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HomeMy WebLinkAbout2014 Cultural Arts Commission Minutes and AgendasELGIN Cultural Arts Commission Agenda Monday, January 13 7:00 p.m. City Hall 2"d Floor Conference Room, South Wing A. Call to Order (Dresang) a. Announcement of temporary replacement for Sylvia B. Roll Call (Murphy) C. Citizens Forum D. Staff Reports a. Financial Report b. Art Showcase c. Hemmens • E. Approval of December 9, 2013 Minutes F. Old Business a. 2014 Organizational Grant tabulations b. Fringe Festival c. Riverwalk Sculpture d. Student Liaison G. Other Old Business H. New Business a. 2014 Budgets- General and Riverboat b. 2014 Calendar of Events I. Other New Business J. Adjournment 0 AIR ELGIN Cultural Arts Commission Minutes January 13, 2014 7:00 p.m. Call to Order (Craig Dresang) The meeting was called to order at 7:04 p.m. II. Roll Call (Cherie Murphy) Craig Dresang, Richard Pahl, Sean Hargadon, Joe Vassallo, Darlene Hulin, Jeff Grosser, Council Representative Tish Powell, Edward Zack, Student Representative Jacob Lucas Excused: Mary Kirkman Staff Present: Butch Wilhelmi, Kerri Malone, Cherie Murphy III. Citizens Forum A. Milan Shah — Milan Shah from Film App, talked to the commission about an idea he wanted to pursue to present an on-line film app festival in March of 2014 at the Hemmens. He asked the commission for advice and direction on how he could pursue this project. The commission advised him to fill out an individual grant application. Staff will email that form to Mr. Shah. IV. Staff Reports • A. Announcements - a. It was announced that Kerri Malone has been hired on a temporary basis to fill the vacancy created with the retirement of Sylvia Grady. Kerri will work up to 20 hours a week as the manager for the Art Showcase, reporting to Butch Wilhelmi at the Hemmens. Kerri has turned in her resignation as a community member of the CAC, creating an opening on the commission. b. It was announced that Joseph Cory submitted a letter of resignation to the commission. Because of increased job responsibilities at Judson University, Mr. Cory felt he could no longer have the time to devote to the commission at this time Commissioners were advised to encourage people to apply for the two open positions created by the seats vacated of Mr. Cory and Ms. Malone. c. Jacob Lucas was introduced by commission member Joe Vassalo. Jacob will be a non-voting member of the commission, as a student representative from the Larkin High Performing Arts Academy. B. Financial Report- The commission ended the year on a positive note, slightly under budget. C. Elgin Art Showcase — Kerri is currently booking dates for 2014. During the slow month of January, the Showcase will have minor painting and other repairs done. D. Hemmens — Church Basement Ladies will be presented on Thursday, January 23, with an afternoon and evening show. Bookings for the year are progressing. V. Approval of December 9, 2013 Minutes: Minutes from the December meeting were missing from the agenda packet. The minutes will be included for approval at the February meeting. VI. Old Business A. 2014 Organizational Grant Tabulation- The commission reviewed the spread sheet • summary of the scores from the organizational grant applicants voted on at the December meeting. After discussion, a correction was made to the amount to be awarded to Side Street Studio Arts to 52460, in keeping with the rules and policy of the grant process. The total grants award total S68,355. Letters and contracts will be sent to each grantee before being presented to the City Council for final approval Cultural Arts Commission Minutes Monday, January 13, 2014 B. Fringe Festival- Sean Hargidon reported that the on-line campaign for support to the Fringe • Festival was very successful. With a goal of $3000, the campaign raised over $4100 dollar There will be an event on February 8 at the Martini Room with a "button" kick off. C. Riverwalk Sculpture — Councilwoman Powell stated that the Riverwalk Sculpture project would be discussed at the March Council Retreat. In the meantime, she asked the commission to put together a vision and estimated cost to present to council. She indicated that it will probably be necessary to pursue sponsors unless there is money left in the funding for this project. The commission asked to see a simple map to show the potential areas where artwork could be placed. Craig Desang and Darlene Hulin agreed to work on this project. D. Student Liaison- Jacob Lucas was introduced again and the group discussed his role as a liaison to U-46 students interested in the arts. VII. New Business A. Individual Grant Request — Councilwoman Powell presented an idea from a community group who want to host an event to coincide with Black History Month, and inquired about the group receiving an individual artist grant. The event "Untangling our Roots" would start with a showing of the movie "Good Hair" on Friday, February 21s' at Ljorere , 51 S. Spring Street, and continue on Sunday at Artspace exhibition hall with " A Hair Story", featuring a chronological look at the history of black hair styling from pre -slavery to the current day. Live hair styling techniques will be featured from local salons and stylists. Artwork of local area related artwork would also be on display. The commission felt that instead of requiring an individual grant application, they would prefer to present the event as a sponsor. Chairman • Dresang asked the commission to consider funding this as a CAC event during the budget discussions to follow. B. 2014 Budgets- General and Riverboat After discussion, the commission budgeted the following for the $50,000 Riverboat Fund 2014: Individual Grants: $12,000 Film Festival $ 6,000 Summer Theater $10,000 Workshop S8,000 Black History Month event $2,500 Jazz Festival $ 2,500 Marketing $ 3,000 Fringe Fest S5,000 Misc. $1,000 Motion: A motion was made by Darlene Hulin to approve the Riverboat Fund budget. It was seconded by Sean Hargidon. The motion passed unanimously. After discussion, the commission budgeted the following for the $73,000 General Fund 2014 Organizational Grants: $ 68,355 Page to Stage S 1,500 Art Salon S2,000 Photography on-line S 1,145 Motion: A motion was made by Jeff Grosser to approve the proposed General Fund budget. • It was seconded by Joe Vassallo. The motion passed unanimously. Cultural Arts Commission Minutes Monday, January 13, 2014 C. 2014 Calendar of Event The commission discussed • the following as tentative dates for the 2014 calendar of events: February 21-23 Black History Month Event "Untangling our Roots' May 16-17 Art Salon July Summer Theater August 8 Jazz on the 8t° September 11-14 Fringe Fest September 27 Elgin Short Film Fest November 1 Fall Back Workshops Is Is The next meeting will be February 10, 2014. VIII. Adjournment The meeting was adjourned at 8:52 p.m. Motion: A motion was made by Richard Pahl to adjourn the meeting. It was seconded by Edward Zack. The motion passed unanimously. Respectfully submitted by: Cherie Murphy Cultural Arts Staff Liaison Motion to Approve (with corrections): Joe Vassalo Seconded: Richard Pahl Unanimously Approved, February 10, 2014 ELGIN Cultural Arts Commission Agenda Monday, February 10, 2014 7:00 p.m. City Hall 2nd Floor Conference Room, South Wing A. Call to Order (Dresang) B. Roll Call (Murphy) C. Citizens Forum a. Art for All report D. Staff Report 1. Financial Report 2. Art Showcase 3. Hemmens E. Approval of December 2013 and January 14, 2014 Minutes F. Old Business 1. Black History Month Event 2. 2014 Organizational Grant Update 3. Riverwalk Sculpture 4. 2014 Commission Projects G. Other Old Business H. New Business I. Other New Business • • • ELGIN Cultural Arts Commission Minutes February 10, 2014 7:00 p.m. Call to Order (Craig Dresang) The meeting was called to order at 7:00 p.m. II. Roll Call (Cherie Murphy) Craig Dresang, Richard Pahl, Mary Kirkman, Sean Hargadon, Joe Vassallo, Darlene Hulin, Jeff Grosser, Council Representative Tish Powell,Student Representative Jacob Lucas Excused: Edward Zack Staff Present: Butch Wilhelmi, Kerri Malone, Cherie Murphy III. Citizens Forum A. Milan Shah — Milan Shah from Film App, presented an application for a $1,000 mini -grant. He has booked the Hemmens for the 29'h of March for a three hour film festival, beginning at 6:30 pm. Mr. Shah also discussed working with commission members involved in the Hemmens short film festival to share short films that are unusable for his festival. He also asked for advise on gallery space for use at the same time. Commission members share information on various spaces in the community, including Hemmens gallery, Judson, ECC and the Gail Borden Library. IV. Staff Reports A. Announcements - a. It was announced that the Organizational Grants will be presented for consideration to the City Council at the next meeting on Wednesday, February 12 at the Committee of the Whole Once approved and all contracts are returned from the arts organizations, checks will be processed for payment. B. Financial Report- Commission member Hargadon pointed out that funding for the Fringe Festival was mistakenly omitted from the Riverboat budget listed in the January Minutes and that the addition of the agreed upon S5,000 for the Fringe Festival would put the budget over by S2000. After discussion, it was agreed that we can make minor adjustments to other lines to accommodate and justify the budget. C. Elgin Art Showcase — a. Kerri continues to book dates for 2014. Art exhibitions are booked for the entire year. Repairs and painting of the showcase have been completed by building staff. b. Kerri posted the Showcase on Chicago Artists Resource and has gotten a lot of positive response, with a mix of local and Chicago artists. She also received an inquiry from a sculptor from England who is interested in an exhibit in the fall. Nothing Special Productions has booked a show for June. c. Kerri has created a facebook for the showcase, where she will post the latest news and updates about shows and rentals. Plans are underway for an Artists Mixer on April 11 `" d. Plans are underway for a Jazz on the Eighth event on 8/8. Councilmember Powell shared a link to a jazz musician from Rockford that has been contacted for prices and availability, however Kerri will continue to explore other options as well. She is also exploring a ballroom dancing event. D. Hemmens — a. Church Basement Ladies was presented on January 23. In spite of bitter cold, ticket sales were better than expected with a loss of only about $500. b. Butch presented a spreadsheet that he is working on that outlines all the activities, day by day, that go on at Hemmens throughout the year, as well as other projects and events outside of the building that requires the time of Hemmens staff. The chart Cultural Arts Commission Minutes • will include Special Events, Art Showcase and meetings, such as Council meetings where Hemmens staff is utilized. c. Coming up at The Hemmens will be three big talent shows, the ESO and the Antique Clothing Show. V. Approval of Minutes December 9, 2013: Moved to approve by Mary Kirkman, seconded by Jeff Grosser. Minutes were approved unanimously January 13, 2014: Corrections were noted that the date of "2013" should be "2014" in the title. Also, a correction was noted that a $2000 error was made in the totaling of the Riverboat grant budget. A motion to approve, with amendments, and seconded by Richard Pahl. Minutes were approved unanimously. VI. Old Business A. Black History Month Event, Untangling Your Roots - Commission member Tish Powell updated the commission on the final plans for the event. The event will begin on Friday night at Ijorere at 51 S. Spring Street, with the presentation of "Good Hair", a film documentary on African American hair. On Sunday, February 23, several hair stylists will be demonstrating a chronological look at the history of African American hair styling, from pre -slavery to today. Music, art and food themed to the event will be included. The events are free to the public. Staff will provide high boys, popcorn machine and Cherie will write a press release for the event. B. Riverwalk Sculpture — Detailed Drawing of Riverside Drive were provided by city engineers to the subcommittee working on the project. Due to the weather, the commissioners have been unable to physically visit the site. Jeff Grosser, Darlene Hulin and Craig Dresang will • meet over the next week to study, research and discuss the project. Councilwoman Powell reminded the commission that this may be a discussion point at the next City Council retreat in March and it would be helpful to have some basic information and vision to share at that time. VII. New Business A. Individual Grant Request— The commission reviewed two applications: a. Jen Bosworth submitted a grant application to present a one -woman show entitled "Why Not Me... Love, Cancer and Jack White". After review, the commission determined that the grant does not qualify due to the fact that the applicant is not an Elgin resident, nor has a history of supporting the arts community in Elgin. The commission did express interest in the play and will continue discussion with her for other opportunities in Elgin. b. Milan Shah submitted a grant application for $1,000 to host a Film App Festival in March at The Hemmens Cultural Center. After review, Commission member Jeff Grosser moved to approve, seconded by Richard Pahl. The commission voted unanimously to fund the grant application for S1000. The next meeting will be March 10, 2014. VIII. Adjournment The meeting was adjourned at 8:40 p.m. Motion: A motion was made by Mary Kirkman to adjourn the meeting It was seconded by Joe Vassallo. The motion passed unanimously. Respectfully submitted by: • e'heuejftuxphry Cherie Murphy Cultural Arts Staff Liaison it 0 ELGIN Cultural Arts Commission Agenda Monday, March10, 2014 7:00 p.m. City Hall 2"d Floor Conference Room, South Wing A. Call to Order (Dresang) B. Roll Call (Murphy) a. Introduction of New Members C. Citizens Forum D. Staff Report 1. Financial Report 2. Art Showcase a. Upcoming rentals b. Artist Mixer c. Jazz Fest d. other 3. Hemmens a. Upcoming rentals b. Hemmens Task Force c. Summer Theater d. Film Fest e. other E. Approval of February 10, 2014 Minutes F. Old Business 1. Black History Month Event Report 2. 2014 Organizational Grant Update 3. Riverwalk Sculpture 4. 2014 Commission Projects a. Art Workshops b. Fringe Festival c. Page to Stage G. Other Old Business 1. Outstanding Individual Grants H. New Business ELGIN Cultural Arts Commission Minutes March 10, 2014 7:00 p.m. Call to Order (Craig Dresang) The meeting was called to order at 7:02 p.m. Roll Call (Cherie Murphy) Craig Dresang, Richard Pahl, Edward Zack, Sean Hargadon, Joe Vassallo, Darlene Hulin, Jeff Grosser, Council Representative Tish Powell, Gail Azinger, Erin Rehberg, Student Representative Jacob Lucas Excused: Mary Kirkman Staff Present: Butch Wilhelmi, Kern Malone, Cherie Murphy III. Introduction of new Commission members New members Gail Asinger and Erin Rehberg were introduced and they told the commission a little bit about themselves and their particular interests in the arts. Commissioner Hargadon will serve as the mentor for Erin Rehberg, Commissioner Pahl will serve as the mentor for Gail Asinger. IV. Citizens Forum is A. Milan Shah — Milan Shah from Film App, updated the commission on his plans for the Film App Festival on March 29. He shared that he wants to do this event quarterly in the future. B. Jennifer Boleno with the Elgin Choral Union presented the report for the grant that the group received in 2013.Their concert in Elgin at ECC sold out and their performance in St. Charles Norris Center had approximately 600 in attendance. V. Staff Reports A Financial Report- As presented B Elgin Art Showcase — a. Kern shared the Showcase calendar for March -June. Among the events being held at the Showcase are the Mayor's Awards in May, and an Art Salon. b. The Artist Mixer is scheduled for April 11 from 6 to 8 p m Commissioners are asked to attend if at all possible. Chairman Dresang will speak at the event c. Plans are still underway for a Jazz on the Eighth event on 8/8 Several types of jazz performers are being considered The event is planned for 8-11 p.m that evening. C. Hemmens — a. Between now and the next commission meeting, Hemmens has over 23 rentals, 23 differerent rehearsal and 23 events, with only 3 days without events. b. The application process for the Hemmens Task force is now closed. 38 Applications were received. They will now be reviewed by the Mayor and Manager Stegall to select the members. c. The contract for Summer Theater is almost ready. Once that is signed, an announcement will be made as to what play will be featured this year. d. This year's Short Film Fest will be announced in early April. Film Freeway will be used this year to solicit films, plus Midwest Independent Films and other sources • Mike Toomey with Channel 9 will return as the host. There will be categories this year, including Animation and Live Action. Volunteers will be needed to serve as judges and preview films. e. Grand Victoria Casino is renting the Hemmens on June 26 for an employee talent fest. Cultural Arts Commission members are asked to serve as judges. Cultural Arts Commission Minutes Monday, January 13, 2014 • VI. Approval of Minutes February 10, 2014: Moved to approve by Councilwoman Powell, seconded by Richard Pahl. Minutes were approved unanimously. VII. Old Business A. Black History Month Event, Untangling Your Roots - Commission member Tish Powell updated the commission on the final results of the event. The event began on Friday night at Ijorere at 51 S. Spring Street, with the presentation of "Good Hair", a film documentary on African American hair. Approximately 25 people attended. On Sunday, February 23, several hair stylists demonstrated a chronological look at the history of African American hair styling, from pre -slavery to today. Music, art and food were included. Approximately 75 guests attended. The committee is looking for a new theme for next year, as they want to keep this as an ongoing event. Councilmember Powell presented the commission with a certificate of appreciation, as well as a poem written by Dr. Mae -Hicks Jones. B. Riverwalk Sculpture — Commission members Hulin, Grosser and Chairman Dresang met at the site on Riverside Drive to look at available space for artwork. They suggested that the city investigate finding historical pieces from Elgin's past that could be displayed as artwork They plan to speak with the Historical Museum about this. They also questioned whether the council would prefer one significant piece of artwork, or if they want several smaller pieces along the river Councilmember Powell stated that the council would like to get recommendations and suggestions from the CAC in time for budget season for 2015. C. Commission Projects 1. Fringe Festival - Commissioner Hargadon said that a call for artists in going out on March 25. The goal is to have 30 groups participate. The event is being promoted on the national fringe fest site. There will be a button launch at the Martini Room on • March 29`" from 7:30-10 p.m. Sites for the Fringe Fest are being negotiated throughout the downtown, with three confirmed so far. Erin Rehberg met with city staff to discuss hosting a children's activity area in Carlton Rogers Park. The Elgin Technology Center is creating an Elgin Fringe Fest App. 2. Page to Stage- Commissioner Pahl is reviewing scripts. VIII. Other Old Business 1. Outstanding Individual Grants — Joseph Drozd is unable to complete the individual grant project he received funding for in 2013. Therefore, he will be returning the $1,000 individual grant award back to the commission in the next few weeks 2. Elgin Like This website - Susan McConnell, who was hired to conduct a photo workshop at the Fall Back event in November, has offered to manage the website and facebook page for the www.elginlikethis.com that was created as part of FallBack, at a cost of $750 per month Craig Dresang will contact her to negotiate the city taking it over and doing it ourselves. IX New Business Edward Zack announced that his wife Carol Zack will have an exhibit "Emphasis Oil Pastel 2014" on Friday March 14 from 7-9 p.m. at the Addison Center for the Arts Commissioners are invited to attend. • The next meeting will be April 14, 2014. VIII. Adjournment The meeting was adjourned at 8:40 p.m. Motion: A motion was made by Jeff Grosserto adjourn the meeting It was seconded by Joe Cultural Arts Commission Minutes Monday, January 13, 2014 • Vassallo. The motion passed unanimously. Respectfully submitted by: ehe-de Atu%pfiy. Cherie Murphy Cultural Arts Staff Liaison • • ELGIN Cultural Arts Commission Agenda Monday, April 14, 2014 7:00 p.m. City Hall 2nd Floor Conference Room, South Wing A. Call to Order (Dresang) B. Roll Call (Murphy) C. Citizens Forum 1. Correspondence D. Staff Report 1. Financial Report 2. Art Showcase a. Upcoming rentals b. Artist Mixer • c. Jazz Fest d. other 3. Hemmens a. Upcoming rentals b. Hemmens Task Force c. Summer Theater d. Film Fest e. other E. Approval of March 10, 2014 Minutes F. Old Business 1. Riverwalk Sculpture 2. 2014 Commission Projects a. Art Workshops b. Fringe Festival c. Page to Stage G. Other Old Business 1. Film App Festival 2. Susan McConnell — Elgin Like This website proposal H. New Business 1. Individual Grant Request • 2. Marketing Plan ELGIN Cultural Arts Commission Minutes April 14, 2014 7:00 p.m. Call to Order (Craig Dresang) The meeting was called to order at 7:02 p.m. II. Roll Call (Cherie Murphy) Present: Craig Dresang, Richard Pahl, , Sean Hargadon, Joe Vassallo, Darlene Hulin, Jeff Grosser, Council Representative Tish Powell, Gail Azinger, Erin Rehberg, Student Representative Jacob Lucas Excused: Edward Zack Staff Present: Butch Wilhelmi, Kerri Malone, Cherie Murphy IV. Citizens Forum A Kathy Mathews presented information regarding the upcoming Fox Valley Arts Hall of Fame Event coming up on May 1 at Villa Olivia in Bartlett. Elgin will have two inductees into the Hall of Fame this year- Jane Peterson and Randal Swiggums. She invited CAC members to attend the event. B. Solange Sior- Ms. Sior received a mini grant in 2013 for a fall event at the Art Showcase. She reported on the results of that concert, and submitted an application for an event for October of 2014, featuring Berliotz and Schubert. Council representative Tish Powell asked if there is a way to find out where people are coming from. It was agreed by the commission that staff could create a template survey that we require all grant recipients and users of the showcase to utilize so that we can collect accurate data. C. Milan Shah — Milan Shah from Film App, updated the commission on the results from the film app event for which he received a mini grant. Although the event was not as heavily attended as he had hoped, he was still pleased to see nearly 3000 downloads per day. Overall, the event invested nearly $8,000 into the community, including rental, printing and food. V. Staff Reports A. Financial Report- As presented B. Elgin Art Showcase — a. Kern updated the commission on the Mixer which was held on Friday, April 11 at the Showcase. The turnout was over 30 people, and the comments and contacts that were made were of benefit to all. Among the comments she received was that people would like a more centralized way to get arts information. b. Jazz Fest is being planned for August. James Sanders, a jazz performer from Chicago, is being pursued as the performer. He does a variety of types of jazz, including Latin Jazz. The commission discussed what the entrance fee should be and whether there should be a dress code. A $5 fee and a cash bar was suggested. The dress could be described as "Creative Casual" or some other term to clarify that there is an expectation for dress. • c. Claire McDermott, The artist from England who was trying to get a grant to come to Elgin did not get the grant, however is still trying to find other funding and still plans to come. Since she is planning to be here in the first part of November, the group discussed the possibility of having her be part of FallBack. d. The Art Salon scheduled for May 16 and 17 is booked with a variety of art medium and the details are near completion. Cultural Arts Commission Minutes Monday, January 13, 2014 • C. Hemmens — a. The next two months are extremely busy with dance recitals and other events, including Mrs. Illinois, Children's Theater, Talent Fest and ESO. b. The application process for the Hemmens Task force is now closed. 38 Applications were received. They will now be reviewed by the Mayor and Manager Stegall to select the members. c. RENT will be The Summer Theater show, which was announced last week. Auditions will take place May 19-21. The show will take place the last two weekends of July. d. This year's Short Film Fest was announced. Film Freeway is being used this year to solicit films, with the first entry already in. Mike Toomey with Channel 9 will return as the host. There will be categories this year, including Animation and Live Action. Volunteers will be needed to serve as judges and preview films. Entry forms and sponsorship forms are available on line. e. The Hemmens Task Force is still in the process of being finalized. All of the selected applicants have been contacted and they have agreed to serve. The first meeting will be scheduled for June 3, followed by the next meeting on July 1. VI. Approval of Minutes March 10, 2014: Moved to approve by Richard Pahl, seconded by Joe Vassallo. Minutes were approved unanimously. VII. Old Business • A. Riverwalk Sculpture — Since the last meeting, commissioner Erin Rehberg visited Grand Junction, Colorado and shared pictures and information regarding their community public art program. Artwork is provided by artists on a temporary basis at no charge, and their artwork is for sale. The city takes 25% commission of any sales. Artwork changes on a regular basis. Installation is done by the artists, with the city providing the site. The art is selected through an application process. Joe Vassallo will be in Colorado in July and will try to find out more details. • B. Commission Projects Fringe Festival - Commissioners Hargadon and Rehberg updated the commission on the festival. The button kick off was held at Martini Room on March 29with the sale of approximately 60 buttons. They are planning another event in May. So far they have 11 performance groups who attended the kickoff, plus others who have committed for a total of 25 performers representing a variety of art said that a call for artists in going out on March 25. The goal is to have 30 groups participate. The event is being promoted on the national fringe fest site. 2. Page to Stage- Commissioner Pahl received 6-10 scripts and found two that would be suitable. He is still in the process of finding an appropriate director. He is hopeful that perhaps it will be ready for June or July. 3. Art Workshops- no update 4. Elgin Like This website -no update. VIII. New Business Marketing Plan- A subcommittee was established to determine how best to use the $4000 budgeted for marketing the arts in Elgin. Chairman Craig Dresang, Kern Malone, Erin Rehberg and Sean Hargadon will serve on this committee. Cultural Arts Commission Minutes Monday, January 13, 2014 • 2. Aldo Bench 3. Individual Grant Requests a. Brook Hage- Application for a piano concert at the showcase in July. The commission asked that the grant be given with the requirement that she attend the next meeting to discuss ways the commission can help her be successful. Joe Vassallo motioned to approve a grant in the amount of $1000. Richard Pahl seconded. The motion passed unanimously. b. Salonge Sior- Application for an operatic performance in fall of 2014. Darlene Hulin motioned to award the $1000 grant Sean Hargidon seconded the motion. The motion passed unanimously. The next meeting will be May 12, 2014. VIII. Adjournment The meeting was adjourned at 8:35 p m. Motion: A motion was made by Joe Vassallo to adjourn the meeting. It was seconded by Richard Pahl. The motion to adjourn passed unanimously. Respectfully submitted by: eherie .Afa%phsp Cherie Murphy Cultural Arts Staff Liaison is 0 ELGIN Cultural Arts Commission Agenda Monday, May 12 7:00 p.m. City Hall 2nd Floor Conference Room, South Wing A. Call to Order (Dresang) B. Roll Call (Murphy) C. Citizens Forum 1. Margarita Mendoza report on Latino Film Fest 2. David Metzger presentation for Individual Artist Grant D. Staff Report • 1. Financial Report 2. Art Showcase 3. Hemmens E. Approval of April 14, 2014 Minutes F. Old Business 1. Riverwalk Sculpture 2. Marketing Plan 3. Aldo Leopold Bench 4. 2014 Commission Projects a. Art Workshops b. Fringe Festival c. Page to Stage G. Other Old Business H. New Business.' 1. Individual Grant Request 2. Returned Individual Grant 0 AIR ELGIN Cultural Arts Commission Minutes May 12, 2014 7:00 p.m. Call to Order (Sean Hargadon) The meeting was called to order at 7:05 p.m. II. Roll Call (Cherie Murphy) Present: Richard Pahl, Sean Hargadon, Darlene Hulin, Jeff Grosser, Council Representative Tish Powell, Erin Rehberg, Student Representative Jacob Lucas Excused: Craig Dresang, Gail Azinger, Edward Zack, Joe Vassallo Staff Present: Butch Wilhelmi, Kerri Malone, Cherie Murphy IV. Citizens Forum A. Margarita Medoza's grant report was postponed until June. B. David Metzger presented an individual grant application for an exhibit entitled "Cheesecake Anyone", featuring the history of American Pin -Up art. The exhibition would be featured at Elgin Artspace Lofts beginning on July 18, 2014. A request for $1000 grant was submitted for the commission to consider • C. Roberto Martinez presented an individual grant application for a photography project, using an historic camera once used by the Elgin Courier News. His project is to photograph local downtown business owners to capture their personalities on film and feature them in lifesize portraits that would be exhibited at the same time that the Fringe Fest is going on, September 11-14. A request for $1000 grant was submitted for the commission to consider. D. Brook Hage, recipient of a S1000 individual grant by the commission at the April meeting, came to the commission.meeting as requested to discuss ideas with the commission on the details of her event in the fall. The commission made recommendations to her for people to engage in the project as well as advise on pricing and other marketing ideas. E. Milan Shah — Milan Shah from Film App, updated the commission on his work on creating an app for the Fringe Fest. He presented the commission with the idea of doing an app for all city arts events. The commission asked him to provide an estimated cost and that they would first like to complete the Fringe Fest app and see how successful that is before moving forward. V. Staff Reports A. Financial Report- As presented B. Elgin Art Showcase — a. Erin Rehberg updated the commission on the success of the Elgin Ties festival that was held at the showcase. Of the 6 performances, 3 were completely sold out and the other three were very well attended. Performers came from as far away as New • York, Texas and even Australia. Many downtown businesses commented to Erin that they saw an increase in business from the festival participants. b. Kerri Malone presented the commission with a draft of a survey that will be used to solicit input and statistics from renters of the showcase. This requirement will need to be added to the commission applications. c Kerri reviewed the calendar for upcoming shows for May and June. She continues to Cultural Arts Commission Minutes Monday, January 13, 2014 meet with new professionals from Chicago who are very excited about renting the • Showcase. d. The Art Salon scheduled for May 16 and 17 is booked with a variety of art medium and the details are near completion. C. Hemmens — a. The next two months are extremely busy with dance recitals and other events such as the NISRA cultural arts night. b. Auditions for RENT will take place on May 19-21. Information is on the website. VI. Approval of Minutes April 14, 2014: Moved to approve by Jeff Grosser, seconded by Erin Rehberg. Minutes were approved unanimously. VII. Old Business A. Riverwalk Sculpture— No update Marketing Committee- Sean Hargadon and Erin Rehberg presented the results of the marketing committee meeting, which resulted in three ideas to pursue. The first is to create an on-line magazine style site, to celebrate all the arts activities going on in Elgin. The second idea is using traditional print that features various work and projects of the commission. The third is a banner project, similar to Pop -Up -Poetry project of a few years ago, that would feature strategically placed ads for projects supported by the commission. • C. Aldo Leopold Bench — Student Liaison Jacob Lucas stated that he has students interested in doing the artwork on the project. He will confirm in the next few days. Butch Wilhelmi offered his staff to put the bench together for them so they can paint it. D. Commission Projects 1. Art Workshop — No update 2. Fringe Festival - Commissioners Hargadon and Rehberg updated the commission on the festival. 110 performances are already booked for the event, which will take place September 11-14. Sites throughout the downtown have been confirmed. A Family Fringe event will take place on May 31 from 1-4 at the parking lot of Jones Insurance on South Spring Street. 3. Page to Stage- Commissioner Pahl announce that Ohio playwright Merri Biechler will present a new play entitled "The Shared Wife" July 18-20 at the Showcase. She will lead a writing workshop during the day. VIII. New Business 1. Individual Grant Requests a. Dave Metzger Cheesecake Anyone project- Richard Pahl moved to approve the application for $1000. Darlene Hulin seconded the motion. The motion passed unanimously. b. Roberto Martinez Photography Project — Jeff Grosser motioned to award • the $1000 grant. Richard Pahl seconded the motion. The motion passed unanimously. c. Butch Wilhelmi presented a brochure that was submitted by John LaFleur for consideration for an individual grant. He will be instructed to submit a formal application using the commission's application form for consideration at the next meeting. d. Cultural Map Project- Council representative Tish Powell shared Cultural Arts Commission Minutes Monday, January 13, 2014 information on a cultural tour project that is done in Ft. Lauderdale, Fla. • The concept is to provide tours of all the cultural sites in the city to groups of tourists, tour writers, or other interested groups. The commission discussed who should be included in discussing the possibility of doing this in Elgin. It was agreed that the EACVB would be a good group that could be a potential partner. e. Showcase Rental Agreement — the commission discussed the upcoming lease renewal for the Showcase. Council person Powell explained to the group that there are still outstanding code issues that must be resolved before this can move forward. The commission decided to write a recommendation to the City Council to renew the lease once the issues are resolved. The next meeting will be May 12, 2014. VIII. Adjournment The meeting was adjourned at 9:25 p.m. Motion: A motion was made by Councilwoman Tish Powell to adjourn the meeting. It was seconded by Richard Pahl. The motion to adjourn passed unanimously Respectfully submitted by: is Cherie Murphy Cultural Arts Staff Liaison CJ ELGIN Cultural Arts Commission Agenda Monday, June 9, 2014 7:00 p.m. City Hall South Wing, 2n° Floor Conference Room A. Call to Order (Dresang) B. Roll Call (Wilhelmi) C. Citizen's Forum a. Margarita Mendoza D. Staff Report a. Financial Report b. Art Showcase c. Hemmens • E. Approval of May 12, 2014 Minutes F. Old Business a. Riverwalk Sculpture Project b. Marketing Sub -Committee c. Aldo Leopold Bench d. 2014 CAC Projects i. Art Workshops ii. Fringe Festival iii. Page to Stage G. Other Old Business H. New Business a. Individual Grant Request i. John LaFleur I. Other New Business 0 ELGIN Cultural Arts Commission Minutes June 9, 2014 7:00 p.m. Call to Order (Craig Dresang) the meeting was called to order at 7:04 p.m. If. Roll Call (Butch Wilhelmi) Present: Craig Dresang, Richard Pahl, Darlene Hulin, Council Representative Tish Powell, Gail Azinger, Erin Rehberg, Joseph Vassallo, Student Representative Jacob Lucas Excused: Edward Zack, Sean Hargadon, Jeff Grosser Staff Present: Butch Wilhelmi and Kerri Malone IV. Citizens Forum A. Margarita Mendoza presented her organizational grant report for the Latino Film Festival. Mendoza reported that 100+ people were in attendance for each night of the festival. Next year the festival would like to do more promotion in schools and make the English media more effective for English-speaking audiences. B. Rachel Maley reported that the International Youth Orchestra of Iraq is coming to Elgin in • August of this year. Northern Illinois University (NIU) will be hosting the orchestra and a collaborative concert with the orchestra and Elgin Youth Symphony Orchestra will take place at Elgin Community College's art center. The orchestra will also have a reception at the Elgin Art Showcase on August 12, 2014. C. John LaFleur presented an individual grant application for an Edger Allen Poe themed poster exhibition that will take place on every first Friday. The project will involve other area artists and will be supported with additional help from the Palmer Foundation. The project will be titled "Something Wicked (October 2013) and Krampuslauf (December 2013) -- borrowing from Edger Allen Poe's Krampus. All proceeds will go to Side Street Studio Arts. D. Maria D'Angelo presented an individual grant application for a mural project that would involve the painting of mural art on Spring Street in downtown Elgin. The project will be collaboration between Viking Thrift & Artwork and other local artists during summer and fall 2014. One concept for the project will incorporate different colors and images of the Mona Lisa smile in a potential mural. Before the grant is considered, Kerri Malone agreed find out who owns the walls on Spring Street and the surrounding area. V. Staff Reports A. Financial Report- As presented B. Elgin Art Showcase — a. Kerri Malone reported that Art on the Eighth had 100-125 guests in attendance each night. Audience contact cards were available both nights so email addresses, names and zip codes were collected. Guests of the event came from Schaumburg, Elgin, Chicago and other suburbs. Many signed up to be on the showcase email list to learn • more about upcoming events in Elgin as well. b. Kerri Malone reported that a past reception for Chicago based artist Zainab Zeb had about 15-20 quests. Kerri said that Zainab really enjoyed using the space and looks forward to returning to Elgin. c. Kerri reviewed the calendar for upcoming shows for June and July. Nothing Special Productions, a theatre group based in Chicago, will be exhibiting in the space in the Cultural Arts Commission Minutes Monday, June 9, 2014 month of June for a one night show entitled "A Very Nothing Special Flag Day • Special." d. Kern also reported that the Elgin Art Showcase will be featured in the upcoming Illinois Main Street tour on Tuesday, June 17, 2014. C. Hemmens — a. The next two months will be busy for dance school season. In July, Hemmens staff will be busy helping with concerts/movies in the park. b. The cast for RENT has been selected and finalized. c. The Hemmens Task Force had their first meeting on June 3, 2014. The meeting introduced the group to Hemmens, went on a tour of the facility and overall went very well. VI. Approval of Minutes May 12, 2014: Moved to approve by Richard Pahl, seconded by Darlene Hulin. Approved by Council Representative Tish Powell, Gail Azinger, Erin Rehberg, Student Representative Jacob Lucas. Joseph Vasallo and Craig Dresang abstained. VII. Old Business A. Riverwalk Sculpture — Joseph Vasallo introduced a Riverwalk exhibition in Oakpark that may serve as a model for how an installation can be incorporated into Elgin. • B. Marketing Committee- Erin Rehberg said that she is working on getting the domain information so the commission can proceed with creating an "Elgin Cultural Arts Commission" website. C. Aldo Leopold Bench — Student Liaison Jacob Lucas brought in the completed bench. The bench was pained by Larkin Academy Students who all will sign the bench before it is displayed. D. Commission Projects 1. Art Workshop — Craig Dresang reported that the Commission will have painting workshops in early November for children. Locations for the workshops still need to be determined. 2. Fringe Festival — Erin Rehberg reported that the Family Fringe event went very well and over 100 people attended the event. Over 40 Fringe Festival T-shirts were also sold. 3. Page to Stage- Richard Pahl announced that Larry Boller will be directing the play, "The Shared Wife" July 18-20 at the Elgin Art Showcase. VIII. New Business E. Individual Grant Request 1. John LaFleur "Something Wicked and Krampuslauf" project- Joseph Vassallo moved to approve the application for $1000. Richard Pahl seconded the motion. • The motion passed unanimously. 2. Kerri Malone distrusted the supporting material for Dave Metzger's "Cheesecake Anyone" project that the commission requested upon approval of the grant application at the May 12, 2014 meeting. F. Other New Business 1. Council Representative Tish Powell discussed the possibility of performances and Cultural Arts Commission Minutes Monday, June 9, 2014 arts activities along Riverside Drive. She noted that the initiation of such activities is • contingent upon ordinance modifications. 2. Erin Rehberg introduced a document entitled "How a Nation Engages with Art" that the commission may be able to use as a reference for the various marketing and public art projects. The next meeting will be July 14, 2014. VIII. Adjournment The meeting was adjourned at 9:12 p.m. Motion: A motion was made by Councilwoman Tish Powell to adjourn the meeting. It was seconded by Richard Pahl. The motion to adjourn passed unanimously. Respectfully submitted by: Kerri Malone Cultural Arts Staff Liaison • 11 ELGIN Cultural Arts Commission Agenda Monday, July 14, 2014 7:00 p.m. City Hall South Wing, 2 n Floor Conference Room A. Call to Order(Dresang) B. Roll Call (Malone) a. Introduction of a new member — Francis Kostel C. Citizen's Forum a. Jennifer Bolino — Elgin Master Chorale D. Staff Report a. Financial Report b. Art Showcase c. Hemmens • E. Approval of June 9, 2014 Minutes F. Old Business a. Riverwalk Sculpture Project b. Marketing Sub -Committee c. 2014 CAC Projects i. Art Workshops ii. Fringe Festival iii. Page to Stage iv. Jazz Festival G. Other Old Business H. New Business a. Individual Grant Request i. Maria D'Angelo I. Other New Business 0 E LG I ISI Cultural Arts Commission Minutes July 14, 2014 7:00 p.m. Call to Order (Craig Dresang) the meeting was called to order at 7:03 p.m. It. Roll Call (Kerri Malone) Present: Craig Dresang, Jeff Grosser, Sean Hargadon, Darlene Hulin, Richard Pahl, Council Representative Tish Powell, Erin Rehberg, Joseph Vassallo, Edward Zack, Francis Kostel, Student Representative Jacob Lucas Excused: Gail Azinger and Butch Wilhelmi Staff Present: Kerri Malone IV. Citizens Forum A. Marci Watkins from the Illinois Institute of Art in Schaumburg introduced the idea of creating a fashion district in Downtown Elgin. The district would create opportunities for new designers in Elgin that are not offered in Chicago. The overall goal of the fashion district would be business retention, attraction of new residents and the creation of opportunities for further growth. B. Jennifer Bolino introduced the new name of the Elgin Chorale Union as Elgin Master Chorale. The new tagline for the group will be "hear music, feel passion." The Chorale will have a black tie fundraiser in February to celebrate the new name and promote the 2014/2015 season. C. Milan Shah reported the app for the Elgin Fringe Festival is nearly complete. Milan reported that the last app he created for the 0 of July parade tracked over 1,500 floats and was used by over 500 people. V. Staff Reports A. Financial Report —As presented B. Elgin Art Showcase — a. Richard Pahl reported that Page to Stage has about 7 people registered so far for the upcoming writing workshop on Saturday, July 19'h. Page to Stage will be presented at the Elgin Art Showcase the weekend of July 18-20'. b. Kerri Malone reported that Freespace Dance will be at the Elgin Art Showcase the weekend on July 25-26" for a two -night show. C. Hemmens — a. Kerri reported that "Rent" will be at the Hemmens the weekend of July 18`" and July 25M and tickets can be purchased at the Box Office. b. Kerri also reported that the Hemmens Task Force would like to have representatives of the Cultural Arts Commission present at the upcoming meeting on Tuesday, August 2n°. Erin Rehberg offered to represent the Cultural Arts Commission at the meeting. VI. Approval of Minutes June 9, 2014: Moved to approve by Joseph Vasallo, seconded by Richard Pahl. Craig Cultural Arts Commission Minutes Monday, June 9, 2014 Dresang, Darlene Hulin, Council Representative Tish Powell and Erin Rehberg approved. Sean Hargadon, Jeff Grosser, Edward Zack and Francis Kostel abstained. VII. Old Business A. Riverwalk Sculpture — Joseph Vasallo introduced a public art display in Denver, CO and discussed the possibility of using Denver's model for Elgin's sculpture project. B. Marketing Committee- No update C. Commission Projects 1. Art Workshop — Sean Hargadon reported that Jon Jory, a Tony award winning theatrical director will lead a workshop for Fallback in November. 2. Fringe Festival — Sean Hargadon reported that the festival has more than 37 visual artists and 20 performance groups that will perform at Imago, Blue Box Cafe, the Elgin Art Showcase and other venues around downtown Elgin. Tickets are on sale now for the festival and applications for volunteers are currently being accepted. 3. Page to Stage- No further update. 4. Jazz Festival — Tickets for Jazzin' on the 8`" are currently on sale through the box office at Hemmens. The event will feature Chicago based artists James Sanders and his Blue Violin Quartet, as well as a vocalist, Alison Ruble. The event is being advertised in both Elgin and Chicago. VIII. New Business D. Individual Grant Request 1. Maria D'Angelo 1. The commission decided that more research about the various public arts projects in downtown Elgin must be completed. Until the research and meeting with DNA and other City staff are planned, the application will not be considered. The commission hopes to consider the application later this year. 2. Sara Sitzer 1. The commission decided before the application is voted on, Sara Sitzer must attend the next Commission meeting on August 11'h to explain to the Commission her grant and overall goal. E. Other New Business The next meeting will be August 11, 2014. VIII. Adjournment The meeting was adjourned at 9:06 p.m. Motion: A motion was made by Darlene Hulin to adjourn the meeting. It was seconded by Richard Pahl. The motion to adjourn passed unanimously. Respectfully submitted by: Kerri Malone Cultural Arts Staff Liaison ELGIN Cultural Arts Commission Agenda Monday, August 11, 2014 7:00 p.m. City Hall South Wing, 2n1 Floor Conference Room A. Call to Order (Dresang) B. Roll Call (Malone) C. Citizen's Forum a. Sara Sitzer — Individual Artist Grant b. Jennifer Bolino — Elgin Master Chorale Final Report c. Kathy Mathews — Elgin Youth Symphony Orchestra Final Report d. Susan Heaton —Children's Theatre of Elgin Final Report D. Staff Report a. Financial Report b. Art Showcase c. Hemmens E. Approval of July 14, 2014 Minutes F. Old Business a. Riverwalk Sculpture Project b. Marketing Sub -Committee c. 2014 CAC Projects i. Art Workshops ii. Fringe Festival iii. Page to Stage iv. Jazz Festival G. Other Old Business H. New Business a. Public Art Meeting b. Art Archiving Project c. Organizational Grants 2015 d. Individual Artist Grant i. Sara Sitzer I. Other New Business At ELGIN Cultural Arts Commission Minutes August 11, 2014 7:00 p.m. A. Call to Order (Sean Hargadon).The meeting was called to order at 7:06 p.m. B. Roll Call (Kerri Malone) Present: Richard Pahl, Darlene Hulin, Council Representative Tish Powell, Joseph Vassallo, Student Representative Jacob Lucas, Edward Zack, Jeff Grosser, Sean Hargadon, Francis Kostel Excused: Gail Azinger, Erin Rehberg , Craig Dresang Staff Present: Kerri Malone C. Citizens Forum a. Sara Sitzer presented her Individual Mini -Grant Application to the Commission. The proposed project would be a contemporary chamber music series at the Elgin Art Showcase. The series would feature music by David Lang and be presented in collaboration with Side Street Studio Arts. b. Marcia Gutierrez presented an Individual Mini -Grant Application to the Commission on behalf of Art for All. The proposed grant funding would be used to purchase the audience selected artwork at Art for All's Winter Exhibit. c. Milan Shah reported that the Fringe Fest app will available on Android in mid August, and Apple at the end of August. d. Letra presented an Individual Mini -Grant Application to the Commission. The proposed project, entitled "Intelligence is Beautiful," would involve a spoken word, visual art and writing exhibition at Art Space Lofts. The goal of the proposed project is to provide an opportunity for visitors of Art Space to become knowledgable about written word and its ability to make a statement. e. Susan Heaton presented the Organizational Grant Report for Children's Theatre of Elgin. The show, "Evolution of Entertainment," involved children between the ages of 7-20. Everyone that auditioned for the show was cast. In addition to the 6 total performances, the show also involved an educational component that provided informative lessons to audience members. f. Kathy Mathews presented the Organizational Grant Report for Elgin Youth Symphony Orchestra. Kathy reported that the program was well received and that that the children had a lot to fun. She thanks the City and the Commission for continued support of EYSO, and hopes they can expand their season to Hemmens in the future. Following the report, Nathaniel Carols, violist of the EYSO, performed for the Commission. g. Jennifer Bolino presented the Organizational Grant Report for the newly named Elgin Master Chorale. Jennifer reported that the program the Commission's grant supported featured music from Hayden, King Stevens and Beethoven. The program had over 130 performers from musicians to soloists and over 325 in attendance. Overall, the Chorale was about $1500 short in ticket revenue goals. D. Staff Reports a. Financial Report - as presented b. Art Showcase i. Kerri Malone reported that the dance group, Freespace, had great attendance for both the Friday and Saturday performances at the Elgin Art Showcase. The group, which is based outside of Elgin, plans to use the space again in 2015. ii. Kerri reported there were about 30-35 people in attendance for Jazzin' on the 8th. The music was great and Hemmens staff did an excellent job setting up the room and providing tech assistance the night of the concert. Next time, the Commission will try to target certain groups such as dance schools that may be interested in attending the event. c. Hemmens — no update E. Approval of July 14, 2014 minutes: Moved to approve by Jeff Grosser, seconded Francis Kostel. The motion was passed unanimously. F. Old Business a. Riverwalk Sculpture i. Jeff Grosser reported that he is meeting with the Elgin Historical Society about implementing historical significance plaques downtown. The plaques are currently not a Cultural Arts Commission project, but may help the Commission decide on plans for the riverwalk sculpture. b. Marketing Committee — no update. c. 2014 CAC Projects i.. Art Workshops — no update ii. Fringe Festival a. The festival currently has 40 visual artists and 20 performance groups. Applications for volunteers are currently being accepted, and the marketing committee plans to market the festival in schools. iii. Page to Stage a. Page to Stage had 18 in attendance on Friday, 10 on Saturday, and 24 on Sunday. A total of 9 people signed up for the workshop and approximately 6 showed up. Both the playwright and cast enjoyed the performances and overall the show was very well received. G. Other Old Business a. Elgin Film Festival i. The Elgin Film Festival is accepting submissions. Currently, there is a low number of animation submissions. Judges for this year have been selected and will feature professionals from the Illinois Film Office as well as the Midwest Film Collective. H. New Business Individual Grant Request i. Sara Sitzer 1. The Commission decided to move voting on this application to the following meeting again due to some outstanding questions about the budget. Kerri Malone agreed to contact Sara Sitzer for an expanded budget that identified her costs as well as the costs of Side Street Studio Arts, since it is a collaborative project. ii. Letra 1. The Commission did not approve this Individual Grant Request because they felt that the artist needed more clarification about the project and overall feasibility. Kerri Malone agreed to meet with the artist to discuss possible project revisions. iii. Marcia Gutierrez 1.The Commission did not approve this Individual Grant Request because the grant money was going to be used to purchase awards and was not project -based. I. Other New Business a. Kerri Malone introduced the idea of a new project for the Commission that would involve creating a catalog of all City -owned artwork. b. Kerri reported that Molly Center, Naturalist at Hawthorne Hill Nature Center, may be taking the lead on the pending Public Art Meeting to discuss murals and other projects downtown. c. Kerri announced that this is her last meeting with the Elgin Cultural Arts Commission as staff Liaison, and another City staff member will be temporarily in her place at the next meeting. The next meeting will be September 9, 2014. J. Adjournment The meeting was adjourned at 9:33 p.m. Motion: A motion was made by Sean Hargadon to adjourn the meeting. It was seconded by Jeff Grosser. The motion to adjourn passed unanimously. Respectfully submitted by: Kerri Malone Cultural Arts Commission Staff Liaison ELGIN Cultural Arts Commission Agenda Monday, September 8, 2014 7:00 p.m. City Hall South Wing, 2nd Floor Conference Room A. Call to Order (Dresang) B. Roll Call (Cosentino) C. Citizen's Forum D. Staff Report a. Financial Report b. Art Showcase c. Hemmens E. Approval of August 11, 2014 Minutes F. Old Business a. Riverwalk Sculpture Project b. Marketing Sub -Committee c. 2014 CAC Projects i. Art Workshops ii. Fringe Festival iii. Film Festival G. Other Old Business H. New Business a. Individual Grant Request i. Sara Sitzer ii. Kwanzaa Event (application forthcoming) I. Other New Business •mak ELGIN Cultural Arts Commission Agenda Monday, September 8, 2014 7:00 p.m. City Hall South Wing, 2nd Floor Conference Room A. Call to Order (Dresang) Called to order at 7:02 pm. B. Roll Call (Cosentino) Commissioners Dresang, Azinger, Grosser, Hargadon, Hulin, Pahl, Powell, Rehberg, Vassallo, Lucas present. Commissioners Edward Zack and Francis Kostel not present. C. Citizen's Forum • Attendees were all grant applicants (see New Business portion of the minutes) D. Staff Report a. Financial Report Staff liaison Aaron Cosentino presented the budgets for both the Cultural Arts Commission General Fund and Riverboat allocations noting that its Riverboat allocation has approximately $19,000 remaining and its General Fund allocation has approximately $1,180 remaining. b. Art Showcase Staff liaison Aaron Cosentino noted that the Art Showcase lease agreement was being considered at the city council's September 10 meeting and if approved the city would move forward with finding a part-time coordinator for the Showcase and Cultural Arts Commission. Cosentino also mentioned that the lease includes provisions to make certain life safety improvements to the space by Jan. 31, 2015. c. Hemmens Staff liaison Aaron Cosentino noted the Hemmens Task Force continues to meet and is developing a survey for residents and past renters of the space. He also mentioned that two • windows adjacent to the Hemmens lobby were blown out by the recent squall line storm that hit Elgin on Sept. 5. • E. Approval of August 11, 2014 Minutes Minutes were approved with an amendment changing Craig Dresang's absence to excused. F. Old Business a. Riverwalk Sculpture Project Commissioner Grosser reported that he has an upcoming meeting with Liz Marston from the Elgin Area Historical Society. Chairman Dresang mentioned that the Gifford Park Association might want to participate in this project as they have participated in signage projects in the past. The commission generally agreed that sculptures could be placed throughout neighborhoods as well and not just along the River. The commission established a sub -committee to work on the project moving forward consisting of commissioners Hulin, Azinger, Pahl, Rehberg, Grosser and Lucas. b. Marketing Sub -Committee Item tabled. c. 2014 CAC Projects i. Art Workshops Commissioner Hargadon presented on this topic and noted it could still be accomplished this • year. ii. Fringe Festival Commissioner Rehberg presented on this topic and distributed Fringe Fest booklets. iii. Film Festival Commissioner Vassallo presented on this topic noting there are five finalists one of which is from the UK. He attributed the wider reach of film submittals to the use of "Film Freeway" online submittal service. G. Other Old Business Commissioner Hulin suggested completing the city -owned art inventory. H. New Business a. Individual Grant Request i. Sara Sitzer The commission reviewed the application. It was noted by the commission that this is a unique application in that its applicant is part of a larger event. Typically individual artist grants (or mini - grants) are for stand-alone projects or events. The commission also confirmed that no other Cultural Arts Commission funds are being used for the overarching event. Commissioner • Grosser moved to approve the application in the amount of $1,000, seconded by Commissioner Azinger. The commission voted unanimously to fund this application. • ii. Kwanzaa Event (application forthcoming) Rose M. White and Juanita Crear-Price presented their application to host a free to the public Kwanzaa event at the Elgin Art Showcase on December 13 or December 20, 2014. The commission reviewed their application. The commission was generally supportive of the event but asked to see more detailed marketing, budget and event schedules. The compressed timeline of the event however led Commissioner Powell to motion to have the commission vote electronically after receiving the additional information. Commissioner Pahl seconded the motion. Staff Liaison Cosentino will get the additional information, send it to the commissioners who will then vote on the application via email. The motion was approved unanimously. iii. Art for All Winter Exhibit Marcia Gutierrez presented a revised application to the commission asking for $1000, with $150 going towards marketing materials and $850 for three hours of entertainment by Darryl Thomas and Sermon. The commission expressed concerns regarding the cost of the musicians, noting that $850 was expensive for three hours, especially since the music would largely be serving as background music during the exhibition. The commission also noted that the extent of community outreach seemed limited as it was mentioned by the applicant that they were expecting fifty attendees and that the art on display is limited to only Art for All members. Concerns were also expressed about the poor acoustics of Elgin Artspace. Commissioner Azinger noted that the commission should consider helping the group with their outreach. Commissioner Vassallo motioned to deny the application, seconded by Commissioner Grosser. Commissioners Dresang, Grosser, Hargadon, Hulin, Pahl, Rehberg, Vassallo, Lucas voted in • the affirmative. Commissioner Azinger and Powell voted against the motion I. Other New Business This was Chairman Dresang's final Cultural Arts Commission meeting. The commission presented him with a cake and expressed their gratitude to him for years of service. Commissioner Vasallo noted he was interested in being considered the next chair person to the Cultural Arts Commission. 0 ELGIN Cultural Arts Commission Agenda Monday, October 13, 2014 7:00 p.m. City Hall South Wing, 2nd Floor Conference Room A. Call to Order (Dresang) B. Roll Call (Cosentino) C. Citizen's Forum D. Staff Report a. Financial Report • b. Art Showcase c. Hemmens E. Approval of September 8 Minutes F. Old Business a. Riverwalk Sculpture Project b. Marketing Sub -Committee c. 2014 CAC Projects i. Art Workshops G. Other Old Business H. New Business a. Individual Grant Request i. Reggie Kee, Manu Ford Ministries (discussion item) ii. Rachel Elizabeth Maley iii. Josh Guge I. Other New Business a. African American History Month Event 0 At ELGIN Cultural Arts Commission Agenda Monday, October 13, 2014 7:00 p.m. City Hall South Wing, 2nd Floor Conference Room A. Call to Order (Hargadon) B. Roll Call (Cosentino) Commissioners Grosser, Hargadon, Hulin, Pahl, , Rehberg, Vassallo, Lucas, Zack present. Commissioners Azinger, Powell and Kostel not present. Staff members Butch Wilhelmi and Aaron Cosentino present C. Citizen's Forum Three guests in addition to grant applicants attended the meeting. Matthew Macias, ECC Observer (student newspaper); Zainab Zeb, artist/activist based in Chicago and Kira Fox, high- school student interested in taking Jacob Lucas' student liaison position. D. Staff Report a. Financial Report Staff Liaison Cosentino reported that the only change to the financials was the addition of the two $1,000 individual grants awarded at the commission's September meeting. This change leaves $5,000 available for individual grants. b. Art Showcase Staff Liaison Cosentino reported that the Art Showcase Coordinator position received 44 applicants. City staff including Aaron Cosentino, Butch Wilhelmi and Cherie Murphy will review the applications with a hiring goal of early November. Cosentino also reported that Visiting Mr. Green by Independent Players finished their performances October 12. Per Don Haelflinger of Independent Players the shows went well, but audiences were smaller than they would have liked. c. Hemmens Butch Wilhelmi presented the profit and loss statements from the Elgin Short Film Festival and Elgin Summer Theatre. Both statements as they were presented are attached. E. Approval of September 8 Minutes The commission unanimously approved the minutes. F. Old Business a. Riverwalk Sculpture Project No update, Commissioner Grosser is the lead on this and was absent. b. Marketing Sub -Committee No update. c. 2014 CAC Projects i. Art Workshops Per a suggestion by Commissioners Rehberg and Hargadon, the commission voted unanimously to partner with young adult author Karly Kirkpatrick to put on several writing themed workshops in February 2015. The $8,000 allocation for "art workshops" will be carried over to 2015 and used to put on what is tentatively called "Elgin Literary Fest" or ELF. G. Other Old Business Commissioner Hargadon spoke about Elgin Fringe Fest and noted its success. He will be assembling a news release with specific attendance numbers and general economic impact. Commissioners suggested that next year there be some quick food options for those that are attending multiple performances. Staggering start times was also suggested. Commissioner Vassallo spoke about the Elgin Film Fest. The film festival drew approximately 500 people and films were well received. Tentative dates for 2015 Fringe Fest is Sept. 17 — 20 and 2015 Film Fest is Sept. 26. H. New Business a. Individual Grant Request i. Reggie Kee, Manu Forti Ministries (discussion item) Liaison Cosentino asked the commission to consider if an applicant representing a non- denominational ministry could apply for an individual grant to put on a poetry 'open mic" night at the Art Showcase. The issue was raised because of a prohibition on the individual grant application for "Any project for a church or any sectarian purpose." The commission was interested in the event and had specific questions related to how Mr. Kee is going to promote the event, who he intends to market to and why if it is going to be a non -religious event is the ministry involved at all. Liaison Cosentino will follow up with Mr. Kee. ii. Rachel Elizabeth Maley Ms. Maley presented her idea to put on a two-week exhibition of original visual art inspired by J.S. Bach's The Goldberg Variations and four recital performances of Bach's music at Side Street Studio Arts in downtown Elgin. The commission commended her speaking ability, and enthusiasm for the project. The commission voted to approve the grant request for $1000 Commissioner Rehberg abstaining. iii. Josh Guge Mr. Guge presented his application to host an art sale event for his bird carvings and his students' carvings. The commission felt the project provided a good opportunity for students to have a chance to display art publicly, potentially for the first time, but was disappointed with the lack of specifics Mr. Guge could provide as to which or how many students would be present. The commission felt the event was simply a commercial venture that would happen with or without the funding since it has occurred annually for 25 years. The commission recommended that if Mr. Guge were to apply again for funding to make it more of a community event such as hosting a community workshop as opposed to selling his art and classes. The commission decided not to fund the grant application. I. Other New Business a. African American History Month Event Commissioner Powell sent an email to the commission about this event. The commission discussed it generally but agreed that it could be discussed in greater detail at the November meeting. b. Commission chairperson Commissioner Dresang's departure necessitated a new chairperson. Commissioner Vassallo volunteered and was unanimously voted to be the new chairperson. At ELGIN Cultural Arts Commission Monday, November 10, 2014 7:00 p.m. City Hall South Wing, 2nd Floor Conference Room A. Call to Order B. Roll Call C. Citizen's Forum D. Staff Report a. Financial Report b. Art Showcase c. Hemmens E. Approval of October Minutes F. Old Business a. Riverwalk Sculpture Project b. Marketing Sub -Committee c. 2014 CAC Projects i. Elgin Literary Fest d. African American History Month Event G. Other Old Business H. New Business a. Individual Grant Request i. Reggie Kee, Manu Forti Ministries (tentative) ii. Tim Voelker I. Other New Business a. Mission statement and goal b. Organizational grant overview c. Vacant store front usage Meeting Minutes Alk /r1 ELGIN Cultural Arts Commission Monday, November 10, 2014 A. Call to Order: The meeting was called to order by Chair Vassallo at 7:05pm B. Roll Call: Commissioners present: Azinger, Grosser, Hargadon, Hulin, Kostel, Powell, Rehberg, Vassallo and Lucas •r�ZTiTii11;�•�- i• - -r C. Citizen's Forum: a. Tim Voelker presented a short history of his project and described the event to be held at The Hemmens on February 20, 2015. It will be largely marketed to friends and family but to widening circles as well. It was pointed out that he did not include revenues; he stated that he would be charging $10 and expected between 250 & 500 people. He pointed out that he has had success with this type of event at the Arcada in St. Charles. He is in discussion to work with the Elgin Short Film Fest to provide content and will be hosting an after party at Artspace b. Karly Kirk ao trick gave a presentation on the Elgin Literary Fest (ELF). Scheduled for February 2 — 8, 2015; it will include several venues including Side Street Studios, The Hemmens and Blue Box Cafe. Organizers are also working with the library about other venues and possible participants. Several panel discussions (reading & writing) will be part of the event as will a marketplace. There will also be a young Author's Lunch, Open Mic Night and Event Ball. Commissioners suggested contacting local authors such as Manuel Barbosa, George Rawlinson and Mike Baily. D. Staff Reports: a. Financial Repo : No report was given b. Art Showcase: No report was given but Commissioner Powell inquired about the search for a new coordinator. Butch informed her that interviews had taken place and a recommendation was made and that it was currently under review by the City Manager. c. Hemmens: Butch briefly spoke about recent and upcoming events. E. Approval of October, 2014 Minutes: It was pointed out the Commissioner Grosser was not present at the October meeting. The corrected minutes were approved with five yay votes and three abstentions. F. Old Business: Riverwalk Sculpture Project: Jeff noted that there has been no progress but a meeting is scheduled for November 18. Tish spoke of the highlights of the Bloomberg Grant opportunities and there was consensus that this needed follow- up. The Riverwalk committee will review the details at their meeting so that Butch can follow-up with Aaron regarding a COW memo requesting permission to pursue the grant. b. Marketing Sub -Committee: Chair Vassallo reported that at a meeting last week they discussed three main objectives: ✓ The desire to create a stand-alone website for the ECAC. This would be external to the City's site but would contain several links. The site would consolidate the ECAC information and projects in an easy to navigate information source. ✓ The need to create a quarterly newsletter that would report on the results of past projects and status of current projects; and promote future projects. Commissioner Rehberg sited Orlando as an example of the type of product desired. Commissioner Powell questioned who would do the content. Commissioner Hargadon said that he had volunteered to do the bulk of the writing but hoped that other commissioners might step up to do some features. He also mentioned that grant recipients would be required to answer certain questions about their events that could easily be converted to stories. Commissioner Hargadon commented that he was in the process of creating a budget for the newsletter. It was suggested that water bills and kiosks at local hotels would be good distribution methods. ✓ The desire to promote the arts in vacant storefronts. Commissioners Hargadon and Rehberg explained that this is something that they pursued for the Elgin Fringe Fest but found the City's sign ordinances to be difficult to navigate; to the point that the project was abandoned because the amount of time and effort involved by the EFF and the building owners was too much of a drain on resources. Commissioner Powell asked that a quick note describing the process be sent to her. The question of how much money was left for 2014 was posed and while the exact figures weren't available, it was determined that there would be funds to begin some of the marketing and to encumber for next year. Commissioner Powell requested that the current finance numbers be provided to her so that she might present them to the Council. Chair Vassallo inquired as to who Molly Center was as he had seen her name on several update to the Elgin Short Film Fest Facebook page. Butch explained that she had taken over much of the social media duties that had been handled by Karla Persky. Chair Vassallo expressed his hope that she might be able to help compile information for the newsletter. Butch said that he would follow-up with Molly. c. 2014 CAC Projects: ✓ Elgin Literary Fest: Because this had already been discussed during the Citizen's Forum, Commissioner used the time to update the commission on the Elgin Fringe Fest: Several of the organizers recently attended the United States Association of Fringe Fests (USAFF) in Orlando, FL and that the Elgin event is now officially a USAFF festival. This opens up opportunities for access to national resources for marketing and talent. Because the model the EFF uses is the Canadian model (151 come, 1st served, no censorship, 100% of ticket sales to the performers) it was suggested that EFF apply to the Canadian Association of Fringe Fests which would provide international resources. The EFF is pursuing this option with the Orland Fringe as a sponsor. It was also confirmed at the conference that the EFF was a well -organized and run festival ✓ African American History Month Event: Commissioner Powell recapped the 2014 Untangling Our Roots that was held on a Friday and Sunday in February. The events included a movie held at the Artspace and an event featuring African themed performers, food & demonstrations. The 2015 event will take place on Friday and Saturday, February 27 & 28. She expressed the desire to increase the funding for this project and mentioned that she would be working with ECC to secure performers. G. Other Old Business: Commissioner Powell suggested that the commission should purchase farewell gifts for former Commissioners Dresang & Pahl. Commissioner Rehberg suggested a framed print of the EFF poster as a gift. It was agreed that Commissioner Pahl would like that but suggested that a framed photograph be purchased for Commissioner Dresang. H. New Business: a. Individual Grant Request ✓ Reggie Kee. Manu Forti Ministries: This request was removed as it was to be used for a capital purchase. ✓ Tim Voelker: Commissioner Grosser questioned the need for funding as the expected ticket revenue would cover the costs. Chair Vassallo suggest that the surplus money might be used to pay the artist or cover other costs and suggested that they ask Mr. Voelker to provide updated budget figures, including revenues, and clarification of how surplus fund would be spent. I. Other New Business: a. Mission statement and goal: Chair Vassallo stated that the City website states the purpose of the ECAC and posed the question of whether the ECAC should draft its own statement based on how the commission has evolved and what it currently does. Commissioner Kostel welcomed the idea and there was consensus among the other commissioners. Chair Vassallo asked members to review the ordinance and how the stated goals of the ECAC relate to how it actually functions; and bring back their thoughts for the December meeting regarding changes that need to be made to the goals and/or the ordinance. Commissioner Rehberg also suggested that the members review the City's Strategic Plan document. b. Oraanizational grant overview: The grant materials were distributed and Commissioner Hargadon gave a brief overview of the process. Commissioner Powell confirmed for Chair Vassallo that the ESO request was not eligible for consideration because of their debt to the City. c. Vacant store front usage: As this was already discussed, Butch asked the commission if an application from a non-resident would be considered for an event being held at The Hemmens. It was determined that while that would not be allowed, if there was an Elgin resident involved in the project, they could submit a grant application for the project. J. Adjournment: The meeting was adjourned at 8:57pm • J 0116 ELGIN Cultural Arts Commission Agenda Monday, December 8, 2014 7:00 p.m. - City Hall South Wing, 2nd Floor Conference Room A. Call to Order B. Roll Call C. Citizen's Forum D. Staff Report a. Financial Report b. Art Showcase i. Introduction of Amanda Harris, new Art Showcase Coordinator . c. Hemmens E. Approval of November Minutes Old Business a. Riverwalk Sculpture Project b. Marketing Sub -Committee c. 2014 CAC Projects i. Elgin Literary Fest d. African American History Month Event e. Tim Voelker f. Mission statement and goal g. Vacant store front usage h. Bloomberg Philanthropies Grant G. Other Old Business H. New Business b. Organizational Grant Scoring I. Other New Business 0 ELGIN Cultural.Arts Commission Meeting Minutes Monday, December 8, 2014 South Wing, 2"d Floor Conference Room A. Call to Order: The meeting was called to order by Chair Vassallo at 7:05pm. B. Roll Call: a. Commissioners present: Azinger, Grosser, Hulin, Kostel, Powell, Reheberg, Vassallo, b. Commissioners late: Hargadon, Zack c. Staff Member present: Butch Wilhelmi d. Liason present: Lucas C. Citizen's Forum: a. Elgin Art Space Lofts representative Kathy Apmann and Art for All representative Marcia Gutierrez spoke on their proposal: February Black History Month Event. They would like the event to be around February 7, 2015, and run for 2-3 hours. The event will take place in the Art Space gallery. The goal of the event is to bring the culture of African American to Elgin using storytelling and culture. They did state that they were flexible on the date. The budget for the event is $1000.00. They have the space and some marketing donated. D. Staff Report: a. Financial Report: Updated report presented to the Commission by Aaron Cosentino. i. The $8,000 for Art Workshops will be encumbered and used for the Elgin Literary Festival in February 2015. ii. This $4,000 will also be combined with the remaining $1,306.17, making the total Marketing budget of $5,300. The remaining marketing budget will be encumbered and used for marketing in early 2015 for a calendar ad placed in the Daily Herald and for creating a Cultural Arts Commission newsletter. iii. The remaining funds in the Individual Grant budget, estimated at $2,000, will be encumbered and allocated to Black History Month in 2015. Motion to make this adjustment to the budget was proposed by Commissioner Grosser, seconded by Commissioner Rehberg. The motion passed with no opposition, and with Commissioner Powell abstaining. b. Art Showcase: Amanda Harris was introduced as the new Art Showcase Coordinator c. Hemmens: Update provided by Butch Wilhemli i. ESO Holiday Concert is this weekend. ii. Community Crisis toy give away is next week. iii. January 9, 2015 is the Elvis Tribute Concert iv. Working on repairs for The Hemmens and wrapping up the end of the year. v. Approximately 800 audience members in attendance for the Thanskgiving ESO concert. E. Approval of November Minutes: a. Move to approval by Commissioner Kostel, seconded by Commissioner Rehberg. Opposed only by Commissioner Zack. F. Old Business: a. Riverwalk Sculpture Project i. Commissioner Grosser updates: 1. Getting the Letter of Intent created, which is due December 15`h. This letter will need to be signed by the Mayor before it is submitted. 2. There are a potential 9 Riverwalk locations that are ready. 3. There was a potential idea to create an app for this that would satisfy the "temporary" notation in the grant. b. Marketing Sub -Committee: i. The Marketing Sub -Committee will be focusing on the proposed calendar and newsletter. c. 2014 CAC Projects: i. Elgin Literary Festival: Commissioner Rehberg update: 1. Seven spaces in use in the downtown Elgin area. 2. Very full schedule that includes book signings, panels, readings, and kids events. 3. Two Keynote Speakers: one notable Young Adult author and one from a notable Magazine. ii. African American History Month Event: Commissioner Powell update: 1. There was a mention of including the proposed Art Space event with this one. iii. Tim Voelker: Chair Vassallo update: 1. Mr. Voelker was made aware that he cannot use the film for both the proposed project and the Short Film Festival. 2. Motion to approve brought by Chair Vassallo, seconded by Commissioner Hulin, and approved by all Commissioners. iv. Mission Statement and Goal: tabled until the next meeting. v. Vacant store front usage: tabled until the next meeting. vi. Bloomberg Philanthropies Grant: Riverwalk Sculpture proposal. G. Other Old Business: None H. New Business: a. Organizational Grant Scoring: Chair Vassallo explained the scoring for the organizational grants: on a scale of 0-5, which 5 being the highest a group could get. The scoring is to be done anonymously. Each grant was voted on and the votes collected. The commission unanimously voted to deny the Elgin Symphony Orchestra's application as the commission felt the orchestra is already provided a monetary benefit from the city through the existing loan repayment agreement. I. Other New Business: _None brought. J. Adjournment: Meeting adjourned at 9:13pm.