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HomeMy WebLinkAbout2009 Hemmens Advisory The Hemmens Cultural Center Advisory Board f Meeting Minutes January 8, 2009 Advisory Board Members Present: Pete Garlock, Jeff Grosser, Rich Jacobs, Kevin Patterson, John Steffen and Joe Vasallo Board Members Absent: Cathy Malm and Kathleen Weber Chairperson: Jeff Grosser Staff Present: Butch Wilhelmi, Sally Ryan and Randy Reopelle The regularly scheduled January 8, 2009 meeting was called to order at 6:05 pm. Rich moved to approve the minutes from the November 13, 2008 meeting. Motion seconded by Kevin. Minutes were unanimously approved. Jeff reminded that this is the last meeting to be held on the second Thursday of the month. City Council approved the change to Hemmens Advisory Board meetings being scheduled on the first Thursday of each month. Gift Requests Illinois Academy of Audiology, Elk Grove Village — Unanimously Approved/Passed St. Edward High School, Elgin — Unanimously Approved/Passed Cary 26 Education Foundation — Unanimously Approved/Passed South Elgin High School Wrestling Boosters-- Unanimously Approved/Passed Fox Valley Presbyterian Church, Geneva — 5 Approved, 1 Opposed/ Rejected Bartlett Veteran's Memorial Foundation -- Unanimously Approved/Passed St. Charles Borromeo School, Hampshire — Unanimously Approved/Passed Fox Valley Wildlife Center, Elburn — Unanimously Approved/Passed Forest View Elementary School, Mt. Prospect— 5 Approved, 1 Abstained/Passed League of Women Voters of Illinois, Chicago -- Unanimously Approved/Passed St. Theresa School, Palatine — Unanimously Approved/Passed Liberty Elementary School, Bartlett -- Unanimously Approved/Passed Items of Discussion During the consideration of donation requests Butch explained the gift rules. Our budget is $2,000 per year in $50 gift certificates which can be redeemed at the box office for Hemmens performances. There is a $100 per year maximum donation allowed per recipient. We are attempting to cast a wider net to draw new patrons to the Hemmens. Randy suggested Butch share the scatter maps which show towns of attendees to each performance. It was also suggested we might draw up maps showing locations of recipients of gift certificates. There was a question regarding how much recipients benefit from our donations. That is '` difficult to determine as they are usually included in part of a gift basket. We provide promotional materials which are displayed at the event to attract interest from new people. • Butch gave a recap of the remainder of the 2008-2009 season. We are presenting John Mueller's Winter Dance Party on February 3, which is the 50th anniversary of the plane crash that killed Buddy Holly, Ritchie Valens and the Big Bopper. These are the only tribute performers endorsed by both the Holly and Valens' estates. The Spinners will perform on Valentine's Day, February 14. Ads are running on WLS and will be on Comcast Spotlight. Bjorn Again was a really good show that played to half the house in November. Cheap Trick was sold out. It was a fantastic show, if a bit short. The Lettermen put on a really good Christmas Show. They know their audience and play well to them. We would like to make their show an annual tradition for the holiday. We are in negotiations to bring in stage production that has a TV star as the lead. We are also talking with a theatre company out of the Carolinas that performs a radio show of "It's a Wonderful Life" and allows licensing to broadcast it on local radio. They will even work real advertising into the show for us. Another project we're considering is a show which is a little Cirque, a little Blue Man Group, etc. We would also like to see our programming expand to include such things as movies. Our cost to put on shows varies dramatically depending upon the contract terms, such as performing artist fees, hotels, transportation, hospitality and staging requirements. We have been lucky this season with respect to transportation as we've been able to handle most of it with City vans or cars. Talent is extremely expensive these days. Even with the struggling economy, artists' fees are not going down at all. We are trying to work with promoters to develop ways to share more equitably the costs/risks on future productions. ("4 Our staff is extremely limited in size. It was noted in the ERA report that facilities we're compared to have at least 20 full time staff. That is more than our total full and part time staff. We are trying to do great things with a very small group of people. Therefore we need performers who will put on their own productions. That makes it extremely difficult for non-profits to participate. Butch reported that a major booking conference is taking place this weekend and next week in New York. He will be talking with others who do attend the conference to see if we can work out something with performers who will be coming into this area. Tribute bands are doing well, but we're not sure we want to concentrate on those. If we do, we would like to try something a little out there—a little different. We've had some great blues shows here, but did not make money on them. The City Council has revised the ordinance regarding membership on the Hemmens Advisory Board, allowing one (1) non-resident member with a legitimate vested interest in the Hemmens Cultural Center. Names were mentioned of potential candidates, and members will discuss with those people the possibility of applying for the seat. Jeff passed around a direct mail piece he received from the Elgin Community College theatre department and asked if we have comparable marketing efforts. Butch explained that we do similar follow up postcards to purchases or tickets, as well as email blasts. We are steering people to our newly developed website which is a work in progress and will " become a powerful marketing device. Also, feedback on our calendar was so positive we are leaning toward continuing with that. 2 • rik Rich suggested the City put all printing out for competitive bidding to try to reduce those expenses. Randy said the City has been eliminating nearly all outside printing work and the remainder is just Parks & Recreation, including the Hemmens. That work is put out to bid per ordinance requirements. Rich also suggested that we ask vendors with contracts here to buy advertising in our programs. Butch indicated that we are working toward that. Marketing for the Hemmens is made difficult by the fact that the City of Elgin has only one marketing person for the entire city and she is working with extremely limited resources. Also, there are sharply differing concepts at work. We are trying to market ourselves, while other City departments are trying to disseminate information. We are trying to integrate the marketing for Hemmens and Special Events for the City. We're working with radio stations to earn bulk rates and joint promotions. Already we have bulk rate arrangements with Comcast Spotlight and the Daily Herald newspapers, and we are trying for the same with Viamedia and other outlets. Butch reported that Cherie Murphy and Tonya Hudson from the Downtown Neighborhood Association have been meeting with The Elgin Public House and Prairie Rock to discuss joint promotions. Tonya is working on a marketing piece for downtown restaurants to be put on display boards and to produce handouts for customers. It is critical that all restaurant information is current and accurate. The Gasthaus ran a promotion the night of the Cheap Trick concert. They placed small ' signs around the parking areas inviting people to bring their ticket stubs for admission to an after party. There is strong appeal to having restaurants within walking distance of the theatre. Performers have been enthusiastic about it as well as customers. We need to do more to get the word out. Jeff again requested volunteers to be greeters at Winter Dance Party, The Spinners, Glenn Miller Orchestra, Barrage, Roger McGuinn, and One Night with Queen concerts. He passed around a sign-up sheet. The next scheduled meeting is February 5 at 6:00 pm in The Hemmens North Lobby. Pete moved to adjourn the meeting. Rich seconded. Meeting adjourned at 8:10 pm. Respectfully submitted, caIYf ifa. January 9, 2009 Recording Secretary 3 y OF FCC 711111111111 \/1, THE HEMMENS ADVISORY BOARD The Hemmens' North Lobby 1,14 Thursday, February 5, 2009 t14)° 6:00 P.M. Mission Statement: It is the mission of The Hemmens Cultural Center to provide high quality, diverse performing arts productions for our region, while continuing to provide an accessible well-maintained & well-equipped rental facility for local, regional and national cultural, civic and social organizations. AGENDA I. Call to Order II. Approval of minutes from January, 2009 HAB Meeting III. Review of Gift Requests: IV. Discussion Items from Hemmens' Staff: a. Season Update V. Discussion Items from Advisory Board: a. Community Feedback VI. Announcements: a. Next Hemmens Advisory Board Meeting: March 5,2009 VII. Adjournment Attachments: January 2009 Meeting Minutes Gift Requests HAB Member Contact Sheet a The Hemmens Cultural Center Advisory Board r Meeting Minutes February 5, 2009 Advisory Board Members Present: Pete Garlock, Jeff Grosser, Rich Jacobs, Kevin Patterson, John Steffen and Joe Vasallo Board Members Absent: Cathy Maim and Kathleen Weber Chairperson: Jeff Grosser Staff Present: Butch Wilhelmi, Patrick Raddatz, Sally Ryan, Cherie Murphy and Randy Reopelle Jeff called the regularly scheduled February 5, 2009 meeting to order at 6:05 pm. Joe moved to approve the minutes from the January 8, 2008 meeting. Motion seconded by Pete. Minutes were unanimously approved. Gift Requests U46 Nature Ridge Elementary School—Unanimously Approved/Passed Algonquin Longhouse, Inc.—Unanimously Opposed/Rejected Bloomingdale Women's Club—Unanimously Approved/Passed Creative Learning Montessori School-2 Approved, 4 Opposed/Rejected Cable TV and Communications Assn of Illinois-4 Approved, 2 Opposed/Rejected Dundee Crown Parents of Music Performers—Unanimously Approved DuPage County 4-H Foundation-2 Approved, 4 Opposed/Rejected Fox River Grove School District 3-4 Approved, 2 Opposed/Rejected Society for Preservation of Human Dignity-2 Approved, 4 Opposed/Rejected St. Charles North High School—Unanimously Approved/Passed St. Hubert Catholic School—Unanimously Opposed/Rejected Items of Discussion Butch gave a season update. The promotion between Al's Café and The Winter Dance Party went over really well. Restaurant and participant response has been great, and we are excited about that. We plan on continuing such promotions and expanding on them. For The Winter Dance Party held on February 3, we sold 743 tickets. That was a good turnout for a Tuesday. Elgin Summer Theatre this year will be presenting Grease the last 2 weekends in July. For Fox Fire Fest we have confirmed that on August 1st we will have Creedence Clearwater Revisited. Starting August 12 and running through the 16th we will have 8 performances of Church Basement Ladies. It is a comedy starring William Christopher, who was Father Mulcahey in M.A.S.H. It did very well in a run in Skokie last year. December 5 we will present 2 performances of a radio show production of It's a Wonderful 1 Life. Between the 2 performances will be the City of Elgin's tree lighting ceremony. It will be a fun, family friendly event. We have other offers out on things we cannot discuss yet. Then we are pretty much set for the coming season. Jeff asked if we would be sending out the calendar programs again this year. Butch advised that due to the expense we probably would not be doing that this year. Instead, we may send announcements and concentrate on directing people to our new website, which is still in the process of being built. It even has a virtual tour on it for folks to see what things look like here. We will be adding frequently asked questions in the near future. Staff has been taking measurements so we can update the drawings of the building facilities using new software. We also will also be putting up our technical rider and any other information a potential renter or performer could possibly want. There will be a season announcement and at least bimonthly if not monthly email blasts to let people know what is coming up. We would like to send out the announcements by Mid May, during dance school season and before ESO season ends. Once offers are out and accepted we can advertise performing artists on the website and in our mailings. When asked if Advisory Board Members would be kept in the loop on acts we are in negotiations with, Butch replied that it is necessary for him to maintain confidentiality of negotiations until offers are accepted. At that point, Board members would be advised of who is being scheduled. rik Jeff raised the issue of candidates for the vacant seat on the Hemmens Advisory Board. He reminded the group that we do have the option now of seating up to two non-residents of Elgin on the Board, so this vacant seat could go to a non-resident. Jeff asked if members had programming ideas to discuss. Joe suggested we work with different communities' groups to book meetings and events here which would highlight optional uses for our facility outside of entertainment. Butch responded that we want the Hemmens to be known as entertainment venue, but agreed it would be a good way to put the building in service on weekdays for seminars, panel discussions and such. He pointed out that we have been in contact with WTTW to broadcast Soundstage programs from the Hemmens. The initial date they requested was already booked but we are looking at other dates. Rich suggested an Elgin film festival, featuring local artists. Butch said we would be happy to do that, but groups or schools bringing a festival here would have to handle production, as we do not have the staff to do so. We can provide the facility and some marketing support. Pete will send out an email soliciting interested Board Members to explore establishing a subcommittee to work on the feasibility of holding a film festival here. Butch asked that when they meet and come up with something they give him an idea of how soon they could rput something together so he can check calendars. 2 J Butch was asked about the possibility of finding some special funding to book one really great act to pack the house and work off that to get them to come back. He advised that is similar to what we did with Cheap Trick. We knew going into that show we would not make money on it. The idea was just to get people in here and downtown. Next season we are not doing 22 or 23 concerts. Instead, we are doing fewer shows and we are trying to make sure the performers we bring in will draw 1200 people. Going forward we will be doing as much co-promotion as we can with the local restaurants and the Holiday Inn so that when people come here they are going out into the downtown and visiting the restaurants. Current successful co-promotions with downtown restaurants are as much about the efforts of Tonya at the Downtown Neighborhood Association as it is about us. Jeff spoke with someone who would like to have local talent shows here. Butch stated that we could certainly do that, again with the promoter being responsible for the production. A community based program with places like Mad Maggie's and Public House holding battles of the bands and finalists performing here would work well. If people can bring us packages, we have the ability to provide them with the technical support and limited marketing assistance. Next meeting is scheduled for March 5 at 6:00 pm in the North Lobby. Jeff again requested volunteers to be greeters at The Spinners, Glenn Miller Orchestra, Barrage, Roger McGuinn, and One Night with Queen concerts. He passed around a sign- f0'" up sheet. The next scheduled meeting is March 5 at 6:00 pm in The Hemmens North Lobby. Rich moved to adjourn the meeting. Joe seconded. Meeting adjourned at 7:00 pm. Respectfully submitted, JQ4 iegar February 6, 2009 Recording Secretary r 3 <Cs c�` �'ti THE HEMMENS ADVISORY BOARD The Hemmens' North Lobby OP' March 5, 2009 6:00 P.M. Mission Statement: It is the mission of The Hemmens Cultural Center to provide high quality, diverse performing arts productions for our region, while continuing to provide an accessible well-maintained & well-equipped rental facility for local, regional and national cultural, civic and social organizations. AGENDA I. Call to Order II. Approval of minutes from February 5, 2008 HAB Meeting III. Review of Gift Requests: i. Roselle School District#12 ii. MacArthur PTA iii. Fox Valley Volunteer Hospice iv. Soaring Eagle Academy tow v. Prairieview Elementary vi. Partners in Adult Learning IV. Discussion Items from Hemmens' Staff: V. Discussion Items from Advisory Board: a. Community Feedback b. Film Festival VI. Announcements: a. Next Hemmens Advisory Board Meeting: April 2,2009 VII. Adjournment Attachments: February 5, 2008 Meeting Minutes Gift Requests r The Hemmens Cultural Center Advisory Board Meeting Minutes March 5, 2009 Advisory Board Members Present: Jeff Grosser, Rich Jacobs, Cathy Maim, Kevin Patterson, and Joe Vasallo Board Members Absent: Pete Garlock and John Steffen Chairperson: Jeff Grosser Staff Present: Butch Wilhelmi, Patrick Raddatz, and Sally Ryan The regularly scheduled March 5, 2009 meeting was called to order at 6:05 pm. Rich moved to approve the minutes from the February 5, 2008 meeting. Motion seconded by Joe. Minutes were unanimously approved. Gift Requests Soaring Eagle Academy, Riverside, IL — Unanimously Opposed/Rejected Fox Valley Volunteer Hospice -- Unanimously Approved/Passed Douglas MacArthur School, Hoffman Estates — 4 Approved, 1 Opposed/Rejected etik Partners in Adult Learning, Arlington Heights — Unanimously Approved/Passed Prairieview Elementary School, Bartlett -- Unanimously Approved/Passed Roselle Middle School — Unanimously Approved/Passed Items of Discussion During the consideration of donation requests Butch was asked if there would be enough money to last all year at the rate the Board has been approving gifts. He responded that the requests are seasonal and cyclical and we get far more early in the year than later. He also pointed out that gift certificates could be issued in any denomination, thus we could donate $25 certificates, increasing the number of gifts allowed while staying within the Advisory Board budget. Butch gave a recap of the remainder of the 2008-2009 season which will include: Barrage "High Strung", Roger McGuinn, and One Night of Queen. This season has not been good, but things are down everywhere. We are really excited about next season. We are close to finalizing negotiations on several relly good acts. One of the special ones will be Rick Springfield with ticket prices at $125 for Gold Circle, $85 for front of main floor, and less for rest of main floor and balcony. As an interesting aside, we got a call from a fan who said she would donate a significant sum •i. to the Hemmens if she could get first choice of tickets. While it won't work that way, it does indicate a significant and promising interest in his show. What we will do is a limited ticket presale to his fan club. Several of the acts we are in the process of signing are a result of working with one promoter. Another improvement in the coming season is that we are r working with a promoter having them doing the marketing for the acts. When asked if we earn anything from the concessions, Butch explained that we get a percentage of the liquor l concession. We also earn a percentage of all merchandise such as CDs and t-shirts sold, with terms negotiated for each contract. Jeff asked if we had any more news on the development study. Butch responded that nothing is happening at present while the City Council is attending to other ongoing agenda items and preparing for the retirement of City Manager Femi Olufarin in July. Sean Stegall will become City Manager at that time. Jeff introduced the topic of the proposed film festival. Minutes of the sub-committee's meeting are attached and part of these minutes. Discussion ensued regarding standards for films, including `ratings', length of presentations, types of films allowed. As a City event, it will need to be family friendly, but we do not want to scare away contributors. The next scheduled meeting of the film festival subcommittee is March 17 at 3 pm in the Hemmens Rehearsal Room. Jeff mentioned that he knew a gentleman who would like to present a concert here and that he would be in contact with Butch. Rich suggested that with the City talking about utilizing the latest multimedia marketing outlets, they be asked to include The Hemmens in their efforts. He mentioned the possibility of using Twitter and Facebook "' Rich asked if we could consider hosting another Chamber of Commerce after hours. Butch will look into that possibility. Rich also suggested it might be used to launch the film festival. Jeff again requested volunteers to be greeters at Barrage "High Strung", Roger McGuinn, and One Night with Queen concerts. He passed around a sign-up sheet. The next scheduled meeting is April 2, 2009 at 6:00 pm in The Hemmens North Lobby. Cathy moved to adjourn the meeting. Joe seconded. Meeting adjourned at 6:55 pm. Respectfully submitted, Ya4 RgaK 24_1 March 5, 2009 Recording Secretary 2 THE HEMMENS ADVISORY BOARD The Hemmens' North Lobby ►r!' ` April 2, 2009 gat° ■ 6:00 P.M. Mission Statement: It is the mission of The Hemmens Cultural Center to provide high quality, diverse performing arts productions for our region, while continuing to provide an accessible well-maintained & well-equipped rental facility for local, regional and national cultural, civic and social organizations. AGENDA I. Call to Order II. Approval of minutes from March 5, 2008 HAB Meeting III. Review of Gift Requests: a. The Literacy Connection b. Christian Youth Theatre c. eKiwanis Club of Greater Chicago d. Senior Services Associates, Inc. e. Streamwood Chamber of Commerce f. Kiwanis Club of Streamwood g. Chicago Area Peace Corps h. Elgin Teachers Association i. Renz Addiction Counseling Center j. Grace Lutheran Church k. Walk 5k for Caitlin 1. Child Development Center m. Provena St. Joseph Hospital Laboratory IV. Discussion Items from Hemmens' Staff: a. Season Wrap-up b. 09-10 Season Sponsors/Advertisers V. Discussion Items from Advisory Board: a. Elgin Short Film Festival b. Community Feedback VI. Announcements: Next Hemmens Advisory Board Meeting: May 7,2009 at the Parks and Recreation Admin Conference Room, 100 Symphony Way, west end of 2°d floor. VII. Adjournment Attachments: March 5, 2008 Meeting Minutes Gift Requests (13) • t F The Hemmens Cultural Center Advisory Board Meeting Minutes April 2, 2009 Advisory Board Members Present: Pete Garlock, Jeff Grosser, Rich Jacobs, Cathy Malm, Kevin Patterson, John Steffen, and Joe Vasallo. Board Members Absent: Kay Weber Chairperson: Jeff Grosser Staff Present: Patrick Raddatz, Butch Wilhelmi The regularly scheduled April 2, 2009 meeting was called to order at 6:32 pm. Kevin moved to approve the minutes from the March 5, 2008 meeting. Motion seconded by Rich. Minutes were unanimously approved. Gift Requests Prior to the consideration of donation requests Jeff suggested we give out 25$ gift certificates rather than the 50$ we currently offer due to the large number of gift requests. """' John suggested we contact Tonya at the DNA to combine restaurant gift certificates with ours. The Literacy Connection -- Unanimously Approved/Passed Christian Youth Theatre -- Unanimously Approved/Passed eKiwanis Club of Greater Chicago -- Unanimously Opposed/Rejected Senior Services Associates, Inc. -- Unanimously Approved/Passed Streamwood Chamber of Commerce -- Unanimously Approved/Passed Kiwanis Club of Streamwood -- Unanimously Approved/Passed Chicago Area Peace Corps -- Unanimously Approved/Passed Elgin Teachers Association -- Unanimously Approved/Passed Renz Addiction Counseling Center -- Unanimously Approved/Passed Grace Lutheran Church -- Unanimously Approved/Passed Walk 5k for Caitlin -- Unanimously Approved/Passed Child Development Center -- Unanimously Approved/Passed Provena St. Joseph Hospital Laboratory-- Unanimously Approved/Passed Items of Discussion Jeff reminded the board that he would like to keep as a possibility an "After Hours" networking type of event with the Chamber of Commerce — even having that as part of a rik kick-off. Pete stated that Cherie Murphy would like to do some sort of press conference on May 1St. Butch said he will check and see what Thursday's schedule looks like. Jeff stated it would be better to have the networking event before May 1St At 6:55 pm Jeff had to leave the meeting. Pete assumed the chair. Pete updated the Board on the status of the Elgin Short Film Festival: Progress is being made. The Elgin Cultural Arts Commission has dedicated $1,000 for the event and it is hoped that further funds may be provided by the Palmer Foundation and/or the Fox Valley Beaux Arts Club. The next scheduled meeting is May 7, 2009 at 6:00 pm in The Hemmens North Lobby. Kevin moved to adjourn the meeting. John seconded. Meeting adjourned at 7:17 pm. Respectfully submitted, (Z ea a forster ac tee Sae:, ,f,a,r April, 2009 Recording Secretary 2 OF ECG \<.4 'ti THE HEMMENS ADVISORY BOARD The Centre—Administrative Conference Room ►� ` May 7, 2009 r% � 6:00 P.M. ITI Mission Statement: It is the mission of The Hemmens Cultural Center to provide high quality, diverse performing arts productions for our region, while continuing to provide an accessible well-maintained & well-equipped rental facility for local, regional and national cultural, civic and social organizations. AGENDA I. Call to Order II. Approval of minutes from, 2008 HAB Meeting III. Presentation by Dale Lonis, CEO of the Elgin Symphony Orchestra IV. Review of Gift Requests: a. Conlon& Thompson b. Coleman Elementary School c. The Batavia Foundation d. YMCA V. Discussion Items from Hemmens' Staff: Season Update VI. Discussion Items from Advisory Board: Community Feedback VII. Announcements: Next Hemmens Advisory Board Meeting: July 2,2009 VIII. Adjournment Attachments: April 2, 2008 Meeting Minutes Gift Requests r The Hemmens Cultural Center Advisory Board Meeting Minutes May 7, 2009 Advisory Board Members Present: Jeff Grosser, Rich Jacobs, Cathy Maim, John Steffen, and Joe Vasallo Board Members Absent: Pete Garlock, Kevin Patterson, Kay Weber Chairperson: Jeff Grosser Staff Present: Sally Ryan, Butch Wilhelmi The regularly scheduled May 7, 2009 meeting was called to order at 6:10 pm. Minutes from the April 2, 2009 meeting were unanimously approved. Gift Requests The first request considered was for six tickets to Grease to be part of a gift basket raffle for the American Cancer Society Relay for Life by the Conlon &Thompson Orthodontics, Ltd. team. This was unanimously approved, and the tickets will be donated by the Hemmens Theatre from the Grease budget. Jeff moved that the gift requests being considered today be for $25 gift certificates. Unanimously approved. Coleman Elementary School, Elgin--Unanimously Approved/Passed The Batavia Foundation for Educational Excellence--Unanimously Approved/Passed Taylor YMCA, Elgin--Unanimously Approved/Passed Discussion from Hemmens' Staff Butch announced that Kay Weber has submitted her resignation from the Board due to ongoing health concerns. No meeting schedule for June as there is no room available to have the meeting. Butch directed the group to the wall display of the proofs for the 2009-2010 season calendar. Elgin Symphony Orchestra was offered the opportunity to advertise and appear on the calendar but they declines. Children's Theatre of Elgin productions are included on the calendar as we did a program trade with them. Tickets for the season will go on sale June 12, with password accessed online presales June 11. This season has fewer performers than last year, but the same number of performances due to multiple performances of Church Basement Ladies. Multiple performances are more cost effective than single performances, due to the reduced labor requirements for set up and take down of shows. Several of the season's shows were booked through a promoter who will be paid a fee to do the marketing of those shows with all ad placements subject to prior approval by Cherie Murphy or Butch Wilhelmi. Fox Fire Fest will be on Saturday and Sunday, August 1 & 2, 2009. There will be one main stage and one Kid's stage. Creedence Clearwater Revisited will perform on the main stage on Saturday, with two other acts to be determined. Radio Disney will occupy the kid's stage on Sunday. On Sunday, the ESO will perform on the main stage. Butch advised that the Elgin Short Film Festival press release went out today. There will be no press conference announcing the festival as special event press conferences have been poorly attended in the past. The City's Legal Department has reviewed and returned the proposed rules and regulations. Due to their large size, they will be available online with the entry forms so people who download an entry form will automatically get the rules and regulations. If we get entries from the brochures, we will send them the entire document. Dr. Pinto from Columbia College is excited to be involved in promoting this. Election of Chair Jeff called for volunteers to chair the Board. Jeff expressed his intent to run. No other candidates presented themselves. Butch called for a vote. Jeff was unanimously elected Chairman for a term of one year. Discussion from Advisory Board The question arose regarding how the economy is affecting our long-term repeat rentals. Butch responded that thus far we have not lost any. We are still getting inquiry calls for available dates as well. September is wide open for renters. We have lost none of our renters to Elgin Academy. While we were concerned we might lose some of the dance schools, we have not lost any. We did not lose anything to ECC's Visual & Performing Arts Center. They are doing well, but they have not impacted us from a rental standpoint. Butch pointed out that we cannot overstate the need to have good lobby space to set up tables for pre concert events. He has attended events there where this was used very effectively. Rich asked about the liquor concession vendor. Dave Pool's contract has another year or two to run before we put it out to bid. He is very affordable and extremely accommodating and flexible regarding last minute needs or allowing people to have their own concessions such as coffee service. The contract is written such that no other concessions are allowed when he is there, but he is willing to work with people on that. Rich asked about posters for the Film Festival. These are being worked on. Also, someone on the committee will promote the Festival on Face Book. Jeff expressed concern about the July 2 meeting date conflicting with people's travel plans. We will determine who will be available and move the date one week forward or back if necessary. Jeff called for motions to adjourn. John so moved; Rich seconded. Meeting adjourned at 6:52 pm. Respectfully submitted, 14-4114-4 I ca/4 /C4,a' May 2009 Recording Secretary r ofE THE HEMMENS ADVISORY BOARD owt ' — (UV O -1?*1TED NOTICE OF CANCELLATION Hemmens Advisory Board Meeting June 4, 2009 The Hemmens Advisory Board meeting scheduled for Thursday, June 4, 2009 at 6:00 p.m. has been cancelled. The next meeting will be held on Thursday, July 9, 2009, at 6:00 pm in the North Lobby of the Hemmens Cultural Center, located at 45 Symphony Way. Dated May 26, 2009 Hemmens Advisory Board d'iLth4 ,k3 Sally S. Ryan Recording Secretary NOTICE OF RESCHEDULED MEETING Notice is hereby given that The Hemmens Advisory Board has changed the date of its meeting scheduled for July 2, 2009, to July 9, 2009, at 6:00 p.m., located in the North Lobby of The Hemmens Cultural Center at 45 Symphony Way, Elgin, Illinois. DATED: June 30, 2009 Sally Ryan Recording Secretary Hemmens Advisory Board r r 42( O F E�C ti THE HEMMENS ADVISORY BOARD The Hemmens' North Lobby ►��'°`` August 6, 2009 669 • ^� 6:00 P.M. °417CDt��' Mission Statement: It is the mission of The Hemmens Cultural Center to provide high quality, diverse performing arts productions for our region, while continuing to provide an accessible well-maintained & well-equipped rental facility for local, regional and national cultural, civic and social organizations. AGENDA I. Call to Order II. Approval of minutes from May 7, 2009 HAB Meeting III. Review of Gift Requests: a. Geneva Community Chest b. Adult&Child Rehab Center c. Pioneer Center for Human Services d. Focus Ministries e. Animal House Shelter f. Elgin Sports Hall of Fame g. Northwest Community Hospital h. Edward Foundation i. Anderson Animal Shelter j. Field of Dreams Horse Rescue&Adoption k. Centro de Informacion 1. Cruisin' For A Cure m. Provena Hospital Dancing with the Stars n. St. Joan of Ark School o. Elmhurst Heritage Foundation p. Fox Valley Beaux Arts q. Fox Valley Volunteer Hospice r. Hospice of Rock River Valley IV. Discussion Items from Hemmens' Staff: Season Update V. Discussion Items from Advisory Board: Community Feedback VI. Announcements: Next Hemmens Advisory Board Meeting: September 10,2009 VII. Adjournment Attachments: May 7, 2008 Meeting Minutes Gift Requests(18) The Hemmens Cultural Center Advisory Board Meeting Minutes August 6, 2009 Advisory Board Members Present: Jeff Grosser, Rich Jacobs, Kevin Patterson, John Steffen and Joe Vasallo Board Members Absent: Pete Garlock and Cathy Maim Chairperson: Jeff Grosser Staff Present: Butch Wilhelmi and Sally Ryan The regularly scheduled August 6, 2009 meeting was called to order at 6:10 pm. Rich moved to approve the minutes from the May 7, 2009 meeting. Motion seconded by Joe. Minutes were unanimously approved. Gift Requests Geneva, Illinois Community Chest— 1 Approved, 4 Opposed/Rejected Adult & Child Rehab Center McHenry County— Unanimously Approved/Passed Pioneer Center for Human Services-- Unanimously Approved/Passed Focus Ministries, Elmhurst — Unanimously Opposed/Rejected Animal House Shelter, Inc. — Unanimously Opposed/Rejected Elgin Sports Hall of Fame Foundation -- Unanimously Approved/Passed Northwest Community Hospital -- Unanimously Approved/Passed Edward Foundation, Naperville — Unanimously Approved/Passed Anderson Animal Shelter, South Elgin — Unanimously Approved/Passed Field of Dreams Horse Rescue, St. Charles — Unanimously Approved/Passed Centro de Informacion, Elgin — Unanimously Approved/Passed Cruisin' for a Cure, Leukemia Research Foundation — Unanimously Approved/Passed Provena Health System, Aurora — Unanimously Approved/Passed St. Joan of Arc School, Lisle — 2 Approved, 3 Opposed/Rejected Elmhurst Heritage Foundation — Unanimously Opposed/Rejected Fox Valley Beaux Arts — Unanimously Approved Fox Valley Volunteer Hospice, Geneva — Unanimously Opposed/Rejected Hospice of Rock River Valley, Dixon -- Unanimously Opposed/Rejected Items of Discussion Butch discussed the season to date. The Elgin Summer Theatre production of GREASE went well. The first week attendance figures exceeded the entire 2 week run of last year's production. Church Basement Ladies is selling well. Word of mouth after the show opened in West Virginia sold an additional $17,000 in tickets so we are hoping for a similar burst of activity. William Christopher is doing radio spots to promote the show as well. r r , It is still early for ticket counts to be meaningful for the other shows in our season. There is ad space available for the programs for It's a Wonderful Life—a Radio Play. The United States Air Force Academy band has been booked for November 11. There is no fee, and there can be no admission charge. An Argentina Tango Show has booked as a rental for August 23. After extensive discussion regarding our marketing efforts and challenges, there was a consensus that marketing should be an agenda item at the next meeting of the Board. The Elgin Short Film Festival has had limited entries to date. Discussion included challenges of G-rating requirement, music licensing issues, and other festivals in the area. Friends of the Fox holds a festival every year and is looking for a venue. There is the possibility they could rent here or we could partner with them. Next meeting is scheduled for Thursday, September 3, 2009. Jeff called for motion to adjourn. Joe so moved; Kevin seconded. Meeting adjourned at 7:07 pm. Respectfully submitted, Saiff , hVr September 3, 2009 Recording Secretary OF �l c «^ :c4„, t n; ,'ti THE HEMMENS ADVISORY BOARD ,,_ The Hemmens North Lobby n � September 3, 2009 oep" ;,. , 6:00 P.M. O'1 TED% Mission Statement: It is the mission of The Hemmens Cultural Center to provide high quality, diverse performing arts productions for our region, while continuing to provide an accessible well-maintained & well-equipped rental facility for local, regional and national cultural, civic and social organizations. AGENDA I. Call to Order II. Approval of minutes from August 6, 2009 HAB Meeting III. Review of Gift Requests: a. Marionjoy Foundation b. Society of St. Vincent de Paul c. Steel Beam Theatre d. NISRA e. BUILD IV. Discussion Items from Hemmens' Staff: a. Season Update b. Marketing Report c. Budget Cutbacks V. Discussion Items from Advisory Board: a. Community Feedback b. ESFF/Angel Unaware VI. Announcements: Next Hemmens Advisory Board Meeting: October 1,2009 VII. Adjournment Attachments: August 6, 2008 Meeting Minutes Gift Requests (5) The Hemmens Cultural Center Advisory Board Meeting Minutes September 3, 2009 Advisory Board Members Present: Jeff Grosser, Rich Jacobs, Kevin Patterson, John Steffen and Joe Vasallo Board Members Absent: Pete Garlock and Cathy Maim Chairperson: Jeff Grosser Staff Present: Cherie Murphy, Patrick Raddatz and Butch Wilhelmi The regularly scheduled September 3, 2009 meeting was called to order at 6:15 pm. John moved to approve the minutes from the May 7, 2009 meeting. Motion seconded by Rich. Minutes were approved unanimously. Gift Requests Marionjoy Foundation, Wheaton -- Unanimously Approved/Passed Society of St. Vincent DePaul, West Dundee — Unanimously Approved/Passed Steel Beam Theatre, St. Charles — Unanimously Approved/Passed NISRA, Crystal Lake -- Unanimously Approved/Passed BUILD, Chicago — Unanimously Opposed/Rejected Items of Discussion Butch discussed the season to date. Church Basement Ladies was a fantastic show and it brought a lot of new people to the Hemmens. George Jones is selling well and could come close to selling out. Sales for Rick Springfield and The Oak Ridge Boys should pick up as the dates get closer. We can finally start advertising Howie Mandel soon. Cherie led discussion of marketing efforts. Table toppers with changeable marketing inserts are working very well at restaurants around town. Elgin Short Film Festival has 51 entries and more viewers are still needed before the selection of semi-finalists. Cherie has given posters and comp tickets to schools with communications programs and arts groups to promote the Festival. She made 1,200 small flyers for the Oak Ridge Boys that will be placed in every seat for the George Jones concert. NiteLite Productions is doing the marketing for several Hemmens shows and they're using radio, television and print media. Butch discussed the latest budget cut directives. The Hemmens must cut $80,000 from its budget between now and the end of the year. Any booking activity for the next season will have to wait until after the beginning of the year. He will be at the Arts Midwest Booking Conference next week to see potential acts. He also will try to do more cooperative programs as we did with Church Basement Ladies, which will eliminate or reduce our risk exposure. In addition, Butch has people working on developing sponsorship relationships for the next season. Jeff asked that members make it a priority to find candidates to fill the two vacancies on the board. Butch again addressed the Elgin Short Film Festival, advising that arrangements have been made for judges. There will be a red carpet event; we are still working on acquiring a carpet on loan. Rich asked about the possibility collaborating with the library to promote our events, perhaps sharing our mailing lists, or displaying our marketing materials. Next meeting is scheduled for Thursday, October 1, 2009. Jeff called for motion to adjourn. So moved; seconded and unanimously passed. Meeting adjourned at 7:02 pm. Respectfully submitted, clam AiAan' October 1 , 2009 Recording Secretary of f z 0''L THE HEMMENS ADVISORY BOARD ' ` �` The Hemmens' Exhibition Hall ►� co October 1, 2009 • ?A 6:00 P.M. °�ITEDE�� Mission Statement: It is the mission of The Hemmens Cultural Center to provide high quality, diverse performing arts productions for our region, while continuing to provide an accessible well-maintained & well-equipped rental facility for local, regional and national cultural, civic and social organizations. AGENDA L Call to Order II. Approval of minutes from September 3, 2009 HAB Meeting III. Review of Gift Requests: a. Free Guitars for Future Stars b. St Scholastica School c. Lake Zurich Bears IV. Discussion Items from Hemmens' Staff: Season Update V. Discussion Items from Advisory Board: a. Community Feedback b. ESFF Re-Cap VI. Announcements: Next Hemmens Advisory Board Meeting: November 5,2009 VII. Adjournment Attachments: September, 2008 Meeting Minutes Gift Requests (3) NOTE: October meeting will take place in Exhibition Hall due to Chamber of Commerce Mixer in Lobby. The Hemmens Cultural Center Advisory Board Meeting Minutes October 1, 2009 Advisory Board Members Present: Pete Garlock, Jeff Grosser, Rich Jacobs, Cathy Maim, John Steffen and Joe Vasallo Board Members Absent: Kevin Patterson Chairperson: Jeff Grosser Staff Present: Patrick Raddatz, Sally Ryan and Butch Wilhelmi The regularly scheduled October 1, 2009 meeting was called to order at 6:05 pm. Jeff called for approval of the minutes from the September 3, 2009 meeting. Minutes were approved unanimously. Gift Requests Free Guitars for Future Stars — Unanimously Approved/Passed St. Scholastica School, Woodridge— Unanimously Opposed/Rejected Lake Zurich Bears Corner Kick Club — Unanimously Opposed/Rejected Items of Discussion Butch discussed the season to date. George Jones came close to selling out. It was a very good concert and the performers and crew were quite happy with Hemmens staff and facility. Sales for Rick Springfield and The Oak Ridge Boys should pick up as the dates get closer. NiteLite Productions is doing the marketing for several Hemmens shows and they're using radio, television and print media. We are now advertising Howie Mandel on cable and NBC television. The Elgin Short Film Festival was quite successful, exceeding the Festival Committee's projections. After recapping the event, discussion ensued regarding the potential and possibilities for next year and future Festivals. Jeff asked that members make it a priority to find candidates to fill the two vacancies on the Hemmens Advisory Board. Next meeting is scheduled for Thursday, November 5, 2009. There being no further business, Jeff called for a motion to adjourn. Rich so moved; Cathy seconded. Meeting adjourned at 7:10 pm. Respectfully submitted, s-ELLe% /2c../CPS V Satf, ,e,aa November 5, 2009 Recording Secretary c•`� of 0'4 THE HEMMENS ADVISORY BOARD The Hemmens' Exhibition Hall (44N' ' 2009 November 5, 0#n0 TEO0~ 6:00 P.M. Mission Statement: It is the mission of The Hemmens Cultural Center to provide high quality, diverse performing arts productions for our region, while continuing to provide an accessible well-maintained & well-equipped rental facility for local, regional and national cultural, civic and social organizations. AGENDA I. Call to Order II. Approval of minutes from October 1, 2009 HAB Meeting III. Review of Gift Requests: a. Roselle School District No. 12 b. Navy League of the United States IV. Discussion Items from Hemmens' Staff: Season Update V. Discussion Items from Advisory Board: a. Community Feedback b. ESFF Re-re-Cap VI. Announcements: Next Hemmens Advisory Board Meeting: December 3,2009 VII. Adjournment Attachments: October, 2009 Meeting Minutes ESFF P&L Gift Requests (2) NOTE: The November meeting will take place in Exhibition Hall due to ESO event in Lobby. The Hemmens Cultural Center Advisory Board Meeting Minutes November 5, 2009 Advisory Board Members Present: Pete Garlock, Jeff Grosser, Rich Jacobs, Kevin Patterson, and Joe Vasallo Board Members Absent: Cathy Malm and John Steffen Chairperson: Jeff Grosser Staff Present: Patrick Raddatz, Randy Reopelle and Claudia Olsen The regularly scheduled November 5, 2009 meeting was called to order at 6:05 pm. Jeff called for approval of the minutes from the October 1, 2009 meeting. Minutes were approved unanimously. Gift Requests Roselle School District—Unanimous vote to table until next meeting on December 3, 2009 Toys for Tots/Navy League of the US—Unanimously Approved/Passed Items of Discussion-Hemmens Staff eft Patrick discussed the season updates. The U.S.A.F. Falconaires band is on November 11, 2009, we are currently around 1,040 tickets out for the show and expecting a full audience. Howie Mandel is coming up on November 13, 2009, we have been running advertisements on NBC and he is about half sold at this point. Rick Springfield is coming December 4, 2009 and he is currently about three quarters sold. ESO is starting their new series of family concerts which is more kid oriented with activities for children in the lobby of Hemmens. The 1St show in the series is Sunday 11/15/09. It's a Wonderful Life is currently around 200 sold for the 3:00 show and around 100 for the 7:00 show. We are looking at moving the tree lighting ceremony back down to the plaza, and it would be in between the two shows on December 5th. We are also working on doing repeat broadcasts of the show on a couple local radio stations to be aired on Christmas Eve. Our entire season is currently on sale through end of year. Items of Discussion-Advisory Board Jeff discussed an item he brought up at last month's HAB meeting in which he proposed an idea to have a "talent show" for students of the 5 district high schools. Rich brought up putting together a proposal to layout everything we can do; let them know why we are interested in doing this, in essence "sell ourselves"to the schools. Pete discussed the ESFF. We made money! We are looking to add more nights next year, possibly doing different film categories each night. Discussion continued on expenses, sponsorships, etc. Rich agreed to be on the committee for sponsorships, fundraisers, etc. r The plan is to have everything in place by March in order to roll it out. Pete mentioned that we need to start working on the distribution list. Cherie Murphy to attend HAB meeting in December to help out with a lot of these items. It was agreed upon that a large portion of the next meeting should be devoted to ESFF. The next meeting is scheduled for Thursday, December 3, 2009. Jeff asked for motion to adjourn. Joe so moved, Pete seconded. Meeting adjourned at 7:07 pm. Respectfully submitted, Claudia Olsen Recording Secretary r r �.t O F Et. ` 'ti THE HEMMENS ADVISORY BOARD The Hemmens' North Lobby * ►!�` December 3, 2009 PA_ 4 6:00 P.M. C4N RATED EEC Mission Statement: It is the mission of The Hemmens Cultural Center to provide high quality, diverse performing arts productions for our region, while continuing to provide an accessible well-maintained & well-equipped rental facility for local, regional and national cultural, civic and social organizations. AGENDA L Call to Order II. Approval of minutes from November 5, 2009 HAB Meeting III. Review of Gift Requests: a. Roselle School District#12 b. WDCB c. Northern Illinois Lighting d. North Aurora Mothers Club e. Lines Elementary School f. Epworth United Methodist Church g. Dundee Highlands PTC h. Schaumburg Flyers i. St. Theresa School j. Illinois Academy of Audiology k. Zach Morrison COBRA Benefit IV. Discussion Items from Hemmens' Staff: a. Season Update b. 2010 Budget V. Discussion Items from Advisory Board: a. Community Feedback b. 2010 Short Film Festival VI. Announcements: a. Next Hemmens Advisory Board Meeting: January 7,2010 VII. Adjournment Attachments: November 5, 2009 Meeting Minutes Gift Requests (11)