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HomeMy WebLinkAbout2016 Cultural Arts Commission Minutes thru April E LG 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 1st with submissions due April 1St 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 i E LG I N Cultural Arts Commission Meeting Agenda Monday, February 8, 2016 7:0Opm 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: rik E LG I N Cultural Arts Commission Meeting Minutes Monday, February 8, 2016 7:O0pm 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. c. Hemmens: i. Wizard of Oz was great and well attended. ii. 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 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 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 '4 ELGIN CULTURTS COMMISSION 7 2015 Organizatio.. Grant Scoresheet I TOTAL AVERA ADJUSTS 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 r fill tk E LG N Cultural Arts Commission Meeting Agenda Monday, March 14, 2016 7:OOpm 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. 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: Jo, E LG I N Cutturat Arts Commission Meeting Minutes Monday, March 14, 2016 7:00pm 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. C. 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. 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. b. Capturing zip codes for attendance. Making it a request for 2016, and a possible 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 r E LG I N Cultural Arts Commission Meeting Agenda Monday, April 11, 2016 7:00pm City Hall South Wing, 2"d Floor Conference Room A. Call to Order: B. Roll Call: C. Citizen's Forum: a. Dave Metzger, Individual Artist Grant fik 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. 201.6 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 E LG I N Cultural Arts Commission Meeting Minutes Monday, April 11, 2016 7:OOpm City Hall South Wing, 2nd 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. C. 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 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 a. 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. c. 2016 CAC Projects i. African American History Month: 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.