explains that she is interested in familiarizing herself with the CAC and wants to become involved with the mural project. She is almost a certified art teacher and loves to be involved with students and student projects. D. Powers lets her know that the OEG is the group interested in the mural project, and that the CAC is one of the aides that the OEG is relying on to help create the project. New Business: Mini Grants— D. Grieger expresses concern that the mini-grant form, as it stands, is lacking some crucial information. He suggests that the commissioners either look at the form on their own and come back to the next meeting with suggestions for revision, or there could be a committee of 2-3 people made to revise the form and bring their suggestions back to the next meeting for approval. The commission decides for all members to come back to the next meeting with suggestions for revision in lieu of forming a committee to deal with the form. It is made evident rik that one revision that needs to be made is the clarification of the fact that it must be a person/individual who applies for the mini-grant, not an organization or a club. Larkin Dance Club—an individual from a dance club at Larkin High School submitted a mini-grant application, but as it stands, it is unclear as to whether or not she is applying as an individual or as a club. G. Feliciano originally spoke to her and made her aware of the CAC and the mini-grant. D. Powers suggests that one way in order to make the application more mini-grant specific is for the application to be re-worded and resubmitted for a final approval, as the entire commission sees a need and a relevance to the approval of the grant. The commission agrees that the project, as it integrates a large number of students and appeals to and showcases a variety of Latino cultures, is one worthy of the commission's support. H. Gross and D. Powers suggest that the grant can be rewritten with a variety of possible objectives such as the CAC "purchasing"their services for a performance at Fiesta Salsa or some other similar event. H. Gross agrees that this is a good idea and/or direction for the application to take and cites the fact that as the application stands it appears as though the CAC is being asked to help support various fund raisers, which is outside the scope of the CAC. The commission is reminded that the purpose of the mini- grants is to support the artists of Elgin to complete a project in Elgin and that will benefit Elgin. A motion is made that the grant be re-written as a personal grant with more specification as to the scope and purpose of the project. G. Feliciano and C. Cabrera volunteer to draft a letter from the CAC to the sponsor of the dance group stating the necessary and sufficient changes that must be made to the application prior to final approval. The CAC agrees to dedicate the money requested under the conditions of a renegotiated mini-grant form and the caveat that the application will include a performance for the citizens of Elgin at Fiesta Salsa and/or the Puerto Rican Day Festival. George Rawlinson—a local artist who has self-published a book about war veterans, 12 of whom are from Elgin, and is requesting funds in the form of a mini-grant in order to aid him in providing a copy of the book to all U-46 middle and high schools. D. Grieger asks how this benefits Elgin. D. Powers argues that it gives us a sense of our past, much like the film about the Elgin Watch Company, which was funded by the CAC. D. Powers proposes a motion to accept the application. The motion is unanimously accepted. The Illinois Arts Alliance is having a meeting in Chicago. Anyone from the commission who would like to attend may at no charge. G. Feliciano received a call from Sean Hargadon, who wanted to inform the CAC that their group had been invited to a Shakespeare festival in Canada. As a result of this honor, they must reschedule their original performance. Mr. Hargadon wanted to be sure that this rescheduling would not effect the funding that was to be received from the CAC. D. Powers motions to maintain the commitment made. The motion unanimously carries. D. Grieger will contact the group and let them know. G. Feliciano will send them a new contract reflecting the change in date of the performance. An email was received from Marissa Reyes with Urban Gateways out of Chicago. She is requesting a gallery to display artwork from the urban gateway class that will take place at ECC with students from Elgin. The display needs 20 pedestals to display the busts that the students will make; they also need space to display paintings that will be 10X13. D. Grieger suggests contacting the police department to see if the lobby of the department could be used as the display location. After much deliberation and other suggestions, it is agreed that D. Grieger should explore the possibility of the police department lobby as gallery space for the event. Young artists competition—to be tentatively called the Cultural Arts Commission Youth Art Contest. D. Powers has letters of intent to participate from YWCA, Larkin Center, God's Gym, and Hamilton Wings. The competition will run from the beginning of September to the end of that same month. The students will be given visual prompts/assignments to aid in the creative process. The idea is to end up with images that could be parts of a streetscape or parade. D. Powers expresses an interest in having this be an annual event as it could potentially effect a large number of people. If the Bo- bo project goes through, it will be the ultimate end for exhibition of the pieces produced in this competition. H. Gross states that he would like to see the CAC involved in more endeavors of this sort. B. Maring agrees and expands the idea to include competitions for various forms of art, not just the visual. A motion is made and carries that the CAC put forth money to buy the necessary materials to support this project with the caveat that the materials cost does not exceed $500. G. Feliciano reports that the FY-05 grant was sent and received, no word has been received back. D. Grieger would like to request more money the next time this grant is submitted. Meeting adjourned at 8:45 pm. Elm n 150 Dexter Court Elgin, Illinois cjjs Gilbert Feliciano, Staff Liaison 847.931.6019 COMMISSION AGENDA MONDAY, August 9, 2004 SECOND FLOOR CONFERENCE ROOM NORTH TOWER, CITY HALL, 150 DEXTER COURT 7:00 P.M. I. Call To Order II. Minutes Approval III. Old Business a. Finalization of art show at police station IV. New Business V. Other Business VI. Citizen's Forum VII. Adjournment row Richard A. Grieger, Chairman Bob Bruskewitz / Cristina Cabrera / Milton Evans, Jr Herbert Gross / Cynthia G. Hernandez / Barbara Maring / David Powers eg— MINUTES - Monday,August 9, 2004 ELGIN CULTURAL ARTS COMMISSION A regular meeting of the Cultural Arts Commission (CAC) was called to order at 7:12 p.m. on August 9, 2004, 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: David Powers, Cristina Cabrera, Cynthia Hernandez, Bob Bruskewitz, Herb Gross, Milt Evans Commissioner/s Absent: Barb Mating D. Powers proposed a motion, which was unanimously adopted, "that the CAC minutes of July 13, 2004 be accepted." Old Business: Finalization of art show at police station. The Urban gateways arts program will be taking place at the Elgin police station. D. Powers and B. Bruskewitz found a carpenter who will put together the pedestals for the exhibition of the busts at the art show. D. Grieger has obtained the money for half the pedestals and will have the rest soon. B. Bruskewitz and D. Powers will transport the pedestals to the police facility in time for the show. Marissa Reyes has requested that no alcohol be served at the function due to the attendance of minors. B. Bruskewitz, D. Powers (and D. Grieger?)will pick- up the pedestals and drop them off to the police station on the 29th of August. The exhibit will remain in the police station until Sept. 30th Mini-Grant revision: D. Powers suggests changing the heading to "individual artist mini-grant" M. Evans reminds that the concept was to give funding to artists for something small, unique, to get someone jumpstarted into their project and having a maximum of$1000. the original idea was to still use the rubric scoring system that is used with the larger grants the CAC gives. M. Evans feels a rubric system does help to maintain a basis for granting the money as opposed to simply a feeling of"like/dislike"; however, there is no need for the extensive rubric as is needed for the larger grants. H. Gross states the opinion that he doesn't feel the need to use the rubric system and thinks that the mini- grant process should be more informal than the larger grants. He does see the need to explain the who, what,when, where, and why of the project that the grant is supporting. M. Evans agrees with the assessment as offered by H. Gross. It is the position of the CAC to give those applying for the grant the information necessary to apply for the grant, not to supply them with the language needed in order to fill out the application. Discussion ensued regarding the inclusion of the term"artist" in the application title, after heated debate, the term"artist"remained in the title of the grant. Removed the term of "amount requested" and"maximum." The term of 1000 grant award was added. Letter to Larkin Club—Diane Maybanks: letter was drafted by C. Cabrera, G. Feliciano revised it and sent it. The CAC has not been contacted by her in any format. 1 A There is no update from Diane. G. Feliciano received a call from a student regarding a performance at Fiesta Salsa. This group is trying to make themselves an independent organization out from under the wing of the school district. M. Evans brings up the fact that while we are looking at a group of people who are energetic and interested in doing something, they don't really have any direction as of right now. G. Feliciano will get clarification from Diane ASAP as to the status of the group. H. Gross offers the suggestion of making the group a Kiwanis youth group, thus offering the students an option of a group, outside of the school district, with which to affiliate themselves. Clarification is forthcoming. D. Grieger received a call from Sandy Kaptain who wanted to know if the CAC will be providing any funding for the newsletter that her husband had formerly asked for. D. Grieger explained the current financial situation of the CAC, and she understood the dilemma that the commission is in with regards to the reduction in funding that all city commissions received earlier in the year. D. Grieger is waiting to hear from Shawn as to whether or not the city is giving money to the newsletter, if the city is, then the CAC will not as a result of double dipping. Youth Art Contest—D. Powers made a list of basic materials that students could use that is like making an art kit, without it actually being a kit, so that the kids have actual supplies to work with once they win, it leaves them with about $13 of discretionary money to spend as they choose at George Stefely's store. He and George Stefely have also gotten together the materials that are going to be given to each group so every student has the same beginning. D. Powers would like to draft a letter to the council requesting the use of the space in the lower level of the Hemmens, the interior south side, for 2 months in spring 2005 for an exhibition of the student work. Grant applications will be sent out on Aug.ust 30th , are due by 5 pm September 27th , will be reviewed and voted on, on October l 1t . Come prepared with all scoring and all changes are based upon discussion. Meeting adjourned at 8:32 p.m. 2 Elm n 150 Dexter Court Elgin, Illinois ã1i Gilbert Feliciano,Staff Liaison 847.931.6019 s COMMISSION AGENDA MONDAY, SEPTEMBER 13, 2004 SECOND FLOOR CONFERENCE ROOM NORTH TOWER, CITY HALL, 150 DEXTER COURT 7:00 P.M. I. Call To Order II. Minutes Approval III. Old Business IV. New Business V. Other Business VI. Citizen's Forum VII. Adjournment Richard A. Grieger, Chairman Bob Bruskewitz / Cristina Cabrera / Milton Evans, Jr Herbert Gross / Cynthia G. Hernandez / Barbara Maring / David Powers MINUTES -Monday, September 13, 2004 ELGIN CULTURAL ARTS COMMISSION A regular meeting of the Cultural Arts Commission (CAC)was called to order at 7:04 p.m. on September 13, 2004, 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: David Powers, Cristina Cabrera, Cynthia Hernandez,Bob • Bruskewitz, Herb Gross, Milt Evans, Barb Maring Commissioner/s Absent: None D. Powers proposed a motion, which was unanimously adopted, "that the CAC minutes of August 9, 2004 be accepted."With one revision to the last paragraph, already made. Old Business: Four commissioners made the art opening for the student exhibition at the police department. C. Hernandez saw that the students were very happy with the exhibition and that the show was a worthwhile effort. D. Powers sees it as a forum to set the structure for how to make these types of shows possible. He also thought it was well staged, with high quality of work from the students. D. Powers sees the need to support this project or this type of project in the future. H. Gross would have liked to see this show have a larger audience, perhaps tying it into the fine arts festival. The only problem would be ell") that the show wouldn't be able to be presented for an entire month if it were only tied to the fine arts festival. None of the city council members or the mayor were able to make it to the opening. But, the chief of police and his wife were able to attend and were thrilled with the outcome. The chief saw the exhibit as a positive reflection on the department that helped to get the community into the police department. The bill that D. Grieger received for the pedestals was $200 more than the original quote of$1,800. Needs approval to get the balance of the money from our funds in order to pay the carpenter who built the pedestals. If the IHC does not agree to cover the revised cost, then the CAC needs to agree to offset the remainder of the bill. B. Maring expresses concern over the fact that the original agreement was done verbally and not through a purchase order or in writing. B. Bruskewitz will clarify any misunderstanding on the price quote. Grants: maximum request amended to 7,000, as opposed to 10,000. The grant requests were sent out a week later than anticipated. There have already been some requests to have extensions on the submission of the grants. The question is then,will the CAC grant the extensions. D. Grieger suggests that the CAC stick to the original deadline. H. Gross is in favor of extending the deadline by another week. After discussion it becomes apparent that the extension will too greatly affect the timeline for reading and decisions. The deadline stands. A revised mini-grant from the dance troupe that was originally tied to Larkin,but is no longer tied to the school. D. Powers brings up some topics regarding the mini-grant form and the guidelines that the CAC has set forth. The revised mini-grant is taken under consideration. C. Hernandez assures the commission that the money will easily be used to purchase the costumes as per the grant request. H. Gross makes the motion to approve the request in the amount of 1,000. M. Evans seconds. Unanimously accepted. D. Powers makes some preliminary suggestions to the mini-grant form and will more clearly outline his ideas at a future date. The CAC purchased a painting by Tracy Pedron, a monotype, a"well-done portrait of a seated male form"that was a purchase award, which was approved five(?)months ago. G. Feliciano gives a quick overview of the CAC budget. Budget: original budget—78,000,plus 10,000 from Illinois Arts Alliance. We've awarded 65, 000. we're left with about 13,000. 5,000 to Fox Valley Arts Council. 1,000 for Sabor Altino, 1000 for Tracy Padron, 1000 for George Rawlinson, 620 for Arts Advocacy, Elgin superprints. The CAC has a remaining balance of about 12,500. Youth Art Contest—on the 15th of September,D. Powers will make the rounds to see how the artists are doing. Based on talking to the participants,D. Powers wants to use this as a model for next year. Sees that it may behoove the CAC to hire an artist to be sent around to the participants to help the final outcome of the project. Follow-up on moving materials back to Hemmens. D. Powers talked to Meredith about storing the pedestals and the screens that had been at the bank back to Hemmens. Meredith has in fact found a place to store the pedestals. Volunteers needed for the 30th to help move the pedestals. H. Gross—wonders if there is a way to use the Elgin Historic House Tour as another venue to showcase art. The CAC agrees that this is a good idea and D. Grieger will meet with the chairman to discuss the idea. Meeting Adjourned at 8:12 pm. r El in 150 Dexter Court Elgin, Illinois 60120 CULTURAL Gilbert Feliciano,Staff Liaison 847.931.6019 a RT5 COMMISSION AGENDA MONDAY, OCTOBER 11, 2004 SECOND FLOOR CONFERENCE ROOM NORTH TOWER, CITY HALL, 150 DEXTER COURT 7:00 P.M. I. Call To Order II. Minutes Approval III. Old Business IV. New Business a. 2005 Grant Applicants V. Other Business rhs VI. Citizen's Forum VII. Adjournment mss.. 4- Richard A. Grieger, Chairman Bob Bruskewitz l Cristina Cabrera / Milton Evans, Jr Herbert Gross / Cynthia G. Hernandez / Barbara Maring / David Powers MINUTES - Monday, October 11, 2004 ELGIN CULTURAL ARTS COMMISSION A regular meeting of the Cultural Arts Commission (CAC) was called to order at 7:07 p.m. on October 11, 2004, 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 and taking the minutes. Commissioners Present: David Powers, Barb Maring, Cynthia Hernandez, Bob Bruskewitz, Herb Gross, Milt Evans, &Dick Grieger. Commissioner/s Absent: Cristina Cabrera. H. Gross proposed a motion, which was unanimously adopted, "that the CAC minutes of August 4, 2004 and September 4, 2004 be accepted." Old Business: none New Business 2005 Grant Applicants. B. Bruskewitz suggested next year's form have separate lines for federal, city, state financial contributions. H. Gross suggested it be clarified whether the grant was "need-based" or"excellence- based."Discussion was led by M. Evans regarding simply responding to the grant application as they have been presented and that it be satisfactorily be explained according to our goals. "Need"vs. "excellence"may be addressed at the rubric scoring level—that is where each commissioner's level of support for the application is evidenced. H. Gross suggested item be placed on a future agenda to clarify. B. Maring asked if money was going to help or address financial problem. There was a brief discussion and reaffirmation that CAC will not fund projects and/or organizations that receive monies from the City of Elgin elsewhere. For said reason, the following applications were permanently pulled from consideration: Elgin Recreation Center and Elgin Symphony Orchestra. The Fox Valley Arts Council application was pulled due because they are funded by CAC outside the context of an application. The following applications were temporarily pulled from consideration: Elgin Youth Symphony Orchestra(complete information needed) and Children's Theatre of Elgin (confirmation needed whether they are funded by other City of Elgin monies). D. Grieger raised the issue of how much of the approximately$83,450 will CAC be using for their own programs. Discussion was had whether this is relevant at this time and whether CAC can evaluate the applications before the exact distribution of the monies is known. H. Gross proposed a motion, which was unanimously adopted, "that CAC reserve upto $5,000 for programs and upt to $5,000 for individual grants CAC may be willing to undertake in 2005." i The Grant Application Scoring Form was distributed to each commissioner for scoring of each of the grants received. Said form includes assignment of points (1-5) for each of the following areas: Pursuit of Excellence, Provides Services of Citizens of Elgin, Organizational Capability, Community Involvement, and Serving Elgin Artists. Each application was scored individually and secretly by each commissioner. Chair D. Grieger gathered all the score sheets and placed them in an envelope for future tallying. The following are the applications received for 2005: ORGANIZATION PROJECT/OPT. SUPP. REQUEST Art For All Operating Support $1,215.00 Ballet Folklorico Dance Performance $7,000.00 SPEBSQSA Operating Support $5,000.00 Elgin Children's Chorus Voices $7,000.00 Children's Theatre of Elgin Musical Time Machine $7,000.00 Elgin Choral Union Brahms'A German Requiem $7,000.00 Elgin Community Theatre Pippin' $7,000.00 Fox Valley Arts Council Arts Beat Magazine $5,000.00 Heartland Voices Home is Where the Heart Is $7,000.00 Hispanic Heritage Coalition Fiesta Salsa $7,000.00 Independent Players Operating Support $4,950.00 Janus Theatre Stage Traffic Theatre Fest III $4,000.00 OPERA Die Fledermaus $7,000.00 Elgin Recreation Center Summer Youth Camp $5,300.00 Elgin Symphony Orchestra Dvork in America Fest $7,000.00 Every Good Boy Deserves Elgin Youth Symphony Favor $7,000.00 Other Business: none Citizen's Forum: none The above-minutes were approved on /(__ , / by the following vote: Ye No CP Abstention. SigneI. -. _ Gilbert Feli,'an•. 'taff Liaison • • El in rik 150 Dexter Court Elgin, Illinois CULTURAL Gilbert Feliciano,Staff Liaison 847.931.6019 ---- a RTS COMMISSION AGENDA MONDAY, NOVEMBER 8, 2004 SECOND FLOOR CONFERENCE ROOM NORTH TOWER, CITY HALL, 150 DEXTER COURT 7:00 P.M. I. Call To Order II. Minutes Approval III. Old Business IV. New Business V. Other Business VI. Citizen's Forum VII. Adjournment Richard A. Grieger, Chairman Bob Bruskewitz / Cristina Cabrera / Milton Evans, Jr Herbert Gross / Cynthia G. Hernandez / Barbara Maring / David Powers • MINUTES - Monday, November 8, 2004 1 ELGIN CULTURAL ARTS COMMISSION A regular meeting of the Cultural Arts Commission (CAC) was called to order at 7:06 p.m. on November 8, 2004, 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 and recording the minutes. Commissioners Present: David Powers, Barb Maring, Cynthia Hernandez, Bob Bruskewitz, Herb Gross, Milt Evans, &Dick Grieger. Commissioner/s absent: Cristina Cabrera. Guest/s Present: Mike Powers D. Powers proposed a motion, which was unanimously adopted, "that the CAC minutes of October 11, 2004 be accepted." D. Powers proposed a motion, which was unanimously adopted, "that CAC pay$396.99 to Rulsi Ruiz as the balance owing for the pedestals." D. Powers proposed a motion, which was unanimously adopted, "that CAC pay$110.00 to Balsis Engraving as the balance owing for pedestal tags." kOld Business: Elgin Youth Symphony Orchestra needs an extension for submission of requisite grant materials. D. Powers proposed a motion, which was unanimously adopted, "that EYSO be given until the last Monday of November, no later than 5:00 p.m., to submit the required financial paperwork." New Business: The 2004 rejected applicants were briefly discussed. A formal rejection was sent pursuant to the prior meeting. D. Grieger to confirm with City Council their general opposition to granting monies to entities more than once per year(i.e. double dipping). D. Grieger stated CAC should articulate a formal statement that it will not allow double dipping. H. Gross suggested a clarification be noted that it wasn't like vendor situation (viz. monies for groups and not projects). D. Grieger suggested entities be given one-shot at the City monies irrespective of purpose. D. Powers suggested if a service contract exists between the entity and the City, CAC should not fund the entity. B. Bruskewitz stated CAC will rely on Staff Liaison to notify when entities receive monies from the City. He further noted it should be clear on the grant application that double dipping will not be allowed and that only cash will be excluded. D. Powers proposed a motion, which was unanimously adopted, "that CAC write a letter to the Elgin City Council stating entities may not receive monetary assistance from CAC if a Service Contract exists with the City of Elgin and the entity." A confidential Grant Application Scoring Form dated October 2004 tabulation was distributed. A final commission vote will not be possible tonight because a) clarification needed from Council regarding double dipping and 2) Elgin Youth Symphony Orchestra financials not available. Formal vote to take r. place next meeting. H. Gross proposed a motion, which was unanimously adopted, "that if[emphasis supplied] funds are available, after all CAC business is accomplished, that CAC award purchase awards in higher amounts." • • MINUTES - Monday, November 8, 2004 2 ELGIN CULTURAL ARTS COMMISSION rD. Grieger stated he had received a call from Peter Ackeman regarding the Children's Theatre grant application. Youth Art Contest Art For Kids was discussed by D. Powers. Five winners: three Elgin Recreation Center/God's Gym and two from Hamilton Wings. D. Powers stated CAC should do again in 2005 and add hiring a teacher to go around and teach. Awards in the amount of$200 worth of supplies will be publicly presented. H. Gross offered to do buttons by 12/17. Presentation to be done at Council meeting. Old Business: B. Bruskewitz stated he primarily supports need-based grants and would like to contribute to CAC in their efforts to assist groups in expanding that reach out to the community in the arts. He stated he will accept another term with CAC. Goals & Grants of CAC: H. Gross expressed concerns CAC rating scale for grant application of project itself does not specifically reflect CAC goals. D. Grieger stated no formal mission statement exists for CAC, however, ordinance states purposes. He stated CAC's general purpose to provide art funding for art organizations or individuals. Brief discussion on funding "art" and what "art" is was held. No specific examples of"non art"were articulated, however H. Gross voiced concerned good organizations may be funded that are not doing"art."D. Powers requested a written proposal of changes be submitted at next meeting—Task Force to convene consisting of H. Gross, B. Bruskewitz and C. Hernandez to address this issue. New Business: H. Gross stated Gail Borden Public Library has installed rails and are displaying art like Alice and the Looking Glass. Additionally, they have windows that may be used for displaying of art. CAC to keep in mind for possible future art displays. D. Grieger received call from Urban Gateways who have indicated a probability of doing a year-round project. Locations in town being researched—possibly the Elgin Police Facility. D. Grieger to revisit with CAC with more information. Citizen's Forum: 2005 Elgin Summer Movie Series presentation by Mike Powers (handout with proposal distributed). H. Gross inquired about the time-line for funding and M. Powers indicated a month prior to first showing (i.e. June)would be suffice. D. Grieger expressed interest, but suggested CAC wait until next meeting when CAC's financial status is determined. The above-minutes were approved on /7-//3/'q by the following vote: Yes No Abstention. /IP Signe. `ar` Gilbert .'icia o, Staff Liaison Elm 150 Dexter Court Elgin, Illinois 60120 Gilbert Feliciano, Staff Liaison 847.931.6019 AGENDA MONDAY, DECEMBER 13, 2004 SECOND FLOOR CONFERENCE ROOM NORTH TOWER, CITY HALL, 150 DEXTER COURT 7:00 P.M. I. Call To Order II. Minutes Approval a. Introduction of existing Commissioners b. Introduction of new Commissioners III. Old Business a. Presentation—Children's Theatre b. EYSO's supporting grant materials (financials) c. Summer Movie Series d. Final securing of grants IV. New Business a. New Arts Council b. 2004 CAC account balance suggestions V. Other Business VI. Citizen's Forum VII. Adjournment r Richard A. Grieger, Chairman Bob Bruskewitz / Cristina Cabrera / Milton Evans, Jr Herbert Gross / Cynthia G. Hernandez / Barbara Maring / David Powers MINUTES - Monday, December 13, 2004 1 ELGIN CULTURAL ARTS COMMISSION A regular meeting of the Cultural Arts Commission (CAC) was called to order at 7:08 p.m. on December 13, 2004, 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 and recording the minutes. Commissioners Present: David Powers, Barb Maring, Cynthia Hernandez, Bob Bruskewitz, Louis Padro, &Dick Grieger. Commissioner/s absent: Cristina Cabrera, Sylvia Grady & Herb Gross. Guest/s Present: Kathy Matthew (Elgin Youth Symphony Orchestra- EYSO) & Peter Ackemann (Children's Theatre - CTE). D. Powers proposed a motion, which was unanimously adopted, "that the CAC minutes of November 8, 2004 be accepted." Guest P. Ackemann, summarized a letter he wrote to CAC requesting a reconsideration of CAC's rejection of their 2005 Grant Application. Main point being CTE received only in-kind support from the City by way of a Purchase for Service Agreement. Furthermore, it was stated CTE has received funds for 5 years from CAC, did not know about this particular eligibility criteria and that the rejection came without warning. Guest K. Matthews questioned whether a rent waver agreement with the Hemmens would preclude the receiving of CAC monies. It was stated it quite possibly might. D. Grieger gave a brief history on where CAC received it's limited funds and stated they were awarded to many projects and organizations in Elgin including funds for Arts Beat magazine and CAC events. D. Powers articulated the history of CAC's "double dipping" prohibition stating the main point was to eschew groups from getting support from CAC and also directly from the City Council. It was pointed out by D. Grieger that the City Council has not adopted a formal policy on this issue, but that CAC has. C. Hernandez expressed concerns that the language is ambiguous with respect to this issue and it would behoove CAC to craft better language to minimize vagueness and that it should also incorporate Commissioner H. Gross' concerns about"need-based" grants. There was a consensus that everything else being equal, funds should favor kids. Although no direct cash was given to CTE, it was felt the Purchase For Service (PSA) agreement with the City was a substantial contribution and would preclude CTE from receiving CAC monies. B. Bruskewitz proposed a motion which was adopted "that based on the PSA with the City of Elgin, CTE should not be funded by CAC in 2005." Vote was: Five ayes, no nays, and one abstention. Guest K. Matthews indicated an upcoming project may be center stage at ECC soon which might include a new element to EYSO— a chamber music program. Will loan a music CD to CAC. D. Grieger articulated CAC monies not increasing in 2005. $5,000 less from Illinois Arts Council. $78,450 from the City of Elgin. Approximately$15,000 for administrative costs, mini-grants, and the Fox Valley Arts Council Arts Beat magazine. This leaves $68,450 for CAC to award in 2005. r MINUTES - Monday, December 13, 2004 2 ' ELGIN CULTURAL ARTS COMMISSION r Summer Movie Series. B. Bruskewitz expressed concern about the size of the screen. D. Powers suggested that if the mural project passes muster, CAC should award 50% to mural and 50%to summer movie series. There was consensus that CAC have as a goal to host three movies. B. Bruskewitz proposed a motion which was unanimously adopted "that three movies be scheduled in the amount of $6,500." Mural Project. A single sheet proposal was distributed by D. Powers. The children that participated in the recent award contest are slated to help with the mural. B. Bruskewitz proposed a motion which was unanimously adopted "that $6,500 be set aside for the mural project." New Arts Council was introduced by D. Grieger. He attended a recent meeting which expressed a desire to realize a new performing arts building. Estimated cost between 45-60 million dollars. Next meeting scheduled for January 18 from 3-5pm at Elgin Community College's Visual Performance Art Center. B. Bruskewitz proposed a motion which was unanimously adopted "that the Elgin Youth Symphony Orchestra be awarded $6,627 as a result of their general grant application for 2005." B. Bruskewitz proposed a motion which was unanimously adopted "that all grant applications from the barbershop quartet to the Hispanic Heritage Coalition be approved as stated in the Grant Application Review matrix dated October 2004 and prepared by D. Grieger." filmh The mini-grant application submitted by Sabor Latino will not be funded due to lack of contact by the applicant. Encumbered money to be transferred to CAC's general fund. B. Bruskewitz motioned for adjournment at 9:16pm. The above-minutes were approved on al /fby the following vote: Yes No 0 Abstention. Signed: A 1 Gilbert it :no, SttffL aison r