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HomeMy WebLinkAbout2009 Cultural Arts Commission Minutes (6. frJ 150 Dexter Court Elgin, Illinois 60120 Cultural Arts COMMISSION Agenda Cultural Arts Commission Monday, January 12 7:00 p.m. City Hall 2"d Floor North Conference Room A. Call to Order (Sean Hargadon) B. Roll Call (Sylvia Grady) C. Citizens Forum D. Staff Reports 1. Financial 2. Artspace 3. Art Showcase r E. Approval of Minutes F. Old Business 1. Grant 2009 Revisions 2. 2009 Budget revisions 3. Other G. New Business 1. 2009 — 1440 Winter Shoot 2. 2009 —Walkabout 3. Other H. Adjournment ■• -4- IP OF /It 150 Dexter Court Elgin, Illinois 60120 Cultural Arts COMM/SS1ON Cultural Arts Commission Meeting Minutes January 12, 2009 7:00 p.m. Call to Order(Sean Hargadon): The meeting was called to order at 7:03 p.m. II. Roll Call (Sylvia Grady) Present: Sean Hargadon, Curtis Sartor, Carl Brahms, Richard Pahl, David Kaptain, Pattie Tripunitara Excused: Chuck Cassell, Natalie Shadel, Craig Dresang III. Staff Reports a. Financial—The 2009 budget for the CAC is $64,500.00. This was raised to include $6000 for Walkabout$3500 for 1440. b. Artspace—A conference call was held with BCA on the two potential sites. Artspace has decided to concentrate on one particular site. Suggestions were made to refine plans for that location. Artspace continues to prepare to apply for federal and state funding this spring. c. Elgin Art Showcase — Necessary paperwork has been submitted for the continuation of the Occupancy permit for 2009. The first show of the year opens in February. IV. Approval of December 8, 2008 Minutes: Motion: A motion was made by Pattie Tripunitara. It was seconded by Richard Pahl. All agreed. V. Old Business a. Grants - Progress on paperwork for the 2009 Grants was discussed. Modifications on the Purchase of Service Agreements are being made by Legal and Finance. The approval of the 2009 Grant requests will be on the January 28, City Council Meeting agenda. Once the requests are approved the PSA's will be sent out to the groups. VI. New Business a. 2009 - 1440 -Winter Shoot. The title will be "Winter's End" The shoot will take place on Saturday, March 14. The deadline for turn in will be Friday, March 27, at 5:00. Judging will take place at 5:30 on that day at City Hall. The show will be hung at Hemmens on April 1 and run through April 29, 2009. Members will be contacted for help in distributing flyers, hanging and take down of show. Flyers will be mailed to members for them to help distribute. Sean will help with PDF for the newspaper ad. T Cultural Arts Commission Minutes January 12, 2009 Page 2 Sylvia will take care of mailing labels and checking on getting the info on the City's website and rik in any City publications. b. 2009 -Walkabout- It was decided to run the Walkabout for 4 Saturdays starting August 1 with FoxFireFest. The next 3 Saturday dates are August 8, 15 and 22. A discussion followed about the need for extra help at the event and ways to get it. Additional theater groups and venues will be sought. Groups from ECC and NIU might be sought. c. Art Purchase Award -A discussion was held as to whether or not the CAC would like to set aside money for a purchase award for FoxFireFest. Motion: A motion to set aside $2000 for purchase awards during FoxFireFest was made by Curtis Sartor It was seconded by Pattie Tripunitara. All agreed. d. 2009 One State Conference -A discussion was held on whether or not the CAC should/would present on their regranting process. Dave and Pattie said they would consider going. (June1 -2) Sylvia was going to contact Jennifer Armstrong for details and deadlines. e. Feb. Meeting -A discussion was held on not having a February meeting. Motion: A motion to cancel the February meeting was made by Curtis Sartor. It was seconded by Richard Pahl. All agreed. rik The next meeting will be March 9, 2009. VII. Adjournment—The meeting was adjourned at 7:57 p.m. Motion: A motion was made by Pattie Tripunitara to adjourn the meeting. It was seconded by Richard Pahl. All agreed. ,3 1a o 7 Sub fitted by Staff Liaison, Sylvia dy Elgin Cultural Arts Commission NOTICE OF CANCELATION OF MEETING NOTICE IS HEREBY GIVEN that the February 9, 2009, regularly scheduled meeting of the Elgin Cultural Arts Commission is canceled. The next regularly scheduled meeting will be March 9, 2009 at 7:00. Dated: January 13, 2009 CITY OF ELGIN By Sylvia Grady Staff Liaison Elgin Cultural Arts Commission rbk 411. 150 Dexter Court Elgin, Illinois 60120 Cultural Arts COMMISSION Agenda Cultural Arts Commission Monday, March 9, 2009 7:00 p.m. City Hall 2nd Floor Conference Room, North Wing 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 January, 2009 Minutes F. Old Business 1. 1440 2. 2009 Grants 3. Walkabout G. New Business H. Other Business r r Cultural Arts Commission Meeting Minutes March 9,2009 7:00 p.m. Call to Order(Sean Hargadon) The meeting was called to order at 7:03 p.m. II. Roll Call(Sylvia Grady) Present: Sean Hargadon, Curtis Sartor, Richard Pahl, David Kaptain, Pattie Tripunitara, Chuck Cassell,Natalie Shadel, Craig Dresang Excused: Carl Brahms III. Citizens Forum-Nick Cardiff, Mike Laird and Brian Rhode from Nothing Special Productions Nick Cardiff acted as spokesperson to present a Mini Grant proposal to the Commission. The voting of the proposal was postponed until the new business of the meeting. IV. Staff Report a. Financial-The 2009 budget for the CAC is $64,500.00. After allocated funds the remaining balance is $12,282.00. b. Artspace-Artspace is currently negotiating with the owners of a site in downtown Elgin. They hope to have site control by the end of March. Artspace continues to prepare to apply for federal and state funding in April. c. Elgin Art Showcase-The first show of the year opened in February. The fire alarm upgrades are not complete but the plans have been submitted. This is the last of a three year contract at 164 Division. V. Approval of January 12, 2009 Minutes: Motion: A motion was made by Curtis Sartor. It was seconded by Pattie Tripunitara. All agreed. VI. Old Business a. 1440-Shoot date is March 14 Turn in is March 27, by 5:00. Judging will be at City Hall at 5:00 p.m. The show will be hung at Hemmens at 10:30 a.m. on April 1St Due to budget cuts there will be no reception but the certificates of participation will be mailed out with a letter of thanks and explanation. Perhaps a booklet of selected 1440 photographs can be produced. b. Grants-Progress on paperwork for the 2009 Grants was discussed. Paperwork was submitted for the processing of the Grant checks. They should be cut by the end of March. Cultural Arts Commission Meeting Minutes March 9, 2009 rPage 2 c. Walkabout-Sean has begun talking with theater groups and downtown business owners for venues. An application form is being created with a May deadline. There needs to be more work on getting more and better quality artists. There is a great need for more volunteers. Should be less construction issues this year. VII. New Business a. Nothing Special Mini Grant Application-A discussion followed on the merits of the Grant and group. Motion: A motion was made by Pattie Tripunitara to approve the funding of the Nothing Special Productions Mini Grant. It was seconded by Richard Pahl. All agreed. b. Elgin Film Festival-A coalition that consists of representatives from the Hemmens, the City of Elgin, Downtown Neighborhood Association and the Elgin Area Convention and Visitors Bureau met to discuss the possibility of having the CAC help sponsor this event and work on the committee to bring this project to fulfillment. The Commission was asked to fund prize money for the event. A discussion followed. Natalie Shadel volunteered to work with this committee. If prize money was offered no Mini grants would be given to artists to make films. Curtis Sartor will look into having Judson students involved in the project. Motion: A motion was made by Craig Dresang to set aside $1,000 in prize money if the project comes about, if the criteria for judging the films are fair and impartial and if more information is available. It was seconded by Curtis Sartor. All agreed. c. FoxFireFest-Dave Kaptain reported that the Elgin Community Network will sponsor table tops for area not-for-profit groups to promote their activities at FoxFireFest. There will be no cost for this table but the groups will have to provide volunteers to work doing something at the fest. This area will be near an entrance so that everyone will need to walk by the not-for-profits. VIII. Adjournment-The meeting was adjourned at 7:59 p.m. Motion: A motion was made by Curtis Sartor to adjourn the meeting. It was seconded by Pattie Tripunitara. All agreed. The next meeting will be on Monday,April 13,2009. r -c/c/oy Sub i .ed by Staff Liaison, Sylvi,1Grady (6- 150 Dexter Court Elgin, Illinois 60120 •• Cultural Arts COMMISSION Agenda Cultural Arts Commission Monday, April 13, 2009 7:00 p.m. City Hall 2nd Floor Conference Room, North Wing 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 March, 2009 Minutes F. Old Business 1. 1440 2. Film Festival 3. Walkabout G. Other H. New Business 1. Mini Grant Application r • Cultural Arts COMMISSION Cultural Arts Commission Meeting Minutes April 13, 2009 7:00 p.m. Call to Order(Sean Hargadon): The meeting was called to order at 7:01 p.m. II. Roll Call (Sylvia Grady) Present: Sean Hargadon, Richard Pahl, David Kaptain, Pattie Tripunitara, Chuck Cassell, Craig Dresang, Carl Brahms Excused: Curtis Sartor, Natalie Shadel III. Citizens Forum IV. Staff Reports a. Financial —The 2009 budget for the CAC is $64,500.00. After funds for the Nothing Special Productions Mini Grant and Elgin Film Festival project were subtracted the remaining balance is $10,282.00. b. Artspace—Artspace is currently negotiating with the owners of a site in downtown Elgin. Site control may be complete by the end of May. Artspace applied for federal and state funding. c. Elgin Art Showcase -All continues as planned. Nothing new to report. V. Approval of March 9, 2009 Minutes: Motion: A motion was made by Richard Pahl. It was seconded by Pattie Tripunitara. All agreed. VI. Old Business a. 1440-The Show is up at the Hemmens. Pattie, and Sylvia hung the show with the help of Jan Reedus. Due to budget cuts there was no reception but the certificates of participation were mailed out with a letter of thanks and explanation. b. Film Festival -Sylvia requested that the Commission clarify the stipulations on the CAC funding for the festival. There was a question as to whether or not the CAC wanted to be involved in the judging process. A discussion followed. Motion: Craig Dresang made a motion that Commission clearly set aside the $1000 for prize money and leave it up to the Film Festival committee as to how the judging on the films would take place. Pattie Tripunitara seconded the motion. All Agreed. c. Walkabout-Sean has sent out invitations to participate in Walkabout to theater groups. He has received yes responses from 5. There is a May 1st deadline, with and application form. Sean is looking for seven groups if possible. Public House will be the starting spot. Al's will again be the ending spot. Sean is working on the venues for the theater groups. He is considering an outdoor venue for one group. He has begun looking into the musical groups for the event including a group from the Youth Symphony. Cultural Arts Commission Minutes April 13, 2009 Page 2 A discussion followed as to where the music would be playing during the event. Cathleen Ann from Vex Theatre has volunteered to help with design work. Sean is still looking for Artists for the event with the help of Sandy Kaptain. VII. New Business a. Barbara Broeske Mini Grant Application - Digital Images based on photographs of Elgin. There will be a show at Gail Borden. Sylvia said that she would like to have Barbara do a show at the Showcase also. A discussion was held on whether or not a show has been booked at the library. Sylvia will make sure the show is booked. Motion: A motion was made by Pattie Tripunitara to approve the funding of the Barbara Broeske Mini Grant. It was seconded by Craig Dresang. All agreed. b. Diane Keys Mini Grant Application - Mail Art Collaboration project. Examples of mail art were passed out to view. A discussion followed as to what mail art is and how it would work.What would also happen to the book and who would get to see it. More information was needed before the Committee would vote. Sylvia will contact the artist to have her answer the questions as to where the display will be held and how all of the work will be displayed. No vote was taken. The Mini Grant will be voted on at the next meeting if all the questions are answered. c. Sylvia informed the Commission that Jan Reedus had submitted an application to become a member of the CAC. d. Sylvia informed the CAC that a woman from South Elgin had approached the City to revive Shakespeare In The Park. A meeting was to be held on April 14th. A discussion followed as to whether or not an outside of the City group should/would get the support over local theater groups. It was suggested that information about Walkabout given to this woman and that this group get involved with the local theater groups here first. Sean will send an application for Sylvia to pass it on. More information will follow. The next meeting will be May 11, 2009. VIII. Adjournment—The meeting was adjourned at 7:53 p.m. Motion: A motion was made by Pattie Tripunitara to adjourn the meeting. It was seconded by Richard Pahl. All agreed. AIL J7/2./ Submi. .d by Staff Liaison, Sylvia G .: 150 Dexter Court Elgin, Illinois 60120 Cultural Arts COMMISSION Agenda Cultural Arts Commission Monday, May 11, 2009 7:00 p.m. City Hall 2nd Floor Conference Room, North Wing 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 April, 2009 Minutes F. Old Business 1. 1440 2. Film Festival 3. Walkabout 4. Diane Keys Mini Grant 5. Barbara Broeske Mini Grant update G. Other H. New Business 1. Illinois Arts council 2010 Grant Application 2. Theater in the Parks 2010? I. Other r (-6 uz; 150 Dexter Court Elgin, Illinois 60120 OCultural Arts CCIMMISSION Cultural Arts Commission Meeting Minutes May 11, 2009 7:00 p.m. Call to Order(Sean Hargadon)The meeting was called to order at 7:01 p.m. II. Roll Call (Sylvia Grady) Present: Sean Hargadon, Richard Pahl, Pattie Tripunitara, Craig Dresang, Carl Brahms Curtis Sartor, Natalie Shadel Excused: Charles Cassell, David Kaptain Ill. Citizens Forum IV. Staff Reports a. Financial —The 2009 budget for the CAC is $64,500.00.After funds for the Barbara Broeske Mini Grant and Elgin Film Festival project were subtracted the remaining balance is$9,282.00. b. Artspace—Site Control is pending. c. Elgin Art Showcase-All continues as planned. Nothing new to report. Still working on upgrade of code issues. V. Approval of April 13, 2009 Minutes Motion: A motion was made by Pattie Tripunitara. It was seconded by Curtis Sartor. All agreed. VI. Old Business a. 1440 -The show is down at the Hemmens. Eighteen photographs were chosen to be frame and are at Artistic framing. There has been some consideration of using some of the photos from all four shows and creating a soft cover book that would be for sale to local residents b. Film Festival- Film Maker, Leo Hall has agreed to come to Elgin to be on the judging panel. His film "Angel Unaware" may be shown at Hemmens at sometime during the time of the film festival. Perhaps it will be linked to a local charity as a fund raising event.A press release has gone out about the film fest and information has been posted on the Hemmens website. c. Walkabout-Sean has seven theater groups signed up for Walkabout. Sean continues to work on performance sites. He is considering an outdoor venue for one group as well as using the Art Showcase. Musical groups and artists for the event are being contacted. d. Barbara Broeske Mini Grant of$1000-Barbara will have her show at the Showcase in Oct/Nov. and then at the library. e. Diane Keys Mini Grant- Diane has arranged to have her book of Mail Art on display at the Gail Borden Library. All questions were answered that the Commission requested. Motion: A motion was made by Curtis Sartor to approve the funding of the Diane Keys Mini Grant for the amount of$1000. It was seconded by Natalie Shadel. • All agreed. Cultural Arts Commission Meeting Minutes May 11, 2009 Page 2 VII. New Business a. IAC Grant-Sylvia informed the Commission that the Illinois Arts 2010 Grant application has been submitted. A request for $28,000 has been made. Sean Stegall has said that if extra money is received, the Commission will be able to use this money to work on a Shakespeare in the Park project. Parks and Rec, Marketing, and The Elgin Symphony, through Dale Lonis have expressed interest in the project. Richard Pahl, Sean Hargadon and Sylvia Grady have had some informal talks about the summer production. b. IAC Final Report-Sylvia reported that she is in the process of collecting material for the final report for 2009 due in June. c. Marian Licko Mini Grant Application-This was submitted right before the start of the meeting. Curtis Sartor read the application to the Commission. The application was incomplete. Marian received a Mini Grant in 2008. This grant seemed to be a continuation of that project. A discussion followed. Motion: A motion was made by Curtis Sartor not to approve the funding of the Marian Licko Mini Grant. It was seconded by Pattie Tripunitara. All agreed. d. Pattie Triupunitara informed the Commission that June will be her last meeting. She is leaving for Canada to work on her doctoral degree at Concordia University in Montreal. The next meeting will be June 8, 2009. VIII. Adjournment—The meeting was adjourned at 7:35 p.m. Motion: A motion was made by Pattie Tripunitara to adjourn the meeting. It was seconded by Curtis Sartor. All agreed. goy ubm 'ed by Staff Liaison, Sylvia Grady • (6 150 Dexter Court Elgin, Illinois 60120 Cultural Arts COMMISSION Cultural Arts Commission Meeting Minutes Monday, June 8, 2009 7:00 p.m. Prior to the meeting, Pattie Tripunitara handed in her official letter of resignation from the commission. This will be her last meeting. She will be moving to Canada to work on a Degree in Community Art. Call to Order(Sean Hargadon): The meeting was called to order at 7:01 p.m. II. Roll Call (Sylvia Grady) Present: Sean Hargadon, Richard Pahl, Pattie Tripunitara, Craig Dresang, Carl Brahms Curtis Sartor, Natalie Shadel, Charles Cassell, David Kaptain III. Citizens Forum Cynthia Hernandez Cynthia presented changes to the Ballet Folklorico grant agreement. The Date was changed to September 26, 2009 from the original November date and a change from two performances to one. Daniel Escamilla Daniel presented a request for a Mini Grant for the production of a mural for the Boys and girls Club of Elgin. IV. Staff Reports a. Financial—The unincumbered funds from 2009 budget for the CAC is $8,182.00, after funds for the Diane Keys Mini Grant. b. Artspace—Sylvia announced that the site will be the ECC Sears Campus Building. This all depends on the State and Federal funding coming through. Artspace should be notified by the end of June. c. Elgin Art Showcase-The owners are working with the City on getting TIF funds to help with the upgrading of the Fire Alarm System and second exit. The City is also looking at helping with a new heating system for 164 Division from Energy Stimulus Package money. The 2010 request for calendar dates information will go out this week. V. Approval of May 11, 2009 Minutes Motion: A motion was made by Curtis Sartor. It was seconded by Pattie Tripunitara. Eight agreed, Chuck Cassell abstained. The motion passed VI. Old Business a. 1440-The 2009 exhibit is done. A discussion followed.The Commission will decide how to proceed as it prepares the 2010 budget. Sylvia is planning to do a show with the best of all four of the 1440 shows at the Elgin Art Showcase in 2010. b. Film Festival - Natalie reported on the web work for the Film Festival (FaceBook, Fan Page, etc.) Sylvia reported that Dean Richards from WGN will be involved with the Elgin project. Post parties will be held in the downtown area. Posters and fliers were passed out and the Commissioners were /�' asked to take and distribute. Cultural Arts Commission Minutes June 8, 2009 Page 2 c. Walkabout-The theatrical part is in good shape. Musical groups and artists for the event are being contacted. There are very few artists on board as of yet. If there are not enough artists, it might have to be canceled. Sylvia will send out a request for artists to the Artspace list, and contact Jeff Meyers to do a spot on Channel 17. Sean ordered postcards that will be sent out as marketing as well as distributed to the theater groups involved. Sean is also trying to get some other advertising for Walkabout on a 560 Chicago Radio Show. Cost would be about$400, for 4 weeks. VII. New Business a. IAC 2009 Final Report-Sylvia informed the Commission that the 2009 IAC Final Report has been submitted. Information has been sent out from IAC that their funding will be cut by at least 50%. b. FoxFireFest needs volunteers. Please let Sylvia know and she will pass on your information. c. It was reported that Jan Reedus will be appointed to the Commission and her first meeting will be in July. d. Budget for 2010 should be worked on at the next meeting. e. Daniel Escamilla Mini Grant request. A discussion was held on the merits of the request. The Commissioners felt that the project was worthy of funding in the amount of$700. Motion: A motion was made by Craig Dresang to approve the funding of the Daniel Escamilla Mini Grant for the amount of$700. It was seconded by Natalie Shadel. All agreed. f. Dave Kaptain shared a photo of one of the Rain Barrels to be auctioned off at FoxFireFest and explained the process and display to the Commission. The next meeting will be July 13, 2009. VIII. Adjournment—The meeting was adjourned at 8:28 p.m. Motion: A motion was made by Richard Pahl to adjourn the meeting. It was seconded by Curtis Sartor. All agreed. b•t( /(it A-24- ,i 7 /y 6 Sub ed by Staff Liaison, Sylvia ad, r (6- 150 Dexter Court Elgin, Illinois 60120 Cultural Arts COMMISSION Agenda Cultural Arts Commission Monday, August 10, 2009 7:00 p.m. City Hall 2nd Floor Conference Room, North Wing A. Call to Order(Hargadon) B. Roll Call (Grady) Introduction of New Member C. Citizens Forum (Items not on the Agenda) D. Staff Reports 1. Financial Report 2. Artspace 3. Art Showcase E. Approval of July 13, 2009 Minutes F. Old Business 1. Walkabout 2. Film Festival 3. Fine Arts Salon 4. Budget 2010 5. Frame and Sculpture Stand 6. Art Purchases from Fox FireFest G. Other H. New Business 1. Other r • 150 Dexter Court Elgin, Illinois 60120 (E Cultural Arts COMMISSION Agenda Cultural Arts Commission Monday, July 13, 2009 7:00 p.m. City Hall 2nd Floor Conference Room, North Wing A. Call to Order(Hargadon) B. Roll Call (Grady) Introduction of New Member C. Citizens Forum (Items not on the Agenda) D. Staff Reports 1. Financial Report 2. Artspace 3. Art Showcase E. Approval of June 8, 2009 Minutes F. Old Business 1. Walkabout 2. Film Festival G. Other H. New Business 1. Budget 2010 2. New Projects for 2009 Funds a. Fine Arts Salon and Reception b. Page to Stage/Stage to Page I. Other fr(2 150 Dexter Court Elgin, Illinois 60120 OCultural Arts COMMISSION Cultural Arts Commission Meeting Minutes July 13, 2009 7:00 p.m. Call to Order(Sean Hargadon): The meeting was called to order at 7:02 p.m. II. Roll Call (Sylvia Grady): Present: Sean Hargadon, Richard Pahl, Craig Dresang, Curtis Sartor, Natalie Shadel, Charles Cassell, David Kaptain, Jan Reedus Excused: Carl Brahms Jan Reedus was introduced as a new Cultural Arts Commission member. III. Citizens Forum IV. Staff Reports A. Financial-$1,000 has been transferred from the CAC account and placed in the Film Fest account. B. Artspace-Sylvia announced that the State and Federal funding did not come through. Artspace was asked to reapply in January. C. Elgin Art Showcase-The 2010 request for calendar dates information is due this week. A clean up of Tech room needs to be done. TIF money is being worked on for needed repairs and upgrades in the building. V. Approval of June 8, 2009 Minutes: Motion: A motion was made by Curtis Sartor. It was seconded by Richard Pahl. All agreed. The motion passed. VI. Old Business A. Walkabout-26 artists have responded. All 7 theater groups have been contacted. A Walkabout Face Book page was set up by one of the theater groups. Some interest has been shown for press coverage of the event. Musical groups have been assigned to the appropriate weekends and other groups are being contacted to perform at theater venues or along the walking route. Volunteers are needed to work the Walkabout. Posters and postcards were passed out. Some concern was voiced about the sidewalk construction. Sylvia volunteered to look at artwork for the $1,000 purchases. B. Film Festival-$1,000 has been transferred from the CAC account to the Film Festival account. Some films have already been submitted. elk Richard Pahl inquired about the need for volunteers for the event. Cultural Arts Commission Minutes July 13, 2009 Page 2 VII. New Business A. 2010 CAC Budget-A discussion was held on the need for funding projects and grants for 2010. Because of the uncertainty of what amount the CAC will be given, a tentative budget will be set up. I will be structured after the 2009 budget amounts with the addition of a few new line items: 1. Artist Salon 2. Page to Stage 3. Fox Valley Hall of Fame 4. Painted Lady/Victorian Houses Community Art Project In conjunction with the House Walk. Sylvia will type up a tentative 2010 Budget for review at the August meeting. B. New Projects for the use of remaining funds in a CAC account. 1. Fine Arts Salon-Sylvia reported that the Showcase was available for the first weekend in December. After the last meeting Richard, Craig, Sean and Sylvia talked about the possibility of an invitation only, artist exhibition and opening in the space in conjunctions with the Window Wonderland and City tree lighting weekend. A discussion followed. The Commission felt this would be a good idea. Motion: A motion was made by Curtis Sartor to approve the funding for an Artist Salon at the Elgin Art Showcase in December for the amount of$3,000. It was seconded by Natalie Shadel. All agreed. 2. Page to Stage/Stage to Page-A discussion and description on staged readings followed. Richard Pahl brought this idea to the Commission. Sean and Richard explained the concept. Commissioners thought this might be a good idea for a 2010 project. C. Other suggestions that were made: 1. To purchase a frame for a painting purchased last year. 2. Have a stand constructed for the metal sculpture purchased in 2008. Sylvia will look into the cost of this. D. A committee was set up to purchase $2,000 worth of Art at the FoxFireFest. Jan Reedus, Natalie Shadel and Sylvia Grady The group will meet at Al's at 11:00 a.m. on Sunday, August 2, to choose the new purchases. E. Curtis Sartor informed the Commission that August will be his last meeting. His letter of resignation was read to the Commission. Cultural Arts Commission Minutes July 13, 2009 Page 3 The next meeting will be August 10, 2009. VIII. Adjournment-The meeting was adjourned 8:12 p.m. Motion: A motion was made by Curtis Sartor to adjourn the meeting. It was seconded by Chuck Cassell. All agreed. Respectfully submitted by: 461 3////61 7 Sylvi rady I Cult "-I Arts Staff Liaison r r \(N\, _ (6- 44111111: Cultural Arts COMMISSION Cultural Arts Commission Meeting Minutes August 10, 2009 7:00 p.m. Call to Order(Sean Hargadon) The meeting was called to order at 7:01 p.m. II. Roll Call (Sylvia Grady) Present: Sean Hargadon, Richard Pahl, Craig Dresang, Curtis Sartor, Natalie Shadel, Charles Cassell, David Kaptain, Jan Reedus, James Bregenzer, Carl Brahms James Bregenzer was introduced as a new CAC member. This will be Curtis Sartor's last meeting. A Commission gift was presented for his service to the City. III. Citizens Forum -Anna Caramanna Anna presented a request for a $1000.00 Individual Grant. IV. Staff Reports A. Financial-$3,500.00 has been transferred out of the CAC account and placed in the general fund by the City. All departments have been cut 5%for this year. That leaves the CAC balance for the year at $882.00 not$4,382.00. A discussion followed as to the ramifications of this cut. B. Artspace-Nothing new to report. C. Elgin Art Showcase-The 2010 calendar dates will be mailed out this week. TIF money for needed repairs and upgrades in the building is still being worked out. V. Approval of July 13, 2009 Minutes Motion: A motion was made by Cutis Sartor. It was seconded by Richard Pahl. All agreed. The motion passed. VI. Old Business A. Walkabout-First weekend went well. Second weekend oversold. Third weekend has room in tours for more reservations. Feedback has been positive. There will be 15 artists at Alley of Art for the 15th B. Film Festival-Nothing to report at this time. C. Fine Arts Salon-It will be called "Art On The Eighth". It will run Friday and Saturday, December 4 and 5 from 7:00 p.m.-9:00 p.m. Artists have been contacted. Howard Russo, Charles Cassell, Natalie Shadel, Carl Brahms, Craig Desang, Janet Wickham, Frances Stilwagner, Claire St. John and Ellen Vartanian-Maher Easels will be ordered to display additional artwork. Suzanne Smentowski will play piano both nights as background music. Cultural Arts Commission Minutes August 10, 2009 Page 2 D. CAC Budget 2010-Sylvia reported that the Commission's budget at this time is projected to be $61,000.00 for 2010. This figure was still up for adjustment. A discussion followed as to how the decrease in funding should be handled. E. Frame and Sculpture Stand-The painting has been framed and rehung in the Hemmen's Gallery. Howard Russo has taken the sculpture and will work on a stand for the piece. F. FoxFireFest Art Purchases-Natalie, Jan and Sylvia reported on the art and their purchases: two collages and a large black and white photograph. G. Update on Escamilla Mini/Individual Grant-The Mural is almost complete. A meeting will be set up with the Boys and Girls Club for an installation date. The Commission will be informed and invited. VII. New Business A. Anna Caramanna Individual Grant- Due to the fact that the Commission's budget has been cut, the grant has not been approved. A discussion followed as to what was necessary for an application for an Individual Grant. The Commissioners will look at the Individual Grant Applications at the September meeting. The next meeting will be Monday, September 14, 2009 VIII. Adjournment The meeting was adjourned at 8:38 p.m. Motion: A motion was made by Chuck Cassell to adjourn the meeting. It was seconded by Dave Kaptain. All agreed. The motion passes. ,, ( a/07 Sub'.. ted by Staff Liaison, Sylvia G ady (-6 i /(2 OCultural Arts <MAINISN/ON Cultural Arts Commission Meeting Minutes September 14, 2009 7:00 p.m. Call to Order(Sean Hargadon): The meeting was called to order at 7:01 p.m. II. Roll Call (Sylvia Grady) Present: Sean Hargadon, Richard Pahl, Craig Dresang, Natalie Shadel, Charles Cassell, David Kaptain, James Bregenzer Excused Absence: Jan Reedus Un-excused Absence: Carl Brahms III. Citizens Forum -Lisa Riedl Lisa was an interested citizen and came to observe the Commission meeting. IV. Staff Reports A. Financial-Invoice checks have been cut and mailed out for Walkabout B. Artspace-The Artspace team will be in Elgin Friday, October 2, 2009. An engineer came to look at the ECC building in late August. C. Elgin Art Showcase -This is the start of the busy season. The Showcase is booked through the middle of December V. Approval of August 10, 2009 Minutes: Motion: A motion was made by Richard Pahl. It was seconded by Chuck Cassell. All agreed. The motion passed VI. Old Business A. Walkabout-The event finished strong. There were more visitors with less press coverage. Art was still weak. This portion might have to be revisited. Perhaps no Art next year. Comments were positive. There will be a follow up meeting with the theater groups some time in the future. B. Film Festival -Fifty films were submitted from all over the country. The films were viewed and the field narrowed down to 16. Another viewing is set to take place to cut the field down to the top 5. Volunteers are needed the night of the event. Richard Pahl will help do the final judging. Chuck Cassell volunteered to help. C. Fine Arts Salon -Artists will meet on Sept. 28 to discuss the event and bring a bio/artist statement plus an example of their work. Working on catering for the evening. Might be dessert and wine. Poster and post cards are being designed. Sylvia requested that all the Commissioners attend the Art On The Eighth and help decorate, clean up and act as hosts on the evenings of the event. D. There has been no update on Escamilla mural at the Girls and Boys Club. r rik Cultural Arts Commission Minutes September 14, 2009 Page 2 VII. New Business A. 2010 Illinois Arts Council Grant-The City of Elgin was awarded $2,220.00 for 2010. B. 2010 Cultural Arts Commission Grant Applications have been mailed out and are due on October 30 at 5:00 p.m. C. Revision on the Individual Grant Applications -A discussion followed as to the refinement of wording on the application form and funding for the Grants. "Grants are not intended to be used for the purchase of capital equipment" and "The final decision on the grant award will be at the discretion of the Cultural Arts Commission."will be added to the Individual Grant application. Motion: Craig Dresang made a motion that the language be so changed in the Individual Grant Application. John Bregenzer seconded the motion. All agreed. The motion passed. A discussion followed as to how to promote the individual project. Should this be added to the application? Motion: Chuck Cassell made a motion to add an 11th criteria to the Individual Grant Application that addresses the way in which the artist will promote their event or project. Natalie Shadel seconded the motion. All agreed. The motion passed. The next meeting will be October 12, 2009. VIII. Adjournment-The meeting was adjourned at 7:00 p.m. Motion: A motion was made by Craig Dresang to adjourn the meeting. It was seconded by Richard Pahl. All Agreed. The motion passed. Respectfully submitted by: Air viAgigtaifr..- /ONO7 SyIv" Grady Cultural Arts Staff Liaison elk ft . 150 Dexter Court Elgin, Illinois 60120 OCultural Arts COMMISSION Agenda Cultural Arts Commission Monday, October 12, 2009 7:00 p.m. City Hall 2nd Floor Conference Room, North Wing 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 September 14, 2009 Minutes F. Old Business 1. Film Festival 2. Fine Arts Salon "Art On The Eighth" 3. Individual Grant Application Form 4. Illinois Arts Council Grant 2010 G. Other Old Business H. New Business 1. Change of meeting location for November I. Other New Business r 150 Dexter Court Elgin, Illinois 60120 Cultural Arts COMMISSION Cultural Arts Commission Meeting Minutes October 12, 2009 7:00 p.m. Call to Order(Sean Hargadon): The meeting was called to order at 7:03 p.m. II. Roll Call (Sylvia Grady) Present: Sean Hargadon, Craig Dresang, Natalie Shadel, David Kaptain, James Bregenzer, Carl Brahms Excused Absence: Chuck Cassell, Richard Pahl III. Citizens Forum IV. Staff Reports A. Financial—No change since September's report B. Artspace—An architect from Minneapolis will be sent to work with PSA Dewberry/BCA to consult on the building project. Artspace is preparing to resubmit to the State for funding. B. Elgin Art Showcase -The Elgin Symphony has booked another event for the space in November and there is a possiblity of a Christmas show that would run into 2010. V. Approval of September 14, 2009 Minutes: Motion: A motion was made by Craig Dresang. It was seconded by David Kaptain. All agreed. The motion passed. VI. Old Business A. Film Festival-The Festival was a huge success. Planning has begun for next year's festival with modifications. Richard Pahl was asked to be on the Planning Committee for 2010. The CAC said that the Commission would consider cosponsoring the event with the Hemmens Advisory Board if the 2010 permitted. B. Fine Arts Salon-Cuisine America will prepare the dessert table. The Commission will need to purchase the wine and soft drinks. Postcards have been printed and will be mailed out in November. The cost of the event may run over to budget amount. Motion: A motion was made by Craig Dresang to transfer an additional $700 into the project account to cover additiaonl expenses. Natalie Shadel seconded the motion. All agreed. The motion passed. C. Individual Artist Grant Application-The changes were made to the application as requested by the Commission. The application was removed from the City's website because of lack of funding for the rest of 2009. After the 2010 budget has been approved the application will be posted again. D. Illinois Arts Council Grant 2010-The paper work has been sent in to accept the$2,220.00 grant award. Cultural Arts Commission Meeting Minutes October 12, 2009 Page 2 rik E. Cultural Arts Commission 2010 Grant Applications-Paper work has been sent out and applications are starting to come in. All are due by 5:00 p.m. on Friday, October 30. The Grant packages will be mailed to the members prior to the November meeting. VII. New Business A. Meeting Location Change-The Commissioners were reminded of the change of meeting location as of November's meeting. B. Changes in the CAC Focus and Direction-A discussion followed as to the future direction of the CAC and how it would fund the grants and market its events. I was suggested that Sue Olafson and Cherie Murphy be invited to a meeting to discuss the marketing of events, and promotion of the Commission itself in the community. Sylvia will talk to these women and set up a meeting after the 2010 bubget has been announced and the Commission knows what funding it will receive. The next meeting will be November 9, 2009. Respectfully submitted b, : ///a of Sylvi: Grady Cultural Arts Staff Liaison r Ut; 150 Dexter Court Elgin, Illinois 60120 Cultural Arts COMMISSION Agenda Cultural Arts Commission Monday, November 9, 2009 7:00 p.m. City Hall 2nd Floor South Conference Room, South Wing 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 r" 3. Art Showcase E. Approval of October 12, 2009 Minutes F. Old Business 1. Fine Arts Salon "Art On The Eighth" G. Other Old Business H. New Business 1. Review of 2010 Grant Applications I. Other New Business r 9 Cultural Arts 150 Dexter Court Elgin, Illinois 60120 J COMMISSION Cultural Arts Commission Meeting Minutes November 9, 2009 7:00 p.m. Call to Order(Sean Hargadon): The meeting was called to order at 7:01 p.m. - II. Roll Call (Sylvia Grady) Present: Sean Hargadon, Craig Dresang, Natalie Shadel, James Bregenzer, Carl Brahms, Chuck Cassell, Richard Pahl, Mary Kirkman Excused Absence: Dave Kaptain Introduction of new member: Mary Kirkman III. Citizens Forum • IV. Staff Reports A. Financial-As presented. Sculpture stand has been completed and delivered. B. Artspace-A meeting is set for November 17 to get an update on the progress of the project. C. Elgin Art Showcase-The Showcase is still a line item on the 2010 City Budget at this time. Guard issues and Fire watch were discussed. V. Approval of October 12, 2009 Minutes: Motion: A motion was made by Chuck Cassell. It was seconded by Craig Dresang. All agreed. The motion passed. VI. Old Business A. Fine Arts Salon-Art On The Eighth-Sylvia asked for help from the Commissioners for the event. Richard Pahl volunteered to help the bartender. Dave Kaptain has volunteered to oversee the event on Saturday, December 5. Bios and brochures for the evening are being printed in house. Set-up will take place on Wednesday and Thursday, December 2 and 3 at 6:30 p.m. All welcome to help. VII. New Business A. Puchase of Barbara Broeske-A discussion followed as to whether or not the Commission should purchase any pieces. This will be brought up again at December's meeting. B. Cultural Arts Commission Ad-A discussion followed as to what should be done with the ad and where the ad should be placed. Mary said she could get a spot on the morning show on WRMN. Sean, Craig, James will work on the ad and get it to Sylvia before the next meeting. C. Mini Grants-A question was raised about submitting an Individual Grant Application when the event would be held at the beginning of February 2009. The Commission said to submit the applicaton and each would be voted on by the merit of the application. D. State Represenative Keith Farnham Visit-Chuck Cassell suggested inviting Keith Farnham to our December meeting. The Commission agreed and Chuck will invite Keith. Cultural Arts Commission Meeting Minutes November 9, 2009 Page 2 E. 2010 Grant Application Review-Eleven Applications were reviewed: 1. Heartland Voices 2. Fox Valley Theatre Company 3. Elgin Choral Union 4. Ballet Folklorico 5. Elgin Youth Symphony Orchestra 6. Janus Theatre 7. Independent players 8. Elgin Chapter of the Barbershop Harmony Society 9. Elgin Theatre Company 10. Art For All 11. Elgin Children's Chorus Sean and Richard will apply the scores to the computer program and give the results to Sylvia within two weeks. During the application review, questions came up about the application process. In 2010, the Commission will take a closer look at the application wording, and how the application can be improved. This will be done before 2011 grant applications are due to be sent out. The next meeting will be December 14, 2009. VIII. Adjournment-The meeting was adjourned at 8:56 p.m. Motion: A motion was made by Craig Dresang to adjourn the meeting. It was seconded by Richard Pahl. All agreed. The motion passed. Respectfully submitted by: / Syl 4: Grady / Cul ural Arts Staff Liaison r r-E--el/7(2 150 Dexter Court Elgin, Illinois 60120 Cultural Arts COMMISSION Agenda Cultural Arts Commission Monday, December 14, 2009 7:00 p.m. City Hall 2nd Floor South Conference Room, South Wing 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 9, 2009 Minutes F. Old Business 1. Fine Arts Salon "Art On The Eighth" 2. Review of 2010 CAC Grant Awards 3. CAC Ad 4. CAC Grant Application Revisions G. Other Old Business H. New Business 1. Tentative Budget for 2010 I. Other New Business r 411° /7/(2 Cultural Arts COMMISSION Cultural Arts Commission Meeting Minutes December 14, 2009 7:00 p.m. Call to Order(Sean Hargadon): The meeting was called to order at 7:00 p.m. II. Roll Call (Sylvia Grady) Present: Sean Hargadon, Craig Dresang, Carl Brahms, Chuck Cassell, Richard Pahl, Mary Kirkman, Dave Kaptain Unexcused Absence: James Bregenzer, Natalie Shadel Ill. Citizens Forum (Cherie Murphy) Cherie came to the meeting to discuss the use of a CAC ad for marketing purposes. A lengthy discussion followed as to the purpose of such an ad and the benefits vs. the cost factor. No ad will be placed at this time and other options will be explored. (fliers, table-toppers, radio spots etc.) The possibility of including a link to the CAC and Elgin Art Showcase events on the Hemmens website and making the City of Elgin's website easier to locate CAC information and sponsored events was discussed. Suggestions were made on how the remaining CAC money could be spent. IV. Staff Reports A. Financial -This will be the last 2009 budget listing.Tthe CAC will have to work out a 2010 Budget with $61,000 as the budgeted amount. B. Artspace-All remains optimistic about the project. Meetings are set with IDAH to help with our application. C. Elgin Art Showcase -The Showcase remains a line item on the City's budget for 2010. Sylvia has requested a major cleaning of the space and painting of the walls. V. Approval of November 9, 2009 Minutes: One Correction was noted by Richard Pahl. December 4 should be changed to December 5 for date of the Saturday, Art OnThe Eighth event. Motion: A motion was made by Craig Dresang to approve the minutes as amended. It was seconded by Richard Pahl. Six agree one abstained. The motion passed. VI. Old Business A. Fine Arts Salon -Art OnThe Eighth -The event was a success.Aproximately 150 guests were in attendance each evening. There were many new visitors to the City and Showcase. Some of the artists made sales and received commissions for their work. All agreed that another event like this should be done again. B. 2010 Grant Awards- Sylvia reported that she was informed by Sean Stegall that the Fox Valley Theatre Company was no longer eligible to apply to the CAC for a grant because of their association with Children's Theatre of Elgin. CTE has been a line item with the City for years. With this information, a total of$26,363 has been awarded. Because this was such a low amount Cultural Arts Commission Minutes December 14, 2009 Page 2 Richard Pahl worked out a "Curve" process to award more money based on the points awarded for each project. This would change the awarded amount to$28,553. Motion: A motion was made to award the 2010 Grant Awards based on the additional amount of $28,553 based on a curve system by Craig Dresang. It was second by Richard Pahl. All agreed. The motion passed. C. CAC Ad -The ad will be tabled until other options are explored in 2010. D. CAC Grant Application Revisions-Tabled until January 2010. VII. New Business A. Purchases with the remaining CAC funds- Suggestions were made as to what the Commission needs to enhance its programs and events. Suggestions included: A- Frame sidewalk signs, 16 foot burgundy drapes for Showcase, Walker System for art shows, Shelving system for Pipe and drape hardware, cash box. Sylvia will try and encumber funds and purchase as much as can be done within the next week. B. Tentative Budget for 2010-A discussion was held on what activities and events the Commission will sponsor, and what line items should be included on the 2010 budget. The line items decided upon include: 2010 - Grants- $28,553 Mini Grants -$10,000 FoxFireFest Art Purchase - $2,000 1440-$4,000 Walkabout- $6,000 Art On The Eighth -$4,000 Film Festival -$2,000 Page to Stage Play Readings/Writing Workshop-$3,447 Misc. -$1,000 Sylvia will type these recommendations up and present the budget to the Commission at the January meeting. The next meeting will be January 11, 2010. VIII.Adjournment—The meeting was adjourned at 8:55 p.m. Motion: A motion was made by Richard Pahl to adjourn the meeting. It was seconded by Chuck. All Agreed. The motion passed. Respectfully submitted by: / , i / • r SyI a Grady Cultural Arts Staff Liaison