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HomeMy WebLinkAbout2016 Cultural Arts Commission Minutes and Agendas A• a, E LG I N Cultural Arts Commission Meeting Agenda Monday, January 11, 2016 7:00pm 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. New logo options c. Hemmens: d. Approval of December 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, January 11, 2016 7:00pm City Hall South Wing, 2nd Floor Conference Room A. Call to Order: 7:04pm B. Roll Call: Commissioners Hulin, Rehberg, Kirkpatrick, Perryman, Darling Bond, Miceli, Powell, and Vassallo present. Staff Harris and Wilhelmi present. Student Representative Fox present. C. Citizen's Forum: D. Staff Report: a. Financial Report: i. The City Council will be voting on the city budget at the end of the month. ii. Until the 2016 budget is approved, all spending is suspended. b. Art Showcase: i. New logo options: Feedback was given and a second round will be sent after adjustments are made. c. Hemmens: i. January picks back up with renters. ii. MLK celebration on Sunday iii. Spotlight Youth Theater, ESO, and Elgin Literary Festival all move in in January. iv. February will bring in talent competitions. d. Approval of December Minutes: i. Edits to be made: Edit Kate Bond to Kate Darling Bond. The top needs to say Minutes ii. Motion to approve made by Commissioner Rehberg. Seconded by Commissioner Powell. Commissioners Micelli and Perryman abstain. E. Old Business r a. Riverwalk Sculpture Project: i. There was a committee meeting this week to discuss moving forward. The goal of four pieces on the Riverwalk is where the committee is starting. Jeff Grosser spoke with public works about installing the work and will report back with further specifics. Staff Harris will get answers to questions submitted. ii. The call for art is being put together with focus on the words kinetic, industrious,etc. The theme will be further focused. A $15.00 submission fee for non-Elgin residents while Elgin residents will be able to submit with no fee. The four selected artists will receive a $500.00 honorarium. The call would ideally go live March ft with submissions due April 15t iii. They would like to announce the selected artists during Preservation Month, with the installation happening by September. iv. There is a goal of expanding to Foundry Park for next year. b. Marketing Sub-Committee: i. The calendar of 2016 approved Organizational Grant projects is being compiled for use and will be distributed to the committee by the next meeting. ii. The Eye:The next issue will focus on recent Individual Grant recipients. This will include information about how to apply, access, etc. 1. Staff Harris will submit the full list of 2015 applications to the committee for further follow up. iii. Website:The idea of having a CAC website that is not on the city of Elgin website. Commissioner Darling Bond will do more research on what they are searching for. This site will serve as a place for artist to submit for art calls, pay submission fees,view The Eye, see applications, etc. c. 2015/2016 CAC Projects i. Elgin Literary Festival: 1. January 29-30, 2016. Kid's events are to be held at Gail Borden Library on the 29th with all of the events on the 30th being at the Hemmens. The entirety of the event is free and open to the public. There are four keynote speakers. ii. African American History Month:There will be no official event this year. In lieu of that, the idea of a mural in Elgin based on the 231 Documentary. The full theme and idea of using the levels of parking garages as slightly different parts of the theme are still up in the air and will be dependent on the location. A few ideas of locations are buildings and parking structures in downtown Elgin. Possibly using the South or West wall of the Hemmens is an option as well. Using a parking structure is already city owned property and will get a lot of traffic. Staff Harris will gather more information about possible locations. F. Other Old Business G. New Business a. 2016 Organizational Grant update: i. Letters to the organizations were sent out notifying them of the status of their grants this week. More information will be available after the 2016 budget is approved. ii. The call for venues for the Elgin Fringe Festival is live right now. The call for performance and visual art will go live in March. H. Adjournment: Motion to adjourn at 8:33pm made by Commissioner Hulin. Seconded by Commissioner Powell. Approved by all. r r r a E LG I N Cultural Arts Commission Meeting Agenda Monday, February 8, 2016 7:00pm City Hall South Wing, 2nd Floor Conference Room A. Call to Order: B. Roll Call: C. Citizen's Forum: a. Sara Sitzer of Chamber Music on the Fox, Individual Grant D. Staff Report: a. Financial Report: b. Art Showcase: c. Hemmens: d. Approval of January Minutes: E. Old Business a. Riverwalk Sculpture Project: b. Marketing Sub-Committee: c. 2015/2016 CAC Projects i. Elgin Literary Festival: F. Other Old Business: a. December adjustment to minutes G. New Business H. Adjournment: r r 5 E LG I N Cultural Arts Commission Meeting Minutes Monday, February 8, 2016 7:0Opm City Hall South Wing, 2nd Floor Conference Room A. Call to Order: 7:04pm B. Roll Call: Commissioners Rehberg, Kirkpatrick, Darling Bond, Miceli, Hulin. Student Representative Fox present. Councilwoman Powell present. Chairman Vassallo present. Staff Harris and Wilhelmi present. C. Citizen's Forum: a. Sara Sitzer of Chamber Music on the Fox, Individual Grant i. March 21st at the Elgin Art Showcase. $20.00 general admission tickets with a pay-what-you-can for artists. The event will benefit several organizations, artists, and local businesses. Commissioner Darling-Bond asked about marketing. Sara responded that there is a marketing partnership with the ESO that will cross-promote the event, they will do postcards and posters that will be distributed, and they will also be putting out press releases as the event approaches. The ticket sales item on the budget is quite conservative based on past events, and the breakdown takes the multiple ticket amounts (general, student, pay-what-you-can, etc). D. Staff Report: a. Financial Report:The City Council has approved the Riverboat Fund for $50,000.00 which will be allocated to projects for the 2016 year. i. Organizational Grants will be put into a COW Memo for City Council approval. b. Art Showcase: Updated logo and layout options were discussed with good feedback: i. Changing the color to red was good. The various fonts are nice, the layout of the posters is pleasing. rk c. Hemmens: i. Wizard of Oz was great and well attended. rii. Improv had a full house iii. Several Talent competitions are coming in the next few weeks. d. Approval of January Minutes: So moved, seconded and approved by all with no abstaining. E. Old Business a. Riverwalk Sculpture Project: i. Bloomberg Grant that was submitted in 2014 has most of the information needed for moving forward. ii. Visual Art Easter Egg Hunt. Finding City/CAC Art in the city of Elgin to compile the archive the art. Staff Harris will work on the logistics of this. b. Marketing Sub-Committee: i. The next EYE will focus on art and is expected in late spring. c. 2015/2016 CAC Projects i. Elgin Literary Festival: Overall attendance was just over 400, which is double from last year. Everything was really well attended. Very good feedback with few notes for betterment. ii. Dates were set for next year already at The Hemmens. F. Other Old Business: a. December adjustment to minutes: Addition of the 2016 Organizational r Grant Awards. The award spreadsheet was not added in December because the grant funding was not guaranteed via the state budget. b. A motion to include the grant award spreadsheet in this month's minutes made by Commissioner Rehberg, Seconded by Commissioner Darling Bond, approved by all with no abstentions. G. New Business: a. Chairman Vassallo has requested committee members for b. Arts Advocacy in Washington DC, March 7-8, 2016. Ideally the CAC would like to send two commissioners to this conference. Commissioner Rehberg will be putting together a budget for this, but expects it to be about$1,000.00. c. Elgin Fringe Festival call for artists goes live March 1, 2016. Please spread the word. This year there will be a site-specific option as well as the regular performance spaces. New venues are being explored as well. Year-Round Fringe kicks off this coming weekend with "A Tribute to St. Valentine" at Side Street Studio Arts with past fringe performers. You must have your 2015 button to attend; a button can be purchased at the door. d. Sara Sitzer, Individual Grant Application: It was noted that the pay-what- you-can option is a great idea. It was brought up that the other ticket options are a little steeper for an Individual Artist Grant recipient. It was noted Motion to approve made by Commissioner Hulin, seconded by r Councilwoman Powell, and approved by all with abstention by Commissioner Rehberg. H. Website: possibility of using a previously used domain that would showcase the CAC, CAC Projects, and other city-sponsored special events. The Marketing Sub- Committee will be meeting soon to discuss these options and moving forward. I. Adjournment: Motion to adjourn made by Commissioner Rehberg, seconded by Commissioner Kirkpatrick, and approved by all. Adjournment at 8:31pm. r r ELGIN CULTURA#TS COMMISSION """� 2015 Organizatio.. Grant Scoresheet 1 • TOTAL AVERA ADJUSTE • ORGANIZATION GRANT INDIVIDUAL SCORES NO. OF TOTAL GE D GRANT 90% 80% REQUEST SCORE SCORE SCORE AMOUNT S - BFH.org $8,500 12 14 2 16 12 13 V V V V V 6 69 11.5 $4,888 $4,399 $3,910 Children's Theatre $8,500 15 14 12 9 16 11 V V V V V 6 77 12.8 $5,454 Elgin $4,909 $4,363 Elgin Master Chorale $8,500 13 20 19 12 12 15 V V V V V 6 91 15.2 $6,446 $5,801 $5,157 Elgin Theatre $2,350 6 4 0 0 0 6 V V V V V 6 16 2.7 $313 Company _ $282 $251 Elgin Symphony $7,000 10 11 0 12 8 2 V V V V V 6 43 7.2 $2,508 Orchestra $2,258 $2,007_ Elgin Youth $8,500 15 15 15 15 15 17 V V V V V 6 92 15.3 $6,517 Symphony Orch $5,865 $5,213 Hamilton Wings $8,500 16 16 20 10 19 15 V V V V V 6 96 16.0 $6,800 $6,120 $5,440 Independent Players $2,434 4 5 4 4 5 6 V V V V V 6 28 4.7 $568 $511 $454 Latino Film Fest $8,500 4 0 0 4 8 4 V V V V V 6 20 3.3 $1,417 $1,275 $1,133 Janus Theatre $8,500 18 20 16 15 20 A V V V V V 5 89 17.8 $7,565 Company $6,809 $6,052_ Side Street Studio $6,950 17 14 20 18 19 A V V V V V 5 88 17.6 $6,116 Arts $5,504 $4,893 Soiree Lyrique $5,000 9 2 4 8 8 0 V V V V V 6 31 5.2 $1,292 $1,163 $1,033 TOTAL: $83,234 $49,883 $44,895 $39,906 J'L E LG I N Cultural Arts Commission Meeting Agenda Monday, March 14, 2016 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: rilk a. Financial Report: b. Art Showcase: i. Logo and Layout update c. Hemmens: d. Approval of February Minutes E. Old Business a. Riverwalk Sculpture Project: i. Memo in the works b. Sculpture Cataloging: i. Database update c. Marketing Sub-Committee: d. 2015/2016 CAC Projects i. TalentFest 2016 ii. Elgin Fringe Festival iii. Summer Theater iv. Organizational Grant update F. Other Old Business: a. Create, Innovate, Ignite: b. Website: G. New Business: H. Adjournment: r r ill ► E LG I N Cultural Arts Commission Meeting Minutes Monday, March 14, 2016 7:OOpm City Hall South Wing, 2nd Floor Conference Room A. Call to Order: 7:02pm. B. Roll Call: Staff Harris and Wilhelmi present. Student Representative Fox present. Commissioners Vassallo, Rehberg, Darling Bond, Miceli, and Kirkpatrick present. City Councilwoman Powell present. rC. Citizen's Forum: a. Enrique Mendoza from the Latino Film Festival: i. Final Report from the 2015 Organizational Grant. A total of 7 movies were presented from 7 different countries, all with English subtitles, which made for a diverse audience. Elgin Community College was more involved in 2015 than in 2014, attendance remained high as did customer satisfaction, and more local and area businesses were involved. This year's gala and first movie kick off will be April 15, 2016 at 6:00pm, with the gala following the movie. D. Staff Report: a. Financial Report: i. 2016 Budget presented. Motion to move Marketing and Elgin Literary Festival to the General Fund made by Commissioner Rehberg. Seconded by Commissioner Powell . Motion passed by all. Vote of 6 to O. b. Art Showcase: i. Logo and Layout update: Memo for final approval sent to CMO. c. Hemmens: i. Talent Competitions are coming in and out. Some have already re-booked for 2017. ,r'' ii. TalentFest 2016 is March 15th iii. Only one empty weekend from now until August, and then they are booked again through the end of the year. iv. Summer Theater is A Chorus Line. Auditions coming up in May. d. Approval of February Minutes: i. Motion to approve made by Councilwoman Powell. Seconded by Commissioner Rehberg. Approved by all in a vote of 6-0. E. Old Business a. Riverwalk Sculpture Project: i. Memo in the works for moving forward. And more information is being gathered by Staff Harris. b. Sculpture Cataloging: i. Database update:The beta version of the database will be available soon for testing. c. Marketing Sub-Committee: i. Information sheets are being collected to use for The Eye. The Information sheets will also be used d. 2015/2016 CAC Projects i. TalentFest 2016: at the Hemmens on March 15, 2016. ii. Elgin Fringe Festival:Artist applications are coming in and venues are being confirmed. The Hemmens will be coming on as a new venue this year as a music specific and Family Fringe venue. The new 2016 poster and button will be announced soon. This year will also have an emphasis on the youth in the area. iii. Summer Theater: "A Chorus Line"July 15-17, 22-24. Tickets will be $15.00 and $20.00. Auditions in May. Charlie Brieger will be directing with a new Musical Director. iv. Elgin Film Festival: Next In-a film showing at the Elgin Fringe Festival that will decide the last finalists accepted. The actual Film Festival will be the weekend after the Fringe. Entries will be accepted started on April 4th. Suggestions for celebrity judges are requested, as is help with the festival. v. Organizational Grant Update: A COW memo was submitted for City Council approval of funds. After approval, PSAs will be sent out and funds processed as quickly as possible. F. Other Old Business: a. Create, Innovate, Ignite: Staff Harris attended as a CAC rep. b. Website:the Marketing Sub-committee will meet to discuss moving forward with G. New Business: a. Councilwoman Powell asked about the possibility of a DNA or Convention and Visitor's Bureau for cross-promotion. Discussion ensued about how to facilitate this. Staff Harris will reach out to discuss this with them. r b. Capturing zip codes for attendance. Making it a request for 2016, and a (Pkpossible requirement for 2017's final reporting. The Marketing Sub- Committee will look into this as a part of the website. H. Adjournment: Motion to adjourn made by Commissioner Kirkpatrick. Seconded by Commissioner Miceli. Approved by a vote of 6-0. r r 111 E LG I N Cultural Arts Commission Meeting Agenda Monday, April 11, 2016 7:OOpm City Hall South Wing, 2nd Floor Conference Room A. Call to Order: B. Roll Call: C. Citizen's Forum: a. Dave Metzger, Individual Artist Grant D. Staff Report: a. Financial Report: b. Art Showcase: c. Hemmens: d. Approval of March Minutes E. Old Business a. Sculpture Cataloging: i. Database update b. Marketing Sub-Committee: c. 2016 CAC Projects i. African American History Month ii. Summer Theater iii. Elgin Fringe Festival iv. Elgin Short Film Festival v. Organizational Grant update F. Other Old Business: a. Website: G. New Business: H. Adjournment: r' ISI ,.................„ E LG I N Cultural Arts Commission Meeting Minutes Monday, April 11, 2016 7:00pm City Hall South Wing, 2"d Floor Conference Room A. Call to Order: 7:05pm B. Roll Call: Commissioners Hulin, Kirkpatrick, Darling Bond, Miceli present. Chairman Vassallo present. Councilwoman Powell present. Staff Harris and Wilhelmi present. Student Representative present. rC. Citizen's Forum: a. Dave Metzger, Individual Artist Grant with Kimberly Love i. Seeking an Individual Grant for Seconds Please, Cheesecake 2. Interactive show celebrating the History of the American Pinup. It will be at Elgin Artspace Lofts on July 8th. There will a focus on Rockabilly and car culture as well as a pinup history. Heels for Combat Boots will be involved and showcase models. There will be an open call for the artwork. Mitch O'Connell and Doug Pgosh will be participating. The show will donate any funds from this event to Heels for Combat Boots, which is a global NFP that supports people suffering from PTSD and brain injuries integrate back into civilian life. Funds raised for them stay as local as possible. There will be a Martini Room after party following the event as well as serve as another location for visual art. There will be prints of artwork available as well. ii. Councilwoman Powell asked about compensating the two named artists. Dave responded that they are working to avoid participation fees and rather focus on allowing them to sell artwork with the other artists and keeping 100% of the sales. iii. Commissioner Darling Bond asked about a woman's voice or experience within the application. Dave responded that the f"" purpose of the History of the American Pinup serves that purpose. Commissioner Darling Bond also spoke to the concern that there needs to be a diversity of models used. Dave responded that he completely agrees and there will be a focus on serving that need. b. Jamey Bouwmeester and Deirdre White of the DNA: i. The Harvest Market's foundation is the vendors, and local NFP organizations that have tent space donated to them, and a Children's program. The Market also has 3 hours of live performance each week. It is free and part of the experience of the Market. The Harvest Market has sponsors that help to cover costs from the Market. In early 2016, the sponsor for the Performing Arts portion of the Market withdrew their funds. The demographic for the Market is largely working class and low income, which creates an audience for the performers that they may not otherwise get. The goal is to have an eclectic array of arts represented during the 19 week Market. In 2015 these artist included musicians, acrobats, dancers, etc. The Market has a goal to further expand this list of artists for 2016. They are asking for $2,500.00 to cover the costs of the Performance aspect. The Harvest Market ii. Chairman Vassallo asked whether this is to help sell items or to showcase cultural things. Jamey responded that both probably play a role. He wants the Market to serve both purposes. iii. The original sponsor was GVC. iv. No other organizations were approached before approaching the CAC as they just found out last week. They will continue to look for other sources of sponsorship. The idea is that the Cultural Arts Commission would sponsor for this season only. v. The Market Manager role is actually Jamey's job, not another position. Just a portion of the job that he completes. vi. Average attendance to the Harvest Market is about 499 people a week, which does not include children or vendors. There were a few weeks that saw over 1,000 people. vii. Commissioner Darling Bond asked why the other DNA funds, such as the surplus from 2015, can't be re-routed to cover these costs. Deirdre responded that the funds are ear marked for other things as the DNA is moving in a new direction and new expenses in 2016. Commissioner Darling Bond asked how long the City contract was through, Deirdre responded that they are under contract until March 2017. viii. Councilwoman Powell asked how attendance is tracked. Jamey responded that every half hour,which is about the amount of time that someone spends at a market, some one walks around and does a head count. This is how most markets take attendance. c. Julian Hernandez, Latino Film Festival: Here to give invitations to the Flim Festival this Friday night, April 15th at Marcus Theater. Julian reported that the marketing has been successful with both English-speaking and Non-English speaking folks. D. Staff Report: a. Financial Report: All up to date and accounted for. Organizational Grants will be going out once City Council gives final approval this week. b. Art Showcase: i. The next poster order will be using the new layout and logo. The facebook page will be updated with the new logo. c. Hemmens: i. ESO kids concerts are this week. ii. Dance recitals will be moving in in a few weeks. iii. Spotlight Youth Theatre will be doing The Little Mermaid. iv. Pet Expo is the last week of April. Already 25 vendors lined up. v. Dundee Crown Orchestra Concert will be happening in the late Spring. vi. Mrs. Illinois is May as a one-day event. d. Approval of March Minutes: Motion to approve made by Commissioner Miceli. Seconded by Commissioner Kirkpatrick. Approved by a vote of 5-1 with one abstention by Commissioner Hulin. E. Old Business ra. Sculpture Cataloging: i. Database update: 1. The new database will be available for testing in May. 2. The idea to do a Trick-or-Treat at the sculptures in October. October 29th a. Possibly having folks take 5-10-15 sculptures and get prizes. Free popcorn, etc. b. There would be a Halloween-central, possibly DuPage court, where folks would come and get their prizes, candy, popcorn, etc. c. Kira Fox,Tish Powell, Molly Miceli will be working with Staff Harris on this. b. Marketing Sub-Committee: i. New issue out by Memorial Day weekend (May 30th). Not mailing this issue. ii. Need 5 articles total. Staff Harris, Student Rep Kira Fox, and Commissioner Miceli participating on this issue. Staff Harris will do an article on past works/Individual Grant opportunities. Articles need to be submitted by May 9th to the Marketing Sub- committee. Staff Harris putting together a calendar for The Eye that comprises who, what, where, and when. rib. c. 2016 CAC Projects i. African American History Month: rk 1. Coucilwoman Powell is interested in bringing an existing exhibit from Chicago in. Also, possibly doing a Kwanza celebration in early December. Also possibly doing a mural in one of the parking decks: Spring St.,The Centre, Fulton St., etc. Staff Harris will speak to CMO to scope out some locations for this possible mural, with the idea that African American History Month would use one level with other levels being different themes. The idea to do one level each year as a progressive project. Staff Harris will develop some sort of budget for this first year. ii. Summer Theater: 1. A Chorus Line will audition May 16-18 7:00-9:30 at the Hemmens. There are already applications from all over the region. Walk in auditions are welcome. No need to be present all 3 nights. See the website for list of prepared materials needed and to apply for a spot for audition. iii. Elgin Fringe Festival: 1. Buttons are ordered and on the way. This year they expanded to get temporary tattoos. Right at 50 performance applications total. Accepted groups will be announced next week. The GoFundMe is currently live with a goal of$5,000.00. iv. Elgin Short Film Festival: 1. They already have 2 entries, one of which is from last year's winner. Marketing has kicked off and will continue. The search for celebrity judges is on; they are looking for six. Those who are on the selection committee will be hearing from Chairman Vassallo soon. v. Organizational Grant update: 1. PSAs have been proceed and will proceed with payment soon. F. Other Old Business: a. Website: Moved to next meeting. G. New Business: a. Independent Players, Octette Bridge Club: Commissioner Darling Bond attended their production at the Elgin Art Showcase. They used the space and built an entire set in the space. The set pieces were nice and appropriate. It was clear that the production was put on with love and appreciation for detail. The show was very well attended and the audience was clearly connected, showing that there is a community that attends these productions. It was clear that this was socially and culturally important to this audience. Commissioner Darling Bond will work with Staff Harris on creating the Heritage Grant Application. b. Dave Metzger, Individual Artist Grant: i. Motion to approve Individual Artist Grant in the amount of $1,000.00 for Seconds Please, by Commissioner Hulin. Seconded by Commissioner Darling Bond. Approved by a vote of 6-0. c. Jamey Bouwmeester and Deirdre White of the DNA: i. Councilwoman Powell voiced concern that they didn't come to any other sponsors first. ii. Discussion on making sure that the funds go directly to the performers and not the DNA, and any funds left over would be returned to the CAC. Further discussion on proof that the funds go to the performers would be required. iii. Discussion about promotion and what the CAC would get out of this sponsorship occurred. Discussion about requiring the promotion of the performing artist each week with the CAC logo attached via their website as well as signage at the site. The entire performance schedule will be published in advance. iv. Discussion ensued about the concern that there exists a surplus in the DNA budget. v. Discussion about doing it on a reimbursement system rather than a sponsorship up to$2,250.00 vi. Motion to approve the sponsorship with the following stipulations: reimbursement only, list of participating artists and proof of payment would be required with the reimbursement bill at the end of the season. Weekly promotion of the event and the featured artists would be required. Inclusion of the CAC logo on all promotional materials. A sponsorship sign to be displayed at the Harvest Market with the CAC logo. Sponsorship in the amount of$2,250.00. Motion made by Councilwoman Powell. Seconded by Commissioner Miceli. Approved by a vote of 6-0. d. Councilwoman Powell will start a sub-committee to start a show at the Elgin Art Showcase showcasing City of Elgin employee artists. Will be using Art Salon funds. Staff Harris will get Councilwoman Powell some dates. H. Adjournment: Motion to adjourn at 9:18pm made by Commissioner Hulin. Seconded by Commissioner Kirkpatrick. Approved by all. r i` E LG 1 N Cultural Arts Commission Meeting Agenda Monday, May 9, 2016 7:00pm City Hall South Wing, 2"d Floor Conference Room A. Call to Order: B. Roll Call: C. Citizen's Forum: a. Mark Fry of Chamber Music on the Fox, Individual Artist Grant D. Staff Report: a. Financial Report: b. Art Showcase: i. Jazzin' on the 8th c. Hemmens: d. Approval of March Minutes E. Old Business a. Sculpture Cataloging: i. Database update b. Marketing Sub-Committee: c. 2016 CAC Projects i. African American History Month ii. Summer Theater iii. Elgin Fringe Festival iv. Elgin Short Film Festival F. Other Old Business: a. Website: G. New Business: a. Mark Fry of Chamber Music on the Fox, Individual Artist Grant: b. Art Salon, City Employee Art Show Sub Committee: c. Halloween Sculpture event: October 29th, Commissioner Miceli, Student Liaison Fox, and Councilwoman Powell. H. Adjournment: E LG I N Cultural Arts Commission Meeting Agenda Monday, May 9, 2016 7:O0pm City Hall South Wing, 2nd Floor Conference Room A. Call to Order: 7:01pm B. Roll Call: Commissioners Rehberg, Erlandson, Darling Bond, and Kirkpatrick present. Councilwoman Powell present. Chairman Vassallo present. Student Representative Fox present. Staff Liaisons Wilhelmi and Harris present. C. Citizen's Forum: a. Mark Fry of Chamber Music on the Fox, Individual Artist Grant: i. The last show of the season will be at Thulin Hall at Judson University. Part of the mission is to reach a broader audience,which is part of the reason for having this production at the University. Judson University has been great to work with. Multiple local student band directors have been contacted for attendance. Another goal of this production is to introduce the audience to a lot of standard brass pieces through Elgin Chamber Brass, a new local quintet. There will be a season ending party at Dog's Paw in downtown Elgin. ii. Chairman Vassallo commented that moving to Judson is a good move on various levels. iii. Councilwoman Powell asked about promotional materials and the inclusion of the CAC logo. Mark responded that the logo would be included in the program as well as all press releases. D. Staff Report: a. Financial Report: i. Motion to allocate $2,250.00 from the General Fund for the Harvest Market sponsorship made by Coucilwoman Powell. Seconded by Commissioner Rehberg. Approved by a vote of 5-1-0 with Commissioner Erlandson abstaining. b. Art Showcase: i. Jazzin' on the 8th:Jake Sanders Quartet has been booked. This event will be August 5th r ii. Discussions on renegotiations of the new lease are starting soon. c. Hemmens: i. Dance school season is upon us and through June. ii. There is something in the space almost every day for the next month. iii. Next Monday,Tuesday, and Wednesday are auditions for A Chorus Line. iv. Hemmens will shut down August and through the first part of September for house lighting replacement. v. A new dance floor and new cyc lights are being utilized now. vi. The next large item to be replaced is a hoist for aiming lights. They are expecting this item to come in around $27,000.00. The item they are looking at getting is multi-use and very safe. vii. Film Festival entries are being accepted now. d. Approval of April Minutes: i. Motion to approve April Minutes made by Commissioner Darling Bond. Seconded by Commissioner Kirkpatrick. Approved by a vote of 4-2-0 with Commissioners Erlandson and Rehberg abstaining. E. Old Business a. Sculpture Cataloging: i. Database update: Dan Ault will be in during the June meeting to demo the database. b. Marketing Sub-Committee:The articles are all almost in. The next issue of The Eye will be out by Labor Day. Chairman Vassallo is working with the digital artist on the creation of the issue. c. 2016 CAC Projects i. African American History Month: work on the mural call for art is being done. This first mural will be at The Centre's parking garage. ii. Summer Theater:Auditions will be next week. iii. Elgin Fringe Festival:Sept. 15-18, 2016. The button release and poster signing event is May 31, 2016 5-8pm. Two new spaces have been added for venues. There is currently a waitlist for artists. Artists from all over the country will be participating. A new site-specific component is also added. Family Fringe will be outside of The Hemmens and there will be a music night in The Pit of the Hemmens. iv. Elgin Short Film Festival: Currently have 4 submissions and the call is still live. Deadline for film submissions is late summer. Still need celebrity judges. September 24, 2016 is the event. The red carpet event begins before the actual event. F. Other Old Business: a. Website:The website will be on hold while G. New Business: a. Mark Fry of Chamber Music on the Fox, Individual Artist Grant: i. Discussion on making the Individual Grant due no less than 45 days before the event to ensure Commission logo on the promotional and r • marketing materials ensued. This idea will be pushed to the July meeting for the Grant Review. ii. Concern was expressed about the cost of the event for the patrons. The idea of attracting a new crowd at that ticket price seems counter- intuitive. The pay-what-you-can option is nice, but is specifically only for artists. iii. Motion to approve the Individual Grant for$1,000.00 made by Commissioner Darling Bond. Seconded by Commissioner Kirkpatrick. Approved by 4-1-1 with Commissioner Rehberg abstaining. b. Art Salon, City Employee Art Show Sub Committee:August 26, 2016 at the Showcase. c. Halloween Sculpture event: October 29th, Commissioner Miceli, Student Liaison Fox, and Councilwoman Powell. i. Sub-committee meeting before the next CAC meeting in June. ii. Commissioner Erlandson joining the subcommittee. iii. Allocating funds will be voted on in June. d. Heritage Grant: i. Commissioner Darling Bond and Staff Harris will begin working on the new Heritage Grant for the grant review time. ii. The focus of this new grant will focus on impact rather than innovation. e. Public Art Master Plan: i. The idea of creating a Public Art Master Plan to help with the cataloging, (11166. creation, maintenance, etc. of public art was brought up. Further discussion of this as a possibility will occur at the next meeting. H. Adjournment: a. Motion to adjourn at 9:26pm made by Commissioner Erlandson. Seconded by Commissioner Darling Bond. Approved by a vote of 6-0. r • t E LG I N Cultural Arts Commission Meeting Agenda Monday, June 13, 2016 7:00pm City Hall North Wing, City Council Chambers A. Call to Order: B. Roll Call: C. Citizen's Forum: D. "American Nocturne" discussion: a. Background: Recently, the mural, "American Nocturne" has been much talked about within the Elgin Community. The Elgin Human Relations Commission held a meeting on June 7th to discuss the history of and reactions to the mural. The Cultural Arts Commission will hold a discussion on the role of public art in the community and the city's role in promoting it. It is the goal of the Cultural Arts Commission to get public input on these issues as they continue the process of creating a Public Art plan for Elgin. b. Each speaker is asked to sign in at the front desk at the start of the meeting. c. Each speaker is given a 3-minute time limit. d. The Cultural Arts Commission will make a recommendation on the future of the mural taking the public opinion into account. Please note that this recommendation does not determine the future of the mural, but will go to City Council for their final vote. E. Staff Report: a. Approval of May Minutes F. Old Business a. Sculpture Cataloging: i. Database update b. Marketing Sub-Committee: c. Public Art Plan: G. Other Old Business: H. New Business: a. "American Nocturne" recommendation I. Adjournment: r lib ,..... E LG I N Cultural Arts Commission Meeting Minutes Monday,June 13, 2016 7:00pm City Hall North Wing, City Council Chambers A. Call to Order: 7:00pm B. Roll Call: Chairman Vassallo present, Councilwoman Powell present, Commissioners Thomas, Erlandson, Miceli, Hulin, Rehberg, Kirkpatrick, and Darling Bond present. Student Representative Fox present. Staff Harris present. C. Citizen's Forum: "American Nocturne" discussion: a. Background: Recently,the mural, "American Nocturne" has been much talked about within the Elgin Community. The Elgin Human Relations Commission held a meeting on June 7th to discuss the history of and reactions to the mural. The Cultural Arts Commission will hold a discussion on the role of public art in the community and the city's role in promoting it. It is the rgoal of the Cultural Arts Commission to get public input on these issues as they continue the process of creating a Public Art plan for Elgin. b. Each speaker is asked to sign in at the front desk at the start of the meeting. c. Each speaker is given a 3-minute time limit. d. The Cultural Arts Commission will make a recommendation on the future of the mural taking the public opinion into account. Please note that this recommendation does not determine the future of the mural, but will go to City Council for their final vote. i. Holly Rende: Commented that if the artist had wanted this to be a discussion, he would have included a plaque with information about it. The lack of that information either leads one to assume plagiarism or cultural insensitivity. She asks that the mural be removed. ii. Healy Rodman: A local high school teacher who is for removing the work. She is concerned that the impact on the local youth is a negative one. She also notes that the original photograph is a statement on the nation needing to do better. She also notes that the message sent to local artists is that being racy and edgy is the way to get your work shown. iii. Ernie Broadnax: Believes that David Powers is not a racist and had the intentions that he said he did. He supports the arts and says that calling people names and being mean to one another is not productive and has very negative consequences. Lynchings are a part of our history and should be a reminder rather than being something to be ashamed of. Racism is a part of the Elgin history. Elgin's growth in both race and human relations rhave greatly improved over his lifetime, and he hopes that continues. iv. Andrea Johnson: Believes that in order to move forward,the need to address the lack of responsibility in the planning, implementation, and follow up of this mural. Is r ,, concerned that the message being sent is that the man pointing in the mural is pointing to the African American youth that it could be them. Is upset that the art was removed ,i., to protect it rather than the community. She says we have come very far is our race relations, but have far to come yet. She is upset about the conversation on what to do about the mural being had still. She would like the mural to be removed permanently. Confront the issue for what it is,tell the truth, and respond accordingly. She is proud to be from Elgin and would like to remain so. v. Ina Dews: Believes that the removal of the mural was not handled properly. The city paid for it and she believes that it should have been respected more. She says that the mural does not show any diversity that she can see. She asks that the mural be removed permanently. vi. Adrian Bibzak: She says that the mural is not a way to educate the public about issues such as racism. She says she spoke at the Human Relations Commission meeting to voice her wish that it be removed. She wants to know the circumstances surrounding the mural at the start of the work. She proposes that we replace the mural with one about the victims in the photograph. vii. Tim Solarz: Public art does not need to be permanent art, and this mural has made its statement and had its day. It was not intended to be permanent simply by its installation and creation means. This was the last piece of 6 pieces that were commissioned by the Cultural Arts Commission paid to the Outside Exhibition Group. He says the lack of explanation on its creation should not be missing information, and it owed to the public by the city. He asks why no one apparently asked the artist what his inspiration was. If that artist was not asked, he was not obligated to respond. However, now there are plagiarism issues that need addressing. He suggests that the space be rused as an exhibition space for new art each year. He recommends that the piece be permanently removed. viii. Dimitrius Smith: He was under the impression that this meeting was about what the commission is working on and moving forward, and is disappointed that the conversation about the mural is still being had. He asks, if the original image did not originate in Elgin,why is it here. He also points out that the mural had a tree above it, seemingly finishing off the mural. He is upset that time is being wasted on the continuing conversation, and wants the city to move forward. He recommends that the mural needs to be removed permanently. ix. Eric Rubin: Hatred comes in many forms. When the mural first came up, he listened with an open mind and came to the conclusion that it is a divisive lighting rod for the community. The online response to the mural is toxic and fuels hatred. He believes that the mural needs to be removed permanently and asks that new policies be put into place to avoid this happening in the future. x. James Harvey:A resident of Elgin Artspace Lofts, he saw this mural every day with no knowledge of its intent. He asks how the public would be feel if they were left out of an image,thus changing that context. He says that the artist of the mural, Dave Powers, did not tell the whole story. He went on to tell the story of the two men that pictured being lynched in the photo. He voiced that the lack of the whole story fuels the hate that the power that hate can hold. He recommends that the mural stay in place with an artist statement about the piece,telling the whole story. xi. Peter Pavoni: He voiced that he doesn't understand why this image was chosen as it did rnot take place here. He is worried about censorship and the possible repercussions of it. He says that Elgin needs to be united on this issue. xii. Clare 011ayos: She stated that she attended the last meeting as well, and would like to focus her comments on the process of public art. She was on the original Cultural Arts Commission in the late nighties when the Individual Artist Grant was established. She stated that she hopes the process of selecting, commissioning, etc. of public art moving forward will be successful. She stated that the artwork database is a great idea and a great start. She hopes that these tools will be helpful moving forward. xiii. Kathy Edwards: She feels that this mural is shameful and humiliating. She appreciates the diversity of Elgin and wants the mural removed. xiv. Doug Tomsha: He stated that the mural itself is not very well executed to begin with. He stated that the title is senseless without the context of the content being known. He stated that the mural is not the level of art Elgin should have, the money spent on it was not worth it. He recommends that the art not be on display as that space can be used for a better quality of art. xv. Commissioner discussion ensued: 1. Councilwoman Powell thanked the public as well as the Human Relations Commission for their discussion last week. She stated that the purpose of this meeting was to give the public who may not have been able to attend the previous meeting, as well as to show what the CAC has been working on to help to avoid issues like this coming up again in the future. She stated that the process is very important and something that the CAC is very focused on. She stated her disbelief that no one seems to know how this mural was created and implemented. She hopes to move forward in a positive way. She stated that she was originally in favor of keeping it up with an explanation and context, however, after hearing more public opinion, she has since changed her mind. She stated that the CAC is excited to promote the arts in Elgin, not to anger or upset the community. She stated that the public's statements will be taken into account in the recommendation of the CAC. 2. Commissioner Kirkpatrick thanked the public for sharing their comments and concerns. She stated that the commission is with the public and understand and take in the comments of the public. She stated that if this were a painting of Nazis without the Jews,the issue would not be talked about, it would simply be removed if it ever was put up in the first place. She stated that if this piece divides us, it is doing no good. 3. Commissioner Rehberg stated that she was appreciative of the patience of the public and their time as the CAC has processed this information. Her initial impulse was that censorship was never good, however, having heard the public's input has been extremely helpful and necessary. She stated that she wants to be on this commission and be able to be proud and confident about what the CAC says and does. She stated that she does not want the mural to swept under the rug nor does she believe that the mural needs to be in a place of prominence. Reflections because of this mural and the community conversation about it are important and need to be remembered. 4. Commissioner Darling Bond stated that it is clear that the mural is a problem and a source of pain for many people of the city of Elgin. Public art should not hurt people. In a gallery or museum,you have a choice to view the art. In the case of public art, there is no choice. For this reason, process is very important and necessary. The definition of censorship is fluid, making pointing to it as part of E the issue with removing this mural. She stated that she supports the artist, Dave Powers right to free speech, as well as the public comments. This is an issue more about the use of public resources. She recommends that the work be returned to the artist not out of censorship, but out of respect for all the city of Elgin's right to free speech. 5. Student Representative Kira Fox stated that she recently graduated form Larkin Academy as a student in the arts. She stated that she sees the mural as a commentary on evil that can manifest in each of us, and we should be aware of it. She stated that had a plaque been put up at the beginning, a lot of this would have been avoided. She recommends that the mural be removed but not destroyed. 6. Commissioner R.Thomas stated that as an African American he was moved and educated by what he heard from the public tonight. His first response was to avoid sweeping this issue under the rug and censorship. Based on tonight and the failure of the process,this piece of art does not need to be talked about in this light. He suggests that the art be removed from public financial support. He stated that hate hurts not just the victims, but all involved. 7. Chairman Vassallo stated that he appreciates the public input, and hopes it continues in the future as the CAC moves on with the process and policy making. He stated that art currently funded by the CAC-who, what, where, etc.-must be asked about all art. He stated that we are on the way to create the policy that asks those questions before implementation. 8. Motion to move the "American Nocturne" recommendation to this point in the meeting made by Councilwoman Powell. Seconded by Commissioner Darling Bond.Approved by a vote of 9-0. 9. Further discussion about the CAC recommendation on the future of the mural ensued. a. Commissioner Rehberg asked if the removal would be permanent. Councilwoman Powell stated the mural should be permanently removed from public display with the intention to deal with the mural at a later date. She stated that the CAC does need to recommend what to do with the mural after its retirement. 10. Councilwoman Powell made a motion to permanently remove the mural from public display,with the final placement to be decided at another time. Seconded by Commissioner Kirkpatrick. Approved by a vote of 9-0. 11. Discussion ensued on what to do with art after its retirement. A vote or motion will not be made about this particular piece's future at this meeting, but will be discussed at the next meeting. D. Staff Report: a. Approval of May Minutes: i. Motion to approve the May Minutes made by Councilwoman Powell, seconded by Commissioner Rehberg. Approved by a vote of 6-0-3,with 3 abstentions. E. Old Business a. Sculpture Cataloging: i. Database update: Beta version is ready and will be tested by Staff Harris next week. b. Marketing Sub-Committee:A final version is being approved and ready for publication this week. c. Public Art Plan:The items for source research will be sent to the Commission as well as posted online to further discussion on items. F. Other Old Business: None brought. G. New Business: a. "American Nocturne" recommendation. Moved to an item previous in the agenda. H. Adjournment: 9:00pm. Motion to adjourn made by Councilwoman Powell. Seconded by Oft, Commissioner Hulin. Approved by a vote of 9-0. r r E LG I N Cultural Arts Commission Meeting Agenda Monday, July 11, 2016 7:00pm City Hall South Wing, Second Floor Conference Room A. Call to Order: B. Roll Call: C. Citizen's Forum: a. Angelina Diana, Individual Artist Grant D. Staff Report: a. Financial Report b. Art Showcase: i. Jazzin' on the 8th ii. "Not Your Day Job" c. Hemmens: d. Approval of June Minutes E. Old Business a. "American Nocturne" placement b. Sculpture Cataloging; Halloween Event c. Marketing Sub-Committee d. 2016 CAC Projects: i. Summer Theater ii. Elgin Fringe Festival iii. Elgin Short Film Festival e. Public Art Plan F. Other Old Business: a. Website G. New Business: a. Angelina Diana, Individual Artist Grant b. "American Nocturne" placement recommendation H. Adjournment: r E LG N Cultural Arts Commission Meeting Minutes Monday, July 11, 2016 7:OOpm City Hall South Wing, Second Floor Conference Room A. Call to Order: 7:00pm B. Roll Call: Commissioners Hulin, Rehberg, Darling Bond, Miceli, Erlandson, and Thomas present. Chairman Vassallo present. Staff Harris present. Councilwoman Powell present. Student Representative Fox present. C. Citizen's Forum: a. Angelina Diana, Individual Artist Grant i. This is an Individual Artist Grant for a Solo Exhibition at Side Street Studio Arts in downtown Elgin. This exhibition is a continuation of her work since her graduation from school in 2015. She joined Side Street Studio Arts as an Artist in Residence and grew as an artist, this show will be a culmination of that residency as well as her works since graduation. The exhibit will focus on the process of creating the art and the repetitions and patterns of her work. The exhibition itself is free and open to the public for 2 weeks, with a free reception this Saturday from 7:00-9:OOpm. The grant funds will cover the cost of materials of the artwork as well as promotional materials, prints, and a website and domain. 1. Chairman Vassallo asked what the mediums of the artwork will be. Angelina responded that it will be comprised mostly of paintings with a few including epoxy resin. D. Staff Report: a. Financial Report: b. Art Showcase: i. Jazzin' on the Stn: ii. "Not Your Day Job": c. Hemmens: i. Chorus Line opens this week, and runs July 15-17 and 22-24. ii. Will be dark for the month of August for the new house light installation. d. Approval of June Minutes i. Motion to approve minutes made by Commissioner Rehberg. Seconded by Commissioner Hulin. Approved by a vote of 8-0. Approved by all. E. Old Business a. "American Nocturne" placement: i. The Commission discussed the future of the mural, "American Nocturne." Chairman Vassallo reiterated that this is a recommendation to the City Council, who will make a final vote. ii. Commissioner Miceli asked that if we put it into storage, wouldn't there be a risk of it coming back out and going through this process again. Chairman Vassallo asked about the possibility of it being loaned out for specific purposes. Commissioner Erlandson stated that we should include information about the piece and it's history. iii. Commissioner Rehberg asked about the condition of the work. Chairman Vassallo responded that there is some frame work. They spoke about the need for conservation efforts, and if that would be needed. Commissioner Erlandson stated that spending additional funds on it seems like not a good idea. Commissioners agreed. iv. Councilwoman Powell that she would like us to look at the future of this piece in the scope of the precedent for future public art. She stated that this piece was up for longer than the current commission would intend for any new works to be up. She stated that this piece should be stated this work should be treated the same as all others. Commissioner Rehberg agreed, but stated that we have already treated it differently due to the unusual circumstances around it. v. Commissioner Darling Bond asked if the city has ever decommissioned a piece,to which Chairman Vassallo stated he didn't think so. vi. Chairman Vassallo stated that should be mural stay in storage, and therefor part of city property, it would fall within the new plan (being created)for conservation. He brought up the option to keep it in storage until the Public Art Plan is completed. vii. The Commissioners stated that either way, no money should be made off of this work, but if it is possible to recoup some of the creation cost, that would be a good option. This would be an option for all "retired art," and would require appraisals. Ideally,the funds recouped from selling the art would be used to maintain and conserve other public artwork. viii. Commissioner Erlandson stated that a possible Retired Art loan program could be a way to loan the work out and control those situations. Councilwoman Powell stated that creating a Retired Art program would include conservation and maintenance efforts for the foreseeable future. ix. Councilwoman Powell stated that it she is glad the CAC had been working on the inventory and Public Art Plan before this issue arose. This issue reiterated the need for both. x. Commissioner Erlandson stated that should the recommendation be to wait until the PAP is completed, it would be worth the effort to create the context for the mural. This would require bringing in the artists involved to create the whole picture. xi. Student Representative asked about how quickly the CAC needs to make a recommendation, and how full that recommendation is. Commissioners stated that it is important that they take their time, recognize the impact and precedent, and gather all information possible for this piece and all future pieces. xii. Commissioner Darling Bond stated that she worries that the public will see a potential storage of the work until the PAP is completed as bureaucratic. Councilwoman Powell stated that while she sees that, it is the lack of the procedure and process that got us here in the first place. xiii. Motion to recommend that the piece stay in storage until the Public Art Plan is finalized and implemented by City Council made by Commissioner Erlandson. Seconded by Commissioner Miceli. Approved by a vote of 7-1 with one abstention. b. Sculpture Cataloging; Halloween Event i. The Database is ready to begin being used. This is the first time a Commission is using something like this. It is the system used by City Staff. The database will have images, Cinformation,work orders,geo-location, etc. t ii. Councilwoman Powell stated that this new database is a part of the 311 system and is thus accessible by all city staff. iii. Commissioners Rehberg, Hulin, Erlandson, Miceli,Vassallo. iv. Motion to appropriate$2,000 from the Art Workshop fund from the Riverboat fund by Commissioner Rehberg. Seconded by Councilwoman Powell. Approved by a vote of 8- 0. v. Art Harvest will be the name of the event. Family Friendly treasure hunt for local art. c. Marketing Sub-Committee: i. No updates. d. 2016 CAC Projects: i. Summer Theater: Opens this week. ii. Elgin Fringe Festival: Fringe website is being updated frequently with the participating artists. They used the Dunk Tank at the Jubilee, which was successful. There will be a Rummage Sale this coming weekend. If you have items to donate, please contact Erin Rehberg. All proceeds from that sale will go to EFF. iii. Elgin Short Film Festival: 8 or so films in. Selection committee emails will begin to go out soon. Celebrity judges are being confirmed. Mama Lee's Popcorn will be selling popcorn in the lobby this year. Sponsors are still being confirmed. Films will also be shown at Blue Box Café during the Elgin Fringe Festival. e. Public Art Plan: i. Definition of Public Art: ii. Goals: iii. Motion to re-appropriate the Sculpture Project funds to the Public Art Plan development made by Commissioner Hulin. Seconded by Commissioner Darling Bond. Approved by a vote of 8-0. F. Other Old Business: a. Website: Moved to 2017. G. New Business: a. Angelina Diana, Individual Artist Grant: i. Motion to approve the Individual Artist Grant for$1,000 made by Commissioner Darling Bond, seconded by Commissioner Erlandson. Vote approved by 7-1 with Commissioner Rehberg abstaining. b. "American Nocturne" placement recommendation: i. Vote made earlier in the meeting. H. Adjournment: Motion to adjourn at 9:22pm made by Commissioner Miceli. Seconded by Commissioner Rehberg.Approved by a vote of 7-0. r } E LG N Cultural Arts Commission Meeting Agenda Monday, August 8, 2016 7:00pm City Hall South Wing, Second Floor Conference Room A. Call to Order: B. Roll Call: C. Citizen's Forum: a. Shaina Read, Individual Artist Grant b. Elgin Symphony Orchestra, Final Report c. Elgin Youth Symphony Orchestra, Final Report d. Elgin Master Chorale, Final Report e. Children's Theatre of Elgin, Final Report r D. Staff Report: a. Financial Report b. Art Showcase: i. Jazzin' on the 8th ii. "Not Your Day Job" iii. 2017 Date Requests c. Hemmens: d. Approval of July Minutes E. Old Business a. Sculpture Cataloging;Halloween Event b. Marketing Sub-Committee i. BRAVO sponsored content ii. Daily Herald Ads c. 2016 CAC Projects: i. Summer Theater ii. Elgin Fringe Festival iii. Elgin Short Film Festival d. Public Art Plan: i. Budget ii. Mission and goals iii. Art calls and other paperwork F. Other Old Business: r G. New Business: a. Shaina Read, Individual Artist Grant b. 2017 Organizational Grant Applications- open and close dates .ai/ :wuauauanofpy •H e Jh E LG I N Cultural Arts Commission Meeting Minutes Monday, August 8, 2016 7:OOpm City Hall South Wing, Second Floor Conference Room A. Call to Order: 7:04pm B. Roll Call: Commissioners Hulin, Rehberg, Darling Bond, Miceli, Erlandson, and Thomas present. Councilwoman Powell present. Chairman Vassallo present. Staff Harris and Wilhelmi present. Student Representative Fox present. C. Citizen's Forum: a. Shaina Read, Individual Artist Grant: i. Dan Tompkins, Shaina Read, and Morgan Markowski present their gallery show, Lucid Recollections at Side Street Studio Arts in August, 2016. The show is a collaboration of 4 Artist-Interns (listed above and Mark Rodriguez) and focuses on memory, both real and imagined and the impact of things that are seen everyday if perhaps not appreciated. The artwork is presented in several mediums. All of the artists are either still in school or recent graduates. Promotion of the show will be online and with postcards and posters. Shaina is a Judson alumni, and has been promoting the show there with those connections. b. Elgin Symphony Orchestra, Final Report: i. Cheryl Wendt presenting. They did JAZZ!With Marvin Stamm, May 19, 2016. 30% of the audience members were students, which were admitted at the lower ticket price of $10.00. 20% of the audience members were first-time ESO patrons. They held an open rehearsal that local Rotary clubs were invited to attend. c. Elgin Youth Symphony Orchestra, Final Report: i. Kathy Matthews presenting. Nathaniel Caros played a bit of violin as an introduction. He has been a participant in EYSO for several years, and is now in college at Illinois State University. He stated that his experience with EYSO helped to prepare him for college in various ways including how music is interpreted. He is majoring in education and conducting. ii. Their event had over 1,000 people at their 40th anniversary concert which was held at The Hemmens. They had several new marketing approaches. They had a record number of students attend auditions and currently have over 400 students from 71 communities. Councilwoman Powell asked for a zip code breakdown of ticket sales, which will be provided by Kathy following this meeting. Councilwoman Powell asked if they offer any kind free ticket program, to which Kathy replied that they do. d. Elgin Master Chorale, Final Report: i. Elizabeth Niemeier presenting. Their Educational Connections concerts performed in February was their project, which was held at ECC's Blizzard Theater. The attendance was approximately 300, which they hope to improve upon in coming years. The core mission of this new concert series is to perform the chorale greats and focus on education through historical and social ideas and concepts. Local students are invited free of charge. This concert was titled Songs of Freedom, and focused on the idea of African American History. It included all new repertoire which required extra time, costs, etc. Two local musicians were employed along with 42 EMC singers and instrument players. The program started with African Tribal songs and took them through the 1960's' protest songs. They collaborated with the Elgin History Museum and Project 2-3-1. Councilwoman Powell asked which schools were targeted to which Elizabeth responded that all U46 middle schools and most elementary schools were contacted. Grads 5-7 are the target audience where the curriculum makes the most sense. She stated that going forward, they will invest more time in marketing this project. They are currently ahead of schedule for planning the 2017 concert. e. Children's Theatre of Elgin, Final Report i. They produced Disney's The Little Mermaid in June 2016 at ECC's Blizzard Theater. This was a new type of production for them and ended up with 90 cast members aged 7-20. One third of the cast members had never been on stage before. They had 2,384 in attendance which was about double from the previous year. The show was directed by Allison Cherry, a CTE alumni. 20 youth were used in the backstage. They were able to use the rig system to "fly" two students as a special effect. Councilwoman Powell asked if the patrons' locations are tracked, to which she replied that it is about a 30 mile radius, but a full report will be provided following this meeting. D. Staff Report: a. Financial Report: b. Art Showcase: i. Jazzin' on the 8th: 1. While we came in under budget, this event only had 7 attendees. Moving forward, Commissioner Thomas will perhaps take this over. ii. "Not Your Day Job": 1. This event was canceled due to lack of response. iii. 2017 Date Requests: 1. Occupancy is up to almost 50%for 2017. 2. Added 1-2 new season renters for 2017. c. Hemmens: i. A lot of first time renters in 2016, many of whom will be return renters in 2017. ii. Almost every day is booked in the space for a variety of events in the various spaces. iii. The theater is dark until mid-September while house lights are replaced. The Hemmens is using that time to clean and catalog the stage lights and the DMX is being expanded and upgraded iv. There are several events in Exhibition Hall while the theater is dark. d. Approval of July Minutes i. Motion to approve minutes made by Commissioner Rehberg. Seconded by Commissioner Erlandson. Approved by a vote of 8-0. E. Old Business a. Sculpture Cataloging; Halloween Event: i. Art Harvest. b. Marketing Sub-Committee: i. BRAVO sponsored content: Moving forward with this, working with Jeffrey Pierce. ii. Daily Herald Ads: Moving forward with this, working with Mike Ford. Commissioner Darling Bond to help with this as needed. c. 2016 CAC Projects: i. Summer Theater: Great attendance and response to the show. Approximately 2,200 people attended over a very large demographic, with a cast of 18 people plus production. Overall, this project ended in the black. ii. Elgin Fringe Festival: September 15-18, 2016. Tickets go on sale on Wednesday. 36+ performing groups with 15+visual artists. The EFF program will be a part of BRAVO. iii. Elgin Short Film Festival: Coming along with about 14 films in. August 26th is the last day for people to submit films. There will be a few showings at EFF at Blue Box Café. The films shown will be the top three films from each category will be shown, and the audience will vote for their favorite. The film with the most votes will go to the finals at the Short Film Festival. d. Public Art Plan: i. Budget: 1. Amanda working on this with other departments. ii. Mission and goals 1. Moved to next meeting. iii. Art calls and other paperwork: 1. Amanda drafting the first version of these. F. Other Old Business: G. New Business: a. Shaina Read, Individual Artist Grant: i. Commissioners discussed the appeal of having new artists ii. Motion to approve the grant in the amount of$1,000.00 made by Commissioner Erlandson, seconded by Commissioner Hulin. Approved by a vote of 7-0-1 with Commissioner Rehberg abstaining. b. 2017 Organizational Grant Applications- open and close dates. Open August H. Adjournment: Motion to adjourn made by Commissioner Hulin. Seconded by Commissioner Erlandson. Approved by a vote of 8-0. i „ wm E LG N Cultural Arts Commission Meeting Agenda Monday, September 12, 2016 7:OOpm City Hall South Wing, Second Floor Conference Room A. Call to Order: B. Roll Call: C. Citizen's Forum: a. Rise Jones- Create, Innovate, Ignite- Final Report b. Rise Jones- Hamilton Wings- Final Report D. Staff Report: a. Financial Report b. Art Showcase: c. Hemmens: d. Approval of August Minutes E. Old Business a. Sculpture Cataloging b. Art Harvest i. Sponsors confirmed: c. Marketing Sub-Committee i. BRAVO sponsored content ii. Daily Herald Ads d. 2016 CAC Projects: i. Elgin Fringe Festival ii. Elgin Short Film Festival e. Public Art Plan: i. First Community Forum: September 21, 2016 at 6:00pm at The Centre ii. General update iii. Presentation f. Organizational Grants F. Other Old Business: G. New Business: H. Adjournment: i E LG I N Cultural Arts Commission Meeting Minutes Monday, September 12, 2016 7:OOpm City Hall South Wing, Second Floor Conference Room A. Call to Order: 7:05pm B. Roll Call: a. Commissioners Rehberg, Darling Bond, Miceli, Kirkpatrick, Erlandson, and Thomas present. Councilwoman Powell present. Chairman Vassallo present. Staff Harris and Wilhelmi present. Student Representative Fox present. C. Citizen's Forum: a. Rise Jones-Create, Innovate, Ignite- Final Report i. Before the Summit in March,there was a series of workshops held at the Gail Borden Library. The Summit included keynote Joan Par of Creative Scotland. Following the summit, additional follow-up meetings were held with the goal of further engaging the community in the arts and in public policy regarding art. The full outcome of the project thus far will take place on September 24th at the Gail Borden Library which will also include a community art installation. Additional workshops will continue as a way to continuously engage the community on these issues and more, as well as a project focusing on the arts in different generations and the impact that they have. b. Rise Jones- Hamilton Wings- Final Report i. SCORE II was their project, which engaged previous young artists in a new project that revolved around issues that are important to young people. They started by looking at how art is used to address social issues and community development. Community leaders were brought in to discuss issues such as the environment and endangered species, immigration and deportation. Each topic had a song developed for it, but some included visual art,theatrical PSAs, plays, and more. A previous participant who is now getting his graduate degree in New York came back to direct this year's show. D. Staff Report: a. Financial Report: b. Art Showcase: i. New lease is still being negotiated. c. Hemmens: i. Lots of events coming up in October with Children's Theatre of Elgin. ii. House lights will not be completed this year due to some issues that came up during installation. d. Approval of August Minutes: I i. Motion to approve the minutes made by Commissioner Rehberg. Seconded by Councilwoman Powell. Approved by a vote of 8-0-1 with Commissioner Kirkpatrick abstaining. E. Old Business a. Sculpture Cataloging: i. Still in the process of being done. More help is needed with this process as we continue. b. Art Harvest i. Sponsors confirmed: ii. Idea to include Costume contest that starts with them trick-or-treating at the businesses, and stopping by Art Central to compete in the costume contest. iii. Joe reading the scary stories. iv. c. Marketing Sub-Committee i. BRAVO sponsored content: 1. October-Art Harvest(Joe is the boss of this) and Individual Grants (Erin doing this). Due September 21st 2. November- CAC Event Recap (Folks getting me 2-4 sentences on the CAC events). Due October 10th 3. December- Mayor's Holiday Show(Due Nov. 21St) Make the decision on this story at the October meeting. 4. January- Elgin Lit Fest (Due Dec 15th) ii. Daily Herald Ads: Ads are currently running and will continue to run. Ads will cover EFF, ESFF, Art Harvest, Mayor's Holiday Show, and ELF. Total spend was just over$6,000.00. d. 2016 CAC Projects: i. Elgin Fringe Festival: Happening Sept. 15-18, 2016 in downtown Elgin. Approximately 200 artists are involved. Blimp Raising is Wednesday, September 14th just outside of Blue Box Café and right before the Opening Party, which will be at the Martini Room. The live music location at The Pit at the Hemmens was just sponsored by Lagunitas beer. Closing Part at the Martini Room on Sunday the 18th. There have been some issues with the permitting about things like Family Fringe that are still being figured out. ii. Elgin Short Film Festival:September 24, 2016 at the Hemmens. ESFF will be at EFF at Blue box Café on Thursday and Friday showing a few movies. The audience will vote on their favorite show;the winner will get a slot in the Film Festival. Over 30 films have come in with great quality and subject matter. 10 films will be shown at the actual event on September 24th e. Public Art Plan: i. First Community Forum:September 21, 2016 at 6:00pm at The Centre. ii. General update: 1. Several departments within the City have been brought in to consult on issues such as language, impact,feasibility, and maintenance. Additional meetings will follow the Public Art Plan Community Forum on the 21St of September. iii. Presentation: 1. A short PowerPoint presentation about where the CAC is and what research they have done as well as where they hope to go will be shown. A short open forum will be open for comments. Those who don't wish to comment can leave comments on short surveys that will be on hand. The two main questions that we hope to answer are: 1.)What do you want to see in the Public Art Plan for Elgin? 2.)What kind of public art do you want to see in Elgin- Mural,Sculpture, I Other? Add others from the powerpoint. Create sheet for folks to take and complete/leave. 2. Add slide- here is where we are, here is what to expect from this meeting. What to expect from the next Forum. 3. Add images to the powerpoint about places of where we are putting the art- Sculpture places on the Riverwalk and the Mural location. Butch getting me these images. f. Organizational Grants: Due October 7, 2016. 3 hard copies only. F. Other Old Business: G. New Business: H. Adjournment: Motion to adjourn made by Commissioner Rehberg. Seconded by Commissioner Kirkpatrick. Approved by a vote of 9-0. r r E LG I N Cultural Arts Commission Meeting Agenda Monday, October 10, 2016 7:00pm City Hall South Wing, Second 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: d. Approval of September Minutes r E. Old Business a. Sculpture Cataloging b. Art Harvest c. Marketing Sub-Committee d. 2016 CAC Projects: i. Elgin Fringe Festival ii. Elgin Short Film Festival iii. Elgin Literary Festival e. Public Art Plan: i. First Community Forum report ii. General update f. Organizational Grants F. Other Old Business: G. New Business: H. Adjournment: r A,.... ........................_ E LG I N Cultural Arts Commission Meeting Minutes Monday, October 10, 2016 7:00pm City Hall South Wing, Second Floor Conference Room A. Call to Order: 7:02pm B. Roll Call: Commissioners Miceli, Rehberg, Hulin, Darling Bond, Erlandson, and Thomas present. Councilwoman Powell present. Staff Liaison Harris present. Student Representatives Fox and Kaye present. Chairman Vassallo present. C. Citizen's Forum: a. Soiree Lyrique, Final Report: Kathy Canny,Treasure of Soiree Lyrique reporting. They had a lot of great press throughout their season, which was their second one of their organization. Solange Soir is the Artistic Director, and leads the company artistically. The "singing janitor" r participated in the Young Artists Competition and brought the company lots of press. Collaborations with other Elgin-area performing groups was also a big part of their season, and led to additional exposure and audience. Their July 4th concert brought in unexpected audience at DuPage Court, especially the Young Artist group. They received a $46,000.00 donation from a single donor. These funds will go towards their 2018 goal of producing a full-length Opera on the main stage of the Hemmens Cultural Center. Overall, their 2016 income was triple what they expected. b. Side Street Studio Arts, Final Report: Battle of the Bands. The records for the final part of the project are being pressed now. Attendance was up well over last year, leading them to decide that the final battle must be relocated in 2017 to accommodate the larger audience. All of the bands get their live recordings of their performances. The final winner will also be performing at Nightmare on Chicago Street's Main Stage. All of the posters were different designs from area designers, and were also sold. Next year they will have to figure out how to facilitate the growth in a feasible. i. Commissioner Darling Bond commented that this event is important to Elgin because it brings young artists and bands into this area while allowing them to perform at an established location. It is also an important opportunity for them to learn and gain experience. Having the voting done by the audience makes the bands work harder and take ownership of their part in the battle. She also stated that the different designers doing different posters brings in more artists and helps to establish more of an arts scene in all demographics, but especially in the younger demographic. It also encourages collaboration among all of the artists. She also said that this event does not get the credit it deserves. r D. Staff Report: a. Financial Report: i. Final Fringe payments are being paid out now. ii. First installments of the new media plan's budget paid out. b. Art Showcase: i. The new lease is being negotiated with the new lease company. c. Hemmens: Moved to November d. Approval of September Minutes i. Motion to approve minutes made by Councilwoman Powell. Seconded by Commissioner Rehberg. Approved by a vote of 7-0-1 with Commissioner Hulin abstaining. E. Old Business a. Sculpture Cataloging b. Art Harvest: i. Trick-or-treating: Happening in downtown Elgin businesses as a part of this event. ii. Sponsorships: Several sponsors have been confirmed: Lifestyle Options, Biggers Mitsubishi, Side Street Studio Arts, Blue Box Café, and Elgin Knit Works. Each of these sponsors are sponsoring a specific portion of the event. iii. Day-of plan: Coming soon. c. Marketing Sub-Committee: d. 2016 CAC Projects: i. Elgin Fringe Festival: 1. Final numbers are not yet in, but all numbers were up. Artists were very happy and had great feedback. EFF is officially now a member of the Canadian Association of Fringe Festivals (CAFF), which includes EFF on the Canadian tour of Fringes. All downtown businesses reported much higher than usual sales. ii. Elgin Short Film Festival: 1. Final numbers are still not in, but are likely slightly down. Great films, bringing the quality up from previous years. The first place film was only a part of the final films because of it's inclusion in the in the Fringe Festival as part of the "next in" event that ESFF did. Unfortunately, none of the winning films' makers were able to attend the festival. The red carpet reception, coordinated by Judi Brownfield, was great. Next year they will upgrade the projector in the Hemmens for this event, but it runs about$5,000.00 to rent one for the day. Raising funds for this are still being researched. The Emcee was great and Jeff Meyers is still posting online about it with videos of the event. 2. Commissioner Rehberg commented that the event was successful and the films' quality was up. She also noted that the need for the projector is a necessary one, if possible. iii. Elgin Literary Festival: 1. Scheduled for January 27-28, 2017 at the Hemmens Cultural Center. Committee member Karly Kirkpatrick is working on the panel and presentation schedule. Bravo will be doing the program. There will be 4 keynote speakers. e. Public Art Plan: i. First Community Forum report: 1. Overall 25-30 people in attendance. Very positive response from the attendees. Surveys were taken up and the info will be disseminated for future use. ii. General update f. Organizational Grants: i. Overall 14 organizations submitted grant proposals, which is up from the previous 2 years. i. Final Fringe payments are being paid out now. ii. First installments of the new media plan's budget paid out. IOW b. Art Showcase: i. The new lease is being negotiated with the new lease company. c. Hemmens: Moved to November d. Approval of September Minutes i. Motion to approve minutes made by Councilwoman Powell. Seconded by Commissioner Rehberg. Approved by a vote of 7-0-1 with Commissioner Hulin abstaining. E. Old Business a. Sculpture Cataloging b. Art Harvest: i. Trick-or-treating: Happening in downtown Elgin businesses as a part of this event. ii. Sponsorships: Several sponsors have been confirmed: Lifestyle Options, Biggers Mitsubishi, Side Street Studio Arts, Blue Box Café, and Elgin Knit Works. Each of these sponsors are sponsoring a specific portion of the event. iii. Day-of plan: Coming soon. c. Marketing Sub-Committee: d. 2016 CAC Projects: i. Elgin Fringe Festival: 1. Final numbers are not yet in, but all numbers were up. Artists were very happy and had great feedback. EFF is officially now a member of the Canadian Association of Fringe Festivals (CAFF),which includes EFF on the Canadian tour of Fringes. All downtown businesses reported much higher than usual sales. ii. Elgin Short Film Festival: 1. Final numbers are still not in, but are likely slightly down. Great films, bringing the quality up from previous years. The first place film was only a part of the final films because of it's inclusion in the in the Fringe Festival as part of the "next in" event that ESFF did. Unfortunately, none of the winning films' makers were able to attend the festival. The red carpet reception, coordinated by Judi Brownfield, was great. Next year they will upgrade the projector in the Hemmens for this event, but it runs about$5,000.00 to rent one for the day. Raising funds for this are still being researched. The Emcee was great and Jeff Meyers is still posting online about it with videos of the event. 2. Commissioner Rehberg commented that the event was successful and the films' quality was up. She also noted that the need for the projector is a necessary one, if possible. iii. Elgin Literary Festival: 1. Scheduled for January 27-28, 2017 at the Hemmens Cultural Center. Committee member Karly Kirkpatrick is working on the panel and presentation schedule. Bravo will be doing the program. There will be 4 keynote speakers. e. Public Art Plan: i. First Community Forum report: 1. Overall 25-30 people in attendance. Very positive response from the attendees. Surveys were taken up and the info will be disseminated for future use. ii. General update f. Organizational Grants: i. Overall 14 organizations submitted grant proposals, which is up from the previous 2 years. ii. Scoring the grants on the four criteria that they apply on: Innovation, Impact, Feasibility, and Opportunity. Each application is awarded up to 20 points with up to 5 points I".. available in each category. iii. Scoring will happen in November at the regularly scheduled meeting. F. Other Old Business: none brought. G. New Business: a. Metra Art: i. A new project is being headed by Metra to put art in their terminals. This will be shared with our list of artists. b. Next Wednesday there is a show at the Martini Room by Eastern Groove. Come early to get seated. This show begins at 8:00pm and is over by 10:00pm. H. Adjournment: 8:57pm a. Motion to adjourn made by Councilwoman Powell. Seconded by Commissioner Erlandson. Approved by a vote of 7-0. r er, IQ 4 „,0,.,„...........„,, E LG I N Culturoi Arts Commission Meeting Agenda Monday, November 14, 2016 7:00pm City Hall South Wing, Second Floor Conference Room A. Call to Order: B. Roll Call: C. Citizen's Forum: D. Staff Report: a. Financial Report b. Approval of September Minutes E. Old Business a. Organizational Grants r F. Other Old Business: G. New Business: H. Adjournment: r • E LG N Cultural Arts Commission Meeting Minutes Monday, November 14, 2016 7:00pm City Hall South Wing, Second Floor Conference Room A. Call to Order: 7:02pm B. Roll Call: Commissioners Miceli, Hulin, Darling Bond, and Thomas present. Councilwoman Powell present. Acting Staff Liaison Wilhelmi present. Student Representatives Fox and Kaye present. Chairman Vassallo present. C. Citizen's Forum: None present D. Staff Report: a. Financial Report: i. Commissioner Darling Bond commented that the Art Harvest section was missing $100 due to her for Facebook marketing. ii. Chairman Vassallo questioned where the funding for the DNA's Farmer's Market performers was reflected. b. Approval of September Minutes i. Motion to approve minutes made by Commissioner Miceli, seconded by Councilwoman Powell. Approved by a vote of 6-0. E. Old Business a. Organizational Grants: Chairman Vassallo explained the process of voting. Commissioner Darling Bond asked how the scoring worked; Chairman Vassallo explained it was a rubric based on other arts granting organizations. Commissioner Miceli asked whether they needed to submit scores for the individual criteria or just an overall score. Chairman Vassallo confirmed that the individual scores need to be entered. i. BFH: Councilwoman Powell asked whether and CAC members attended the performance. Chairman Vassallo explained that Commissioner Rehberg intended to go but BFH did not provide tickets for the commission. Commissioner Darling Bond commented that part of BFH's innovation was "hope to create a new accompanying musical group." Chairman Vassallo thought there was a lot of 'cut-n-paste;' including dates/numbers from last year's application. Student Representative noted a lack of collaboration. Commissioner Darling Bond complimented BFH for noting the importance to learn about other cultures in the "current political climate." Discussion concluded and votes were gathered. ii. Chamber Music on the Fox: Commissioner Darling Bond stated that the project is cool but very similar to what ESO just did. Joe noted the reference to collaborating with ESFF but that a similar collaboration was rejected by ESFF in 2016 although not out of the question in 2017. Several commissioners noted that they have the same audience as many other arts groups applying for grants. Discussion concluded and votes were • gathered. iii. Children's Theatre of Elgin: Commissioner Darling Bond commented that this project was very innovative. Councilwoman Powell noted that CTE always provided a good production. Chairman Vassallo did note that the budget seemed almost unrealistically balanced. Discussion concluded and votes were gathered. iv. Elgin Historical Museum: Councilwoman Powell noted that EHM did a good job on the 3.2.1 project and that the proposed project 'spoke to her.' Chairman Vassallo commented that it seemed like a project that would last but questioned the time-table of presenting the film in 2018. He also read comments sent to him by Commissioner Rehberg concerning the 2018 date in which she suggested maybe the application should be submitted for 2018. Discussion amongst the commissioners determined that it would be appropriate to consider the application for 2017. Discussion concluded and votes were gathered. v. Elgin Master Chorale: Chairman Vassallo comment on the lack of innovation and amount of cut-n-paste in application. Student Representative Fox commented that she thought there was an aspect of innovation and that is was something she'd be interested in attending. Discussion concluded and votes were gathered. vi. Elgin Symphony Orchestra: Chairman Vassallo stated that he like this proposal a lot and Commissioner Darling Bond concurred. Chairman Vassallo noted that this is an example of getting out of a rut and trying new things and he thought the request of$3,500 rather than the maximum available was respectful. He also noted the realistic budget. Councilwoman Powell liked the planned reception for students. Commissioner Thomas approved of the marketing through rack radio stations. Discussion concluded and votes were gathered. vii. Elgin Theatre Company: Chairman Vassallo noted the lack of innovation. Commissioner Darling Bond commented that despite the lack of innovation, the project is not without benefit. Discussion concluded and votes were gathered. viii. Elgin Youth Symphony Orchestra: Chairman Vassallo noted that the submitted budget seemed realistic. Discussion concluded and votes were gathered. ix. Hamilton Wings: Councilwoman Powell commented on the long history and quality programs; and that is does appeal to different audiences and participants. Commissioner Thomas commented on the impact the program has had on children he knows. Chairman Vassallo noted that it might be the most complete application submitted. Discussion concluded and votes were gathered. x. Independent Players: Commissioner Darling Bond noted that programs provided by IP and groups like this are very important to the participants and patrons. Chairman Vassallo stated that he felt the tone of the application conveyed an attitude of entitlement. Commissioner Darling Bond stated the Mr. Haefliger is a steward of stagecraft in Elgin and despite the perceived assumption, he is very appreciative of the support of the ECAC. Councilwoman Powell mentioned that she thought he missed the opportunity to be innovative by not partnering with schools that might have this material in their curriculums. Discussion concluded and votes were gathered. xi. Janus Theatre Company: Student Representative Fox questioned whether the project would rekindle the mural controversy. Councilwoman Powell suggested that it was not too likely. Commissioner Darling Bond expressed confidence that Janus would approach the topic tastefully. Chairman Vassallo commented that he like that Janus pays their performers. Commissioner Darling Bond noted that Janus is innovative and purposeful in their marketing. Discussion concluded and votes were gathered. xii. Latino Film Festival: Councilwoman Powell recalled that the 2016 reception was well attended, the movie was 'awesome' and the program has a good following. Chairman Vassallo noted that the application was incomplete: it does not address the criteria, ■+ offers nothing new and talks about the 2016 event, not what they will do in 2017. Commissioner Thomas stated he really likes the event but agreed that the application was incomplete. Chairman Vassallo read a note from Commissioner Rehberg stating that the application was not written for the ECAC but focused on Chicago. Student Representative Fox thought it was almost disrespectful in its lack of effort and attention; and failure to follow the basic instructions. There was discussion about whether the application could even be considered and it was determined that it was too incomplete to vote on and that the event would be better off applying for an individual grant for the 2017 event and should be encourage to submit a complete application for 2018. A motion to reject the application was made by Commissioner Miceli and seconded by Commissioner Hulin. Members voted 6—0 to reject the application. xiii. Side Street Studio Arts: Councilwoman Powell noted that SSSA is always innovative. Discussion concluded and votes were gathered. xiv. Soiree Lyrique: Chairman Vassallo noted that the application references 2018 projects and not 2017. Discussion concluded and votes were gathered. xv. Side Topics: It was suggested that at least two comp tickets for CAC monitoring be included as part of the grant requirements for 2018. Commissioner Darling Bond suggested that criteria be added in 2018 that also allows for traditional vs. innovative programming. Commissioner Thomas questioned why innovation was a thing. It was explained that it was desired to show that the groups remained relevant and that during the budget cuts around 2012, it was felt that innovation and collaboration were important criteria to thrive. There was discussion whether the innovation should be in the project vs. marketing vs. participation. Councilwoman Powell suggested that ECAC should provide feedback to groups so they know why they did or didn't receive funding. Councilwoman Powell suggested that the ECAC should send something to Kathy Matthews commemorating her time with EYSO and congratulating her on her retirement. Chairman Vassallo asked whether groups should show need. Commissioner Darling Bond thought that supporting the groups is good regardless of need. Councilwoman Powell noted that she would like to see more outreach to at-risk and/or underprivileged communities. Staff Liaison Wilhelmi suggested that maybe need be considered if number of applicants exceeds budget. F. Other Old Business: Councilwoman Powell questioned if there was a date set for a second public art input meeting. G. New Business: None brought. H. Adjournment: 9:16pm a. Motion to adjourn made by Councilwoman Powell. Seconded by Commissioner Darling Bond. Approved by a vote of 7-0. r E LG I N Cultural Arts Commission Meeting Agenda Monday, December 12, 2016 7:OOpm City Hall South Wing, Second Floor Conference Room A. Call to Order: B. Roll Call: a. New members: Kira Fox and Madeline Richmond C. Citizen's Forum: a. Roberto Martinez, Individual Artist Grant b. Andrew Moore, Individual Artist Grant c. Jamey Bouwmeester, Harvest Market Final Report D. Staff Report: a. Financial Report: i. 2016 ii. 2017 b. Art Showcase: c. Hemmens: d. Approval of November Minutes E. Old Business a. Sculpture Cataloging: b. Art Harvest: c. Marketing Sub-Committee: d. 2016 CAC Projects: i. Elgin Literary Festival: ii. African American History Month e. Public Art Plan: i. Imagine Art Here marketing campaign: ii. Next public forum: iii. General update: f. Organizational Grants: i. Final approval of scored grants F. Other Old Business: G. New Business: rik H. Adjournment: E LG N Cultural Arts Commission Meeting Agenda Monday, December 12, 2016 7:00pm City Hall South Wing, Second Floor Conference Room A. Call to Order: 7:02 pm B. Roll Call: Commissioners Hulin, Rehberg, Darling Bond, Miceli, Erlandson, and Richmond present. Chairman Vassallo present. Student Representative Kaye present. a. New members: Kira Fox and Madeline Richmond C. Citizen's Forum: a. Roberto Martinez, Individual Artist Grant i. LIVE: a visual art show at Side Street Studio Arts in January 2017. Photographs of live music performances will be showcased. The photos will focus on the musicians, elk performance locations, audiences, etc. in large format (24 X 19). Musicians will be invited to perform in the space. These performances will be rehearsals, practice sessions, etc. These performances will be open to the public and will take place during the visual art exhibit. Musicians will be paid a stipend of$50 per day. His work has been published in a variety of publications such as BRAVO, Daily Herald, etc. Overall, around 30-40 images will be shown in the show. b. Andrew Moore, Individual Artist Grant i. An album of 12 songs from local musicians to bring a larger light onto Elgin. A sponsorship tier package has been put together with a goal to get local small businesses involved. The album release show will be held at Side Street Studio Arts. The cover art for the album and the art for each track will be created by local visual artists and printed along with the CD as well as released online. A"Drink Local" pub crawl will be a part of this event. At each location,there will be 3-4 songs from the album played. Rediscover Records will be the exclusive location for the physical CD. Chairman Vassallo asked about promoting outside of Elgin. Andrew responded that he would like the creation to be Elgin artists, but the promotion would be as widely scaled as possible. Some of the recordings have been recorded at a home studio, but pre-production recording is being recorded at the Gail Borden Library. c. Jamey Bouwmeester, Harvest Market Final Report i. 17 total performances for an audience of 7,200 people throughout the year. Two of the days were rained out,thus the full budget was not completely used as projected. 1. Commissioner Darling Bond asked if there were mediums that worked better than others. Jamey responded that generally, singer songwriter performances were slightly better received, but all of them were well received. D. Staff Report: a. Financial Report: i. 2016: Final invoices coming in to finish out the year. ii. 2017: Discussed the allocation of funds for the 2017 year. 1. Commissioner Rehberg mentioned the possibility of upping the Elgin Fringe Festival line item to include pay for tech staff. This anticipated cost would be approximately$2,500 ontop of the $7,500 to bring it to $10,000 2. Commissioner Rehberg mentioned the possibility of upping the Elgin Lit Fest line item to attract more well known authors. This request would be an additional $1,000 for a total of$9,000. b. Art Showcase: i. New lease for 3 years has been approved by City Council and will go to a second and final vote on December 21 c. Hemmens: d. Approval of November Minutes i. Mission to approve the minutes made by Commissioner Hulin. Seconded by Commissioner Miceli. Approved by a vote of 4-0-4 with Commissioners Fox, Richmond, Rehberg, and Erlandson abstaining. E. Old Business a. Sculpture Cataloging: i. A new idea to have the Elgin History Museum take over this portion of the Public Art Plan was brought up. They will present a proposal for discussion at the next meeting. b. Art Harvest: i. Overall about 400 attendees. Lots of happy families and kids. ii. Doing it again in 2017. iii. Reach out to Young Rembrandts for 2017? Staff Harris looking into this. c. Marketing Sub-Committee: i. BRAVO- 1. African American History Month. ii. Staff Harris putting together a BRAVO calendar for 2017 and assigning Commissioners. iii. Herald ads re ELF are coming out in January. iv. Staff Harris working with the Hemmens d. 2016 CAC Projects: i. Elgin Literary Festival: 1. Volunteers will be needed. 2. 4 guest speakers will be presenting. 3. Over 20 local authors will be on hand to sell books on Saturday. ii. African American History Month: 1. Coucilwoman Powell working on this. e. Public Art Plan: i. Imagine Art Here marketing campaign: ii. Next public forum: Feb 23, 2017. At the Centre. iii. General update: 1. Outline done and additional information being gathered and added. f. Organizational Grants: i. Final approval of scored grants: 1. Commissioner Miceli stated she was uncomfortable giving money to all of the organizations just for applying. Commissioners Hulin and Rehberg agreed. 2. Commissioner Miceli brought up the idea that only the top percentage receive the grants. 3. A few of the organization applicants would get more funds through an Individual Grant. • 4. The idea for a Heritage Grant or an Organizational Support grant to be created ow. for those organizations that may not fully fall into the categories currently set forth in the Organizational Grant application was brought up. a. The Heritage Grant would serve the organizations that may not be innovative, but have cultural value through other programming. b. The Organizational Support would serve the operational needs of organizations rather than for specific programming. 5. A few of the applications were not as high of a quality as some of the others, which makes it difficult to offer money to all. The criteria must be met as a standard for the Commission. 6. Commissioner Darling Bond stated that she believe that the standards should be high, but a note of compassion for the organizations offering programming to underserved populations is necessary. ii. A motion to approve the organizations with an average score of 15.0 and above for the full adjusted grant amount for a total of$62,967.00 by Commissioner Miceli. Seconded by Commissioner Rehberg. Approved by a vote of 6-0-2 with Commissioner Fox and Richmond abstaining. F. Other Old Business: None brought. G. New Business: a. Fringe Festival is now a member of the Canadian Association of Fringe Festivals. Applications for 2017 go live March 1, 2017. b. Roberto Martinez, Individual Artist Grant r"'' i. Motion to approve the Individual Artist grant in the amount of$1,000 made by Commissioner Darling Bond. Seconded by Commissioner Hulin. Approved by a vote of 6- 0-2 with Commissioners Rehberg and Erlandson abstaining. c. Andrew Moore, Individual Artist Grant i. Motion to approve the Individual Artist grant in the amount of$1,000 made by Commissioner Darling Bond. Seconded by Commissioner Miceli. Approved by a vote of 6-0-2 with Commissioners Rehberg and Erlandson abstaining. H. Adjournment: 9:23pm a. Motion to adjourn by Commissioner Rehberg. Seconded by Commissioner Erlandson. Approved by a vote of 8-0-0. r