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HomeMy WebLinkAbout2012 Cultural Arts Commission ELGIN Cultural Arts Commission 2012 MEETING SCHEDULE The Cultural Arts Commission meets on the 2" Monday of each month at 7:00 p.m. at City Hall, Second Floor Conference Room, South Wing January 9 February 13 March 12 April 9 May 14 June 11 July 9 August 13 September 10 October 8 November 12 December 10 Contact Person: Sylvia Grady Staff Liaison City Manager's Office (847) 951-1515 grad)/ s(u citvofelgin.org r ELGIN Cultural Arts Commission Agenda Monday, January 9, 2012 7:00 p.m. City Hall 2nd Floor Conference Room, South Wing A. Call to Order (Hargadon) B. Roll Call (Grady) C. Citizens Forum 1. Elgin Choral Union D. Staff Report 1. Financial Report 2. Artspace 3. Art Showcase 4. Hemmens E. Approval of November 14, 2011 Minutes F. Old Business 1. Pop Up Poetry 2. 1440 — Details and Dwellings 3. 2012 Organizational Grants G. Other Old Business H. New Business 1. 2012 possible CAC Budget I. Other New Business r i aw • ELGIN Cultural Arts Commission Minutes January 9, 2012 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) Richard Pahl, Mary Kirkman, Edward Zack, Natalie Shade!, Carl Brahms, Sean Hargadon, Joe Vassallo, Jeff Grosser, Craig Dresang, Cherie Murphy, Butch Wilhelmi Excused: Darlene Hulin, Karri Klemmer Absent: Richard Dunne III. Citizens Forum A. Jennifer Bolino gave the Elgin Choral Union grant report to the Commission. B. Magaley Saleto and Mrs. Elvia Rodregez attended the meeting. Magaley is a Civics Student at Elgin High School and is required to attend a public meeting for her class. IV. Staff Reports A. Financial — As presented. Craig Dresang submitted a receipt for coffee and donuts for the Fallback Artist workshop. B. Artspace— Progress continues with construction. A sample unit is hoped to be on display at Art& Soul. The rental application process will begin in the spring. C. Elgin Art Showcase—The floors have all been redone. The space is ready to begin the 2012 season. D. Hemmens — Butch reported that beginning in July, Hemmens would strictly be a rental facility. Hemmens budget was cut by$300 thousand. V. Approval of November 14, 2011 Minutes: Motion: A motion was made by Edward Zack to approve the minutes. It was seconded by Richard Pahl. All approved. The motion passed. VI. Old Business A. Pop up Poetry— Sean reported that he will be working with the Library to have the posters hung as part of National Poetry month in 2012. Haag Publishing is working on the book printing. The acknowledgements and history of the 1440 and poetry projects are being worked on. The CAC will get 300 copies to distribute. Sean will incorporate the poetry project into Fallback/artist workshops next year. B. 1440 — Details and Dwellings — Sylvia reported that the framing has been done. The quality of the photographs improves each year. More marketing needs to be done to get the word out to local photographers. ECC photography classes have expressed a continued interest in the project for next year. r Cultural Arts Commission Minutes January 9, 2012 Page 2 C. 2012 Organizational Grants- Sean reported on the results of the Commission's votes on the grant applications. Motion—After looking at the results and considering the 2012 budget, a motion was made by Richard Pahl to grant the organizations the total adjusted grant amount for 2012. Craig Dresang seconded the motion. All approved. The motion passed. VII. New Business A. 2012 Budget—Sylvia explained the two different funds (General - $73,000), and Riverboat — $50,000) that will make up the CAC 2012 budget this year. The four Arts groups that were cut as line items from the City's 2012 budget will be extended an opportunity to apply for a CAC grant from the Riverboat funds. The applications will be sent to them with a February 17th deadline. It will be the same process as all other Arts groups in the City. This will be done as they were not informed until after the October deadline on the 2012 Organizational Grant process. The Commission went over the 2011 budget and projects. All projects will be funded and continued for 2012 with an additional project added. Next Wave will become a CAC funded project in 2012. Motion—Craig Dresang made a motion accept to the 2012 Budget as discussed. Joe Vassallo seconded the motion. All approved. The motion passed. B. Individual Grant Application — Katherine Dalin requested a CAC grant for $1000, for a recital to be presented at the Art Showcase on February 18 called Love, Lust and Divas. This will feature many local soloists with a musical Valentine theme. Motion — Edward Zack made a motion to award the grant to Katherine Dalin. Mary Kirkman seconded the motion. All approved. The motion passed. C. Next Wave Meeting — Craig informed the Commission that at the end of January the Next Wave Committee will be meeting. All Commissioners will be notified and may participate. Sylvia offered the Showcase Green Room for the first meeting. The next meeting will be February 13, 2012. VIII. Adjournment—The meeting was adjourned at 8:25 p.m. Motion: A motion was made by Joe Vassallo to adjourn the meeting. It was seconded by Jeff Grosser. All agreed. The motion passed. Respectfully submitted by: 1 SylvrE Grady Cultural Arts Staff Liaison , ELGIN "' Cultural Arts Commission 2012 MEETING SCHEDULE The Cultural Arts Commission meets on the 2"d Monday of each month at 7:00 p.m. at City Hall, Second Floor Conference Room, South Wing January 9 February 13 March 12 April 9 May 14 June 11 July 9 August 13 September 10 October 8 November 12 December 10 Contact Person: Sylvia Grady Staff Liaison City Manager's Office (847) 951-1515 Brady s(acitvofelgin.org r I!1 , ELGIN Cultural Arts Commission Agenda Monday, January 9, 2012 7:00 p.m. City Hall 2nd Floor Conference Room, South Wing A. Call to Order (Hargadon) B. Roll Call (Grady) C. Citizens Forum 1. Elgin Choral Union D. Staff Report 1. Financial Report 2. Artspace 3. Art Showcase 4. Hemmens E. Approval of November 14, 2011 Minutes F. Old Business 1. Pop Up Poetry 2. 1440 — Details and Dwellings 3. 2012 Organizational Grants G. Other Old Business H. New Business 1. 2012 possible CAC Budget I. Other New Business r ELGIN Cultural Arts Commission Minutes January 9, 2012 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) Richard Pahl, Mary Kirkman, Edward Zack, Natalie Shadel, Carl Brahms, Sean Hargadon, Joe Vassallo, Jeff Grosser, Craig Dresang, Cherie Murphy, Butch Wilhelmi Excused: Darlene Hulin, Karri Klemmer Absent: Richard Dunne III. Citizens Forum A. Jennifer Bolino gave the Elgin Choral Union grant report to the Commission. B. Magaley Saleto and Mrs. Elvia Rodregez attended the meeting. Magaley is a Civics Student at Elgin High School and is required to attend a public meeting for her class. IV. Staff Reports A. Financial — As presented. Craig Dresang submitted a receipt for coffee and donuts for the Fallback Artist workshop. B. Artspace— Progress continues with construction. A sample unit is hoped to be on display at Art& Soul. The rental application process will begin in the spring. C. Elgin Art Showcase—The floors have all been redone. The space is ready to begin the 2012 season. D. Hemmens — Butch reported that beginning in July, Hemmens would strictly be a rental facility. Hemmens budget was cut by$300 thousand. V. Approval of November 14, 2011 Minutes: Motion: A motion was made by Edward Zack to approve the minutes. It was seconded by Richard Pahl. All approved. The motion passed. VI. Old Business A. Pop up Poetry— Sean reported that he will be working with the Library to have the posters hung as part of National Poetry month in 2012. Haag Publishing is working on the book printing. The acknowledgements and history of the 1440 and poetry projects are being worked on. The CAC will get 300 copies to distribute. Sean will incorporate the poetry project into Fallback/artist workshops next year. B. 1440 — Details and Dwellings — Sylvia reported that the framing has been done. The quality of the photographs improves each year. More marketing needs to be done to get the word out to local photographers. ECC photography classes have expressed a continued interest in the project for next year. r Cultural Arts Commission Minutes January 9, 2012 Page 2 C. 2012 Organizational Grants- Sean reported on the results of the Commission's votes on the grant applications. Motion—After looking at the results and considering the 2012 budget, a motion was made by Richard Pahl to grant the organizations the total adjusted grant amount for 2012. Craig Dresang seconded the motion. All approved. The motion passed. VII. New Business A. 2012 Budget—Sylvia explained the two different funds (General - $73,000), and Riverboat — $50,000) that will make up the CAC 2012 budget this year. The four Arts groups that were cut as line items from the City's 2012 budget will be extended an opportunity to apply for a CAC grant from the Riverboat funds. The applications will be sent to them with a February 17th deadline. It will be the same process as all other Arts groups in the City. This will be done as they were not informed until after the October deadline on the 2012 Organizational Grant process. The Commission went over the 2011 budget and projects. All projects will be funded and continued for 2012 with an additional project added. Next Wave will become a CAC funded project in 2012. Motion—Craig Dresang made a motion accept to the 2012 Budget as discussed. Joe Vassallo seconded the motion. All approved. The motion passed. B. Individual Grant Application — Katherine Dalin requested a CAC grant for $1000, for a recital to be presented at the Art Showcase on February 18 called Love, Lust and Divas. This will feature many local soloists with a musical Valentine theme. Motion — Edward Zack made a motion to award the grant to Katherine Dalin. Mary Kirkman seconded the motion. All approved. The motion passed. C. Next Wave Meeting — Craig informed the Commission that at the end of January the Next Wave Committee will be meeting. All Commissioners will be notified and may participate. Sylvia offered the Showcase Green Room for the first meeting. The next meeting will be February 13, 2012. VIII. Adjournment—The meeting was adjourned at 8:25 p.m. Motion: A motion was made by Joe Vassallo to adjourn the meeting. It was seconded by Jeff Grosser. All agreed. The motion passed. Respectfully submitted by: • ? 4V/// r-74, Sylvia Grady Cultural Arts Staff Liaison Next Wave Meeting Jan. 26, 2012 7pm Elgin Art Showcase Attendees: Darlin, Danni, John, Doree, Linda, Kelli, Carl, Adam, Anthony, Butch, Barb, Sigi, Cherie, Sylvia, Sean Ideas presented at the meeting: • Theater should be included this year(Sigi) • Body Art Film/Tatoo Parlor people/Airbrush (Sigi) • Shadow-puppetry (Carl) • Pyrotechnic Team for outside at$200 (Doree) • Outdoor Stage (Butch) • Hours 6-10pm for both days, perhaps extend Sat for films • Film Fest, earlier hours on Sat. • Hemmens—projectors, staging, lighting sound—there is a charge this year(Butch) • Build stage for performance and have local students paint it. Inquiry at schools (Kelli) • Three regular awards for visual art at$1,000 piece (Group) o Three professional judges (Sylvia to recruit two) George will be asked back o 1 People's Choice Award at$500 o 2/3 Performance Awards at$500 o 1 Kid's Award—Al's Café certificate or trophy • Design an award. Inquiry at Hagger, ECC, Acme, Gail Borden (Kelli/Dannie/Natalie) • Poster Design Contest by High School students. Inquiry at schools. (Doree) • Recruit theater groups to perform (Sean) • Bring cars out to paint in parking lot(Kelli) • Drag-Queen Show(Kelli) • Full Map with layout of artwork in the Haight on walls and in hand (Butch) • Ask George to hang the artwork for the show(Carl) • See if Fabric Images can donate items for us to decorate the space (Kelli) • Website to be updated in a couple month with improved layout an bios (Carl) • Nametags for the artists (Linda) • Security team for the event(Kelli) • Marketing—talk to ESO about cross-promotion (Butch/Sylvia) • How much will the lease be this year at the Haight? (Anthony) • List jobs/categories, what needs to be done and people pick (Kelli/Carl/Sean) • Shoot video on the days of the event for promo purposes (Sean) • Designers Fashion Show (Kelli) • Young Rembrandts (Kelli) • Schedule for the bands and performers in the media room (Adam) • PA System so we can make announcements (Doree/Butch) • EYSO performing possibilities. Sylvia to inquiry. (Sylvia) • Non-local artist to judge. Two Professional. George stays on. (Group, Sylvia) • Create Communications plan to market event. (Sean) • Singing Contest. (Kelli) • Sponsorship page/letter. Sigi to provide letter template. Carl to set up button on website. Sylvia to coordinate way ECAC can receive the money. (Sigi/Carl/Sylvia) r ELGIN Cultural Arts Commission Agenda Monday, February 13, 2012 7:00 p.m. City Hall 2"d Floor Conference Room, South Wing A. Call to Order (Hargadon) B. Roll Call (Grady) C. Citizens Forum 1. George Rowe — Elgin Historical Society President 2. Cathleen Ann —Vex Theatre 3. Art For All — Final Report, Pat Schrul D. Staff Report 1. Financial Report 2. Artspace 3. Art Showcase 4. Hemmens E. Approval of January 9, 2012 Minutes F. Old Business 1. Pop Up Poetry 2. 2012 Organizational Grants — February 17'2012 deadline 3. 2012 Organizational grants — October deadline 4. Next Wave 5. Page To Stage G. Other Old Business H. New Business 1. 2012 Kaleidoscope Music Festival/Walkabout 2. 2012 Cultural Arts Commission Project Dates 3. Open Meetings Training 4. Banners 5. Individual Grant Applications ssau!sn8 nnaN a91-11O 'I Next Wave Meeting r'' Feb. 21, 2012 7pm Elgin Art Showcase Attendees: Darlin, Danni, John, Doree, Linda, Kelli, Carl, Adam, Anthony, Barb, Sigi, Cherie, Sylvia, Sean, Candice, Toby SUMMARY The group discussed at length ides that were suggested at the January meeting. Descriptions follow this summary and are under headings, such as ART, PERFORMANCE, PROMOTION, etc. After that portion of the meeting, the group went over the project plan created by Carl. Each line item was discussed and suggestions were made. Carl will make changes as needed. ART Danni—The Gail Borden Library has been booked to showcase artist's pieces. Gail Ainger will be approached to make the ceramic awards. Danni suggested that the artist sketch something and share it with the Next Wave Committee. There may be a cost to create four awards. Sylvia—The judges were selected: Howard Russo, Ellen Vartanian, Joe Cory and George from Artistic Framing, who will also hang the show. ESO is happy to cross-promote the event. EYSO, however, cannot participate do to the nature of the artwork and the ages of the students. Toby—Suggested conducting a live workshop with artists at four stations at the Next Wave venue site. Suggested reaching out to artist and find out who would be interested. Barb—Suggested video-taping artists while they work. This could provide some useful PR on the website and YouTube. Kelli—talked about using the Fabric Images Cube where the artist is on the inside creating and the people are on the outside witnessing the creation. . Anthony—Suggested the possibility of bringing in three cars to be painted outside of the building as an exhibit. Kelli offered to follow-up. PERFORMANCE Sean—The Great American Artistic Consortium may be interested in performing a promenade style theater piece specifically for the event. Sean will find out more. Doree— Reported that the Fire Dancers are free for Saturday night, but the Friday night UV Black Light performance would probably cost$200. She'll research further. Carl—Offered to research bands for the event. PROMOTION Kelli—Recommended getting an early edition of the poster ready to be distributed at Judson University during its great leader forum. Carl will design a new poster and try to have it ready in time. Adam/Carl—Offered to work on the artwork/poster design together for Next Wave. Carl—Continues to work on the website and should have completed by the next meeting. Anthony—Wanted to know if donations are considered a write-off. If so, would like to have a letter available for the donating organizations and individuals. Barb will provide a letter. Sigi—Offered to provide a sponsorship page/letter that can be used to solicit support from local business and individuals. Carl will create a button on the website to receive money and Sylvia to find out how the ECAC can receive the money. -more- ELGIN Cultural Arts Commission Agenda Monday, March 12, 2012 7:00 p.m. City Hall 2nd Floor Conference Room, South Wing A. Call to Order (Hargadon) B. Roll Call (Grady) C. Citizens Forum D. Staff Report 1. Financial Report 2. Artspace 3. Art Showcase 4. Hemmens E. Approval of February 13, 2012 Minutes F. Old Business 1. Pop Up Poetry 2. Next Wave 3. Page To Stage 4. Art Salon 5. 2012 Organizational grants —October deadline review H. New Business 1. U-46 TalentFest I. Other New Business JL ELGIN Cultural Arts Commission Minutes March 12, 2012 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) Richard Pahl, Edward Zack, Sean Hargadon, Joe Vassallo, Jeff Grosser, Craig Dresang, Cherie Murphy, Butch Wilhelmi, Darlene Hulin Excused: Mary Kirkman, Natalie Shade!, Carl Brahms Absent: Karri Klemmer, Richard Dunne III. Citizens Forum IV. Staff Reports • A. Financial—As presented. B. Artspace— Nothing to present. C. Elgin Art Showcase— Nothing to present. D. Hemmens— Butch reported that the young people's shows went well. The final regular season show is sold out. Hemmens is now strictly a rental facility. V. Approval of February 13, 2012 Minutes: Motion: A motion was made by Richard Pahl to approve the minutes. It was seconded by Jeff Grosser. All approved. The motion passed. VI. Old Business A. Pop up Poetry—Sean reported that the library did not work out. He has begun looking for other spaces in Downtown to display the posters. The book should be ready in April. B. Next Wave—Sean reported at the last committee meeting and that the group was very creative and had lots of good ideas to expand and improve the event. The next meeting will be held in April. Carl has been working on the posters and website. C. Page to Stage—Richard reported that he has a good script and cast. The first read through is April 5th. He passed out postcards with info and said he would send the Commissioners info and asked them to-send out the information to their Facebook friends. Sylvia will print up 1200 fliers and get them to Del Webb. D. Art Salon—Sylvia reported that the artists will get together on April 3rd.The bartender and caterer have been contacted. The postcards have been printed. All is on schedule. E. Music Festival—Sylvia reported that all the music groups have agreed to their performance times for the July 28th concerts. Each will play for an hour with a 30 minute setup/takedown period in between. r Cultural Arts Commission Minutes Monday, March 12, 2012 Page 2 F. 2012 Organizational Grants February Deadlines—The four grant applications were presented and a short discussion was made about this being a transition year for these four Arts groups. All the grant requests were well written and would serve the City well. Motion: Richard Pahl made a motion that the Commission grant the total amount requested by each of these four groups for 2012 be awarded. Edward Zack seconded the motion .AII agreed. The motion passed VII. New Business A. U46 Talent Fest—Jeff Grosser talked about the history of this event and passed out posters to the Commissioners to place around town and spread the word about this event. B. Street Art—Sylvia showed the Commissioners internet info on Fake Potholes as art in the streets brought to her attention by Sgt. Glenn Theriault. Perhaps this would be something that could be done in Elgin at some point? The next meeting will be April 9, 2012. VIII. Adjournment—The meeting was adjourned at 8:03 p.m. Motion: A motion was made by Edward Zack to adjourn the meeting. It was seconded by Joe Vassallo. All agreed. The motion passed. Respectfully submitted by: vir r///?—j Sylvia Grady Cultural Arts Staff Liaison Ah ELGIN Cultural Arts Commission Agenda Monday, April 9, 2012 7:00 p.m. City Hall 2"d Floor Conference Room, South Wing A. Call to Order (Hargadon) B. Roll Call (Grady) C. Citizens Forum D. Staff Report 1. Financial Report 2. Artspace 3. Art Showcase 4. Hemmens E. Approval of March 12, 2012 Minutes F. Old Business 1. Pop Up Poetry 2. Next Wave 3. Page To Stage 4. Art Salon 5. 2012 Organizational Grants 6. 1440— Sunlit Gardens, Shaded Paths G. Other Old Business H. New Business 1. W-9 Forms I. Other New Business r ELGIN Cultural Arts Commission Minutes Monday, April 9, 2012 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) Richard Pahl, Sean Hargadon, Joe Vassallo, Jeff Grosser, Cherie Murphy, Butch Wilhelmi, Darlene Hulin, Natalie Shadel, Carl Brahms Excused: Mary Kirkman Richard Dunne, Edward Zack Absent: Craig Dresang III. Citizens Forum IV. Staff Reports A. Financial—As presented. B. Artspace— Information cards are being distributed around town about Artspace. Artspace will be present at the Green Expo. They are looking for artists to do art projects with children there. Natalie Shadel volunteered. Carl Brahms will check his schedule. C. Elgin Art Showcase—Because of new City Occupancy Code requirements, the performance space will be getting two additional exit doors in the far ends of the gallery bays. This will be done April 16th and 17th. This will then bring the space into compliance. D. Hemmens— Butch reported that the Hemmens is still there and operational. Upcoming events include, Children's Theater of Elgin, ESO, Service Board Follies and months of dance school recitals. V. Approval of March 12, 2012 Minuaes: Motion: A motion was made by Richard Pahl to approve the minutes. It was seconded by Jeff Grosser. Five approved, two abstained. The motion passed. VI. Old Business A. Pop up Poetry—Sean reported that the posters are now up. The reception to the project has been positive. The books should be done within a few weeks and some will be distributed to DNA and the Palmer Foundation for their use. A press release has been sent out. B. Next Wave—Sylvia reported that she has contacted the City Clerk about what type of liquor license will be needed for the event and is checking on cost of wine and beer in case there are no donations. Cherie brought up the fact that because there are so many Commission members that attend the Next Wave meetings that an agenda should be posted and minutes be taken. Carl and Sean will get an agenda to Sylvia at least 48 hours before the meeting to be sent to the City Clerk and Sean will take minutes. Carl reported that the website is up and running and the posters are being worked on. C. Page to Stage— Richard reported that he had the first reading with the cast. He is very pleased with how things are progressing. Blocking will take place this week and Tech will be set up on Sunday. Anyone that has extra time is welcome to help set up and help at the weekend events. The playwright will come in on Saturday for the workshop and leave after the reading on Sunday. Cultural Arts Commission Minutes Monday, April 9, 2012 Page 2 D. Art Salon—Sylvia reported that the artists got together on April 3`d. The bartender and caterer have been contacted. The postcards have been printed. All is on schedule. E. Music Festival—Sylvia reported that all the music groups have agreed to their performance times for the July 28th concerts. Each will play for an hour with a 30 minute setup/takedown period in between. F. 2012 Organizational Grants—The October deadline grant checks have been issued. All groups received their checks. The February deadline grant applications will go before City Council on April 25th G. Art Salon—There was an artist meeting so that they could work out the display space. Post cards were passed out for the artists to send out to their friends and families. Name badges have been purchased and Bios have been matted. H. 1440 Sunlit Gardens, Shaded Paths— Posters have been printed as well as application forms. Sylvia distributed them to ECC and Judson as well as Del Webb. The information has been placed on the City's website as well as the CAC Facebook page and Bocajump. Cherie is checking on the cost of print ads. I. Walkabout—Sean reported that the theme for this year's performances will be based on the works of Edgar Allen Poe. The four groups that will participate have been chosen. Sean may add a Saturday and Sunday evening performance. The actors this year will act as guides. VII. New Business A. W-9 Forms—Sylvia explained the new procedure when an invoice for payment is presented. Purchasing and Finance now requires a W-9 form before a check will be written. B. Bistro Tables—Sylvia asked the Commissioners if they wanted to purchase a Bistro table to decorate. All agreed that it was a lot of work and with all the other projects that the Commission has going on at the same time, no one wanted to take on another project. C. Sandy Kaptain, Art For All Individual Grant—The grant was presented. A brief discussion followed. Motion: Richard Pahl made a motion the Commission Grant$1,000 to Sandy Kaptain for the Art For All project. Joe Vassallo seconded the motion. All agreed. The motion passed. The next meeting will be May 14, 2012. VIII. Adjournment—The meeting was adjourned at 7:36 p.m. Motion: A motion was made by Joe Vassallo to adjourn the meeting. It was seconded by Jeff Grosser. All agreed. The motion passed. Respectfully submitted by: / A21160.-j Sylvia Grady Cultural Arts Staff Liaison r Next Wave Meeting '" April 24, 2012 7pm Elgin Art Showcase Attendees: Natalie, Adam, Paul, Butch, Danni, Anthony, Carl, Darline, Doree, Linda, Ed, Sigi, Sean, Sylvia SUMMARY The group went over details from the previous meeting and individuals responsible for certain areas that will part of the event provided updates on the progress they were making. Descriptions follow this summary and are under headings, such as ART, PERFORMANCE, PROMOTION, etc. After that portion of the meeting, the group went over the project plan to review where we are in the process and to plan for the future. ART Danni reported on Gail Asinger about the creation of a ceramic award for the event. Due to a death in the family, she will approach her at a later date. Anthony reported that two cars are lined up to be painted at the event—with possibly the bodies of four more cars. Kelli is working on getting the painters. PERFORMANCE Sean reported that the The Great American Artistic Consortium agreed to create a custom performance piece for the event for a small fee. Doree reported that the Fire Dancers have confirmed a free Saturday night performance. She also has the UV Black Light group coming out on Saturday for a small fee. She currently is researching a live silk screen crew for Friday night. Carl reported that he would begin researching local bands for the event. Sigi said she would provide him a list of available groups and performers. PROMOTION Adam/Carl reported that the posters are finished and were printed. Carl reported that the Next Wave website is complete. He will be working with Barb/Sylvia to install the donation button on the website in order for people to donate to the event. Sigi offered to provide a sponsorship letter and said she was working on acquiring 3k in awards money in order to pay the winning artists the day of the event rather than having to wait, which is the usual custom with a City event. Sylvia would check with the Budget Dept at the City. SPACE Adam reported that yes, Eric Walsh does have video footage from last year's event. Adam will work on creating short promo video to be placed on YouTube and linked to the Next Wave website. Sylvia talked about the Liquor License and Special Events License. She also explained that we will need names of bartenders for the event and copies of Bassett licenses from the bartenders before the day of the event. NEW BUSINESS The group talked about soliciting artists and performers and researching the technical needs of the event. The following is a summary of those discussions. Doree said she would research the possibility of having an airbrushing person at the event. -MORE- Danni said she would research the possibility of having the Joseph Fire Dancers for Friday night for a small fee. Anthony/Sean talked about getting Elgin Opera to come out and perform a Flash Opera at the event. Sean will follow up. Sigi said she would research the possibility of getting the Sarafina/Christina belly dancers for Friday and Saturday. Butch said he would research the lighting possibilities outside of the Haight Warehouse entering the building as well as the inside. Sean will set up a time. Next Meeting: June 12, 20121 Elgin Art Showcase 1 7pm r r SPACE Kelli—said Fabric Images wants to get involved in a major way. She will contact Gordon Hill for further details about donating to create a unique environment inside the Haight Warehouse. Adam—Offered to check with Eric Walsh about finding old video footage that could be shown at the Next Wave. Danni—Suggested the use of cleaning crews to be used during the event to keep the space clean. Sean—Offered to follow up with Butch to see about the Hemmens providing lighting, sound and projectors, if needed. Next Meeting: April 24, 2012 I Elgin Art Showcase I 7pm r r E LG 1 N Cultural Arts Commission Agenda Monday, May 14, 2012 7:00 p.m. City Hall 2"d Floor Conference Room, South Wing A. Call to Order (Hargadon) B. Roll Call (Grady) C. Citizens Forum D. Staff Report 1. Financial Report 2. Artspace 3. Art Showcase 4. Hemmens E. Approval of April 9, 2012 Minutes F. Old Business 1. Pop Up Poetry 2. Next Wave 3. Page To Stage 4. Art Salon 5. Walkabout 6. Music Festival 7. 1440 —Sunlit Gardens, Shaded Paths G. Other Old Business H. New Business 1. Sister City 2. Elgin Youth Symphony Grant Changes I. Other New Business r A► wowwiwauw.wyw,p,.� ELGIN Cultural Arts Commission Agenda Monday, June 11, 2012 7:00 p.m. City Hall 2nd Floor Conference Room, South Wing A. Call to Order (Hargadon) B. Roll Call (Grady) C. Citizens Forum 1. Beth Boelter— Elgin Children's Chorus Final Report D. Staff Report 1. Financial Report 2. Artspace 3. Art Showcase 4. Hemmens E. Approval of April 9, 2012 Minutes F. Old Business 1. Pop Up Poetry 2. Next Wave 3. Page To Stage 4. Art Salon 5. Walkabout 6. Music Festival 7. 1440 — Sunlit Gardens, Shaded Paths G. Other Old Business H. New Business 1. Sister City 2. Elgin Youth Symphony Grant Changes 3. Janus Theater Grant Changes 4. Gomez/Tidmore Individual Grant 5. Barbara Broeske Individual Grant I. Other New Business C ii r ELGIN Cultural Arts Commission Minutes June 11,2012 7:00 p.m. I. Call to Order(Sean Hargadon)The meeting was called to order at 7:00 p.m. II. Roll Call(Sylvia Grady) Richard Pahl, Sean Hargadon, Joe Vassallo, Jeff Grosser, Darlene Hulin,Natalie Shadel, Mary Kirkman, Edward Zack, Craig Dresang Excused: Carl Brahms, Richard Dunne III. Citizens Forum 1. Beth Boelter—Beth presented the 2012 Final Report from the Elgin Children's Chorus Organizational Grant Award. 2. Elda Sirridge—Elda dropped off an Individual Artist Grant Application. IV. Staff Reports A. Financial—As presented. B. Artspace— Artspace tenant applications will start to be taken June 25th.They will have a presence at Art and Soul on the Fox to promote the Elgin Artspace Lofts. C. Elgin Art Showcase—Nothing to report. D. Hemmens—No report given. V. Approval of April 9,2012 Minutes: Motion: A motion was made by Richard Pahl to approve the minutes. It was seconded by Joe Vassallo. Ten approved,one abstained. The motion passed. There were no Minutes for May as there were not enough members present for a quorum. Attendance for May: Roll Call(Sylvia Grady) Carl Brahms, Craig Dresang, Sean Hargadon,Mary Kirkman, Edward Zack, Excused: Darlene Hulin, Richard Pahl,Joe Vassallo Absent: Richard Dunne,Jeff Grosser,Natalie Shadel VI. Old Business A. Pop up Poetry—Sean reported that the posters are still up. Copies of the books have been sent to the participants. B. Next Wave—Poster for call for artists have been printed. Commissioners were asked to take some and distribute. The website is up and running. The next meeting will be June 12 at the Showcase. C. Page to Stage—Written report as presented. C Cultural Arts Commission Minutes Monday,June 11, 2012 Page 2 D. Art Salon—Sylvia reported that the salon was a great success. Attendance at the salon was up this year. This shows that there is a need for artists to display and a growing community interest in viewing the work. E. Music Festival—Invoices for payment are being worked on. The special events budget will cover the cost of the stage. Sylvia is looking for volunteers to help at the event. F. 1440 Sunlit Gardens, Shaded Paths—The cost of Herald's ads will be$720. The info is also posted on the papers website. Sylvia did a question and answer session with the TribLocal and a Channel 17 spot to help market the project. G. Walkabout—Sean reported that the Walkabout would begin at Elgin Public House and end at Al's. He is still working out details and on the website. The groups will be using the Showcase as dressing rooms. This year there will be costumes and set pieces. There will be evening performances on Friday and Saturday nights at 7. Volunteers are needed for the event. VII. New Business A. Sister City—Sylvia reported that she met with Bob Bedard about a proposal that will be made to City Council about adopting a City in Chile as a Sister City to Elgin. There would be a Cultural exchange component to the proposal. Sylvia said that photos from the last seven years of 1440 could be selected for an exhibit to show Elgin to the people of the Sister City. The Commission thought that this was a wonderful idea. B. Film Festival—Joe Vassallo reported that films were being accepted. He asked for volunteers to view the films to help decide on the finalists. There will not be a reception following the festival. Trailers of all the submitted films will be shown at the Next Wave. C. Elgin Area Arts Council—Sylvia reported that she met with the Mayor about the possibility of an Elgin Area Arts Council that would be a 501C3. The Commissioners had many questions about this Council. Sylvia will ask the Mayor to come to September's meeting to discuss his thoughts on this matter. D. Elgin Youth Symphony Grant Changes—The grant changes were presented. A brief discussion followed. Motion: Edward Zack made a motion the Commission accept the grant changes as presented. Darlene Hulin seconded the motion. All agreed. The motion passed. E. Janus Theater Grant Changes—The grant changes were presented. A brief discussion followed. Motion: Richard Pahl made a motion the Commission accept the grant changes as presented. Joe Vassallo seconded the motion. All agreed. The motion passed. F. Gomez/Tidmore Individual Grant Application—The grant was presented in person on May 14. The Commissioners present in May answered questions on the grant. A brief discussion followed. The Commission requested that Sylvia let the grantees know that the film must be shown in Elgin and that the City of Elgin and The Cultural Arts Commission be listed in their credits. Motion: Craig Dresang made a motion the Commission accept the grant request for$1,000 as presented. Edward Zack seconded the motion. Ten agreed. One abstained. The motion passed. Cultural Arts Commission Minutes Monday, June 11, 2012 Page 2 G. Barbara Broeske Individual Grant Application—The grant was presented in person on May 14. The Commissioners present in May answered questions on the grant. A brief discussion followed. Motion: Craig Dresang made a motion the Commission accept the grant request for $1,000 as presented. Mary Kirkman seconded the motion. All agreed. The motion passed. H. Elda Sirridge Individual Grant Application—The grant application was read. There were many incomplete areas in the application. The Commission felt the project had merit but needed more thought and preparation. Sylvia will relay the areas that need to be more thoroughly explained and suggest that Elda rework the application and submit it in 2013. Discussion followed. The next meeting will be Monday,July 9,2012. VIII. Adjournment—The meeting was adjourned at 8:47 p.m. Motion: A motion was made by Jeff Grosser to adjourn the meeting. It was seconded by Joe Vassallo. All agreed. The motion passed. Respectfully submitted by: r Sylvia Grady Cultural Arts Staff Liaison r Next Wave Meeting - Agenda June 12, 2012 7pm Elgin Art Showcase OLD BUSINESS: ART Artist awards, artists in attendance and hanging procedures PERFORMANCE Dancers, singers, musicians and actors PROMOTION The website, the letter, a video, news releases and word of mouth SPACE Fabric Images, bartenders, beverages, security, lights and sound NEW BUSINESS: PROJECT PLAN Doling out the goods, or who's responsible for what? OTHER ITEMS: r C Next Wave Meeting June 12, 2012 7pm Elgin Art Showcase Attendees: Natalie, Butch, Darline, Linda, Sigi, Sean, Sylvia, Amy, Kelli SUMMARY The group reviewed details from the previous meeting. Descriptions follow this summary and are under headings, such as ART, PERFORMANCE, PROMOTION, etc. After that portion of the meeting, the group went over the project plan to review where we are in the process and to plan for the future. ART Danni reported (via email) that Gail Asinger is crafting a simple award and will need a final count after the group approves it. She is also considering a smaller version for a web/event donation gift. A sample will be made and shared with the group by using a photo. PERFORMANCE Danni reported (via email) that the Fire Swinging group is available for Friday night. We'll need to check and see if there is a cost. PROMOTION Sigi reported that she provided a sponsorship letter to Carl. Sean said he is developing a news release to go out to promote the event. SPACE Kelli reported that Gordon from Fabric Images is still interested in working on the Next Wave. She will try to schedule a time for him to attend a future meeting. Sigi said she would provide a list to Sylvia of available bartenders for the event. She will also approach Al's Café and Prairie Rock Grill about donating beer/wine for the event. Sylvia talked about the security for the event, which will be handled by local police. Sean reported that he and Butch did the walk-through of the space and worked out the technical requirements for the event. There may be some changes once the event starts to take shape. NEW BUSINESS Carl was not at this meeting, which meant the project plan review would wait until the July meeting. Sigi reported that she is currently working on raising an additional $3-$5K for the event, which could be used as for artist awards. The group talked about soliciting artists and performers and researching the technical needs of the event. The following is a summary of those discussions. Next Meeting: July 17, 2012 I Elgin Art Showcase I 7pm r ELGIN Cultural Arts Commission Agenda Monday, July 9, 2012 7:00 p.m. City Hall 2nd Floor Conference Room, South Wing A. Call to Order (Hargadon) B. Roll Call (Grady) C. Citizens Forum D. Staff Report 1. Financial Report 2. Artspace 3. Art Showcase 4. Hemmens E. Approval of June 1;; , 2012 Minut= F. Old Busines 1. Ne ..;:.4 -ve 2. W: 3. Elgin S''-_< Film ___;. 'val G. Ot ' :usine New :•sines: I. Oth r ew Business r i Next Wave Meeting - Agenda July 17, 2012 7pm Elgin Art Showcase OLD BUSINESS: ART Review artist trophies, artists in attendance, hanging procedures PERFORMANCE Dancers, singers, musicians and actors update PROMOTION Event poster, promotional video, news release and word of mouth update SPACE Fabric Images, bartenders, beverages update NEW BUSINESS: PROJECT PLAN Review the plan and determine roles OTHER ITEMS: r r ELGIN Cultural Arts Commission Agenda Monday, August 13, 2012 7:00 p.m. City Hall 2"d Floor Conference Room, South Wing A. Call to Order (Hargadon) B. Roll Call (Grady) C. Citizens Forum D. Staff Report 1. Financial Report 2. Artspace 3. Art Showcase 4. Hemmens E. Approval of June 11, 2012 Minutes F. Old Business 1. Next Wave 2. Walkabout 3. Kaleidoscope Festival 4. 1440 5. Elgin Short Film Fest G. Other Old Business H. New Business 1. Elgin Theatre Company Grant Change request 2. 2013 CAC Projects/Budget 3. 2013 Grant Applications/Timeline I. Other New Business r 111 rh. ELGIN Cultural Arts Commission Minutes August 13, 2012 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) Richard Pahl, Sean Hargadon, Joe Vassallo, Jeff Grosser, Butch Wilhelmi, Darlene Hulin, Natalie Shade!, Edward Zack, Craig Dresang, Carl Brahms Excused: Mary Kirkman Absent: Richard Dunne III. Citizens Forum 1. Kathy Matthews— Kathy Matthews presented the 2012 Final Report from the Elgin Youth Symphony Orchestra Organizational Grant Award. Other EYSO guest included: Dana Vierce, Sue Braxham and Eli Braxham. Eli is a senior graduate of EYSO and played a Baroque piece and the Bass for the Commission. IV. Staff Reports A. Financial—As presented. B. Artspace—Artspace had over 600 visitors go through the apartment complex at Art and Soul. Information has been sent out and recipients have been asked to post and email out the info to spread the word. It has been suggested that it be posted on Craig's List. C. Elgin Art Showcase—The space is being cleaned and reorganized. Sylvia is working on 2013 bookings. The Guild will hold their first performance at the Showcase in November. It will be important to support this group in building an audience base. D. Hemmens—Maintenance projects are underway. Green Room Improv will start again this fall. ESO starts their season September 8. V. Approval of June 11,2012 Minutes: Motion: A motion was made by Jeff Grosser to approve the minutes. It was seconded by Edward Zack. All approved. The motion passed. VI. Old Business A. Next Wave—All is falling into place. Over 100 are signed up and more performers and musicians have expressed interest in being part of the program. August 14 there will be a meeting to finalize details. The Commissioners were encouraged to volunteer to work the event. B. Walkabout—Sean reported that the event was well received and went off without any major problems. It worked well compressing the event into five performances in one weekend. The tours were full and the"Poe"theme worked well in the unusual space. Cultural Arts Commission Minutes Monday, August 13, 2012 Page 2 rob- C. Music Festival—Sylvia reported that the festival was seamless. The Music was well received. Because the City covered the cost of the stage, there is extra money in the festival account to use for another music event. She is looking into working with Hemmens on their New Year's Eve event and have the Big Band Consortium play as the musical group and have the CAC cosponsor the evening's entertainment. D. 1440 Sunlit Gardens, Shaded Paths—The second reminder letter has been sent out and later in August there will be a reminder ad in the Herald. At the September meeting Sylvia will be asking for volunteers to help with the photo selections. E. Elgin Short Film Fest—Joe Vassallo reported that fund raising efforts have gone well and there will be enough money to cover the event. There will be a meeting of the preliminary judges this week. South Elgin High School students have produced a commercial for the event and it has been posted on the internet. F. Individual Grant Changes—Sylvia presented a letter from David Powers on behalf of Jordan Powers explaining the need for the change in the presentation of Jordan's film at the library. Barb Broeske has also postponed the exhibit from September to December. VII. New Business A. Elgin Theatre Company Grant Change Request—Sylvia submitted a letter explaining the need for a change in the play to be presented by ETC this fall. There was no objection to this change. B. Grant Applications 2013—Sylvia stated that she is working on changes to the organizational grant application. The Commissioners discussed raising the limit of the grant amount. Motion: Richard Pahl made a motion that the$7000 limit be raised to$8500 for 2014. Edward Zack seconded the motion. All agreed. The motion passed. C. 2013 Projects and Budget—Sylvia reported that budget meetings have begun for 2013. The Commission should begin thinking about projects and budget adjustments for 2013. D. ELGIN Neighbor—The City will be putting out a quarterly publication. They will list any CAC and Showcase events in the publication to help promote the Commission's activities. If someone wants to submit an article about the Commission or projects, it will be considered for the publication. The next meeting will be September 10,2012. VIII. Adjournment-The meeting was adjourned at 8:27 p.m. Motion: A motion was made by Joe Vassallo to adjourn the meeting. It was seconded by Carl Brahms. All agreed. The motion passed. Respectfully submitted by: 'V c // /2 Sylvia Grady Cultural Arts Staff Liaison Next Wave Meeting - Agenda August 14, 2012 7pm Elgin Art Showcase OLD BUSINESS: ART Review artist trophies, artists in attendance, hanging procedures PERFORMANCE Review performers and scheduling details PROMOTION Review event poster, promotional video, news release and word of mouth details SPACE Review Fabric Images, bartenders, beverages update, technical issues PROJECT PLAN Review the plan NEW BUSINESS: LOAD-IN FOR EVENT OTHER ITEMS: r ELGIN Cultural Arts Commission Agenda Monday, September 10, 2012 7:00 p.m. City Hall 2nd Floor Conference Room, South Wing A. Call to Order (Hargadon) B. Roll Call (Grady) C. Citizens Forum 1. Susan Heaton — Children's Theater of Elgin 2. Mayor David Kaptain D. Staff Report 1. Financial Report 2. Artspace 3. Art Showcase 4. Hemmens E. Approval of August 13, 2012 Minutes F. Old Business 1. Next Wave 2. Music Festival/ December 3. 1440 4. Elgin Short Film Fest 5. 2013 Grant Applications 6. Page to Stage 7. Fallback G. Other Old Business H. New Business 1. Submitting Receipts —Proceedure I. Other New Business C ELGIN Cultural Arts Commission Minutes September 10, 2012 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) Richard Pahl, Sean Hargadon, Joe Vassallo, Mary Kirkman, Butch Wilhelmi, Darlene Hulin, Natalie Shade!, Edward Zack, Craig Dresang, Carl Brahms, Richard Dunne Excused: Jeff Grosser III. Citizens Forum A. Kat Dalin—Kat Dalin presented the 2012 Final Report from the Elgin OPERA Organizational Grant Award. B. Rise Jones— Rise presented the 2012 Final Report from the Elgin SCORE— Hamilton Wings Organizational Grant Award. C. Susan Heaton—Susan presented the 2012 Final Report from the Children's Theater of Elgin Organizational Grant Award. D. Mayor David Kaptain—Mayor Kaptain addressed the Commission about the possibility of an Elgin Arts Council in addition to or instead of the Cultural Arts Commission as it is now. He also addressed the importance of the Commission to be the advocate for the Arts in the upcoming election and during the budget preparation for 2013. E. Anthony Pedote—Visitor IV. Staff Reports A. Financial—As presented B. Artspace —Artspace has begun forming an Artist Review Selection Committee. Sylvia will serve on this committee. The group will be trained in fair housing procedures and begin their review on September 21. C. Elgin Art Showcase— New display boards have been ordered as well as a new smartbar and stand. D. Hemmens—Maintenance projects continue. Green Room Improv started. ESO starts their season Sept 8. There are many new renters scheduled for 2013. V. Approval of August 13, 2012 Minutes: Motion: A motion was made by Richard Pahl to approve the minutes. It was seconded by Joe Vassallo. All approved. The motion passed. VI. Old Business A. Next Wave—A report was given on Next Wave. All agreed that the event was successful and should continue. There were several additional problems with the event as it was a City event instead of a 501C3 sponsored salon. Since this was a transition year for the event and an experiment that the Commission run the event in 2012, a discussion was had as to whether or not the Commission should continue to sponsor the Next Wave in 2013. Cultural Arts Commission Minutes 'Monday, September 10, 2012 Page 2 Motion: Craig Dresang made a motion that the Next Wave Committee apply for a 2013 Organizational Grant instead of the Commission holding the salon again. Mary Kirkman seconded the motion. Eight agreed. One opposed. The motion passed. Sylvia gave Carl Brahms, the Next Wave Chairperson a grant application form. B. Walkabout—Sean reported that the event was well received and went off without any major problems. It worked well compressing the event into five performances in one weekend. The tours were full and the "Poe"theme worked well in the unusual space. C. Music Festival—Sylvia reported that the Hemmens New Year's Eve with the Big Band Consortium playing was not feasible as they would need $4000 to play. Instead, they will play for$2000 at the City's Tree Lighting Ceremony on the plaza the first weekend in December. D. 1440 Sunlit Gardens, Shaded Paths—Sylvia reported that photos have already come in. Volunteers to help with the photo selection should meet on Friday, September 28. They should meet at City Hall at 5pm. E. Elgin Short Film Fest—Joe Vassallo reported that fund raising efforts netted $6500. The 5 finalists have been chosen and notified. Volunteers are needed for ballot counting the night of the festival. F. 2013 Organizational Grant Applications—Sylvia reported that the 2013 form has been mailed out and posted on line. G. Page To Stage- Richard Pahl announced the next play reading. A former Elginite, Jeff Whipple is the playwright. A resume was distributed. Jeff is also an artist and will display his work in the gallery and do a Writer's Workshop on Saturday morning during Fallback. H. Fallback—Sean Hargadon and Craig Dresang reported on the event. The event will take place October 26-28 at the Showcase and Hemmens lower level. Page to Stage will be part of the event this year. Details are being worked out. VII. New Business A. Submitting receipts for reimbursement—Sylvia explained the City's procedure and policy. She passed out the City's tax letter, and explained that the receipts would need to be attached to an invoice with each expense listed and explained. The next meeting will be October 8, 2012. VIII. Adjournment-The meeting was adjourned at 9:28 p.m. Motion: A motion was made by Joe Vassallo to adjourn the meeting. It was seconded by Edward Zack. All agreed. The motion passed. Respectfully submitted by: - #2-- Z Sylvia via Grady 110 ellik Cultural Arts Staff Liaison ELGIN Cultural Arts Commission Agenda Monday, October 8, 2012 7:00 p.m. City Hall 2"d Floor Conference Room, South Wing A. Call to Order (Hargadon) B. Roll Call (Grady) C. Citizens Forum D. Staff Report 1. Financial Report 2. Artspace 3. Art Showcase 4. Hemmens E. Approval of September 10, 2012 Minutes F. Old Business 1. Next Wave 2. Music Festival/ December 3. 1440 4. Elgin Short Film Fest 5. 2013 Grant Applications 6. Page to Stage 7. Fallback G. Other Old Business H. New Business 1. Sister City Photo Exhibit 2. Separate meeting for Strategic planning to on the Importance of the Arts in Elgin 3. Larkin Arts Academy student liaison to CAC 4. State of the Arts Reception I. Other New Business r ELGIN Cultural Arts Commission Agenda Monday, November 12, 2012 6:15 p.m. City Hall 2"d Floor Conference Room, South Wing A. Call to Order (Hargadon) B. Roll Call (Grady) C. Citizens Forum D. Staff Report 1. Financial Report 2. Artspace 3. Art Showcase 4. Hemmens E. Approval of September 10, 2012 Minutes rk F. Old Business 1. Music Festival/ December 2. 1440 3. Page to Stage 4. Fallback 5. J. Powers Individual Grant Update 6. Open Meetings Training - Reminder G. Other Old Business H. New Business 1. Sister City Photo Exhibit 2. Separate meeting for Strategic planning to on the Importance of the Arts in Elgin 3. Larkin Arts Academy student liaison to CAC 4. State of the Arts Reception 5. Purchase of New CAC Street Banners 6. 2013 Organizational Grants Review I. Other New Business r itt ELGIN Cultural Arts Commission Minutes November 12, 2012 6:15 p.m. Call to Order(Sean Hargadon) The meeting was called to order at 6:20 p.m. II. Roll Call (Sylvia Grady) Richard Pahl, Sean Hargadon, Joe Vassallo, Mary Kirkman, Butch Wilhelmi, Darlene Hulin, Natalie Shadel, Edward Zack, Craig Dresang, Carl Brahms, Cherie Murphy Excused: Jeff Grosser Absent: Richard Dunne III. Citizens Forum IV. Staff Reports A. Financial—As presented. B. Artspace—Artist Review Selection Committee has been meeting. Sylvia reported that there is a wide range of ages and mediums in artists that have qualified. About 35 artists have been interviewed and are starting to move in. C. Elgin Art Showcase—None given. D. Hemmens—There are many new renters scheduled for 2013. V. Approval of September 12,2012 Minutes: Motion: A motion was made by Richard Pahl to approve the minutes. It was seconded by Joe Vassallo. All approved. The motion passed. VI. Old Business A. Music Festival—Sylvia reported that Big Band Consortium will play for$2000 at the City's Tree Lighting Ceremony on the plaza December 1 from 3:30 to 4. Special Events will pay for the tent and Hemmens crew. This event is free to the public. B. 1440 Sunlit Gardens, Shaded Paths—Sylvia reported that the opening reception was a success. Many photographers and their families were there. Mayor David Kaptain spoke and the Elgin Youth Symphony Orchestra played. C. Page To Stage— Richard Pahl reported that the reading went very well. He voiced some disappointment in the size of the audience due to the other City events that weekend. He is currently reading scripts for the next Page to Stage. D. Fallback—Sean Hargadon and Craig Dresang reported on the event. The attendance was strong and the feedback positive. E. J. Powers Individual Grant—Sylvia reported that a letter was sent to the address on the grant application requesting information of the completion of the project. Carl Brahms was asked to try and find out additional contact information and as to what happened with the plans for showing the film. F. Open Meetings Training Reminder—The Commission was reminded that training needed to be completed by the end of the year. Mary Kirkman and Darlene Hulin handed in their certificates of completion. Cultural Arts Commission Minutes Monday, November 12, 2012 Page 2 VII. New Business A. Sister City Exhibit—Sylvia reported that the photos have been chosen and additional info printed up on 1440 and matted to accompany the photos. They will be packed and sent out sometime in January 2013. B. Separate meeting for Strategic planning— Mary Kirkman would like to set up a subcommittee to plan a presentation to City Council on the importance of the Arts in the Community. The Commission will discuss this at future meetings. C. Student Liaison to the CAC—Joe Vassallo suggested that the Commission consider having a student liaison. The Commissioners felt this was a good idea to help get high school students more involved in Commission activities. Joe will follow up with Larkin High School on this matter. D. New CAC Street Banners—Sylvia suggested that the Commission replace the old Commission logo street banners with the City in the Suburbs design. Motion: Carl Brahms made a motion that new banners be purchased to replace the outdated design banners on Division Street and additional ones be purchased for other locations in downtown. Joe Vassallo seconded the motion. All approved. The motion passed. E. State of the Arts Reception—Last year a reception was held to celebrate the work that the Commission and local Arts organizations had done to promote the Arts in Elgin. Sylvia suggested that this be done again and include the Artspace residents to help introduce them to members of local Arts organizations and familiarize them with the Commission. Motion: Mary Kirkman made a motion to hold a State of The Arts reception at the Elgin Art Showcase on December 11 from 7:00 p.m. to 9:00 p.m. Richard Pahl seconded the motion. All approved. The motion passed. F. Organizational Grants Review—The Commission reviewed, commented and voted on the 2013 CAC grant applications that were submitted. Sean Hargadon and Richard Pahl will meet to process the vote and calculate the grant awards. G. 2013 CAC Budget—Sylvia suggested that the Commission members look at the 2012 Budget and start thinking about projects for 2013. H. Next Wave—Carl Brahms asked the Commission to revisit plans for Next Wave. The next meeting will be December 10, 2012. VIII. Adjournment—The meeting was adjourned at 8:35 p.m. Motion: A motion was made by Edward Zack to adjourn the meeting. It was seconded by Mary Kirkman. All agreed. The motion passed. Respectfully submitted by: Hy/• Sylvia Grady Cultural Arts Staff Liaison r ELGIN Cultural Arts Commission Agenda Monday, December 10, 2012 7:00 p.m. City Hall 2"d Floor Conference Room, South Wing A. Call to Order (Hargadon) B. Roll Call (Grady) C. Citizens Forum 1. Elgin Symphony Orchestra 2. Barb Broeske D. Staff Report 1. Financial Report 2. Artspace 3. Art Showcase 4. Hemmens E. Approval of November 12, 2012 Minutes F. Old Business 1. Music Festival/ December 2. Open Meetings Training — Reminder 3. Separate meeting for Strategic planning to on the Importance of the Arts in Elgin 4. Larkin Arts Academy student liaison to CAC 5. State of the Arts Reception 6. Street Banners 7. 2013 Organizational Grants Review and changes for 2014 G. Other Old Business H. New Business 1. Jeorge Holmes Individual Grant Request 2. Sara Krikau Individual Grant Request 3. The Big Read Project 4. Art and Soul Festival 5. 2013 Budget I. Other New Business