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HomeMy WebLinkAbout2008 Cultural Arts Commission Minutes ,c+°FE`0� City of Elgin g�n Mayor Z �. Ed Schock rik 9A0RATEDF0ry‘ Council Members Juan Figueroa Robert Gilliam Cultural Arts Commission Michael e J. Powers Michael Powers AGENDA F John Steffen Monday,January 14, 2008 John Walters City Manager 7:00 p.m. O/ufemi Fo/arin City Hall Second Floor Conference Room (North Wing) 150 Dexter Court Elgin, II, 60120 L Call to Order(Hernandez) II. Roll Call (Grady) III. Citizens Forum (Items not on the Agenda) IV. Staff Reports A. Elgin Art Showcase (Grady) B. Financial Report (Grady) V. Approval of November 12, 2007 Minutes VI. Old Business A. Clarification of Staff Liaison and Art Showcase Positions from The City Managers Office B. Grant Application Scores and Review C. Haitian Congo Festival Request D. Puerto Rican Heritage Organization Request E. Brad Pogatetz Mini Grant Report F. Status of Illinois Arts Council Grant VII. New Business A. 2008 Mini-Grant Request from Bill Brown B. Grant Award Mini-Reception C. Summer Movies Series D. 2008 Budget Review E. Riverside Chorus—Final Report 150 Dexter Court • Elgin, IL 60120-5555 • Phone 847/931-6100 • Fax 847/931-5610 •TDD 847/931-5616 www.cityofelgin.org ® Peeled on recycled paper 0OFEt.c >ti City of Elgin [ Mayor .� ..,� Ed Schock • ro tO'n. Council Members Juan Figueroa Robert Gilliam Cultural Arts Commission Meeting Minutes David J. Powers Kaptain g Michael Powers January 14, 2008 F John Steffen 7:00 p.m. John Walters City Manager I. Call to Order (Cynthia Hernandez): The meeting was called to order at 7:02 p.m. oiufemi Foiarin II. Introduction of New Commissioner (Cynthia Hernandez): Carl Brahms III. Roll Call (Sylvia Grady): Present: Cynthia Hernandez, Carl Brahms, Charles Cassell, Sean Hargadon, David Kaptain, Pattie Tripunitara, Dick Grieger, Sylvia Grady Absent: Curtis Sartor(Excused), Kristina Dziedzic-Wright(Excused),Natalie Doolittle Citizen Visitors: Mr. and Mrs. William Brown IV. Citizen's Forum(Cynthia Hernandez): A. William Brown presented a request for a Mini Grant in the amount of$1000 for panoramic photographs of sites in Elgin. V. Staff Reports A. Elgin Art Showcase Report (Sylvia Grady): The first year anniversary celebration is set. Sylvia requested help for set up, and clean up as well as Commissioners acting as hosts for the event. Additional invitations were passed out. Grady requested addresses of people that the Commissioners gave invitations to so that their names could be placed on a permanent mailing list. B. Financial (Sylvia Grady): All items remained the same from the November report. There were no additional expenditures. The unspent balance could not be rolled over into 2008. The amount budgeted to the CAC for 2008 was raised from $78,000 to $83,000. VI. Approval of November 12, 2007 Minutes: There were no corrections or additions to the minutes. Motion: Chuck Cassell made a motion to accept the minutes as written. Dick Grieger, second. All in favor. 150 Dexter Court• Elgin, IL 60120-5555 • Phone 847/931-6100 • Fax 847/931-5610 •TDD 847/931-5616 www.citvofelain.orc Printer recyciec cec VII. Old Business: A. Clarification of Duties for Staff Liaison and Coordinator of Elgin Art Showcase to the Cultural Arts Commission: Duties were presented. There was no discussion. All seemed satisfied. Motion: Pattie Tripunitara made a motion to accept the duties as presented. Sean Hargadon, second. Approved by all. B. 2008 Grant Applications and scores were reviewed: The Haitian Congo Festival grant was found in compliance. It was brought to the attention of the Commission that The Puerto Rican Heritage Organization application did not qualify because they already receive money directly from the City of Elgin. Cynthia Hernandez will make the corrections on the grant awards document and get it to Sylvia Grady so that it can be sent to city Council and Purchase of Service agreements can be written and sent out to the recipients. Grady will see that letters are sent to the applicants that did not qualify for a CAC grant and include the reason for the denial. Motion: Sean Hargadon made a motion to accept the grant awards document as amended. Chuck Cassell: second. Passed: Seven approved/one abstained (Kaptain). C. Brad Pogatetz mini grant report was received and reviewed. D. Sylvia Grady checked with the Illinois Art Council as to the status of the CAC grant. All was in order. A letter will be sent giving new contact information due to Gil Feliciano's resignation. VII. New Business A. Mini Grant Request from William Brown was reviewed and discussed. Motion: Dick Grieger moved to accept the Mini Grant request for$1000. Pattie Tripunitara: second. Passed: All approved. B. A Grant Award Reception will be held in the City Council Chambers on Monday, March 10, 2008, at 6:30 to 7:00 p.m. The Mayor will be invited to present the awards. A press release will be sent out as well as inviting Channel 17 to cover the event. Dick Grieger will purchase coffee. Sean Hargadon will purchase cookies and contact the press and media. Cynthia Hernandez will make up award certificates. Expenses will be paid for from the CAC budget. Sylvia Grady will arrange for the City Council Chambers and request the Mayors presence. . C. The Summer Movie Series will be taken over by the Parks and Recreation rDepartment. D. The 2008 CAC Budget was reviewed. The Cultural Festival was dropped ($5000). Since the Puerto Rican Heritage Organization Grant request was denied, $3,392 was deducted from the total of the amount for grant awards. Cynthia Hernandez will make the adjustments and resubmit the 2008 budget. E. Riverside Chorus submitted their 2008 final report. Sylvia Grady reported that there were 5 groups contacted because they had not turned in final reports. 2008 checks will not be issued to these groups until the reports are on file. The 5 groups have been contacted. F. Sylvia Grady informed the CAC of an Artspace project that is in the process. There will a meeting for all area artists, performers, musicians, dancers and writers on March 6, 2008. More information will follow. VIII. Adjournment: 8:39 p.m. Motion: Dick rely moved to adjourn. Pattie Tripunitara: second. All approved. Respectfully submitted, r „4,...„.,.....„.„) (signature) R rding Secretary Approved: 00/// tfjg (fill d e approved) r 1z City of Elgin , Mayor . ►� 4 E Ed Schock ,Arr?o- Council Members Juan Figueroa Cultural Arts Commission Robert Gilliam AGENDA David J.Kaptain Michael Powers Monday, February 11., 2008 F.John Steffen John Walters 7:00 p.m. City Manager O/uf vni Folarin City Hall Second Floor Conference Room (North Wing) 150 Dexter Court Elgin, IL 60120 I. Call to Order(Hernandez) II. Roll CaII (Grady) III. Citizens Forum(Items not on the Agenda) IV. Staff Reports A. Financial Report B. Elgin Art Showcase V. Approval of January 14, 2008 Minutes VI. Old Business A. 2007 Final Reports Due: - Independent Players - Heartland Voices - Hispanic Heritage Coalition B. Mini Grant Status: William Brown C. Updated Grant Application Scores/Award Form D. Grant Award Mini Reception—March 10,2008, 6:30 p.m. E. 2008 Grants: - COW Memo - Grant Correspondence to Applicants Not Qualifying F. Other VII. New Business A. Mini-Grant Applications: - Daniel Escamilla - Abigail Torres B. Other VIII. Adjournment 150 Dexter Court• Elgin, IL 60120-5555• Phone 847/931-6100• Fax 847/931-5610•TDD 847/931-5616 www.cityofelgin.org e Printed on recycled papal 150 Dexter Court Elgin, Illinois 60120 OCultural Arts COMMISSION Cultural Arts Commission Meeting Minutes February 11, 2008 7:00 p.m. I. Call to Order(Cynthia Hernandez): The meeting was called to order at 7:12 p.m. II. Roll Call (Sylvia Grady): Present: Cynthia Hernandez, Carl Brahms, Sean Hargadon, Dave Kaptain, Pattie Tripunitara, Sylvia Grady,Natalie Doolittle Absent: Charles Cassell(Excused), Kristina Dziedzic-Wright(Excused), Curtis Sartor(Excused) Citizen Visitors: Daniel Escamilla, Abigail Torres, Susan Heaton III. Citizen's Forum (Cynthia Hernandez): a. Daniel Escamilla presented a request for a Mini-Grant in the amount of$1000 to do a portable mural. Daniel would like to create a mural approximately 4 10X4 panels to be displayed at the library for 3-4 weeks then moved to the Boys & Girls Club. The theme would be personal struggles to succeed. Sylvia Grady asked how he came up with the figures for the budget. Daniel explained that he checked with various stores to get an estimated figure for supplies and may possibly use some paint donated by David Powers. b. Abigail Tones presented a request for a Mini-Grant in the amount of$1000 to do a portable mural. Abigail's theme would be on the City's growing population from rural farmland to current buildings. Cynthia Hernandez thanked Daniel and Abigail for coming in and presenting their projects to the commission. The commission would have to discuss each project and let them know if they would be awarded the grant. She stated that a letter would be sent to notify them with their decision. c. Susan Heaton from Fox Valley Theatre was present to thank the commission for the grant award they had received. IV. Staff Reports a. Financial (Sylvia Grady): All items remained the same as last month. b. William Brown Mini-Grant (Sylvia Grady): An invoice was submitted for payment of the grant to William Brown. c. Elgin Art Showcase (Sylvia Grady): The showcase was on January 24 and was a big success; attendance was between 350 and 400 people. The show was very well received; John Garcia did a good job of MC the event, and said he would come back again. There were a lot of people that attended that did not come last year and stated ' they were impressed with the space and performances. It was suggested by the City that this should be an annual event. Equipment is being ordered that is needed from the grant that we got last year. (Sylvia) stated that the City suggest that Ballet Folklorico to do something for FoxFireFest. (Dave) said the art festival should be local talent. (Sylvia)talked about the different groups that performed at the Showcase. V. Approval of January 14, 2008 Minutes: There were no corrections or additions to the minutes. Motion: Natalie made a motion to accept the minutes as written. Dave Kaptain, second. All in favor. VI. Old Business: • a. 2007 Reports Due i. Independent Players, Ballet Folkloria 2007 final reports were received. ii. Heartland Voices—Sylvia received an e-mail that the final report was mailed. iii. Hispanic Heritage Coalition—letter sent stating that they were not qualified for the grant was returned,post office said their mailbox was closed. Letter was given to Tom Armstrong per Juan Figueroa. No response yet, and we do not have a final report from them. b. Mini Grant Status—(Sylvia) Check is being processed for William Brown, these do not need to be approved by City Council. Grant Application Scores/Award Form— Cynthia stated we had the same scores in everything. Sylvia said that even though the Hispanic Heritage Coalition did not get their letter stating that they were ineligible for the grant, apparently Juan Figueroa spoke to Femi Folarin and Sean Stegall and there were some questions as to why they did not receive the grant. Questions might be raised about the grant at the City Council Meeting. c. PSA agreements were sent out to all the groups that were awarded grants, Maria Cumpata asked that they be back the next day, so that when council voted the checks could begin to be processed. d. Grant Award Mini Reception—March 10, 2008, 6:30 p.m.—a reminder was put in last month's minutes with the duties of each member for the reception. e. 2008 Grants i. COW Memo— A COW memo was submitted for the agenda. Letters were sent to applicants that did not qualify. Patti wanted the explanation refreshed on what the COW memo does. VII. New Business a. Mini-Grant Applications: i. Daniel Escarnilla and Abigail Tones—Patti felt that neither of them had an organized idea and the budget was the same for both presentations.. There also were no sketches of the project. Dave said that it sounded like they wanted to work together and was concerned about the display at the library and that no money would be provided until there was a commitment from the . library. There was a suggestion that they needed more guidance and specifics on the project with concerns on the direction of Abigail's project. Patti didn't .' feel they were ready and suggested the commission send them a letter informing them to do more research on their plan with sketches. A motion was made to not grant the award at this time,until they could get a date from the library and have some sketches to present to the commission. b. Other i. Brad Pogatetz submitted an application for an exhibition of his current color photography at the Gail Borden Library from June 1 —30, 2008. Subject matter will be patrons of the library, the citizens of Elgin and surrounding communities. Dave asked if he had an exhibit last year, Sylvia replied yes he did. A discussion ensued as to whether the commission was interested in funding the grant. Patti moved to fund the grant and Natalie seconded the motion. All in favor. ii. Sylvia relayed the information that if the commission decides there is no business for the month they do not have to meet but the cancellation of the meeting decision needs to be posted. VIII. Adjournment: 7:55 p.m. Motion: Dave Kaptain moved to adjourn. Patti Tripunitara: second. All approved. Respectfully submitted by c d e , ecording Secretary � J f / 9 /1/0/0 P Si at e by Sylvia Grady Acting Cultural Arts Liaison / F P iii- tit150 Dexter Court Elgin, Illinois 60120 •Cultural Arts COMMISSION Agenda Cultural Arts Commission Monday, March 10, 2008 7:00 p.m. City Hall 2nd Floor North Conference Room A. Call to Order (Hernandez) B. Roll Call (Grady) C. Citizens Forum (Items not on the Agenda) D. Staff Reports a. Financial Report b. Elgin Art Showcase E. Approval of February 11, 2008 Minutes F. Old Business a. Mini-Grant Status i. William Brown ii. Brad Pogatetz b. 2007 Reports i. Heatland Voices ii. Hispanic Heritage Coalition c. PSA Agreements Status G. New Business a. FoxFireFest b. Artspace c. Theatre Festival d. AAUW Purchase Award Money e. Mini-Grant Elgin Public Museum f. Mini-Grant—Alice Dubois g. Other H. Adjournment -6 tit 150 Dexter Court Elgin, Illinois 60120 Cultural Arts COMMISSION Cultural Arts Commission Meeting Minutes March 10, 2008 7:00 p.m. I. Call to Order(Cynthia Hernandez): The meeting was called to order at 7:15 p.m. II. Roll Call (Sylvia Grady): Present: Cynthia Hernandez, Carl Brahms, Sean Hargadon, Dave Kaptain, Sylvia Grady,Natalie Doolittle, Curtis Sartor, Charles Cassell, Dick Grieger Absent: Kristina Dziedzic-Wright(excused), Pattie Tripunitara(excused) III. Citizen's Forum (Cynthia Hernandez): a. Kathy Matthews, Elgin Youth Symphony - She thanked the commission for the support, and invited the members to the next concert. She also serves on the Fox Valley Hall of Fame Board of Directors, and passed out packets. Kathy explained that every other year they induct artists, in all forms of the arts, into the Hall of Fame and this year an Elginite is being inducted, Martin Brody. He has no other connections in Elgin and is asking the commission for sponsorship of$500.00 for a medallion and plaque. The invitations will be going out the end of the week. The ceremony is going to be at Eaglebrook. (Richard Grieger) felt that the commission should sponsor the event. IV. Staff Reports a. Financial (Sylvia Grady): Checks were issued to William Brown and Brad Pogatetz, a letter was sent with both checks stating that their project needed to be completed within the year. They should also inform the commission when their exhibition will take place so we can market the event and a final report at the end of their showing. On March 17th the $62,909 should come off the budget with the grants being paid. b. Elgin Art Showcase (Sylvia Grady)—Doing well. John McKevitt has organized a jazz night at the showcase on March 28, one night only. Tickets can be purchased through the website. He would like to do something once a month, some months are totally booked and is planning the next one for the end of May. The Showcase will be buying small cocktail tables for the event with a cash bar available and partnering with Villa Verone. V. Approval of February 11, 2008 Minutes: There were no corrections or additions to the minutes. Motion: The motion was made by Curtis Sartor to pass the minutes and seconded by Dave Kaptain. VI. Old Business: a. 2007 Reports—copies should be in and taken care of- PSA in process. VII. New Business a. FoxFireFest—(Sylvia Grady)was put on the committee because Gil had been on it and done the 1440. This year Patti is going to do the 1440 show in the fall. They are looking for arts groups to get involved to showcase their work and promote art groups organization. If anyone has ideas please contact Barb Keselica, she is charge of FoxFireFest, or Butch Wilhelmi who handles the entertainment on the different stages. Looking for an art project for the young people to promote the arts, Sylvia suggested a graffiti tag board where they could write or draw throughout the festival and then be put on display. The Elgin festival will be held on August 2 and 3rd. The Elgin Community Network will have a tent there and distribute literature. b. Artspace—(Sylvia Grady)the meetings went very well, the attendance was good and Artspace was impressed with the turnout. After all the meetings Artspace suggested that the city move onto the next phase of a marketing research questionnaire. We are going to ask all of the arts groups to give us names of all their members. The space will take approximately 3 —5 years to get off the ground,mainly because of the federal funding and there is only one time of year that you can ask for funds. In the meantime,the City will be working with foundations and get names of corporations that support the arts. Oppenheimer contacted Sylvia, their parent company is in Minneapolis so they are familiar with Artspace and contacted Artspace in our behalf to help raise funds. Judson University and the Seigle Foundation are interested in working with Artspace on this project. Several other cities in Illinois have asked Artspace to come to their community for the project. c. Theater Festival—Sean Hargadon talked about this Iast year to put a line item on the budget for this. In 2004 the Janus Theatre Company went to the London FringeTheatre Festival in London a festival where various theatre groups were able to perform in downtown London in one venue. The opportunity to work together, performing and raising the publicity level of the City. He thought that there might be a possibility to do that here at the Elgin Art Showcase. It would be a play presented by a group approximately 60—90 minutes (one act) long done simply, and another group would perform that same evening with the various groups working together, a very creative work environment. The material has to work within the confines of the rules. Sean feels it would be a good venue since it isn't done in the suburbs. It would be feasible with the budget we have, there is time available at the Showcase in August, Thursdays—Sundays two shows per night. Sean feels it is an opportunity to work together with other groups within Elgin and outside. He will take a survey to see if people and art groups would be interested. d. AAUW—Rachel Campbell spoke to Sylvia in regards to award money being available to purchase a piece of artwork. Presently it is not in the budget but could be realigned to fit in. There is an art gallery in the Hemmens and some artwork has been showcased at City Hall and the Elgin Art Showcase. Dave Kaptain suggested that rather then purchasing a piece of art that a cash award would be good. A cash award is already being sponsored so the committee is not sure they would want to sponsor another one. The paintings that we have in storage will be checked out and see if we can find the list already compiled. e. Mini-Grant—Elgin Public Museum gets $100,000 from the City so they are not eligible for a grant. Sylvia spoke to Peggy Stromberg about why they did not qualify for rik the grant. The artist is not from Elgin, and not promoting the artists growth it was for tours of the local birds. f. Mini-Grant—Alice Dubois's requested grant was discussed in regards to the commission needing more information on if she has a commitment from the library or where the artwork would be displayed. A motion was made by Curtis Sartor to hold off until they had more information on if she had a commitment from the library to display her artwork. Sylvia will send her a letter notifying her of the decision and asking her to confirm the dates of her exhibit and the location. Richard Grieger seconded the motion. g. Mini-Grant—Nick Cardiff—Dave Kaptain suggested the commission talk to Bill Cogley because there could be a problem giving money for a grant that is a fund-raiser. This was tabled until the next meeting. Sylvia will write them a letter to let them know that if the application is rewritten it may be feasible to grant. VIII. Adjournment: 8:20 p.m. Motion: Curtis Sartor moved to adjourn. Dave Kaptain: second. All approved. Respectfully submitted by: ` 1 • 1 Jan Re:6 us, 'ecording Secretary L,' „Kites Uhl Y`� .•--�7 Signed by Sylvia Grady Cultural Arts Staff Liaison C (E. 150 Dexter Court Elgin, Illinois 60120 Cultural Arts COMMISSION Agenda Cultural Arts Commission Monday, April 14, 2008 7:00 p.m. City Hall 2"d Floor North Conference Room A. Call to Order (Hernandez) B. Roll Call (Grady) C. Citizens Forum (Items not on the Agenda) D. Staff Reports a. Financial Report b. Elgin Art Showcase E. Approval of March 10, 2008 Minutes F. Old Business a. Artspace Update b. City Art Collection Catalogue c. Theatre Festival d. Martin Brody— Fox Valley Arts Hall of Fame e. AAUW Purchase Award Money f. Mini-Grant i. Nick Cardiff ii. Alice DuBois G. New Business a. Elgin Summer Sampler r 150 Dexter Court Elgin, Illinois 60120 r Cultural Arts COMMISSION Cultural Arts Commission Meeting Minutes April 14, 2008 7:00 p.m. I. Call to Order(Cynthia Hernandez): The meeting was called to order at 7:02 p.m. II. Roll Call(Sylvia Grady): Present: Richard Grieger,Dave Kaptain, Sean Hargadon, Cynthia Hernandez, Curtis Sartor, Kristina Dziedzic-Wright, Sylvia Grady Absent: Natalie Doolittle(absent), Carl Brahms (excused), Charles Cassell (excused), Patti Tripunitara(excused). III. Citizen's Forum(Cynthia Hernandez): a. George Rawlinson—has applied for a mini-grant for the Elgin Authors Fair to be held on May 4,2008 at Elgin Public House from 1 p.m.—4 p.m. The money will be spend for posters, flyers,mailing material, advertising, signage,name tags, hors d'oeuvres and transportation for the featured author, Art Shay. b. Craig Dresang—submitted an application for the Cultural Arts Commission and attended the meeting. His background is that he recently moved back to Elgin, lived in Oak Park for 20 years. Marketer and fund raiser for Hospice, artist works with oils, involved in arts for the last 20 years. Interested in doing a show at the Art Showcase and was asked by Sylvia if he was interested in serving on the Cultural Arts Commission. IV. Staff Reports • a. Financial (Sylvia Grady): Checks have been issued, Bill Brown and Brad Pogatetz noted on mini-grants. Dick and Cynthia received their reimbursement for the awards event. b. Elgin Art Showcase (Sylvia Grady): Things are going well at the showcase. The Jazz event was a big success, standing room only. John McKevitt is going to do another one the 30th of May,bringing in two groups from Chicago. Dr. Jim Pinto of Columbia College will be bringing in one of their groups to do a choral version of Chicago. June will be held for cleaning and repair of the space. Christmas is the only weekend open at this time. The symphony did an event, Gershwin with members of the Choral Union it was a big success. They will be releasing a CD, May 27, at the Showcase which will be covered by the media. Art shows are booked throughout the remainder of the year. V. Approval of March 10, 2008 Minutes: Sean Hargadon had a correction in New Business on the Theatre Festival entry which should have been The London Fringe not Prince Edward Theatre. Motion: The motion was made to make the correction and accept the minutes as corrected. r VI. Old Business a. Artspace-would like to move forward, they sent the Vice President of Properties to meet and see spaces. Sylvia explained the need of 5000 names of artists by July 3 for the market survey done by Artspace. We have contacted the Illinois Arts Council for list of 7,000 names. Artspace will contact people to fill out the survey. July 24 will be a kickoff date for a meeting that artists in area will be invited to ask questions. Letters have been sent out for names and address of artists to various groups. Curtis asked if the survey was available to the public,but it is not available at this time. Kristina agreed to take flyers to University of Illinois and Curtis to Judson. b. City Art Collection Catalog-The catalog was located at the Hemmens along with art pieces that were still stored in the basement closet, some had water damage Most of the pieces that were acquired are out on display within the city. The ones stored in the basement were from a Cultural exchange between a sister city in Russia through an Art Exchange. The artwork will not be displayed,but the frames from these pieces are in good shape and will be kept for possible use for the 1440 pictures. There is a need for storage space of the artwork other than the Hemmens basement where some were damaged due to water and warping. The question came up as to whether we should purchase art in the future. Cynthia suggested that an inventory be done to update what the City has. There were metal plates on all pieces that were purchased by the Cultural Arts Commission but that is not being done now. The pieces should all have metal plates and catalogued in a database that Kristina volunteered to set up. Sylvia suggested that since she and Jan have access to City Hall they would find the pieces that are displayed within City Hall. Dave Kaptain made a motion suggesting a sub-committee to take care of this. Curtis seconded the motion. Dave Kaptain will be looking for storage space, possibly at the Public Works Bldg. Richard Grieger stated that pedestals are currently being stored in the Chamber basement. They are made out of wood with an acrylic name plate. c. Theatre Festival—letters were sent out by Sean Haragdon about the festival and he received 5 responses that were interested in the project. The responses were very positive; along with the showcase other locations were suggested. Sean suggested this be done around dusk the last three weeks in August. This project is still being developing, and would be nice to get some local artists involved also. Music would be played in strategic places at the festival. It was agreed that this would be a great opportunity to showcase the city and businesses which would also be involved. There would be one group at one venue to make it as easy as possible. All venues will be going simultaneously. d. Fox Valley Hall of Fame—Kathy Matthews asked the Cultural Arts Commission for a $500 mini-grant for sponsorship of Martin Brody,being inducted into the Fox Valley Hall of Fame. The money to be used for the plaque and various other things. Richard Grieger made a motion to support the grant but it was not seconded. Sylvia will contact Kathy and let her know the decision of the Commission not to sponsor the event. e. AAUW Purchase Award Money—the Commission discussed the possibility of giving an award of$1000 rather than purchasing pieces. Budgets were cut so the purchase awards were also for this year. Kristina questioning the reason they wanted additional awards which Sylvia explained they thought it would elevate the event. Sylvia suggested that the Commission wait and could offer award money depending on the budget at the time of the event. The budget could be restructured to include this. Kristina thought it would be better to develop resources and a better use of the money than just to donate or buy art. She suggested an Art in the Park event for kids to do finger painting or other art projects or offer an award during the Theatre Festival. f. Mini-Grants—have to be completed within the year awarded. The Commission would know by August if there are any other grants submitted. Dave Kaptain stated it would be hard to submit in August and complete it by the end of the year, so the Commission would know if there was money left for the AAUW. a. Nick Cardiff—resubmitted his request for a grant. The Commission needed to find out from legal if we could offer a grant because he wants to do a fund raiser. Sylvia checked with legal and it is legal to fund a grant for a fundraiser. Motion: Richard motioned to accept, Curtis seconded the motion and all were in favor. b. Alice DuBois—she has a confirmation from the Gail Borden Library for her display. Motion: Curtis motioned to accept. Kristina seconded the motion and all were in favor. c. George Rawlinson—asked for a mini-grant after his current funder pulled out of the project. Sylvia told him she wasn't sure that he would get the check on time and he was okay with that. Motion: Kristina motioned to accept, Curtis seconded and all were in favor of the project. g. Elgin Sampler—two dates for the event, June 8 and 12. June 8th would be at Westpoint Gardens. June 12 at Del Webb—this is a repeat of one that was done last year we were asked to do it again. Sean Hargadon/Janus Theatre volunteered to help with both. Cherie Murphy is looking for groups and flyers for the events. Sylvia asked if anyone was interested in helping with the event. VI. Adjournment: Meeting adjourned at 8:15 p.m. Motion: Dave Kaptain moved to adjourn. Kristina: second. All approved. Respectfully submitted by: Jan Reedus, Recording Secretary Signe by Sylvia Grady Cultural Arts Staff Liaison „h„,y L 410 (-6 0' 150 Dexter Court Elgin, Illinois 60120 OCultural Arts COMMISSION Agenda Cultural Arts Commission Monday, May 12, 2008 7:00 p.m. City Hall 2nd Floor North Conference Room A. Call to Order (Hernandez) B. Roll Call (Hernandez) C. Citizens Forum (Items not on the Agenda) D. Staff Reports a. Financial Report E. Approval of April 14, 2008 Minutes F. Old Business a. City Art Collection Catalogue b. Walkabout: Elgin Festival G. New Business a. E-mail list for arts and cultural events b. Creating a sculpture park along State Street H. Other 411°"" 150 Dexter Court Elgin,Illinois 60120 OCultural Arts COMMISSION Cultural Arts Commission Meeting Minutes May 12, 2008 7:00 p.m. I. Call to Order(Cynthia Hernandez): The meeting was called to order at 7:05 p.m. ll. Roll Call (Cynthia Hernandez): Present: Richard Grieger, Dave Kaptain Chuck Cassell, Patti Tripunitara, Cynthia Hemandez,Carl Brahms, Natalie Doolittle, Curtis Sartor,Sean Hargadon, Kristina Dziedzic-Wright III. Citizens Forum (Cynthia Hernandez): No visitors IV. Staff Reports a. Financial (Jan Reedus)— No changes just the check number and date for the Illinois Art Council check. V. Approval of April 14, 2008 Minutes: Motion: A motion was made by Richard Grieger to accept the minutes and seconded by Patti Tripunitara. All approved. VI. Old Business a. City Art Collection—Kristina went through the binder, before she starts putting it into an electronic format thought that it would be a good idea to use a collection management software system. Kristina asked about the Public Museum to find out what kind of software they used to keep track of their pieces. Chuck Cassell asked approximately how many pieces she thought we had. She replied approximately 100 from the records. Dave Kaptain gave Kristina contact names for the Public Museum. Kristina feels that a different format other than excel would be more detailed along with photographs,also talked about having picture of pieces on website showed a brochure from Chandter, Az. Dave suggested she also talk to Liz Marston at the Elgin Historical Society. Kristina also suggested that maybe all the outdoor pieces should be cataloged; Richard Grieger volunteered to help find the pieces. A sub-committee would be formed to help find the pieces, There was a question on what was purchased by the Cultural Arts Commission and what was purchased by the City, Kristina will check out the software within the City to see if we can use it. b. Walkabout: Elgin Festival—Five theatres are lined up for the festival. Would like to get a contact from Curtis from Judson for their theatre group to participate. Sean will be meeting with the groups within the next week to discuss process. There are 4 venues, Elgin Public House, Elgin Books, Al's Café and the Showcase. Is trying to get a few more venues, everyone is real excited. Needs help with art show portion will discuss with Natalie, idea when the theatre portion over they would end up where the art was on DuPage Court. This will not be part of FoxFireFest. This will take place between August 16-30 from 1-3 p.m.on Saturdays only theatre time. $5,000 will be used from the Cultural Arts Commission not only for rental space for showcase but for promotion, posters. VII. New Business a. E-mail list for Arts and Cultural Events—Kristina was asking about e-mail sign-up for special events. Was interested in the cultural events to get more information out. Showcase would rather get an email than paper copy. Wanted to get out of paper copy and just get e- mail. Jan explained how the e-mail sign-up works. The Connections was discussed and people don't want paper copy sent to them. Kristina prefers an e-mail rather than a hard copy. Only City sponsored events are set up in Elgin E-News Sign-Up, Patti said that she didn't think that it was the cities responsibility to promote events that are not sponsored by the city. It was stated then that everyone would want their information posted on the website. b. Creating a Sculpture park along State Street- Kristina suggested that large sculptural works would be good there. She thinks that the Commission should consider purchasing sculpture for the area. Also sponsoring a arts and crafts for kids, Patti is working on a proposal for a community arts project to be done at FoxFireFest. The area along State Street is not large enough for a park,only 100 feet wide and the railroad has the right-of-way, there are no plans for the area at this time. There was a discussion about the sculpture on State Street that needs to be maintained it is starting to get rusty. Richard Grieger will contact Dave Powers to take a look at it. VIII. Adjournment: Meeting was adjourned at 7:45 p.m. Motion: Dave Kaptain motioned to adjourn, Richard: second. All approved. 0/6 kJ? (E. 150 Dexter Court Elgin, Illinois 60120 Cultural Arts COMMISSION Agenda Cultural Arts Commission Monday, June 9, 2008 7:00 p.m. 2nd Floor North Conference Room A. Call to Order (Cynthia Hernandez) B. Roll Call (Sylvia Grady) C. New Member Introduction — Craig Drusang D. Citizens Forum (Items not on the Agenda) E. Approval of May 12, minutes F. Staff Reports a. Financial Report b. Art Showcase Report G. Old Business a. Art Walkabout b. Art Collection Software H. New Business a. Community Art Project b. Mimi-Grant — Marian Licko I. Other /� 150 Dexter Court Elgin, Illinois 60120 Cultural Arts COMMISSION Cultural Arts Commission Meeting Minutes June 9, 2008 7:00 p.m. I. Call to Order(Cynthia Hernandez): The meeting was called to order at 7:04 p.m. II. Roll Call(Sylvia Grady): Present: Craig Dresang, Natalie Doolittle, Kristina Dziedzic-Wright, Patti Tripunitara, Cynthia Hernandez, Carl Brahms, Curtis Sartor, Sean Hargadon, Dave Kaptain Absent: Charles Cassell (excused) 111. Welcome: Craig Dresang, new commissioner was introduced. He spoke about his background in the arts. Everyone on the committee introduced themselves and spoke about their background in the arts. IV. Approval of May 12, 2008 Minutes: Motion: A motion was made by Curtis Sartor to accept the minutes. It was seconded by Patti Tripunitara. All approved. V. Staff Reports a. Financial Report i. Mini-grants were paid out for Alice Dubois, George Rawlinson and Nick Cardiff ii. Kristina asked what happens to the money allotted for the mini-grants that is not used. Sylvia explained that it can be re-allocated at any time but not rolled over. b. Art Showcase Report i. Nothing Special Products will be doing their dress rehearsal on July 3, and the production will be on July 4. Proceeds will go to Jane Shover Easter Seals. VI. Old Business a. Art Walkabout i. Press releases went out with a good response to the art exhibit. 10 artists responded along with a dance/art company, which would be well suited for the Art Showcase. All the theatre companies are lined up along with the sites for the Walkabout and may also include Lily Falls as a venue. A musical element on the art side is in the works. Sean has been in touch with musicians for each of the Saturdays for a 2 hour set, with folk, acoustic and a classical quartet. Sean Hargadon submitted a story to the Daily Herald and the Courier News on the Walkabout requested artists for the Alley of Art. Information will be posted on the website, posters and postcards will be distributed for the event. Volunteers are needed as tour guides for the Walkabout, so anyone interested please contact Sean Hargadon. b. Art Collection Software i. Kristina had a conversation with Liz Marsten, head of the museum in regards to the art collection system. Past Perfect is the software they use which allows you to have a photo of each piece and is easily published to the website. Liz will look into their licensing, but the city may need to purchase their own copy. Kristina will meet with Jeff Massey, Manager of MIS to discuss the software needed. Money needs to be budgeted for the software from the Cultural Arts Commission. The approximate price 4 • ■ is$1000. c. Artspace i. The Mayor, Sylvia Grady, Lindsay Stanton and Cherie Murphy will be touring the Minneapolis location on June 19 and 20th. Sylvia talked about the site in Buffalo, NY that she toured. The Market Survey is being drafted and will be online shortly. There will be a meeting on July 24 at the Heritage Ballroom by Artspace to explain the survey to the public. This survey will provide information as to how many units will be built in the project. VII. New Business a. Community Art Project i. Patti and Kristina are working on a project for FoxFireFest 2009. A proposed budget was discussed for the project. Community residents will create a mosaic,with tiles being provided for designing by residents, after firing they will be put together to form a mosaic. A place where the tiles can be fired needs to be found, because of the amount of tiles in the mosaic. Outside locations for the mosaic were discussed, possibly by the Hemmens. Patti suggested the project be funded through sponsors and grants. Kristina said that Target gives community grants so that may be a option for the project. The 1440 Project will be held in October and be called Autumn Sun Harvest Moon. ii. Mini-Grant—Marian Licko Kristina questioned the budget and Patti stated she is not against the grant but is not sure what the money will be used for. It was suggested that Marian come in and explain her budget to the Cultural Arts Commission or send in an addendum. Patti volunteered to contact her for a clarification of her budget. Until there is a clarification the mini-grant will be tabled until the next meeting. VIII. Other a. At the July meeting the committee needs to start thinking about the budget for next year. There will be budget cuts to not-for-profit organizations because the riverboat revenues are down, possibly 15—20%. IX. Adjournment: Meeting was adjourned at 7:50 p.m. Motion: Dave Kaptain motioned to adjourn, Kristina: second. All approved. r "Apipr ved by Staff Liaison, Sylv•: :dy Jan Reedus Recording Secretary rk 150 Dexter Court Elgin, Illinois 60120 (9.4' (Fie OCultural Arts 0MM1?Sl Q$ Agenda Cultural Arts Commission Monday, July 14, 2008 7:00 p.m. 2nd Floor North Conference Room A. Call to Order (Cynthia Hernandez) B. Roll Call (Sylvia Grady) C. Citizens Forum (Items not on the Agenda) D. Staff Reports a. Financial report b. Art Showcase c. Artspace E. Approval of June 9, minutes F. Old Business a. Art Walkabout b. Art Collection Software c. Marian Licko d. 1440 G. New Business a. Budget for 2009 b. Review Grant Application Form and Calendar H. Other r • (..E 1,,,(2 150 Dexter Court Elgin, Illinois 60120 OCultural Arts Cultural Arts Commission Meeting Minutes July 14, 2008 7:00 p.m. I. Call to Order(Cynthia Hernandez): The meeting was called to order at 7:02 p.m. II. Roll Call (Sylvia Grady) Present: Sean Hargadon, Charles Cassell, Dave Kaptain, Cynthia Hernandez, Patti Tripunitara, Craig Dresang, Carl Brahms Excused: Natalie Doolittle, Curtis Sartor and Kristina Dziedzic-Wright III. Citizens Forum—Richard Grieger came to make a recommendation that some money from the mini- grants be put aside for any extra events, i.e. the Fox Valley Grant for Martin Brody award. IV. Staff Reports a. Financial Report Update—has not changed, Sean has started to purchase things for the Walkabout. Charges made but not paid out yet for expenses. b. Art Showcase—Sylvia gave a report on the problem with the fire codes. Management of the building did not submit plans with the City and follow the rules of updates needed. Code found other violations and a list of items had to be submitted and followed, the building �i owners and management have been trying to get the items taken care of. Legal felt that updates were not being made fast enough and temporary occupancy was pulled and events had to be cancelled up to August. As of now the Showcase is temporary closed. The Showcase could reopen in September and occupancy should be extended for more than 6 months at a time. Dave Kaptain felt that was not enough time for groups to rehearse and advertise, he thinks it should be a longer period of time. The City has a lease for three years. Craig felt that these problems can create doubt in people's minds as to how serious Elgin is about their arts programs. In October the Black Box at Elgin Academy will open as of December groups can rent it at$300 minimum per night to rent, $900 for a weekend. If over 100 people in attendance it is$3.00 per ticket. Dates that are available to rent are limited and Elgin OPERA is their resident company, so they get first choice of dates available. They can also censor your work, because of the theater being in a school, space is not appropriate for adult theater. c. Artspace— is going well, need everyone's support. We need to get the word out for people to take the survey. The date and time was announced again. The timeline is expected for 2- 3 years to completion. The site will be decided within the next year. V. Approval of June 99), 2008 Minutes: Motion:A motion was made by Craig Dresang to accept the minutes. It was seconded by Patti Tripunitara VI. Old Business a. Art Walkabout—going really well, extended the call for artists and currently have 25 artists. There are two musical groups that will be playing in the Alley of Art. Rory Miller Band Trio and ESO Trio, 2 hour sets per Saturday. Sean is looking for a jazz group also. All the promo materials are in and ready to be sent out and posted at the venues. 5000 postcards were printed to pass out at various events. There will be a blog which will promote the theaters and groups, press releases will be sent out again along with individual groups with what they are doing. The programs will be from Footlights. Volunteers are needed as tour guides, along with information about venues and Elgin. Four of the theaters have responded, Elgin Theatre Company had some special requests and tried to work out the problems. Several attempts have been made to resolve problems but no response was received by July 10 which was the deadline. Sean asked the commission what the best course of action was since they have not responded. A letter was suggested letting them know that since no commitment was made by them, that because of the deadline possibly next year they could participate. It was suggested by Dave Kaptain that postcards be passed out at FoxFireFest. b. Art Collection Software—no new information, Jeff Massey has not returned Kristine's calls about software. c. Marian Licko-Patti called her to get more details her estimated working budget is$3,000 and requested the$1,000 for printing costs. The book has already been written and is currently being edited. She will distribute to schools and libraries all proceeds will go to donate a percentage to the Parkinson Foundation. She already has orders for 1200 books. With the new information the commission felt more comfortable awarding her the mini-grant. Motion: Sean made the motion to approve. Patti seconded and all agreed. d. 1440—is scheduled for October 14, first full moon of the season titled Autumn Sun, Harvest Moon. Registration will start in September. Photos will be displayed at The Hemmens. VII. New Business a. Budget for 2009— Dave was asked if he thought money would be cut for next year. A better look is going to be taken at all the applications so if any of the groups get money from the City then they are not eligible for grants.Applications for grants will be scrutinized more closely to make sure they are specifically for the arts. The Commission needs to get their budget request in as soon as possible because of drop in revenue from the riverboat. We may want to move some of the money from mini-grants to other items like putting a certain amount aside for possibly prize money, other expenses or new projects. b. Review of Grant Application Forms—some changes of forms will be updated and applications will be due of October 24 of 2008. The other change is Grantees project is scheduled for completion in the month of December, the final report must be submitted on or before January 15 of the following year. This will be less than a 90 day period. VIII. Other a. Art Walk—a suggestion was made about having an art walk with artists that live in the district in conjunction with the historical house walk. b. There was a suggestion that if money wasn't used for mini-grants by the end of the summer or near FoxFireFest it could be used to purchase art pieces for the City from AAUW. Craig, Charles and Sean will choose the art pieces to be purchased. Motion: Charles Cassell motioned to allocate money($2,000)to purchase art pieces for the City. Craig seconded the motion, all agreed. IX. Adjournment: Meeting was adjourned at 8:40 p.m. Motion: Patti Tripunitara motioned to adjourn. Sean Haragon seconded, all agreed. eviVati, 40.0 150 Dexter Court Elgin, Illinois 60120 ------- Cultural Arts COMMISSION Agenda Cultural Arts Commission Monday, August 11, 2008 7:00 p.m. 2nd Floor North Conference Room A. Call to Order (Cynthia Hernandez) B. Roll Call (Sylvia Grady) C. Citizens Forum (Items not on the Agenda) D. Staff Reports a. Financial report b. Art Showcase c. Artspace E. Approval of July 14, minutes F. New Business a. AAUW Purchase Award b. 2008 Budget G. Old Business a. Art Walkabout b. Art Collection Software c. 1440 d. Proposed Budget for 2009 H. Other r • # /' 150 Dexter Court Elgin, Illinois 60120 (Pk MNINIM•IMINIMINMENIOME Cultural Arts COMMISSION Cultural Arts Commission Meeting Minutes August 11, 2008 7:00 p.m. I. Call to Order(Cynthia Hernandez): The meeting was called to order at 7:02 p.m. II. Roll Call (Sylvia Grady) Present: Sean Hargadon, Dave Kaptain, Cynthia Hernandez, Patti Tripunitara, Crain Dresang, Carl Brahms, Natalie Doolittle, Curtis Sartor Excused: Kristina Dziedzic-Wright and Charles Cassell Ill. Citizens Forum —Tom LeTourneau attended the beginning of the meeting to request a grant for a video production of an original play by Elgin resident John Laubhan. Confirmation from Channel 17 for broadcast, but not WOW. The date for the Showcase should be November not October. IV. Staff Reports a. Financial Report Updates—A project number was obtained for Walkabout, 1440, the purchase of artwork from the FoxFireFest and Marian Licko. b. Art Showcase—everything is still on hold, the city's lawyers received the updated plans on the requested changes but the fire marshal felt they were incomplete and were sent back to the owners of the building. c. Artspace—The survey has started and is going well. It will continue until September 18, Sylvia and Jan will continue to contact schools notifying their arts departments about the survey. Curtis Sartor was given some of the postcards to pass out at Judson University to the returning students. Craig asked for an electronic copy of the Artspace information about the survey to send out to artists. Once the survey is complete then Artspace will determine the size of the project. Mark Seigle and the Mayor have sent out letters for support from the private/philanthropic community requesting pledges. V. Approval of July 14, 2008 Minutes: Motion: A motion was made by Curtis Sartor to accept the minutes. It was seconded by Patti Tripunitara and all agreed. VI. Old Business a. Art Walkabout—A meeting was held with the tour guides for the Walkabout on the route and different venues, a few problems with Chicago Street being repaired. There are 32 artists for the three Saturdays all different types of art will be displayed for purchase. The musicians are all set and getting the final details about power. There has been good press for the event; the Daily Herald ran a half page ad and radio interviews are set up. There have been approximately 20 stories done on the project. There are 17 reservations across all three days and calls are continuing to come in. Tee-shirts have come in and will be given away, goodie bags will be provided by DNA and programs from Footlights, along with banners. Budget will be slightly over the$5,000. Volunteers are needed for the Alley of Art on Saturday, August 16 . Jennifer Fitz-Williams was contacted for information on the different venues so tour guides could give some information on the businesses and buildings while directing people to each venue. ors b. Art Collection Software—Jan talked to Jeff Massey$870 if you want images plus $370 for the E software approximately$1300. I don't think the city will allow purchase unless someone from the city was using the software. Jan volunteered to take on the project.A license for each user is necessary. The project was discussed as far as the old information and the artwork being tagged. Craig suggested having a student do some of the work on locating the artwork and tagging it. Curtis said he may be able to get some students to help. Money would have to be reallocated from mini-grants. Motion: A motion was made by Craig Dresang to approve the purchase of the software. It was seconded by Curtis Sartor. Motion: A motion was made by Curtis Sartor to take $1300 from the mini-grant budget for the software. It was seconded by Patti Tripunitara and agreed by all. b. 1440—The project is scheduled for October 14th a flyer has already been set up. The Courier like this project and will run ads for the project. An explanation was given on what 1440 is. The photos are due on October 28th,jury the show October 30th. Anyone from the Commission can come and help decide what should and shouldn't be in the show. The pictures will be hung in the lobby of the Hemmens on November 22 from noon to 4 p.m. The reception will be the 25th of November at 6 p.m. awards will be presented. The exhibit will run through January 5. Photos will be dropped off at City Hall the receptionist's desk and Patti will pick them up. The information will be posted on the website, and Artistic Framing will put acetate will be put around the photos. Patti suggested a permanent display of some of the photos, about 10 or 12 photos from last year and have them framed. The next 1440 would be in winter around February. More PR was suggested. Sean asked if there could be a carry over of funds from 2008 to 2009. Sylvia responded that money cannot be carried over. c. Proposed Budget for 2009—a sheet was passed out with the proposed budget for next year. A description of the projects and amounts were discussed. More money will be set aside for miscellaneous so it could be used for a variety of expenses. The money from the Illinois Arts Council will be absorbed within the budget. Description for the grant request funds will be changed due to number of awards and amounts. Craig Dresang stated that there are other grants available through the Illinois Arts Council. The program is called the Arts and Education Residency Program. Craig suggested we add Gifford Park Art Walk with a budget of about $6,000. It was suggested a separate account for the AAUW purchase so that they could advertise prior to the event. A new event Dance Elgin suggested for next year by Sean Hargadon, idea taken from Dance Chicago. Performers paid to come in and could be held at the Showcase. A variety of different dance troupes VII. New Business a. AAUW Purchase Award—5 pieces were purchased. i. Miguel Arroyo, "El Flamboyan" ii. Isaac Kwame Awuka,"Unity" iii. Ray Foster—"Bone Fish" iv. Dwight Lohman—"Kansas Schoolhouse" v. Nancy Howe —"Night Sky' A list of the art purchased was passed out to the members and invoices that were not received were requested. Sylvia suggested updating the art in the 2nd floor north conference room. Cynthia thought the art was more affordable this year than in previous years. The artists were all very thankful and excited that the city purchased their pieces. Craig suggested that a press release or a certificate be sent to the artist. Dave Kaptain suggested that next year the commission let AAUW know in advance that a certain amount of money would be spent for art work. b. 2008 Budget—The status of the commission's financial budget money was reviewed. Money _ is being allocated for AAUW purchases moved from the mini-grant budget. The money for the purchases needs to be taken out of the mini-grant, along with the money for purchase of rek the software for cataloging the art collection within the City. c. Mini-Grant—Tom Le Tourneau—the committee was asked if they were interested in approving the grant. Patti asked if the money could be used to pay for the rental of the showcase. Sylvia assured her that it could. Motion: A motion was made by Patti Tripunitara. It was seconded by Curtis Sartor to approve. All agreed. VIII. Adjournment—Meeting was adjourned at 8:35 p.m. Motion: A motion was made by Dave Kaptain to adjourn the meeting. It was seconded by Curtis Sartor, all agreed. pp ed by Staff Liaison, Sylvia .d Jan Reedus Recording Secretary r r , 150 Dexter Court Elgin, Illinois 60120 r"` Cu ltural Arts COMMISSION AGENDA Cultural Arts Commission Monday, September 8, 2008 7:00 p.m. 2nd Floor North Conference Room A. Call to Order (Cynthia Hernandez) B. Roll Call (Sylvia Grady) C. Citizens Forum (Items not on the Agenda) D. Staff Reports a. Financial b. Art Showcase c. Artspace E. Approval of August 11th minutes F. Old Business a. Walkabout b. PastPerfect Software c. 1440 d. Proposed Budget 2009 e. Art Purchases f. Other G. New Business a. Illinois Arts Council — 2009 Grant r ( /77(9 150 Dexter Court Elcain, Illinois 60120 Cultural Arts COMMISSION Cultural Arts Commission Meeting Minutes September 8, 2008 7:00 p.m. I. Call to Order (Cynthia Hernandez): The meeting was called to order at 7:05 p.m. H. Roll Call (Sylvia Grady) Present: Natalie Shadel, Charles Cassell, Craig Dresang, Dave Kaptain, Sean Haragadon, Cynthia Hernandez, Patti Tripunitara Excused: Carl Brahms and Curtis Sartor Resigned: Kristina Dziedzic-Wright III. Staff Reports a. Financial Updates—The remainder of invoices for Walkabout are needed to submit and update budget. Several of the invoices for the art pieces have been submitted, waiting for information on the remainder of invoices. Sean thought that he went over the budget by about$300. b. Art Showcase—After three days of meetings, if the fire alarms passed the tests and all in working order and passed the test. The paper work is in process and that the Showcase will reopen. The first play will be The Retreat from Moscow and there will also be an art show. Sylvia will keep on top of all the changes and updates that need to be made as directed. All work needs to be completed in three years in increments. c. Artspace—Survey is almost complete, a meeting has been set up with Artspace on October 7. A conference call has been set up to discuss the top three sites. Mark Seigle has been working on public funding. Banks are being contacted to get together for pledges. IV. Approval of August 11, 2008 Minutes: Motion: A motion was made by Patti Tripunitara. It was seconded by Craig Dresang and all agreed. VI. Old Business a. Walkabout—copies of the Walkabout final report were handed out with three sections to the report including audience totals and summary, comment cards and press. It was a very successful event with good responses and people from other areas attending. For the Alley of Art, The People's Choice Award was given to Tyler Hicks. Suggestions and ideas for next year were discussed. b. PastPerfect Software —Jan met with Liz Marston at the Historical Museum to get an overview of the software and get some tips on how to proceed with the art inventory. The software was ordered and received. A user guide was ordered but sent back because there was one included in the full package. c. 1440 Update— Fliers were passed out to the group, for the high schools, colleges and various places. Posters and postcards were made up, postcards to be sent to last years participants. Locations for distribution of fliers were discussed. Press release will go out Monday, September 15. Cuisine American has been contacted for the reception and certificates will be made up. October 30 the show will be juried. Sean will put the 1440 on his blog. A motion needed to be made in regards to spending $1000 for framing the select set of photos. Motion: A motion was made by Patti to transfer money. It was seconded by Craig Dresang all agreed. Motion: A motion was made to take the money from the mini-grant budget by Patti. It was seconded by Charles Cassell all agreed. d. Proposed Budget 2009—a copy of what was submitted to Sean Stegall. Sylvia felt that there was a possibility that the Cultural Arts Commission would receive more money in the budget next year. e. Art Purchases—The four pieces that were purchased were displayed for everyone to see. f. Other— Alice DuBois show will be at the library. Gail Borden Library is having a meeting in regards to their strategic input from the community,with a town hall meeting on October 1. Sean will attend on Tuesday, October 7 and Chuck Cassell will attend on October 1. VII. New Business a. Illinois Arts Council—2009 Grant—our grant was approved and we should be receiving $3,700 from the Illinois Arts Council. They would like to attend the November meeting to see how we award our funds. VIII. Adjournment— Meeting was adjourned at 8:05 p.m. Motion: A motion was made by Dave Kaptain to adjourn the meeting. It was seconded by Chuck Cassell, all in favor. Air App ved by Staff Liaison, Sylvia Gra Jan Reedus Recording r (6 AP' 150 Dexter Court Elgin, Illinois 60120 Cultural Arts COMMISSION AGENDA Cultural Arts Commission Monday, October 13, 2008 7:00 p.m. 2"d Floor North Conference Room A. Call to Order(Cynthia Hernandez) B. Roll Call (Sylvia Grady) C. Citizens Forum (Items not on the Agenda) D. Staff Reports 1. Financial 2. Artspace 3. Art Showcase E. Approval of September 8th minutes F. Old Business 1. 1440 G. New Business 1. Grant Review Process 2. Spending Additional Funds 3. Name Tags 4. Election of New Chairperson r M2 (6 9 lit 150 Dexter Court Elgin, Illinois 60120 OCultural Arts COMMISSION Cultural Arts Commission Meeting Minutes October 13, 2008 7:00 p.m. Call to Order(Cynthia Hernandez): The meeting was called to order at 7:10 p.m. II. Roll Call (Sylvia Grady) Present: Charles Cassell, Patti Tripunitara, Cynthia Hernandez, Sean Hargadon, Craig Dresang, Curtis Sartor Excused: Natalie Shadel, Carl Brahms and David Kaptain III. Staff Reports a. Financial—an explanation of the movement of money from mini-grants to pay for the frames of the 1440 show from last year along with check numbers for charges that were paid, along with the charge of a flash drive for the Pastperfect Software for backup. b. Artspace—there was another meeting here with Artspace on October 7. There were approximately 200 responses that were interested from the Market Survey. Sites were discussed and bankers were met with. They seemed very positive about the project. Each bank has to do so much investment in the community so this was discussed, along with mortgages. c. Elgin Art Showcase— is up and running with a reception for the artists, Craig Dresang and Susan McConnell. Sylvia commented that there are more artists moving into the Professional Building that may be interested in showing their pieces at the showcase. Talk about all artists in the building having a showing at the Showcase and then tour their spaces. IV. Approval of September 8, 2008 Minutes: Motion: A motion was made by Chuck Cassell. It was seconded by Patti Tripunitara. V. Old Business a. 1440—everything is ready, postcards were sent out to participants from the last two years. Photos are due on October 28, will be juried on October 30 in the 2nd floor conference room in the evening. The photos selected will be hung at the Hemmens on November 22 from 12 p.m. to 4 p.m.; November 25 will be the reception from 6—7 p.m. where the Mayor will present the certificates. VI. New Business a. Grant Review Process— a brief description of the process with a guideline of the different areas of point ranges and a description of each range along with a scoring form for each grant was explained. Finance needs to be contacted to see if any of the requestors received money for other purposes or owe money to the City before being considered for acceptance. November 10 the grants will be reviewed and voted on. b. Spending Additional Funds—For the new 1440 show if 15 photos are picked they can be framed and invoiced for 2008. The approximate cost would be $1,200. A discussion of possibly hanging the new photos in the City Hall lobby was reviewed and some of the nature photos to be hung at the Hawthorne Hill Center. Approximately $3,050 remains in the budget. Some suggestions were a poetry reading, festival on New Year's Eve, something in conjunction with the Winter Festival like carolers or something involving the ice rink. Free tickets for the shows were suggested. Sylvia read the dates at the Showcase that were available for the event. Motion: A motion was made to purchase the frames for$1,200 for 15 photos by Craig Dresang. It was seconded by Pattie Tripunitara and all agreed. c. Name Tags—a picture of what the name tags will look like was showed to the commission with a price of only$5.64 per tag. Motion: A motion was made to purchase tags by Pattie Tripunitara. It was seconded by Curtis Sartor and all agreed. d. Election of New Chairperson —Cynthia's chair is up in November and a new chairperson needs to be nominated. Charles Cassell and Sean Hargadon were nominated. Sean Haragdon accepted the nomination. Motion: A motion was made to elect Sean Hargadon, as the next Chairperson by Curtis Sartor. It was seconded by Charles Cassell and all agreed. ViI. Adjournment—the meeting was adjourned at 8:15 p.m. Motion: A motion was made by Curtis Sartor to adjourn the meeting. It was seconded by Charles Cassell, and all agreed. 44 el //A/A) g Sub led by Staff Liaison, Sylvia Grady / Jan Reedus, Recording Secretary r 150 Dexter Court Elgin, Illinois 60120 OCultural Arts C0 I MISSION AGENDA Cultural Arts Commission Monday, November 10, 2008 7:00 p.m. 2nd Floor North Conference Room A. Call to Order (Cynthia Hernandez) B. Roll Call (Sylvia Grady) Introduction of New Member C. Citizens Forum (Items not on the Agenda) D. Staff Reports 1. Financial 2. Art Showcase/ E. Approval of October 13 minutes F. Old Business 1. 1440 G. New Business 1. Grant Application Reviews a. Art for All b. Ballet Folklorico Huehuecoyotl c. Elgin Chapter of the Barbershop Harmony Society d. Elgin Children's Chorus e. Elgin Choral Union f. Elgin Youth Symphony Orchestra g. Fox Valley Theatre Company h. Heartland Voices 1. independent Players j. The Janus Theatre 2. DNA Judges needed for Window Wonderland 3. Purchase of panoramic view of Festival Park i OCultural Arts COMMISSION Cultural Arts Commission Meeting Minutes November 10, 2008 7:00 p.m. Call to Order(Sean Hargadon): The meeting was called to order at 7:05 p.m. Roll Call (Sylvia Grady) Introduction of Illinois Arts Council Rep. Jennifer Armstrong Introduction of New Member, Richard Pahl Present: Charles Cassell, Cynthia Hernandez, Sean Hargadon, Craig Dresang, Curtis Sartor, Natalie Shadel, Carl Brahms, Richard Pahl, David Kaptain Excused: Patti Tripunitara Ill. Staff Reports a. Financial — Badges and Gift Certificate Taken from Miscellaneous. Badges were distributed .Gift Certificate was presented to Cynthia Hernandez. b. Artspace—Representatives from Artspace will be in town on December 8, 2008. Meetings with potential funders as well as architects will take place. c. Elgin Art Showcase— Nothing new to report. IV. Approval of October 13, 2008 Minutes: Motion: A motion was made by Chuck Cassell. It was seconded by Natalie Shadel. V. Old Business a. 1440—The photos have been chosen and taken to Artistic Framing. Cuisine America will provide the food for the reception. The Mayor will present the certificates at 7:15. Jan Reedus prepared the certificate and put them in frames. Hanging of the Show is November 22, 2008, 12-4. Chuck Cassell said he would be there to help. r Cultural Arts Commission Meeting Minutes November 10, 2008 Page 2 VI. New Business a. Grant Review- The grants were reviewed and voted on. Sean Hargadon was given the scoring papers. He will get Patti and Cynthia together to put the scores on the spread sheet. Grants Reviewed: 1 - Art For All 2 - Ballet Folklorico Huehuecoyotl 3 - Elgin Chapter of the Barbershop Harmony Society 4 - Elgin Children's Chorus 5 - Elgin Choral Union 6 - Elgin Youth Symphony Orchestra 7- Fox Valley Theatre Company 8 - Heartland Voices 9 - Independent Players 10 - The Janus Theatre b. DNA Judges for Window Wonderland were requested by the Downtown Neighborhood Association. Curtis Sartor and Natalie Shadel said that they would help. Their names will be sent to DNA and DNA will contact r them. c. Purchase of Panoramic Photographs of Festival Park and The Riverboat that are on display at the Elgin Art Showcase was discussed. There is money in the Mini Grant fund. The $1400 could come from that fund Motion: A motion was made to purchase both panoramic pieces for a total of$1,400 for the two photos by Curtis Sartor. It was seconded by Chuck Cassell and all agreed. Sylvia will notify the artist and make the purchase. d. Some discussion was held on spending additional funds left in the CAC account. Carl will contact Jan Reedus to see if there is anything we might need for our archiving system. VII. Adjournment—the meeting was adjourned at 8:07 p.m. Motion: A motion was made by Curtis Sartor to adjourn the meeting. It was seconded by Craig Dresang, and all agreed. a Oy Su fitted by S aff Liaison 'a Gra (6 # 150 Dexter Court Elgin,Illinois 60120 eank OCultural .Arts COM MIStiION Agenda Cultural Arts Commission Monday, December 8, 2008 7:00 p.m. City Hall 2nd Floor North Conference Room A. Call to Order (Hargadon) B. Roll Call (Grady) C. Citizens Forum (Items not on the Agenda) D. Staff Reports 1. Financial Report 2. Artspace 3. Art Showcase E. Approval of November 10, 2008 Minutes F. Old Business 1. 1440 2. 2009 Grant Application Review results 3. Panoramic Photograph purchases G. Other H. New Business 1. Grant Forms for 2009/Revisions I. Other r (6- , 150 Dexter Court Elgin,Illinois 60120 40, r• Cultural Arts (:O SIM/S,ION Agenda Cultural Arts Commission Monday, December 8, 2008 7:00 p.m. City Hall 2nd Floor North Conference Room A. Call to Order (Hargadon) B. Roll Call (Grady) C. Citizens Forum (Items not on the Agenda) D. Staff Reports 1. Financial Report 2. Artspace 3. Art Showcase E. Approval of November 10, 2008 Minutes F. Old Business 1. 1440 2. 2009 Grant Application Review results 3. Panoramic Photograph purchases G. Other H. New Business 1. Grant Forms for 2009/Revisions I. Other r eUt150 Dexter Court Elgin, Illinois 60120 OCultural Arts COMMISSION Cultural Arts Commission Meeting Minutes December 8, 2008 7:00 p.m. Call to Order(Sean Hargadon): The meeting was called to order at 7:02 p.m. Roll Call (Sylvia Grady) Present: Sean Hargadon, Craig Dresang, Curtis Sartor Natalie Shadel, Carl Brahms, Richard Pahl, David Kaptain, Patti Tripunitara Excused: Chuck Cassell III. Staff Reports a. Financial —Cash left unspent for 2008 was $2,410.96. This would go back into the general fund. As of now, the CAC budget has been cut 40% for 2009 for a total of$50,000.00. There is a possibility of additional funding for the specific Walkabout and 1440 projects. eft b. Artspace—A representative from Artspace was in town on December 8, 2008. Meetings with potential funders as well as BCA architects went well. The project continues to move forward c. Elgin Art Showcase—A holiday show will round out the 2008 season. IV. Approval of November 10, 2008 Minutes: Motion: A motion was made by Curtis Sartor. It was seconded by Craig Dresang. V. Old Business a. 1440—The reception went well. The show looks wonderful. It is open until January 4. Take town will be January 5 at 10:00. Curtis, Craig and Dave volunteered to help Sylvia with take down. b. Grants - Grants for 2009 were discussed because of the 2009 Budget cuts. Grant amount awarded would have to be reduced in order to cover all the requests. Percentage reductions were considered. A motion was made by Pattie Tripunitara to fund the2009 Grants at 80% of Adjusted Awarded Amounts. Craig Dresang seconded the motion. The motion passed. Cultural Arts Commission Minutes December 8, 2008 Page 2 c. Panoramic photos were purchased and hung in the City Manager's Office.They were too large to hang in the conference room. d. Curtis and Natalie helped judge the DNA Window Wonderland contest. It was cold but a fun event. VI. New Business a. Grant Form for 2009/Revisions-A discussion took place on how to change the language to clarify the way in which a grant request total amount is determined by each grantee. The language will be changed on the 2010 form. Additional discussion took place on setting a limit on groups with greater assets. As the budget gets smaller, the CAC will take a closer look on how the 2010 grants will be awarded. VII. Adjournment—the meeting was adjourned at 8:17 p.m. Motion: A motion was made by Pattie Tripunitara to adjourn the meeting. It was seconded by Curtis Sartor, and all agreed. • / • I / /3 09 Sub 'ted by Staff Liaison, Sylvia Gr..d