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HomeMy WebLinkAbout2015 Cultural Arts Commission Minutes and Agendas E LG I N Cultural Arts Commission Agenda Monday, January 12, 2015 7:00pm City Hall South Wing, 2 nd 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 December Minutes F. Old Business a. Riverwalk Sculpture Project b. Marketing Sub-Committee c. 2015 CAC Projects i.Elgin Literary Festival d. African American History Month Event e. Mission statement and goal f. Vacant store front usage g. Bloomberg Philanthropies Grant G. Other Old Business H. New Business r r ..0,00,00,.............„.. E LG 1 N Cultural Arts Commission Agenda Monday,January 12, 2015 7:0Opm City Hall South Wing, 2"d Floor Conference Room A. Call to Order: 7:23pm B. Roll Call: Commissioners resent: Hulin, Kostel, Grosser,Vassallo, Hargadon, Powell, Rehberg. Staff and Liaison present:Wilhelmi, Lucas, Harris. Absent: Zack. Excused:Azinger rik C. Citizen's Forum: No citizens present D. Staff Report a. Financial Report: i. Discussion of the Organization Grant allocations. ii. Discussion of Organizational Grant moneys and how it is allocated based on application. 1. Getting the word out about the availability of grants from the CAC,and how to better that. 2. What changes need to/should be made to the Grant application process?Why? How? Bringing the organizations in on the process and encouraging innovation and planning. a. Part of this process will include a re-tooling of the application itself-word maximums,fonts rules, etc. b. Changes should be ready to be proposed to the City Council by May 2015. 3. This process will be the main focus of the February 2015 meeting. iii. Proposed budget will be sent to all commissioners for review. iv. Voting on approval of Organization Grant Moneys proposed by Commissioner Hargadon. Seconded by Commsioner Hulin. Approval by all in attendance. No opposed or abstained. b. Art Showcase: i. Proposed rate changes discussed ii. Proposed Visual Art Process discussed. c. Hemmens i. Winter Blue's Bash tickets as they are on sale now. ii. February First Friday Improv starting again iii. Multiple events starting in February and many full weekends. d. Approval of December Minutes i. Proposed by Commissioner Rehberg, Seconded by Kostel. Approved by all. No opposition or abstaining. E. Old Business a. Riverwalk Sculpture Project i. Commissioner Rehberg updates: 1. This is the same grant as the Bloomberg Philanthropies Grant. 2. The letter is submitted and we are waiting to here back from them. 3. Plans to make this project happen with or without the grant are in motion as a back up. 4. Butch asked if in the future, any public art would be able to be included as part of the proposed app. This should be fine and easy to do. b. Marketing Sub-Committee: i. Molly Center is going to be helping with this. c. 2015 CAC Projects i. Elgin Literary Festival: 1. Commissioner Rehberg updates: a. Multiple locations around the downtown Elgin area. b. A full weekend of events including panels, reading workshops, book selling, etc. d. African American History Month Event i. Commissioner Powell updates: 1. Joining forces with Art Space on their proposed event. 2. It will be a two weekend event starting February 22, 2015. That day's events will include storytelling, painting,folk music. 3. Friday, February 27, 2014 will be a reception at the Elgin • Art Space that will be a chronological history of African American Dance. This event will be interactive. 4. Saturday, February 28, 2015 from 11:OOam-3:OOpm, there will be African storytelling with drums. This event will be located at the Elgin Art Space as well. This event is family friendly. ' ii. Updates on this event are posted to the Facebook page. e. Mission statement and goal: i. Moved to the February 2015 meeting as a part of the Grant Review process. f. Vacant store front usage:Can signs be hung or placed in the vacant storefronts around the downtown Elgin area? i. Chair Vassallo will be working with Deirdre at the DNA and Aaron Cosentino with the City of Elgin about this. g. Bloomberg Philanthropies Grant: See above at Riverwalk Sculpture Project. F. Other Old Business: a. None brought. G. New Business: a. None brought. H. Adjournment proposed by Commissioner Hargadon. Seconded by Commissioner Kostel. All approved. Adjourned at 8:57pm r r elk E LG I N Cultural Arts Commission Agenda Monday, February 9, 2015 7:00pm City Hall South Wing, 2nd Floor Conference Room A. Call to Order B. Roll Call C. Citizen's Forum a. Marcia Gutierrez from Art for All and Kathy Apmann from Artspace b. Mark Fry D. Staff Report a. Financial Report b. Art Showcase c. Hemmens d. Approval of December Minutes E. Old Buisness a. Riverwalk Sculpture Project b. Marketing Sub-Committee: c. 2015 CAC Projects i.Elgin Literary Festival ii.African American History Month Event d. Mission statement and goal: e. Vacant store front usage F. Other Old Business G. New Business H. Adjournment r E LG I N CuLturat Arts Commtsston Meeting Minutes Monday, February 9, 2015 • 7:00pm City Hall South Wing, 2nd Floor Conference Room A. Call to Order: 7:04 B. Roll Call: Commissioners present: Hulin, Kostel, Azinger, Grosser, Vassallo, Hargadon, Powell, and Rehberg. Liaisons present: Harris, Wilhelmi, and Lucas. Absent: Commissioner Zack C. Citizen's Forum: a. Marcia Gutierrez from Art for All and Kathy Apmann from Elgin Artspace Lofts: i.Kathy Apmann was not in attendance. Karen Castillo, President of Art for All since June 2014 spoke about Art for All and Elgin Artspace Lofts. Discussing changes made to Art for All. Goal of raising the bar on the quality of art; several out of town and out of state artists. This approach has been applied to the event: Art and Soul on the Fox. They will use mostly local entertainers for the talent. They have updated their websites, and have increased their membership by 11 new members since December 2014. They are focusing a lot on working with the Elgin Artspace Lofts. They are trying to increase collaboration with Elgin Artspace Lofts on all fronts: music, visual, etc. They are currently working a on a fundraiser focusing on at-risk children and visual art. ii.Marcia Gutierrez: speaking on their past declined grants. She notes that many of the last year's past Individual Grants were awarded to mostly live arts rather than visual art. She voiced concerns that Art for All's previous grant applications were not understood. She voiced concern that the CAC's published minutes are not detailed enough. She voiced concern that the last grant application was never followed-up on. She voiced concerns about the communication between grant applicants and the CAC. She requested feedback on denied grant applications. She voiced that her organization feels like there is a disconnect and communication difficulties. She voiced confusion about the listed purpose of the CAC, and confusion about what "permanent" installation means. She voiced concerns that there is an idea that Elgin Artspace Lofts does not have good acoustics. She feels that this is completely incorrect. iii.Commissioner Kostel responded with thanks for the feedback, and suggestions of other Fox Valley areas they can look to as a way to help expand their updated mission statement, as is stated above. Karen Castillo responded that one of their goals was to support local downtown business, but that reaching out to other (1116. Fox Valley areas is also important. She reiterated that she hopes that the commission will be involved in more ways than just funding events. iv.Commissioner Tish apologized for any miscommunication. She updated everyone about how the proposed storytellers were hired for the African American History Month event, and a large portion of the event was to be held at Elgin Artspace Lofts. She questioned the acoustics problem and asked where this came from. Marcia pointed to the September Cultural Arts Commission published minutes, where that is listed. v.Both Art for All representatives voiced how valuable they believe Elgin Artspace Lofts is. Karen voiced how being a part of both of those organization have helped her expand her art. She believes that this is the case for the artists involved in both of the organizations. b. James Harvey, Photographer, resident of Elgin Artspace Lofts, and member of the resident planning committee of Elgin Artspace Lofts. He voiced his view that sound is in no way an issue to any of the residents. He reiterated that the correct name of the space is: Elgin Artspace Lofts. He spoke to the upcoming events for the year of 2015 that they are planning. He voiced that the residents want to be further involved with the CAC and the city of Elgin. c. Commissioner Vassallo voiced that the CAC has funded Elgin Artspace Lofts' individual grants in the past. d. Mark Fry: Individual Grant Application i.Presenting his Individual Grant Application. He spoke to the accessibility of the proposed piece. Traditionally it is performed with a narrator and/or actors. Mark asked Andrew to play this part, and he accepted. Andrew will be donating his time, and voiced how valuable that is. Mark asked Sara Krikau to collaborate on this project with him. Elgin Chamber Players is not a 501(c)3 organization. This project will be a full performance of the show, as it is intended to be performed. He spoke about how the first English translation was not the best; after communicating with many people and being disappointed, he reached out John Rubenstein, whom he has seen before and respected. Mr. Rubenstein agreed to let Mark use his superior translation for free. He explained the budget and how it is broken down. Mark spoke about how he is looking forward to continuing to grow the arts scene in Elgin. He spoke about how using different venues downtown is important to him. Chair Vassallo asked a question about the $100.00 marketing line item on the budget. Chair Vassallo voiced concerned about how low the amount it. Mark responded that he has already completed a large part of the marketing with the help of the ESO, social media, email, and Side Street Studio Arts. Mark voiced that he is in not concerned about selling the show with Andrew attached to this. Chair Vassallo asked a question about the Fundraiser line item on the budget. Mark responded that the fundraiser was not confirmed, but that they are looking at either Solo or Fred's Loft. He also mentioned that there is a chance that the fundraiser may be combined with a Shared Harvest fundraiser. Commissioner Kostel asked about Casino Grants. The CAC asked other questions about the additional grants that Mark has applied for. He responded that they have not yet been approved for the other grants, but they are hopeful. He voiced that it is a more feasible option to collaborate. The ticket sales would be split between this organization and the other producer, Side Street Studio Arts. Commissioner Powell asked about marketing to outside of Elgin, and the cost of the ticket. Mark responded that the marketing strategy is long term. He spoke about how bringing chamber music to other venues helps cut the cost, as well as expand his audience. He responded to the ticket question that$20.00 is still a cheaper ticket than the ESO. Commissioner Powell asked about how Side Street Studio Arts is involved. Mark responded that SSSA has produced his organization's other events and will be hiring and managing all aspects of tech for this show. Chair Vassallo suggested that Mark connect with Student Liaison Lucas to touch base with Larkin High School. Chair Vassallo asked if anyone had anyone that would like to add, Sara Krikau of Verity Dance spoke up. She stated that she has sent in an individual grant application today, and we will speak about it at the next CAC meeting. She did add that she has begun costuming and choreography for this show. She stated how excited she is to combine live music with dance. Staff Wilhelmi asked if they are both asking for Individual Grants for the same event. Sara responded that that was a possibility. e. Chair Vassallo asked for CAC comments about the Citizen's Forum. Commissioner Powell commented that she was open to the comments of the Artspace. Commissioner Hargadon voiced his opinion that the points brought up were specific. The CAC went back to the September minutes to view the specific part brought up by the Artspace representatives. After viewing the minutes, the CAC felt that there were items left out of the discussion. They voiced concerns that the grant application filed in December was submitted the day of the meeting, not giving the CAC time to get briefed. The also voiced that their proposed event- listed on the December grant application-was included in the already existing Black History Month event. Commissioner Powell confirmed that this is the case. Staff Wilhelmi voiced that while these two applications were denied, it was not because that there was focus on the visual art. He voiced that the CAC is supported of the visual arts, and of collaboration. The CAC all agreed that this is clearly there is a need for some form of feedback, and has added this to the agenda. The CAC also voiced that it may be helpful to have a staff contact as a resource for grant applicants. D. Staff Report a. Financial Report: i.Proposal of moving$2,000 from the General fund and allocating it to the Art Salon by Commissioner Grosser. Commissioner Hargadon seconded. All approved. ii.Proposal of moving$2,500 from General Fund and allocating it to the proposed July Event at the Art Showcase by Commissioner Hargadon. Seconded by Rehberg. All approved. iii.General fund balance of$5955.00 will be moved to misc. for later use. iv.Propsal of accepting the Riverboat budget as is by Commissioner Kostel, seconded by Commissioner Powell. Approved by all. b. Art Showcase: i.Update on the Fire Safety codes: the building owner has ordered the necessary parts and they are on back order. ii.Update on the schedule, posted online. iii.Proposed event in July 2015. The purpose of this event will be to roll out the proposed changes in the rate structure,visual art exhibition rules and curation process. c. Hemmens: i.Update on the schedule, posted online. ii.A representative of the Hemmens task force will be in attendance at the next meeting, to update the CAC. iii.Summer Theater update: 1. It will be performed and viewed on stage, in a %thrust. This will cut the number of seats, and reduce the royalty costs. The proposed shows are: Spring Awakening or Godspell. Both of these are tony award winning shows. Spring Awakening is a very popular show, but does have some adult themes. This show would be a mature audiences only, like Rent, which was performed last year. Another option for Summer Theater is Godspell. It is an older show, but a smaller cast, set, etc. 2. Commissioner Powell asked if there were any sponsors. Butch responded that this year they will be working with the Parks and Rec department to find fundraising options. Commissioner Hargadon voiced that going with Spring Awakening would continue the trend of continuing to move upward in quality of shows. Commissioner Grosser asked what the goal of Summer Theater was. Butch responded that producing quality shows that also show artistic talent and occasionally push the envelope are important, as well as it being a good experience for those participating and those attending. He also said that there are lots of places around Elgin to see family friendly things and attend family friendly events. Commissioner Hargadon voiced that this show will be a good draw for performers. Staff Cosentino voiced some concern that the mature themes could be tough to market, and narrow the audience scope. Commissioner Hargadon voiced that having a wide variety of types of art is part of what makes the Elgin arts so diverse and different. He then suggested doing a show like Romeo and Juliet and Spring Awakening in repertory together. 3. Butch made clear that the decision needs to be made very soon so production planning can begin. 4. The consensus was for Butch to put together more options and send them to the CAC to view. d. Approval of December Minutes: i.Moved, seconded, and all approved e. Approval of January Minutes: i.Request to add the tallied roll call, which was read allowed. ii.Adjust the minutes to say that the African American weekend event is a two- weekend event, rather than a three weekend event. Also, remove that the Friday night event is family friendly. iii.Misspelled Deirdre's name on the last page. iv.Pending these adjustments, motion made to approve, seconded, all approved except Commissioners Grosser and Azinger who abstained. E. Old Business a. Riverwalk Sculpture Project: no updates b. Marketing Sub-Committee: i.Three proposals for putting together a 4 page quarterly magazine to be printed and distributed. This will highlight what the CAC does, and the upcoming CAC events. There is also the possibility of sharing ad space on the magazine. 1. Basic cost would be approximately$5,000.00 for the full year of design and printing. 2. Commissioner Powell asked how it would be distributed. The response was that this would be done by hand, by dropping off at local restaurants and businesses, etc. This will also be posted online. Commissioner Powell asked about including this as part of the City of Elgin's existing newsletter. The idea that adding a page for Arts on the existing newsletter was brought up. The next newsletter will go out in late March. The Marketing Sub-Committee will plan to meet with the new Communication's Director at the city of Elgin. 3. The idea to attach a Commissioner to each grant- both organization and individual- and get marketing information to help disseminate. The Marketing Sub-Committee will work on developing the rubric for this. 4. Ideally, the first magazine will come out in May 2015. c. 2015 CAC Projects i.Elgin Literary Festival: Commissioner Rehberg updates: 1. Approximate attendance of 400 people; each event was attended by the public. The authors were very pleased with the event. The constructive criticism was very helpful and productive. ii.African American History Month Event: Commissioner Powell updates: 1. The storytellers are all set and the event being held at Elgin Artspace Lofts may need a liquor license. Amanda Harris and Aaron Cosentino will follow-up on the license. d. Mission statement and goal: Moved to next meeting e. Vacant store front usage: Moved to next meeting F. Other Old Business: none brought. G. New Business: a. Move to approve Mark Fry's Individual Grant. Discussion opened. Commissioner Powell brought concern about the additional funding. If the event does not go,the money must be returned. Motion to approve made by Commissioner Grosser. Seconded by Commissioner Hulin. All approved. Commissioner Rehberg abstain. None opposed. H. Adjournment: motion by Commissioner Powewll. Second by Commissioner Hulin. All approved. At 9:45pm. r ,„ ,,,„ E LG N Cultural, Arts Commission Agenda Monday, March 9, 2015 7:OOpm City Hall South Wing, 2nd Floor Conference Room A. Call to Order B. Roll Call C. Citizen's Forum a. Sara Krikau b. Eileen Moeller c. Clare 011ayos D. Staff Report a. Financial Report b. Art Showcase c. Hemmens d. Approval of February Minutes E. Old Business a. Riverwalk Sculpture Project b. Marketing Sub-Committee: c. 2015 CAC Projects i. African American History Month Event d. Mission statement and goal: e. Vacant store front usage F. Other Old Business G. New Business H. Adjournment # # sl ► # ELGIN # # # Cultural Arts Commission # Minutes Monday, March 9, 2015 7:OOpm City Hall North Wing, 2nd Floor Conference Room A. Call to Order: 7:02 pm by Chairman Vassallo B. Roll Call: C. Citizen's Forum a. Sara Krikau: ri. Applying for an Individual Grant as part of a collaboration with Mark Fry (who received an individual grant for Soldier's Tale). They are asking for an exception to the general rule of one individual grant per project ii. Sara stated that they believe that due to the magnitude of the work and it's reach, it merits a second grant. iii. She has been creating choreography at the rate of 1 minute per hour of rehearsal. She has a goal to continue the rate of creation. iv. The grant money would help to cover the extra dancer, costumes, and rehearsal space/time. v. She feels that not getting the additional funds would limit the choreography and thereby limit the piece. vi. Commissioners Grosser and Vassallo asked if Sara has applied for any additional grants or funding. 1. Sara responded that she will be contributing to the fundraiser held by Mark Fry, and additional donations raised from SSSA, Verity Dance, and Chamber Music on the Fox. vii. Commissioner Kostel asked if there is any other way in which to show the choreography so that the CAC could potentially fund that. r 1. Sara stated that instead of the Elgin Ties Dance Festival (which completed its second year in 2014), she invested in this project. She stated that she believes in the project enough to take the risk of not getting the funds. She stated that they are driven to elevate the arts and keep it at the Elgin Art Showcase. b. Eileen Moeller: i. Presenting an Individual Grant application. It would be an exhibit based on an oral history project focused on downtown Elgin. Eileen stated that the money would be put to equipment to collect the oral histories and expanding those capabilities. Her focus is on 1940-1970s. Her background is on local history and she is an Elginite. This project is largely based on historical research, but she is searching for other artists to collaborate with. Ideally, she would involve a graphic designer who would create a map that lists where specific stories took place. Her current progress is: approximately 12 one-hour interviews. She is working on The exhibit would consist of visual items, audio, photographs, and maps. ii. Commissioner Hulin asked if she is available to meet with the DNA, and mentioned that May is preservation month. iii. Commissioner Grosser asked if she was aware that the Individual Grants are $1,000.00 Eileen said she is aware of that. iv. Chairman Vassallo asked about the set up. Eileen said she envisions the entire story event to be approximately 45 minutes and set up as a tour in one space. v. Commissioner Kostel suggested Eileen look to the Chicago History Museum for ideas and inspiration. c. Clare 011ayos: i. Presenting on the Hemmens Task Force. Last year the Council asked for citizens to serve on the Task Force. The goal is to look at the short and long term goals and recommendations for Hemmens and other brick and mortar arts in downtown Elgin. ii. She suggests the CAC have a Cultural Arts Recognition Night. The original CAC did this in the past. They kept a running roster of who did what during the year. They gave out 55 recognition in a ceremony that lasted about an hour. They did this at the Lord's Park Pavilion. iii. The recommendations they have are being fleshed out and she will be back to present these d. Milan Shah i. Film Festival App. He created multiple apps because of the success of the Film Festival app. ii. Today, he is here on behalf Dan and Pat Miller, of the House Walk. iii. The app will have 33 years of House Walks will be available in the app. Each home will have the original documents available for viewing, including the hand drawn images of each house. They will also include personal interviews for each house, if available. iv. They will also have toy airplane footage of each of the over 300 properties. This will be available in 2-3 years. The goal is to have part of this in place by the Fourth of July, where they will begin the start of the 10 properties per month release. v. 10 properties a month for the next 3 years. This means, it will take 3 years for the entire app and history to be available. vi. You will also be able to create your own walking tour. vii. He is requesting reimbursement for part of the project costs. He will submit the Individual Grant following this meeting. viii. Chairman Vassallo asked about the ability of Marketing on the app for other Elgin events. Milan replied that technically, that is capable, but he would have to meet with the board of the House Walk to get final approval. ix. Commissioner Powell asked about privacy rules for homeowners. Milan responded that they will of course follow the rules previously set forth by the House Walk, and would not take uninvited videos or photos of homes. x. This is a pitch for an Organization Grant, not an Individual Grant. e. Rachel Maley i. Individual Grant Follow-up. The project was about the Goldberg Variations by JS Bach, written is 1685, and to have an accompanying visual art exhibit. The performance happened twice during. Friday night sold out, a total of 85 people attended. Sold over$1,000.00 worth of artwork. Chamber Music on the Fox also collaborated with Rachel and performed a sold-out performance with Scott Metlicka. Visual art exhibit was on display from December 29, 2014-January 18, 2015, performances January 9 &10, 2015. This event has led to follow up events and more collaborations. D. Staff Report a. Financial Report b. Art Showcase: i. Rate and Visual art changes are scheduled to be on the April COW Agenda. c. Hemmens: i. Premier for Second Thoughts, by Timothy Voelker was well attended and he was pleased with it. ii. Vintage show was well attended iii. Talent Fest is coming up and should be good. Commissioner rib Powell suggested that all who can attend, should, as the talent is really very good. Commissioner Grosser noted how great an opportunity this is for the kids. iv. Tinsey Ellis is schedule for March as a co-production. He is a nationally known blues artist. Saturday, March 21St v. April brings in Mersey Beatles, which is a tribute Beatles band. April 22nd vi. Mrs. Illinois is coming up and is still accepting applications. vii. Summer Theater- Next to Normal has been selected. Seating will be on the stage, and it will be presented at a %thrust. Auditions are May 18-20. Shows are July 17-19, 24-26. viii. Elgin Short Film Festival: September 26, 2015. Posters have been printed. Red carpet will be there. The call for entries will go out soon. d. Approval of February Minutes-all approved, Molly abstained. No nays. E. Old Buisness a. Riverwalk Sculpture Project: i. Commissioner Rehberg updates. The grant was denied. We will apply again next year. Commissioner Rehberg will reach out about following up and applying next year. ii. The plan is to still proceed with the sculpture part of the project. b. Marketing Sub-Committee: i. No updates c. 2015 CAC Projects i. African American History Month Event: 1. Commissioner Powell updates. Very good turn out on Friday night event located at the Elgin Artspace Lofts. There was traditional African American food that was very well received. Saturday's event was not as well attended as they hoped it would be. The storytellers were excellent and people seemed to enjoy them. The Saturday event happened at the same time as the Ina Dews quilt exhibit, which served as a great backdrop. There were multiple events happening, which led to cross foot traffic. The event at Ola l'joere sold out and was well liked by all attendees. ii. Elgin Fringe Festival 1. Call for artists is open and is already more than half full. The goal of 35 artists should be easily met. 2. Promo videos are being made and released during the year to promote it. The first of these is out and located on the website. 3. April 24, 2015 fundraiser being held at Bowlway Lanes. It will have some pop-up performances by previous r performers. It is also the kickoff for Volunteer drive, Button sales, and Artist Announcement. d. Mission statement and goal: i. Joe will email a first draft to everyone following the meeting. e. Vacant store front usage: i. Amanda will follow up with Aaron about this usage. ii. Commissioner Powell commented that we should look at different uses of the store fronts than traditional uses. There are specific rules about signage. F. Other Old Business: a. Commissioner Rehberg asked about the followup questions for Grants. Commissioner Kostel suggested putting together a committee to look at our effectivenesss based on our currently listed purposes. He questioned how we can make the process easier to encourage collaboration more. b. Commissioner Rehberg asked that part of the focus be on partnering a Commissioner with each Individual Grantee. Commissioner Hargadon is creating a rubric to go with each approved Individual Grant and a Commissioner to work with the ensure project completion, data gathering, etc. c. Commissioner Kostel asked if anyone on the CAC has a relationship with the Grand Victoria Casino. Possibility of cross-marketing and such. d. Action plan for moving forward on this: creating a sub-committee at the next meeting following the mission discussion. G. New Business: a. Sara Krikau's Individual Grant: i. Butch asked if it is a written policy that two individual grants can't be awarded for the same event? Chairman Vassallo said it is a precedent. ii. Commissioner Hulin brought up the budget and how it is unclear if the numbers are separate from Mark Fry's or duplicate numbers. iii. Multiple Commissioners stated that the project is worthwhile, and they want it to succeed, but it feels like double dipping. iv. Commissioner Rehberg stated that since the project is the exact same, it doesn't seem fair to future applicants. She also stated that it seems unfair to give one project two grants, because that will eliminate a project in the future v. Motion to approve on the proposal by Commissioner Grosser, Motion seconded by Commissioner Kostel. Motion denied by all opposed, and one abstained. b. Eileen Moeller's Individual Grant: i. Commissioner Rehberg stated she loves that the event is free. ii. Commissioners Grosser and Hulin both stated that they love that it is about Elgin. iii. Commissioner Grosser moved to approve the Individual Grant in the amount of$1,000.00. Commissioner Kostel seconded. All approved. No opposed. No abstentions. c. Organizational Grants: i. PSAs have been sent out and they are on the COW Agenda for the COW meeting on March 18, 2015. It is expected to pass. H. Adjournment a. Motion made by Commissioner Rehberg, seconded by Commissioner Kostel, approved by all. 8:43pm r r :4 4 E LG N Cultural Arts Commission Agenda Monday, April 13, 2015 7:00pm City Hall South Wing, 2nd Floor Conference Room A. Call to Order B. Roll Call C. Citizen's Forum a. Karen Castillo of Art for All; Individual Grant Application b. Dave Metzger; Individual Grant Application c. Timothy Voelker and Dan Berg; Post-Grant Report D. Staff Report a. Financial Report b. Art Showcase c. Hemmens d. Approval of March Minutes E. Old Buisness a. Riverwalk Sculpture Project b. Marketing Sub-Committee: c. 2015 CAC Projects i. Elgin Short Film Festival d. Mission statement and goal e. Vacant store front usage F. Other Old Business G. New Business a. Organizational Grant update H. Adjournment . . r ........................._ E LG I N Cultural Arts Commission Meeting Notes Monday, April 13, 2015 7:O0pm City Hall South Wing, 2nd Floor Conference Room A. Call to Order- Commissioner Vassallo called to Order at 7:03pm B. Roll Call- Present: Commissioners Hulin, Kostel, Azinger, Grosser, Vassallo, Hargadon, Rehberg, and Miceli. Staff: Harris and Wilhelmi. Representative: Lucas. Absent: Commissioners Zack and Powell. C. Citizen's Forum- a. Karen Castillo of Art for All; Individual Grant Application b. Dave Metzger; Individual Grant Application: i. Mike Rende is a co-artist on this along with a small committee. ii. They are seeking a grant for the "Fez Fest," a pop-culture event showcase the fez in art, history, and pop culture. iii. Call for artists will go out with specific focus on local artist. iv. There will be a variety of 2D and 3D art. v. There will an encouragement to dress up and there will be show prints to the first few who arrive in dress. vi. Elgin Artspace Lofts will be the location. September 11, 2015 is the opening reception. The art show will remain up until September 13, 2015. vii. Ula from Martini Room will host the after party. There will be event themed drinks and pre-event marketing. In past events, this has been very successful. viii. The economic benefits for Elgin are to continue to expand the arts scene, new visitors to Elgin, and downtown business increases. ix. There is specifically a long lead-time going into this show in order to build interest and audience. x. Commissioner Vassallo asked about paying Elgin Artspace Lofts for the use of the space. Dave responded that since Amy Porter r is on the committee, and a resident of the Elgin Artspace Lofts, there is no cost. Dave did also say that they intend to ask for a $5.00 donation at the door, and any profit will be donated to the Medina Shriner's Hospital. xi. Commissioner Kostel asked if they have an expected attendance based on last year's Pin-up Show. Dave responded that they had three different large waves of attendees, which gave them a good overall attendance. xii. Commissioner Vassallo requested that in moving forward with any future grants, we receive an actual count. xiii. Commissioner Miceli asked if the local Shriner's are committed to working with the committee on this project. Dave responded that none are officially committed, but he has had multiple communications with local groups and has high hopes for the one of them to commit. c. Timothy Voelker and Dan Berg; Post-Grant Report i. There was great attendance, but they hope to increase that number in the future. They feel that having the film at the Hemmens was very important and made the showing of it separate from other in the same range. The after party was held at the Elgin Artspace Lofts. They were very thankful for the CAC and the Hemmen's support. ii. Chair Vassallo asked what the response was, and Timothy said that most people were very complimentary and they are having difficulty getting constructive criticism. They are applying for as many of the Short Film Festivals in 2016 as possible. iii. This movie and idea has been a launch pad for a small production company, Wadsworth Productions. There has been a positive response to this. d. Enrique Mendoza- He is here to thank the Commission for their support and offer a personal invitation to the closing movie. He extends this invitation also as a way for the commission to see how this organization uses the CAC funds and runs. e. Milan Shah- He is here to show some test shots using the plane that he presented to the commission last time. Due to technology, he was not able to present these images, but they are on Facebook and available for viewing there. D. Staff Report a. Financial Report-Staff Harris presented the financial update. b. Art Showcase- i. Rate changes and Visual Art Exhibition procedures were approved by City Council in last week's meeting. They will be voted on once again and, pending approval, will be put into place in 2016. ii. Art on the 8th in getting lots of art submissions c. Hemmens- i. Tinsley Elis was in March, and was pretty well attended. They are looking into a possible fall event, and are confirmed for next January 2016. ii. Wizard of Oz just finished up and was very well attended. iii. Kids concert for the ESO are happening this week iv. Mersey Beatles is scheduled in April 22, 2015. v. Mrs. Illinois is next Saturday. vi. Summer Theatre auditions will be in May. Minimum age of 16 to audition. vii. Applications for the Elgin Short Film Festival are being accepted now. viii. Talentfest was March 17th, report by Commissioner Grosser. Attendance was lower than in the past. There was excellent talent showcased and the judges were great as well. There were a variety of different genres of art represented, which was inspiring. d. Approval of March Minutes- Pending addition of March attendees, commissioner Grosser motion to accept, commissioner Miceli seconded, all approved except Commissioner Hargadon who abstained. E. Old Business a. Riverwalk Sculpture Project: No update b. Marketing Sub-Committee: i. Commissioner Hargadon put together a rubric. Staff Harris will email this to the CAC. The basic idea of this rubric is to continue to promote the events, but also to create a follow through and conversation for each CAC sponsored project. ii. The Deadline for the first Newsletter is for Memorial Day weekend. A different Elginite will be asked to do a small history of the arts in Elgin for each newsletter. iii. Commissioner Hargadon and a local designer will work on the layout for this newsletter. iv. The idea is to have a commissioner sign up to work with each event on the list. It will be the Commissioner's job to gather the first pass at the publicity and press information and work with them on their project as well. v. The DNA has been asked for a map to include, which they are providing. vi. The CAC will be in constant search for cover art for the newsletter. Keep your eyes open. c. 2015 CAC Projects i. Elgin Short Film Festival: 1. Applications are live. Chair Vassallo is looking for selection committee judges. If anyone has suggestions or interest • in this, please contact him. It is anticipated that there will be approximately 30-40 films. Films must be judged by Labor Day, 2015. 2. Both Jacob Lucas and Commissioner Grosser are in. ii. Elgin Fringe Festival: 1. Performing artist applications are closed and there were more than double the applications. 2. The visual art call for work is currently open and is on ElginFringeFestival.com 3. They are currently searching for sponsor. Sponsorship information is also available at the website. 4. April 24, 2015 is the Bowlway Button Release Party. There is bowling, button selling, live performance, and a fire department vs. police department bowling competition. d. Mission statement and goal: i. Mission: 1. ECAC will enhance the quality of life in our community by creating and supporting diverse, innovative, and accessible visual, performing, and cultural arts programming. a. Motion to adopt this as the Mission by Commissioner Rehberg. Seconded by Commissioner Hargadon. Commissioner Grosser requests a little time to review it. b. Staff Harris will send the mission,goals, and purposes along with suggested dates. All of this will be voted on during the May CAC meeting. c. Organization invite to the chat about the grants and purposes. All organizations that can be found will be invited. A Facebook event will be created. e. Vacant store front usage- No update F. Other Old Business G. New Business a. Individual Grant- Dave Metzger: i. Commissioner Grosser brought up that the$1,000.00 was not supposed to be the entire budget. Staff Wilhelmi mentioned that it is not a restriction, but it is rather a suggestion. ii. The CAC discussed Dave's creative ideas and his collaboration. iii. Motion to approve the grant request in the amount of$1,000.00 made by Commissioner Hargadon. Seconded by Commissioner Hulin. Approved by all. iv. Commissioner Grosser volunteers to work with Dave on this project for the Marketing Sub-Committee. b. Individual Grant-Art for All, Karen Castillo: r i. Chair Vassallo asked if there was any discussion. Commissioner Rehberg asked about the rules for holding a raffle. Staff Wilhelmi stated that they must get a Kane County permit or call it a Silent Auction. The concern is to make sure that the raffle is licensed. ii. Commissioner Kostel brought up the issue that this is a fundraising event, and it is stated on the application, under the headline of"not eligible" that the CAC will not approve an application for fundraising. iii. The commissioners discussed that this seems like a wonderful event, but does seem to clearly fall under the headline of "fundraising." The commissioners discussed how the wording that was used focused on "raising funds," which does not need to be included, and is a bad turn of phrase. iv. There was some concern that the art was in the shadow of the fundraising goals. v. There was some question about the use of the funds. The representative was not here to answer questions. vi. The suggestion to approach the grantee to make the required changes and resubmit it for the May CAC meeting. Commissioner Azinger will reach out to Karen Castillo regarding these things. vii. Motion to table the grant made by Commissioner Rehberg. Seconded by Commissioner Kostel. Approved by all. c. Organizational Grant update: i. 2015 Organizational grants will be going out in the next few weeks. H. Adjournment- Motion made at 8:55pm by Commissioner Grosser. Seconded by Commissioner Kostel. All approved. r E LG I N Cultural Arts Commission Meeting Agenda Monday, May 11, 2015 7:00pm City Hall South Wing, 2nd Floor Conference Room A. Call to Order B. Roll Call C. Citizen's Forum a. Karen Castillo of Art for All D. Staff Report a. Financial Report b. Art Showcase c. Hemmens d. Approval of March Minutes E. Old Business a. Riverwalk Sculpture Project b. Marketing Sub-Committee: c. 2015 CAC Projects i. Elgin Short Film Festival ii. Elgin Fringe Festival d. Mission statement and goal e. Vacant store front usage F. Other Old Business G. New Business H. Adjournment ► E LG I N Cultural Arts Commission Meeting Minutes Monday, May 11, 2015 7:00pm City Hall South Wing, 2nd Floor Conference Room A. Call to Order- 7:07pm B. Roll Call- Present: Harris, Wilhelmi, Kostel, Lucas, Grosser, Vassallo, Hargadon, Rehberg, Miceli, Powell. Excused: Hulin, Azinger. C. Citizen's Forum a. Karen Castillo of Art for All- not in attendance. b. Milan Shah-Speaking about his Art in Elgin App. i. He addressed the possible issues regarding personal privacy rights in regard to his drone videos. He wanted to reassure the CAC that the drone is not used inappropriately, but just to promote the arts in Elgin. He notes that a video will be posted each week as well as an open forum for people to ask questions. Average video hits are around 10,000 per video, but some have as much as 25,000 views. ii. He is also asking for a CAC Commissioner to work with him as a volunteer to promote his app and he would then add all of the CAC supported events. iii. Commissioner Vassallo commented that the Individual Grant Application was not received in time for commissioner review, thus, it will not be voted on until next month. He also asked to clarify that the app would be for artists as well as venues, to which Milan responded was correct. iv. Commissioner Grosser wanted to clarify that the drone is used for video of the actual venue, creating press for them. Milan said that was correct. D. Staff Report a. Financial Report: i. No changes other than the dispersing of the Individual Grant to Dave Metzger. b. Art Showcase: i. Upcoming Art on the 8th event on May 21st c. Hemmens i. Staff Wilhelmi updates. ii. Dance recitals are in much of the upcoming months. iii. ESO is starting a new program called "ESO Presents", which starts this week. iv. Auditions for Summer Theater start next Monday and run through Wednesday. v. Commissioner Rehberg notes that the Hemmens Task Force has started to wrap up and will begin the process of making its recommendations to City Council. d. Approval of March Minutes: Move to approve by Rehberg, seconded by Grosser, Approved by All. No opposed or abstaining E. Old Business a. Riverwalk Sculpture Project: i. There are 8 pedestals on the new Riverwalk that are already meant for art pieces. The idea is to start with approximately 3-5 pieces and go from there, based on submissions. ii. The other idea is to possibly add public art at the Windmill Park. Commissioner Rehberg will be following up on this as needed and report back. iii. A timeline for the artwork ends in having some of the pieces installed by September 2016 in conjunction with Fringe. iv. They are requesting some of the funds allocated to Art Workshops to begin working with this project v. Commissioner Vassallo brought up insurance and ownership issues. Commissioner Rehberg responded that she and her fellow Commissioners are working on the call for work. The call for work would focus on kinetic pieces. The commission would curate the pieces. The accepted artists would receive a prize/award to help the completion of the works. The work would then be displayed by the CAC at one of the locations mentioned. The work would be for sale. The CAC would receive a small commission from the sale of any artwork, which would go to future Art Installation works. vi. Staff Wilhelmi suggested that Commissioner Rehberg contact the Parks Department. vii. The CAC will focus on putting pieces on the Riverwalk Promenade. Starting with the promenade and then moving from there would be a good starting point. Either way, the Promenade will have some work displayed. The thought to have them all in the same place to make it a "destination" is appealing. viii. Commissioner Rehberg will come back with a comprehensive budget. Commissioner Grosser will help with this. b. Marketing Sub-Committee: i. Continuing the process of working on the Newsletter. Commissioner Hargadon is continuing to work on it. c. 2015 CAC Projects i. Elgin Short Film Festival: 1. Riverboat Casino will be the first prize sponsor this year. 2. Films are continuing to come in. ii. Elgin Fringe Festival: 1. The Bowlway event went well. The attendance was good overall, and the fire and police departments were excited to be there. 2. The next event is going to be at the Martini Room on 6/4. It will be the kickoff for poster sales. The posters are limited editions. Buttons will also be on sale. Volunteers will also be able to sign up. 3. The call for visual art is still live. 4. The EFF is sponsoring the kids events at the Americana Jubilee! Held rdirectly after the parade at Side Street Studio Arts. 5. August 8th is the next event, which will be held at Imago. d. Mission statement and goal: i. Motion to accept proposed mission made by Commissioner Rehberg. Seconded by Commissioner Kostel. Commissioner Hargadon commented that it will be nice to have a clean clear mission. Approved by all. No opposed or abstained. e. Vacant store front usage: no updates. No pending information coming. F. Other Old Business: a. July 9, 2015 scheduled for Grant Process Review. G. New Business: a. Commissioner Powell brought the Elgin Buskers Facebook page. Staff Harris will promote this page on the CAC Facebook page. b. Commissioner Hargadon brought a column that he does with the Daily Herald. It will be a review of the downtown Elgin arts scene. H. Adjournment: Moved by Commissioner Powell, seconded by Commissioner Grosser. Approved by all at 8:47pm. r r 11= E LG I N Cultural Arts Commission Meeting Agenda Monday, June 8, 2015 7:00pm City Hall South Wing, 2nd Floor Conference Room A. Call to Order B. Roll Call C. Citizen's Forum a. Andrew J Meeumen- Individual Grant Application D. Staff Report a. Financial Report b. Art Showcase: i. Art on the 8th wrap up ii. July Event c. Hemmens d. Approval of May Minutes E. Old Business a. Riverwalk Sculpture Project b. Marketing Sub-Committee: c. 2015 CAC Projects i. Elgin Short Film Festival ii. Elgin Fringe Festival d. Mission statement and goal e. Grant Review: Meeting scheduled for July 9th at The Centre F. Other Old Business G. New Business H. Adjournment t III , E LG I N Cultural Arts Commission Meeting Minutes Monday, June 8, 2015 7:00pm City Hall South Wing, 2nd Floor Conference Room A. Call to Order: 7:05pm B. Roll Call: a. Present: Staff Harris and Wilhelmi, Commissioners Hulin, Kostel,Vassallo, Powell, Rehberg, and Miceli. rb. Excused: Commissioners Azinger and Hargadon C. Citizen's Forum a. Andrew J Meeumen- Individual Grant Application: i. Showing the Life in Motion series at a visual art show. This would be on half of the show. The other half of the exhibit is still in process. It will include paintings that are large scale and incorporate words and poems. The exhibit will be at Elgin Artspace Lofts. The show will be up and open for a week. ii. Copies of the artwork will be put together into books for audience purchase, as well as the artwork. iii. This exhibit will have an opening night reception in collaboration with another Elgin Artspace Lofts resident, playing piano. b. Milan Shah- Individual Grant Application i. Milan is creating an Outreach program focused on under-served populations. The program would also focus on venues that host/house/promote local artists. The charge for the venues is very minimal at$1.00 per location. ii. He hopes to take this project to other towns to encourage creative ways to address issues. iii. Commissioner Kostel asked how the general public will become aware of the project. Milan responded that there is very little ad r spending, as most of the efforts are being put through social media, drop box, etc., which costs very little. D. Staff Report a. Financial Report: i. On track thus far. b. Art Showcase: i. Art on the 8th wrap up: 1. Total of approximately 150 people in attendance 2. Artwork did sell. ii. July Event: 1. Titled "Turning Point" 2. Curated by Rachel Elizabeth Maley c. Hemmens: i. Dance school season is wrapping up ii. June 25th'Administer Justice is producing a concert. iii. Tickets to Next to Normal are on sale. Performances will be two weekends in July. The production is set up with seating on stage. iv. Going dark in August. Repairs will happen during that month in preparation for the Elgin Film Festival. v. The Hemmens Task Force will presenting a full report with recommendations to City Council at a date TBD. 1. Commissioner Powell asked for a copy of the Final Report to be presented to the CAC. d. Approval of May Minutes: i. Motion to approve by Commissioner Rehberg. Seconded by Commissioner Miceli. No opposed. Commissioner Hulin abstained. All other approved. E. Old Business a. Riverwalk Sculpture Project: i. Jeff Grosser met with the Parks and Recreation Department, which confirmed that there are currently 8 concrete pedestals ready for work, and the Foundry Park is also open to have sculpture work. ii. The total budget is $13,250.00. This is an overestimated budget. As a starting point, $5,000.00 is requested from CAC. iii. There is a goal of 10 artists for this project; Eight on the Riverwalk and two at Foundry Park. Of course, this is always adjustable based on submissions. iv. Goal to have the art selected by late Spring, 2016, and installed by early fall 2016. 1. Motion to reallocate$5,000.00 from Art Workshops allocated budget to the Riverwalk Sculpture Project made by Commissioner Rehberg. Seconded by Commissioner elk Kostel. All approved. b. Marketing Sub-Committee: i. Commissioner Hargadon is compiling the information for the first newsletter. c. 2015 CAC Projects i. Elgin Short Film Festival: 1. Grand Victoria is the first place sponsor 2. More films are coming in. 3. Selection committee folks and final judges are being confirmed. ii. Elgin Fringe Festival: 1. The Poster release party at the Martini Room went wonderfully. The artist was onsite to sign the posters. 2. EFF is sponsoring the kids portion of the Americana Jubilee!!!, which includes a dunk tank and multiple free events. 3. August 15, 2015 will be a fundraiser at IMAGO studios showcasing last year's photography and a few performances. d. Mission statement and goal: i. The Elgin Cultural Arts Commission will enhance the quality of life in our community by creating and supporting diverse, innovative, and accessible visual, performing, and cultural arts programming. ii. Motion to approve the changes to the grant applications and purposes made by Commissioner Rehberg. Seconded by Commissioner Powell. Approved by all. No abstentions or opposed. e. Grant Review: Meeting schedule for July 9th at the Centre F. Other Old Business: none brought G. New Business: a. Andrew J Meeuwen Individual Grant Application: i. Motion to approve by Commissioner Hulin. Seconded by Commissioner Kostel. Approved by all. b. Milan Shah Individual Grant Application: i. No vote will move forward as the Individual Grant application was incomplete. H. Adjournment: Motion to adjourn at 9:37pm by Commissioner Kostel. Seconded by Commissioner Hulin. All approved. r r 3 E LG I N Cultural Arts Commission Meeting Agenda Monday, July 13, 2015 7:00pm City Hall South Wing, 2"d Floor Conference Room A. Call to Order B. Roll Call C. Citizen's Forum: D. Staff Report a. Financial Report b. Art Showcase: i. Turning Point ii. 2016 Reservations c. Hemmens: i. Summer Theatre d. Approval of June Minutes E. Old Business a. Riverwalk Sculpture Project b. Marketing Sub-Committee: c. 2015 CAC Projects i. Elgin Short Film Festival ii. Elgin Fringe Festival d. Grant Review follow-up F. Other Old Business G. New Business H. Adjournment r r Iil , E LG I N Cultural Arts Commission Meeting Minutes Monday, July 13, 2015 7:00pm City Hall South Wing, 2nd Floor Conference Room A. Call to Order: 7:05pm B. Roll Call: Present: Staff Harris, Commissioners Hulin, Kostel, Azinger, Vassallo, Hargadon, Powell, Misceli, and Student Liaison Fox. Excused:Staff Wilhelmi, Commissioner Rehberg. C. Citizen's Forum: a. Sam Burt (Samantha McDonald), Krampuslauf. i. Presenting an Individual Artist Grant for Krampusluaf. Krampuslauf will be held December 5-6, 2015 at Side Street Studio Arts. The program will consist of 2 workshops, an opening reception and Krampus Krawl, and finally a free kids Accents day. ii. The majority of the budget will go to cover the creation of the Krampuslauf costumes, which will consist of traditional Eastern European costumes and Krampuslauf masks and horns. Recycled materials will be utilized when possible. There will not be a charged fee, but rather a donation request for folks to participate. iii. Several locations downtown will be utilized for the Krampus Krawl, focusing on the new Riverside Promenade and ending the Krawl at Side Street Studio Arts for the Opening Visual Art Reception. iv. Commissioner Kostel asked what the attendance has been in the past. Sam Burt responded that the number has increased each year, but an estimate would be 40 people, both kids and adults. v. The free kids activities, Accents, will coincide with Winter Wonderland. r vi. Commissioner Hargadon asked about the Krawl. Dave responded that there would be no fee, and that they are still confirming local business participation. b. Barb Broeske i. Presenting an Individual Artist Grant for the third installment of images of Elgin printed in metallic that show Elgin's history and stories. The actual printing of the images on metal or metallic paper achieves a lightweight image that doesn't need a frame. The goal is to have Elgin residents see Elgin images that showcase the character and lost history of Elgin. ii. There are two options for printing, one being directly on metal, the other being printed on metallic paper and topped with plexi- glass. The companies that do the printing are all online. iii. The budget will go to cover the printing of as many large images as is possible. The larger the image,the clearer it will be. They will have the metal showing through in the image. iv. Gail Borden Library is already on board to be the venue for the first leg of this exhibit. Additional venues are being approached to also showcase these images. D. Staff Report a. Financial Report b. Art Showcase: elik i. Turning Point: 1. August 1, 2015 at the Showcase. Rachel E Maley is curating the visual art exhibit. ii. 2016 Reservations 1. The call for reservations went live last week. c. Hemmens: i. Summer Theatre d. Approval of June Minutes: i. Move to approve by Commissioner Hulin. Seconded by Kostel. Approved by all. None opposed. Abstained by Hargadon and Azinger E. Old Business a. Riverwalk Sculpture Project: i. Moved to next month's agenda. b. Marketing Sub-Committee: i. The EYE:The first edition has been published and distributed around Elgin. This publication focuses on CAC sponsored events. ii. Commissioner Hargadon is looking at the cost of mailing the next issue of The EYE. iii. Commissioner Hulin will be working with Dave Metzger on the Fez Fest for the next The EYE. iv. Student Liaison Fox will be working with the Elgin Fringe Festival. v. Commissioner Vassallo will be working with the Elgin Film Festival. c. 2015 CAC Projects i. Elgin Short Film Festival: 1. More animation films are coming in. Another push for artist submissions is going out soon. ii. Elgin Fringe Festival: 1. The schedule is almost finalized. 2. They have our first international act coming in this year. They are coming in from England. 3. They will have more workshops this year d. Grant Review follow-up: i. Not as well attended as we had hoped, however, the information was well covered. ii. The information will be sent out via email as well as posted online. F. Other Old Business: G. New Business a. Sam Burt, Individual Artist Grant: i. Commissioners questioned her residence, but it was confirmed that she does have a history of involvement in the arts in Elgin, which qualifies her for the grant. ii. Commissioners also questioned how this year's event is different from last year. It was brought up that the event is evolving, rather than being stagnant and doing the exact same things each year. iii. Commissioners discussed how great it is that they are bringing business to downtown businesses. iv. Commissioners also discussed concerns that this project be brought in the correct light: that Krampuslauf is not demonic or abusive, but rather mischievous and Santa's counterpart. v. Student Liaison brought up the point that it should be clear which events are specifically 21+. vi. Motion to approved brought by Commissioner Powell. Seconded by Commissioner Hargadon. Approved by all. vii. Staff Liaison Harris will be their contact for this project. b. Barbara Broeske, Individual Artist Grant: i. Commissioners discussed that the budget was not clear, and they voiced concern about that. ii. Commissioners discussed how she is evolving the project and images. iii. Commissioners discussed how they enjoyed her passion and energy for her work. iv. Motion to approve made by Commission Kostel. Seconded by Commissioner Hulin. Approved by all. r H. Adjournment: 8:50pm. Motion to adjourn made by Commissioner Hulin. Seconded by Commissioner Hargadon. Approved by all. r r 1i,, 11 E LG I N Cutturat Arts Commission Meeting Agenda Monday, August 10, 2015 7:OOpm City Hall South Wing, 2nd Floor Conference Room A. Call to Order B. Roll Call C. Citizen's Forum a. Kathy Matthews, EYSO Final Report b. Rise' Jones, Create, Innovate, Ignite c. Susan Heaton, Children's Theatre of Elgin D. Staff Report a. Financial Report b. Art Showcase: i. Jazzin on the 8th wrap up c. Hemmens i. Next to Normal wrap up d. Approval of July Minutes E. Old Business a. Riverwalk Sculpture Project b. Marketing Sub-Committee: i. The EYE 1. Next issue 2. CAC Newsletter via Constant Contact 3. CAC Commissioners assigned to specific CAC projects 4. Mailing options c. 2015 CAC Projects i. Elgin Short Film Festival ii. Elgin Fringe Festival F. Other Old Business: a. 2016 Organizational Grant Application approval G. New Business H. Adjournment ,III M1d� ii; f it _..-- . ,_ E LG I N Guttural Arts Commission Meeting Agenda Monday, September 14, 2015 7:0Opm City Hall South Wing, 2nd Floor Conference Room A. Call to Order B. Roll Call C. Citizen's Forum: a. Hamilton Wings, Final Report b. Side Street Studio Arts, Final Report D. Staff Report a. Financial Report: b. Art Showcase: c. Hemmens: d. Approval of July Minutes E. Old Business a. Riverwalk Sculpture Project b. Marketing Sub-Committee: i. The EYE, issue#2 ii. Constant Contact c. 2015 CAC Projects i. Elgin Short Film Festival ii. Elgin Fringe Festival F. Other Old Business G. New Business: a. 2016 Organizational Grant b. Create, Innovate, Ignite H. Adjournment r Jil ► E LG I N Cultural Arts Commission Meeting Minutes Monday, September 14, 2015 7:00pm City Hall South Wing, 2nd Floor Conference Room A. Call to Order: 7:05pm B. Roll Call: Present: Staff Harris, Staff Wilhelmi, Student Ambassador Fox, Commissioners Kostel, Vassallo, Hargadon, Powell, Rehberg, and Micelli. C. Citizen's Forum: a. Hamilton Wings, Final Report: Deanna Cates and Rise'Jones i. A variety of programs that serve at-risk kids ages 2-17 through the arts. This was their 15th season creating an original opera, SCORE! This year their original show was "The Violin of Destiny." The students are accompanied by an orchestra, which was led by a past student participant of the program from year 2. b. Side Street Studio Arts, Final Report: Erin Rehberg: i. Ultimate Painting. An Elgin finalist was selected to participate in the International Competition in Toronto, Canada. He competed with 19 people with over 1,000 people in attendance. The partnership with the Ultimate Painting organization is growing. c. Create, Innovate, and Ignite series: Rise'Jones: i. A few new sponsors both corporate and individual since the information was presented in August 2015. ii. A few fundraisers are coming up. iii. There is no specific age group, the target is all ages and demographics. Thought leaders and decision makers are the goal. D. Staff Report a. Financial Report: i. Moving$2,000.00 from General Fund to TalentFest for 2016, March. Motion made by Rehberg, seconded by Hargadon, approved by all. 1. Commissioner Powell mentioned that she would like the winners of the Talent Fest to perform at something sponsored by the City. ii. Motion to give each CAC project an addition $1,500.00, totaling $10,500.00. For those events that are not yet complete, they will receive the funds for use this year; for projects that are already done this year, that money will be allocated for next year. Motion made by Kostel, seconded by Micelli. Approved by all. b. Art Showcase: i. The space bookings for 2016 are almost double from what they were for 2015. ii. A process of re-branding will begin soon. c. Hemmens: i. The new sound system is almost completed. ii. Bookings for the rest of the year are almost full. iii. Fox Valley Arts Hall of Fame will be moving to the Hemmens soon. The goal is to have everything completed by January 2016. d. Approval of July Minutes: Motion made to approve by Commissioner Powell, seconded by Commissioner Hargadon. Approved by all with exception of Commissioner Rehberg. E. Old Business a. Riverwalk Sculpture Project: i. Kira Fox is considering joining the sub-committee. The call for art, curation, and execution of the project are the needs. Probably a monthly or bi-monthly meeting. Any other CAC folks should let Erin know by next month. b. Marketing Sub-Committee: i. The EYE, issue#2: 1. Went to mail boxes last week 2. Goal to have the next one live in January 2016. ii. Constant Contact c. 2015 CAC Projects i. Elgin Short Film Festival: 1. 6 films for the night of the event- 3 live action and 3 animated films. 2. Over 30 films submitted, with several from other countries. 3. Press Releases are going out and the Red Carpet is set to go. 4. Volunteers are needed for the night of the event. Volunteers will man the ballot boxes and help count the votes. ii. Elgin Fringe Festival: 1. Programs are out and readily available. 2. Over 120 shows in 4 days. 3. A Blimp Raising on Wednesday, September 16th at 6:00pm at Blue Box Café, followed by the Opening Party at Martini Room. 4. Tickets are on sale online or at Fringe Central. 5. Saturday is Family Fringe at Carlton Rogers Park from 11:OOam-4:OOpm, and it is free! 6. EFF has kept it's 100% billeting rate for this year! F. Other Old Business G. New Business: a. 2016 Organizational Grant: i. Tish does not want paper copies. Nor does Butch. b. Create, Innovate, Ignite: i. Request for a Summitt specific budget for the Create, Innovate, and Ignite series is requested before allocation of funds. c. Chalk artist idea: i. Butch brought up the idea to have Chalk Artists work with other artists on the Riverwalk. He will bring in examples of this for the next meeting. H. Adjournment: 8:19pm. Motion made by Kotel. Approved by all. r r E LG I N Guttural Arts Commission Meeting Agenda Monday, October 12, 2015 7:00pm City Hall South Wing, 2nd Floor Conference Room A. Call to Order B. RoII Call C. Citizen's Forum: a. Jim Goodrich of With a Voice Like This, Individual Grant b. Amanda Harris, Individual Grant D. Staff Report a. Financial Report: b. Art Showcase: c. Hemmens: d. Approval of September Minutes E. Old Business a. Riverwalk Sculpture Project b. Marketing Sub-Committee: c. 2015 CAC Projects i. Elgin Short Film Festival ii. Elgin Fringe Festival F. Other Old Business G. New Business: a. 2016 Organizational Grant b. Create, Innovate, Ignite H. Adjournment r , ; h:. E LG I N CuiturQi Arts Commission Meeting Minutes Monday, October 12, 2015 7:00pm City Hall South Wing, 2nd Floor Conference Room A. Call to Order- 7:02 B. Roll Call- Staff Harris present, Student Liaison Present, Commissioners Kostel, Azinger, Rehberg, Hargadon, Miceli, and Vassallo present. C. Citizen's Forum: a. Jim Goodrich of With a Voice Like This, Individual Grant i. This grant is for a production of"Home for the Holidays!" in December at the Elgin Art Showcase. The show is a compilation of the show White Christmas and Holiday Inn. The show will run December 4-6, 2015. This production has run for 19 years in the Fox Valley area. This run will be open to the public rather than a closed production, which is often the case. This is the first time that they will be self-producing. They are still pursing additional partnerships with local businesses. Commissioner Rehberg suggested they contact the DNA for additional marketing opportunities and partnerships. Commissioner Hargadon suggested that they re-evaluate the ticket price from $25.00 to the $20.00 range. b. Amanda Harris, Individual Grant:The proposed project is "Inhabit," which is a performance art piece that will result in a cookbook based on family recipes, stories, and pictures. The project is based around a residency at Side Street Studio Arts that will begin in April and go on 24 hours a day until the project is completed. The duration of the residency will be recorded and available for public view as performance art. The performance art will coincide with a visual art exhibit. D. Staff Report a. Financial Report: i. All up to date with current balances accurate. b. Art Showcase: i. Tech training open to the public is on October 18, 2015 at 4:00pm. c. Hemmens: i. Sound system is in place and working well. d. Approval of September Minutes: i. Motion to approve by Commissioner Rehberg. Seconded by Commissioner Kostel. Approved by all except abstention from Commissioner Azinger. E. Old Business a. Riverwalk Sculpture Project: i. Mother Sky upkeep is who's responsibility? Staff Harris is reaching out to past CAC Staff Liaisons to gather more informations b. Marketing Sub-Committee: i. Next issue is set to go out in early Winter at the start of 2016. c. 2015 CAC Projects i. Elgin Short Film Festival: 1. Great films all around. The Red Carpet reception was great and well rounded. The new Sound System was great to have for this year. The numbers were down a little bit from last year, but overall the event was successful. 2. Commissioner Rehberg brought an idea that kids (all ages) write a screenplay and have professional filmmakers come in film them. The films could be shown before the big films. Possibly reaching out to Columbia for partnerships for more filmmakers for next year. ii. Elgin Fringe Festival: 1. The quality of the art was better. All performance slots were full and there were multiple free workshops as well. The performing artists had great experiences and all said that they would love to return. Ticket sales were a bit down overall, but folks saw more shows during the fringe. F. Other Old Business: a. Elgin Literary Festival: i. Lit Fest dates are set to January 29th and 30th. All events will be at the Hemmens, with the only exceptions being the kids activities (which will be at the Library) and the post event reception. There are 4 keynote speakers, limited book sales, and more concentrated panels and presentations. There will be an ELF fundraiser at the Barnes and Nobel in Dundee at the Spring Hill Mall. G. New Business: a. 2016 Organizational Grants: i. All submitted grants have been b. Create, Innovate, Ignite: i. Based on the Summitt specific budget submitted, the Commission is going to allocate $5,000.00 specifically for the Summit in 2016, with the contingency that the CAC be involved in a more presentational way, such as a panel on grant writing, collaboration on a business level, etc. Motion to re-allocate the $5,000.00 from the General Fund to fund the Summitt, with the condition that the CAC in interested in further presentation conversation made by Commissioner Rehberg, seconded by Commissioner Hargadon, Approved by all. c. Jim Goodrich, Individual Grant. Commissioners Rehberg and Vassallo to act as liaison to the Individual Artist as they prepare for their show. Motion to approve Individual Grant for$1,000.00 made by Commissioner Miceli. Seconded by Commissioner Kostel. Approved by all. d. Amanda Harris, Individual Grant. Commissioner to act as liaison to the Individual Artist as she prepares for the show. Motion to approve Individual Grant for$1,000 made by Commissioner Kostel. Seconded by Commissioner Hargadon. Commissioner Rehberg abstained. Approved by all others. H. Commissioner Rehberg brought up that some of the Individual Artists have not followed through with making sure that the CAC logo is on all marketing materials. Staff Harris will follow up with all grant awardees and send them the logo along with the acceptance letters. I. Adjournment: Motion to adjourn at 8:27pm made by Commissioner Hargadon. Seconded by Commissioner by Kostel. Approved by all. r E LG I N Cultural Arts Commission Meeting Agenda Monday, November 9, 2015 7:00pm City Hall South Wing, 2nd Floor Conference Room A. Call to Order B. Roll Call C. Citizen's Forum: a. Elgin Theatre Company, Final Report D. Staff Report a. Financial Report: b. Art Showcase: c. Hemmens: d. Approval of October Minutes E. Old Business a. Riverwalk Sculpture Project b. Marketing Sub-Committee: c. 2015 CAC Projects i. Elgin Literary Festival ii. African American History Month F. Other Old Business G. New Business: a. Budget approval for 2016 b. Vote on 2016 Organizational Grant Applications H. Adjournment 14 E LG I N Cultural Arts Commission Meeting Minutes Monday, November 9, 2015 7:00pm City Hall South Wing, 2nd Floor Conference Room A. Call to Order: 7:06pm B. Roll Call: Staff Harris present, Student Liaison Fox present, Commissioners Hargadon, Rehberg, Miceli, Hulin, and Vassallo present. C. Citizen's Forum: a. Elgin Theatre Company, Final Report D. Staff Report a. Financial Report: i. Remaining funds will be encumbered for next year's CAC projects. b. Art Showcase: i. Moving forward with working on the build-out of the tech room. ii. Confirming the 2016 season of the space. c. Hemmens: d. Approval of October Minutes: i. Moved by Commissioner Rehberg, seconded by Commissioner Miceli, Approved by all. Abstained by Commissioners Powell and Hulin. E. Old Business a. Riverwalk Sculpture Project: i. On hold until more information about the 2016 budget is confirmed. b. Marketing Sub-Committee: i. Working on the next issue of The EYE for the winter season. c. 2015 CAC Projects i. Elgin Literary Festival: 1. ELF Fundraiser went well. It is continued online until November 12th 2. NalloWriMo is being held at Side Street Studio Arts in rNovember as a promotional event as well as an inspiring event for local authors. ii. African American History Month: 1. Planning is moving along. This year will likely be a celebration of African American Authors, with a spoken word and open poetry night event. 2. Commissioner Rehberg suggested cross-promotion of both this event and ELF. F. Other Old Business G. New Business: a. Budget approval for 2016: i. Moved to next month pending State Budget for 2016. b. Vote on 2016 Organizational Grant Applications c. It was restated that the CAC does NOT have to give funds to an organization simply for applying. d. Commissioner Rehberg moved that the CAC shall approve final money tallies before final proposal to City Council. Seconded by Commissioner Hulin. Approved by all. No opposed. H. Adjournment: a. Moved to adjourn made by Commissioner Hulin. Seconded by Commissioner Hargadon. Approved by all. rk r i I E LG N Cultural Arts Commission Meeting Agenda Monday, December 14, 2015 7:00pm City Hall South Wing, 2nd Floor Conference Room A. Call to Order B. Roll Call C. Citizen's Forum: a. Eileen Moeller, Individual Grant- Final Report b. Enrique Mendoza, Latino Film Festival- Final Report c. Independent Players- Final Report d. Elgin Area Historical Society- Final Report D. Staff Report a. Financial Report: b. Art Showcase: c. Hemmens: d. Approval of November Minutes E. Old Business a. Riverwalk Sculpture Project b. Marketing Sub-Committee c. 2015/2016 CAC Projects i. Elgin Literary Festival ii. African American History Month F. Other Old Business G. New Business a. 2016 Organizational Grant update H. Adjournment r E LG I N Cultural Arts Commission Meeting Minutes Monday, December 14, 2015 7:O0pm City Hall South Wing, 2nd Floor Conference Room A. Call to Order: 7:00pm by Chair Vassallo B. Roll Call: Commissioners Hulin, Powell, Rehberg, Vassallo, Kirkpatrick, and Darling-Bond present. Staff Harris and Wilhelmi present. Student Representative Fox present. C. Citizen's Forum: a. Deidre White, DNA: i. The DNA Design Committee in downtown Elgin such as facade improvements, historical recognitions, etc. In 2016 they hope to bring in a sculpture walking tour to downtown Elgin. They want to focus on the artwork that is outside of buildings. They are currently working on research and budgets and propose moving forward together and collaborating on this project. They are gathering information on other cities that have successfully done this project. Commissioner Rehberg stated that the CAC is continuing to work on the Sculpture Project that they have started. There is an open call for the work that will go out in the following months, with a goal to have them installed in 2016. There were some reservations about having everything completed by May, while it is more probable to have the artists and locations selected. It is important to note that the CAC is moving forward without a theme or idea that each artist must include. b. Eileen Moeller, Individual Grant- Final Report: i. re:visit Elgin Individual Grant. Over 50 attendees at the reception at Imago Studios. Multiple local collaborations were incorporated �"' to include visual art and historical buildings in Elgin. The website (revisitelgin.weebly.com) is still up and she has hopes of furthering the project and doing it again. c. Enrique Mendoza, Latino Film Festival- Final Report. Not present d. Independent Players- Final Report. Not present e. Elgin Area Historical Society- Final Report f. BFH.org- Cynthia Hernandez. Report filed today. The event was held at the Blizzard Theater at ECC. There were 60 students and over 400 attendees at the performance. The majority of the audience was of Latin descent. They did bring in a guest artist to work with the group and created costumes while here. The dance was very modern while the moods and themes were historical, which was interesting. D. Staff Report a. Financial Report:The City is still waiting to confirm a 2016 budget. Until that time, no new budget is ready to be presented. Money from uncompleted 2015 projects will be adjusted to the 2016 budget once ready. b. Art Showcase: All is going as according to the schedule and a few new renters have added to the 2016 lineup. A new logo and poster mock-up are being presented next week. c. Hemmens: Tickets for the Holiday Show are on sale and going well. Art for All, which had a gallery in the lobby, has been moved to the Exhibition Hall which is bigger and more accommodating for them. They will have a ribbon cutting in the afternoon of the Holiday show. In the place that Art for All was, the Fox Valley Hall of Fame will be placed. The plaques went up already and there will be a ribbon cutting in January, which also brings in Green Room Improv, Elvis show, and ESO. d. Approval of November Minutes: Motioned by Commissioner Rehberg, seconded by Councilwoman Powell. Approved by all with abstentions from Commissioners Bond and Kirkpatrick. E. Old Business a. Riverwalk Sculpture Project: i. One additional committee member is needed. Student Liaison Fox is interested in helping and will participate, but she is not a voting member of the CAC. ii. Staff Harris will look into how many CAC Commissioners make a quorum. The number of actual members, or the total number of seats. iii. Commissioners Hulin and Rehberg will meet with Jeff Grosser and Kira Fox as well as the DNA about moving forward. b. Marketing Sub-Committee: i. Commissioner Darling Bond will be taking the lead on this sub- committee. c. 2015/2016 CAC Projects i. Elgin Literary Festival: 1. January 29-30, all at the Hemmens, all free and open to the public. The Keynotes are all confirmed. ii. African American History Month: 1. The Committee is struggling to get together to make it happen in February. F. Other Old Business G. New Business a. 2016 Organizational Grant update: i. Commissioner Rehberg stated that she feels that just because an organization applies, does not mean that it should be funded. Commissioner Rehberg suggests that scores under 10 do not receive money based on the language in the application. ii. Councilwoman Powell stated that the CAC did work hard to provide the organizations with the information on the changes that they were making and how they wanted to raise the bar. iii. Chairman Vassallo suggested a probationary period for those organizations that score poorly. iv. It was suggested a new category for organizations that have been producing in Elgin for a minimum number of years, with a lower maximum ask. Cultural Heritage Grant, with the same basic requirements and a different set of award criteria. 1. Lower maximum ask 2. Previous funding from the CAC 3. Applicants can't apply to both the Organizational Grant and the Cultural Heritage Grant. v. The motion to approve and award the Adjusted Grant Amounts made by Commissioner Hulin, and seconded by Commissioner Reherg, and approved by all. b. 2016 Organizational Grant Feedback will be given if requested. All feedback will be given anonymously, as that how voting was done. H. Adjournment: 9:04pm. r