HomeMy WebLinkAbout2007 Cultural Arts Commission Minutes Cultural Arts Commission Minutes
r MONDAY, MARCH 12, 2007
SECOND FLOOR CONFERENCE ROOM
NORTH TOWER, CITY HALL, 150 DEXTER COURT
7:00 P.M.
1. Call To Order: 7:05pm, Hernandez
2. Roll Call
o Present: Tripunitara, Kaptain, Grieger, Hernandez, Bruskewitz, Hargadon
o Community Liaison: Feliciano
o Art Showcase Coordinator: Sylvia Grady
o Absent: Sartor, Doolittle
3. Citizen's Forum
➢ Cynthia Worsley, University of Illinois Extension office, Kane County Director
• Presented information on the Kane County Extension Office and the different education
programs the extension offers.
• Art Project: Heritage Arts to promote cultural understandings between cultures in Kane
County(Latino, Polish, Yugoslavian, Czechoslovakian, Asian). Focus on heritage/cultural
arts that may be seen as dying. (lace making, quilting, knitting) Exhibition show, during
the exhibition, start dialog, sharing skills, and from there a dialog and understanding may
begin.
• Asking the CAC for ideas and input in the following areas:
• Looking for a facility at little to no cost.
• Optimum date to get a large number of participant/audience.
• Allow participants to sell their goods.
• Currently not asking for funds. But if they do ask for funds, the university will match a
dollar for each dollar given.
• Dave Kaptain suggested that the Foxfire Festival might be a good fit for the Heritage Arts
Project. (The Tent of Many Colors, an area dedicated to the art of various cultures in
Elgin.)
➢ Kathy Matthews, Elgin Youth Symphony
o www.eyso.org: new Youth Symphony website
o Youth Orchestra of the Year Award, 2006
o Conference for Young Musicians, Garners and Composers: focusing on video game music
will take place at ECC in the Blizzard Theatre
o Gil asked for an email format of the information to disperse the information even further.
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4. Approval of minutes of FEBRUARY 12, 2007
➢ Bob wanted to know the source of the money going to the Elgin Academy?
o Dave stated that it was TIFF money.
o Sylvia did some research, before the Showcase got up and running, it was mentioned
that if the Showcase did not work, then the focus would be on the Academy space.
Sylvia feels that the city is showing good faith in supporting the Showcase. (Funding
for risers, and lights)
➢ Motion to approve the minutes: Grieger, Second, Kaptain, All approved
5. Financial Report: no change in the budget from the last meeting.
➢ Balance of around $16,000.
➢ Hispanic Heritage Coalition and Elgin Theatre Company were late, but did get it in. They
are in the pipeline for checks to be cut.
➢ The others should have their check mailed this week or next.
6. Old Business
➢ Summer Movie Series
o Summer movie dates: 6/23, 7/14, 8/18
o Discussion of where to hold the movies: Festival Park versus the Hemmens
o Sylvia: run for two years at Hemmens, fear that changing the venue will create more confusion
and problems for the audience.
o Dick: agree in part with Sylvia; felt that stimulating the new facility would be a good thing.
o Bob: issue of ambient light from condos etc. that might detract from the experience
o Dave: question of noise from the fountain
o Sean: new venue, spent millions of dollars on a new facility, it would be good to promote it.
o Tentative decision on venue: (Number of votes cast)
• Hemmens: 1
• Festival Park: 4
• Abstained: 1
➢ Tentative dates, using Festival Park: 6/23, 7/14, 8/18
o Tentative Titles:
o Top 3: "Some Like it Hot", "The Wizard of OZ" (sing-a-long, regular), "Help"
o Back up: "Singing in the Rain", "Breakfast at Tiffany's", "Charade",
o "Barefoot in the Park", "Rear Window"
o Mike needs the decisions by April 1.
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o Again Mike mentioned that if there any video works by local artists that could be
shown before the show.
7. Elgin Art Showcase Update: Sylvia Grady
➢ Larkin Home: exhibition/auction of student work
➢ After the first run of the Janus Theatre, the advisory got together to discuss how to better
market the showcase.
➢ One idea was a running schedule on a flyer w/ a map on the back.
➢ Built a data base of attendees that can be given to performance groups for marketing.
➢ Full posters for each performance has been made, and put on display in the box on the street.
➢ Will take flyers to different venues around town.
➢ Currently, because the Showcase is city owned it can not be a 501c3 —impacts the ability of
the Showcase to raise separate funds.
8. New Business
➢ Arts Beat (S. Hargadon)
o Gave information to Arts Beat. Spoke to Pam, and the next issue, (August 07)will be an
online issue.
a Sean found a $3200 discrepancy in how we fund Arts Beat. The magazine comes out 3 times
per year at a cost of$600 ($1800).
o Dave, the issue is that the $5000 grant was to print and distribute paper copies of the
magazine. So they are in violation of the grant agreement.
o Dick and Sylvia echoed concerns about lack of communication with the magazine.
o Suggested that the $5000 could be better spent on other projects.
o Gil offered to draft a letter to Arts Beat to let them know that the CAC is heading in another
direction and their funding is being reconsidered.
o Dave: motioned that Gil write a letter telling Arts Beat that we are discontinuing subsidy for
their newsletter, but we will be glad to host the Art Infusion Show. Second: Tripunitara, All in
favor
➢ 500 Word Project(S. Hargadon): table and roll until next time
o Move to postpone action on the 500 Word Project: Brusekwitz, Second:Tripunitara, all in
favor
➢ Individual Artist Grants
o Raleigh Sutton: Gil spoke with him. He has not given any additional information on his project.
o Brad Pogatetz: Photographer
• Dave: in the future, suggests that we should ask to see samples of work because it will be
exhibiting in a city facility using city funds.
• Sylvia: spoke with legal and was told that the CAC can not get into art censorship because it opens
up the door for lawsuits.
• Gil: suggested a more detailed application, personal presentation to the CAC, and a set criteria
• Dave: not sure if the "first come/first serve" basis is the best approach.
• Dick: felt that an in-person presentation might be more appropriate for the bigger grant
• Cynthia noted that while there is a concern about first-come/first-serve basis,the CAC has never
used up the funds that have been allotted. If it happens in the future, then we can revisit our
approach.
• Sean: feels that the CAC should help make Elgin a place that is friendly and supportive to artists.
A Move to accept [Pogatetz] application as presented: Grieger, Second, Bruskewitz, all in favor
8. Adjournment: 9:05pm
A Grieger: moved to adjourn, Bruskewitz: second, all in favor
Recording Secret. : Pattie Tripunitara
Minutes approved: L_
Minutes compiled by Pattie Tripunitara
Recor.ing Secret.' : Pattie Tripunitara
APRIL 9,2007 Minutes approved: 9hy/c71-
CULTURAL ARTS COMMISSION MEETING MINUTES
1. CALL TO ORDER(Hernandez) 7:03
2. ROLL CALL (Feliciano)
Present: Hernandez, Grieger, Kaptain, Sartor, Bruskewitz, Hargadon, Doolittle, Tripunitara
Community liaison: Gil
Elgin Art Showcase Manger: Sylvia Grady
3. CITIZEN'S FORUM
4. APPROVAL OF MINUTES OF MARCH 12,2007
Amendment: Under item 4, Dave Kaptain clarified that it was Tiff Money not Riverboat Money.
Moved to accept amended minutes: Sartor, Seconded: Hargadon
All in favor.
5. FINANCIAL REPORT (Feliciano) : no questions
6. ELGIN ART SHOWCASE REPORT (Grady)
➢ NIU contract was out.
➢ Ordered more equipment
➢ 7K in fees collected thus far.
➢ Contract w/Elgin Academy to be completed at April 11 City Council Meeting.
Concerns voiced by commission members regarding the Elgin Academy space:
Hargadon:
➢ Concerned that the Academy might hike rates and then the groups may not be able to
afford to use the space,then it won't get rented
➢ Are there additional charges such as: chairs,tech equipment,technicians, etc.
➢ Curious as the rate sheet: the least amount of money the group would pay would be $300
regardless of ticket sales.
➢ The showcase is unique in that there is a flat rate for an all inclusive use of the space.
Kaptain:
➢ Scheduling question: if they do this [charge extra for additional supplies or rate hike for
different seasons] if the rate is not acceptable to the average theatre group. City will be
signing a contract w/the Academy this Wednesday night(4/11)
Sylvia Grady:
➢ Has asked for a copy of the contract for the black box theatre.
➢ Also concerned about a censorship item in the contract as to what they [Elgin Academy]
deemed appropriate to show in their theatre.
Bruskewitz:
➢ Media room and science labs in the building. The black box will be used as a classroom
space. Will the city have access to the science lab and media room? For instance, can
the city use the printers to download photos to be part of the Elgin 1440 Exhibit?
April 9, 2007 1
7. OLD BUSINESS
a. Review of budget items(Tripunitara)
Tripunitara: regarding the expenditures recorded on the budget page, interested in realigning
them to better reflect our expenses.
Item: Mural Project
Doolitte: The mural project is still in the planning phase. Guessed that it would not require the
full $6K allotted in the budget.
Kaptain: Make the mural a permanent budget item and put it along the bike path. Felt that
money for the shelters to protect the murals along the bike path would come out CAC mural
budget.
Item: Writing Poetry Contest
Sartor: nothing has been developed on this project yet and suggested removing this item from the
budget.
Other items removed from the budget: Arts Beat($5000),Arts Day ($6000), Website ($1000)
and Barrie($4000), Art Around the Fox, and Speaker Fees
Sylvia Grady Suggested that the art purchase money be used to purchase from the AAUW or Art
Infusion show.
Hernandez suggesting cutting the mini grants to 10K
Budget items revised to:
• Grants: $64,067
• Summer Movies: $6,800
• Art Infusion: $1,000 (?)
• Mini Grants: $10,000 (already paid $3,000)
• Mural: $6,000
• Elgin 1440: $2,000
• Name Badges: $35
Cynthia Hernandez is still curious as to the actual cost of the mural project,the summer movies
and Elgin 1440. Revise and review at the next meeting.
b. SUMMER MOVIE SERIES (Tripunitara):
Movies will be shown at Festival Park. (confirmed)
• Wizard of OZ: 6/23
• Some Like it Hot: 7/14
• Singing in the Rain: 8/18
Move to accept the dates as presented for the summer films: Grieger, Second: Sartor
All in favor.
Move to take the movies to Festival Park on the dates mentioned in previous motion (Grieger).
Second: Tripunitara
All in favor.
April 9, 2007 2
c. ELGIN 1440: JULY 4,2007 (Tripunitara)
Sylvia Grady and Pattie Tripunitara presented the following information on tentative plans
regarding doing the Elgin 1440 photography project again this year. The main concern was
getting enough commissioners on board to help produce the project. Commissioners Sartor,
Hernandez, Grieger, Doolittle, Hargadon and Bruskewitz all volunteered to help with the project.
ELGIN 1440,2007: SUMMER IN THE CITY (TENTATIVE PLAN)
SHOOT DATE: JUNE 21, 2007 (FIRST DAY OF SUMMER)
PHOTOS DUE: JULY 5, 2007
EXHIBITS: FOXFIRE FESTIVAL WEEKEND—AUGUST 4-5, 2007
Sylvia mentioned that Sherie Murphy would allow the show to hang inside one of the
condos near festival park,thus eliminating the concern of preserving the exhibit at an outdoor
venue.
MONTH LONG EXHIBIT: (TBA) Gail Borden Library or The Center
FLIER CONTENT:
➢ Photo criteria:
o Must be mounted and matted. Outer dimensions of the mat may not exceed
16"x20"
o Color or black and white
o Information form must be permanently affixed to back of photo.
➢ All photographers welcome to participate, agesl2 and up
➢ Examples of mounting/matting photographs:
o http://dlis.dos.state.fl.us/archives/preservation/matting/mat2.html
➢ Precut mats available at Hobby Lobby or Michael's
➢ Photos will be juried for exhibit, submitting an entry does not guarantee it will be chosen
for the exhibit.
➢ All photos chosen for the exhibit become the property of the City of Elgin.
➢ Photos that are not used in the exhibit may be picked up at City Hall on July 16.
INFORMATION FORM (TO BE PERMANENTLY ATTACHED TO THE BACK OF THE
PHOTOS)
➢ NAME
➢ ADDRESS
➢ PHONE NUMBER
➢ LOCATION AND TIME THE PHOTO WAS TAKEN
Information must be printed legibly. Illegible information may cause the photo to be rejected
from the exhibit.
Pattie, Sylvia and Herb Gross have already committed to working on this project. We will need
an additional three commissioners to assist with us. Without a minimum of six people, Elgin
1440 can not be done.
April 9, 2007 3
➢ Creating flier: Hernandez
➢ Creating invitations:
➢ Jurying the entries: entire subcommittee
➢ Distributing fliers: entire subcommittee
Additional duties-
➢ Reception
o Food: Sylvia
o Plates/napkins/cups/cutlery:
> Correspondence
o Rejection letters: Bruskewitz
o Invitations to the reception
➢ Sorting/Hanging the show:
o 1.Pattie 2. Dick Grieger 3. Sean Hargadon 4.Natalie Doolittle
➢ Arrange volunteers to staff the show during the FoxFire Festival
The subcommittee will meet in mid May 2007 to begin work on the project.
8. NEW BUSINESS
(I" a. Celebration of Maiz at Festival Park(Bruskewitz)
E Interested in doing something for the Hispanic population, wanted to get idea from Iowa and
present it to the U of I extension office. Looking towards the fall to have this, around October.
Will put together a proposal for the next meeting.
The project in Iowa has been very successful. Couple of chairs endowed particularly endowed
for grad students to do research on literature and fine arts work based on Central America.
Additional questions/comments:
Gil Feliciano: The FoxFire fest had a question regarding the Commission funding them.
SG: They did not ask for money at the time they presented, they wanted the CAC members
involved to work the event and recruit arts groups to participate in the event.
Sartor: American Institute of Architect will be Celebrating 150 years in Illinois. Architects will
be coming to first weekend at ECC and Judson University of November, 2-300 architects will be
coming to Elgin to participate in the event.
9. ADJORNEMNT
Sartor: moved to adjourned
Grieger: Seconded
All in favor
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April 9,2007 4
150 Dexter Court Elgin, Illinois 60120rrO
, Gilbert Feliciano, Staff Liaison 847.931.6019
Cultural Arts
AGENDA
MONDAY, MAY 14, 2007
SECOND FLOOR CONFERENCE ROOM
NORTH TOWER, CITY HALL, 150 DEXTER COURT
7:00 P.M.
1. Call To Order(C. Hernandez)
2. Roll Call (G. Feliciano)
3. Citizen's Forum
4. Approval of minutes of March 12, 2007
5. Financial Report(G. Feliciano)
6. Elgin Art Showcase Report(Sylvia Grady)
7. Old Business
7.1. Fox Valley Arts Council (D. Grieger)
7.2. Elgin1440 June 21, 2007 (P. Tripunitara)
7.3. Review of budget items (C. Hernandez)
7.4. Summer Movie#1: June 23, 2007—Wizard of Oz Sing-a-long
7.5. Celebration of Maiz at Festival Park(B. Bruskewitz)
8. New Business
8.1. Mural Project(N. Doolittle)
8.2. Art Purchases (B. Bruskewitz)
8.3. Commission housekeeping(C. Hernandez)
8.4. Grants (C. Hernandez)
8.5. Fox Fire Festival (C. Hernandez)
9. Adjournment
NOTES FROM UNOFFICIAL CULTURAL ARTS COMMISSION MEETING
June 11,2007
SECOND FLOOR CONFERENCE ROOM
NORTH TOWER, CITY HALL, 150 DEXTER CT.ELGIN,IL
7:00PM
1. CALL TO ORDER(C.HERNANDEZ): 7:04pm
2. ROLL CALL (G. FELICIANO)
a. PRESENT: Kaptain, Tripunitara,Bruskewitz,Doolittle, Sartor,Hernandez, Hargadon
b. ABSENT: Grieger(excused),
c. COMMUNITY LIASON: Gil Feliciano
d. ELGIN ART SHOWCASE MANAGER: Sylvia Grady
3. CITIZEN'S FORUM
Gaston Nunez, (artist, historical mural)
Create a history timeline from ancient histories of Mexican Culture(Myan and Aztec)to the present-
day Elgin. 5x5 mural in a pyramid style, images of different civilizations as the steps go towards the
top. This will be part of Fiesta Salsa.
4. APPROVAL OF MINUTES OF MAY 14,2007
Approval of minutes revisited until the next meeting.
Pg 1. grammatical error under comments by Sartor, should read. "Are some items protected?"
OW Pg. 2. comments by Sartor, grammatical error, should read , "Will this come up on the agenda again?"
7.2: Should read, "Courier News"
5. FINANCIAL REPORT(G. FELICIANO)
Page 2 of financial ledger, a $1000 mini grant should be included for the Pogatetz photography project that
the Commission approved.
Bill from Swank$713 for three movies(royalty fees.)
Kaptain:Has there been any information/communication from the Fox Valley Arts Council or the Art
Infusion Show?
Feliciano:No communication or correspondence thus far.
Bruskewitz: question as to whether the CAC should fund the building of the shelter for the murals that are
owned by the City of Elgin. Would like additional clarification regarding on the issue of who owns and pays
for the murals and who should fund the shelters for the murals.
6. ELGIN ART SHOWCASE REPORT (S. GRADY)
School Outfitters bid was accepted for the risers.
Art showcase received a$21,000 matching grant from the Palmer Foundation. That will go up before City
Council this week.
Showcase rentals are quite full.
Next order of lights will be in next week.
Next production will be a children's' performance.
June 11,2007—notes
Meeting this week with Northern IL University regarding their first production in August, "The Apostles".
CConcern about an audience as the show coincides w/the FoxFire Fest.Discussing moving the production
time up so that the show will end when the fireworks go off during the Festival and the blinds can be raised
and the audience can watch the fireworks.
Elgin Sampler: Del Webb Edgewater community, an opportunity for the non-profits to get information out
during this event.
7. OLD BUSINESS
a. ELGIN 1440 UPDATE (P. TRIPUNITARA)
Elgin Today coverage: June 19
Sunday Courier News: June 10, 2007
July 11,2007 @ 5pm,photos will be juried, at the Greenroom of the Elgin Art Showcase
The photos will exhibited in a condo during the Fox Fire Fest.
Reception will be at The Center,August 9`h in the Ballroom.
b. REVIEW OF BUDGET ITEMS(C.HERNANDEZ)
$6452 over budget currently.
$6000 for mural shelters sitting in the budget, as we do not have an exact cost for the project.
Will be looking at budget for 2008 starting in September.
Hernandez: At the next meeting,please bring ideas and budget numbers to the July meeting.
Clib* c. SUMMER MOVIE#1: 6/23/07—WIZARD OF OZ SING-A-LONG(C. HERNANDEZ)
Mailing went out to residents in the Elgin Spirit.
Mike Powers will be contacting the Courier and the Daily Herald.
Planning on setting up at 5:30pm.
Cynthia will try and be there to do introductions.
d. CELEBRATION OF MAIZ AT FESTIVAL PARK(B.BRUSKEWITZ)
Three artists,two of whom are students, have gotten together to create a mural for the event. Spoke with
three restaurants that are interested in participating in the event as well. Will be meeting w/Milt Evans.
Planning has been started but not sure if the event will happen until 2008.
Is looking into getting a city in Mexico to participate in the event in terms of artistic exchange.
e. COMMISSION VACANCIES (C. HERNANDEZ)
Sylvia hand delivered and application to Chuck Castle as well as other community members.
8. NEW BUSINESS—None at this time.
9. ADJOURNMENT—8:09pm
Rec. ding Secretary: Pattie Tripunitara
June 11,2007—notes Minutes approved: 9—
•
ELGIN CULTURAL ARTS COMMISSION MINUTES
JULY 9, 2007
7:00PM, NORTH TOWER, CITY HALL, 150 DEXTER CT.
1. CALL TO ORDER- 7:05pm
2. ROLL CALL
a. Present: Dave Kaptain, Pattie Tripunitara, Curtis Sartor, Cynthia Hernandez,
Sean Hargadon
b. Absent: Dick Grieger,Natalie Doolittle, Bob Bruskewitz
c. Elgin Art Showcase: Sylvia Grady
d. Community Liaison: Gil Feliciano
3. CITIZEN'S FORUM
a. Fernando Garcia, mini-grant applicant, seeking a venue that will allow all ages to view his
paintings. He has booked the Martini room for August 29th,but would like a more accessible space.
b. The paintings have not been created at this point in time. Acrylics, approximately 3'x3'. Art work
will be for sale.
4. APPROVAL OF MINTUES OF MAY 14, 2007 AND NOTES OF JUNE 11, 2007
a. Move to approve amended minutes and notes: Sartor
b. Second: Kaptain
c. All in favor
5. FINANCIAL REPORT
a. On page 2, the check for SWANK motion pictures has been cut
b. On page 4, Fernando Garcia& Alice DuBois should be added to the mini grants
c. Royalty fees:
i. $200 Wizard of OZ + $100 for wizard of oz packets.
ii. $200 Some Like It Hot
iii. $250 Singing In The Rain
d. Rent corn needs 24 hour notice or we owe them 50%. Mike Powers talked to Rent Corn and they
waived the 50% fee due for cancelling w/in 24 hours.
6. ELGIN ART SHOWCASE REPORT
a. As of a week ago, the Palmer Foundation Grant was approved. (Matching grant fund for$21K, so
EAS has $42K for materials for the showcase.)
b. 6-8 weeks, risers will be delivered
c. June 24, workshop for non profits to learn how to work the tech equipment.
d. Will be looking for more sound equipment.
e. Working with Northern Illinois University, production of"Disciples".
f. Fabulous Fable Factory is coming up; Children's Art from U46 will be on display for this show.
g. Del Webb community"Taste of Elgin"was very successful.
7. OLD BUSINESS
a. ELGIN 1440 UPDATE
July 9,2007
Recording Secretary:Pattie Tripunitara Page 1
•
• , i. Approximately 95 photos submitted
ii. Photos will be juried on Wednesday, July 11 @ 5pm at the Elgin Art Showcase
iii. Exhibit will debut at the Fox Fire festival at the Condominiums and then will be on display
for the month of August at the Elgin Centre.
iv. Reception will be held at the Elgin Centre on August 9th at 6:30pm— 8:30pm.
v. Will have to consider the time line in terms of Marketing to colleges and schools.
vi. In the future we may want to consider criteria for jurying the show.
b. SUMMER MOVIES
i. Set up time is 5:30pm.
ii. Wizard of Oz was cancelled, there was no communication regarding this issue.
iii. Mike Powers cancelled the show; no one from the Cultural Arts Commission was notified of
the cancellation
iv. The commission needs a point person for the summer movie.
v. Would it be schedule the rain date ahead of time.
vi. Wizard of Oz, July 21, rain date. Some Like It Hot, July 14
1. Sean will handle being the point person for the July movies
2. Gil will create some signs to indicate that the movies of cancelled
3. Sylvia: should we create an ad, or press release, to indicate the rain date?
rb- c. COMMISSION VACANCIES
i. Appointments will happen on Wednesday night (July 11) at the City Council meeting.
ii. VICE CHAIR: Kaptian, nominated Curtis Sartor as Vice Chair, Second: Tripunitara
All in Favor
d. FINALIZE BUDGET 2007
i. Pulled out $6000 for Mural
ii. Pulled out $1000 for Art Infusion Show
iii. Leaves us the full $10,000 for mini grants
e. MINI-GRANT APPLICATION
i. Motion: (Tripunitara) Move that we get more information from Fernando Garcia before we
approve funding. Second: Hargadon, All in favor
ii. Motion: (Sartor) Request Marina Markopoulos submit additional description of artwork and
where and when it will be displayed before we award a mini grant. Second: Kaptain, All in
favor
iii. Motion: (Kaptain) Approve Gaston Nunez proposal, Second, Kaptain, all in favor
iv. Motion: (Sartor) Approve Alice Dubois proposal, Second, Kaptain, all in favor
8. NEW BUSINESS
July 9,2007
Recording Secretary:Pattie Tripunitara Page 2
• a. PROJECT PLANS FOR 2008
. I i. Movies: Happy Feet (Parks Department) from the Commission standpoint, do we want to
continue with the Summer Movie project or let the Parks Department take it over.
a. Barb Keselica, event coordinator for Parks and Recreation
b. Keep Summer Movies on budget, but check w/Parks and Rec for future
planning to prevent duplication.
ii. Overall, whatever we got last year, $78K is safe,but we should not plan on getting
additional funds.
iii. (Grady) Was Elgin OPERA awarded money from City Council? OPERA will be
performing at the Hemmens with full orchestra. Future note: be sure as to whether or not
they are getting money from the City and the Cultural Arts Commission.
iv. Items for 2008 CAC Budget:
1. Grants: $79,000
2. Mini grants: $15,000
3. Movies: $7,500
4. Elgin 1440: $3,000
5. Cultural Festival: $5,000
6. Performance Festival: $5,000
7. Miscellaneous : $700
a. name badges $50
b. printing $200
c. signage $300
d. gifts $150
b. GRANTEE REPORTS
i. No comments on reports.
ii. Gil will get a list of groups that have not submitted the final reports to the CAC
c. REVIEW GRANT APPLICATION FORMS AND CALENDAR
i. Generally the grant application is advertised in the beginning of September with a due date
at the end of October.
ii. Grants for 2008/2009 will be for projects only, no more operational costs.
iii. There are three separate places where the groups are notified that if their reports are turned
in on time, they risk their grant amount in the future years.
iv. Dave will be ask Sean regarding changing the need for quarterly reports, especially as the
grants are now for projects only not operating money.
v. New cover letter for grants will include notice about the use of money(projects only) and
the need for timely final reports.
vi. Mini Grants: please come back at the next meeting with ways to gain additional details for
projects. Will table discussion of this for the next meeting.
9. ADJOURNMENT: 9:12pm
a. Move: adjourn, Sartor
b. Second: Tripunitara
c. All in favor
fp,L.
Recording Secretary: Pattie Tripunitara
Minutes approved: l 3-04—
July 9,2007
Recording Secretary: Pattie Tripunitara Page 3
150 Dexter Court Elgin, Illinois /tit Gilbert Feliciano,Staff Liaison 847.931.6019
'Cultural,Arts
AGENDA
MONDAY, AUGUST 13, 2007
SECOND FLOOR CONFERENCE ROOM
NORTH TOWER, CITY HALL, 150 DEXTER COURT
7:00 P.M.
1. Call To Order(C. Hernandez)
2. Roll Call (G. Feliciano)
3. Citizen's Forum
4. Approval of minutes of July 9, 2007
5. Financial Report (G. Feliciano)
6. Elgin Art Showcase Report (Sylvia Grady)
7. Old Business
7.1. Makropoulos Individual Grant application
7.2. Garcia Individual Grant application
7.3. Elgin1440 Update (P. Tripunitara)
rik 7.4. Summer Movies (C. Hernandez)
7.5. Review Grant Application Forms and calendar(C. Hernandez)
8. New Business
8.1. Rawlinson magazine proposal (C. Hernandez)
9. Adjournment
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pULTURAL ARTS COMMISSION MEETING MINUTES
August 13, 2007
7:00pm
1. CALL TO ORDER—7:10pm(Hernandez)
2. ROLL CALL
Present: Tripunitara, Hernandez, Doolittle, Grieger, Sartor
Absent: Hargadon, Kaptain, Bruskewitz
Community Liaison: Feliciano
3. CITIZEN'S FORUM- N/A
4. APPROVAL OF MINUTES OF JULY 9, 2007
a. Move to approve minutes at printed: Sartor, Second: Grieger, All in favor
5. FINANCIAL REPORT
a. Pg. 2,Nunez and DuBois checks cut
b. Have not received bill from RentCom (screen for Summer Movies)
c. Will be discussing by years end the City's role in regards to the movies, whether Parks/Rec or the
Commission will continue with the Summer Movie Series.
6. ELGIN ART SHOWCASE REPORT— Sylvia not in attendance
7. OLD BUSINESS
a. MAKROPOULOS INDIVIDUAL GRANT APPLICATION
i. Move that we fund the proposal: Tripunitara, Second: Sartor, All in Favor(6th official
recipient of mini-grant.)
b. GARCIA INDIVIDUAL GRANT APPLICATION
i. Still not sure the medium, the size, and things of that nature: Sartor
ii. Not sure if the medium is relevant to him receiving funding: Doolittle
iii. Move to ask for more descriptive information of the nature of his paintings: Sartor, Second:
Doolittle, All in favor
iv. Application tabled until the next meeting.
c. ELGIN 1440 UPDATE- Tripunitara
i. Grant total: $796.42
1. Total Cost: $2,051.42 (minus $1,155 for reception that will be picked up by Sue
Olafson's office.)
2. Itemized budget:
a. $44.17—table decorations
b. $30—table linen
c. $722.25 —Artistic Framing—Mylar covering
d. $1,155 —reception at The Centre
ii. Total photographs: 92
iii. Total photographers: 23
iv. Group in Batavia interested in duplicating the project down there as well. Opens up
possibilities of a regional shoot.
v. Sartor: public acknowledging the hard work of Pattie and Sylvia and the other subcommittee
members.
d. SUMMER MOVIES: Hernandez
August 13,2007
Minutes recorded by:P.Tripunitara
i. This Sat. , Aug 18: "Singing in the Rain"
ii. Very nice evenings, "Some Like it Hot"rather low turn out, more at "Wizard of Oz".
iii. "Wizard of Oz"kits: bubbles, noise makers, wands—made the experience interactive.
iv. Hernandez: should be continued as there are a number of people do take advantage of the
free movies.
e. REVIEW GRANT APPLICATION FORMS AND CALENDAR
i. Large Grant Proposals
1. Gil made the changes to the major grant proposal and will email it to the commission
tonight.
2. This year, due date is October 26.
3. Commission should receive copies of the proposals around the 29tH
4. Review/vote on the proposals on November 12.
5. Changes due to Gil, Monday at 5pm. So that the press releases can be sent out on the
ii. Mini Grants
1. Format of application changed to ensure that applicants provide an appropriate
amount of details in the proposal.
2. Grant amounts: Do we continue to award $1000 or allow applicants to request less.
a. The two options on the table are:
i. Award up to $100
ii. Change mini grant to be given out in the format of"up to"$1000
based on what the applicant asks for: Grieger, Second: Tripunitara, all
in favor
3. Reinsert the line: "Grant amount requested" so that the applicant determines the
amount of the grant they are requesting.
4. Put line on the application that requests supporting materials/sample of their work so
that the applications are more easily
5. Put line regarding the option of coming to a CAC meeting and presenting application
6. Cynthia will email Gil a menu of supplementary materials to be requested for each art
media.
8. NEW BUSINESS
a. GEORGE RAWLINSON MAGAZINE PROPOSAL
"The Elgin Advantage"magazine. Approached the CAC to take out an ad in the magazine. (8th of a
page $975/ $425, $620 for 1/4 page.) Annual magazine.
Hernandez: we don't really have a budget for advertising and what would we advertise.
Grieger: a story about the Commission would better serve the CAC better than an ad.
9. ADJOURNMENT- 8:10pm
Move to adjourn: Tripunitara
Second: Sartor
All in favor
August 13,2007 NI
Minutes recorded by:P.Tripunitara Recording Secret. : Pattie Tripunitara 2
Minutes approved:
150 Dexter Court Elgin, Illinois 60120( ,. Gilbert Feliciano, Staff Liaison 847.931.6019
Cultural Arts
AGENDA
MONDAY, SEPTEMBER 10, 2007
SECOND FLOOR CONFERENCE ROOM
NORTH TOWER, CITY HALL, 150 DEXTER COURT
7:00 P.M.
1. Call To Order(C. Hernandez)
2. Roll Call (G. Feliciano)
3. Citizen's Forum
3.1. Elgin Art Showcase Report
4. Approval of minutes of August 13, 2007
5. Financial Report(G. Feliciano)
6. Old Business
6.1. Elgin 1440 update
6.2. Summer Movies summary
6.3. State Budget cuts and IAC grants
6.4. Review individual artist grant—Garcia.
7. New Business
8. Adjournment
•
kCULTURAL ARTS COMMISSION MEETING
SEPTEMBER 10, 2007
7:00PM
1. CALL TO ORDER: 7:07pm, Hernandez
2. ROLL CALL
a. Present: Grieger, Tripunitara, Hernandez, Hargadon, Doolittle, Sartor(tardy)
b. Absent: Kaptain (excused), Bruskewitz,
c. Elgin Art Showcase Manager: Grady
d. Community Liaison: Feliciano
3. CITIZEN'S FORUM
a. Elgin Art Showcase Report
i. Just collected 21K in revenue.
ii. Marketing focus group with Judson University students.
iii. Visited "Art Space" in Buffalo, NY. Abandoned buildings turned into studio space.
Looking at renting a building in Elgin and turning it into a studio/gallery co-op space.
The space would be student run.
iv. City has hired someone in terms of branding the downtown in a marketing campaign.
Leaning towards arts and entertainment as a"brand" for Elgin.
v. Flier in water bills will list what is going on in the Space.
vi. Risers are in.
vii. Beginning work on the Gala. January 24, 2008
1. Trying to get "local stars": semi-famous Elgin Natives.
2. Utilizing the ground floor. Refreshment on the ground floor
with some of the groups performing on the balcony.
4. APPROVAL OF MINUTES OF AUGUST 13, 2007
a. Move to approve minutes as written: Tripunitara
b. Second: Grieger
c. All in favor
5. FINANCIAL REPORT
a. Updated individual grants and RentCom check.
b. Elgin 1440 expenses not reflected in the budget:
i. $722.25 —Artistic Framing
ii. $44.17—to Sylvia
iii. $1,185 —picked up by Sue Olafson or the City of Elgin
c. Suggestion to shop around for screen rentals in the future. The City of Elgin paid around
$1500 for the screen to show "Happy Feet", whereas RentCom charges around $2,100
6. OLD BUSINESS
a. Elgin 1440 Update
i. Sylvia took the exhibit down, it is in the Showcase
Page 1
Minutes recorded by:P.Tripunitara
<f...
ii. Plan to exhibit the show again in the winter.
iii. Screens moved back to the Showcase.
b. Summer Movies Summary
i. Have the movies budgeted again for next year, but we are not sure what the City of Elgin
will be doing in terms Parks/Recreation taking over the movies.
1. Hargadon: very nice, but we need a bigger audience
2. Grady: marketing is an issue, maybe there can be a dovetail of marketing w/the
City.
3. Hernandez: liked the venue, a lot of"walk by" and"drop ins".
4. Hargadon: suggested maybe there could be posters with images, not just text.
c. State Budget Cuts and IAC grants
i. State has cut the IAC funding by 30%.
ii. Grieger: Recommends going to one of the advocacy meetings to voice concerns about
budget cuts. 6pm, Sept. 18, Village Hall, Hoffman Estates.
d. Review Individual Arts Grant—Garcia
i. Grieger: Moved to give him the $1000
ii. Second: Doolittle
iii. All in favor, motion carried
7. NEW BUSINESS
a. Large Grant application: Will be sent out tomorrow (Sept. 11, 2007)
Materials due in October 26, 2007
b. Purchase agreement: problems with what is required by the groups. Will be looking at
different purchase agreements from Sean. Gil will email a copy of the Community
Neighborhood Improvement grant format for the commission to look at.
8. ADJOURNMENT
Move to adjourn: Grieger
Second: Sartor
All in favor
•
itAtIt
r
Page 2 Recording Secret. . 'attie Tripunitara
Minutes recorded by:P.Tripunitara
Minutes approved: /0 �—
150 Dexter Court Elgin, Illinois 60120 Gilbert Feliciano, Staff Liaison 847.931.6019
i Cultural Arts
AGENDA
MONDAY, OCTOBER 8, 2007
SECOND FLOOR CONFERENCE ROOM
NORTH TOWER, CITY HALL, 150 DEXTER COURT
7:00 P.M.
1. Call To Order(C. Hernandez)
2. Roll Call (G. Feliciano)
3. Citizen's Forum
4. Staff Reports
4.1. Elgin Art Showcase Report(S. Grady)
4.2. Financial Report(G. Feliciano)
5. Approval of minutes of September 8, 2007
6. Old Business
7. New Business
7.1. Clarification of Sylvia Grady's role as ad hoc CAC member as appointed by the
City Manager's office. (receiving minutes and agendas and making contributions
to CAC meetings, etc.) (P. Tripunitara)
7.2. City Clerk's office not receiving CAC minutes. (P. Tripunitara)
7.3. Review of CAC Ordinance and Bylaws (C. Hernandez)
8. Adjournment
CULTURAL ARTS COMMISSION MEETING MINUTES
OCTOBER 6;2007
7:00PM
r1. CALL TO ORDER: 7:02pm
2. ROLL CALL
a. Present: Hernandez,Kaptain, Grieger,Tripunitara, Doolittle
b. Absent: Hargadon, Sartor,Bruskewitz
c. Community Liaison: absent
d. Art Showcase Manager: Grady
3. CITIZEN'S FORUM—N/A
4. STAFF REPORTS
a. Elgin Art Showcase Report(S. Grady)
i. Booked through the end of the year
ii. Risers are in
iii. More tech equipment has been ordered
iv. Marketing events with some of the groups/clubs/organizations in the city having them have
meetings in the space to expose it to new audiences and push the performance space.
v. City is still backing: shampooing carpets
vi. Rails pulling from the walls—exchanging wood cleats for steel cleats
vii. Heartland voices did a fundraiser at the space, completely different audience got to see the space.
Performed a"Broadway quality"production.
viii. Would like to ask the CC if it is all right for Sandy Kaptain to use the display panels from the
Showcase for an Art For All event at the library. (there were no objections from the CAC).
b. Financial Report(G. Feliciano)—Gil was absent, Cynthia Hernandez gave the report
i. There are no expenses for Elgin 1440 Summer in the City reflected in this report. (Tripunitara)
ii. Question about movie expenses: over budget and curious as to why(Hernandez)
iii. Dave K had a conversation with Mike Powers and Councilman Powers thought that the CAC
should talk to Parks Dept. and decide who should pick up the movies and the CAC should focus
on other things.
5. APPROVAL OF MINUTES OF SEPTEMBER 8,2007
a. Move to approve: Grieger,move to accept the minutes as stated, Second: Doolittle
b. All in favor,minutes approved
6. OLD BUINESS
a. Arts Beat Magazine
b. Grieger: Last meeting with the CAC. Has been working with Arts Beat, trying to resurrect the CAC
funding of the Arts Beat magazine. 2 K from the CAC and 1 K from the other groups in the valley.
Would we like him to continue as a liaison for the magazine?
c. Kaptain: as he recalls, members of the commission were very much against it.
d. Hernandez: Possibility of Dick not having to leave the commission until a replacement has been found,he
can continue if he would like to.
e. Tripunitara:Not comfortable working with Arts Beat because I think there may be a better use of the
CAC monies.
f. Kaptain: Very disappointed[in Arts Beat], we gave them$5K, saw that as a contract, and we got nothing
out of the investment.
g. Grady: Arts Beat never bothered to inform the CAC that they were going to an email format. There was
no communication or response from the organization.
r
10/8/07 Page 1
Minutes recorded by:P.Tripunitara
7. NEW BUSINESS
a. Clarification of Sylvia Grady's role as ad hoc CAC member as appointed by the City Manager's
office(receiving minutes and agendas and making contribution to CAC meetings,etc.)
(Tripunitara)
An open letter to my fellow Cultural Arts Commission Members—P. Tripunitara
My fellow Commissioners:
I have added this item to the agenda due to a number of unfortunate rumors being spread that Ms. Grady is continuing
to make motions and vote and seeking to sway the CAC in one direction or another even after her role as Commissioner
and Chairwoman ended. Let it be clear that the City Manager's office has appointed her ad hoc member of this
commission and required her, as part of her position as Coordinator of the Elgin Art Showcase, to attend the CAC
meetings. It seems to follow that she should receive a copy of agendas and packets just like the other staff member that
attends these meetings.
Regarding the issue of her making motions and voting, as the Secretary and the person that records the minutes, I can
assure you that this is wholly false. As any member of the CAC that has sat around this table can attest, Sylvia has never
once made a motion or voted on any item since leaving the CAC.
Her contributions to the meetings have been invaluable as she is often more aware of what a number of the arts groups
are doing(such as applying for City Funding in addition to CAC funding)as well as the City of Elgin's push to focus on
the Arts as brand identification for Elgin. It should be noted that the CAC would not have been made aware of these
issues had Ms. Grady not informed us.
Regarding her alleged attempts to "sway"the CAC; again, as Secretary I ask you to review the minutes of the meetings.
ApkThere are a number of times when the Commission voted contrary to the contributions made by Ms. Grady (on individual
grants, location of the Summer Movie Series and so forth.) The empirical evidence does not support the allegations of
Ms. Grady swaying the Commission.
Finally,I would like to point out that a number of CAC projects would not have taken place (such as Elgin 1440:Summer
in the City) had Ms. Grady not continued to be willing to assist the CAC in seeing these projects to fruition.
It seems that these rumors being spread about Ms. Grady are small,petty and somewhat vindictive in nature. Should the
CAC insist on supporting such unfounded backlash against one of its former members—someone that has always held the
good of the arts in this community above all else-it is indeed a sad day for this commission.
Grieger: Move that this letter be added to the minutes
Doolittle: Second
All in favor.
Discussion:
Grady: First let me say that these issues are very petty and hurtful. And if anyone had a problem with me they should
have come to me directly. The reason I'm at these meetings is at the request of the Assistant City Manager.
After the last meeting Cynthia called me aside and told me that there were commissioners complaining about my
[Grady's] influence over the CAC. After some questioning, it came out that it was Commissioner Bruskewitz and David
Powers that had issued the complaints. When Commissioner Bruskewitz was asked directly[by Sylvia] he claimed he did
not know what was going on. David Powers went to Gil and Sean Stegall to express his apprehension that Sylvia was
swaying the CAC. [It should be noted that at the time,David Powers was no longer a member of the CAC—secretary's
note] Sean Stegall has asked Sylvia to sit on this committee,make suggestions and support the commission. Gil was
aware of this fact from the beginning.
10/8/07 Page 2
Minutes recorded by:P.Tripunitara
Hernandez: I want to state that when Gil approached her and stated that the new commissioners felt that there was undue
influence being exerted by Sylvia. Gil told me to be aware of any single member trying to take over or influence the
group. I also felt that Sylvia's new role and presence at the meetings was unclear.
Doolittle: very thankful for your[Sylvia's] contribution, and the clarification of your role. But never once have I felt that
you have wielded undue influence
Kaptain: Only council can appoint voting member, staff can not vote.There are a number of commissions that have staff
members that attend the meetings. The CAC is not unusual in that regard.
Hernandez: Checked the minutes and according to the minutes,it stated in February: Sylvia has resigned as Chair of
CAC, Cynthia Hernandez will become chair. In August,Gil came to Cynthia and voiced doubts about Sylvia's attendance
at CAC meetings. After he had spoken with her[Cynthia] she then became unsure of Sylvia's role as well. Cynthia then
felt there should be clarification of Sylvia's role.
Grady: Cynthia,after Gil went to Sean Stegall and clarified my position,did he call you to clarify?
Hernandez:No.
Grieger:Move to table to the next meeting as a discussion, so that we can discuss this with Gil and get additional clarity
Kaptain: Second
All in favor
Kaptain: I would like to state that it maybe has been a tough transition for Cynthia having this position [of chairwoman]
dropped on her. Sylvia acted has acted as any good past chairwoman would and offered assistance to Cynthia.
For Sylvia's welfare I think the discussion should be continued next month to gain additional details from Gil,but the
point should not be beleaguered.
b. CITY CLERKS' OFFICE NOT RECEIVING CAC MINUTES (Tripunitara)
i. May—August, 2007(June were unofficial due to Gil not getting the agenda out in time)
ii. May—August, October—December,2006(per email from Linda Hertel)
Tripunitara: My concerns are why the minutes are not getting to the City Clerk's office. This has happened recently
with the minutes from May—August 2007. As of the last email I received from Gil,he was to bring these with him
tonight for me to sign;but as he is not here we are even further behind getting our minutes to the clerk's office since the
September 8,2007 minutes are late as well. This also has happened in the past(May—August and October—December
of 2006.)
Kaptain: Motions that Cynthia write a letter to the City Manager informing them that the clerk's office has not been
receiving Cultural Arts Commission minutes.That Mr. Feliciano,when asked, stated that he had sent them via
interdepartmental mail, but there still seems to be a gap in our minute arriving at the clerk's office. We [the Cultural Arts
Commission] would like to know what has been happening to our minutes.
Grieger: Second
All in favor
Kaptain: It seems that this is an issue that Gil and the Clerk's office should sort out.
r
10/8/07 Page 3
Minutes recorded by:P.Tripunitara
c. REVIEW OF CAC ORDINANCE AND BYLAWS (HERNANDEZ)
Hernandez: As there are quite a few vacancies on the Cultural Arts Commission,review of the ordinances states that,
esk each member shall hold a position until another member has been appointed.As no new member has been appointed to
fill Dick Grieger's place,Dick my stay on the Commission until that time that a new member is chosen,if he would like
to.
Grieger: I would be honored to continue on as long as the Commission would like my help. If you [Cynthia] should want
help with tabulation [of grant proposal scores], I would be willing to help.
Should there be a note in the ordinances describing the Elgin Art Showcase coordinator that attends the meeting? Dave
will check on how the by-laws/ordinances should be amended. May have to write a letter to the council to request a
change in the ordinances.
d. Bill for$150,for the Cultural Arts Commission ad in FIESTA SALSA program.
Hernandez: An outside company was paid to create a Cultural Arts Commission ad for the Fiesta Salsa program.The bill
came to $150.This money is not in the CAC budget. Gil spoke with Cherie Murphy and there is a chance that her
department will pick of the bill.
Grieger:When did the Cultural Arts Commission approve Gil farming out the ad work for Fiesta Salsa?
Tripunitara: Looking at the list of sponsors,it appears that Fiesta Salsa receives money from the City of Elgin. Could we
please confirm if Fiesta Salsa is funded by the City of Elgin,thus making them ineligible for a CAC grant.
Grieger:Are"in kind"contributions counted as well?(such as City of Elgin staff working the festival)
Dave Kaptain will find out about whether Fiesta Salsa receives funding from the City.
e.LETTER FROM AAUW
Requesting that the City Council provide a purchase award of$500 -$1000 for the next Fox Fire fest.
Grady: City manager's office was impressed with the quality of the art at Fox Fire,purchased a work of art that hangs in
the City Manager's office.
Kaptain: What do we do with the purchased work?
Grady: I use the artwork at the showcase to display. Eventually there will be a gallery space either at the Hemmen's or at
another space that could house purchased work permanently.
Grieger: If there is money in the budget for a potential purchase award of the City,not to exceed$1000.
Tripunitara: second
All in favor
8. ADJORNMENT—8:33pm
Move to adjourn: Tripunitara,Second: Kaptain,all in favor
/ f
pill
Recording ecretary: Pattie Tripunitara
10/8/07 Page 4 Minutes approved: I t I t z j Qom'
Minutes recorded by:P.Tripunitara
rub' rrc
150 Dexter Court Elgin, Illinois 60120 Gilbert Feliciano,Staff Liaison 847.931.6019
Cultural Arts
AGENDA
MONDAY, NOVEMBER 12, 2007
SECOND FLOOR CONFERENCE ROOM
NORTH TOWER, CITY HALL, 150 DEXTER COURT
7:00 P.M.
1. Call To Order(C. Hernandez)
2. Introduction of new Commissioners (C. Hernandez)
3. Roll Call (G. Feliciano)
4. Citizen's Forum (C. Hernandez)
5. Staff Reports
5.1. Elgin Art Showcase (S. Grady)
5.2. Financial (G. Feliciano)
6. Approval of October 8, 2007 minutes
7. Unfinished Business
7.1. Clarification of Sylvia Grady's role as ad hoc CAC member as appointed by the
City Manager's office. (receiving minutes and agendas and making contributions
to CAC meetings, etc.) (P. Tripunitara)
7.2. Review of CAC Ordinance and Bylaws (C. Hernandez)
8. New Business
8.1. Janus Theatre's 2008 Grant Application (S. Hargadon)
8.2. Resignation of Pattie Tripunitara as CAC Secretary effective as of the end of the
November 12, 2007 meeting (P. Tripunitara)
8.3. Summer Movies series (M. Powers)
8.4. Review and voting of 2008 Grants (C. Hernandez)
9. Adjournment
r
cFGs City of Elgin
d # Mayor
Ed Schock
arEov. Council Members
Juan Figueroa
Robert Gilliam
David J.Kaptain
Michael Powers
F.John Steffen
Cultural Arts Commission Meeting Minutes John Walters
November 12, 2007 City Manager
7:00 p.m.
O/ufemi Folarin
I. Call to Order (Cynthia Hernandez): The meeting was called to order by Cynthia Hernandez
at 7:03 p.m.
II. Introduction of New Commissioners (Cynthia Hernandez):
Chuck Cassell
Kristina Dziedizic Wright
III. Roll Call (Pattie Tripunitara):
Present: Chuck Cassell, Kristina Dziedzic-Wright, Sean Hargadon, Cynthia Hernandez,
Richard Grieger, Pattie Tripunitara
Absent: Natalie Doolittle, Gil Feliciano, Sylvia Grady, Councilman David Kaptain, Curtis J.
Sartor, Ph.D.
Asst. City Clerk: Sean Stegall
City Councilman Mike Powers
IV. Citizen's Forum (Cynthia Hernandez):
A. Deb Dempsey— Kane County Regional Office of Education, ddempsey @kane.kl2.il.us
1. Proposing bringing Cerqua Rivera Dance Theatre to Elgin (from Chicago) and offer
performances for Elgin school children grades 3 — 12. Multimedia performance:
dance, visuals (slides)proposed performance date: January 22, 2008
2. Would like the support of the CAC.
B. Councilman Mike Powers: Councilman Powers wanted to thank the commission for the
support for the outdoor movie series over the past three years. Parks and recreation will be
taking over the summer movie series, but will still be open to input from the CAC for title
suggestions.
C. Sean Stegall, Assistant City Manager: Sean Stegall answered questions and clarified the
relationship between CAC's members and the city staff. How does Sylvia Grady's role
work in relation to the CAC? How does Gil Feliciano's role work with the CAC?
1. Stegall: Commission appointed by City Council to make suggestions and advise the
city council on matters of arts and culture in the City of Elgin. The staff liaison is here
to serve the commission- Take minutes, prepare agendas, and other administrative
work.
MirlSespmtic uht W ii1 L 60120-5555 • Phone 847/931-6100• Fax 847/931-5610•TDD 847/93/4616
gi www.cityofelgin.org
Printed on recycled paper
2. Sylvia Grady's role: Elgin Art Showcase is one of the biggest vehicles for the
promotion of the arts, made sense that the person that runs the day to day operations of
the showcase should attend the meetings. It was at Sean's urging that Sylvia become
an employee of the city. I (Sean) need her here; she is part of the team and is vital that
she be at the CAC meetings.
3. Hernandez: Would like some administrative clarification as to whether Sylvia should
receive agendas and minutes, should she be on the CAC contact list, where should she
be on the agenda?
a. Dziedizic Wright: If Sylvia is required to attend all the CAC meetings, then it
seems that she should receive agendas and minutes so that she can be prepared for
the meetings.
4. Sartor: Suggest formalizing the position of the Elgin Art Showcase Coordinator
position and the role of that person.
5. Mike Powers: She can keep you informed fully about what is happening in the Art
Showcase.
6. Stegall: What does the Cultural Arts Commission need from the Community Liaison
position?
a. Tripunitara: Nothing more than is required of the Liaison by their job: sending out
RFPs on time, getting minutes to the City Clerk's office,prepping agendas, etc.
7. Tripunitara: What should we do in regards to the roles of CAC officers as described in
the draft version of the bylaws submitted to the commission by the Community
Liaison?
a. Stegall: This particular draft of the bylaws will be withdrawn and resubmitted with
descriptions of the Showcase Coordinator and the Staff Liaison positions.
8. Hernandez: Could Sylvia Grady function as the Staff Liaison?
a. Stegall: Sylvia has so much other work that she is not able to function as Staff
Liaison at this time. Would rather revisit the role of staff liaison once the
administrative end of the position is functioning more smoothly—minutes getting
to clerk's office, agendas out on time. Also,would rather structure the position
around a position versus a person.
D. Show Case Budget: Placed under the Showcase budget under the CAC budget. There
will be a change for 2008 and separate the Showcase money from Commission money so
there is no confusion.
E. Tripunitara: Could you [Sean] clarify the issue of"double dipping"in regards to
organizations receiving money from the City of Elgin as well as the CAC grants?
1. Stegall: Council used to provide CAC with a budget, the council would make it clear
as to what organizations were to get funding. The CAC asked for money that they
could make decisions freely. If an organization is funded by the city through other
means, the CAC is not to fund them. Direct cash only, does not apply to in-kind
services.
2. Tripunitara: So are no "special dispensations" for specific organizations that make
them eligible for money from the CAC and the City?
3. Stegall: No.
V. Staff Reports:
A. Elgin Art Showcase (Grady) - tabled
B. Financial (Feliciano)—tabled
Minutes recorded by:P. Tripunitara Page 2
rak VI. Approval of October 8,2007 Minutes:
- Curtis Sartor moved to approve minutes. Richard Grieger, second.
- Discussion: page 3, grammar correction: "I want to state that when Gil Feliciano
approached me and stated that a few commissioners felt that there was undue influence
being exerted by Sylvia."
- Page 4: We decided that the CAC would not pay for the bill; Gil Feliciano should ask
Cherie to pay for it.
- Curtis Sartor, move to accept amended minutes.
- Richard Grieger, second.
- All in favor
VII. Unfinished Business:
A. Clarification of Sylvia Grady's Role as Ad Hoc CAC Member as Appointed By the
City Manager's Office (Receiving minutes and agendas and making contributions to the
CAC Meetings, etc.) (Pattie Tripunitara):
1. This issue clarified by Sean Stegall, see item 4.c.iii
B. Review of CAC Ordinance and Bylaws (Cynthia Hernandez):
1. Reviewed in order to allow Dick to stay on the commission until his position is filled.
VIII. New Business:
A. Janus Theatre's 2007 Grant Application (Sean Hargadon):
1. Gil Feliciano advised him to bring it up to the CAC that the Janus proposal that was
turned in late in order to ask the CAC to consider it for funding. Explain that the
proposal was late.
2. Curtis Sartor, move that we as a commission consider the proposal.
3. Kristina Dziedzic-Wright, second.
4. All in favor.
5. Discussion: Richard Grieger, we should be sure to be aware that this would be sending
a precedent regarding late applications in the future.
6. Discussion: Kristina Dziedzic Wright— she received her applications rather late and
so if we were to receive information so late, then it seems moot to worry about the
issue of a hard deadline.
B. Resignation of Pattie Tripunitara as CAC Secretary Effective as of the End of the
November 12, 2007 Meeting (Pattie Tripunitara):
1. Informational item for the Commission, rendered moot as the Community Liaison will
be taking minutes in the future.
C. Review and Voting on the 2008 Grant Applications (Cynthia Hernandez)
1. Sean Stegall: The following organizations should not be considered for funding
through the CAC: OPERA, African American Coalition—Juneteenth, Hispanic
Heritage Coalition and Elgin Community College. (Note— Stegall: the CAC should
have been informed ahead of time by the Liaison that these organizations were
ineligible for funding consideration.)
a. Art for All
- $807—would be the amount they are entitled to.
b. Ballet Folklorico
Minutes recorded by:P.Tripunitara Page 3
c. Elgin Barbershop Harmony Society
d. Elgin Children's Chorus
e. Elgin Choral Union
f. Fox Valley Theatre Co.
g. Haitian Congo Festival
- The maximum they could receive would be 30% of$6200. ($1860)
- Question as to their status as an Illinois non-profit
h. Heartland Voices
i. Independent Players
j. Larkin Center
k. Janus Theatre
1. Puerto Rican Heritage Organization
$4800 is the maximum they can receive
m. Riverside Chorus
n. Elgin Theatre Company
o. Elgin Youth Symphony Orchestra
IX. Adjournment: 9:18 p.m.
a. Move to adjourn: Tripunitara
b. Second: Dziedzic-Wright
c. All in favor
Al
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4
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//`//06
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Minutes recorded by:P. Tripunitara Page 4
OF E
v City of Elgin Mayor
j
+' -; Ed Schock
r �A°R,1TED �ry0 Council Members
Juan Figueroa
Robert Gilliam
David J. Kaptain
Michael Powers
F.John Steffen
John Walters
City Manager
O/ufemi Fo/arin
CULTURAL ARTS COMMISSION
NOTICE OF CANCELLATION OF MEETING
The regularly scheduled meeting of the Cultural Arts Commission scheduled on
Monday, December 10, 2007 has been canceled.
The next scheduled meeting is Monday, January 14, 2008.
Dated: December 4, 2007
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Sylvia Grady
City of Elgin
City Manager's Office
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150 Dexter Court• Elgin, IL 60120-5555 • Phone 847/931-6100 • Fax 847/931-5610 •TDD 847/931-5616
www.cityofelgin.org
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