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Home My WebLink AboutMinutes 2001-2005"Draft — Not approved" Note: minutes are not verbatim Minutes Evanston Arts Council Tuesday, January 16, 2001 COUNCIL MEMBERS PRESENT: Mr. David Mickenberg Mr. Tony Kelly Ms. Bobbie Saltzman Ms. Bonnie Zak Ms. Elena Kaiser Ms. Sandra Hill Mr. Scott Morgan COUNCIL MEMBERS ABSENT: Ms. Pamela Blevins STAFF PRESENT: Ms. Michelle Brodsky Ms. Amy Seidman Ms. Genevieve Costello Als. Virginia Roeder Ms. Andrea Leland Ms. Sally Parsons Mr. Harmon Greenblatt, Cultural Arts/Arts Council Director Mr. Robert Dorneker, Superintendent of Recreation Ms. Oneka Davis, Secretary II Ms. Misa Kwon, Interim Cultural Arts Coordinator OTHERS PERSENT: Mr. Tony Adler, Noyes Resident Artist Ms. Elizabeth Passman, Noyes Resident Artist Mr. Jerome Hausman, Public Art Committee Ms. Lois Roewade, First Night Evanston Mr. Larry DiStasi, Actor's Gymnasium Ms. Karen Chavers, Evanston Neighborhood Conference The meeting was called to order at 7:31p.m. APPROVAL OF ART COUNCIL MINUTES The October 17 meeting minutes were tabled until the next meeting. November 14 meeting minutes were approved with amendments. Welcome new Arts Council :Members —Members went around and introduced themselves. The new Cultural Arts/Arts Council Director was introduced to the council. Midwav Presentation -First Nieht Evanston — Ms. Lois Roewade spoke of behalf of First Night Evanston. She pasted around copies of the poster, brochure and the final program from First Night. tits. Roewade stated that it was another fabulous success. The ticket pre -sales were down. but sold more night of tickets than ever before. Ms. Roewade expects that the numbers are going to be somewhere around 8.000 in attendance. Ms. Roewade received 450 response cards with representatives from fifty-nine suburbs, twenty-eight Chicago zip codes, seven zip codes from throughout state, thirty-seven zip codes representing fourteen other states and four people representing international counties. She said that the website data was very impressive they received a total of 109,000 plus hits. Ms. Roewade stated that the visual materials were the best ever, they worked with Tim Sonders from 1DG most of the work was done probono. Fundraising goal was exceeded by about fifteen hundred dollars. Ms. Virginia Roeder asked, if there were fireworks? Ms. Roewade said that there were no fireworks this year. All of the fireworks locations have been taken a way from First Night. Ms. Roewade said that she had received a number of complaints about there not having fireworks. Mr. Greenblatt said two things you need to tell the people who are complaining; for eight dollars it is the biggest bargain in town and that because it is center then you can go wherever you want. Ms. Roewade stated that they did employ a lot of Evanston artist this year. Midwav Presentation -Actor's Gymnasium — Mr. Adler past out information about the Actors Gymnasium. He stated that they had a circus running from May 2000 through December 2000 and they are also a school that teaches circus arts. Mr. Adler said that a problem that they have had is trying to make sure that they reach different children from different parts of town and different parts of the economic scale. Another problem is that they have scholarships that sometimes go wanting because they don't reach children from the bottom of the economic scale. Mr. Adler said that one solution was the Ride A Way to the Circus Program, which was funded in part by the Cultural Fund. The Ride A Way to the Circus Program is where they invite groups of kids from various public schools in Evanston to come to the Gymnasium and they put on a show and workshop. The Gymnasium had two groups participate in the program. The first was Lincoln School there were 130 students and 11 adults. They were second and third graders. Mr. Adler past around comments he had received from the students about their experience at the Gymnasium. The second group was from Martin Luther King Laboratory School there were 125 students and 10 adults. The}' were all third graders. Mr. Adler read an excerpt from Chicago Parent magazine regarding the Actor's Gymnasium. Ms. Zak -eked Mr. Adler if they had a problem with transportation for students? Mr. Adler said yes and that transportation was one of the problems they were working on. Ms. Zak asked how do the groups get to the Gymnasium? Mr. Adler stated that according to District 65 rules the school itself has to rent the bus. So they made up the expense to the school by snaking the performance free. sir. Mickenberg asked if the schools received money from Invest for trips like Actor's Gymnasium? It was stated that Invest was a museum program. Mr. Mickenberg said that in Invest there are several different subdivisions and that he was not sure that funds for busing was strictly related to museum. Or that the Museum Alliance would not declare the Actor's Gymnasium a museum. Ms. Parson asked if the Gymnasium had classes on the weekends and if scholarships could be applied to those classes as well? Mr. Adler said that there are classes on the weekends and scholarship could be use for those classes. Mr. Mickenberg asked Mr. Adler how does someone show need? Mr. Adler said that you show need by your 1040. And that they go by the National Collegiate standard for scholarships. The scholarships can be full or partial. Mr. Kelly asked about how many students get scholarships? They have about 24 students on scholarship. Mr. Adler said they are developing an outreach program performance that will travel. Ms. Leland asked if they had gone to Family Focus a talk to them because they do have an after school program -vith students that my benefit from the scholarships? Mr. Adler said that they had not done that. Midwav Presentation -Evanston Neighborhood Conference — Ms. Karen Chavers thanked the council for there support of the Evanston Neighborhood Conference Teen Empowerment Project. that engages kids in self -empowerment. Speaking in their oum voice, using the spoken word and visual arts. Ms. Chavers stated that they are putting on an Alternative Youth Media Production in .iuly 2001. Ms. Chavers said a lot of what the conference does are field trip, discover Evanston Neighborhood Tours, they also move their meetings around to different places in Evanston. Ms. Roeder asked what is the training of the adults working %vith the children? Ms. Chavers stated that they are parents, artist and neighbors. She explained that the Evanston Neighborhood Conference is a community organization that has been in exists for 14 years. They exist for the sole purpose of closing the gap that exists between people. Whether it's communication or separation by our segregated housing patterns. Ms. Kaiser asked is it just one community in Evanston? Ms. Chavers said that they are a Citywide organization. Mr. Mickenberg asked Ms. Chavers in her search for equipment to use and to have donated, has she been on contact with the Radio, Television and Film Department at Northwestern? Ms. Chavers said not for equipment. Mr. Mickenberg said that he would email Ms. Chavers the names of individual groups at Northwestern may have equipment that they'd be willing to lend. Ms. Passman stated that this would be great community service for the Noyes tenants. Public Art Committee Report — Mr. Kelly said that Douglas Gaynor's office has been in contact with CTA and Metra. There are so many people interested in doing murals that have been just going directly to those companies and not getting permission from the Public Art Committee. Mr. Mickenberg asked who did the mural that is between CTA and Metra off of Greenleaf? Mr. Kelly said a group of adolescents. Mr. Mickenberg asked if they ever came before the Public Art Committee? Mr. Kelly said that they came before the committee with a proposal, the committee liked the idea and said come back with drawings. The committee never did see final drawings. Mr. Kelly said they had one committee member Elizabeth OckweIl who is in charge of that. The consensus was that the mural was very good. Mr. Mickenberg said the wall was highly well thought out well conceived and in some parts beautifully painted. Ms. Leland asked what about public garages as other outlets? Mr. Kelly said that was a possibility. Ms. Kaiser suggested giving some kind of recognition or a monetary reward. Ms. Leland stated that there are some really good films out on graffiti artist. And maybe if some of the graffiti artist are local it maybe good to have a Reeltime Program where graffiti art is shown and perhaps invite the artist and give them public recognition. Mr. Mickenberg said that there is probably a way of getting that mural in a three- dimensional capacity up on the w•eb. Mr. Kelly stated that the committee currently has two E-Sites up. He briefly explained E- Site is to the new members. Mr. Kelly said that the only thing holding the program back was people to pursue it. Mr. Kelly stated that they had a meeting with the Main St. commercial people. The gentleman that owns the British collectibles is buying the old bank building on the corner Main St. and Chicago Ave. and installing a museum. Noves Center Committee — Ms. Brodsky said they discussed many of the items in the packet that was distributed to the council members in tonight's packet. Ms. Brodsky stated in relation to the rent increase that had been purposed at 4.5%. Douglas Gaynor is forth coming %%ith more information that will explain exactly where that rent increase comes from. '*Is. Brodsky stated that she wanted to thank the people that helped to put together the packet. Ms. Brodsky said they discussed was doing tenant questionnaire. so you could know who is in the building. what they do and what the conditions are etc. Mr. Adler stated that sometime ago a group of tenants had put together a questionnaire. sent it out and received responses. He said that he would provide Nis. Brodsky with copies of the responses. Also discussed w•as possible having a Noyes open house. Cultural Fund Committee — The Cultural Fund Grant applications are now available. The committee hosted a workshop on January 4. 2001. The deadline for applications is January 26, 2001. Misa Kwon stated that the panels would meet March 21 for individual grants and March 27 & 29 for organization grants. Ms. Kwon asked for recommendations for possible panelist. She stated they are looking for experts in all disciplines: literature. theatre, music, visual arts etc. Ms. Brodsky suggested have two people that understand what a grant is, what it's supposed to do and the dynamics of funding. Mr. Mickenberg suggested meeting with Peter Gordon of the Evanston Art Center and talking with him about some of the continuing reservations about the application decision making process. Mr. Mickenberg said that he feels Mr. Gordon deserves a forum. He said constant commentary has come back that. for the amount of money given out the grant applications could be a lot shorter. Mr. Mickenberg said that our goal should be too least listen to that, seeing that it is constant from a number of different sources. To try and make the application as short as possible, understanding that this is a governmental agency and there is a need for information to be had. Ms. Brodsky stated that the next Cultural Fund meeting is February 1. So if there are any new council members interested. They'd love to have an additional member. Ms. Roeder stated that her understanding is that the grants were given out by the Arts Council, so why do we need other people to serve on the panels? She feels the council is a very varied group of people. Ms. Brodsky stated that this is practiced by most art agencies. Ms. Brodsky said that it help level the playing field. She also stated that the Cultural Fund Committee takes the panels recommendations, ranks them and decides how the funding is distributed. Mr. Mickenberg stated it insures objectively, bringing more talent, input and standards of the field into the decision making process. He also stated that it's a means of finding additional and future council members and getting more people involved from the community. Mr. Mickenberg stated that this doesn't take a way the councils right to review the applications. We review the recommendations from the committee and distribute the funding. Isis. Brodsky suggested that council members come and listen in on one of the panels. She stated that it is a public meeting and part of the Illinois Public Meeting Act. Ms. Brodsky stated that it would really give you a new prospective of how it works. Staff Report — Mr. Domeker brought the new members up to speed on the City budget process. He stated that there haven't been any adjustments or changes in the Arts Council budget or any department budgets to date. Mr. Dorneker said he would kept the Arts Council informed of any changes and he is available to answer any questions. Mr. Domeker stated that in the packet, information has been supplied in regards to the budget. It gives the breakdown of the actual program expenses and the square footage cost for the Noyes facility, which all ties back to the overall budget. Mr. Domeker also stated that enclosed in the December packet was a copy of the three division budgets; the Arts Council budget, Noyes Center budget and Cultural Programs budget. Additional copies have been made available. Mr. Domeker said that as stated before Cindy Reid has resigned, Misa Kwon has taken over in an interim position. The job %sill be posted this week on the actual market and applications will be accepted and turned over to Harmon Greenblatt. Nis. Passman said she read in the Park Strategic Plan that money was being applied for to increase the parking at Noyes. Mr. Domeker said that is correct. "vis. Passman asked, if that meant Noyes would lose some of the green area? Mr. Domeker stated that the strategic plan is a concept and when the department moves forward with each individual project of the strategic plan, they would come to the Arts Council and the neighborhood groups to discuss their plans. Mr. Mickenberg said he knows that last year was difficult for many of us. And being at these meeting constantly has been a chore and to everyone he'd like to say thank you. Mr. Mickenberg said that he hope everyone continues to come and participate. Mr. Mickenberg informed the council that Jerome Hausman (Public Art Committee) had been named the art educator of the year. He also said that Mr. Hausman has certainly been an educator to Evanston in terms of the arts. Mr. Mickenberg stated that there are numerous sub -committees of the Arts Council. Mr. Mickenberg stated that three of those committees spoke tonight. There are others that are coming into play that were agreed upon at the last quarter retreat, Advocacy Committee, Publicity Committee, Budget Committee and a Cultural Diversity Committee. Mr. Mickenberg stated that there are loathes of issues that are coming before those committees. All of these committees need to be working ,%%ith the Director. ,fir. Mickenberg said that before the next meeting hopefully everyone will receive a list of all the committees and their mission statements. Mr. Mickenberg is asking that everyone sign up for a committee. He said should he not get the sign up sheet before the 6 next meeting then it will be discussed at the meeting. Mr. Mickenberg stated that if he has not received the sign up sheet before the next meeting then it. will be discussed at the meeting. Mr. Mickenberg said it is the responsibly of the council to make Mr. Greenblatt's entry in to the arts community an easy one. He would like someone to help organize a reception for Mr. Greenblatt, with all the professionals in the arts community. Coordinating that with the Arts Council, Mr. Greenblatt, Parks/Forestry and Recreation and with the arts organizations. Mr. Mickenberg is offering to have it at the Block Museum and to take care of the budget. Mr. Mickenberg said that the Public Art Committee did not mention that they are having their retreat in May, it's supposed to be a joint retreat between the Public Art Committee and the Arts Council. Mr. Mickenberg said he would be meeting with the Public Art Committee to go over what is being planned. He said he feels that the committee has done what he perceives to be a stellar job in getting the retreat organized, with the focus group planned for March 31 and broader retreat with a main speaker coming up in May. Mr. Mickenberg asked for volunteers to assist the Public Art Committee in planning their retreat. Ms. Roeder asked Mr. Mickenberg if he'd found out how many position were available on I -Arts? Mr. Mickenberg stated that I -Arts! is meeting in four days. Mr. Mickenberg also stated that I -Arts! is going to be going through some reorganization and he is not sure where that reorganization is going to take them. ADJOURNMENT The meeting adjourned at 8:59 p.m. The next scheduled meeting of the Evanston Arts Council is Tuesday, February 20, 2001 Noyes Cultural Arts Center 7:00 p.m. "Draft — Not approved" Note: minutes are not verbatim Minutes Evanston Arts Council Tuesday, February 20, 2001 COUNCIL MEMBERS PRESENT: Mr. David Mickenberg NIs. Pamela Blevins Nis. Bonnie Zak Nis. Amy Seidman Mr. Scott Morgan COUNCIL MEMBERS ABSENT: Mr. Tony Kelly Ms. Virginia Roeder Nis. Andrea Leland STAFF PRESENT: Ms. Michelle Brodsky Ms. Genevieve Costello Ms. Sandra Hill Ms. Sally Parsons Ms. Bobbie Saltzman Ms. Elena Kaiser Mr. Harmon Greenblatt, Cultural Arts/Arts Council Director Mr. Robert Dorneker, Superintendent of Recreation Nis. Oneka Davis, Secretary II OTHERS PERSENT: Air. Tony Adler, Noyes Resident Artist Nis. Elizabeth Passman, Noyes Resident Artist Ms. Amy Greenwood, Music Institute of Chicago Nis. Lorian Stein Schwabe, Music Institute of Chicago Nis. Pat O'Connell, Shansi Foundation Ms. Amanda Druckman, Medill School of Journalism his. Susan Powell, Invest Ms. Myra Janus, Invest Ms. Penelope Sadis, Evanston Symphony Orchestra Air. Peter Gordon, Evanston Art Center The meeting was called to order at 7:35 p.m. APPROVAL OF ART COUNCIL MINUTES The October 17, 2000 meeting minutes were tabled until the next meeting. January 16, 2001 meeting minutes were approved and seconded. The Midway presenters. council members and city staff introduced themselves. Mid►vav Presentation -Evanston SSvmnhonv Orchestra--1,1s. Sadis passed around information about Evanston S%mpliony Orchestra. She stated the Evanston Symphony Orchestra received a stability grant from the Evanston Arts Council. Ms. Sadis said the grant was used to hire a consultant for this year's Board Development. Ms. Sadis said that they hired G►ven Nordgren. She stated Ms. Nordgren has worked with a lot not -for - profit arts organizations. INIs. Nordgren was interested in the Evanston Symphony Orchestra and provided the necessary in -kind donation. Ms. Sadis said they have had four training sessions each lasting about four hours. The training sessions were on board responsibilities; committee work; budgeting and board recruitment. Ms. Sadis said the board has become more involved and motivated. Their committees have been restructured and they now have a formal method for creating a budget. She stated they have put together a Nominating Committee for recruiting new board members. Ms. Sadis stated she received a letter from the Committee for Cultural Diversity for the Arts saying they would like to work with the Orchestra asking for dates. She said she sent them the dates but she has not heard anything back from them as of yet. Midway Presentations -Invest Museum Alliance — GIs. Powell introduced herself as the president of Invest. she also introduced tilyra Janus as one of their two part-time employees. Ms. Powell stated that Nis. Janus works with all of the District 65 students. She stated that another employee Rachel Hammond works with their tutoring program at Evanston Township High School. Ms. Powell stated the purpose of Invest was to enhance opportunity and business in Evanston and Skokie schools. She also stated the Museum Alliance provides buses for schools to visit museums. GIs. Powell said about forty buses have been requested. Ms. Powell said they offer mini grants to teachers and those grants are to do special projects related to their fieldtrips to the museums in the alliance. They also provide supplies so that the children can make quilts to be donated to the homeless shelters. She stated they have also given supplies to beginning artists. Ms. Powell said they ask each of the teachers when they have completed their projects to provide the alliance with a booklet showing the work that they have done. Ms. Powell stated Invest does receive a grant from District 202 and 65 and those grants cover their salaries. They also have a non -cash grant that covers most of their administrative expenses. Shanti Foundation far Peace — GIs. O'Connell stated this Brant allowed them to continue their programs and to make a leap forward in terms of where they are as an organization. She said that the funds were to pay her salary. she came with a lot of not - for -profit organizational management experience and was able to devote a lot of time to systems refinement and resource development. Ms. O'Connell said they also have a new budget format, which lays out exactly where their costs are and is very helpful %vhen speaking to funders. Ms. O'Connell stated that Shanti's mission is to promote non -violence through the arts. She said they work with a lot of the schools, other community organizations with children and families, and various programs that teach non -Violence and decision skills through the art. Ms. O'Connell said their Hero's Present and Future Program had their final performance at the Cultural Center and Lincoln School was in attendance. She said they are also doing a Social Justice Program and a Parent Unity. Ms. O'Connell said they have a line of peace products. She said this helps to build up their funding base. tits. O'Connell stated they were able to expand programs and provide more serves that they have before. Ms. Parsons asked if they also work with Chicago schools? Ms. O'Connell that they to work with Chicago Public Schools and Evanston Schools, Midwav Presentation -Music Institute of Chicao — Nis. Greenwood introduced herself as the grant vTiter for the Music Institute of Chicago, she said they are very grateful to the Arts Council for their stability grant. Which helped them to hire Lorian Stein Schwabe who is an Evanston resident, she was the Community Relations Director to the Evanston programs and was recently appointed the Director of the Evanston Campus. Ms. Greenwood stated the Music Institute is committed to their Evanston programs, this past January they purchase the First Church of Christ Scientist on Chicago and Grove. She said that it is going to become a permanent music education and performance center. The performance hail hopefully will become a showcase for local artist. students. faculty as well as world-renowned artist. Ms. Greenwood stated the lobby could seat up to two hundred people per performance. And when they finish the lower level they will have twenty classroom and studios. Ms. Greenwood said this would give them a chance to have many more opportunities to engage Evanston residents and to target groups so that they can expand interest throughout the Evanston community. She said that most of their performances are offered at no charge or very minimal cost. Ms. Greenwood said their trusties recently began a major effort to expend ethnic diversity on their board and to recruit Evanston members. She stated that four artist that are minorities joined their faculty this year. Ms. Greenwood said Ms. Schwabe has been reaching out to the Evanston community, the schools and other arts organizations. She stated since Nis. Schwabe submitted a proposal for this grant enrollment has increase 20410 to 500 students. Ms. Schwabe said she has been trying to establish the Music Institute as a member of the Evanston community. She said one of her goals was to increase the number of students both adults and children. Nis. Schwabe stated she is finding that the way to do that is to go to their schools. churches and community organizations. Ms. Schwabe said she is determined that music should not be only for those who can afford tuition. She said that she is working very hard with the board to change the sway they do financial aid. Ms. Schwabe stated the cultural center when it opens would provide lots of opportunities for concerts. They will be able to bring in school groups and provide them with music. Ms. Schwabe said they have changed some of programmatic aspects to expand into more of the jazz pop medium. She stated they have had an Afro, Cuban, Latin percussion ensemble, a jazz violin teacher and jazz piano teachers. They are trying to market to the young artist in Evanston and on the north side of Chicago who need a home. Ms. Schwabe stated they have a wonderful high school program in the summer. She said they also try to support the middle-aged child. kids who are from 9-14. Ms. Schwabe stated they are reaching out to try to have partnerships with other organizations in Evanston. She said last summer they traded smices with the Dance Center Evanston. Public Art Committee Report — Nir. Greenblatt stated that members of the Public Art Committee have decided that they would Iike to have a Symposium on Public Art in Evanston, the working title for it is Vision 2001 Public Art in Evanston. Mr. Greenblatt stated there is a planning meeting, which is an invitation only meeting that is set for March 31 and the Symposium itself to which you all are invited to attend is on April 28. Mr. Greenblatt said they are looking for council input as to what direction public art is to be going. He stated there are going to be speakers, a breakout session and hopefully a tour of the public art in Evanston. Mr. Greenblatt said it should be a very exciting event. He stated there is a facilitator coming to the planning committee meeting. The Symposium will be held at the Block Museum on April 28. Mr. Greenblatt stated the Public Art Committee is eery much involved in a project to put art on the blank wall of the Century 'Theatre. He said there has been a sub -committee appointed from the Public Art Committee that is drafting a proposal that lie will take back to the next meeting regarding the Century Theatre wall. Mr. Greenblatt stated what the sub -committee would propose is that it be handled as a art competition. He said the only catch is each individual panel has to have a sponsor. Mr. Greenblatt stated the point is to not have them be billboards but to have them it art. Ms. Brodsky asked if when an artist applies would part of the application be who would be sponsoring them? Mr. Greenblatt stated that you don't apply with a sponsor, they are trying to get the art first and then the sponsors. Mr. Greenblatt stated that 90° o has to be art and 10% is allowed to be signage. Ms. Costello asked ifthe planning meeting on March 31 was only 11or Public Art Committee members? %1r. Greenblatt said that their are other invited guest and that if someone from the Arts Council wanted to attend that they could come and see him. Noves Center Committee Rcnort — Ms. Brodsky passed out copies of the Noyes Center Tenant Questionnaire. Ms. Brodsky stated that the Noyes Center Committee wanted to examine the mission, the programmatic aspect and the physical aspect of Noyes. Site stated that in the last few months they have been in an information -seeking mode. Ms. Brodsky said she has received financial information and strategic planning information. She stated they are now looking for more information from the tenants. Ms. Brodsky stated the committee has devised a questionnaire. She said she received a copy of a questionnaire done approximately two years ago from Tony Adler. Ms. Brodsky stated there is a lot of very complete information on the questionnaires and she decided that they didn't want to be a redundant committee. Ms. Brodsky said the tenants that handed in the questionnaire two years ago would receive a copy of that questionnaire along with the new questionnaire. She said that the cover letter explains the purpose. Ms. Brodsky stated that the goal is to get the questionnaires out by next week and to have them back by March 15. Ms. Brodsky said they were open to the Arts Councils questions, suggestion and comments. Nis. Parsons suggested adding yes or no to question six. Nis. Passman asked Mr. Greenblatt if many people responded to the questionnaire that he had sent out. Mr. Greenblatt stated he sent out a request for information for the website and that response was not good. Nir. Mickenberg asked once the material for the website comes in who would be editing this material. Mr. Greenblatt said that the website manager would be editing the materials. Mr. Nlickenberg said that he has worked on enough websites to know that the managers aren't editors and they don't know the arts. Mr. Greenblatt stated that before it goes up on the website it would available for review by the person that. submitted the information. Mr. Greenblatt stated there are two different websites the Public Art Committee and the Noyes Resident Noyes. He said as far as the people at Noyes. the individual person submitting information would be the editor. Ms. Brodsky asked if there were any more comments, suggestions or charges to the questionnaire. Mr. Greenblatt stated there should be a place for them to put their website information so that it can be linked to thought the City site. Ms. Brodsky said that she would add a question asking of they would like to be on the website. Mr. Greenblatt said that we should add to number two because people may pass it over if we don't include education activities. ifs. Passman said that she was thinking that maybe questions three and five should be together but, for number live the word organization should come out because some people employee people and there not organizations. Mr. Adler asked if ethnic background was going to be part of publicity materials, he asked if that was something that was going to be on the website. Mr. Adler said that it should be made clear that certain information would confidential. NIs. Brodsky said the committee was looking at the diversity of the artist in the building. Mr. Nlickcnberg said that maybe the Legal Department should review the questionnaire. Mr. Greenblatt stated there is a question on the Illinois arts Council Grant that asks about ethnic background and fie would be glad to show that to Ms. Brodsky. Ms. Brodsky said it's stated in the questionnaire that tenants can contact Nlr. Greenblatt if they are having a problem filling out the questionnaire. Mr. Greenblatt stated the reason why we are doing this is the Arts Council wants to do a study on Noyes and if we don't have any information how can we do a study. Mr. Mickenberg said there is one additional question that you may what to think about asking, what their relation to District 55 and 202 is? He said is needs to be specified because they are two separate bodies in the City, to know specifically what their relationship to those are it's good for funding, development and diversity. Mr. Adler stated that if you ask that question make sure that people understand that it is not condition of tenancy. Nis. Brodsky stated that there was a 4.5% increase in studio rent this year. She stated a copy of the lease was in the packet. . his. Ockwell said there have been questions posed about the lease, this is probably not the place to bring it up but they want them signed by Friday and we need to get a response from the City on these issues. Mr. Greenbelt stated the response is that were not anticipating any changes being made by the City- Council, but any changes they may make will be handled in the appropriate manner. Mr. Adler stated under I C on the second pace of the Iease it says "utility fees" and right now tenants do not pay electric or heat as pan of our rent, he said that he would prefer that this be more specific as to want it means. i ir. GreenbIatt stated his interpretation is that it's only additional utility fees. Ms. Passman asked about summer usage of space, is the camp going to be renting some of the spaces that they have rented in the past? Mr. Greenblatt stated people whose studios will be used for camp have all been contacted. Ms. Passman asked of camp was going to take place at Noyes? Mr. Greenblatt said Noyes is one of the campsites for this year. Nis. Passman announced that on May 12 the tenants are having their Second Annual Art Garage Sale. She also announced that City is providing a welcoming for bir. GreenbIatt on March 8 from 4:30 p.m. to 5:30 p.m. Cultural Fund Committee Report -- Nis. Brodsky stated the Cultural Fund Committee met and put together a panel structure. She said the committee has taken a good hard look at the grant program. his. Brodsky stated there are three -panel meeting coming up March 21 for individual artist, March 27 for non -performing art organizations and March 24 for performing art organizations. All three meeting will be in room 106 from 6:00 P.M. to 10:00 p.m. Ms. Brodsky stated at each panel meeting there will be about 12 grant presentations and when each grant comes up for evaluation Ms. Brodsky will be chairing the meeting. She will present the facts of the grant. Ms. Brodsky said there would be one person from the panel who will not be a lead panelist but a discipline expert. She stated that, this person would view the art sample before the meeting and then bring that sample to the panel and show two minutes of their sample. N1s. Brodsky said that this person is not to be considered an advocate for the arts organization, they are evaluators. Ms. Brodsky stated this is a public meeting and applicants will be invited to attend, but they will not be able to comment or answer questions. Mr. Greenblatt stated the panels have all been fiIIed. ivls. Brodsky stated that the April 2001 meeting of the Arts Council has been changed to April 24. Mr. Nfickenberg made a motion to move the April meeting to the 24a`. The motion was second and approved. Director's Report —Mr. Greenblatt stated the Noves Resident Artist website is only awaiting the input from the Noyes tenants. He said the Public Art Committee is currently working on a website and there is an opportunity for all of these sites to be linked together. Mr. Mickenberg asked what's the purpose of the website? Mr. Mickenberg stated the Public Art Committee work through the Arts Council, he said there needs to be some coordination and collaboration about what we are trying to say with our website. Mr. Greenblatt stated he could only speak as staff and not the Public Art Committee. He said the Public Art Committee has been very active in wanting a site that would show where all the public art in Evanston is. Mr. Greenblatt stated the purpose for the Noyes Center site is to provide the public with information about what is going on inside the Noyes Center. He said this part of the site is permanent information. You will be able to link to the calendar of the arts in Evanston where their special events could be listed. Ms. Passman suggested that the new members of the Arts Council get a copy of the Arts and Recreation wlagazine that featured the Noyes Center. Mr. Greenblatt stated that the staff is working on all the summer festival. Mr. Greenblatt stated he has been busy making connections with the community. Chair's Report — Mr. Mickenberg thanked Jennifer and E-Pak for the reception for Mr. Greenblatt. He stated that he response from the community was great. Mr. Mickenberg stated the reason why the council was expanded is because there id great deal of work on the council. Mr. Mickenberg briefly discussed sub -committees and said that an email would be going out asking for volunteers to serve on these committees. Mr. Mickenberg stated one of the recommendations, he would like to make is that the council identifies leadership positions. That we not only have a chair of the council but also a deputy -chair. Mr. Mickenberg stated the committee that is meeting with Roger Crum, Doug Gaynor and Judy Aiello is a sub -committee of the Arts Council. The meeting is to discuss some of the issues that have been in the Evanston Review. He stated some of the issues relate to the placement of the Arts Council with in a City Government, the purpose of the Arts Council and whether the Arts Council is a policy making body or an advisory committee. Mr. Mickenberg stated this would clarify where the council stands. Mr. Mickenberg said they would not decide anything not involving the entire council. Mr. Mickenberg briefly explained the 501C3 proposals the Arts Council submitted to the City. ADJOURNMENT The meeting adjourned at 9:03 p.m. The next scheduled meeting of the Evanston Arts Council is Tuesday, March 20, 2001 Noyes Cultural Arts Center 7:00 p.m. "Draft —1`iot approved" Note: minutes are not verbatim Minutes Evanston Arts Council Tuesday, March 20, 2001 COUNCIL MEMBERS PRESENT: Mr. David Mickenberg Ms. Pamela Blevins Ms. Bonnie Zak Ms. Amy Seidman Ms. Virginia Roeder COUNCIL MEMBERS ABSENT: . Mr. Scott Morgan Ms. Sandra Hill STAFF PRESENT: Ms. Michelle Brodsky Ms. Elena Kaiser Mr. Tony Kelly Ms. Sally Parsons ,Nis. Bobbie Saltzman Ms. Genevieve Costello Mr. Harmon Greenblatt, Cultural Arts/Arts Council Director Mr. Robert Dorneker, Superintendent of Recreation Ms. Oneka Davis, Secretary II OTHERS PRESENT: Bonnie Kustner, Noyes Resident Artist Alice George, Dewey Elementary School and Rhino, The Poetry Forum Salle Decker, Dewey Elementary School Student Dan Alexander, Howard StreetAVisdom Bridge Task Force The meeting was called to order at 7:10 p.m. APPROVAL OF ART COUNCIL MINUTES February 13, 2001 meeting minutes could not be approved because there was not a quorum. Dewev Elementary School-Midivav Presentation — Alice George introduced herself to the council. Ms. George said she worked with Dewey School to put their proposal together to do a five -month poetry residency. All the students in the school attended the workshops. Nis. George started with the fifth graders and worked down to the kindergartners. Because the teachers asked her to come in the spring when some of the children had learned to write. She was.Ilso able to use some of the poems that the old students had written as models. Ms. George ran a workshop for the teachers where they were all asked to write metaphor poems. Now the teacherb lw%e divirbtud—ents :�•riting poems that will be n-,m -d rota .... . . posters and hung around the school. Sally Decker. a student at Dewey School, read a collaborative poem from her third grade class. his. George read a poem done by another third grader at Dewey School Ms. Brodsky asked Nis. George if she saw this project impacting the curriculum in a more permanent way? Ms. George said she is writing up all of her exercises and giving them to the teachers and she has done some curriculum integration with weather and science. Ms. George stated this is the fifth year that Dewey School is having there open mic night at Barnes and Noble, it will be on April 23, at 7:00 p.m. Parents, teachers and students are welcome to come and share their poems. Ms. George said that last year they had eighty people participate. Rhino. The Poetry Forum-Midwav Presentation — Rhino is a literary' annual that has been operating for twenty-four years and out of Evanston for the last five years. This annual also sponsors monthly, workshops at the Evanston Public Library and gives readings. The Evanston Arts Council grant was used for this year's publication. It will consist of short stories, poetry and translations. Rhino is hosting a reception at the block Museum on April I at 2:00 p.m. At 3:00 p.m. they will have a reading and open it up to the public. They are also having; a contest in which you respond to something in the magazine either by a collage, tribute or arguing with a poem. The contest is called Reader's Equal Writer's Contest there is a hundred dollar first prize and a fifty dollar second prize. Ms. George read one of the poems from this year's edition. Public Art Committee Report — Nir. Kelly spoke about Michael Montenegro's mural proposal for the wall on Church St. He stated that Mr. Montenegro didn't sign the agreement with the City because it read that in one year the mural would have to come down. Mr. Kelly stated the Public Art Committee voted that the contract needed to revised to read murals will be reviewed after a two years. 2 Mr. Kelly told the council that Jim Parks was no longer doing his mural on Main St. because there is a plan to have the walls rebuilt in the next two to five years. Mr. Greenblatt said fir. Parks mural is just on hold and that lie was either going to find another place to do the mural or find out the timetable for replacing the walls and if it was going to be relatively soon that he would just wait. Mr. Kelly spoke briefly about the two kids that had been arrested for spray painting on the graffiti mural. He also stated that this mural had not been approved by CTA. Mr. Kellv said the Public art Committee approved the mural proposal for the Graffiti Mural on the Metra wall. Then with out approval some other kids painted a mural on the - - opposite wall. which 'is the CTA call. ' Mr. Mickenberg stated the Public Art Committee is the first committee that an artist or someone proposing a mural would have to go through. He said the Public Art Committee is not an independent committee, it works through the Arts Council. Once the Public Art Committee has approved a mural it should then go to the Arts Council for approval. Then it should go on to the City once the Arts Council has approved it. Mr. Mickenberg suggested that the leadership of the Public Art Committee and Arts Council meet to discuss processes. Mr. Mickenberg suggested having someone come to the Arts Council and make a presentation on the Graffiti Murals. And after a discussion the council could decide whether the murals should remain up or be taken down. Mr. Mickenberg recommended that the contract between the City and the artist be revised to read that first approval has to come from the Public Art Committee then the Arts Council and finally CTA or Metra. Mr. Mickenberg made motion that the contract be revised. The motion was second and approved. Mr. Kelly stated that the second E-Site project has been installed. Mr. Greenblatt stated that the Century Theatre Committee meeting had been canceled and re -scheduled for March 21. Nfr. Greenblatt spoke briefly about the Public Art Committee's proposal that is going to be presented at the next Century Theatre Committee meeting. There was a discussion about the Public Art Committee's proposal to the Century Theatre Committee. Mr. Kelly spoke briefly about the Diversity plural the Public Art Committee approved on Washington Street. Noves Center Committee Report — Ms. Brodsky stated that there was a meeting regarding the resident artist survey. They did discuss how to go about asking for ethnic information. Ms. Brodsky stated the question would read as follows: We are asking for the following information to help determine the mission and diversity goals of the No} -es Cultural Arts Center to increase the involvement in the renter by artist of color and arts organizations that have strong minority involvement. Please indicate the number of people in tour studio class organizations who are the following: Black/African-.4mericun. Hispanic. A'ative American, White, non -Hispanic, Asian aral other. Ms. Brodsky said that after they have gathered all the information a task force would be appointed by the Arts Council to take the information and work on the mission and direction of Noyes. A recommendation is going to be made by the Arts Council to Human Services that one of the projects of the Arts Council be to create a long-term strategic plan for Noyes and to define the mission of Noyes. The committee will consist of people from throughout the community that have been involved with mixed -use non-profit environments. This committee will be making recommendations to the Arts Council and the Arts Council %ill then make recommendations to Human Services and the City Council. Ms. Brodsky stated that the committee discussed how the Arts Council could be educated on what goes on at Noyes. The committee decided that it would be best to just ask the Arts Council for their suggestions. There was a discussion about how the council would like to go about meeting the resident artists at Noyes. Mr. Mickenberg asked if there was a spokesperson at Noyes who has great knowledge of what's going on at Noyes. Or maybe two people one in performing and on in literary arts that could gather slides from everyone here and do a twenty to thirty minute presentation as to what's going on. And there could be a small reception for everyone. It was decided that in replacement of the May 15 Arts council meeting they have the meet and greet with the Noyes Resident Artists. A motion was made to make the May 15 meeting the meet and greet. It was second and approved. Ms. Brodsky introduced Bonnie Kustner as a Noyes Resident Artist. Cultural Fund Committee Renort—1\+Is. Brodsky stated that the first panel meeting is March 21. She explained the panel meeting process to the members. Ms. Brodsky said she would chair the panel meetings. The meeting will become an open meeting at 6:45 p.m. after instructions are given to the panelists. The artists along with Arts Council members would not be able to comment during the meeting. Mr. Greenblatt stated that City staff are not participants in the voting, they are there to take notes. Ms. Brodsky said the first panel meeting is for individual artists, the second and third are for organization applications. She welcomed all members to come and sit in on a panel meeting. Mr. Greenblatt stated that the panelists have all been chosen to provide as much objectively as they possibly can. They are not Evanston residents and they are all specialists in their fields. There will be preliminary scores and then a final score. We are 4 doing this because in past years some of the panelists did not review the applications prior to the panel meeting. The number of panelists depends on the number of applications being reviewed. Ms. Brodsky said that at the April 24 Arts Council meeting the results of the panel and the Cultural Fund Committee would come to the Arts Council for final approval. Mr. Greenblatt stated that no one is allowed to apply for grant for the same project two years in a row. Director's Report —Mr. Greenblatt stated that it had been recommended that the non - for -profit artist organizations that are interested in forming a coalition, to go ahead with the project for the Evanston Theatres. The Evanston Theatres is not a City project and the City is not buying the building. The Illinois Arts Council Grant and the Evanston Community Foundation Grant were turned in on time. Mr. Greenblatt stated that the City of Evanston, Cultural Arts Division is a part of a coalition with the Chamber of Commerce, the Convention and Visitors Bureau and Evmark to start a weekly concert series in downtown Evanston starting in May. It is going to be outside when the weather is nice and moved inside after Labor Day. It will be on Thursday nights from 5:30-6:30 p.m. Mr. Greenblatt stated that there would be a letter going out to all artist and arts organizations in Evanston regarding Arts Week Evanston from October 7-13, 2001. All artists and artist organizations in Evanston are going to be invited to participate on one of three levels: either having their name mentioned, a insert in the paper that they will be asked to pay a fee for or newspaper ads and sponsorships that they may pay a fee for as well. Ms. Brodsky made a motion that the Arts Council not only support, but also become involved with Arts Week Evanston. The motion was second and approved. Howard Street/Wisdom Bridge Task Force Report — Dan Alexander introduced himself as a real estate developer. He said that he was speaking on behalf of the Wisdom Bridge Taskforce. which is a group of five artists. The Wisdom Bridge Task -force is trying to turn the Wisdom Bridge Theatre, which is now vacant into a community art center. This project stems from a public meeting held last fall. The plan is to rehab the building and make it a professional arts performance space. Mr. Alexander said that it is possible to put a small theatre with about 200 seats. The cost estimate for this project is approximately 2 million dollars. They hope to impact the 5 youth in Roper Park and Evanston through direct involvement in theatre, dance, and music. There is currently only one other program in Ropers Park (non -high school) in which they hope to partner with. The Wisdom Bridge Taskforce is asking for a letter of support from the City of Evanston. Which Mr. Alexander said he was told could come as a result of a recommendation from the Arts Council. Mr. Alexander stated that Northwestern has an outstanding theatre program and they were hoping to have some of their students take part in the project. They were also hoping to find people in Evanston that would like to make small contributions to the project. There was a discussion about whether or not this project would benefit Evanston in any way. Mr. Alexander stated that it could impact Evanston property value. Mr. Mickenberg asked that fir. Alexander provide the Arts Council with as much information as possible so that they can take it under advisement? Mr. Alexander said that he would do that. Mr. Greenblatt asked if he had a formal proposal? Mr. Alexander did not have a proposal, but he said that he would be happy to speak with Mr. Greenblatt about the project. Chair's Report — Mr. Mickenberg stated that his meeting with Roger Crum was an attempt to end the controversy and give greater definition to what the Arts Council is supposed to be doing. Mr. Mickenberg said that he made a recommendation to Mr. Crum that they should focus on the Arts Council becoming a policy making body. Mr. Mickenberg stated that there would be a designated phone line that would be answered Evanston Arts Council. That phone number will distributed to the council and announced to the community. And the programs of the Arts Council will be associated with that phone number. Mr. Mickenberg stated a recommendation was made that Noyes go through a strategic plan. He said that Noyes was discussed as a project and program of the Evanston Arts Council. What will happen with that strategic plan is that it will come before the Arts Council and then over to Human Services. Mr. Mickenberg said that recommendations were also made in areas of the Cultural Fund and Advocacy. Advocacy includes the Mavor's Arts Award, Black History Month, Economic Impact Study and a lot of different areas that dealt with propagating the arts, artist and arts organizations in the City of Evanston. This recommendation also included the Lakeshore and the Ethnic Festivals. Mr. Mickenberg stated there was also a recommendation that the Arts Council establish two 501 C3's one for the Arts Council and the other for festivals Evanston. The decision was that Judy Aiello and Mr. Mickenberg would go talk to the Evanston Community 6 Foundation about using them as the umbrella for those 501 C3's rather that organizing new 501 C3's. Mr. Mickenberg stated that he would respond to Roger Crum and send a copy to the council members. He said the only addition item that he would put in his letter to Roger Crum and that is that the budget should reflect it. %fr. Mickenberg said that one of the things that the Arts Council was concerned about is that the tripartite division of the budget did not reflect the programmatic responsibilties of the Arts Council. Arts Council Structure and Leadership' --,fr. Mickenberg read through the list of Arts Council sub -committees and descriptions, there was a discussion about the committees. Amy Siedman and Elena Kaiser volunteered to serve on the Arts and Education Committee. Virginia Roeder and Pamela Bicvins volunteered to serve on the Advocacy Committee. Virginia Roeder was appointed as the chair of the Advocacy Committee. And Sally Parsons volunteered to serve on the Strategic Planning Committee. Mr. Mickenberg stated that if anyone on the council has recommendation of people not on the council whom they would like to see serve on any of these committees and who could become potential council members in the future. Email those names to Mr. Mickenberg so that he can get in touch with them. These committee structures could be used as training for them. Mr. Mickenberg stated there are three positions in the Arts Council that need to be filled chair, deputy chair and budget officer. Mr. INfickenberb stated that his term as chair of the Arts Council has expired and he would have to be re -appointed to chair. Mr. Dorneker stated that the current rule states that you can't be chair for any longer that a two-year period or two consecutive one-year terms. A-ir. Mickenberg stated that he has only been chair for one year. Mr. Dorneker asked if the budget officer would be working with the 501 C3? Mr. Mickenberg stated that the 5010's are listed under the Budget Committee and the Budget Officer would be working with that committee. So yes they would be working with the 501 C3. ADJOURNMENT The meeting adjourned at 9:20 p.m. The next scheduled meeting of the Evanston Arts Council is Tuesday, April 24, 2001 Noyes Cultural Arts Center 7:00 p.m. 7 "Draft —Not Approved" Note: minutes are not verbatim Minutes of the Evanston Arts Council April 24, 2001 COUNCIL MEMBERS PRESENT: Mr. David Mickenberg Ms. Pamela Blevins Ms. Bonnie Zak Ms. Amy Scidman Ms. Sandra Hill COUNCIL MEMBERS ABSENT: Ms. Virginia Roeder Ms. Elena Kaiser Ms. Rose Jourdain STAFF PRESENT: Ms. Michelle Brodsky Ms. Bobbie Saltzman Mr. Tony Kelly Ms. Sally Parsons Ms. Genevieve Costello Mr. Scott Morgan Mr. Harmon Greenblatt, Cultural Arts/Arts Council Director Mr. Robert Dorneker, Superintendent of Recreation Ms. Oneka Davis, Secretary II Ms. Misa Kwon, Interim Senior Program Coordinator OTHERS PRESENT: Ms. Laura Saviano, Public Art Committee Ms. Elizabeth Ockweli, Public Art Committec/Noyes Resident Artist Ms. Delores Holmes, Family Focus Ms. Deborah Fell, Evanston Art Center Ms. Celeste Cifala Roy, Kids Can Dance The meeting was called to order at 7:07 p.m. APPROVAL OF COUNCIL MINUTES The February 20, 2001 and March 13, 2001 meeting minutes were approved. Fami1v Focus-Midwav Presentation —Ms. Delores Holmes stated that Family Focus had their Gospel Fest on August ;. 2000. There were about three hundred people in attendance and fourteen performers. Ms. Holmes stated that there was a parade before the Gospel Fest. She said that it is the only parade in the fifth ward. This gives people that may not have known about the Gospel Fest a chance to come and participate. Evanston art Center-Midssav Presentation — Ms. Deborah Fell stated that Art Reach is an outreach program of the Evanston Art Center that provides artist enrichment through after school programs of District 65. Art Reach is in its tenth year and serves more than 450 students including children with special needs and special cases. The program has been expanded in the Iast three years. Art instructors do a six -week residency two days a week. Art Reach provides all materials and supplies and is free of charge to all of its students. Ms. Fell stated that Art Reach gives the children important, stimulating, and challenging ways to enjoy the arts. Ms. Fell stated that Art Reach is founded on the idea that art can help children reach their educational goals. Ms. Fell read part of a study that was published about the importance of art and helping children develop to their maximum potential. Ms. Fell passed around photographs of some of the children in their workshops. She stated that next year they have a new component to Art Reach. They are working to find ways to bring the students that participate in Art Reach to the Evanston Art Center. Next year they will be able to bring the third, fourth and fifth graders from each site to the Evanston Art Center at least one time. They will tour the current exhibit at the Evanston Art Center and participate in an art activity. Ms. Fell said that they are able to do this because District 65 is going to donate the buses. Kids Can Dance-Midwav Presentation — Ms. Celeste Cifala Roy said KCD has had a great year and that they are going to be expanding their year into the summer. They started out the year with about 80 kids that auditioned, 40 of those kids passed. Ms. Roy stated, as the year goes on they will lose a few more kids for one reason or another. Ms. Roy said they had a benefit in February, which kicked off the African -American History Tour. She said she is hoping that this summer they will have at least 20 very committed kids. Kids Can Dance's main goals are artistic quality and administrative consistency. Shannon Battaglia is the director of the company. She has taken a very strong roll in managing the company, keeping the parents communicated with properly and organizing the tour. Melanie is managing/director the senior company. And Heather is managingldirector of the junior company. Ms. Roy stated that they are always seeking out new venues. She said this season they did the Jenny Jones Show, Channel 4 and 5, First Night, Niles North High School, King Lab Middle School, Apollo School and Dance Chicago. Ms. Roy stated that this summer they would be working with Northwestern University doing a full day work -shop and choreographic sharing project. They will also be performing at YEA, Washington School, Rickv Birdsong Event, Forth of July Parade, Ethnic Festival, Evanston 11ht7hm Festival and the Lakeshore Arts Festival. Ms. Roy stated that they are %kork.ing on their male dancer issue. They want to offer male classes. She said that is an ongoing challenge to resolve the issue about boys dancing. Ms. Roy said to increase audience exposure the are going to have materials to hand out at all of the venues they perform at this summer. Ms. Roy said they are working on their funding. She stated one of their biggest goals is to try to rebuild their board by this fall. Kids Can Dance is a tuition free program for kids age ranging from 12-18. Ms. Roy said they usually lose kids at about 16-17 because they being to prepare to go off to college. Public Art Committee Report — Ms. Saviano stated that some of the ongoing projects that they have been working on are funding, percent for art program, Maple Street Garage Sculpture and Levy Senior Center Public Art Project. They have also been working on a public art map, a website for the Arts in Evanston and a logo to represent the Arts in Evanston. Mr. Mickenberg; asked if the map had been edited for accuracy? Ms. Saviano stated that they are working on that now. Nis. Mickenberg stated that he would be happy to assign a graduate student from Northwestem University to edit the map. Mr. Greenblatt said they are still awaiting additional sites. Ms. Saviano stated the committee has a commitment from a local website developer to develop a website for the Arts in Evanston. The map will be included on the website along with all Arts Council Events. The website will be linked through the City of Evanston websitc. Ms. Saviano said the committee was thinking about having a competition for a logo to represent the Arts in Evanston. Ms. Saviano stated that they hoped to work with Evanston Township High School and the Art Institute of Chicago to locate people who are interested in submitting a logo. Ms. Saviano stated that when the entries come in both the Public Art Committee and the Arts Council will have to Iook at them. She suggested having a joint meeting. Mr. Mickenberg; asked in what format it the logo going to be used? Ile stated that there a number of issues to address when designing a logo in a multiple use format. Mr. Mickenberg stated that there is a program this summer which trains college graduates to do multi -media with websites. This is somethin_u that could be done for free it is funded by Northwestern. Mr. Mickenberg asked what was taking so long to put up the sculpture on the Maple Street Garage? Ms. Saviano stated it had something to do with the legal terms of the contract. Mr. Domeker stated that some other issues had to do with the artwork and how it was set up. Ms. Saviano stated that on April 28 the Public Art Committee was having their second meeting to plan their fall Symposium. It will be held at the Block Museum in the library from 9:30 a.m. — 12:00 p.m. Ms. Saviano stated that their plan for the fall is to develop a public art plan for what is possible and to find funding to do these things. Ms. Ockwell stated that there are two murals that have been done in the past couple of years. One is the Girl Scouts mural which is called Girls Scouts are The Future. And the, YMCA mural was painted over by the Judson World Leadership Academy, Ms. Ockwell stated that on Greenleaf a group of neighbors got together and painted a mural to celebrate the millennium called the Millennium Paint the Future You Want. Linda Dean and Jim Parks organized this mural. Ms. Ockwell said that a group of kids got approval to paint a mural in the alley off of Greenleaf. And along with that another group of kids without approval painted a mural opposite of the first mural. This second mural is now being officially approved but is still awaiting approval from CTA. INIs. OckwelI stated that the City is working with the CTA to get them approved. She said the future of this mural is not clear because the Human Services Department of the CTA does not like the idea of graffiti art. Ms. Ockwell stated that also on Greenleaf Louise Cutler a local artist has planned to put a mural on the north side of the street. She has also has developed a garden along the supporting wall of Metra. Ms. Ockwell stated that there are a number of other people that have applied to do murals. Vicky Schwarz is planning to do a mural with the congregation of St. Nicholas Church to do a mural on diversity. Which will be applied to the wall on Washington Street. Ms. Ockwell said that a group of Evanston Township High School seniors called the Abstract Production Painters submitted a proposal. She stated that Beth Shadur will be working with Artskills to do a mural in Tallmadge Park. Ms. Saviano said that the Public Art Committee is hoping that they can develop a mural program. Mr. Mickenberg suggested the Public Art Committee talk to the Chicago Public Art Group. He stated that they have over seen a lot of murals in the greater Chicago Area. Mr. Mickenbere also suggested that they partner with an arts organization in Evanston. He stated that it would diversify them when they fill out NEA applications as well as their special project assistance grants. Mr. Mickenberg stated also the Leadership Initiatives at the Institute of Museum and Library Services. Their leadership initiatives are for community outreach projects so you would have to associate with a museum. He said that there is a section of that which relates to the library. Ms. Parson suggested that the Public Art Committee start thinking about what the purpose of the program is and that would steer them to the different organizations. Ms. Saviano stated that there are potential plans to extend the Skokie Sculpture Park into Evanston. Noves Committee Renort — Ms. Brodsky stated that the next meeting of the Evanston Arts Council is going to be an Open House. The purpose of the open house is for the members of the council to get to know what goes on at the Noyes Cultural Arts Center. The open house is Tuesday, May 15 at 7:00 p.m. Ms. Brodsky stated that there is a letter in the packet addressed to the members requesting that they RSVP. She stated that it's vital that the council has a good understanding of what goes on at Noyes. Ms. Brodsky read through the agenda for the open house on May 15. Ms. Brodsky stated that also in the packet is a final copy of the resident artist survey. She stated that the purpose of the survey is to examine the mission ofNoyes. It also could be used as a publication type of information. Ms. Brodsky stated that Arts Week Evanston is being held October 6-14, 2001 and Noyes will host the opening event of Arts Week. Advocnev Committee Renort — Mr. Mickenberg stated the committee met and there was mission statement drafted. The mission of the Advocacy Committee of the Evanston Arts Council is to activity pursue all the opportunities to advise provide leadership and opportunities to advocate on behalf of artists and arts organizations in Evanston. Responsibilities include but are not limited to the following: Advise the Evanston Arts Council of created opportunities to advocate on behalf artists and arts organization in Evanston, develop and disseminate information necessary to do so. Assist the Evanston arts community in potential advocacy efforts. Provide leadership in identifying issues impacting the arts in the political realm. Inform the Evanston Arts Council and the Evanston community as to issues and opportunities relating to the arts on a nationai, regional and local level that require political action. Coordinate the activities of the Evanston arts Council in relationship to political advocacy and collaborate with other community organization in so doing. Represent the Evanston .arts Council in all relevant committees and community programs that will ad%L,,ate on behalf of the artist and arts organizations in Evanston. Mr. Mickenberb stated that it is important for the committee to wort: with the Illinois Arts Alliance in establishing an email base of support. And to get in involved with the Teaching Arts Organization How to Advocate Prourarn. !sir. Greenblatt stated that the Illinois Arts Alliance is sponsoring a conference that he is going to attend May 18-20. 200). He said that he would be glad to bring hack information from the conference and give a full report. Director's Report -- Mr. Greenblatt stated "Its Thursday" begins May 10 from 5:30-6:30 p.m. in the Bank One Plaza. This will be the first of a weekly series of concerts. Mr. Greenblatt said that Starlight Concert begin in June. Ms. Kwon said that they begin June 21 at lames Park. Mr. Mickenberg asked how the weekly "It's Thursday" concerts bring attention to the arts in Evanston? Mr. Greenblatt stated because whenever they can they will be using Evanston Artists. Mr. h3ickenberg asked who is paying for the concerts? Mr. Greenblatt stated that the underwriting is by Evmark and they are raising money to fund the concerts. Mr. Greenblatt stated the Arts Camp, Ethnic and Lakeshore Festival planning is moving along. He stated that they are still working on hiring a Senior Program Coordinator. Mr. Greenblatt stated that Arts Week Evanston is running from October 6-14, 2001. He' stated the purpose of arts week is to focus on Evanston artists and artist organizations. Evanston artists %vill be performing in their spaces. They are also trying to get a bus to take people around to the public art sites in Evanston. Mr. Greenblatt stated that they are currently working on publicity and public relations. There will be cooperative newspaper advertising where the individual organizations and artists each pay a small fee so that large newspaper ads can be taken out. And also we want to have a newspaper insert and have either a sheet of coupons or a coupon booklet were you get special deals from the arts organizations or merchants that you can use during the run of the festival and after that if they .vant. Mr. Greenblatt stated that he is currently talking to a number of different organizations about their participation. Mr. Greenblatt asked if anyone from the council would like to help in the planning of arts week? Bonnie Zak volunteered to serve on the Arts Week Committee. b6 r Mr. Nlickenberg stated that whatever we do during this week should not have it's primary goal to get people downtown. But it should also be to hiehliaht and bring people to the artists and arts organizations in Evanston. ,Mr. \lickenberg stated that the artists and arts organizations should be actively involved in the planning and implementation of the project. Ms. Brodsky asked where E-PAC would if into all of this? Mr. Greenblatt stated that they have been contacted several times and they have not returned any of the calls. Cultural Fund Committee Report — Ms. Brodsky thanks the Cultural fund Committee members, Mr. Greenblatt and Ms. K,,von for all of their hard work. Ms. Brodsky stated that panels met in March. She said that there was a lot of improvement in the structure and running of the panels. The Cultural Fund Committee consisted of Michelle Brodsky, Tony Kelly, Amy Seidman and Bonnie Zak. Mr. Brodsky stated that there were a total of 35 applications. Of those 18 were organizational projects, 6 were stability and I I were individual artists. Ms. Brodsky briefly explained what a stability grant is to the council. Isis. Brodsky stated that there was $43,000 to give away. Ms. Brodsky stated that there were 6-7 panelists each evening and many of them non - Evanston people. There were four categories of scoring: artistic excellence, community involvement, ability to carry out the project, and funding from other sources. The organizational projects could receive a maximum. Ms. Brodsky said that the committee looked at the breaking point in the scores and used that as their funding break. They felt those that scored higher should get a larger percentage of their request. Ms. Brodsky stated that when people are not funded they are encouraged to come in and discuss the comments of the panel. A motion was made to approve the funding recommendations for organization projects. The motion was second and approved. Ms. Brodsky stated that the Cultural Fund Committees next meeting is May 21 at 4:00 p.m. and that everyone is welcome to attend. Ms. Brodsky stated that there were higher request amounts for organization stability grants. The scores were again out of 80 points. They put very high emphasis on ability to carry out the project. The recommended funding was based on the scores. A motion was made to except the recommendations made for organization stability. That motion was seconded and approved. his. Brodsky stated that the individual artists were scored out of possible total of 60 points. Ms. Brodsky stated that Herman Ratliff was a grant writer's success story and proves that if you did your homework that you could indeed write an excellent grant. Mr. Domeker asked Ms, Brodsky to explain th:: activity that Mr. Ratliff has planned. Ms. Brodsky stated that it's a Blues Festival that is scheduled to take place at Fleetwood- Jourdain although it is not a Fleetwood program. Mr. Domeker stated that the City of Evanston has expressed a concern to the activity and the planning of the activity at the facility- and the lack of understanding; and undertaking to that type of activity. Mr. Domeker stated that they have met with Mr. Ratliff on several occasions to discuss the City's concerns. Mr. Mickenberg asked what the concerns were? Mr. Domeker stated that he is trying; to package a lot in an event that he doesn't have any experience in running. He said that the event was supposed to take place in May and that fell apart. Mr. Domeker stated that Mr. Ratliff was not keeping City staff informed of the activity, He stated that the City has since tried to work the event toward the end of the summer. Mr. Domeker stated that the City has not approved the admission fees for the event. There was a concern with the number of other hands that were going to be brought in. There was also the question of security. Ms. Brodsky asked if the grant could become conditional on the details successfully being determined" Mr. Mickenberg asked if there was any objection to releasing this conditionally upon working out all of the details to the level of satisfaction of Park/Forestry and Recreation and the City of Evanston. Mr. Mickenberg stated that this is an application that should be overseen with greater oversight that we normally do on a grant. And we will leave the final approval of the grant inters of the ability to implement well to the staff of the Arts Council in collaboration with the City of Evanston, A motion was made to except the recommendations for the individual artists with the exception of I lerman Ratliff. The motion was second and approved. A separate motion %%,as made to approve Herman Ratliff conditionally pending his Ability to workout all of the details to the satisfaction of the Arts Council staff. The motion was second and approved. Mr. Mickenberg thanked everyone for their time and patience and everyone that participated in the process. Mr. Mickenberg stated that at the last meeting; they talked about a number of sub- committees and they are still moving along. He said that he would be calling everyone that did not sign up for a committee. ADJOURNMENT The meeting adjourned at 9:10 p.m. The next meeting of the Evanston Arts Council is Tuesday, May 15, 2001 Noyes Cultural Arts Center 7:00 p.m. 9 "Draft — Not Approved" Note: minutes are not verbatim Minutes of the Evanston Arts Council June 19, 2001 COUNCIL MEMBERS PRESENT: Mr. David Mickenberg Ms. Pamela Blevins Ms. Bonnie Zak Ms. Amy Seidman COUNCIL MEMBERS ABSENT: Ms. Sandra Hill Ms. Bobbie Saltzman Mr. Tony Kelly Ms. Elena Kaiser STAFF PRESENT: Ms. Genevieve Costello Mr. Scott Morgan Ms. Virginia Roeder Ms. Michelle Brodsky Ms. Rose Jourdain Ms. Sally Parsons Mr. Harmon Greenblatt, Cultural Arts/Arts Council Director Mr. Robert Dorneker, Superintendent of Recreation Ms. Oneka Davis, Secretary II The meeting was called to order at 7:10 p.m. APPROVAL OF COUNCIL MINUTES There was not a quorum therefore, the April 24, 200I meeting minutes could not be approved. Public Art Committee Report — Mr. Greenblatt stated that the Public Art Committee currently have two mural proposals from high school students. He also stated that the Vicky Schwarz mural is up on Washington St. Mr. Greenblatt said that he was approached by a group of Northwestern University students that want to do three murals between the fall and next spring. He said it's a part of the senior leadership program. Mr. Greenblatt stated that they would find out in July if their getting the funding they need. There was a discussion about the problems with the art program at District 65. Mr. Mickenberg stated this would be something for the Arts and Education Committee to Nvork on. Ms. Genevieve Costello volunteered to be the chair of the Arts and Education committee. Mr. Greenblatt stated that the sub -committee should meet to decide who among the non -Arts Council people we want to have on the Arts and Education Committee. Mr. Mickenberg stated that a meeting regarding Arts and Education be called in mid -July. Mr. Mickenberg asked the status of the Maple St. Garage. Mr. Greenblatt stated that the City is waiting for a structural report from Lincoln Schatz. Noves Center Committee Renort — Ms. Pamela Blevins stated that the committee has received more of the resident artist questionnaires. Cultural Fund Committee Renort — Ms. Bonnie Zak asked the status of the grant that was awarded to Mr. Herman Ratliff? Mr. Greenblatt stated the concert took place on Saturday, June 16. There was not a large turn out. Mr. Greenblatt stated that his check is being processed and he would receive it next pay period. Ms. Zak asked if it was a successful grant? Mr. Greenblatt stated that he would like to hear Mr. Ratliff `s report. Mr. Dorneker stated that everything was fantastic musically, the only problem was that there %vas low attendance. Advocacy Committee Renort — Mr. Mickenberg distributed copies of letter the Advocacy Committee put together thanking the City Council for their support of the architectural feasibility study for the renovations of the Central Street Theatres. He stated that the purpose of the letter was twofold. First, to thank that City Council for supporting the arts. Secondly, to announce the fact that the newly formed Advocacy Committee is going to be actively concerned with the public exposure to what the City Council does on behalf of the arts. Ms. Costello stated that she felt E PAC name seems to be on everything pertaining to the Central St. Theatres. Mr. Mickenberg stated that the Arts Council should have a more aggressive marketing and promotions and that the Arts Council could use some assistance. Mr. Greenblatt stated that there was no one representing E PAC at any of the meeting concerning the Central Street Theatres. He said that the Arts Council was represented at every meeting. 2 Mr. Mickenberg stated he was submitting this letter to the Arts Council for approval. The letter was approved and sent to the City Council. Director's Report —Mr. Greenblatt stated that Oscar Groves the new Cultural Arts Coordinater was no longer with the City of Evanston. Cultural Arts Division. He said that it -,vas clear that this was not the job for him. Mr. Greenblatt stated that Bob Dorneker has been extremely helpful with helping to get everything done. Ms. Seidman asked that the minutes reflect that the Cultural Fund Committee would like to express its great appreciation for the hard work and efforts of Misa white she was working for the council. Mr. Mickenberg suggested that the Arts Council create an annual award for the staff. He suggested that they call it the Joe Zendall award. Mr. Greenblatt suggested have a lunch or dinner together sometime in December as a thank you from the Arts Council. Mr. Greenblatt stated that the Artskills muralist Beth Shadur is no longer working with Artskills. He stated that the new muralist is Jenny Leamer. Mr. Mickenberg asked why Beth Shadur decided not to work with Artskills? Mr. Greenblatt stated that she had a different idea of what the project was to be. He said that we tried to accommodate her as best we could. Mr. Greenblatt stated that after everything that she asked for was given to her she resigned. Mr. Greenblatt stated that the sketch has to be approved by CTA and there would also be an informational meeting with the community to make them aware of their plans. Mr. Greenblatt stated that Starlight Concert Series has been taken over by Isabella Way a graduate of Northwestern University. The first concert is at James Park Thursday, .tune 15. Mr. Greenblatt stated that the Cultural Arts Division received a grant from the Evanston Community foundation for a mural. He said that it's a mural working with students from fall to spring. It may not be paint on the wall like the first mural because of the change in weather. Mr. Greenblatt stated that the Cultural Arts Division also received a grant from the Illinois Arts Council for "It's Thursday." Mr. Greenblatt stated Arts Week runs from October 6-I4. 2001. [t «ill be a celebration covering all of the arty, arts organizations and individual artists in Evanston. The grand opening and open house will be at the Noyes Cultural Arts Center on October 6 at 1:00 p.m. Mr. Greenblatt stated that preceding that will be the Symposium at the Block Museum that morning. Mr. Greenblatt stated that there would be a tour of public art places in Evanston. Each day following will be devoted to either a different art or art form. Everyday will have a focus but you're not limited to that focus. Mr. Greenblatt stated that anyone that wants to help is welcome. Mr. Mickenberg stated that on October 6, 11, 12 and 13`s there are films at the New Film Society at Northwestern. Mr. Greenblatt stated that they are currently compiling a list of time, places and organizations. Mr. Greenblatt stated that there is currently a grant in to the Illinois Arts Council and the Pioneer Press for more funding. Chair's Report — Mr. Mickenberg stated that he and Mr. Greenblatt attended a meeting sponsored by E PAC entitled "The Future of the Evanston Arts Council and It's Responsibility to the Performing Arts Organizations in Evanston". Mr. Mickenberg stated that Aline Valkanis from the Illinois Arts Alliance a speech about advocacy and the role of the Arts Council in the community. He stated that Ed Moran raised a couple of issues that need to be addressed in the community, which was very positive and helpful. Mr. Mickenberg stated that the moderator Derrick Blakely from Channel 5 was very helpful. There were more that 50 people in attendance. Mr. Mickenberg stated that hopefully something positive would come out of it. In terms of defining what area E PAC wants to work with the Arts Council on. What are the current issues that need to be confronted? Mr. Greenblatt stated that the Arts Council would need to provide leadership to E PAC in the area of advocacy. He said that E PAC wants to attend the next Advocacy Committee meeting. Mr. Mickenberg stated they established some base line expectations. He said that E PAC had to think about some of the options that were presented to them. In terms of ways to communicate, advocate and things needed in the community. Mr. Mickenberg stated what is needed is to figure out what they want and what they're going to express to the Arts Council. Mr. Mickenberg stated that E PAC has a membership base, which includes about 52 organizations in Evanston. He stated that there is value to having a 52-member organization working in collaboration with the Arts Council. Working in the community organizing the arts and putting political presser on the City Council. Mr. Greenblatt stated that one of E PAC original goals was to have a seat on the Arts Council. Mr. Mickenberg suggested have a sub -committee to the Arts Council comprised of visual artists. He stated that it may give the Arts Council some really good input. ADJOURNMENT The meeting adjourned at 8:15 p.m. The neat meeting of the Evanston Arts Council is Tuesday, July 17, 2001 Noyes Cultural Arts Center 7:00 p.m. Minutes of the Evanston Arts Council August 28, 2001 COUNCIL MEMBERS PRESENT: Mr. David Mickenberg Ms. Pamela Blevins Ms. Virginia Roeder Mr. Tonv Kell• Ms. Loida Rosario COUNCIL MEMBERS ABSENT: Nis. Amy Seidman Nis. Sandra Hill Nis. Elena Kaiser STAFF PRESENT: "Draft — Not Approved" Note: minutes are not verbatim Ms. Michelle Brodsky Ms. Bonnie Zak Ms. Sally Parsons Ms. Rose Jourdain Mr. Scott Morgan Ms. Bobbie Saltzman Mr. Harmon Greenblatt, Cultural Arts/Arts Council Director Mr. Robert Dorneker, Superintendent of Recreation Ms. Oneka Davis, Secretary 11 The meeting was called to order at 7:1 S p.m. APPROVAL OF COUNCIL MINUTES The meeting minutes of the April 24 were approved and the meeting minutes of June 19 were approved with amendments. Calendar of Meetinps — Ms. Brodsky passed out copies of a 2001-2002 calendar. The Arts Council made adjustments to their meeting calendar through February 2002. The revised caieiiuni 1.,, .he ,...a,............... - September 25 October 16 November 27 December 18 January 15 February 19 The September meeting of the Evanston Arts Council will be a "Mini -Retreat" and will begin with a 6:00 p.m. dinner provided by The Block Museum. All other meetings of the Evanston Arts Council will begin at 7:00 p.m. unless notified. Public Art Committee Renort — Mr. Greenblatt stated the Artskills mural in Tallmadge Park is complete and the John Stevens mural on Green Bay Road and Emerson would soon be completed. Ms. Costello asked if John Stevens submitted a sketch of his mural r� and whether it was approved? Mr. Greenblatt said the Public Art Committee and Union Pacific had approved the mural sketch. Mr. Mickenberg suggested an event be organized in which the Evanston community would be invited to meet the artists and the artist would have the chance to interpret their murals for the community. h1r. Greenblatt stated on October 6 as part of the opening event for Arts Week Evanston there's a bus tour of the public art sites in Evanston, Elizabeth Ockw-ell will be the tour guide. Mr. Mickenberg then suggested meeting the artists while on the tour at their mural site. Mr. Greenblatt suggested inviting the artists to speak informally at the Open House on October 6. A suggestion was then made to invite the anists to speak at the Public Art Committee Symposium. Ms. Roeder asked whom the speaker for the symposium would be? Mr. Greenblatt stated . there would be three different speakers. but he did not have a list of the speaker with him at this time. The Public Art Committee Symposium gill be on Saturday, October 6, 9:00 a.m. until noon (bus tour and box lunch following) at the Mary Leigh Block Museum of Art, Northwestern University, 1967 Sheridan Road (free parking). Ms. Roeder asked if the symposium was on public art in general? Mr. Greenblatt stated the symposium topic is "Make a Case for Public Art". Public Art in Evanston, Chicago and around the country will be discussed. Follo%%ing the speakers everyone will be divided into discussion groups were there will be given a number of different topics. The reports of the discussion groups will be discussed with the group at large. The Public Art Committee hopes to establish a policy for public art from the discussion groups. Ms. Roeder requested a copy of the symposium report be forwarded to the Advocacy Committee. Mr. `iickenberg suggested the members of the Advocacy Committee attend the symposium. Mr. Greenblatt stated he would forward a copy of the symposium agenda to Ms. Roeder. Ms. Rosario requested the council members receive a copy of the Art Week Evanston schedule. Mr. Greenblatt stated a copy of the schedule would be included in the September Arts Council packet. Noves Center Committee Renort — The surveys have been collected from the resident artists. Ms. Brodskv stated the committee is currently trying to develop a mission statement for Noyes. She said there was discussion of developing a taskforce to assist with the creation of a mission statement. Ms. Brodsky stated Noyes was created to be an incubator for the arts, but that mission has changed over the years. Mr. Mickenberg stated recommendations for people to serve have been made and letters have gone out. He said the plan is to have the taskforce created by mid -September. Mr. Mickenberg stated the taskforce would consist of people who have experience in a mixture of different environments. Mr. Mickenberg stated that once he had a list of interested people it would be brought to the council for discussion. The taskforce would then begin working on recommendations as to what the future of Noyes should be. Ms. Jourdain requested a list of the Noyes Center Committee members. The current members of the Noyes Center Committee are Michelle Brodsky. Pamela Blevins. Virginia Roeder. Harmon Greenblatt. Douglas Gaynor, Toni McKinley. Tony Adler and Elizabeth Passman. The next meeting of the Noycs Center Committee is September 10 at 6:00 p.m. at the Noyes Cultural Arts Center. Ms. Blevins asked if the sub -committee needed anything from the Arts Council as far as pinpointing when a taskforce would be created? She stated that the members of this committee seemed unable to accomplish much without a current mission statement. Ms. Blevins also expressed concern that mistakes could be made unwittingly by the committee as studio spaces become available without a clear mission statement. She stated she did not want to see blame placed on the Arts Council for any such mistakes. Ms. Brodsky stated that there are three studios that are currently open in the building pending finished construction of the center. She said the committee plans to start the process for filling those studios. Ms. Brodsky stated that even if the committee was to just fill those three studios and do nothing else they need a mission and purpose. Ms. Blevins asked if resident artists would be a part of the taskforce? Mr. Mickenberg said it would be a conflict of interest for a resident artist to be apart of the taskforce. And it's important to have as much of an objective look at the building as possible. Ms. Brodsky stated the taskforce might want to speak, with the resident artist. Mr. Kelly suggested that all resident artists be asked or invited to submit their written opinions about the future of Noyes. He said this way everyone's opinion is heard. Cultural Fund Committee Renort — Ms. Brodsky briefly explained the Cultural Fund to the new members of the council. She stated the Cultural Fund gave S43,000 in grants this past year. Ms. Brodsky stated that the grant cycle began May 1 and the committee is currently working on next year. Ms. Brodsky stated there were a number of questions regarding the different categories in which individual artist and organizations are rated. She said she and Amy Seidman have created sub -categories for all of the original grant categories. Ms. Brodsky stated she would bring that information to the council in September. Ms. Brodsky stated the committee discussed what they would like to achieve with the panels. The information gathered will be added to the grant application with hopes of adding some clarity. Ms. Brodsky asked Mr. Greenblatt if he had access to the grant application on Microsoft word? Mr. Greenblatt stated that he would look for the application as soon as the computers had been reinstalled. i*Is. Brodsky stated that she was unable to retrieve the application off of the city web. The Cultural Fund Committee is holding a workshop for new grant applicants on Wednesday. December 5. 2001. The next Cultural Fund Committee meeting is scheduled for Tuesday. September I 1 at 4:45 p.m. Grant applications will be due by Friday, January 25, 2002. Ms. Brodsky stated the Cultural Fund Committee has been working with the Cultural Diversity Committee regarding applicants not meeting the cultural diversity standers. The cultural diversity stander states that 32% of the board, audience, artist employee's etc. reflect people of color. A workshop will be provided to help applicants discover ways to become compliant Saturday. September 29 from 9:30 a.m. — 12:30 p.m. at the Evanston Public Library. Lorelei McClure will be running a portion of the meeting. Invitations letters will be going out shortly. - Advocaev Committee Report — Ms. Roeder stated the committee is currently working on a comparative study of other university towns in the Midwest. The committee is collecting information on whether they have an arts council and if so how they are funded? Ms. Roeder said that she would hopefully have the information gathered and complied into a report within the next month or two. She said a report would then be submitted to the council. Ms. Roeder stated that she had spoken with Julia Fabirs at the Illinois Arts Alliance. Julia suggested an advocacy workshop. Ms. Roeder stated the committee would look into that at a later date. Ms. Roeder stated that members of the Evanston Performing Arts Coalition attended a committee meeting in which they discussed how they could possibly help one another. Ms. Roeder stated they were unable to come to a conclusion. She said if the committee were going to be connected to the performing arts they would have to also advocate for the other arts. Ms. Roeder stated that she has begun to compile a list of artists. She asked for suggestions on how ►,Y ot.— in , list of artists in Evanston? Mr. Mickenberg suggested contacting the Illinois Arts Council and requesting a copy of the Evanston recipients of their grant. Ms. Brodsky suggested contacting the Illinois Arts Alliance for a list of their Evanston members. Cultural Diversity Committee Renort — Ms. Brodsky said the last meeting of the committee was canceled. The next meeting is scheduled for Wednesday, September 12 at 6:00 p.m. Arts in Education Committee Renort — Ms. Costello stated she was unsuccessful in her efforts to schedule a meeting vtith Carla Denney Philips and Richard Bowers over the summer months. She stated she would in- to have a scheduled meeting within the next month. Ms. Costello stated she had been researching the affects of an education on students in grades 5-12. She had gathered information regarding hove it affects their grades, matriculation and social behavior_ Ms. Costello stated -he w2s able to lull the report card for every grade school and middle school in Evanston and Evanston Township High School. The report gives the demographic breakdown and the amount of time spent on different subjects. Art and music are not listed as a subject with in the curriculum. Ms. Costello stated that demographiclly the schools breakdown rather interestingly. There is a very large social economic strata. which is not at poverty level but just above poverty level. There's also an extremely high number of single parent households. Ms. Costello stated that she hopes the committee would be able to put together a program if not multiple programs, which would not be, based on poverty level family income. She said there's a large percentage of children who a not eligible for those programs and are not in private lessons of some sort. Ms. Costello suggested a meeting be scheduled with the director of fine arts for District 65 and 202. Mr. Greenblatt asked if the Evanston Arts Center has after school programs? Ms. Costello stated that they have several after school programs and scholarships are available. However, Ms. Costello has never had a scholarship student or a student receiving any type of financial aid in any of her classes. It was suggested that transportation might also be an issue. - Ms. Costello asked for volunteers that would be interested in joining the Arts and Education Committee. Mr. Greenblatt suggested that educators in the community be involved. Ms. Brodskv stated that she tvould give Ms. Costello the phone number of Karen Ericson. She felt as though she would be of some help. Ms. Costello stated that there are a number of artists in residence programs. She said that _ Oakton School had a private fundraising campaign last year so that they could bring in a puppet company. Mr. Greenblatt suggested contacting the Music Institute. Ms. Brodsky said they have a scholarship program. Ms. Brodsky stated that there are wonderful offers and lots of organizations in Evanston that do offer thinks. Mr. Mickenberg said that Ms. Costello has done a great job with the Arts and Education_ Committee. E Mr. Mickenberg stated that the new committee members and those that have not participated in a committee are encouraged to join at least one or two committees. He also said that committee members are encouraged to bring in non -council members to serve on sub -committees. Mr. Mickenberg stated that the people on committees would hopefully moved up to committee chairs and become members of the Arts Council. He said that the idea is to get people involved and to makes sure that the council is represents a broad base of the community. Ms. Costello suggested having an open forum and invite educators and people in the community to discuss their issues. Ms. Roeder stated served on a committee that went to City,Council advocating to put the arts back into the middle and grade schools in District 65. She said at that time the high school had a very strong arts program. Ms. Costello stated that Richard Bowers. the head of the Fine and Performing Arts Program, is a very fine musician. his. Roeder stated for years they had a second person, Nadine Pool, who ran the Fine Arts Department. She stated that they have shortened from four people to three people. tits. Roeder asked who in the city is making these decisions and why are these decisions being made? Ms. Costello stated that they are expanding the department and adding two new positions in the Fine Arts Department. They are creating a new photography and 3-D position for next year. Ms. Roeder said there were four directors one for visual arts, music, dance and theatre. She said she was Cultural Arts Chair at the high school for two years. And as chair she headed a program where she worked with those directors and had them working together. Ms. Roeder said that the have combined positions and now people are making decisions in fields in which they are not trained. Mr. Mickenberg stated that if Allan Alson is combining administrative positions in order to have more teacher flexibility by increasing the number of teachers on staff, that might be a good thing. He is currently not sure. Mr. Miekenberg stated that he .would like to know if the schools have been cutting back on the amount of time students have in art related courses? if they've been eliminating courses in favor of more standard test oriented classes? And has there been a reallocation of resources away from the arts and creative expression into other areas? Ms. Costello stated an online entry-level visual arts test has been developed for incoming freshman that would like to test out of an entry-level art course. Ms. Costello stated that she took the exam. she felt that the test was not specific to any discipline. She said when she spoke to Richard Bowers afterwards, she said there studies have found there are wide variation of responses depending on what middle school the students come from. M Lakeshore Arts Festival Committee —Nis. Costello stated that she was unable to pick up the statistics because of the office move. She said the overall view of the Lakeshore Arts Festival is that it is extremely successful. Nis. Costello stated there was a change in the layout and the artists were very happy with the new layout. She said that Phil Battaglia did the new Iayout. The Children's Art Tent had been expanded to more than just toys. This year the tent was underwritten by the Art Store in Evanston. the), underwrote all the art supplies; they gave a cash donation and sent volunteers to help out. Mr. Greenblatt stated that there were a variety of things to do for kids of all ages. Ms. Costello stated a suggested had been made to have an Adult Art Tent at next year's festival. She said there were a lot of adults doing art projects with their children. Ms. Costello stated for the first time there was an artist demonstration tent that went well. The music went very well, there were two stages a main stage and children's stage. Ms. Costello said was a very unusual selection of food vendors, the committee received positive feed back about that. Mr. Greenblatt stated that the weather cooperated on both days. Ms. Costello said the Auction Tent made S 1,400 more than the previous year. She stated at the wrap up meeting there were a number of suggestions made for next year to make check in easier. Ms. Roeder stated that it is very important for every one to remember that art is for everyone. She said one of the things the committee could do is take to the community the idea that art is for everyone. Ms. Jourdain suggested advocating the arts for senior citizens. Ms. Costello said a suggestion was made at the committee meeting, to do Art in the Park for the 30t' anniversary of the festival. At the next festival there would be tent where people would pay S1.00 to paint a tile; the tiles are then use in various locations in Evanston to make park benches. Ms. Costello said you could also take it a step further and make a wild goose chase of it, by making an announcement of the different parks the benches will appear. And people could go hunting to see if they could track down their tile. Ms. Costello stated they would be contributing to their city and it's for people of all ages. She stated that there were a couple of ceramic companies that underwrite projects such as this one. Mr. Greenblatt suggested taking the "Art in Park" idea to the Public Art Committee's September meeting. Mr. Kelly stated that it's a great idea. but suggested placing the tile on columns. his. Parson suggested putting the tile on viaducts around Evanston. Mr. Greenblatt asked Ms. Costello it she would be able to attend the September Public Art Committee meeting:' Ms. Costello said that she would attend the meeting. Mr. Greenblatt said he would make sure she is added to the agenda. Ms. Costello thanked Patricia Battaglia for doing an extraordinary job with this year's Lakeshore Arts Festival. Ms. Parsons asked about one of the committees that «-as on the list of Arts Council sub- committees and where that committee currently stood. Mr. Mickenberg stated that the committee in,.%•hich she was referring to had not yet been called together. He said in September the committee %vouid be formed. Director's Report —Mr. Greenblatt stated that the office renovation is underway. And the staff office has been temporary relocated to room 106 until the repair work is completed. Mr. Greenblatt stated that the Artskills mural was a wonderful success. He said that everyone got so much out of it. Mr. Greenblatt stated that Arts Camp and Young Artist Program were both successful. He said they heard very good things from the kids and their parents. Mr. Greenblatt stated that the campsites were relocated because of the construction at some of the schools in Evanston. Mr. Greenblatt stated that every art farm is going to be represented at ArtsWeek Evanston, there will be a day where each art form is highlighted. Mr. Greenblatt asked that everyone reserve all nine days, stating there 'ill be great things to do on each day. Mr. Greenblatt said they would be asking for some help one the first day, greeting people etc. He stated that almost everything is free although some of the groups participating have regular shows going on and they will be charging for those shows. Mr. Greenblatt stated that they are trying to get more funding. And that hopefully next year there will be money in the budget for ArtsWeek Evanston. Mr. Greenblatt stated he has been working on the budget and that there is going to be a slight reduction. It is an across the board City of Evanston budget reduction. Mr. Greenblatt stated hopefully there wouldn't be any programmatic reductions. Mr. Greenblatt said he was trying to keep what we have and that he was also asking for increases in certain areas. Mr. Greenblatt stated that he is trying to build a staff, which is going to help raise money and get outside sponsorship. Ms. Roeder asked if this was the first year for ArtsWeek Evanston? Mr. Greenblatt stated that it was the first vear in fifteen rears. Ms. Roeder said it sounds like there are plans to have ArtsWeek Evanston on a regular basis. Mr. Greenblatt stated that he would like to have ArtsWeek every vear. Ms. Roeder asked who made that decision? %fr. Greenblatt stated it's a matter of the Cultural Arts Division partnering with EVMARK and Convention and Tourism Bureau. He said this is an activity of the city. but he would like for the Arts Council to be more involved. Ms. Roeder stated she was surprised when the idea was presented that the members had no awareness that the idea was even being considered and now that is being extended. She said she was puzzled by the lack of the Arts Council involvement. Ms. Roeder asked where the Arts Council fit in to all of this? Mr. Greenblatt stated that there are certain city activities that are not approved and/or ideas did not come from the Arts Council. And there are a lot of ways that these activities can occur. He said the value that he sees in ArtsWeek is that it's an opportunity for us to help people get to know the art groups that exist in Evanston. Mr. Greenblatt stated that he invites everyone to participate, as far as the Arts Council's approval that would be up to the council. Mr. Greenblatt stated that the Arts Council is an advisory board. Ms. Brodsky stated that the issue still exists regarding whether the Arts Council is an advisory or policymaking board. She said you have a committee of volunteers here that are feeling left out. Ms. Brodsky said she thinks it becomes a communication issue and'if you want the buy in of the Arts Council it needs to be a together activity. Ms. Blevins added that it should be a "together' creation. Ms. Roeder said its not that the council is opposed to the idea. It just feels different when you're a part of the idea. Ms. Blevins asked if Mr. Greenblatt could take Ms. Roeder's comments back to the stain. Mr. Greenblatt stated would do that. but that doesn't guarantee they would do anything differently. Mr. Mickenberg stated this gets into some long term structural issues in relationship to the City Council's placement within the City of Evanston. He said part of this relates to power control issues that have been on the table for a year. Mr. Mickenberg stated that part of it relates to the relationship with Parks/Forestry and Recreation and the Arts Council. He said that is something in the long term that has to be addressed. Mr. Mickenberg stated another part of it relates to the fact that the arts get used at times. He said the whole issue of "Downto%%m is the Heart of the Arts in Evanston" and the "It's Thursday" concerts are something he found abusive and inappropriate on the part of EVMARK and the Chamber. 9 Mr. Mickenberg stated these events use Arts Council personnel with no benefits back to the Arts Council. He said he thinks Arts Week is a very good idea and that Mr. Greenblatt has done wonders with it. Mr. Mickenberg stated that he fully expects once a strategic plant for Noyes gets going these issues would be brouuht forward. Mr. Mickenberg stated that the members were pointing out some really good issues. Although he doesn't think those issues are currently solvable, but he appreciates the councils prospective on those issues. Mr. Kelly asked how much money EVMARK and the Convention and Visitors Bureau have put into Arts Week? Mr. Greenblatt stated that he didn't currently have that information because the event is still being planned. He said however EVMARK is paying for a major portion of Arts Week. And that fundraising efforts are also being made. The City of Evanston and the Ants Council are not contributing any money this year. Mr. Mickenberg stated as the director of an arts organization in Evanston, he doesn't feel that the Evanston community supports its arts organizations very well if at all. Mr. Mickenberg stated what the Arts Store did was great and gives leadership to what should be done. Mr. Mickenberg stated that he would urge the city to do what he calls the museum of postmortem. This is all of the stakeholders of a project discuss the project once it is finished. They discuss what went well and also what did not go well. People that were a part of the audience are also included to give their opinion on changes that need to be made. Mr. Greenblatt stated the same thing is done with the Lakeshore and Ethnic Festivals. And that it would also be done,.%ith Arts Week Evanston. Ms. Costello asked if something could be done to include First Night in the arts week activities? Ms. Brodsky stated that First might is a grant recipient and that it may be a conflict of interest. Ms. Brodsky stated that comes back what the Arts CounciI's purpose is? Whether it's a programming or more of a leadership advocacy type of position in the community. There was a discussion regarding a letter sent to council members about a budget meeting September 19, 2001. Nfr. Greenblatt stated that he had no information regarding that budget meeting. Chair's Report — Mr. Mickenberg thanked everyone for their committee reports and all the hard work that they have done. He stated that they have gotten a lot of committees off the ground and running in a short period of time and he wanted to thank everyone. 10 Mr. Mickenberg stated because there are so many new members of the Arts Council, he recommends that we have an extended meeting on September 25. Mr. Mickenberg said that it would a ••tilini-Retreat", At that meeting the purpose of the Arts Council would be reviewed alone with some of the decisions and issues. Mr. Mickenberg made a recommendation that the council meet at 6.30 p.m. — 9:00 p.m. Ms. Costello suggested calling the meeting for 6:00 p.m. and having food. Mr. Greenblatt stated that the budget for meetings has been set a S 15.00 per meeting. Mr. Mickenberg stated that this would be gift of the Block Museum. Mr. Mickenberg stated that in October he would be stepping down as chair. He said that he would like to put together for a brief period of time a Nominating Committee to help look at the issues of leadership and make some recommendations. Mr. Mickenberg said he was taking suggestions and volunteers as to who would like to serve on the Nominating Committee. Pamela Blevins, Michelle Brodsky, Virginia Roeder and Genevieve Costello volunteered to serve on the committee. Ms. Blevins asked about the procedure for the assistant chair? fir. Mickenberg stated there was no procedure in place for an assistant chair, but that committee could work on that also. Mr. Mickenberg stated the committee should look at transitions, chairmanship of the committee and incoming leadership issues. He said he appreciates all of the volunteers for the Nominating Committee and if anyone wants to volunteer with in the next couple of days please notify him at his office. Mr. Mickenberg stated his office would be calling around setting up a meeting. Mr. Greenblatt stated that he would like to add to the agenda for the next meeting the status of the 501 C3. He said that the staff now has an interim person who is a very fine fundraiser. But, she is finding that because of our current status we are not able to raise money for projects that we would like to raise money for. Mr. Mickenberg stated that there mas an agreed upon procedure for following through on the 501 C3 and the city did not live up to that. Ms. Parsons stated that she would like to add the June 22 letter from Roger Crum to the September agenda, Ms. Rosario requested that ArtsWeek and the budget also is added to the September agenda. Mr. Greenblatt said when the budget goes before the City Council the more Arts Council representatives in attendance would make an impression on them. Mr. Greenblatt stated that he would inform the council when that would take place. Mr. Mickenberg stated if the Department of Parks. Forestry and Recreation is asking the leadership of the Arts Council to come to the meeting in support of the budget the Arts Council needs to receive a sample budget and needs to have some input into the creation of that budget. He said he would not blindly go to the City Council and support something that he has not had input to and has not seen before it goes. Mr. Mickenberg said if what's being asked of the council is to show up and support the Arts Council's budgetary request to the city that has to be presented to the council and voted on as a council. He said if the council is not going to be included in the budgeting process he sees no reason to show up in support at City, Council. Mr. Mickenberg said that goes to the core of v.-hat the Arts Council is supposed to do. Mr. %lickenberg stated the reason why arts organization leadership shows up is because they are commented and had input. He said they have ownership of the document and direction. Mr. Mickenberg stated that's why the council showed up in support of cultural fund they have a hand in creating operating. defining and allocating those resources to the city. Mr. Greenblatt asked if the Arts Council had been involved create or had input in the budget in the past? Mr. Mickenberg stated that the director to the Arts Council in past years had proposed the budget. He stated at the end of Jonathan Glus tenure, the Arts Council had been raising enormous amounts of questions about the budget. Mr. Mickenberg stated the impact they've had on the budget is unknown. He said there needs to be some discourse in the council as to what constitutes a budget. Mr. Greenblatt Suggested having a budget sub -committee. Ms. Blevins asked if the council could get a copy of the current draft of the budget? Mr. Greenblatt stated there currently is no draft, all he has are last years numbers. Ms. Roeder suggested just having the special meeting and those who can attend do so. Mr. Mickenberg stated that he has resigned as the Director of the Block Museum df Art at Northwestern as of January 1, 2002. He has accepted the directorship of the Davis Center and Cultural Museum at Wellesley College. Mr. Mickenberg stated he doesn't move out until January 1 and he's going to be associated with Northwestern for a year after that. He will still be in control of the Holocaust Project. which opens in September 2002. ADJOURNMENT The meeting adjourned at 9:15 p.m. The next meeting of the Evanston Arts Council is Tuesday, September 25, 2001 Noyes Cultural Arts Center 6:00 p.m. I? Minutes of the Evanston Arts Council September 25, 2001 COUNCIL MEMBERS PRESENT: Mr. David Mickenberg Ms. Elena Kaiser Ms. Virginia Roeder Ms. Bobbie Saltzman Ms. Rose .Iourdain COUNCIL MEMBERS ABSENT: Ms. Pamela Blevins Mr. Tony Kelly Mr. Scott Morgan STAFF PRESEIN T: "Draft — Not Approved" Note: minutes are not verbatim Nis. Michelle Brodsky Ms, Sally Parsons Ms. Sandra Hill Ms. Loida Rosario Ms. Bonnie Zak Ms. Amy Seidman Ms. Genevieve Costello Mr. Harmon Greenblatt, Cultural Arts/Arts Council Director Mr. Robert Dorncker, Superintendent of Recreation Ms. Oneka Davis, Secretary II The meeting was called to order at 6:32 p.m. APPROVAL OF COUNCIL MINUTES The meeting minutes of August 28 were approved. Mr. Greenblatt thanked David Mickenberg and the Block Museum on behalf ofthe Arts Council for pro,6ding dinner complements of Foods Stuff. Ms. Brodsky stated that the August 28 meeting minutes reflect the calendar changes in a couple of the Arts Council 2001-2002 scheduled meetings. She asked that the members not present at the August 28 meeting make a note of the meeting changes. Ms. Saltzman stated that on the list of the Arts Council members it shows her term ending October 10, 2001. She said if they are on three-year terms then her term should end in 2002. Ms. Brodsk% asked if that information could be obtained from the city clerks office. Mr. Domeker stated that sometimes the Mayor appoints new members to serve out the term of a member that has resigned. In this case the new council member would only serve the remainder of the previous council member's term. his. Saltzman said she was told that she was being appointed to a three-year term. Mr. Domeker apologized for not looking in to the issue before when Ms. Saltzman requested it. He said he and Mr. Greenblatt would look into the matter and get back to her. Nis. Rosario asked what happened at the budget meeting on September 19? Ms. Brodsky stated that she would give an update later regarding the September 19 meeting. She the September 19 meeting was an informational meeting on the budget. Someone from the Finance Department will present the budget at the October 16 meeting of the Arts Council. Ms. Brodsky stated that the council would be working from the agenda on the cover of the packet that was distributed before the meeting. Arts Week Update — Mr. Greenblatt said that they are in need of volunteers for Arts Week Evanston. He said they are asking volunteers to greet people at the different events, make a brief speech and pass out and collect surveys. fir. Greenblatt passed around the signup sheet listing the events council members were asked to put their name by the events in which they could attend. Mr. Greenblatt stated that if you volunteer for and event that you had to stay to the end in order to collect the surveys. Mr. Greenblatt stated he would make sure that everyone receives the supplies that they will need for their event. He said a few of the events are going to ask for donations for the Red Cross relief efforts in Ne-w York and if you sign up for an event where they are collecting donations you would be responsible for handling the money. Ms Brodsky asked if all ofthese events would be free? Mr. Greenblatt stated that all of the events are free %%ith the exception of the regularly scheduled performances. He said at most of the events where there's a charge they will be offering discounts during Arts Week. Mr. Greenblatt stated that are volunteers would not be responsible for collecting money for the shows. on!y donations. Ms. Rosario asked which of the shows are appropriate for children? Mr. Greenblatt said that was something they didn't think about adding to the list. He read through the list and stated that shows that he new would or would not be appropriate for children. Ms. Brodsky asked if there were any Arts Council members on the committee planning Arts Week Evanston. Mr. Greenblatt said Bonnie Zak and Scott Morgan are the two Arts Council members on the Arts Week Evanston Committee. Mr. Greenblatt stated that a breakfast with the legislators has been added to the Arts Week agenda. The breakfast will be held from $•9:30 a.m.. Friday, October 12 at the Noyes Cultural Arts Center in the Piven Theatre. The guest speakers are Jan Schakowsky and Jeff Shoenberc. There is a S 10 charge for the breakfast. Mr. Greenblatt stated that there is limited seating and you are asked, to reserve your seat in advance. The topic of the breakfasts will be "The Role of the Arts and how it relates to the Legislator" on the federal, state and local level. Ms. Kaiser asked fir. Greenblatt to go through the list of events that are most important and in need of volunteers. !Ar. Greenblatt read through the list of events for October 6- 14. He stated that he would also be requesting participation from the Public Art Committee. Future Events -- Ms. Brodsky stated a Cultural Diversity Workshop would be held on Saturday, September 29 at the Evanston Public Library main branch. The workshop is to help the individuals and organizations that did not meet the cultural diversity standards. It will be hosted by Lorelei McClure. Ms. Brodsky stated that the Cultural Diversity Workshop and Arts Week Evanston were the biggest upcoming events. Mr. Greenblatt said the Cultural Diversity Committee is working on Black History Month for February 2002. 41s. Brodsky suggested the council members contact Ms. McClure if they were interested in helping. Brief Budget Discussion and Legislative Undate — Ms. Brodsky stated all council members should have received a letter from 70' Ward Alderman Steve Engelman. This letter was to inform you of the informational budget meeting on September 19. Ms. Brodsky said she, Virginia Roeder and Pamela Blevins attend the meeting. She said that it was a presentation from the city government. Ms. Brodsky said they were informed there is a shortfall between revenue and expenditures. She stated that they are looking for ideas from all of the boards. Ms. Roeder stated it doesn't seem likely that there N%ill be any budget increases. She said that they seem to be cutting the budget throughout the city. Ms. Roeder stated they are very open to suggestions on how to make those cuts. She said that she is going to recommend that they cut across the board rather than cut some programs completely. Ms. Brodsky said that David Mickenberg suggested putting together a budget committee. - She said at the October 16 meeting the council will be looking at the Arts Council budget. Ms. Brodsky stated once we decide what is important to the council and the mission of the council it maybe clear to the council what their recommendation should be. There was a discussion about what the budget means to the Arts Council. Ms. Brodsky stated the budget proposed by the staff would be submitted to the council. Mr. Greenblar, stated that each department is being asked to reduce their budget. Mini -Retreat — ivir. Mickenberg read through the mission statement and goals that were written and approved by the Arts Council in September 1999. He stated this mission statement is the product of a great deal of discussion among the council and with advisors that were brought in to the retreat. The moderators where Cleo Alexander, Aline Vallcanis and Joanne Vina. Recognizing the importance of the arts to the community, the Evanston Arts Council provides leadership and advocacy far the promotion, development and accessibility of the arts for all its citi_ens and creates an emIronment fir artistic excellence. Goals: To assist Evanston artists and arts organizations and to foster collaboration and communication benveen them To identify community arts needs and develop programs and opportunities to meet those needs To integrate (lie arts into the community ' To increase the resources of the Evanston Arts Council To insure artistic and cultural diversity To foster arts education in the Evanston Community To propose and promote the creation and preservation of public art In the community Mr. Mickenberg stated this was in recognition of what the Arts Council viewed as their '' primary purpose in relationship to the enabling legislation in 1977. The fundamental basis behind the Arts Council was to assist in the development, stability and communication of the arts organizations and artists of the City of Evanston. Mr. Mickenberg stated as many mission statements this provides a battlefield of negotiations between competing interests. And at the same time establishes a ground terrain from which to grow in the future. Mr. Mickenberg stated that there were several concerns that were voiced by the council in 1999. The first being, that the council is here to support the artists and arts organizations in Evanston. Mr. Mickenberg stated that there has been a lot of discussion of what the purpose of the Arts Council is in terms of programming. And the council came down strongly on the side of advocacy, support and creating an underling infrastructure for the Arts Council. Mr. Mickenberg stated one of the last discussions was about insuring artistic and cultural diversity. He stated that the council was founded on the notion that cultural diversity in Evanston needed to be supported. Mr. Mickenberg also said that the arts organizations from small and large communities within the city needed to be given a helping hand and supported. He said the different viewpoints on art needed to be supported. Mr. Mickenberg stated the idea of artistic excellence was discussed. the council did not want to state what artistic excellence was but they were geared to it. Mr. Mickenberg said that they also added that the purpose of the Arts Council over time is to see that the resources of the council expand. He said that has a lot to do vith the creation of a 5010 in support of the Arts Council's activities. Ms. Rosario stated that the mission is very broad and the goals are very good. She asked if the Arts Council's role is more on the strategic level as an ad%isor to the city government? Mr. Mickenberg stated they had a discussion with Roger Crum, Judy Aiello and Doug Gaynor and that it is something that over time the council is going to have to clarify with the city. Mr. Mickenberg stated that the council is a policy making body when it comes to the Cultural Fund. The Arts Council sets policies and implements policies. He stated in terms of public art the council is a policy making board. Mr. Mickenberg stated that when it comes to the Noyes Cultural Arts Center it is unclear what the Arts Councils role, is. And in part that reflects that it is unclear what the purpose of Noyes is. Mr. Mickenberg stated advocacy, support and communication is an area in which the ` Arts Council has not done very well. A committee has been formed so that the council could improve in those areas in the future. Ms. Roeder stated that as the Chair of the Advocacy Committee it is hard to figure out what is going on, what the council's control is and what the restrictions are. Mr. Mickenberg read the four areas from the flow chart that the Arts Council thought were of key importance: advocacy/support and communication, cultural fund, Noyes and public art. He said there was some activity in the council that either fit in to all those areas or none of those areas. The first is budget resource and development, which effects all of these areas. There was a Nominating Committee, which also effects all of these areas. Third is the Cultural Diversity Committee, which is something that should be an oversight for every activity that occurs. And then there is the Advisory Committcc for Parks/Forestry and Recreation that is a modification to the organizational chart on the next page. Mr. Mickenberg stated there were originally five projects when the Arts Council went into retreat. Mr. Greenblatt stated that Light Opera Works has shown what advocacy can do. They wanted the city to fund their study on the possibly of taking the Evanston Theatres on Central and turning them into a performing arts space. They got their committee and their board involved advocating for them. Ms. Roeder said when arts organizations are advocating for themselves that makes the role of the Advocacy Committee very complicated. Ms. Roeder asked what the Advocacy Committee's role is? And whom are they advocating for? Mr. Slickenbera stated there are tasks in the areas of advocacylsupport and communication, cultural fund, Noyes and public art. He said also listed are the committees that handle those tasks. Mr. Mickenberg read through the Iist of tasks and the committees that handle those tasks. Ms. Rosario asked .%-ho else was advocating getting money for the arts other than the Arts Council and independent organizations. Mr. Mickenberg stated that there is a difference between advocating for the arts and getting dollars for the arts. He said in terms of the Evanston community there are different organizations that work on getting dollars for themselves, but there is no umbrella organization working to get money for the arts. Mr. Mickenberg stated as far as advocacy within a specific medium for performing arts organizations there is the Evanston Performing Arts Coalition. This is an organization without city support and staff: Mr. Mickenberg stated there is no broad -based community advocacy. Ms. Rosario asked the names of the organizations that spearheaded Arts Week Evanston? Mr. Greenblatt stated that they have received help from EVMARK and the Convention and Tourism Bureau. Mr. Mickenberg stated that the Evanston Arts Council is part of the Department of Parks/Forestry and Recreation. which is a part of city government. The monies from the Department of Parks/Forestry and Recreation are allocated on an annual bases by the City Council based on revenue that comes into the city. The Arts Council budget is the city budget it is split between programs, Moves Cultural Center and the Cultural Fund. The money that comes in to the council and distributed through the cultural fund is given by the city as part of the annual budget of public money. There are additional monies from " the state that go into the cultural fund as well. Mr. Mickenberg stated that there is a rational concern that the council has had in relationship to the grant that Light Opera Works and the Evanston Dance Center received from the city, that the city has put in place a process of direct allocation to individual organizations, and the council may want to question if that's v,7se. And also that there is obviously discretionary income that could be going to the arts. Mr. Mickenberg stated that as part of the leadership of the arts community we have a right to ask that question. He stated that he asked an Alderman why they did not pass that money through the Arts Council budget to insure proper oversight. Mr. Mickenberg stated that the Alderman's response was that it happened too quickly and they didn't even think about it. Mr. Mickenberg said the reason this retreat came about is because of questions related to the placement of the Arts Council within the structure of city government. 1.1 Mr. Greenblatt stated that Light Opera Works' proposal went through Economic Development. And that's part of the reason they passed it was because having a performing arts center on Central Street would help that area. He said that it is known that performing arts centers do act as an economic engine in that area. Mr. Mickenberg stated that was true except for the enabling legislation says that the Arts Council is responsible for the development of a master plan facilities for arts in this community. Mr. Mickenberg stated that this is a discourse for the Advocacy Committee over time. He said that is an issue for the Advocacy Committee to look at in relationship to how the city government functions on behalf of the Arts Council. Mr. Mickenberg read from the enabling legislation for the Evanston Arts Council section 2-1-4: Powers (J): To prepare and recommend to the City Council a comprehensive plan of cultural improvements looking to the present and future. The Arts Council shall make an annual report of its objectives and accomplishments. Mr. Mickenberg stated that if the city would have thought clearly about what the purpose of the council was, the council could have reviewed and made a recommendation pertaining to how the Light Opera Works study was supposed to come about. And the council could have provided oversight to the expenditures of though's funds. Mr. Mickenberg stated that you have both an enabling legislation for the Arts Council and the enabling legislation for increasing the number of members on the Arts Council in the packet. He said that there is an additional enabling legislation for the Public Art Committee. The Public Art Committee is the only sub -committee of the Arts Council appointed by the Mayor. It reports through the Evanston Arts Council and is part of the Evanston Arts Council, but is not appointed by the Arts Council. Mr. Mickenberg stated that there is an issue that relates to why all of this is being looked at. And it has to do with clariR ing the mission of the council as being part of the Department of Parks/Forestry and Recreation. Mr. Mickenberg stated that there have been a lot of discussions about the position the council members and the chair took regarding whether this council should be pan of Parks/Forestry and Recreation. There is a conflict in missions between Parks/Forestry and Recreation and the Arts Council. There is a conflict between programming and advocacy. Mr. Mickenberg stated the position that the Arts Council has taken in the past that the Arts Council should not be responsible for recreation programs. In being part of the Department of Parks/Forestry and Recreation the advocacy mission of the council gets ignored. Mr. Mickenberg stated that is an issue for the council to deal with in terms of what the council's position is with the city government. Whether the Arts Council should a part of the Department of Parks/Forestry and Recreation or whether the council should be out of Parks/Forestry and Recreation as an independent governmental agency. Mr. Mickenberg stated that was the underlining discourse within this retreat that provided for a clarifying statement as to what the position of this council is. Mr. Mickenberg stated the mission of the council is to propagate, support, promote and develop artists and arts organizations in this community. Mr. Greenblatt stated that there is room for all the programs, missions and goals. He asked what the Arts Council wants? Mr. Greenblatt stated that it's important for the city staff to get a clear message from the Arts Council as to what they feel is most important. He stated that it's the job of the city to provide art programs for the Evanston community. Mr. Mickenberg stated no one has ever advocated getting rid of any programs. He said that that is not the issue of the Arts Council. Mr. Mickenberg said that it is another thing to say that those programs are the purview of the Arts Council. He stated the council has been exceedingly clear over the past two years that those aspects of the Department of Parks/Forestry and Recreation that are art programs should supported and do very well. It is different to say that the Arts Council has to be responsible for running them. And when you do have Arts Council staff running them those programs are so complex and time intensive that the advocacy part of the council gets overlooked. Mr. Mickenberg stated that if there was a structure involved that could show the Arts Council that advocacy wouldn't get overlooked the council in the past would have been very interested in seeing that it worked. Mr. Mickenberg stated the purpose of today is look at the issues and say these are things that the council needs to be thinking about and address over time. The council should to look very carefully at implementing the strategic direction in the flow chart. He said that the flow chart is a representation of strategic direction. It points out which areas we have wanted to tackle. The Arts Council needs a lot more people, energy and creativity. It is very clear as to what the council has chosen as its strategic direction in the future. Mr. Mickenberg stated that the council may chose to change the strategic direction, new members bring new thoughts. They may chose to concentrate on different leadership and different directions. Mr. Mickenberg stated that we are about to enter into a new economic climate in this country that is going to force a revaluation of the direction of the Arts Council. He said this council might wish to look logically at what is going to happen to the arts in this community. And how best can this council look at supporting the arts centers. What role does this council play in its obligation to this community and to the arts? Mr. Mickenberg said that we are in a new period of economic issues that we should be looking at as a group. He stated that's going to take leadership, time and creativity. Mr. Mickenberg stated as a council they should look to the Advocacy Committee, cultural fund and the 501 C3 so a decision can be made on how the council can provide leadership to organizations that are going to have difficulty. Ms. Jourdain stated there is an intensified feeling of and community self-sufficiency. She said that our o% n communities are going to be a source of inspiration. Mr. Mickenberg said the sense ofcommunity and the idea of independence has been increased. He asked how the council related to this? Ms. Brodsky stated the concept of seed money, ideas and leadership comes down to programming verses advocacy. Ms. Jourdain stated the giving of the dollar is not as inspiring as the giving of support. She said advocacy makes us a better people, nation and community. Mr. Mickenberg stated one problem he's had for a few years is that Black History Month rests at Noyes. He stated the role of the Arts Council should be to make this a community wide event that involves every arts organization in the community rather than thinking about this as a Noyes event or as a Department ofParks/Forestry and Recreation event. The Arts Council in its leadership role working with everyone should be challenging the arts community to come to the table. Mr. Mickenberg said that the Department of Parks/Forestry and Recreations programs create community. Mr. Greenblatt stated he agreed with the idea of making Black History a citywide event. He said we have to get there and if this is something that the Arts Council feels strongly about they have to have a statement and a budget and it has to be brought before the City Council and you have to get money to do it. Mr. Greenblatt stated that you also have to have staff support. Ms. Parsons stated that the council does not talk about the big issues and what we are going to do about it. She said we don't talk about strategic plans and that what we should be doing. Mr. Mickenberg stated one of the things the council should talk about is the notion that the cultural fund take on a request for proposals. He said that maybe the council should challenge the community to come with proposals for the arts that relate to certain issues. Mr. Mickenberg suggested challenging the corporate community to match the dollars that the Arts Council gives in the cultural fund. Mr. Mickenberg asked does what happened in the Twin Towers change perspectives to such a degree that maybe the council needs to think about a request for proposals that relates to some aspects of community building in light of political and social turmoil. Ms. Kaiser said it personalized it more for the community. The whole event touched everyone and made people think differently. If we have a clear purpose then we can go forward with our vision. Mr. Greenblatt stated as far as corporate or foundation money being given to the Arts Council is very tough. He said they are not giving money for re -granting. Mr. Mickenberg stated the issue is that this council needs to think creatively about where we want to challenge the community. Mr. Mickenberg said if this council wants to do a request for proposals on teaching tolerance in schools and then allocate 50% of their resources to teaching tolerance in the schools. ask teachers and administrators to come to the council on how to do this and to partner %kith the arts community to do it. It relates to the current theme of community building and is in some respect a good program. Mr. Mickenberg said that he is not proposing this program. He said there is a possibly of taking that proposal to even• one of the corporations in the city of Evanston and asks them to contribute $500. Mr. Mickenberg stated we can be a little creative ►vithout going to larger corporations and look to our own community for small levels of support that we can build upon in later years and with later programs by getting them on board. He said if you start small and have a good idea it works. Mr. Mickenberg suggested formulating a committee to advise on this, which includes the First Bank of Evanston, Citi Bank and Evanston Invest etc. He said it's a way of thinking about broadening out what we do in the community. Ms. Roeder said she was being asked to do certain things and we as a council only have so much time to give. She used Arts Week Evanston is an example saying that it is an excellent idea but this was not an idea of the Arts Council. Ms. Roeder stated the council had almost no input into this idea. She asked if Art Reek is new this year. Mr. Greenblatt stated that it was the first time it had been done in a Iong time. Mr. Greenblatt stated that there were two council members on the Arts Week Evanston Committee who were involved in planning and execution. Ms. Rosario said it seems that we have five major issues that are really important. At the same time there is also a need for these committees to show more leadership to the community. She said the reason why we feel so shortchanged is a matter of time and resources and second understanding our role. Nis. Rosario stated there are ways of getting around most of these issues if we as a council prioritize what it important to us. And decide what we can realistically do in the current political situation. Ms. Rosario stated that once we go through the process, and she was not sure what the next step was after the discussion. She suggested that the next step be prioritizing what is important and then what can be done. Maybe coming to a consensus and focus to make us all feel like we have accomplished what we have set out to do. Ms. Rosario stated that we have to come to a consensus as to what are the priorities. Mr. Mickenberg stated the issue of prioritization is a good one and that the council should pick those areas that they would like to concentrate on in the next year and go after them. 10 Ms. Hill said prioritization is not only a good idea but that a sub -committee should be established given that we are volunteers. She said prioritization would take at least a month. Mr. Mickenberg stated for him the issue with the Department of Parks/Forestry and Recreation is the allocation of stwTtime. As a predominately volunteer body staff leadership is imperative. staff follow through on projects is imperative and where the priorities are in programmatic issues. You're not going to get the allocation of staff time to the advocacy issues that were talked about. The conflict is between programming verses advocacy and community organization and where the allocation of staff time is. ,\fr. Mickenberg stated while the two are merged advocacy always loses. Ms. Brodsky stated that is the nature. when you have a deadline to meet advocacy is going to pushed to the bottom of the list. Mr. Mickenberg stated that the four years that he has been involved with the council he has never seen it go in the direction of advocacy. Whether there were two or three staff people here. He said that he did not thid- that it was possible. Mr. Mickenberg stated that in the past there has been a different way of operating which has changed in the leadership of the Department of Park/Forestry and Recreation. He said that it had also been changed because of different leadership of the council. Mr. Nickenberg stated that there has also been a different set of priorities. He said that this discussion has come to the fore since the death of Joe Zendel I. Mr. Mickenberg said this was not on the table %vhen Joe was here because he had a really good command of what he wanted, the direction he wanted to go in and where he was allocating time. He said that there was a different leadership in the Department of Parks/Forestry and Recreation at that time also. Mr. Mickenberg stated that this issue has been on the table for a good six years. Nis. Brodsky said some of the programs like Arts Camp and the festivals were run from City Hall. She stated that it also enters into the discussion beyond what we want to do and where staff comes into that. Ms. Brodsky asked where is the limit for a volunteer and where does staff step in and where are the priorities. Nis. Rosario stated issues like high level structure of the council and Recreation Department and the staff are very important issues that are long term. She said in the mean time there could be some priorities .where we could show leadership. Nis. Rosario said she knows the meeting is going to be focused entirely on the budget, but preceding the budget discussion we need to finalize the issue of what are our priorities long term and short term are. Ms. Rosario stated if the council came up with six things that would help a lot. Ivir. Mickenberg said that we could, he also suggested having another meeting before the October 16`s meeting. his. Brodsky suggested have a "Part Two Mini -Retreat". She stated that she has envisioned having a retreat as they had in 1999. Mr. Greenblatt stated that the budget would not take the whole meeting that it would an hour at the most. Mr. Dorneker said he also thinks the critical part of this in not only the budget, but from Mr. Greenblatt's prospective on how he sees the organization and how the organization is currently set up. He said he would like to know the council priorities and how they are going to move forward with it. Mr. Domcker said there are a number of new council members that are not aware, besides the information that you have provided on the operation from Mr. Greenblatt's prospective. Ms. Roeder stated that the council does need staff support. She said Mr. Greenblatt is the main person the council goes to for staff support. And there has been frustration in her committee on advocacy. We have wanted some staff support for some things and you get frustrated because we didn't get it in time and when we finally got it we have lost our enthusiasm to do it. Ms. Roeder said it is very important to consider the staff support and how much time we have. Mr. Greenblatt said that if we want to move forward %vith the suggestions made a few minutes ago you've got to put in for staff time. Mr. Greenblatt stated that we have to allot for staff time and we have to go through the whole process of making it real. He said that it is unrealistic to say lets cancel one of the festivals because that is not going to happen. Mr. Greenblatt stated that doesn't mean that if we organize it correctly it won't come about because it can. Mr. Greenblatt stated that we might take on something that doesn't cost us anything as far as the budget, but it is going to cost staff time, which is just as real a cost. Ms. Roeder said if the staff it is not there then the committee loses its enthusiasm. Mr. Greenblatt said the staff has been operating with only two full-time people. And that we are doing the best we can but it doesn't allow for us to do a whole lot. Ms. Brodsky stated it goes back to the fact that you're busy also with programs. Ms. Rosario wrote out a list of strategic priorities the Arts Council could to focus on as far as long-term and short-term goals. Strategic Priorities (2-3 years) Leadership Adrocac}- Role in Arts: - Business Dei•elopment - Art Community - Community, at Large Leverage Evanston Resources - Residents - Business Strengthen Community Arts - Diversity To be decided as 1 }'ear specific actions 1. Operational ejiciency 12 - Arts Council 1. Prioritization of programs and resources given money CGS; leverage programs citytiride 3. Reflect changing community, needs - composition - community, as source of srrenglh and investment Ms. Rosario said that this is just something to start with. She said it is easier to work with strategic priorities because they can be made into broader statements. Ms. Rosario read through the strategic plan she put together. Ms. Jourdain said in a shorter term if we have nine months to do something we are more excited about doing it then if we have three ~•ears. Nts. Brodsky stated that's what has driven the cultural fund and if things don't have a natural deadline you have to impose one on them. She said people work better «ith deadlines. Ms. Parrons asked if the Arts Council was would meet again before the October 16'' meeting. Mr. Greenblatt stated a notice has to be sent out because of the public meeting act. Mr. Mickenberg stated that people get debilitated after a certain period of time. And you've raised some real great questions, he said it has caused him to think in a different direction. Mr. Mickenberg stated that there is a Public An Symposium on October 6 from 9:00 a.m. to noon at the Block Museum. He asked how many council members were planning on attending? Mr. Mickenberg stated that he could do a lunch at the BIock after the symposium. Mr. Greenblatt stated that no staff would be able to attend a meeting that week because of Arts Week. fir. Mickenberg asked if there was a good time to meet during that week. There was a discussion regarding when the next Arts Council meeting would be and the issues of the Public Meetings Act. The idea of doing video conferencing from Northwestern University was also discussed. It was decided that the next Arts Council meeting would be held on October 30. 2001. Ms. Parsons suggested that everyone read over the materials that they were given and come up with a few ideas for the next meeting. Mr. Mickenberg. stated that he would check to see if he could get academic technology to make copies of the minutes for the council members. Ms. Brodsky suggested that they go through and identifywhat these materials are and where they came from. Included in the packets are the interoffice memorandum from Roger Crum with the letter from March 16 and then the June 22 update. There is a copy of the Powerpoint presentation Mr. Mickenberg made to City Council on "Who the Arts Council is and it placement within Government." It is set up so that you can take notes. Ms. Brodsky stated that this was July 17, 2000, we approached the Human Services Committee of the City Council. She said itwas a proposal to the City from Arts and Recreation. There are also the documents, which are from the Parks/Forestry and 13 Recreation stating the responsibilities of the Evanston Arts Council. Also included is a July 12, 2000 status report and recommendations from the city of Evanston and this is in part the response to the recommendation in which the Arts Council made. On page 22 is the staff proposed flow chart for the Cultural Arts Division. And on page 23 the current model of the flow chart, which was in place at that time. Next is the enabling legislation, the ordnance for expansion and a letter Mr. Mickenberg wrote asked about structural placement of the Arts Council base in 1999. fir. Mickenberg stated that all of these have history behind them and other things have happened since then. He said there are issues here that you may not want to pursue in the future. And there might be things that in two years you decide that you don't agree with any more. Mr. Mickenberg suggested that strength and community; arts and diversity should be moved to number one on the strategic priority list ADJOURNMENT The meeting adjourned at 8:57 p.m. The next meeting of the Evanston Arts Council is Tuesday, October 30, 2001 at the Noyes Cultural Arts Center at 7:00 p.m. 14 Minutes of the Evanston Arts Council October 30, 2001 COUNCIL !MEMBERS PRESENT: Mr. David Mickenberg Ms. Elena Kaiser M& Bonnie Zak Ms. Amy Seidman Ms. Genevieve Costello COUNCIL MEMBERS ABSENT: 41s. Virginia Roeder ,his. Sandra Hill Mr. Scott Morgan STAFF PRESENT: "Draft — Not Approved" Note: minutes are not verbatim bts. Michelle Brodsky bts. Loida Rosario Mr. Tony Kelly Ms. Salty Parsons ,its. Rose Jourdain Ms. Bobbie Saltzman Ms. Pamela Blevins Mr. Doug Gaynor, Director of Parks/Forestry and Recreation Mr. Harmon Greenblatt, Cultural Arts/Arts Council Director Mr. Robert Dorneker, Superintendent of Recreation Ms. Oneka Davis, Secretary 11 Ms. Angela Allyn, Cultural Arts Coordinator OTHERS PRESENT: Ma. Laura Saviano, Public Art Committee Mr. Ted Harris, Open Studio Project Ms. Sough Lloyd -Still, Open Studio Project tits. Katie Klemne, Organic Theatre its. Katie Hasty, Foster Walker The meeting was called to order at 7:10 p.rn. APPROVAL OF COUNCIL MINUTES The meeting minutes of September 25 were approved. Pr anic Theatre-lfidw av Presentation —Thanks to the >r�2trtston Arts Council the Organic Theatre was able to do a special student matinee series. Ms. Klemnc said that they are using this as a pilot program for future ideas. 175 students attended the first performance from Evanston High School. The student students that attended the other two matinee performances were from Chicago schools. Ms. Klemnc stated that they held a pre -show discussion before each performance lead by Ina Marlowe the assistant director. This was to familiarize the students with theatre and to give them a few things to think about before watching the play. After each performance there was a post - show discussion lead by Jonathan Welling. the director, along with the actors. Ms. Klemne stated that they have decided that they uould open up the program to include younger students as well. Shc said that they would have not been able to put together this program without this grant. Ms. Klemne said hopefully they could continue this program and expand it to include study guides for the teachers prior to performance. Ms. Costello asked if they were interested in working with District 65? Ms. Klemne said they are planning to do that. She stated that they have a very small staff so they are going to concentrate on the high school this year. Ms. Klemnc stated that the pilot program involves eight kids. They arc currently working with their third group. She said a couple of the kids have been able to comeback. Ms. Klemne stated that the Organic Theatre is new to Evanston as of last summer. The summer program was during the day from 1-3 p.m. and the after school program is from 4-6 p.m. Open Studio Praiect-Midwav Presentation — Mr. Harris stated that the Open Studio Project is an arts and social service agency. Through the funding of the Arts Council they were able to provide their first pilot program for at risk youth. Ms. Lloyd -Still stated that they started this pilot this summer, it was a six -week pilot where students came to the studio for tuo hours once a ueek. They worked with two staff facilitators and a social worker from YOU. Ms. Lloyd -Still said that this was a combination of their drawing workshop. She showed the council members a drawing by a student from the workshop. Ms. Lloyd -Still stated that they, have an exhibition at the end of each six -week program. She said they invite ail of the families of the students. Ms. Lloyd -Still stated that they have received additional funding from the Evanston Community Foundation, %%hick is helping them continue the program throughout the year. Mr. Harris said that they want to be able to help kids a ho are prone to violence or are at risk of violence. He said what they have provided for the kids is a place where they are allowed to paint, draw or sculpt without any comment or criticism. Near the end of the program they look at what they have created and write about it. Ms. Costello asked what would be a good time to visit their studio? Mr. Harris said he is having an art show on Friday, November 2. Normally the best time is when they have an exhibition for the kids at the end of the six-«eck session. Ms. Brodsky stated that these were both to new organizations that the Arts Council has funded. She welcomed both of the groups to Evanston and asked that they publicize the fact that they received a grant from the Evanston Arts Council. 2 Budget Renort — Mr. Gaynor stated that two-%%eeks ago the administration made a presentation to the City Council what was presented %%as the 53.7 million shortfall for the current year budget. He said department heads %sere asked to do %what they could to come up with savings. Mr. Gaynor stated that the City had SI.5 million in unanticipated legal cost. He said that they have a significant amount of overtime in the police. fire and streets departments. Mr. Gaynor stated also the economy has Cotten worse since September 11. Mr. Gaynor stated anything that is bought over the Internet required no sales tax and in return the City receiving no sales tax. Mr. Gaynor stated that the Parks/Forestry and Recreation Department has five divisions: art, ecology, recreation, parks and forestry. He said department came up with a net reduction of 5400,000. There were no layoffs and we were able to fill one of the vacant positions. Mr. Gaynor stated that they put together a budget reduction plan that includes this $400,000 reduction. He said it has been approved. Mr. Gaynor stated that next years budget has been put on hold. He said it has been prepared with a 3% percent cut basic on the direction from the City Manager. Mr. Gaynor stated for the Parks/Forestn• and Recreation Department that computes out to about a 9% reduction. He said because the orders he gave to staff that there were no layoffs and over 70%of the departments $12 million budget is personnel. Mr. Gaynor said he expects in the next couple of weeks to get direction on what to do with next year's budget. He said he has been told that they will be presenting the 2002-2003 budget to the City Council in the first part of December. Mr. Gaynor stated that it is the City's policy not to release budget information until it has been given to the City Council. He said as soon as it's submitted to City Council he will come back before the all of the boards and commissions with a presentation cf what has been proposed. Thcre will be ample time for any type of recommendations, additions and/or deletions before the budget hearings. Mr. Gaynor stated that they do not yet have the schedule for budget hearings. Mr. Dorneker stated that the budget has to be approved by February 28 or sooner. Mr. Gaynor stated that any new hires now have to be approved by Human Resources. Overtime must also be approved by Human Resources and we are now only allowed emergency overtime. Mr. Gaynor stated that they are making budget cuts that will have an impact on customer service. Ms. Parson asked if they were any other reductions that would affect the Arts Council? Mr. Gaynor stated that the Cultural Fund had been cut by 3%. He said they, discussed removing the tenants copy machine because it is costing the city money. Ms. Costello asked what cuts were made with the Public Art Committee? Mr. Gaynor stated that there were no cuts made to the Public Art Committee budget. Ms. Brodsky asked if they anticipate to help cover the shortfall by increasing fees with the camps? Mr. Gaynor stated that the Finance Department had already done an across the board 4% increase of all the camps. Mr. Gaynor stated when they do the budget proposals each staff member worked very closely in evaluating the fees that arc charged. Mr. Kelly asked .There they were getting the funds for the newly created position? Mr. Gaynor stated that the second program manager is in the current years budget. He said we have had many part-time people working at Noyes. The budget was not increased they have eliminated a number of the part-time positions and created one full-time position. Ms. Costello asked if we have projects or ideas and we can find grants to fund them could we use the grant %%Titer in the recreation department? Air. Gaynor stated that would go through Mr. Greenblatt because there arc five divisions that are using the grant writer. He said more importantly what is it going to cost the city and how much more work will it create for the existing staff. Mr. Gaynor stated that he met with Lois Roewade of First Night and the City is requesting cost recovery. He said police, fire, traffic and parks total about $13,000 in services. He said next year they will have to find some other source of funding. Mr. Gaynor stated it was the City Managers direction that we can no longer provide these services. He said we have over 60 special events and all of them are going to have the same message including the 4'" of July. Ms. Zak asked why the City has to pay for the police for Northwestern football games? Mr. Gaynor stated that it's not Northwestern problem because those are the City of Evanston streets. New Business — Mr. Greenblatt introduced Angela Allyn as the new Cultural Arts Coordinator. He said she had been working for the department on a part-time basis during Arts Week Evanston. Ms. Brodsky stated that she worked on the Cultural Diversity Workshop with Angela she has done an cxcelicnt job. Public Art Committee — Ms. Saviano stated that they just had their symposium on Public Art on October 6. The keynote speaker was Dr. Warrick Carter from Columbia College in Chicago. Ms. Saviano stated that they are working on a report to distribute to the Alderman explaining how important arts are to the community. So hopefully they will not cut funding and will help the committee find additional funds for public an in the community. Ms. Saviano stated they are currently gathering all of the information from the focus groups from March and the symposium. Two things that came out of those groups were things that people want to see and some great ideas about how to fund some programs and projects. She said they hope to have this report delivered to the mayor, the aldermen and the Arts Council. Ms. Saviano stated that they also have the percent for art program with the Levy Center. She said the Parks Department received a grant to do garden in the courtyard. Ms. Saviano stated that the committee is moving forward with the website. She said the hope is that the Arts Council and the Public Art Committee would have an arts website. Ms. Saviano said that they still need a logo for the arts. 4 Ms. Saviano stated that they have recently had controversy with the mural that was on Green Bay Road and Emerson. She said that at the last meeting they had several community members and the mayor in attendance. `is. Saviano stated that they had a %ery good discussion about what the arts are and what they mean to the community. She said some people were very offended by the mural. The mural «-as defaced to the point the muralist painted it out. Ms. Saviano stated that they have since received a new proposal to paint a memorial mural. Mr. Greenblatt stated that the new muralist presented a sketch at the Public Art meeting on October 16. He said that the sketch was approved. Mr. Greenblatt stated that the mural they proposed would not fit on the wall that was painted out wall. This mural would go under the viaduct on the south -facing call on Emerson. Mr. Greenblatt stated that Ole Flores who was part of the original group that painted the mural that was defaced is coming to the next Public Art Committee meeting with a proposal for the wall on Green Bay Road and Emerson. Ms. Saviano stated that the good thins that came out of that meeting was a rethinking of the mural program and the goals and objectives of the program. Ms. Saviano stated that what was painted on the wall was very different than the sketch submitted to the committee. Mr. Mickenberg asked if the mural that was defaced was not the mural that was approved? Mr. Greenblatt stated that it changed in the creative process. Mr. Mickenberg asked if the parts of the mural people objected to were a part of the original drawing? Mr. Greenblatt stated that not everybody had the same objections. He said that the community misunderstood the intent. Mr. Greenblatt stated that the community members asked that an explanation be displayed somewhere near the mural so that it would be harder to misinterpret. Mr. Mickenberg stated censorship by defacement is inappropriate and should never be tolerated. He said that the mural went through a process and was approved by the Public Art Committee. Mr. Mickenberg stated that the Public Arts Committee and the Arts Council should take some sort of a position against this t}Tpe of thing happening. Ms. Jourdain stated that most of the people she spoke with regarding the mural were offended and she was also personally offended. She said she doesn't think that the muralist intended to be offensive but the mural they put up was. Ms. Jourdain stated that it was offensive because it was in the wrong neighborhood and the wrong subject. Ms. Jourdain stated that she totally agrees that to destroy the mural was unethical and the artists do have certain rights. She said that the artists owe something to the community and the community oµes something to the artists. Ms. Jourdain stated that this all has to be weighted in the decisions and the discussions. Mr. Greenblatt asked if it would be a better idea when we are doing these murals rather than paint directly on the wall put them on a surface so that they can be moved? Mr. Greenblatt stated that this was a multiethnic group of guys that worked on this mural. Mr. Mickenberg asked Ms. Saviano for a brief presentation of the mural approval process that this mural went through. Ms. Saviano stated that any group or person that wants to do a mural in Evanston has to fill out an application form. They the make a presentation before the Public Art Committee and submit a sketch and committee reviews the proposal. Once the Public Art Committee has approved the proposal has to also be approved by the City and Metra or CTA. Mr. Greenblatt stated City money is not beine used that the artists must use their own money. Ms. Saviano stated that there is a list of criteria that is used uhcn approving these murals. Ms. Brodsky asked if this mural came before the Arts Council for approval? 'As. Saviano said she was not sure whether the council saw this proposal. Ms. Jourdain stated that it is a %%astc of time to say uhether we approved the mural or not. She said what we have to focus on now is hog% not to jet this happen again. �,fr. Mickenberg stated a fe« things that need to be considered in the future. If a mural goes into a community haw do we in sure representation of that community in the discussion about that mural. Ms. Saviano stated that the members of that community do most often murals. Mr. Mickenberg stated that he would advise the Public Art Committee to look at how to include some feedback from the community in the process. He said we should insure that the Arts Council could serve as a backup to the Public An Committee by having those murals presented to the Arts Council before they go to the City. Ms. Parsons stated that the Public An Committee should let the Arts Council know when they plan to execute. She said at that point the council would remind them that they are to execute only what has been approved. Ms. Jourdain stated that the sketch should be an accurate representation in terms of size and color. It was stated that soon the group that painted the mural that was defaced some of them where Evanston Township High School students. Mr. Kelly stated that when a mural proposal is being presented to the committee the community should be notified so that they can come and hear the presentation at the time that it is being presented. Mr. Greenblatt stated that it may extend the process some but it is not a good idea for the community to be at the meeting when the mural is being proposed because most of the time it is unclear where the mural is going. He said that the Public An Committee might not even approve the mural. Mr. Greenblatt suggested not inviting the community to a meeting until the mural has been approved, or at least give tentative approval. Mr. Greenblatt said to say that expecting the finished mural is going to look exactly like the sketch is not realistic. Ms. Saviano stated if the finished product is drastically different from the sketch that should not happen. Mr. Mickenberg stated that the council is sentiment is not to put any restraints on public art but try to ensure that neighborhood sensitivity is included in the process. He said that they are not asking for neighborhoods to approve murals but at some point when the Public An Committee is reviewing the proposal and thinks that it is appropriate. Representatives from the community will be asked to review the mural to make sure that no sensitivity has been stepped on. Mr. Mickenberg stated that the council is going to be held responsible for ►%hatever is done in the name of the arts and therefore the council should be in a position of being able to support public art. He said these things should be brought to the council before they go to the City. Mr. Mickenberg asked how to ensure that the community understands the various means of interpreting and the original artistic intent which maybe different from interpretation behind the mural. He said he doesn't know the answer to that but there are several ways of doing that. Mr. Mickenberg stated that these are things that should be included in the process at the discretion of 6 the Public Art Committee in terms of how, to move fon3ard and make sure that this does not happen again. ,`tr. Mickenberg asked who is responsible for oversight to make sure that what was approved is actually what is implemented? Mr. Kelly stated that now that there is a larger Public Art Committee that could be done. Mr. Greenblatt stated with very mural project that he has worked with the muralist ahvays say that they are willing to make changes it'needed. He said it puts the Public Art Committee in the position of the art critic. Ms. Rosario stated that by having the community at some point comment on the artwork is okay. She suggested that the council agree that we have four good suggestions for the future and move on to the next item on the agenda. Cultural Fund Committee — Ms. Brodsky stated that the committee would be meeting on Thursday, November I at 4:45 p.m. at Noyes and Angela Allyn is now the staff member that will be in attendance at the meetings. Ms. Brodsky stated that she and Amy Siedman worked on the revisions to the cultural fund applications. She said that there were no programmatic revisions but they did cut out a lot of unneeded text. Ms. Brodsky stated that everyone is welcome to come and be apart of the committee or just sit in on the meeting. Mr. Greenblatt stated that the revised application is being reviewed by the Legal Department. Ms. Rosario stated if the budget of the Cultural Fund is going to get cut could we use the grant writer to try and get some more grant money. Ms. Brodsky stated that Pam Blevins had been contacting grant recipients asking them to write letters of thanks to their alderman. Cultural Diversity Committee — Ms. Brodsky stated that they had a very successful workshop on September 29 with grant recipients that were not compliant with the cultural diversity standards. She said that it was a wonderful partnership and they are hoping to do this again. Ms. Brodsky stated that they hope to revise the cultural diversity standards in the spring. She said that because any changes would have to go before the City Council they decided not to work on that this fall. Advocacv Committee— Mr. Greenblatt stated that the Advocacy Committee has planned a workshop at the Noyes Cultural Arts Center on December 5. Food will be served at 6:00 p.m. and the meeting will begin at 6:30 p.m. Mr. Greenblatt stated that they arc hoping that Julie Hamos will be in attendance. He said the reason for doing this is to try get everyone the skills that we need to get the support we deserve for the arts. Mr. Greenblatt stated that the Illinois Arts Alliance does this and Julia Fabris the head program director is going to be leading to session. He said that to is important that we been strong advocates for the arts. Arts Week Evanston — Mr. Greenblatt stated that Arts Week Evanston was wonderfully successful, there were over sixty events attended by over 3,500 people. He said the only negative things that happen were some of the events were a little too popular and we could not accommodate all of the people that wanted to attend. Mr. Greenblatt stated at the dance showcase there were about three times as many people in attendance then that could fit into the space. Mr. Greenblatt stated that it took a Iot of effort but it was worth it because of the focus on the arts in Evanston. which was the goal. He said that he did a radio interview and he was also on WGN morning show twice. Mr. Greenblatt stated that it did help to get the word out. Mr. Greenblatt stated that they did do surve)'s and he would bring the results to the next meeting. Ms. Rosario asked how can we use the data the we received to support the facts that Arts Week is potentially, income generating for Evanston? She said couple of the people that she met at events were not from Evanston. Mr. Greenblatt stated that one of the numbers that was most telling was that a very high percentage of the people that responded that when they attended an arts event they also ate a meal in Evanston. Mr. Mickenberg stated that it would be interesting if the Advocacy Committee would follow up on that suggestion. Looking at the data from Arts Week and figuring out how we could partner with EVMARK and the Chamber in presenting a stronger case to the City Council for increasing the budget that would reverberate back to increases in revenue. So that the proposal that goes to the City for the Arts Council budget includes an increase in what's been given out to the grants but that it get specifically tailored in areas that will have an reverberation to the City. Mr. Mickenberg stated that it would be nice to know it that could be done before the next budget cycle. So that the council could decide to put in a request of an increase that is 100% with an understanding that the money gets tailored to specific project that will by proof of documentation will reverberate back into increased revenues. Mr. Greenblatt stated that there is no budget for Arts Week. He said that is part of what we need to put in the budget. Mr. Mickenberg stated that maybe the Advocacy Committee in working with Mr. Greenblatt could work together and partner with the business community of Evanston to present something that goes back to the City of Evanston. Mr. Greenblatt stated that he has a meeting with Bridget Lane and he will be presenting the preliminary statistics at that time. Fie said that Bridget Lane is the Executive Director of EVMARK. Mr. Mickenberg suggested taking those numbers and giving her possible proposals on what we can do together. He suggested giving specific examples of what can happen. Ms. Parsons asked who would be presented at that meeting? Mr. Greenblatt stated that he, Angela Allyn and Bridget Lane. Ms. Parsons suggested inviting Virginia Roeder. Mr. Greenblatt stated that they're not ready for that yet this is more of a postmortem. He said that Bridget Lane asked for the meeting so he doesn't know that they, are going to only be talking about this. She may have a number of issues that she wants to discuss. Nis. Jourdain stated this is where a logo becomes important something that is clearly identifiable. For example if we had something in every restaurant when people were eating. She suggested selling book bags with the logo on them. Mr. Mickenberg stated that there are two issues that arc on the table one is the logo for the Evanston Arts Council. He said that there's an identity package for the Evanston Arts Council that has been removed from the table over the past couple of years that needs to be brought back. Mr. Mickenberg stated the second issue is a logo for the Arts in Evanston and that is different than the logo for the Evanston Arts Council. He said one of the things that a new leadership for the council might want to look at is a visibly package for the Arts Council. This relates clearly to Parks and Recreation and how the two function together. Ms. Saviano asked if there had to be two separate logos? Mr. Mickenberg stated that the art in Evanston does not fund an}Thing and the Arts Council does. He said if we are going to be talking about a 501 C3 for the Arts Council and increasing revenues for the Arts Council. It goes to the Arts Council, which then funds the arts in Evanston. Mr. Mickenberg stated that there is a partnership there but the Arts Council needs an identity that people can always understand that the Arts Council is a funding body for the City of Evanston. And provides support to the growth of the arts in Evanston. Mr. Greenblatt stated that having tote bags was a proposal that was made but was discarded because you need to lay out money to buy them. He said we would have to get funding even if we were going to sell them later. Ms. Costello suggested opening it up to competition. Ms. Saviano suggested funding a grant to do the logo. Mr. Mickenberg stated that if the Arts Council decided that an identity package was the way to go if we could find the money out there. Mini Retreat Continuation — Mr. Mickenberg stated when they last met about the mini retreat they said there were to be some strategic priorities we were going to bring back to the table. Mr. Mickenberg stated we could also lay out two or three priorities and say that the next agenda for Arts Council meeting is to do only two things. One to transition leadership and have to new leadership of the Arts Council run the meeting on the mini retreat. The council decided that they would begin the meeting at 6:30 p.m. Mr. Dorneker asked if there was budget news that appeared during the month before the next council meeting. Would you want that added to the next agenda? Mr. Mickenberg stated that could be sent out to the council when it comes up and then if there is any action, to be taken, it will be added to the agenda. ADJOURNMENT The meeting adjourned at 9:00 p.m. The next meeting of the Evanston Arts Council is Tuesday, October 30, 2001 at the Noyes Cultural Arts Center at 6:30 p.m. 9 Minutes of the Evanston Arts Council November 27, 2001 COUNCIL MEMBERS PRESENT: Mr. David Mickenberg Ms. Pamela Blevins Ms. Bonnie Zak Ms. Amy Seidman Ms. Virginia Rot -der COUNCIL MEMBERS ABSENT: Ms. Elena Kaiser Ms. Sandra Hill Ms. Bobbie Saltzman STAFF PRESENT: "Dram — Not Approved" Note: minutes are not verbatim Ms. Michelle Brodsky Ms. Rose Jourdain Ms. Loide Rosario Ms. Sally Parsons Ms. Genevieve Costello Mr. Tony Kelly Mr. Scott Morgan Mr. Doug Gaynor, Director, Parks/Forestry and Recreation Mr. Harmon Greenblatt, Cultural Arts/Arts Council Director Mr. Robert Domeker, Superintendent of Recreation Ms. Oneka Davis, Secretary H OTHERS PRESENT: Ms. Joanna Pinsky, Art Encounter Mr. David Stamps, Kids Can Dance Mr. Ed Kaplan, Guest The meeting was called to order at 6:50 p.m. APPROVAL OF COUNCIL INiINUTES The meeting minutes of October 30 were tabled until the December 18, 2001 meeting. Special Presentation — On behalf of the City of Evanston and the Evanston Arts Council Mr. Gaynor presented David Mickenbcrg with a plaque to commemorate his wonderful times as an Arts Council member and an advocate for the arts in the City. Ms. Brodsky stated having been an Arts Council member for the last two year's she could vouch to the amount of time, energy, intellect, enthusiasm and creativity that Mr. Mickenberg has offered. Mr. Mickenberg thanked everyone with a special thanks to Nancy Coddler. Mr. Mickenberg stated that the chairs and members of the council both past and present have been wonderful to work and be associated with. Mr. Mickenberg stated that once in a while he used to disagree with Joe Zendell and they had wonderful conversations about Khat the council was doing in relationship to Northwestern. He said that the professional leaderships of the council have all been exceptional. That has established not only the direction but has given leadership to the City. Mr. Mickenberg thanked both the past and present directors of the council. He stated that it is your charge to protect and deg elop what is in that original mission statement or in the enabling legislation, for which prior and current council members have done so much in the past to protect and to augment over the years. Mr. Mickenberg said that he hoped they would continue to do that with the incoming chair. Art Encounter-I~tidw•av Presentation — Ms. Joanna Pinsky the Artistic Director of Arts Encounter thanked the Arts Council for supporting Art Encounter's programs over the years. She said that this year they received a grant for a program called Monthly Cultural Prospective. The program consists of two presentations to fifth grade students by artists of different ethnic backgrounds. Ms. Pinsky stated what is important about the sessions is that we don't lecture, we ask questions. Thus there are certain ideas that they want to come out. Ms. Pinsky held a mock session with the council using a sample painting. She went through a number of the question that would be asked of the children during one of their sessions. Ms. Pinsky stated that the students make responses according to the imagery. Ms. Pinsky said that the%-'ve conducted the program at Willard School and will be beginning at another school next week. The programs will be going on throughout the year. Ms. Rosario asked what other funding Art Encounter had received? Ms. Pinsky stated that they received $2300 from the Evanston Arts Council and $2000 from the Marshall Fields Project Imagine. Ms. Rosario asked if it was fair to say that the money Art Encounter received from the Arts Council helped to receive additional funding from other sources. Ms. Pinsky said absolutely and throughout the years most of their new programs have started in Evanston. Thus enabling them to continue most of their programs. Ms. Rosario asked if Art Encounter only does educational programs? Ms. Pinsky stated that Art Encounter is a 23-year-old art education organization that conducts programs at schools and assisted living centers. Ms. Pinsky stated that their program for visually impaired people would be at Art Beat Chicago in February. She said that she would notify the Arts Council of the exact date. Ms. Rosario asked on an average how much money they have to raise in order to support all of their programs. his. Pinsky stated that this year they operated on budget of $350,000. She said in terms of grant money from other sources it totaled about $60,000 for their community service programs. Mr. Greenblatt asked if they charged a fee to the schools for the programs? Ms. Pinsky stated that they don't charge Evanston schools but, their programs with the Chicago schools are funded by grants and their programs with all other schools are charges to the schools cultural arts fund. Nis. Pinsky stated that it's not easy to get suppon Far programs in Evanston schools from outside sources because they see Evanston as a suburb. Kids Can Dance-.Midwav Presentation —.fr. David Stamps introduced himself as the Kids Can Dance Junior Company teacher and choreographer. He passed around copies and read through the goals that were outlined in the grant proposal. %fr. Stamps stated that this is how grant money that they have received was distributed. Mr. Stamps stated that Kids Can Dance is a non-profit organization that allows Skokie and Evanston youth to take free dance classes. lie said that they hold auditions in for between 50-100 kids throughout the day_ She kids learn about warm ups, choreography, the instructors Katch them dance and they in turn w atch the instructors dance. From there they pick the kids that they think would benefit most from Kids Can Dance. Mr. Stamps stated that the Junior Company rehearsals are on Wednesday nights and the Senior Company rehearsals are on Wednesday nights and Saturday mornings. Ile said that the Company performs at different events in Evanston, Skokie and Chicago area. The Senior Company just recently performed at Dance Chicago and the Junior and Senior Company performed at Northwestern. There were a number of questions from the council that Mr. Stamps was unable to answer. Ms. Brodsky stated that these were issues that needed to be addressed with Shannon Battaglia. Mr. Stamps stated that they also offer tuition classes for teens and adults. He said this is a way to help children build technique and confidence. Ms. Roeder asked Mr. Stamps what kind of dance Kids Can Dance teaches? Mr. Stamps said that they teach modern, jazz bailet, hip -hap, African and I%Tical. Ms. Costello asked if they've had children audition that have never danced before? Mr. Stamps stated that they don't chose based on technique. Instead, their goal is to introduce them to dance. The children's ages range from 12-17. Election of New Chair — Mr. Mickenberg stated as the current chair, it is his role to propose to the council the election of the next chair. He said in great part this is a pleasure for a varitity of reasons. Unfortunately, this is the end of his tenure as chair, but he stated that this would be happening even if he was not moving on from Northwestern. Mr. Mickenberg stated that there is a natural selection process that occurs with the Arts Council. The council has attempted to have a nominating committee, which is something that the council needs to institute over time. He said the %is. Brodsky has been a senior advisor in many respects. Mr. Mickenberg stated that the council has been very fortunate to have Ms. Brodsky as a vice chair. He said that the Cultural Fund has been redefined and reworked in numerous ways to the betterment of the community. Mr. Mickenberg stated that he could not recommend a better person to be chair than Michelle Brodsky. The council elected Michelle Brodsky as the new chair of the Evanston Arts Council. 3 Ms. Brodsky introduced her husband Ed Kaplan to the council. She said that he has been very supportive of the time and the effort council has required. Ms. Brodskv stated that she is honored to have been selected. She thanked the council for all of the work and support that she has received. Ms. Brodsky thanked David Sliekenberg for his encouragement and mentoring when he approached her about becoming vice chair. Ms. Brodsky stated that she wanted to begin with the notion of why we are all here. She stated that Mayor Morton has appointed each of the members to this council to represent the artists, arts organizations and the citizens of Evanston. Ms. Brodsky stated that as of the 2000 census there are 74,239 people in Evanston, which means each member of the Arts Council, represents 5.000 people. Ms. Brodsky stated that she was one of the two people currently on the council that were at the 1999 retreat when this mission was created. There they took missions from other arts councils and came up with the following. She read the mission statement to the council members: Recognizing the importance of the arts to the community, the Evanston Arts Council provides leadership and adt-ocacy for the promotion, development and accessibly of the arls for all its citi: ens and creates an environment far artistic excellence. Ms. Brodsky stated that there was a lot of discussion about how they were going to get artistic excellence in the mission. She said this mission get us an important osmium responsibility. Osmium meaning great and wonderful and also meaning sometimes overwhelming. Ms. Brodsky stated that the council has had a tremendous impact since its conception in 1976. She said that we need to capitalize on these successes and move forward. Ms. Brodsky stated that the key to our future success is a strong, focused and engaged board and a supportive staff. The council needs to set a clear direction and focus our work down that path. She said that it requires involvement and energy from all of us. Ms. Brodsky stated that it is her Foal that the aldermen know all of the council members, not just by face but by name and w hat our role is as a council. She said that the council needs to be visible within the arts community and the community at large. Ms. Brodsky again thanked Harmon Greenblatt and his stiff Ms. Roeder thanked David Mickenberg and stated that it has been great working with him. She also thanked Michelle Brodsky and Amy Seidman for this evening's reception. Budget Renort — Ms. Rosario asked if the budget for next year had been approved? Mr. Greenblatt stated that at his staff meeting he was informed that there is still no news. He said that next year's budget has been accepted by City Council but has not been passed. Mr. Dornckcr stated that Aldermen Engleman is trying to reschedule the meetings that he had originally scheduled in September. He said that we would get the council members a copy of times and days of those meetings. Mr. Mickenberg asked what the budget that was accepted by City Council contained pertaining to the Arts Council? Mr. Greenblatt stated that the only change was a small decrease in the cultural fund. Ms. Brodsky asked if the cut in the cultural fund came from the higher management? Mr. Greenblatt stated that was correct. Mr. Dorneker stated that the finance office is going over the budget very closely to come up with a true figure on «hat they are predicting the deficit to be. Ms. Rosario asked if it was possible to get a copy of the budget for the next meeting? Mr. Greenblatt stated that nothing has been approved. Ms. Rosario then asked if we could get a copy of the draft that was presented. Mr. Greenblatt stated that until there are real numbers there is nothing to present. Mr. Mickenberg stated that the City doesn't allow out the proposed budget however, we can get a copy of is this current year's budget. He said that we could take a look at that and try to understand that it is the same budget with a $2,000 reduction in the cultural fund. Rather than asking for figures which the City is reluctant to give out because they are not approved. Mr. Greenblatt stated that a copy of the current year's fiscal budget would be sent out in the December packet. Mr. Mickenberg stated that it would be a good idea to have a presentation on this year's budget to understand income side as well as the expense side in the sources of revenue. Ms. Brodsky stated that there arc three budgets and that is something for the new council member to understand how they works. Mr. Grennblatt stated that someone from the finance department or Doug Gaynor would need to make a presentation on the budget. Mr. Dorncker stated that Mr. Greenblatt should be able to make the presentation. Ms. Brodsky stated that they were looking to understand the basic structure. Mr. Mickenbcrg stated that one of things that would be helpful to the future of the council is an understanding of the budget for Noyes, including the intake as well as the expense side. Mr. Greenblatt explained to the new members that there are three budgets; 1791 is the Arts Council budget, 1792 is the Noyes Center budget and 1793 is the program's budget. Mr. Mickenberg stated that in order to understand the City's support for the arts you need to understand all three budgets. Mini Retreat — Ms. Brodsky stated that she has decided to focus on, Advocacy/SupporVCommunication/Planning, Cultural Fund and Noyes. She that she would like to divided into groups based on these topics to begin some brainstorming and direction setting for about fiftcen minutes, then come back to the main group and start planning where we are to go from here. Ms. Roeder stated that one of the things the Advocacy Committee was doing was researching throughout the Midwest to see how other Arts Council's operate and how they are setup. She said another thing that she is compiling are the resident artist's questionnaires. This new committee is Research and Development they are doing research that is relevant to the direction the council wants to go in. There was a discussion about how to obtain an artist and arts organizations mailing list. Mr. Greenblatt stated that we do have a mailing list of artist and arts organization in Evanston. Ms. Brodsky stated that the Illinois Arts Council budget is also in jeopardy. She said that the Arts Council recei%es a grant of S13,000 from the Illinois Arts Council that goes to the Cultural Fund that is now in jeopardy. That money has been granted to the Arts Council however, we have not received the money so they still have the opportunity to reduce or eliminate those funds. Mr. Greenblatt stated that we receive three different grants from the Illinois Arts Council; general operating money, a special grant and the cultural fund. Ms. Brodsky stated that there is an Advocacy Workshop on December 5 at 6:00 p.m. Ms. Rosario stated that she would like to be a part of the Advocacy Committee but she would need to meet on the same night as the Arts Councils meetings. She said that she could meet before the meetings from 6:00-7:00 p.m. Ms. Jourdain stated that she would like to be a member of the Advocacy Committee. Ms. Rosario asked that the minutes reflect that the Advocacy Committee's next meeting is Tuesday, December 18 from 6:00-7:00 p.m. Advocacv and Planninp. -- Ms. Rosario read through the goals that were established during the group session: Become better known and build better relationships, attend the workshop on December S, get involved with the budget process, build an image for the Evanston Arts Council, evaluate additional sources offunds building on residents who are awls leaders and have a major event to attract all members of Evanston. Naves— Ms. Parsons read through the goal the group put together. Establish a mission statement for 11'oyrs, present i1 to the City Council, have a mini retreat, assessments from arts organizations in Evanston, put a plan together for the future of .1 o'yes, explore other opportunities to work with Alorthivestern, the Arts Center and other arts organizations. Ms. Roeder stated that she is currently compiling the information from the survey that was given out to the resident artist at Noyes. She said that it would help with the discussions. Ms. Parsons stated that Mr. Mickenberg did not feel that the residents of the Noyes Center should be included in the mini retreat. Ms. Brodsky stated that it could become a conflict of interest for the resident artist to be included in the mini retreat. She asked if the council wanted to review Ms. Roeder survey information at the December 18 meeting? Ms. Parsons stated that she would interested in working on this committee. Cultural Fund — Ms. Seidman stated that the cultural fund seems to be going quite well. She said the issues that they discussed where: Vamping the cultural diversity requirements to include age, disability and gender. Increase the public relations for the fund and repeating projects from year to year. Ms. Brodsky stated that the rule regarding repeating projects was established because a number organization had been fund for a number of years. She said that the idea should be revisited. Ms. Rosario stated that the Cultural Fund needs to define whether they are going to be in a seed role and provide seed money to programs or whether it will be a primary source of funding. She said that these issues need to be discussed before you change the current policy. There was a discussion regarding whether the funds that the Arts Council gives out are leveraged. They can to the conclusion that the funds are leverage because organizations have been able to use the funds received from the Arts Council to receive additional funding. Ms. Brodsky stated that on December 10 at 7:00 p.m. at the Noyes Cultural Arts Center in room 103 the Cultural Fund is doing a grant presentation. She said that they would be going through the grant application, the requirements and how to fill out the application. 2002 Evanston Arts Council Meeting Dates -- Ms. Brodsky asked the council how they felt about not meeting in August and December of 2002. Mr. Dorneker suggested the council not schedule a meeting in August but schedule a meeting for December of 2002. ADJOURNMENT The meeting adjourned at 9:00 p.m. The next meeting of the Evanston Arts Council is Tuesday, December 19, 2001 at the Noyes Cultural Arts Center at 7:00 p.m. Minutes orthe Evanston Arts Council December 18, 2001 COUtiCIL MEMBERS PRESENT: Ms. Michelle Brodsky Ms. Bonnie Zak Ms. Lodia Rosario Ms. Sally Parsons COUNCIL MEMBERS ABSENT: Ms. Rose Jourdain Ms. Sandra Hill Ms. Genevieve Costello STAFF PRESENT: "Draft —Not Approved" Note: minutes are not verbatim Ms. Pamela Blevins Ms. Bobbie Saltzman Ms. Elena Kaiser Ms. Virginia Roeder Ms. Amy Seidman Mr. Tony Kelly Mr. Scott Morgan Mr. Douglas Gaynor, Director, ParkstForestry and Recreation Mr. Harmon Greenblatt, Cultural ArtdArb Council Director Mr. Robert Dorneker, Superintendent orRecreation Ms. Oneka Davis, Cultural Arts Secretary OTHERS PRESENT: Mr. Rick Ferguson, Musical Offering The meeting was tailed to order at 7:05 p.m. APPROVAL OF COUNCIL MINUTES The meeting minutes of October 30 were approved and the meeting minutes of November 27 were approved with amendments. Cultural Fund Midwav-Musical Offering— Mr. Ferguson the Artistic Director of Musical Offering stated that the grant that they received from the Evanston Arts Council was used for their Third Annual Messiah Sing -Along Program that took place on December 2 at Immanuel Lutheran Church in Evanston. Mr. Ferguson handed out copies of the program as well as showed pictures from the event. Mr. Ferguson stated that the faculty at Musical Offering are classically trained performing musicians. He said that they think of themselves as performers who teach rather than teachers who perform. And that they try to include the student wherever possible in the performances. Mr. Ferguson stated that they had fifteen minutes of pre -concert music provided by the two student ensembles. Following was a very cool version of "Deck the halls" performed by the facility and student choirs. The Midnight Mass was by the faculty Janus Ensemble. The second half of the program was the Christmas portion of the Messiah. Mr. Ferguson stated that for the first time they also had some of their students sit in with the orchestra during the second portion of the program, Mr. Ferguson stated as a result of receiving the Evanston Arts Council grant they are able to pay their musicians at scale and ►►ere also able to keep the concert free to the public. Over the years the attendance has ranged from 75-150 people. Ms. Brodsk-% asked what marketing efforts they used to reach the undeserved community? Mr. Ferguson said that they did a number of things. Flyers were sent to retirement homes as well as all of the churches. Mr. Ferguson stated that they currently have eight students on scholarship from their neighborhood. Ms. Rosario asked if the Arts Council was the first to fund Musical Offering for this event? Mr. Ferguson stated that the Arts Council was the first and from that they were able to receive additional funding from McDougal Littell Inc. and donations. Ms. Zak asked if their young people µ•ere diverse? Mr. Ferguson said they are diverse. Mr. Ferguson thanked the council again for the grant. Ms. Rosario stated that the council is asking all grant recipients to write to their alderman. She said with all of the pressure from the City, the budget cuts might impact this program. Mr. Ferguson stated that this event is a tangible way for the alderman to see where the Arts'' Council's grant money is going. iiudget Presentation — Ms. Brodsky introduced Doug Gaynor as that Director of Padd- Forestry and Recreation. She said that he w uld be explaining the Cultural Arts Budget, Mr. Gaynor stated that he had been asked by the members of the council to present the budget.' He said that this has been done annually now for the past three years because there has been such a big turnover in membership. Mr. Gaynor stated that he would not be giving a presentation of the proposed budget for next year. lie said that he does not have that budget because it is currently being put together to be presented to City Council by January 1. Mr. Gaynor stated that there are three key people in developing the budget: Bob Domcker, the Superintendent of Recreation, Ron Nlrowiec, Business Manager, and Paul D'Agostino, Superintendent of Parks. He said as the council continues its advocacy role it needs to be aware of how much money has already been spent. Mr. Gaynor stated that there is the general operation budget and the capitol budget. He said that there are five divisions: arts, parks, forestry, recreation and ecology, with senior managers that manage and operate each of those divisions. 2 Mr. Gaynor stated that up until this year we have had about a S 12 million budget in expenditures with a S4 million revenue. He said the department is very heavily subsidized by the City in the operating budget. Mr. Gaynor stated that the department had 105 full-time employees with a number of vacates that are currently in the department that will be eliminated next year. Mr. Gaynor stated when the budget is created every year the managers «-ork with their staff to propose budgets. It then goes to Doug Gaynor, Bob Domeker and Paul D'Agostino. Mr. Gaynor stated that the Cultural Arts Division is about 1.I 7*40 of the general operating budget, which is approximately S70 million. Mr. Gaynor stated that the Cultural Arts Division is divided into three elements: the Arts Council, Noyes Center and Cultural Arts Programs. He said that there is 513,000 in revenue in the Arts Council element, 1791, received through a grant from the Illinois Arts Council specifically for the Cultural Arts Fund. Mr. Gaynor stated that the Noyes Center element, 1792, receives a tot more revenue because of rent collected from the studio spaces. The Cultural Arts Programs element 1793, which includes the camps, festivals, gallery and concerts also has a significant amount of revenue. Ms. Rosario asked if the department also helps support writing grants for the arts? Mr. Gaynor said that under a year ago they converted a position that was a recreation program position to a management analyst position. The person that they hired works directly for Doug Gaynor and about 700/6 of what she does are writing grants for all five divisions. He said that she is the one who finds and writes the grants. Division managers help wzite the grants because they are the experts in their field. Mr. Greenblatt stated that sometimes she identifies grants that we don't even know about. Mr. Gaynor stated that the Parks/Fores*- and Recreation Department has the only grant writer in the City. Mr. Gaynor stated that most of the money received is capital money for infrastructure and not program money. He said that grant money is usually one-time money. Ms. Brodsky stated that she finds the 1.51 positions allocated to the Arts Council to be high. Mr. Gaynor stated that part of the salaries of Harmon Greenblatt. Oneka Davis and Angela Allyn are all paid out of the 1791 element. Ms. Brodsky stated that this number is high and it makes the cultural fund expensive. Mr. Gaynor stated that there is no charge administratively to the cultural fund. Mr. Gaynor stated that the salaries total from 179I is only 544,300. He said that the balance is all of the other things that you're required to have if you have an office. Ms. Kaiser asked why training and travel went from S300 to 53,300? Mr. Gaynor stated that every year the administration determines whether or not the department will had budget training and travel or if it will come out of the Human Resources Department. It goes back and forth. Mr. Domeker stated that the money for the Public Arts Symposium w•as put into that account. Mr. Greenblatt stated that it was one-time only; it will not be in there next year. Ms. Brodsky stated that the S300 was also before Mr. Greenblatt came on staff and there was no need for training and travel. Mr. Gaynor stated that what they try to do is keep the funding at the same level even though there isn't a person in a position because once you give that money up it is hard to get back. Mr. Gaynor stated that the Noes Center element is 1792. He said that they have done a few things to try and become more efficient as it relates to the management of the building. The tenants now have rent coupons instead of sending out a statement every month, and there is some other billing that has to be done monthly. ,Ms. Brodsky asked if there was a written business plan. Mr. Gaynor stated that there is not a written business plan but they are looking at efficiency, which is part of an overall business plan. Such as whether or not to continue to have a tenant copy machine, which costs the City motley. Mr. Gaynor stated that the machine would probably be removed and the tenants will have to do w their on coping, or they'll have to pay when it is costing the City. Ms. Zak asked if the philosophy of Noyes was that it was going to be a moneymaker"? Mr. Gaynor stated that it doesn't make money, it loses money. He said the question is how much should it lose? Mr. Gaynor stated that he would rather spend the money subsidizing kids into programs than subsidizing tenants using the copy machine. Mr. Gaynor stated that they apply a certain amount of salary toward the management of the building, which are Oneka Davis, Harmon Greenblatt and Toni McKinley. He said that we spend about S2749,000 in managing this facility. Mr. Gaynor said that the tenants would like to have full use of the building twenty-four hours a day, seven days a week. He stated that we don't know how to do that because of the security and alarm issues. There's the issue of tenants leaving the door open and unattended for their guests and staff, the doors not being properly locked at night and the alarm being set. Mr. Gaynor said that one of the main issues with the tenants when there were talks of renovating were that the halls were too dark. He stated that new lights have be installed in the hallways. Mr. Greenblatt stated that they also complained about the parking lot being too dark. And as part of the renovation, additional lights are also being installed outside the building. Mr. Gaynor stated that they arc still trying; to come up w ith a plan that will allow the tenants to have use of the building outside of regular business hours. Mr. Greenblatt stated that we also have a problem with homeless people corning into the building. Ms. Kaiser asked who is working on these building issues. Mr. Gaynor stated that he and Bob Dorneker are working on those issues. He said that he keeps Mr. Greenblatt informed but he currently has his hands full because he is still in a learning curve, and he has a major part ofthe division to run. Ms. Kaiser stated that someone from the building should be working with staff on these issues. Mr. Gaynor stated that there's a Noyes Center Building Committee, and they meet once a month. Mr. Gaynor said that they just had the Police Department go through all of the recreation facilities. They have drafted a report, which has been turned over to the Finance Department regarding security in the facilities. Mr. Gaynor stated that we could probably get a grant to pay for it because it is a one-time fee. Mr. Gaynor stated they are doing a lot of things security -wise because of the things that they have seen and things that are happening. Mr. Gaynor stated that these are issues that they want to deal with for this facility but that they don't want to put in more money than it is worth. He said that this is a very valuable asset to the City. Mr. Gaynor said this is a Resident and Artist Prop -ram that's very unique. He stated that they don't want to give it up, nor do the} want to lose it. Nis. Rosario asked if a politician from Illinois had awarded the money to the City for the renovation. Mr. Gaynor said that Jcff Shcenberg, State Representative, was asked three years ago to see what kind of money he could get to help build a new, performing Arts center. Mr. Shoenberg came up with S1 million dollars once the study was completed; the City said that they could not afford a performing arts center. The representative had written the language so that it was somewhat flexible "to build or maintain a cultural arts facility". The money was then transferred and is now being used for the Noyes renovation. Ms. Rosario stated that she had heard that there was a study being conducted for a performing arts center on Central Street. Mr. Gaynor stated that the theatres on Central Street were closed. The Economic Development Committee of the City, which has a budget allocated $56,000, was given to Bridget Lane, Executive Director of EVMARK, to do a study to determine what it would cost to rehabilitate the theatres into a performing arts space. The report has been delayed until February 2002. It was a report to determine the cost and feasibility of actually doing the project. Mr. Ga)mor stated that it is a very expensive project for them to do. There was a discussion about other theatres in Evanston and whether they had also been looked at as possible performing arts spaces and what it would cost to get them up and running. Mr. Ga)mor stated that one of the issues that the City has is tr%ing to keep as much on the tax roles as possible. He said as we continue to take land off of the tax roles, our taxes are going up. Mr. Gaynor stated that there had been discussion about the old Builder's Square and turning that into a performing arts center. He said his first thought was how much the sales tax would be if another major store went into that space. Mr. Gaynor stated that one of the things that moved the Senior Center to James Park is that the Senior Center that was on Maple was owned by the City and is off the tax roles. The City was able to sell that land by making a one time sale, and whatever does eventually go on that land will generate some kind of tax revenue. The Senior Center was then relocated to James Park, which is also off the tax roles. Mr. Gaynor stated that there was a net cash impact that was positive to the City. Ms. Kasier asked how you go about contacting the people that live in Evanston and have a lot of money and are really passionate about the City and the arts. Mr. Gaynor stated that the City commissioned a fundraiser to make the determination how much "big money" there was out there when they were trying to build the performing arts center. He stated that the fundraiser came up with under $4 million dollars in "big money." Mr. Gaynor stated that whether that was a reliable curdy or not, the effort was made. Ms. Rosario stated that if you put the three budgets together, the total head count comes to 6.5 people. Mr. Ga}nor stated that we have five full-time employees Angela Allyn, Oneka Davis, Toni McKinley, Harmon Greenblatt and Raymond Zych, and the balance is the equivalent of part-time employees. Mr. Gaynor stated that the last budget is the Capital Improvement Budget. it outlines what has been done and when in the last couple of }ears and what we are doing now. Mr. Gaynor stated that the members could call him or Bob Dorneker if there were any other questions. He said that he really appreciates the Arts Council's support, r Report of Cultural Fund Thank You Letters - his. Blcivns stated that she has asked the grant _ recipients to write the Aldermen. She said that she received copies of all of the letters that were written and they were all beautifully -written. There were about 30 letters that were sent stating why the Cultural Fund should not be cut. his. Brodsky thanked Pam Blevins for suggesting the idea. Ms. Saltzman asked v%hy the council requested this information from the tenants. Ms. Brodsky stated because this is a subsidized space o-vmed by the City, and it is a program of the Arts Council. She said it was so the council could look at Noyes and decide if it should change. Noyes was originally set up as an incubator for the arts where people were not to stay for a long period of time, There was a discussion regarding whether there are other more important issues that the council should be dealing with other than the tenants in Noyes. Ms. Brodsky stated that stage two is to develop a way to determine a mission for Noyes. Research Committee Report — Nis. Roeder stated that this neH- sub -committee was formed In the fall of 2001 with 11s. Roeder as the chair. At that time, tits. Brodsky asked Ms. Roeder if she would compile the information, which had been collected from a recent Noyes Center Resident Artist SurNey. hls. Roeder agreed to do so and to give a report based on this information to the entire Evanston Arts Council at this meeting. tits. Brodsky stated that after the information is presented her main interest is to figure out what the next step is for Noyes. Als. Roeder stated that the surveys were given out in April and collected by June, 2001. Nineteen surveys were returned. One person has left the building since then; thus; the information in the report is based on eighteen surveys. GIs. Roeder stated that the eighteen surveys account for twenty-four studio spaces out of the thirty-one spaces that are currently leased. The survey consisted of seven main questions listed below. (The wording is not enact.) 1. Give a description of your artistic endeavors. 2. List the activities that relate to your studio. How do you use your space? 3. List your board members and their professional affiliations. 4. What goals do you have for the coming year and beyond? 5. How marry people do you employ? 6. Cultural diversity of the people in your studio. 7. Can we use this information for publicity? In addition, iis. Roeder tabulated the number of the studios rented by individual artist versus those rented by organizations, and how many were Evanston residents. ,NIs. Roeder presented the information in a verbal presentation to the Evanston Arts Council displaying numbers on the blackboard. Specific details of this report will be submitted in a separate document apart from these minutes. Ms. Rosario asked if there was an objective %when the tenants were asked to fill out these surveys. Ms. Brodsky stated that the purpose of the survey was to get a handle on who is at Noyes and what the mission should be. She said that they were looking at Noyes in a couple of stages. Stage one was the information gathering and there was also an open house. Part two.of the information gathering was the surveys. Ms. Saltzman asked why the council requested this information from the tenants. Ms. Brodsky stated because this is a subsidized space owned by the City, and it is a program of the Arts Council. She said it was so the council could look at Noyes and decide if it should change. Noyes was originally set up as an incubator for the arts where people were not to stay for a long period oftime. There was a discussion regarding whether there are other more important issues that the council should be dealing with other than the tenants in Noyes. Ms. Brodsky stated that stage two is to develop a way to determine a mission for Noyes. Ms. Saltzman requested that a report from the Cultural Diversity Committee be listed on the agenda with committee reports. Mr. Greenblatt stated that there has not been a Cultural Diversity meeting since the last Arts Council meeting, and that is why it is not on the agenda. Ms. Brodsky stated that there are two issues with Noyes: the here and now of the building, which has its pluses and minutes, and community service. The second issue is the future of Noyes what we want diversity to include in the future. Ms. Brodsky asked if any of the council members would be willing to work on some of the smaller issues relating to Noyes. Ms. Brodsky asked Mr. Greenblatt if it would be possible to have staff type up the information that Ms. Roeder compiled. Mr. Dorneker suggested that Ms. Roeder put the information together and they would have Toni McKinley work on it. Ms. Rosario suggested that the members interested in serving on the Noyes Committee express that at the next meeting so that a sub -committee could be formed. Advocacy - Ms. Rosario stated that the committee was trained in advocacy by the Illinois Arts Alliance. She said that the committee is now called Advocacy and Strategic Planning. The committee will work on advocacy for the arts and on planning in terms of how we can turn the arts into a positive contributor to the Evanston community. Loida Rosario, Sally Parsons, Michelle Brodsky and Rose Jourdain are the council members currently serving on the sub -committee. Ms. Rosario stated that they decided to look at three areas: the overall image of the Evanston Arts Council, the immediate need of advocating for less cost, and to look at ways in which we can potentially generate revenue in the future. Nis. Roeder stated that there are a lot of people in the community that do know about the Evanston Arts Council. .his. Rosario stated that the fist plan of action is the letter writing campaign. She said that she is encouraging everyone on the council to write letters to the aldermen in Evanston. Ms. Rosario stated that they needed at least ten letters per alderman. The next step is asking recipients of the cultural fund grants to write letters to their aldermen. Ms. Rosario stated that she has a list of the recipients for the council members that would like to make a few calls asking them to write letters. These letters would state what the cultural fund helped these organizations and individuals accomplish and ask that they don't cut the cultural fund. ,Nis. Rosario stated that the second area is Michelle Brodsky introducing herself as the new Chair of the Evanston Arts Council to each of the Aldermen. She said that they are going to follow up with personal meetings in January. The hope is to have at least twvo or three council members attend the follow up meetings with Ms. Brodksy. Nis. Rosario stated that there is a budget hearing on Wednesday, January 9 at City Hall in the Council's Chambers at 7:00 p.m. She said that we need people to come and speak for the arts. Ms. Brodsky stated that this hearing is a result of the budget process. his. Rosario asked that the members make phone calls to inform grant recipients of the January 9 hearing asking them to attend. Ms. Rosario asked if anyone knew the date when the arts would be discussed in the budget process. Mr. Dorneker stated that January 26 is the key date because that's the kick-off to the whole budget process of the City. Ms. Rosario stated that the third element to the advocacy plan is letters to the editors. She said . that the most important thing in the letter writing campaign is to make the letters personal. Ms. Rosario stated that another item that they have discussed is ways we can contribute money to the cultural fund by getting more grants and donations. She said any ideas an that would be appreciated. The sub -committee meets before every Arts Council meeting at 6:00 p.m. Nis. Rosario stated that if am one had any Questions or needs more information to let her know. Ms. Brodsky stated that for those members making calls, the committee would get you the information you need to make those calls. Mr. Domcker stated that the Fleetwood Jourdpin Theatre is also up for elimination so the council members may receive calls from the community about the theatre because people associate theatre with the arts. his. Brodsky stated that there is also the concept of bring the Fleetwood Jourdain Theatre to the Noes Cultural Arts Center. She said that it is not a done deal but it was a suggestion. ADJOURNMENT The meeting adjourned at 9:00 p.m. The next meeting of the Evanston Arts Council is Tuesday, January 15, 2002 at the Noyes Cultural Arts Center at 7:00 p.m. Minutes of the Evanston Arts Council January 15, 2002 COUNCIL MEMBERS PRESENT: Ms. Michelle Brodsky Ms. Rose Jourdain Ms. Ladia Rosario COUNCIL MEMBERS ABSENT: Ms. Pamela Blevins Ms. Virginia Roeder Mr. Scott Morgan Nis. Amy Seidman STAFF PRESENT: "Draft — Not Approved" Note: minutes are not verbatim Ms. Sally Parsons Ms. Bonnie Zak Ms. Bobbie Saltzman Ms. Elena Kaiser Mr. Tony Kelly Ms. Genevieve Costello Ms. Sandra HM Mr. Harmon Greenblatt, Cultural Arts/Arts Council Director Mr. Robert Dorneker, Superintendent of Recreation Ms. Oneka Davis, Cultural Arts Secretary OTHER PRESENT: Ms. Jen Green, Piven Theatre Workshop Ms. Naomi Kinsman, Shanti Foundation Mr. Lara Teeter. Light Opera Works The meeting was called to order at 7:05 p.m. APPROVAL OF COUNCIL MINUTES The meeting minutes of December 18, 2001 were not approved there was not a quorum. Ms. Brodsky informed council members that included in the monthly packet were general outlines of the grant proposal narratives that were submitted last year by the organizations that will present this evening. Cultural Fund Midwav-Light Opera Works — Mr. Lara Teeter introduced himself as the Artistic Director of Light Opera Works. He said after 21 years of operation Light Opera Works finally decided to explore the idea of a training program for children in the art of musical theatre, which includes three disciplines: acting, singing and dancing. Mr. Teeter stated that they developed a threc-year plan. Last year, their inaugural outing, held three one -week presentations. They were one -week versions of three different musicals: Annie, Guys and Dolls and The Pirates of Penzance. In the morning, they learned the disciplines of warming up the body, voice and acting exercises. Then they spent the remainder of the day learning music and choreography. Mr. Teeter stated that they were hoping to enroll sixty students. With the help of Lisa Winters, head of North Light Children's Program they had 110 students. Mr. Teeter said that there were four counselors along with himself as the Director/Choreographer and Patrick Hollands, Music Director. Mr. Teeter stated that next summer there would be a four -week session. The first year participates ages ranged from 8-18 in the coming year the student will be divided into two groups based on their ages. The first three -weeks are designed for students between the ages of 8-13 and the fourth week for students between the ages of 13-18. Each workshop runs Monday through Saturday. Mr. Teeter stated that in 2003 they hope to have year-round classes for students. Mr. Teeter thanked the Arts Council for it's support. Mr. Greenblatt asked Mr. Teeter if he had any figures on how many of the 110 students enrolled were from Evanston and the number of students in each program. Mr. Teeter said that there were forty students in the first and second session and thirty in the third session, but that he didn't have information regarding how many of them v.-here Evanston residents. He said that they had fourteen scholarship students and they Here all Evanston residents. Ms. Rosario asked if they had any particular goals for increasing the percentage of students from Evanston. Mr. Teeter said that is an area in which he is not at all that familiar with. Ms. Brodsky suggested to the council that they invite Bridget McDonough to the next meeting to. , address these issues. Ms. Saltzman asked that Mr. Teeter forward information on the number of students that were from Evanston, the number of scholarships that were given and how many of the scholarship went to people from Evanston. Mr. Teeter said that there were fourteen scholarship students and they were all from Evanston. Mr. Greenblatt suggested that Light Opera Works include all of this information in their final report. Cultural Fund Midwav-Piven Theatre Wnrkshon — Ms. Green said that she is a Senior Staff Member with Piven Theatre Workshop and an Artistic Associate with Piven Theatre as a Director and teacher. Ms. Green said that she is working very closely with the Pathways to Teacher Development Program. She thanked the Arts Council for supporting this project. The program is currently in its second year; seven individuals have participated in the program. Ms. Green stated that the program has many levels and the teachers are continually mining their classes for individuals who are excited about theatre and participating as a teacher or apprentice. The seven individuals that have participated in the program worked with staff as apprentices and some have moved up to assistants and are taking on leadership responsibility. 2 Ms. Green stated that they offer e%cryone in the prog;arn a full scholarship to allow them to continue to grow as artists. Program participants ha%a weekly meetings where they talk about their experience and are evaluated every quarter. Ms. Green said they instituted apprentice meetings so that they can have meetings that focus on the apprentices as individuals. She stated that as -a smff member she has been mentorine one of the participants as yell as overseeing the overall proz-am. Ms. Parsons asked what subjects Piven teaches? ;its. Green stated that Piven Theatre teaches kids beginning in the fourth grade though senior level in high school in: theatre games, improvisation, story theatre and adaptation. Ms. Parsons asked to what extent is the focus of your progrm on Evanston youth. Ms. Green said being a fixture in Evanston for shim- years their percentage of Evanston residents taking classes with Piven is high. his. Green stated that in terms of the participants in this program of the seven three of them were Evanston residents. Ms. Rosario asked how they went about recruiting participants of different ethnic backgrounds? Ms. Green stated that they look at individuals that are currently taking classes and offer the opportunity to them. They also work with the Department of Child and Family Services Outreach Program, the Youth Organization Umbrella and Chicago's Off the Street Club. She said in order to be accepted into this program the individuals are required to take classes with the workshop. Ms. Rosario asked if the seven participants that they serviced were all from different ethnic backgrounds? She also asked what these participants do after the program have ended? Ms. Green said that they were all from different ethnic backgrounds. She said building a credential with Piven Theatre Workshop could aid people in finding positions elsewhere. Piven's mission is that their teachers were also students with Piven. They try and have a consistent method for all of their classes. - Ms. Green stated that one of the participants is close to receiving a co -teaching position in the summer. Two others have gone on to college through recommendations that Piven has written for them. Another individual is a full-time teacher with the Palatine District. Ms. Brodsky stated that the Cultural Fund Committee's understanding of this program and the reason it was funded is to bring back diversity. Nis. Green said that is their primary mission. She stated that it's about a love for theatre, commitment to teaching theatre and a commitment to giving back to the community. They hope that all of their pathway candidate's stay with Piven but to their credit with this program has offered them other opportunities. Ms. Green said with this program the individuals benefit in terms of being able to take classes, receive one-on-one meetings and receive mentoring from teachers. Mr. Greenblatt stated that in the grant application it said that part of the grant would be for stipends for six apprenticeships, the Evanston Arts Council grant can only fund your scholarships for the three participants that are Evanston residents. He said that in the final report it will also have to show how the other things balance and this money was used in Evanston to benefit the Evanston community. Ms. Green stated that the operating budget for this program was $5,600 so the grant funded part of it. Ms. Rosario asked if they received some of the other funds for this program? Ms. Brodsky stated that organizations are required to present a one-to-one match. Ms. Saltzman asked how many teachers Piven employs and how many of those teachers are of ethnic decent? Ms. Green stated that thev have about fifteen teachers and of those fifteen three are minorities. Ms. Green said that she would pass along the questions that she could not answer to the grant writer. She said that she would make sure that she sends the information to the council or includes it in the final report. Ms. Brodsky thanked Nis. Green for her presentation. Ms. Green thanked the council for their support. Cultural Fund Midwav-Shanti Foundation —Ms. Naomi Kinsman introduced herself as the Program Coordinator for the Heroes Program. She said that the Heroes Program is a program that takes artists into the schools working with the teacher. Together, they create an integrated program that lasts twelve to sixteen weeks. Ms. Kinsman stated that they have artists from all fields: filmmakers, visual, music, theatre, playwriting, spoken word and poetry. She said they create these programs and at the end they have a final performance either for the school or a larger audience. Ms. Kinsman stated that that the grant has enabled them to work with fives schools in Evanston and the YWCA. In the past they have worked with one school per year. The schools that they are working with this year are Timber Ridge, Willard, Nichols, Lincolnwood and Washington. Ms. Rosario asked whether the artists wort: with the an or homeroom teacher? Ms. Kinsman stated that they work with the core classroom teacher and the art teacher that would be most appreciate for the artist that comes to that school. She said that they do eighty -minute sessions. Ms. Zak asked if the artists were from Evanston? Ms. Kinsman stated that some of the artists are Evanston residents. Ms. Kinsman stated that the overall goal of Shanti is to bring peace making skills to students. She said that they are using the creative process of visual art and encouraging the kids to learn about violence prevention. Ms. Rosario asked how many people work for Shanti and how long have they been working in Evanston? his. Kinsman stated that they have three people on staff, the Heroes Program was founded in 1998 and Shanti has been in existence for eight years. Ms. Saltzman asked if anyone took notes on these sessions? Ms. Kinsman stated that she visits every school while the program is in session. They are currently working on an observation tool that will quantify exactly what the children are getting out of the program. Currently they have been doing journals and the kids ►%rite in their journals every week after their session. Ms. Rosario asked Ms. Kinsman how they decided upon the schools, classes and groups. Ms. Kinsman stated that they go to the schools that express an interest and information is also sent out to schools. She said that it is huge time commitment for the teacher they have to give up forty minutes of their classroom time to the artist. They council thanked Ms. Kinsman for her presentation. Budget Update — %1s. Brodsky stated that not much has changed, The City Manager has proposed to City Council a S 16.000 reduction in the Cultural Fund Re -granting Program and cutting a program manager position. Mr. Greenblatt stated that eliminating the Artskills program has also been proposed. He said that the funding comes from another department but it is a Cultural Arts Division program. Ifs. Brodsky said also in relation although not an Arts Council program is the closing of the Fleet%%ood Jourdain Theatre. tics. Saltzman asked what would happen to the space if the theatre were closed`' Mr. Domeker stated the City rents the space from. Family Focus. Ms. Brodsky stated that she attended the four -session budget process representing the Arts Council. She said the last session was to figure out how to gain revenue. Mr. Domeker stated that what happens in the budget process is the Aldermen come up with questions outside of the council meeting and staff has to provide them with information. Ms. Brodsky stated that anyone that wants to speak has to sign in. Advoeacv — Ms. Rosario asked the council members to continue to write letters to the aldermen in their community. She stated that there is an important budget meeting on Saturday, February 2 from 9:00 a.m. — 1:00 p.m. Ms. Rosario said to plan to be at the meeting for a least tivo hours. The first half hour will be overviews of the programs then there will be an hour devoted to the community. She said that they are planning to present different arguments through different people during that time. Ms. Rosario stated that it is important for the Arts Council members to attend. And for those who can not attend to continue to write letters and have their friends write letters. Ms. Rosario thanked the council members that volunteered in the advocacy effort. She said that they have sent letters to the Round Table, asked the Noyes residents to attend the budget meeting and asked the grant recipients to write letters. There are five to six specific people slotted to speak at the budget meeting and hopefully there will be many others. Nis. Rosario asked Mr. Domeker if we would act a definite time when the arts would be discussed at the budget meeting. Mr. Domeker stated that he would not know until Monday. He said that Saturday is the first budget meeting after that meeting he should have an idea of how things are going to go. This is the first year that they have put together an agenda. Mr. Domeker stated that on Saturday they are going to talk about overall revenue for the City. Ms. Brodsky stated that there is a $3.5 million shortfall. She said that you either bring down the expenses and bring up the revenue or do a little bit of both. She said by law the City has to have a balanced budget by midnight February 28. What the aldermen are looking to do is add one percent to the food tax and loser the liquor tax this would bring in about S700,000. Ms. Brodsky stated that this is just one example of with the aldermen plan to propose to the City Council. Ms. Rosario stated that the City has always looked at the arts programs as an expense and for the most part they do use more money than they bring in. She said that the arts and the arts program directly and indirectly bring revenue into the City. Ms. Rosario said that the Advocacy and Planning Committee plans to look at ways of using the arts to generate revenue. Ms. Rosario stated that there is revenue and indirect economic impact she said that the arts should be perceived as a contributor to both. She said that she welcomes everyone's ideas for a strategic plan. Ms. Rosario stated that the Advocacy and Planning Committee meets before every Arts Council meeting at 6:00 p.m. Noves —,Ms. Brodsky stated that the City is moving to fill three empty studio spaces. She said that the Noyes Cultural Arts Center, which is owned by the City and is leased to artists, has four studios that are currently being, uses by Ciry staff. Ms. Rosario asked how that information would be publicized to the community? Mr. Greenblatt stated that was done. He said that applications have been submitted for all of the spaces: I03, 109, 214; room 106 will remain a communityspace. Mr. Rosario asked if the applicants were diverse? Ms. Brodsky stated that the Noyes Center Committee would be going through the applications. Mr. Greenblatt stated that there are seven applications. Ms. Rosario urged the committee to look for diverse candidates that can also benefit from these spaces. She said that when she looks at the list of the tenants she doesn't really see any diversity. Mr. Greenblatt stated that it is hard to know who is diverse by looking at the application. He said that you couldn't rent or not rent on that basis. There was a discussion about the diversity within the Noyes Center. Mr. Greenblatt stated that the Noyes Center Comminee meets and makes a recommendation to staff, the final decision is up to senior staff and then it goes before City Council. Cultural Diversitv — Ms. Saltzman stated that the Cultural Diversity Committee has not met. She said that the event time for the Black History Month celebration on February 10 had been cut. Mr. Greenblatt stated that longer hours were never presented to him. He said that we couldn't have the celebration on a Sunday during the day because the theatre companies have performances. Mr. Dorneker stated that it has been his observation that in prior years that with all day events there seemed to be periods were it %vas hard to get the concentration. Mr. Greenblatt stated that it also includes that gallery opening. Ms. Rosario asked what else the Cultural Diversity Committee is in charge of? Ms. Saltzman stated that they also work with the Ethnic Arts Festival. his. Brodsky stated that they also oversee the cultural diversity standards, which is apart of the grant program. She stated that they are Iooking to edit the standards this spring after we go through the grant process. Ms. Brodsky stated that she has invited Lorelei McClure to the February Arts Council meeting to answer questions about cultural diversity. She said that Ms. McClure is also a past chairman of the Arts Council for several years. Cultural Fund —Ms. Brodsky stated that the applications are due Friday, January 25. Panels will be held in March. She asked that the council members try to attend one panel meeting for at least thirty minutes, enabling them to hear two of the grants reviewed by the panel. Panel meetings are open to the public although neither the public nor the grant applicants are able to speak. Ms. Rosario stated that it needs to be reemphasized to the applicants to make sure they are benefiting the Evanston community and to make sure that they do more diversity outreach. She said that she would like for the panels to do more probing to see how they are really reaching the 6 community. Mr. Greenblatt stated that the applicants are not allowed to speak so if it is not in the grant it doesn't exist. Ms. Brodsky stated she and Amy Siedman redid the points sy st-rn for the panels. She said that she would include that information in the February packet. Ms. Brodsky explained the panel point system to the council. Ms. Parsons asked if there was a checklist that could be giver. to the grant recipients prior to the midway presentation. She said that it is wasting our time and theirs if they are not presenting themselves in the best light. Ms. Brodsky stated that Nis. Par_•ons made a very good point and that the idea could be presented to the cultural fund committee. Ms. Brodsky stated that Ms. Rosario had brought to her attention that Romano and Romano Brothers which is an investment company has hit their fortieth %ear and to celebrate they want to give away S40,000 with a maximum of S 10,000 to each source. She said that she fonvarded that information to Angela Allyn. Ms. Brodsky stated that the one problem is their deadline for their applications is March 1 and with their process we may not know anything until May. She said that they are using an application process and she made the call to KG Communications. Mr. Greenblatt asked if we need to be a 501 C3? Ms. Brodsk- stated that we could put the money through the Evanston Community Foundation. Mr. Greenblatt stated that could not be done until the City gives their approval. Mr. Domcker suggested that Mr. Greenblatt check with Jessica Bullock because she has all of the background information. Ms. Brodsky stated that the Evanston Community Foundation is a 50iC3 and we have been in discussion them using them as an umbrella. Mr. Greenblatt stag that the Arts Council is not a fiscal agent so in order for us to go though the Evanston Community Foundation we need the City's approval. Ms. Rosario asked who has the responsibility of moving this through City Hall. Ms. Brodsky stated that this is something that she could discuss with Roger Crum. She said that this is a continuation of what she and David Mickenberg had done with their proposal to the City. Ms. Brodsky stated that the last time they met with Roger Crum and presented some of their ideas they were supposed to meet again and it never happened. She said that as chair the first phone tail she made was to Roger Crum to make an appointment to met. This meeting will also include Doug Gaynor and Loida Rosario on January 23. Discussion about Meeting Attendance Police- Ms. Brods-ky stated that she has no desire to look at people's past attendance. She said she is looking to have a productive Arts Council with a quorum at each meeting, Ms. Brodsky handed out copies of the attendance policy dated December 6, 1992. She said this is the policy that is currently on the books, Arts Council members are excepted to attend all regularly scheduled monthly meetings of the Arts Council, Anw Arts Council member missing two consecutive monthly meetings will be asked by the Chair to formal! v resign from the Arts Council. Exceptions due to illness or other issues may be exempted from this polky at the discretion of the Chair. Ms. Brodsky stated that she had a copy of the Recreation Board policy, which is slightly different. She asked the council how the felt about the Arts Council's policy? Ms. Saltzman suggested that calls should be made to absent members. Ms. Parsons asked what the recreations policy states? his. Brodsky read the policy; each member is expected to attend all meetings in the event that a member mused three consecutive meetings orfitie meeting in anti• one year. -I report shall be seat to the .%hzor and the president shall request that person to resign whether or not that member resigns am ogice held bti• that member shall be vacated. tlfembers thereafter shall not hold ofce for six months. Ms. Parsons stated that she would like to see some kind of policy in place and in force. Mr. Greenblatt suggested writing a letter to all of the Arts Council members stating the policy. Ms. Brodsky asked if there was a desire to put this back on the agenda for the February meeting to amend or edit the policy? his. Rosario stated what gets people to meeting is sense of accomplishment and effectiveness. She said until we feel as an Arts Council we are being heard at City Hall and are making a contribution we will continue to have this problem. Mr. Rosario stated that we can work on the policy but we also have to work on the Arts Council's role. Ms. Parsons suggested conducting a survey of the Arts Council members regarding why they are not able to attend. She said that might give some interesting insight as to how we can change things and make people what to participate. There was a discussion about the member turnover rate in the past two years. Also discussed were the fact that the council is having the same discussions over and over again. Ms. Saltzman stated that when the council meets and goes through issues and there is never time for discussion. She said until discussion goes back into the Arts Council meetings this is what it's going to look like. Ms. Rosario stated that she believes in a combination of discussion and accomplishments. She said that she never likes to discuss things without having an action to follow. Ms. Rosario suggested having a discussion, come to a conclusion and move on. Ms. Brodsky stated that the time frame for the agenda is one %Seek before the meeting. Air. Greenblatt stated that the council members are free to call Michelle Brodsky with their agenda items. Ms. Rosario suggested that at the February meeting the priorities from each sub -committee be reviewed. Mr. Greenblatt stated that part of the problem is you always act as a committee as a whole. The Arts Council might be more efficient if the sub -committee a report is then brought back to the Arts Council. Mr. Greenblatt asked if the Arts Council needs to meet every month. He said the council, as a whole is to receive reports, have discussion and vote on them. Another problem is that you can't have sub -committees when so few council members participating. Mr. Greenblatt stated that we need to get council members that want to work, get non -council members on the sub -committees and get the sub -committees meeting once a month. He stated that the Arts and Business Council of Chicago has program called On Board. They do a lot of work. with organizations like the Arts Council on board de.-clopment and training, first you have to have your board together. There is no charge for this training. Ms. Rosario stated that for the Arts Council as a board this workshop is a step further in the future. Ms. Brodsky stated that she would make a phone call to the members who where not at this evening's meeting.. She said when agendas go out she could separate discussion and action. And asked if time frames would be helpful? Ms. Brodsky asked the council members to call or email her with other comments, agenda items or suggestions. New Initiatives — titr. Greenblatt stated that there are openings on both the Arts Council and the Public Art Committee and suggested if anyone knows of any good candidates have them call the Mayor's office and fill out an application. Ms. Brodsky stated that she would be happy to talk to people if they are not sure of what's involved. ADJOURNAIEN-r The meeting adjourned at 9:00 p.m. The next meeting of the Evanston Arts Council is February19,2002 at the Noyes Cultural Arts Center at 7:00 p.m. Minutes of the Evanston Arts Council February 19, 2002 COUNCIL NIENIBERS PRESENT: Nis. Michelle Brodsky %is. Rose Jourdain Nis. Lodia Rosario Nis. Sally Parsons COUNCIL MEMBERS ABSENT: his. Bobbie Saltzman Ms. Sandra Hill Mr. Tony Kelly STAFF PRESENT: "Draft — Not Approved" Note: minutes are not verbatim Ms. Pamela Blevins Ms. Bonnie Zak Nis. Amy Seidman Ms. Elena Kaiser Ms. Virginia Roeder Ms. Genevieve Costello Mr. Scott Morgan Air. Harmon Greenblatt, Cultural Arts/Arts Council Director Air. Robert Dorneker, Superintendent of Recreation Nis. Oneka Davis, Cultural Arts Secretary OTHER PRESENT: Ms. Laura Saviano, Public Art Committee Chair Nis. Lorelei McClure, Cultural Diversity Committee Chair Ms. Olga Spilewsl y, Northwestern University Gradate Student Air. Chaaze Roberts, S.O.U.L Creations Ais. Amy Greenwood, Music Institute of Chicago Nis. Penelope Sacius, Evanston Symphony Nis. Lorian Stein-Schwaber, Music Institute of Chicago Mr. Howard Solotroff, New Evanston Arts Council Members The meeting was called to order at 7:05 p.m. APPROVAL OF COUNCIL NIIN. UTES The December 18 meeting minutes were tabled until the March 19 meeting. The January 15' meeting minutes %%ere approved. Ms. Brodsky asked the grant recipients to address how they service the Evanston community and how they meet diversity goals. Cultural Fund Midwav-Music Institute — Ms. Stein-Schwaber stated that the Music institute has had an Evanston Campus for over 20 years. They have purchased what used to be the First Church of Christ Scientist on Grove Street and Chicago Avenue. Its in the process of being rehabbed into a State of the Art Music Center on the loµer level and the upper level will remain a concert hall. tits. Stein-Sch%%aber stated that the grant was used to stabilize some of the their summer programs and to attract new students and new members of the community. She stated that were especially trying to attract members of the minority communities. Financial aid and scholarship are provided to the children in these communities. Ms. Stein-Schwaber stated that they of er Suzuki Samplers where a child and a parent can try out and instrument on a short-term basis. There is also a series of vocal programs offered in the summer. They worked with Evanston Township High School vocal program and had a summer version of the Evanston Children's Program, Voice Freedom Singers Program and an adult voice sampler. This was all done to try and bring in people from the community that had not been part of the Music Institute family before. Ms. Stein-Schwaber stated that they also collaborated on their summer programs with the Institute for Therapy in the Arts. She said that they have an entire division that does art, music, drama and dance therapy. Ms. Stein-Sch►vaber stated that the kind of granting that came from the Evanston Arts Council made it possible to do the programs regardless of the number of the students enrolled. Ms. Stein SchAvaber stated that they did several concerts with the groups. They also met with District 65 who allowed them to talk to the PTA in order to get parents to bring their children in to the programs. She stated that in the past three years their enrollment has increased from 200 to 500 students a week in Evanston. Ms. Greenwood stated that the Music Institute has increased their faculty minority ratio. She said that they have also been on a campaign to increase diversity on their board and have recently added two minorities. The goal is to have five new minority members on the board by June 2002. Ms. Greenwood stated as part of their effort to include the community when they open the new building there are going to be a number of kick-off events that will be targeted to a number of different populations. Ms. Rosario asked where the new building was being built and what the proportion of students that are minorities. Ms. Greenwood stated that about fifty percent of their student body is minority. Cultural Fund Midwav-S.O.U.L. Creations —Mr. Roberts stated that S.O.U.L. Creations (Sprint Of Universal Love) is a community based organization they are an Association for the Promotion of Academic, Social and Cultural Enrichment. The Evanston Arts Council funded the portion called The Soul Experience, a cultural component of the three tiers. It is an after school enrichment program designed for the promotion of creative expression and life skills through dance, song, music (West African drum and dance). Mr. Roberts showed the council a short presentation from Oakton School. The program runs for eight weeks and ends with a final presentation. Ms. Jourdain asked what Mr. Roberts meant by Iife skills? Mr. Roberts stated commitment, respect and team work. He said in the performance they have to apply these life skills so that they can come Iogether as a unit and to present in front of the community and fellow students. Mr. Roberts stated that in the performance the children sine, dance and tell the Iife skills that they've learned. Ms. Zak asked if this program is open to cultural diversity? Mr. Roberts stated that the program is completel% open. The program in the tape reflected the population at the school. He said that started out tanctine the lou income and lo%v achieving students. Mr. Roberts stated that next year they plan to ha%a two different programs: one for lower achieving student and the other for the higher achieving students. Nis. Zak asked if it .would be possible to have the children work together? She stated that kids learn from each other. Mr. Roberts stated that there are individual needs that the lower achieving kids need met. Cultural Fund Midw•av-Evanston Svrnnhonv — Nis. Sacius stated that they received a grant for a music to an project call Play Me a Picture, Paint ,Ica Tune. She said that it specifically aimed at children in grades four through eight. Ms. Sacius stated that they took classical music into all of the district 65 middle schools including the two magnet schools and one private school. She said that the art teachers take the music and their work with the kids in their art classes. Ms. Sacius stated that this program teaches multiple skills at once and intergrade into the curriculum. She showed a number of examples from students of the different schools. They take fifty of the pictures and put them up in the library and Borders Books and Music. The pictures also get displayed at the concert at Evanston Township High School and display them while the music is being played live by the Evanston Symphony Orchestra. Ms. Sacius thanked the council for their funding. Ms. Brodsky informed the Arts Council Members that Byrne Piven of the Piven Theatre Workshop died on Monday night. Mr. Gaynor stated that services would be held on Thursday, February I9 at 10:00 a.m. Ms. Parsons asked if there was a gesture that could be made on behalf of the Arts Council. Nis. Brodsky suggested that the council have a tree planted in Israel. The council as:reed to take up a collection and have a tree planted in Byrne Piven's name. Noves Cultural Arts Center Studio Space -- Ms. Brodsky stated that there are currently four open studios at the Noyes Center. She said that the Noyes Center Committee met and discussed filling two of the spaces. Ms. Brodsky stated that they are holding any further action on the additional two studio spaces until there is a final decision has been made on the placement of the Fleetwood Jourdain Theatre. ,,Is. Brodsky stated that the Noyes Center Committee has for the Arts Council's approval recommendations for two of the open studio spaces. She said that after the Arts Council has approved these recommendation that So to the Human Services Committee and then to the City Council. his. Rosario asked if we there were other applications for the additional two spaces, in the event that the Fleetwood Jourdain Theatre did not need to use those spaces. Ms. Brodsky stated that they do have some applicants and there was a discussion as to whether they would want further applications. Ms. Rosario asked if there were applicants from diverse areas of the community. Ms. Rosario asked if it made sense to re -advertise those two spaces to people from different communities. It was stated that there was already a lot of money spent on advertisement for the studio spaces. Ms. Brodsky stated that they didn't post a deadline for applicants. Mr. Greenblatt stated that staff had also sent out applications most were not returned. Ms. Rosario suggested that if it «as decided that the ni o additional spaces are going to be rented that they be re -advertised. She stated that �%,e don't have to spend a lot of money, just post flyers around the city. Nis. Brodsky stated that the Pi%en Theatre Workshop elchanged spaces. They are currently in studio 107 and they would like studio 103. June Wilhite occupied the space for over twenty- seven years and has since moved out. The Arts Council staff had temporarily been using this space while the offices werc being renovated. — Nis. Brodsky stated that Pi%cn would like to put in a doorway at their ow-n expense that would lead into the theatre. Ms. Brodksy asked if under the circumstances would any of the Piven's prior plans be changing. Mr. Greenblatt stated that he asked the same question today and that he was informed that no plans made before would be changing. Ms. Brodsky stated that in the summer the Piven's will use the space in the evenings and on the weekends and the Arts Camp will use the space during the day. Ms. Brodsky stated that the second recommendation is that Valerie Engel Schiff has requested that she be able to move to studio 214. She has currentiy been sharing a studio with Sara Piepmeier. They both would then take on full rent and community service of their studio spaces. Ms. Brodsky stated that Sara Picpmeier would be leasing back her space to the City for the summer months. Ms. Zak asked if there would be a possibly that the Fleev- ood Jourdain Theatre could use the Kingsley Theatre. Mr. Ga)mor stated that it had been suggested that the youth theatre be moved to the new Levy Senior Center, which will have a full stage and sound system, and to try and keep the adult theatre at the Family Focus. He said that there is an issue of about S31,000, which is a portion of the rent that is being paid to Famil% Focus. Mr. Gaynor stated that one of the other issues is that the theatre is not ADA accessible. Nis. Rosario stated that the committee did a good job finding good use for the studio spaces. She said that she would like more effort put into re -ad% ertising the remaining studio spaces, so that all members of the community have an opportunity to apply. There was motion made to approve the Noy cs Center Committee's recommendation, for the available studio spaces. The motion was second and approved. Noves Center Leases and Community Service — W. Greenblatt stated that the council received a copy of the first page of the studio leases. the community service page and the fee matrix. He said that because a t%vo-year lease was signed last -.ear they did not include a copy of the entire lease. Mr. Greenblatt stated that there has been a rent i^cr^. :e of 59,o and because the rent has increased 5% the community service has also increase by 5 o. Some of the charges that are listed on the fee matrix have also increased by 3%. Ms. Brodsky stated that the CitY subsidizes all resident artists at No} es. They. are required to provide community service equal to 15% of the total value of the rent, for projects that serve the Evanston Community. She said that the resident artists have to assicn a dollar value to the community sen•ice at a reasonable hourly rate. Nis. Brodsky stated that communit' service is something that is being looked at by the Noyes Center Committee. Ms. Rosario asked how the community service commitments are reflected in this document. Mr. Greenblatt stated that on page two the community service is listed, the amount that is required and the total that has been approved, which has to be equal to or greater than The required amount. They used one of the packets as an example. Ms. Brodsky said how community service is decided and its value is something for the Noyes Center Committee to look at, at a later date. Mr. Greenblatt stated that there are community service guidelines. Ms. Rosario asked if there were checks to make sure that the community service that had been approved was completed. Mr. Greenblatt stated that the community service final reports are due on March 1. He said that everyone that has handed in final reports have fulfilled their commitments. Ms. Brodkky stated that the committee is being asked to give an approval of the 5% increase. Mr. Greenblatt stated that the new leases for Piven Theatre, Valerie Engel Schiff and Sally Piepmeier are not in the packets because the Arts Council hasjust approved the recommendation from the Noyes Center Committee. Mr. Howard Solotroff asked if the value of the tenant's contribution had been increased by 5%? Mr. Greenblatt stated that they did not do that but that there haven't been any complaints from the tenants. Mr. Solotroff asked Mr. Greenblatt if he thought that this would be appropriate. Mr. Greenblatt stated that none of the tenants requested that maximum amount. He said that is something that the Noyes Center Committee will have to discuss. A motion was made to approve the Noyes tenants community service proposals for the 2002-03 year. The motion was seconded and approved by the Arts Council. Cultural Diversitv — Ms. Brodsky introduced Lorelei McClure to the council members. She stated that Ms. McClure is a former chair of the Arts Council and is currently chairman of the Cultural Diversity Committee. Ms. McClure thanked the council for asking her to attend the meeting. Ms. McClure stated that the Cultural Diversity Committee is a sub -committee that is a support group to diversity in all areas of the arts. The aim is to enhance the probabilities for all of the citizens of Evanston to enjoy art as producers of art, education in art and all other aspects and to do everything that we can to insure that the highest level of diversity is present in all art projects. Ms. McClure stated that these committees started as arts in affirmative action committee primarily focused on minorities that were undeserved. She said that they want everyone who is a citizen in Evanston to be able to enjoy the arts. ,As. McClure stated that she immediateh, thought of diversity when the council was discussing the Noyes studio spaces. She suggested advertising in the community centers and community newsletters that service the ethnic community. Ms. McClure stated that these are the things that the Cultural Diversity Committee can help the .arts Council with. Ms. McClure stated the more interaction recci%ed from the Arts Council the more comprehensive job the Cultural Diversity Committee,.►ill be able to do. The areas that they most closely work with are the Evanston Ethnic Arts Festival and the Black History program. She said that she has specified in their guidelines that there should be an Asian -American program. Ms. McClure stated that to move us into a more progressive language as well as thinking they're trying to look at factors of the human family. She said that they are trying to discover ways to continually open up their horizons. Ms. Rosario asked if they could get resources from students to do survey regarding how well the Arts Council serve the different communities throughout Evanston. Mr. Greenblatt stated that one of the work-study students worked on something similar for the cultural fund grants. McClure stated that it has been done in the past and they have talked about doing that again. Ms. McClure stated that we would have to determine what we want to capture the length of time we want to capture and what resources will be needed. Ms. Rosario asked McClure if she could do some research on what it would take to have a study completed. Ms. McClure stated that the Cultural Diversity Committee is currently in flux and that their mission and roles are contingent upon the roles and mission of the Arts Council. She said that this needs to be discussed more deeply before anything is assigned to a sub -committee. Mr. Greenblatt suggested that the Cultural Diversity Committee have a liaison that attends the Arts Council meetings. his. Brodsky stated that the council members are welcome to attend the Cultural Diversity meeting and serve on the committee. tits. McClure stated that ideally the committee meets even, other month. Ms. McClure said that they talked about having a master schedule of all Arts Council and sub- committee meetings put together. Ms. Blevins asked if community members could attend the sub -committee meetings? Ms. Brodsky stated that the Arts Council is guided by the Illinois Open Meetings Act. She said that her hope is that we have more community members attending the sub -committee meetings. Ms. Brodsky asked how the council would like to see the calendars presented. The council members stated that they would like to have a hard copy. Ms. Rosario suggested that all of the chairs of the sub -committees need to give Ms. Brodsky or Mr. Greenblatt their meeting. information. Mr. Greenblatt suggested that the sub -committees establish regular meeting times. Ms. McClure suggested that the Arts Council invite all of it sub -committees to a gathering where they can get to know each other. Mr. Gaynor stated that the Recreation Department does a monthly calendar and can include the Arts Council and its sub -committees in this calendar. Ms. Parsons asked if the Cultural Diversity Committees have a current document that states goals_ and the mission. Ms. Brodsky stated that the council could get a copy from the Arts Council files. They normally meet the first Tuesday of ever% other month at 6:00 or 6:30 p.m. Director's Report —Mr. Greenblatt stated that the Black History Month Celebration was a great success and the entertainment was terrific. He thanked Theresa Paconie and everyone else that helped with the event. Mr. Greenblatt stated that there is a group of Northwestern students that have volunteered to do logo for the Arts Council and the Public An Committee. He stated that they had a number of designs and he selected the best one to submit to the council. Mr. Solotroff stated that this logo design is grossly antiquate. Ms. Saviano stated that the Public An Committee is going through the same thing and that they should get together to try and come up with some funding for a logo. Ms. Brodsky asked how the council wanted to go about coming up with a logo. There was a discussion about how the council should proceed in getting a logo designed. it was stated that there is no money in the budget for a logo. Ms. Rosario stated that the Advocacy and Planning Committee has decided that image building is an important task for the committee. Mr. Greenblatt reminded the council that there is no budget for a logo and that there is also not a lot of staff time. Mr. Solotroff asked how the design would be implemented on stationary etc. Ms. Rosario stated that the council was told that they could have letterhead printed. Mr. Solotroff stated that he would need a copy of the councils mission statement in order to gather information for the logo. Cultural Fund — Ms. Brodsky stated that the Cultural Fund is the grant program. On the committee are Tony Kelly, Amy Siedman. Bonnie Zak and Michelle Brodsky. She said that the panel meetings begin on Saturday, March 16 from 9-11:30 a.m. Its. Brodsky stated that it is a peer review panel and that it was put together by Angela Allyn of the Arts Council staff. Nis. Brodsky stated that at 9:00 a.m. there %ould be instructions to the panel. This portion of the meeting is not open to the public. It will become open to the public including the applicants after instruction is complete. Applicants and the general public are not allowed to speak at the panel meetings. Ms. Brodsky stated if the council members could attended for at least a half-hour they will probably hear two of the grants. She said that the Saturday mornings are new this year because of some of the problems that they ran into last year with evening panel meetings. Ms. Brodsky stated that included in the packet was a copy of the panel -rating sheet. Ms. Parsons suggested that the council members bring this sheet if they planned to attend the panel meetings. Mr. Greenblatt stated that we probably couldn't know the status of the 510,000 proposed budget cut until February 18. Ile said that Ms. Rosario and Ms. Brodsky and everyone else work very hard on the advocacy for the arts and desen-e are thanks. 7 Mr. Dorneker stated that the next meeting of the City Council is on Monday, February 25 and they will hopefully vote on the budget. He suggested that a member of the Arts Council be in attendance should a question come up. Ms. Brodsky stated that she would attend the City Council meeting and asked that at least one other member of the council attend the meeting with her. Ms. Rosario stated that a number of the council members, the tenants and the Public Art Committee all worked hard writing letters and making phone calls. Mr. Greenblatt stated that the Advocacy and Planning meeting is scheduled for every third Tuesday from 6:00-7:00 p.m. in room 106 before every Arts Council meeting. New Initiatives — Ms. Saviano asked that Ms. Brodsky and another member of the council set up a meeting with her to discuss the series that the Roundtable has offered to do on the arts. She said that the Public Art Committee is working on a website which is why the need a logo. Ms. Saviano stated that there are also working on a document from their symposium to disperse to the community about what public art means to Evanston. Ms. Saviano stated that Lincoln Shatz's Nimbus Sculpture will be completed this summer. And the Levy Center Committee is in the process of selecting art for the new Levy Senior Center. There was a discussion regarding how the request for art proposal was advertised for the Levy Center. Ms. Savaino stated that Michael Montenegro a Cultural Fund grant recipient is finally getting started on his mural project. The mural is going to be completed on a wall on Davis Street across from were the new McDougal Littell building. ADJOURNMENT The meeting adjourned at 9:05 pm. The next meeting of the Evanston Arts Council is March 19, 2002 at the Noyes Cultural Arts Center at 7:00 p.m. Minutes of the Evanston Arts Council March 19, 2002 COUNCIL MEMBERS PRESENT: Ms. Michelle Brodsky Ms, Rose Jourdain Ms. Lodia Rosario Ms. Sally Parsons Mr. Howard Solotroff COUNCIL MEMBERS ABSENT: Ms. Elena Kaiser Ms. Genevieve Costello Ms. Bobbie Saltzman STAFF PRESENT: "Draft — Not Approved" Note: minutes are not verbatim M� Pamela Bievins Ms. Bonnie Zak his. Amy Seidman Ms. Virginia Roeder Mr. Tony Kelly AU. Sandra Hill Mr. Scott Morgan Mr. Harmon Greenblatt, Cultural Arts/Arts Council Director Mr. Robert Dorneker, Superintendent or Recreation Ms. Oneka Dads, Cultural Arts Secretary OTHER PRESENT: Ms. Marian Kurz, First Night Mr. Robert Scogin, Next Theatre Company The meeting was called to order at 7:01 p.m. APPROVAL OF COL"SCIL MINUTES The meeting minutes of December 18, 2002 were approved with the amendments that were made. The February 19 meeting minutes were approved. Ms. Brodsky stated that she would like the presentations to be about five minutes and asked that they discuss the content of the grant, how it impacts the Evanston community and how they met the cultural diversity slanders. Cultural Fund NIidwav-Next Theatre -- Mr. Bob Scogin introduced himself as the managing director of the Next Theatre Company. He said the grant that they received from the Arts Council was used to obtain more subscribers and single ticket sales in the City of Evanston. Mr. Scogin stated that the first half of the grant was used to do a mailing list swap the Goodman_ Theatre mailing list. This mailing list was combined with the Next Theatre mailing list for the Laramie Project, which was the best selling project in the history of the theatre. A portion of the grant was used to advertise in the Pioneer Press. Mr. Scogin stated that for the Millionairess they did a combined mailing list with Shaw Chicago. He said that as a result they doubled their subscriptions for the season. Mr. Scogin stated that 4% percent of those subscribers from the Shaw Chicago mailing list are Evanston residents and 38% of the new subscribers are Evanston residents. He stated that their subscribers are no%% predominately from Evanston. Mr. Scogins stated that the have been %%orking on mailings to the Jewish Organizations in the Evanston area. He stated that they are doing this because their third production Cherry Does has a Jewish theme. Mr. Scogin thanked the Arts Council for their support because to a great extent they are responsible for a 50016 increase in the Next Theatre subscriber base. Ms. Rosario asked if they had a target outreach for the elderly. Mr. Scogin stated that they tried very hard to try and sale the Laramie Project to the schools in the area. Because of the content of the play a lot of schools didn't want to by into the project. Mr. Scogin stated that during the Miliionairess they did a special matinee for the magnet schools in Chicago. Mr. Greenblatt stated that as part of the community service that Next Theatre performs they are involved with the community. Mr. Scogin stated that they do talk -backs after every Sunday.. - matinee. - r Cultural Fund Midw•av-First ttiiV6t — Ms. Kurz stated that encountered some problems with their fundraising cf forts. Ms. Kurz stated that Diane Hardy, who they hired to work on . fundraising, did a wonderful job, although they were not as successful as they would have liked to been. Ms. Kurz stated that because the grant didn't come in at the beginning of the year by the time they go up and running they were halfway into the budget cycle. She said that Ms. Hardy was successful in getting the First Night name out to 100 organizations. They were so pleased with her efforts that they have hired Diane Hardv themselves. Ms. Kurz stated that their numbers were down from last year although the numbers are very hard to track. She said on the other hand, most venues were eery crowded. Ms. Kurz stated that they lost S17,000 in corporate funding last year for a number of reasons. She said that their two benefits raised double the money that they did last year. Ms. Kurz stated that this coming year will be First Night's tenth anniversary. She said that they are Iooking at various ways that they can reconfigure First Night, such as bring back the ftreworks. Ms. Rosario asked how many other suburbs in the area hold similar events. Ms. Kurz stated that Aurora didn't do one this year but they have in the past. She said that in the state of Illinois there are Rockford, Springfield and Evanston. 2 Director's Renort -- Mr. Greenblatt stated that included in the packets is a copy of his report to the City Council. He said that he would continue to include this in the Arts Council packets so that the members know what's going on with all of the programs. Mr. Greenblatt asked that there be at least one Arts Council member working with each of the major programs. He said that it is important that there is some participation in these events by the members of the council. Mr. Greenblatt stated that the Starlight Concert Series is a little different because the staff mostly runs them, although they would like to have members help and attend the concerts. Ms. Roeder stated that they Levy Center Art Committee is working on choosing the artwork for the new Levy Center and if any of the members are interested in attending the next meeting the probable date is April 72, 2002 at 5:30p.m. She said the selection has been narrowed to two people and there will one more meeting to make a decision on the artist will be. Mr. Greenblatt stated that Theresa Pacione, who has worked on the Ethnic Festival and Black History Month Celebration for the past eight years, has resigned. He said that Lois Roewade has been hired to keep the festival going thought this year Mr. Greenblatt stated that there would be a going away party for Theresa Pacione on Tuesday, March 26 at 6:00 p.m. in room 106 of the Noyes Cultural Arts Center. A motion was made thanking Theresa Pacione for her eight years of service and contributions. The motion was secondedn approved. Committee Renoru — Ms. Brodsky stated that February was a very productive month. She said that the everything in the budget has been restored. Ms. Brodksy thanked Lodia Rosario, Rose lourdain and Sally Parsons for their work in Advocacy and Planning as well as everyone else that was involved in the advocacy effort. Ms. Brodksy stated that all of the committee is off to a good start and it's because of everyone's efforts, Noves Center Committee — Ms. Parsons stated that the Noyes Taskforce is something that was setup short term and are in the process of selecting members of the Evanston arts, business and community leaders to service on the taskforce. The taskforce meeting dates arc April 22, May 13 and a third date to be named later. Ms. Parsons stated that the three major questions the taskforce will be addressing are: I. What should the function of the Noyes Cultural Arts Center be? 2. Who should the center consider the primary customers to be the artists or the community? What do they need and want? 3. To what extent should the center pay for itself through rents and community service? 4. What present and future economic and community forces many have an impact and how should we prepare to deal with that? Ms. Parsons said that she has devised a packet of materials to send out in advance to the taskforce members. She said that would allow the discussion to be more focused and action centered in terms of coming up with decisions and recommendations. Ms. Parsons stated that the ultimate result is a proposal to the City Council. She said that there are five people that have already agreed to take part in the taskforce. Those people include the head of the Arts Bridge Organization of Chicago, the head of the Oak Park Arts Council. Dick Peach and Cher%I Wollin. his. Parsons stated that we onl% want to have about eight to ten people. Ms. Brodsky stated that this process does not include the resid:m artists because it was thought that it would be a conflict of interest. Mr. Greenblatt stated that the research from the resident artist surrey should also be included in the opening meeting of the taskforce. his. Parsons stated that she would need to get that information from Ms. Roeder. Ms. Parsons asked for the Arts Council's endorsement of the taskforce process that she just outlined for the members. A motion was made to approve the outline of the Noyes Taskforcc. The motion was seconded and approved. Ms. Brodsky stated that the Noyes Center Taskforce is separate from the Noyes Center Committee, and that Sally Parsons has agreed to chair the Noyes Center Taskforce. Ms. Brodsky stated that there arc two open studios in Noyes that -Acre pending until a final decision w-as made regarding the future of the Fleetwood Jourdain Theatre. She said that there is a need for a chair of the Noyes Center Committee. Advocaev & Planning Committee — Ms. Rosario thanked the committee members for participating in the committee she said that the committee meets ever), third Tuesday at 6:00 p.m. She stated that a couple of weeks ago the committee complied the goals, objects and role of the committee. Ms. Rosario stated that she wanted to discuss what the advocacy committee is all about and the process that she would like the Arts Council to endorse so that the committee can produce the first draft of a business plan. Ms. Rosario stated that included in the packet was an outline. She said the outline is what the business plan will look like. Ms. Rosario stated that the first item the committee undertook this year was the advocacy effort for the budget. She said that thank you letters should be sent to all of the aldermen for the consideration. Secondly, as part of the advocacy efforts they met with the City Manager and Doug Gaynor of Parks/Forestry and Recreation. She said that they committed to come back with a formal presentation to the aldermen regarding the role of the Arts Council. Ms. Jourdain suggested writing a formal letter to the City Council thanking them for approving the budget. Ms. Rosario stated that the committee is now working on a Public Relations Campaign. The two activities in the public relations are: a RoundTable series on Art in Evanston and to plan a for the possible opportunity to be on the cover of the fourth quarter of the Arts and Recreation Magazine with the topic being the Cultural Fund. She said this ►would require that cultural fund recipients have their materials to the committee no later that September 1. Ms. Brodsky stated that the letters to grant recipients go out in May leaving the enough time to send in materials for the current year. Mr. Greenblatt stated that there would only be room for so many pictures on the cover the remaining recipients will be talked about in the article. 4 Mr. Greenblatt stated that this is not a guarantee that the Arts Council will get the cover of the Arts and Recreation Magazine. Mr. Solotroff asked if the am%ork in the Noses gallern is promoted to the public. Mr. Greenblatt stated that the caller% has a mailing list of individual and press contracts. Ms. Rosario stated that 'sir. Solotrofi has been instrumental in helping the devise an Identity Campaign for the .arts Council. Mr. Solotroff stated that the idea %%as to try and coordinate the identities of the various initiates that work under the Arts Council. He said that it was agreed that the umbrella theme of Arts Evanston would be used and then each of the organizations would be identified within Arts Evanston. Mr. Solotroff showed the council members examples of sample letterheads. He stated that a graphic identity would go where the letter A is represented. For the Arts Council it was agreed that they would take the script of ARTS oft' of the current letterhead and put that where the letter A is. Qrganizations would have the ability to change the color and include their own identity. Ms. Roeder asked whom Air. Solotroff was referring to as the other committees. Mr. Solotroff stated that there are the Public Art Committer, Lakeshore Arts Festival. Ethnic Arts Festival, etc. Ms. Rosario stated that as the Arts Council they hope to have this letterhead operational by May 1. Mr. Solotroff stated that the idea it the all of the organizations would have a sense of similarity. Ms. Rosario asked the Arts Council for their approval in order to move forward in the process. A motion was made to approve the Identity Campaign allowing the Advocacy and Planning Committee to move forward with the process. The motion was second and approved. Ms. Rosario thanked Mr. Solotroff for he help in working on the Identity Campaign. Ms. Rosario asked that the sub -committee chairs to complete the strategic plan work sheet by the April 9. She stated that this would tell the plans of the Arts Council for the next year. Ms. Roeder asked whose idea it was to give a formal presentation and why a formal presentation is needed. Ms. Brodsky stated that it has been requested by the aldermen to give a formal presentation, and that it a crucial advocacy effort. Ms. Seidman suggested that this not be called a business plan and suggested that it be called a strategic plan. Another suggestion was made the call it a project plan. his. lourdain stated that it is extremely important that the council members receive this information in writing ahead of time in order to be able to process the information, allowing the discussion to be more productive at the next council meetine. Mr. Greenblatt stated that if the sub -committee chairs get the information to the Noyes office it would be included in the April Arts Council packet. He stated that the information must be typed and turned in by Monday, April 8. A motion was made that the sub -committee chairs complete the information to be turned in to the Noyes office by April 8 so that it could included in the April Arts Council packet. The motion was second and approved. Cultural Fund Committee —Nis. Seidman stated that the% had one of three panel meetings to review the individual artist grant applications. She said that they changed the timing and instead of having them all in the evenings t%%o are on Saturda% mornings and only one is in the evening. Nis. Brodsky encouraged council members to attend the panel meetings. She said that the committee %%ould be meeting to make cultural fund recommendations for funding on Monday, April 15 at 4:45 p.m. These funding recommendations %%ill be brought before the Arts Council at the April 16 meeting. Ms. Brod5k% stated that the first half-hour is when the panelists receive their instructions. This part of the meeting is closed to the public. She said that there are different panelists at each meeting and they are based on the art disciplines of the grants being discussed. Cultural Diversity Committee — The committee has not met since that the last Arts Council meeting they will be sometime in April. leis. Brodsky stated that she would forward the project plan out lint to Lorelei McClure and asked that Nts. Blevins give her a call and reiterate what was discussed regarding the outline. Research Committee — Ms. Roeder stated that the Research Committee developed out of the Advocacy and Planning Committee. She said that the Research Committee has only been in existence for five months and that she is the chair of this sub -committee. Ms. Roeder stated that the first thing that the first task of the Research Committee was to compile the information from the resident artist survey %%high she presented to the council in December. Ms. Roeder stated that they are now trying to continue ,.%ith the research that they began last summer. She said in the next couple of months they %%ill be looking at who the Arts Council is and what the Arts Council has done. Ms. Roeder stated that they would be looking for things that had been initiated in the past and that had maybe been dropped that they might want to pick up. Ms. Roeder stated that she would like to compile this information before the presentation to the City Council. She said that she would like to be able to talk to some of the former Arts Council members and chairs. And if that were successful they would broaden out and talk to community members. Ms. Roeder stated that the first thing would be to look at old minutes. Mr. Greenblatt stated that the Starlight Concert Series on the lakefront are very well attended and the concerts in James Park are not. He said that he %vould like to be able to do some research to find out why the attendance at the James Park concerts is low. Mr. Greenblatt stated that there was some research that was done last year but the tool that was used was not very good. He said that the staff passed out sun-eys. Ms. Rosario stated that some of the material collected regarding what the council has done in past years could be used in the public relations campaign. She also suggested having a professor from Northwestern University have a formal project in market research in which the students do a professional survey of the arts in Evanston. Mr. Solotroff stated that there is also the possibility of publishing a document "20 years of the Arts Council" Public Art Commtteee — Mr. Kelly stated that he along with an Evanston restorater visited Oakton School to loos: the WPA Mural that has water damage. He said that he was going to ask for a restoration report. Discussion — Ms. Brodsky stated that she wanted to discuss finding community members to include on the subs -committees. Mr. Solotroff suggested that the council members talk to their friends. ADJOURNMENT The meeting adjourned at 8:46 p.m. The next meeting of the Evanston Arts Council is April 16, 2002 at the Noyes Cultural Arts Center at 7:00 p.m. Minutes of the Evanston Arts Council April 16, 2002 COUNCIL NiENIBERS PRESENT: Nis. Michelle Brodsky his. Rose Jourdain Ms. Loida Rosario Ms. Sally Parsons Air. Howard Solotroff COUNCIL MEMBERS ABSENT: Ms. Bonnie Zak Ms. Elena Kaiser Ms. Genevieve Costello Ms. Bobbie Saltzman STAFF PRESENT: "Draft — Not Approved" Note: minutes are not verbatim Ms. Pamela Blevins Mr. Seymour LaRock Ms. Amy Seidman Ms. Virginia Roeder Mr. Tony Kelly Ms. Sandra Hill . Mr. Scott Morgan Mr. Doug Gaynor, Director, Parks/Forestry and Recreation Mr. Harmon Greenblatt, Cultural Arts/Arts Council Director Mr. Robert Dorneker, Superintendent of Recreation Nis. Oneka Davis, Cultural Arts Secretary The meeting was caIIed to order at 7:00 p.m. APPROVAL OF COUNCIL ME'`'UTES The meeting minutes of the March 19 Arts Council meeting were approved. Ms. Brodsky introduced Mr. Seymour LaRock, a new Arts Council member, to the rest of the Arts Council. The council members and staff went around and introduced themselves to Mr, LaRock. Mr. Gaynor stated that the Human Services Committee would like to meet with the Arts Council. He said that they would hold their May 13 meeting at the Noyes Cultural Arts Center and that they would also like to take a tour of the studio spaces during the meeting. Mr. Gaynor stated that there is going to be some major impact once the task force has completed their study. He said the members of the Human Services Committee are Aldermen Newman, Raines, Jean -Baptiste and Feldman. Mr. Gaynor stated that this is a follow up meeting to the last time they met with the Arts Council_. He said that one issue that is on the agenda is the Noyes Center Task Force. Mr. Gaynor stated that there would be staff in attendance at the May 13 meeting. Ms. Parsons requested a meeting "ith Mr. Gaynor, Mr. Greenblatt and Ms. Brodsky before the meeting with the Human Services Committee. Mr. Gaynor stated that this a great opportunity for the Arts Council to get some visibility with the Human Services Committee. Ms. Roeder stated that she complied the survey given to the resident artist. She gave a copy to Mr. Gaynor so that the Human Services Committee could have some information regarding Noyes before their meeting. Ms. Rosario suggested that the Arts Council focus on one topic and schedule another meeting with the Human Services Committee in the summer where the Arts Council could present a more formal presentation to the City Council. Mr. Gaynor stated that when the Task Force has completed their study of Noves the Arts Council: is going to have a recommendation, which would go to the Human Services Committee and then to the City Council. Ms. Brodsky stated that they have other topic that they would not be ready to address on May 13 but the Arts Council would like to meet with the Human Services Committee sometime later in the summer. Ms. BIevins stated that the Arts Council book states that a topic can be brought up that is not on the agenda. She re quested that a category be added to the agenda so those new items not on the agenda can be discussed. The council members agreed that new business would be added to the agenda. Ms. Brodsky stated that they Arts Council members are not required to attend the May 13 Human Services Committee meeting but attendance is encouraged. Noves Cultural Arts Center Task Force —Ms. Parsons stated that the task force members list has been finalized and there are going to be twelve members. She said that there is a nice balance between business -focused people and arts -focused people. The first meeting of the task force is going to be held on Monday, April 22 at the Noyes Center from 6:00-8:00 p.m. in room 106. Ms. Parsons stated that she sent out packets in advance to the members giving them background information. Ms. Parsons stated that a meeting with the resident artists to discuss the task force has been scheduled for Wednesday, April 17 at 4:30 p.m. in room 106.� This is a meeting to address any questions that the residents may have regarding the Task Force. Ms. Parsons stated that the resident artists as %ell as the Arts Council members are welcome to attend the April 22 meeting as silent observers. She said there are to be three formal meetings of the task force. Following those meetings there will be a public meeting where the Task Force will present their recommendation to the public and open it up for feedback. Ms. Parsons asked if there were going to be two concurrent meetings on May 13 because this is the scheduled meeting date for the second task force meeting. She expressed concern about being on the agenda of the Human Services Committee and also trying to hold a meeting with the task force at the same time. Mr. Greenblatt stated that the task force meeting would more than likely have finished by the time the Human Services meeting begins and that there are other items on their agenda so that should not be a problem. Mr. Greenblatt stated that room 107 is currently available so the task force will have a room to meet in. Ms. Parsons stated that the only members of the Arts Council that are a part of the task force are she and Ms. Brodsky and Mr. Greenblatt attends as staff. Ms. Brodsky thanked Ms. Parsons for the work she has done with the task force and Ms. Roeder for the work with compiling the tenant surveys. Research Committee -Naves Center 5urvev— Nis. Roeder passed out copies of the information compiled from the resident artist surveys. She stated that she would available at the May 13 task force meeting to answer any questions that they might have. Ms. Brodsky asked Ms. Roeder to do a brief overview of the Noyes Center Resident Artists Survey for the new Arts Council members. Ms. Roeder stated that she and Ms. Brodsky put together surveys that were given to the resident artists in April 2001. Nineteen surveys were returned by June 2001 and the information was compiled and a verbal presentation was given to the council in December 2 001. At that time one studio had been vacated. The compiled information represents eighteen surveys. Of the thirty-two spaces in the center twenty-four were represented by the eighteen surveys completed. Three of the organizations rent more than one studio. Ms. Roeder stated that page to of the packet is a copy of the letter that was sent with the survey. Pages three and four are copies of the survey and page five through seven copies of the survey with the compiled information in the boxes. Ms. Roeder stated that some of the questions were not direct enough. She said that there is a lot of information. Mr. Greenblatt stated that the issue of for profit and not -for -profit is a matter that the task force would need to discuss. Cultural Fund Committee -- Ms. Brodsky stated that Ms. Seidman would be reporting the recommendations of the Cultural Fund Committee to the Arts Council. The council would then be discussing and voting on the recommendations. Ms. Seidman stated that the Cultural Fund had $43,000 to distribute among the grant applications. She said the committee was able to come up «ith a formula that directly related the panel scores of each application to the amount of grant the organizations received. Ms. Seidman stated that the next to each score column is the amount that the committee is recommending for funding. The maximum amount awarded for individuals and organizational projects was $2,500 and for organizational stability it was 55,000. There was a major break in scores of the individual artists so that was used as the cut off point in funding. In the case of the organizational project grants the break was smaller so the break came at 80 %. And again with the organizational stability grants there was a major break, .which was used as the cut off point. Ms. Brodsky stated that the panels meet in 'larch and they are panels of experts in various art fields. She said that the panelists are from outside of tile Evanston area. Mr. Greenblatt stated that the final approval comes from the City Council. Mr. LaRock asked sshat an organizational stability grant was for? Ms. Brodsky stated that it is a management grant. Ms. Rosario congratulated Ms. Brodsky and his. Seidman on their work with Cultural Fund Program. She suggested that information on the grant recipient's projects is gathered and a ready- made press kit be available in case an opportunity arises for the Arts Council to get the cover of the Arts and Recreation Magazine. Ms. Rosario asked how the committee measures whether or not the funding given for a project is indeed being used for that project? Ms. Seidman stated that it has been suggested that a category be added for assessments. Ms. Blevins expressed concerts that the perception among some arts organizations in the community of the grant process is inaccurate, despite all of the efforts of the subcommittee to aid organizations throughout the process. She said she thought it was unfortunate that certain well established Evanston arts organizations with unquestionable artistic excellence (such as Bach Week) do not even try to participate in the grant program. Ms. Roeder added that the following swell -established organizations have not been supported with grants this year: North Shore Choral Society, Evanston Symphony, Evanston Historical Society and the Evanston Art Center, Ms. Blevins stated that what may appear as a lack of support to certain swell -established arts organizations may harm the public view of the role of the Arts Council in the community and that better communication is needed. Ms. Seidman stated that the Cultural Fund grants projects have certain criteria for each project. Ms. Brodsky stated that the Arts Council in 1999 decided to stop ongoing funding for repeats projects. She said that they were looking at funding projects that were new and at the same time the stability category was created. Ms. Rosario suggested that the grant applicants be more educated on the criteria before they apply for the grants. She said that a press release should be sent out with the letters to the awardees. Mr. Greenblatt stated that a press release is sent out every year. Ms. Parsons suggested that along with the letter that is sent out to the organizations and individuals who did not receive a grant should be information about the granting process and the criteria. Ms. Brodsky stated that those who do not receive funding are encouraged to call staff. On file are comments and score sheets from each of the panels members. Nis. Seidman stated that all of the criteria were sent out to the applicants w ith their applications. The Cultural Fund Committee members are Michelle Brodsky, Amy Seidman and Tony Kelly. A motion was made to except the recommendations as present by the Cultural Fund Committee. The motion was second and approved. Advocacv and Planning Committee -- his. Rosario thanked everyone on all of the subcommittees for all of their hard work. Nis. Rosario stated that they are trying to do a project plan for 2002. She said that the council already has an overall mission and they are trying to :.cc how the missions, of the subcommittees tie into the missions of the Arts Council. Ms. Rosario stated that the subcommittee chairs would present their priorities and plans for 2002. Ms. Roeder stated that she is chair of the Research Committee and Pam Blevins is also a member. She said that the committee's first goal was to put into summary form the information from the resident artists' survey. This has been completed and was handed out to the council members at this evening's meeting. Ms. Roeder stated that their second goal was to begin research on the history of the Arts Council. Ms. Roeder stated that she has serious concerns about the possibility of the Evanston Arts Center being sold and she would like to find out if there is something that can be done to insure that this does not happen. Mr. Greenblatt stated that the Evanston Arts Center is not an Arts Council issue, it's really a City Council issue. Mr. Domeker stated that a comment had been made at the budget hearing that since the Arts Council is working on a study of the Noyes Cultural Arts Center that maybe they could also do a study on the Evanston Arts Center. He said that is the only discussion that be is aware of regarding the Evanston Arts Center. Ms. Blevins stated that she filled out the priorities and plans for Lorelei McClure, the current chair of the Cultural Diversity, Committee. Ms. Blevins stated that Ms. McClure would like to step down as chair of the committee. She said that there needs to be a new chair, Ms. McClure had originally agreed to chair the committee for on;year and that has passed. Ms. Blevins stated that she would like for the committee to continue to have some input from Ms. McClure. She suggested that the committee's chair be a member of the Evanston Arts Council. Ms. Rosario asked if there was anyone on the Arts Council that would like to chair the Cultural Diversity Committee? Ms. Blevins stated that she believes in the committee but is unwilling to commit to being chair until some of the initial work has been done. She said that the council needs to establish a mission and create some goals for the committee. Mr. Greenblatt stated that one of the things that needs to be clarified is who the Cultural Diversity Committee, who it the Ethnic Festival Committee and who is the Black History Month committee. He said that they have all converged together. fir. Greenblatt stated that if we want to do things formally and get people to come to a meeting they need to know what they are coming to do. Ms. Rosario asked if they could take the three subcommittees Ethnic, Black History and Cultural Diversity and make them one larger subcommittee. Ms. Blevins stated that the committees really need to be separated. Ms. Roeder asked if it is necessary to have the Cultural Diversity Committee right now? Ms. Brodsky stated that it is very necessary to have this committee. Ms. Rosario stated that as an arts community we still have to work on really understanding of cultural diversity. She said that the Cultural Diversity Committee needs to have specific goals and activities that they are going to work with. Ms. Rosario stated that it makes sense to have an assessment done among the community in Evanston to see how the different groups perceived the arts in Evanston. She suggested working with a professor from Northwestern and maybe having them assign this as a project to their students. Mr. Greenblatt stated that this committee was always good at bring diversity to all of the programs and committees of the Arts Council. Ms. Blevins stated that this a good committee and it needs to be formed again. Mr. Greenblatt stated that there is an Ethnic Festival Committee meeting on May 6. He said that the Cultural Diversity Committee is also the first Monday of the month. Ms. Rosario suggested that the Advocacy and PIanning Committee could meet with Ms. Blevins and Ms. McClure to work on a more defined plan for the Cultural Diversity Committee. Ms. Blevins suggested that the goal of the Cultural Diversity Committee should be bringing diversity to the programs and subcommittees of the Arts Council. Mr. Solotroff stated that the first goal of the Cultural Diversity Committee should be to find a new chair and then that person would develop a program. Ms. Brodsky stated that there is also the possibly of co-chairing the subcommittee. Ms. Blevins asked if there were any other members that would be willing to serve on the Cultural Diversity Committee? No one was ready to commit to the committee at this time. Ms. Blevins asked if there were any staff members that would like to serve on the committee. Mr. Greenblatt stated that staff would always be in attendance at the meetings but that they can only attend as staff because they are not members of the Arts Council. He suggested that Ms. Blevins bring this up on May 6 to the members of the Ethnic Festival Committee. Ms. Rosario stated that she would like to work more on this before the next Arts Council meeting. Ms. Brodsky stated that oversight of grants is something that the committee has not really gotten to in the past but feels strongly that this is something that needs to be addressed. Ms. Brodsky stated that the committee had discussed reorganizing the midway presentations. She said what was suggested was to organize the presentations into one meeting (the December meeting had been suggested) and have all of the organizations come and present. A motion was made that the December meeting is dedicated to the midway presentations. Ms. Brodsky stated that the motion is instead of having the presentations two at a time all of the midway presentations would be presented at the December meeting. She said that people would be informed of when they are presenting so they would not have to sit through an entire meeting. Ms. Brodsky stated that if the third Tuesday in December is to close to the holidays then maybe the meeting could be moved to another Tuesday in the month. Ms. Roeder stated that listening to all of the grant recipients in one meeting would be overwhelming. The motion was seconded. Ms. Roeder stated that she is willing to help make an assessment that the recipients would complete. Mr. Greenblatt stated that the grant recipients do not receive the second half of their money until the have presented their midway presentation to the Arts Council. He said some of the programs do not happen until the summer and need to present to the council a lot sooner than December. There are also groups that can not give a presentation in December because their programs do not happen until after December. An amendment to the motion was made to have two meetings dedicated to the midway presentations in order to accommodate all of the grant recipients. The amendment was seconded and approved. The original motion was approved with the amendment. Ms. Rosario stated that the Advocacy and Planning Committee was focusing on advocacy for the arts to the City Council, developing a stronger image of the Evanston Arts Council and fostering the further development of the arts in Evanston. She said that they have some other ideas that they are still brainstorming. Ms. Rosario stated that they are going to have a more formal presentation to the City Council at a later date. Sis. Rosario stated that as for public relations the Public Art Committee wrote an article to the Roundtable. Advocacy and Planning Committee has sent a list of suggested topics to Laura Saviano the chair of the Public Art Committee who is working directly with the editor of the Roundtable. One of the suggested topics was the history of the Arts Council and what we have accomplished. Nis. Rosario stated that what every the recommendation of the Noyes Task Force is the committee would have to look at them from a public relations aspect. Mr. Solotroff passed a copy of the final %ersion of the new letterhead for the Arts Council. He asked it council business cards would be useful? The council members had a discussion regarding «hether they thought business cards %could be useful. Ms. Rosario suggested that the council's letterhead and em elopes printed first and if there is money left over then it might be used for business cards. Mr. Solotroff suggested that more that half of the letterhead be printed without the member list on them. Mr. Solotroff stated that if the council approves of the final letterhead he would bring cost estimates to the May council meeting. Ms. Rosario stated that the Advocacy and Planning Committee had been brainstorming Fundraising events and getting high level people involved in the Arts Council. She said that they have not approved on any of those ideas as a subcommittee. They hope to have at least one additional meeting before bringing those ideas to the Arts Council. Ms. Rosario stated that the next step in the process is to see how this all ties in to the mission of the Arts Council. She suggested that the chairs of the subcommittees revisit these issues and possibly revise their priorities and goals draft. New Business — Ms. Brodsky suggested that the Arts Council members volunteer to work at the Lakeshore and Ethnic Festivals. She said that this would request members to work two-hour shift at both events. A motion was made that that the Arts Council members all volunteer to work at the festivals. The , motion was seconded and approved. Ms. Brodsky stated that Mr. Greenblatt has also suggested the members volunteering at the starlight concerts. Mr. Greenblatt stated that it would only require one member per concert for no more than an hour and a half. Ms. Brodsky thanked the council members stated that it had been a very meaningful meeting._ ADJOURNMENT The meeting adjourned at 9:00 p.m. The next meeting of the Evanston Arts Council is ,%fay 21, 2002 at the Noyes Cultural Arts Center at 7:00 p.m. Minutes of the Evanston Arts Council May 21, 2002 COUNCIL MEMBERS PRESENT: Als. Michelle Brodsky Nis. Rose Jourdain Ms. Loida Rosario Ms. Sally Parsons Mr. Tony Kelly Mr. Howard SolotroR COUNCIL MEMBERS ABSENT: Ms. Elena Kaiser Ms. Bobbie Saltzman STAFF PRESENT: "Draft — Not Approved" Note: minutes are not verbatim Ms. Pamela BleAns Mr. Seymour LaRock Ms. Army Seidman Ms. Virginia Roeder Ms. Sandra Hill Ms. Genevieve Costello Mr. Harmon Greenblatt, Cultural Arts/Arts Council Director Mr. Robert Doraeker, Superintendent of Recreation Ms. Oneka Davis, Cultural Arts Secretary The meeting was called to order at 7:09 p.m. APPROVAL OF COUNCIL MINUTES The Arts Council meeting minutes of April 16 were approved with amendments. Ms. Brodsky stated that site would like to start with another round of introductions because some of the members have not met the new Arts Council member. The members requested that the Arts Council member's list be included in the June packet. Director's Renort — Mr. Greenblatt stated that there is a copy of the summary of the Cultural Arts Activities included in the packet. He said this gives information on everything that happened through the first of May. Mr. Greenblatt stated that there is a new show in the gallery that was hung on Monday and Tuesday. Mr. Greenblatt stated that Ms. Blevins is a wonderful resource but it would be nice to have some other Arts Council members come to the meeting of the festivals. He said that Ms. Blevins has been working with both the Lakeshore and Ethnic Festivals. Mr. Greenblatt stated that they need the support of the rest of the members of the council. Mr. Greenblatt stated that they do have a couple of members that are participating in Arts Week Evanston and he thanked those members for their help. He said that council input is really important in the planning of these events. Ms. Hill requested a list of dates and times for those meetings. Sir. Greenblatt stated that she could call the Noyes office and speak to Patti Battaglia regarding the Starlight Concerts and the Lakeshore Artist Festival and for the Ethnic Festival Lois Roewadc. Arts Council Booth at Festivals — %is. Brodsky stated that at the last meeting the council was very positive regarding the idea of setting up an Arts Council booth at the festivals and possibly the Starlight Concerts. She said the purpose being to raise the awareness and the profile of the Arts Council in the community and also to promote all of the council's activities. Ms. Brodsky stated that they could hand out information about the Cultural Fund, how to sign up for subcommittees, information about how to be an artist at next years festival etc. Ms. Brodsky stated that she has put together sign up sheets. The conclusion that she came to was that at the festivals there would be two-hour time slots. It totaled out to be twelve slots for both of the festivals and between the Tuesday and Thursday concerts there are another twelve slots altogether there would be a total of twenty -Four slots? Nis. Brodsky stated that the question that she is posing to the Arts Council is can we realistically cover twenty-four slots. Or do we want to cover just the festivals and one night of concerts. Ms. Parsons asked if there was a time period during the festivals when there arc more people in attendance than at other times. Mr. Greenblatt stated that it is usually a steady crowd. Ms. Brodsky stated that the festivals were two-hour slots and the concerts were one and half-hour slots, which is one concert. She said that if two people want to work the concerts together that would be fine. Mr. Greenblatt stated that if your signing up for one of the concerts you would need to be there at 7:30 p.m. He said that there would not be a booth at the concerts but the members could work from the staff' table. Ms. Roeder stated that this would mean that every member would have to fill two slots. Ms. Brodsky passed to sign up sheets around so members could begin to sign up. Mr. LaRock asked if the council had existing literature to hand out? Ms. Brodsky stated that at the end of school she would have more time to develop some literature. She asked if there were any members that would like to assist her in developing this literature. Mr. Solotroff stated that he would help Ms. Brodsky with putting it together into some tape of form. Ms. Brosky stated that they would need a list with descriptions of the subcommittees and the Cultural Fund. Ms. Roeder stated she could write something on the history of the Arts Council. Mr. Greenblatt stated that there might already be a summary of the history of the Arts Council. Mr. Greenblatt suggested that ,'his. Brodsky call to make sure that there will be a booth for the Arts Council at both of the festivals. Ms. Brodsky stated that she would work those details out with festival coordinators. She said that the council would either share part of the information tent or have a separate tent. Ms. Brodsky stated that sharing the information tent would probably be the best place because of the steady Flow of traffic. Mr. Solotroff stated that the council would need to have a banner. 2 Ms. Roeder stated that she «ould be happy to help with the banner and decorations for the booth. Noyes Cultural Arts Center Task Force —Ms. Parson stated that the task force had its second meeting, which %vas an opportunity for the resident artists to present what ever statement they wished. She said that there was an open comment period to the task force, which was followed by a question ans%%er period. '1 he task force has .•er,.• interested in engaging in dialog with the residents. "vs.. Ms. Parsons stated that the speakers, who signed up to speak. were Tony Adler, Richard Halstead, Bridget McDonough and Elise Lerman. She said that Ms. Roeder was also in attendance to speak on her experience. Ms. Parsons stated that she had to leave the task force meeting a number of times to attend the Human Service Committee meeting. Ms. Parsons stated that her promise to the task force members was that they were only going to have three meetings. She said that they had a very ambitious agenda and they aren't going to be able to fulfill all of the items, leis. Parsons stated that she is confident that the council will receive some very focused and meaningful suggestion from the task force. Ms. Parsons stated that at the next meeting on June 10 they have scheduled a comment period from the general public they won't be able to have a two-hour discussion. She said that she has sent the members of the task force a structured w•orksheet, w hich they will submit to Ms. Parsons a week before the June 10 meeting. his. Parsons stated that she v,ould then compile the information and present it back to the members at the meeting. She said so that they would be able to get some closure some on of the issues. Ms. Parsons stated that there is a lot more work to be done. She said that there would be assignments at the end of the task force. Ms. Blevins asked what type of assignments? Ms. Parsons stated that there are thing that to happen so that there can be a final recommendation so that the process can move forward. She said this will get the Arts Council some direction, which is something that they did not have before. Ms. Parsons stated that one of the initial things that we wanted from the task force was for them to re -craft a mission statement for Noyes. She said that they felt that they should not do this. They felt the resident artists and the Arts Council should be the one to rc-craft the mission statement. Ms. Parsons stated that included in the packet is the minutes of the first task force meeting. She said that she was waiting to get the edits back from the resident artist who spoke at the May 31 task force meeting and then the council would receive a copy of the minutes from the second meeting. Ms. Parsons stated that she does have copies of the initial packet that was sent out to the task force before the first meeting. She said that this would give the council members a since of what they were being asked to address. Report on Human Services Meeting — Mr. Greenblatt stated that the recommendation for the Cultural Fund were passed with only one question and no discussion. He said that it also passed by consensus at City Council. Mr. Greenblatt stated that they really didn't take up much of the Human Services Committees time. He said that they did asked quite a few questions of the No}es Task Force. Some of the questions were and some were not things that the task force %as looking at. Mr. Greenblatt stated that at Nis. Parsons request he asked for a transcript of Human Services meeting. He said so that possibly some of their questions could be discussed at the last task force meeting. Mr. Greenblatt stated that that part of the meeting with the Human Services Committee was not meant to be a report from the task force. He said their questions were meant to give the task force some direction. Mr. Greenblatt stated that there wouldn't be any final decisions or recommendation being made by the task force until their final meeting. Ms. Brodsky stated that the relationship that the Arts Council builds with the Human Services Committee and the City Council is a long-term project. She said the she had emailed the minutes from the first task force meeting to some of the aldermen and did receive responses back. Mr. Kelly asked if the Human Services Committee asked any diffeult questions? Ms. Roeder stated that they wanted to know the specifics. Ms. Parsons stated that they request that they not only receive the recommendations from the task force but they wanted to have a sense of what the various discussions were throughout the meetings. She said that they specifically requested to have the transcripts from the meetings. Advocacv & Planning Committee— Ms. Rosario stated that she would start by giving the council a summary of the activities this subcommittee had been working on. Ms. Rosario stated that they have a quote for the Arts Council letterhead. She asked that Mr. Greenblatt find out the Amount of money available for printing. Ms. Rosario stated that they are also working with Laura Saviano of the Public Art Committee to create a series of articles for the Roundtable. She said handed out copies of the first article, which was written by ;his. Savaino. Ms. Rosario stated that they meet with the editor of the Roundtable and create a schedule of articles. She said that the Noyes Task Force is the topic of the next article, which is due next week. The articles can not be any more the 600 words each. Ms. Rosario stated that in the summer they plan to have an article on the festivals. She said that Ms. Blcvins might want to take leadership of that article. Ms. Rosario stated that there will be one in September on public art after that there will be an article on the cultural fund. She also suggested having an article on the history of the Evanston Arts Council. tits. Rosario stated that Ms. Roeder would be the perfect person to write the article on the history. Ms. Rosario stated that there is also an opportunity to suggest feature articles. She said this would focus on recognition of local artists. Ms. Roeder stated that we should very careful because there are thousands of artists in Evanston. Mr. Greenblatt stated that there would articles for special openings like the artwork going above the ,ti1aple Street garage. Mr. Greenblatt stated that Martha Logan is the public relations person for Parks/Forestry and Recreation and everything is supposed to go through her. He said if the article is sent to him he would forward it on to her. Ms. Rosario stated that the third activity was the brainstorming that they have been doing regarding possibly doing an event for Arts Week Evanston. She said an event that would be for the VIP people in Evanston arts community. Ms. Rosario stated that they have not decided who would be the feature artists of the event. She said the focus would be to raise the prestige and the imase of the Arts Week Evanston. Mr. Solotroff stated that the point of the people that they plan to invite is to draw from them a core, which would eventually become the Friends of the Arts Evanston. Which would be a support group the Arts Council can draw funds from. He said the members would be business people in the community. Nis. Jourdain state that they are hoping to have an event that features artist and they will invite the people that they hope to become part of the Friends of the Arts Evanston. Mr. Greenblatt stated that when they say artist they mean visual, performing, musical etc. Ms. Roeder stated that the Arts Council had Business Volunteers for the Arts in the past. She said at that time they were trying to get funds to save the Noyes Cultural Arts Center. Ms. Roeder stated that they went into the business community and got a lot of business people to support them and out of that they developed the Business Volunteers of the Arts. She said that she would like to find out who some of these people where. Mr. Greenblatt stated that Dick Cusack would be the person to contact for information regarding the Business Volunteers of the Arts. Nis. Brodsky stated that the Business Volunteers for the Arts is a national organization with an Illinois chapter. She said that they might have a record of what went on in Evanston twenty years ago. Mr. Greenblatt stated that this organization was not the same thing. Ms. Seidman stated that part of the reason an organization works well is that there's a very specific goal. She asked if this foundation idea is firm enough? Mr. Greenblatt stated that the purpose is that this would eventually be the group to form a 501c3, which would enable us to raise money to support the arts in Evanston. Mr. Rosario stated that right now they are working on event to develop a relationship with the business community. Nis. Jourdain stated that discussed what we what from the community, developing a board agenda for the committee, what the funds are for, why we need them. She said so that when we take the next step we'lI know why we want this group and what we expect them to do. Ms. Jourdain stated that this event during Arts Week is more of an introduction that would hopefully get them interested in the Arts Council. And then following this event when we have developed the agenda, mission statement and a calendar, we will contact these people to try and get them to form the Friends of the Arts Evanston. Mr. Solotroff stated that they don't need to know why they are going to form the group today as long as there is a reason by the time that everything is in place. Mr. Greenblatt stated that it's to form a nucleus of people who will generate some funds. Ms. Blevins asked Ms. Roeder if the people that participated in the Business Volunteers of Evanston were a private group of citizens or was it part of the Arts Council. Ms. Roeder stated that only Dick Cusack was a part of the Arts Council. Ms. Rosario stated that the subcommittee is going to plan this event she said that they would like the council members help in contacting people. She said that they are also going to have a long- term plan on how to create the Friends of the Arts in Evanston. Ms. Blevins asked if the City Council could back down on funding if the Arts Council begins raising funds. Mr. Ktlt.• stated that this is why there has to be a very specific purpose. Ms. Roeder stated that the Business Volunteers of Evanston were told that they City would match the funds. Mr. Greenblatt stated that it depends on how the funds are set up. He said that there needs to be a meeting with the Public .art Committee because they are trying to do the same thing. Mr. Greenblatt stated that the library has a group called Friends of the Library and there funding was not cut. He said that the organization takes on eery specific projects. Ms. Jourdain stated that the key is in the structuring of what we want them to do. She said that this should be decided before for they ha%a the event in October. If it is not together then there shouldn't even be an e,. ent. Ms. Rosario stated that the place to start is by saying that we are going to have an event and finding fund for the etient and then from there work on all of the other details. Ms. Jourdain stated that this needs to be done before the June Arts Council meeting. She said that at the June meeting is needs to be presented to the Arts Council as a whole for their approval. Ms. Rosario stated that the committee would be meeting on Friday, May 31 at 12:00 p.m. in room 106. She said that the nest of the council members are welcome to attend. Ms. Rosario stated that there are the activities that they have been working on as a subcommittee. She said that the members are welcome to attend their meetings before every Arts Council at 6:00 p.m. Ms. Rosario stated that she wants the chairs of the subcommittees to update the goals and activities so that could be collected at the June meeting for the presentation to the aldermen. A motion was made that if the Advocacy and Planning Committee could not have a formal plan put together to be presented to the Arts Council be the June meeting that the event be postponed until next year. The motion was seconded and approved with one person opposed. Mr. Greenblatt stated that he would make the call to reserve a space for the event. The council cleared a date of October 6. Ms. Rosario stated that she believes that they should still have the event regardless of whether they arc ready to deg clop the Friends of the Arts Evanston. Ms. Roeder asked w hat the rush and the purpose for the presentation to the aldermen? Ms. Brodsky stated that they asked specifically what it is that the Arts Council is doing. She said that in July it would ha%e been mo year since the Arts Councils last presentation to them. Ms. Brodsky stated that the council Should begin to meet with them on a regular basis. Mr. Greenblatt stated that the Human Services Committee would tell the Arts Council what they are interested in hearing about. fir. Domeker stated that they might have some questions that they would like to have answered. Mr. Solotroff stated that he found an inexpensive source for letterhead. He said they charge under $130 for 500 letterhead and 1000 for S145 with 500 envelopes for $135 or 1000 for $162 plus a set up charge of $60. Mr. Solotroff recommended printing 1000 sheets of letterhead with only 300 with the board list on them. %fr. Greenblatt asked Mr. Solotroffto forward the information to him. He said that the ordering has to be handled by staff. Ms. Rosario thanked Sally Parsons, Rose Jourdain. HoKard Solotroff. Michelle Brodsky and Harmon Greenblatt for their work with the subcommittee. Research Committee —Ms. Roeder stated that Noyes used to be a grade school and was closed in the 1970's by District 63. She said that it was then opened up and rent to artists in the community. Ms. Roeder stated that there was talk about tearing Noyes down. She said that Dick Cusack along with Byrne Piven made a video in an effort to save the Noyes Cultural Arts Center. Mr. Cusack wrote and Byrne Piven narrated the script. Ms. Roeder stated that they went into the homes of business people to show them the video. She said that they were able to raise $100,000. Ms. Roeder stated that the City of Evanston matched the $100,000 that was raised. The council watched the video that was used in an effort to save the Noyes Cultural Arts Center. Ms. Roeder stated that she and Ms. Blcvins gave been calling past Arts Council members and past chairs in an effort to gather information about the Arts Council. She handed out information she gathered about the Arts Council's in involvement with the Illinois Arts Council and the Evanston Arts Alliance. Ms. Roeder stated that there are a number of things that she would like to research: the Business Volunteers of the Arts, the Friends of the Noyes Center, Youth Arts Resources Guide, Annual Arts Picnic, Black Arts Museum, and the Economic Impact Study completed in 1987. Ms. Blcvins stated that Fleetwood Jourdain also had an advocacy group, which Lois Roewade was the president of. Ms. Jourdain stated that these things should be archived. Ms. Roeder stated that she would also like to research the Evanston Arts Resource Directory and the Artists Alert. Mr. Greenblatt stated that an Artist Alert is a notice that is sent out when funding is being cut or if a law is being considered. He said that an Artist Alert is usually a meeting or an email. Ms. Roeder stated that she and Ms. Blevins would do the best they can to research these things and report back to the council as soon as possible. Ms. Roeder also handed out a letter address to Mayor Barr in 1987 by the Illinois Arts Council. Ms. Blevins stated that she had talked to former members of the Ans Council. She said that it would be a good idea to try to get some of these people involved in some of the subcommittees she stated that a number of them have some great ideas. Mr. Brodsky stated that the council needs those people and their experience. Mr. Greenblatt suggested that they be invited to the Arts Council event in October. Ms. Blevins stated that even if they don't want to be involved they are good resources. Ms. Blevins stated that they have four pages of former Arts Council members. Ibis. Roeder stated there the names of the members between 1975 and 1987. Ms. Blevins stated that most of the members served two terms and many that she has talked to were former chairs. Cultural Fund Committee — Nis. Brodsky stated that the next meeting of the Cultural Fund would be Tuesday, June 4 at 4:45 p.m. in room 106 of the Noyes Cultural Arts Center. She said that the Human Services Committee and the City Council approved the grant recommendations. Notifications will be sent out to all of the applicants. Cultural Diversity Committee — Nis. Blcvins stated that the committee has not met since the April Arts Council meeting. She said that a number of the people on the Cultural Diversity Committee are also on the Ethnic Arts Festival Committee. Until the festival is over the Cultural Diversity Committee probably would not meet. Ms. Blcvins handed out copies of a pamphlet called Changing Worlds. She said that this is something that they might do at the Ethnic Arts Festival if not it would be something that the Cultural Diversity Committee would work on after the festival. Ms. Blevins Stated that Changing Worlds is a very culturally diverse community called Albany Park and the founders of this program are Evanston residents. She said that at their elementary school fifty different languages are spoken. Ethnic Festival — Ms. Blevins stated that evcrything is moving along. She handed out a list of the performers for the festival. Lois Roewade has booked all of the entertainment with the exception of two groups she is still looking for a Mexican and Irish step dancing group. The next meeting is on Monday, June 3 at 6:00 p.m. in room 106. Lakeshore Arts Festival — Ms. Blevins stated that if any of the members wanted to volunteer for one of the festivals that Lakeshore needs some more volunteers. Ms. Blevins stated that she would like to upgrade the festival auction and have higher priced artwork. Arts Week Evanston — Mr. Greenblatt stated that there were over 20 people in attendance at the Arts Week Evanston meeting. He thanked the Arts Council members that were involved with Arts Week last year. Mr. Greenblatt stated that this year the City would not be producing the events. He said that they don't have the staff time available this year. Mr. Greenblatt stated that the next Arts Week meeting is on Tuesday, June 4 at 12:00 p.m. Ms. Jourdain stated that she was very, impressed with how organized the Arts Week Committee is. Public Art -- Ms. Roeder stated that they were still waiting for Laura Saviano to schedule the next Levy Center Art meeting. She said that there are two finalists and at their next meeting they will decide whether they are going to choose one or both sculptors. New Business — Ms. Rosario suggested that the June 18 Arts Council meeting be at the Starlight Concert. She said that the council could meet from 6:30-7:30 p.m. Mr. Greenblatt stated that there isn't a place for the tape recorder to be plugged in to record the minutes. Mr. Greenblatt stated that as of June 17 the Young Artists Program would be using room 106. He said that the room would not be available until after 5:00 p.m., Monday through Friday. Mr. Greenblatt stated that for smaller meetings the Cultural Arts Division conference room could be used. He asked members check with Ms. Davis before scheduling a meeting time. W13 z1 U3i� 1 The meeting adjourned at 9:05 p.m. The next meeting of the Evanston Arts Council is June 18, 2002 at the Noyes Cultural Arts Center at 7:00 p.m. 9 Minutes of the Evanston Arts Council .Tune I8, 2002 COUNCIL MEMBERS PRESENT: Ms. Michelle Brodsky Mr. Sevmour LaRock Ms. Loida Rosario Ms. Sally Parsons COUNCIL MEMBERS ABSENT: Mr. Tony Kelly Ms. Rose Jourdain Ms. Genevieve Costello STAFF PRESENT: "Draft — Not Approved" Note: minutes are not verbatim Ms. Pamela Blevins Mr. Howard Solotroff Ms. Amy Seidman Ms. Virginia Roeder Ms. Sandra Hill Ms. Elena Kaiser Ms. Bobbie Saltzman Mr. Harmon Greenblatt, Cultural ArtslArts Council Director Mr. Robert Dorneker, Superintendent of Recreation Ms. Oneka Davis, Cultural Arts Secretary The meeting was called to order at 7:08 p.m. APPROVAL OF COUNCIL MINUTES The Arts Council meeting minutes of May 21 were approved with amendments. Director's Renort — Mr. Greenblatt stated that most of his report consists of topics that would be discussed during the various activities the will be reported on. He said that the first Starlight Concert is Thursday, June 20 at 7:30 p.m. in James Park. Mr. Greenblatt stated that the legendary blues singer Jimmy Johnson is performing. He said that the Arts Council is going to have a table at the concerts. August Meeting Format — Ms. Brodsky stated that at the last meeting the council briefly talked about whether the}' wanted to have an August meeting or a social gathering. She opened the subject to the council members for discussion. Mr. Solotrofistated that a social event would be lovely. Ms. Brodsky asked if the members would want the social event in place of the August meeting. She stated that she read the Illinois Open Meeting, Act and that the council could meet as long as they aren't conducting any business. Ms. Rosario suggested selecting one of the festivals or concerts and attending as a ;group and going to dinner afterwards. Mr. Greenblatt suggested having a potluck dinner at the concert. Ms. Brodsky stated that there isn't a Starlight Concert on the third Tuesday of August. She said that the last Starlight Concert is on Tuesday, August 13. Mr. Greenblatt stated that the Public Art Committee is not scheduled to meeting on August 13. Nis. Brodsky stated that the Tuesday concerts are at Dawes Park. Mr. Solotroff suggested that they gather between 6:30 and 7:30 p.m. Ms. Brodsky stated that the council would revisit the August meeting format at the July 16 meeting. Ms. Roeder stated that there are a number of things that need to be discussed and asked if the council should go from July to September without discussing some of these issues, Ms. Brodsky suggested that they wait and see what they are able to cover in tonight's meeting and the July meeting and at the end of the July meeting they would have abetter sense of whether they would need to meet in August. Mr. Greenblatt stated that if the Arts Council doesn't meet in August that doesn't mean that the subcommittees can't meet. Mr. Solotroff stated that following the subcommittee meetings the, council members could be informed as to what took place. Noyes Cultural Arts Center Task Force — Ms. Parsons stated that June 10 was the third of the ' three meetings that were set up for the task force. She said that this meeting was to include a public comment period but unfortunately no one was in attendance from the public. There were several resident artists an attendance. Ms. Parsons stated that the meeting was used to give the opportunity to those who had not submitted their workshcet to state their opinion. She said that she thanked the members of the task force for their participation and asked if they would be interested in continuing this process, and three of the nine said that they would like to continue. Ms. Parsons stated that the task at this point is to bring together all of the information and opinions that were expressed during the three meetings so that it can be presented to the Arts Council and the Human Services Committee. Ms. Parsons stated that originally she had hoped that out of the task force would come a new mission for the Noyes Center. The task force members stated that it is not their role to develop a mission statement. Ms. Parsons stated that they don't have any input from artists outside of the Noyes Center and that they also need input from the general public. She said that they put together a small flyer that - could be distributed at the Starlight Concerts and the festivals to try and get some people whom would be interested in working with the task force. his. Parons stated that in the fall they would hopefully form a mission. Ms. Parsons stated that once they have a mission they can start looking at the goals they want to set and from those goals would be actions. She said that she is very excited about how far they have come. Ms. Parsons stated that she would try to present a report to the Arts Council at the August meeting. Ms. 13rodskv stated that its. Parsons had done an incredible amount of work. Mr. Greenblatt stated the its. Parsons has put together a letter to appear in the Arts and Recreation \Iacazine*s fall addition. He said that the Arts Council «ould not begetting the cover but that they could be on the inside. Ms. Rosario stated that September 6 is the deadline for the Cultural Fund media kit for the winter magazine. Ms. Roeder stated that she attended the task force meeting and an alderman said that they felt that the resident artists should make themselves more present. Cultural Fund - :`1s. Seidman stated that she and Nis. Brodsky had worked on a flyer to be handed out at the festivals and Starlight. Ms. Brodsky stated that one of the goals of the Cultural Fund is to work on oversight for this year's grant recipients. She said that one of the modes used in the arts industry and the Illinois Arts Council is the concept of a site visit where staff and/or board members go to the site and talk to the recipients. Ms. Brodsky stated that the Illinois Arts Council does not do site visits on every grant; they do the visits in a random fashion. She said that the National Endowment for the Arts does site visits only on the larger grants. Ms. Brodsky asked the council members if they thought site visits should be a board function. She said that this would get the members very involved with the Cultural Fund process. Mr. Greenblatt stated that if the members were to go on a site visit, there would be a form that the Cultural Fund would generate with certain question that would need to be asked. He asked the question of whether these site visits should be used in the next year's granting process. Ms. Brodsky stated that it could be used as an oversight. Ms. Rosario stated that whatever form the committee generates for the site visits that they remember diversity. She said not only ethnic diversity but social diversity as well. Ms. Roeder suggested that the site visits be made to grant recipients with the higher amounts and that there be two people per visit. She said that with two people there would be two different perspectives and a better anal) sis. Ms. Brodsky asked if the)' would like to only do visits with the recipients that received stability grants, with just a few of the projects and individual grant recipients. Mr. Greenblatt stated that this .would also depend on when the projects were happening. He said that in New Jersey everyone received a list of the organizations and when the projects were to take place, and everyone signed up to do two site visits. Ms. Brodsky stated that it sounds like there is an interest. She said that this discussion would go back to the Cultural Fund Committee. A form will be developed and presented to the council members at the July Meeting. Mr. Solotroff suggested that there be a checklist included w ith the form. GIs. Roeder again suggested that the committee consider the idea of two members. She said that the members would be able to discuss the site ► i=it %%ith each ether and together they would come to a conclusion. Mr. Greenblatt stated that the other steps need to be completed before the members decide whether they want one or two people per each site ►isit. He said that with the form that the committee develops there shouldn't be any unanswered questions. Mr. L.aRock asked what exactly they would be looking for on these site visits. his. Brodsky stated whether the)- have met the goals outlined in their grants. She also stated that members would receive a copy of the grant proposal before the site %isit. She said that they are looking for accountability. Ms. Brodsky stated that the committee has consent from the council. They would meet again and then come back to the council at a later date. Mr. Solotroff suggested a number of changes to Ms. Brodsky regarding the Arts Council brochure. Advocaev and !Tanning— Ms. Brodsky stated that the VIP reception seems to be an issue of conflict and confusion among the board. She said that the committee has some clarification to clear up some of the confusion and allow the discussion to go forward. Ms. Rosario thanked Mr. Solotroff for designing the logo and she reminded the council that all communication from the Arts Council be distributed on the letterhead. Mr. Solotroff stated that there are also cards that the council members can use. Ms. Rosario thanked all of the members of the subcommittee that have been trying to find the best possible way to accomplish ever thing that the) ►%ant to accomplish. Ms. Rosario stated that the reception during Arts Week Evanston is a reception to attract a body - of people in Evanston that have an interest in the Arts who can help the Arts Council in the near future to for a friends of the Arts. She said that the reception would be done with the intention of identifying these individuals and creating a mini sun e► in the form of a card. Ms. Rosario stated that during the reception the council mould not be trying to raise money. She said that the reception would be a social event with an agenda, which would be used to identify and cultivate relationships with the people in the Evanston area that share an interest in the arts. Ms. Rosario stated that the reception would take place in October during Arts Week Evanston. She said that Northwestern University is willing to host the reception before their Arts Week Evanston event. Mr. Greenblatt stated that INorthwestem is having a concert during Arts Week and they are willing to host a reception for the Arts Council bcfore the concert. He said that they are providing the room. It is currently unclear how much of the food service they would be providing. Mr. Greenblatt stated that they would be receiving all of the details after the graduation. He said that the concert is open to the general public. Ms. Seidman asked if the card was going to be a survey. his. Rosario stated that the card would be used to gauge the level of interest as far as developing the arts in Evanston. She said that the ultimate goal is to identify a group of leaders in Evanston that would be a pan of the board of the Friends of the Arts that would work with the Arts Council. These people would also be used for fundraising and advice. Ms. Rosario stated that in October they would identify the individuals and compose a list. The subcommittee would cork out a plan to form Friends of the Arts. which she hopes to have completed by the October meeting so that it could be brought to the council for input. Ms. Rosario stated that at the October meeting the subcommittee would bring to the council a preliminary list, compiled information from the surveys regarding the level of interest, and plan on how the council would work with these people. She said it would then be brought to the council for discussion and input. Ms. Rosario stated that in 3anuary the plan would be complete and they would decide who would be invited. By March they plan to have the first meeting of the Friends of the Arts. Ms. Rosario stated that in theory they could fundraise for the Cultural Fund, operational issues and individual activities. Ms. Roeder asked if the council at the May meeting voted for the subcommittee to create a specific plan and then they would move forward from there. She asked how what Ms. Rosario has stated at this meeting is any different from what was stated at the May meeting. Mr. Solotroffstated that at the time he made the motion at the May meeting he was under the impression that the Arts Council would be the ones holding a concert in October. That was when Mr. Solotroff made a motion stating that if a plan was not developed for the concert by the June meeting that the council should host a concert in October. He said now that the council is not having the event the motion is not relevant. Mr. Solotroff stated that they are inviting people not to raise money but to be on an advisory board, which at some point may take a direction of raising money. Ms. Seidman stated that in her experience if you are very straightforward with it, it works better. She said if you have a common goal and you are straightforward, there is no need for the wining and dining. Ms. Rosario stated that the point of the reception is not to mislead. She said that they would mention the theme of cultivating. Ms. Seidman suggested putting out a call for people interested in participating in the Friends of the Arts. Ms. Rosario stated that what they are trying to do is im•ite people who are influential, could give advise and open doors. There was a discussion regarding what exactly it is that the council wants to achieve from the Arts Week reception. Ms. Seidman and Ms. Roeder stated that they are reluctant to invite people to the reception. Mr. LaRock suggested that the reception be a black tic affair. Mr. Solotroff stated that this would be a casual affair because the concert itself is a casual affair. Ms. Rosario asked the council members what thev thought they needed in order to be able to invite people to the reception. Nis. Seidman stated that it should be clear in the invitation why certain people are im ited and others are not. There was a discussion regarding how, that could be stated in an invitation. Ms. Seidmmn asked %Nhat was going to compel people to come to the reception. Mr. Solotroff said the quality of the event. Ms. Rosario stated that this reception would attract people that would already be attending the concert. She said that they are Iooking to invite between 100 and ISO people. Nis. Roeder suggested the possibility of announcing that the Arts Council is having a reception before the concert and inviting the public to come and meet the Arts Council. Ms. Brodsky stated that if the council wants to be up front they could say that the Arts Council is looking to start the Friends of the Arts. There was a discussion regarding whether this information should be put on the invitation or in the survey. Ms. Rosario stated that the next meeting of the Advocacy Committee will be July 16 at 6:00 p.m. She stated that if anyone has any suggestions please send her an email. She requested that Mr. Greenblatt continue working on setting up a meeting with Northwestern to discuss the details of the reception. Mr. Greenblatt stated that the invitations need to be sent out before Labor Day. Ms. Rosario stated that when they met with the Roundtable they compiled a preliminary list of the articles. July will feature the summer festivals; September will feature Arts Week Evanston and November the Cultural Fund. Mr. Solotroff asked if the members thought it would be a good idea to invite former Arts Council members to the reception. Ms. Seidman stated that it would be an excellent idea. Mr. Solotroff asked if they thought former member should receive the same invitation as the other guest. Ms. Seidman stated that everyone should receive the same invitation. Ms. Rosario asked that everyone have the list of people they would like to invite to the reception by the July 16 meeting. Research — Ms. Roeder stated that they are continuing to do research on the Arts Council minutes. She thanked Mr. Dorneker for arranging a budget for the copy charges. Ms. Roeder stated that they are continuing to call former Arts Council members. She said that Ms. Blevins recently called Champaign, IL because they have an Arts Council that is run strictly on private funds. Ms. Blevins stated that the Champaign -Urbana Arts Council was once a public body. She said that they formed Friends of the Arts who then raised enough money to form a private Arts Council. Ms. Blevins stated that they arc no%% asking the Champaign -Urbana City Council for money, but they are currently 100% privately funded. Ms. Blevins stated that she'is trying to get information on how and why the public body dissolved. There was a discussion regarding whether there would be any staff time to work on gathering this information or whether they would be able to get some Northwestern students. Ms. Roeder stated that Ms. Blevins has mentioned that she would like to attend Champaign - Urbana Arts Council meeting. She suggested that the Cite might fund the trip. Mr. Greenblatt stated that the City Mould only fund business trips for City emplo%ees. He said that there are certain conferences where you can set fundinc as a board member to attend but those are specialized events. y Ms. Roeder stated that they are still continuing to research the Evanston Arts Councils, history and at the same time picking up where they left off on the comparative study. Mr. Greenblatt asked if the Champaign -Urbana Arts Council was ncw-ly formed. Ms. Blevins stated that the privately funded council was formed one year ago. Mr. Greenblatt stated that Cheryl Uw'ing is a Chicagoan and she was the person who was instrumental in working with the Arts Council. He sueeested having Ms. Uwing come and speak to the Evanston Arts Council, Cultural Diversity —Nis. Blevins stated that she and Ms. McClure are working on rewording the Cultural Diversity standards for the Cultural Fund grant requirements. She said that these standards are not enforced and that most of the grant recipients are not culturally diverse. Mr. Greenblatt stated that though part of the score for grant applicants includes cultural diversity, that doesn't mean because you are not culturally diverse you would not receive a grant. Ms. Blevins stated that what the committee would like is that all activities be open to all people all the time. She asked that the council members read over the current Cultural Diversity standards and bring any changes or suggestion that they might have to the July meeting. There was a discussion regarding the Cultural Diversity, Committees' current status. Ethnic Arts Festival — Ms. Blevins handed out the entertainment list for the Ethnic Arts Festival. She said that it was not the most current list and that some of the artists had been deleted. Ms. Blevins showed the council members the poster for this year's festival. Ms. Blevins stated that she hoped that everyone had signed up to attend the festival. Ms. Brodsky stated that there are still a few• openings. Starlight Concert Series — Ms. Brodsky stated that the first concert is Thursday, June ZO'". She asked the council if they would like to start this Thursday with the council information table. She said that they still have not received the Arts Council banner for the table and the brochure is not complete. - There was a discussion regarding whether the members would participate at the first Starlight Concert. Ms. Brodsky, stated that she would be able to attend the beginning of the concert. Ms. Parsons asked what it was that the council members would be required to do. Ms. Brodsky stated that they would handout brochures and have a sign up sheet for more information on the Arts Council. Ms. Parsons stated that she could attend but preferred if there was another member there with her. Lakeshore Arts Festival — Ms. Blevins stated that Patricia Battaglia said that she didn't want to have any more planning meetings this year. She said that she told those who had volunteered for the planning meeting that they could attend the meetings after the festival to begin planning for the next year's festival. Nis. BIevins stated that there were still some openings to work the Arts Council booth at the festival. Nis. Brodsky stated that she would email the sign up sheet for the festivals and concerts. ADJOURNMENT The meeting adjourned at 9:03 p.m. The next meeting of the Evanston Arts Council is July 16, I002 at the Noyes Cultural Arts Center at 7:00 p.m. 8 Minutes of the Evanston Arts Council July 16, 2002 COUNCIL MEMBERS PRESENT: Nis. Michelle Brodsky Ms. Rose Jourdain Ms. Sally Parsons Mr. Tony Kelly Air. Howard Solotroff COUNCIL MEMBERS ABSENT: Nia. Loida Rosario Nis. Genevieve Costello Nis. Bobbie Saltzman STAFF PRESENT: "'Draft — Not Approved" Note: minutes are not verbatim Ms. Pamela Blevins Air. Seymour LaRock Ms. Virginia Roeder Ms. Sandra Hill Ms. Amy Seidman Ms. Elena Kaiser Mr. Harmon Greenblatt, Cultural Arts/Arts Council Director Mr. Robert Dorneker, Superintendent of Recreation Ms. Oneka Davis, Cultural Arts Secretary OTHERS PRESENT: Nis. Jennifer Jolls, Actor's Gymansium The meeting was called to order at 7:02 p.m. APPROVAL OF COUNCIL MINUTES The Arts Council meeting minutes of June 18 were approved with amendments. August 13 Potluck Dinner— tits. Brodsky stated that at the last meeting the council members agreed to have potluck dinner at the Starlight Concerts on Tuesday, August 13. She asked if the council still wanted to have a potluck dinner and if so she would send around a sign up sheet. Ms. Brodsky asked the members if they would like to start at 6:30 p.m. Mr. Solotroff stated that it would probably be hard for some people to get to the lakefront before 6:30 p.m. Noves Cultural Arts Center— NIs. Brodsky stated that Virginia Roeder would not be able to vote on the recommendation from the Noyes Center Committee regarding the filling of vacant studio space because she is an applicant. Ms. Brodsky stated that Wednesday, July 10 the Noyes Center Committee met to interview applicants. She said that all eight candidates applied for studio 109. She said that there were no applicants for studio 107, which is currently only available on a nine -month lease. The City uses it in the summer for the Young Artists Prop -ram and Mini -Camp. Mr. Greenblatt stated that studio 107 would be re -advertised. Ms. Brodsky stated that the committee went through the Applications and the interview process. She said that they spent last evening on the telephone deliberating and most of today. She said that it is a difficult decision and the committee through 6:00 p.m. today could not reach a consensus. Ms. Blevins asked «fio's on the Noyes Center Committee. Ms. Brodsky stated that herself along with his. Parsons and two resident artists, Elizabeth Passman and Bonnie Kustner. Ms. Brodsky stated that after much deliberation they would like more time. She said that this was not her intent when the agenda was created and the filling of vacant studio spaces was listed as an action item. Mr. Solotroff asked what %vas causing them to be unable to make a decision. Ms. Brodsky stated that they are unable to come to a consensus. Mr. Solotrofi'asked if this was a political issue. Ms. Brodsky stated that it is more of a philosophical issue and deciding what's best for the building. Ms. Brodsky stated that the recommendation is such an important decision that site would prefer not to force a decision. She said that they also did not have the applications in advance as they interviewed the artists. his. Brodsky stated that they might need to bring a couple of the artists back for a second interview. Ms. Blevins asked what the criteria %were that the applicants would need to meet. Ms. Brodsky stated that there are seven criteria that have been used historically. Ms. Blevins also asked what the weight was given to residents. his. Brodsky stated two points out of thirty. Ms. Blevins stated that it is not a significant factor. hir. Solotroff asked for a breakdown of the points. Ms. Brodsky stated that most of them where five points including, community service proposal, artistic merit, financial need, commitment to diversity, the number of hours they planned to use the studio and a number of others. Ms. Brodsky stated residents are required to use their studios a minimum of twenty-five hours per week. Ms. Blevins stated that two points of out of 30 does not represent a significant enough value for the category residency should be second only to artistic excellence. Mr. Greenblatt stated that's not the way it is set up, that each are weighted equally. Nis. Brodsky stated that in categoy seven you are given one point for being a current tenant and two points for being an Evanston resident. hir. Kelly asked what percentage of the current tenants are Evanston residents. Mr. Greenblatt stated that there are a couple who are not residents. Ms. Blevins asked how many of the applicants were Evanston residents. Ms. Brodsky stated that five out of the eight. Ms. Blevins stated that if they were Evanston resident they should be given priority over non-residents. Mr. Greenblatt stated that they could not change the voting because that would not be fair to the people that applied, but it is something that can be revisited before they fill the second studio space. It was requested that the council members receive a copy of the studio application criteria in the next packet. Ms. Brodsky stated that she is willing to take additional questions. She said that they have people's professional lives in balance and the good of the Noyes Cultural Arts Center. Mr. Greenblatt stated that the voting is done by closed ballot and tabulated by staff, so the committee did not have the scores available to discuss on Wednesday. July 10. He said the process needs to be relined. Mr. Greenblatt stated that the Noyes Center Committee is going to have to meet again and try to make a decision. Nis. Brodsky stated that the process consist of committee makes a recommendation the Arts Council votes on the recommendation from the council it goes to the Human Services Committee and from them to the Cite Council. Ms. Blevins asked if there was anything that they could help with. Isis. Brodsky stated that hearing the recommendations was help. Ms. Bleins asked Ms. Parsons if the task force made any recommendations as to the criteria for studio space. his. Parsons stated that they were not given the criteria. Mr. Greenblatt stated that this is something the Arts Council or the Noyes Center Task Force should consider looking at with the input from the current Noyes Center Committee members. There was a discussion regarding the studio space rental rate compared to the open market. It was determined that the rental rates at Noyes were significantly less. Ms. Brodsky stated that she is serving as chair of the No%es Center Committee and the Cultural Fund Committee she said additional members would be helpful. Ms. Brodsky stated that this was supposed to be a September I rental and was scheduled to go before Human Services on August 5. She said that they have a few options 1) call an additional Arts Council mceting to vote on the recommendation, —�) postpone the recommendation in which case this would become an October I rental and 3) the council could make a motion to approve the recommendation in advance. Mr. Greenblatt asked Mr. Dorneker if there would be a Human Services Committee meeting in September. Mr. Dorneker stated that the committee would be meeting Tuesday, September 3. Mr. Greenblatt stated that if the person chosen for the studio space was not able to move in September l they might make other plans. Ms. Blevins asked how many of the applicants they have eliminated. Ms. Brodsky stated that they have eliminated five applicants. Mr. Solotrofl'asked if the council members could attend the Noyes Center Committee meeting as silent observers. Mr. Greenblatt stated that they are welcome to attend. A motion was made giving the Noyes Center Committee the power to make a recommendation to the Humans Services Committee regarding the filling of studio 109 this would follow a meeting, which would include any or all of the Arts Council members as observers. Mr. Dorneker reminded the council members that a gathering of six or more Arts Council members in one room is classified as an Arts Council meeting and needs to be posted. Ms. Brodsky stated that in the next days a meeting would be set and all of the Arts Council members would be contacted. The motion was seconded and approved. Mr. Dorrneker stated that have this added to the Human Services agenda they would need the recommendation no Iater than the Friday before the meeting. Director's Renort — ,lr. Greenblatt stated that this is the busiest time of the year for the Cultural Arts Division. He said that there are concerts on Tuesday and Thursday of this week. Mr. Greenblatt stated that this %veekend is the Ethnic arts Festival on Saturday. July 20 and Sunday, July- 21 and on Saturday, August 3 and Sunday, August 4 is the Lakeshore Arts Festival. He said that both of the festivals draw crowvds of 20,000 to 30,000 people. Mr. Greenblatt stated that the Arts Council has a booth at the festivals. Mr. Greenblatt stared that they, had an Arts Week Evanston meeting today to coordinate things between the City and the Tourism Bureau. He said that Northwestern is scheduled to have a home game on October 5. Mr. Greenblatt stated that this would not stop anything that they are doing with Arts Week. Mr. Greenblatt stated that the Noyes Center Committee has been doing a great job and thanked the council for having confidence in them. He said as soon as studio 109 has been filled then they would re -advertise studio 107. Mr. SoIotroff stated that the first Starlight Concert was outstanding. Mr. Greenblatt stated that they have all been high quality. August 20 Meeting— Ms. Brodsky stated that in the past some years the Arts Council did not meet in the month of August. She said that many of the commissions in Evanston do not meet in August. A motion was made that there not bean August meeting. Mr. Sol otroff stated considering the difficulty in getting a quorum and the issues of the Noyes Center and Arts Week he's not sure that it's a good idea to not meet in August. Mr. La Rock asked flow many council members are missing from tonight's meeting? Ms. Brodsky stated that there are currently fourteen Arts Council members and there are five missing at tonight's meeting, Mr. Greenblatt stated that the Arts Week Evanston Committee would continue on. Ms. Brodsky stated that Ms. Rosario stated that she would not be able to attend the August meeting. The motion to not have a meeting in August was dropped. A motion vas made that there be and Arts Council meeting on August 20. The motion was seconded and approved. Arts Council Festival Booth — Ms. Brodsky stated that at the concerts there's a table where staff is functioning that is shared with council members. She said that they have a free raffle where you can win a free T-shirt one from Ethnic, Lakeshore or a CD from the performer of the night. Ms. Brodsky stated that it gravitates people to the table. Ms. Brodsky stated that there are a number of people that want information on the grant program. Ms. Brodsky stated that she included the sign up sheet in the packet and that there are still some openings. She said that 2:00-4:00p.m. Saturday and 4:UO-6:40p.m. Sunday at the Ethnic Arts Festival still need to be filled. Ms. Parsons stated that she would like to switch to the Lakeshore Arts festival on August 3 from 4:00-6:00p.m. Mr. Solotroff asked «hate%er happened to the person who was supposed to contact him regarding the Arts Council T-shirts. fir. Greenblatt stated that Toni McKinley is handling the T-shirts and that Mr. Solotrofi would hay a to contact her for any information lie said she could be contacted at 448-8065. his. Roeder stated that 41s. McKinley was very helpful in contacting the artist's applying for studio spate and she had a Iot of wotic to do µith that. Mr. Solotroffstated that all she had to do was give him a name and contact number. Noyes Center Task Force — Ms. Parsons stated that she put together a flyer for the Noyes Center Task Force to be handed out at the festivals and the Starliaht Concerts Mr. Solotroffcontributed the artwork to the flyer. Ms. Parsons stated that the task force didn't get as far as they wanted to so they are going to have a stage two task force this fall. She said that this flyer is to solicit people who would come and offer comments. Nis. Parsons stated that they need comment from artists that are not residents of Noyes and from the general public. Ms. Parsons passed around copies of the draft of the presentation that she and Ms. Brodsky would be making to the lluman Services Committee. She said that it lays out what the task force stage one was asked to do, what they came up with and what %c need to do next. Ms. Parsons stated that this is just a progress report and that there are no final solutions in the report. Ms. Parsons stated that it is important to keep the Human Services Committee aware of how far the task force has come. She said that they, are planning to get on the September agenda of the committee to present the report. Advocacv and Planning — Ms. Brodsky stated that Ms. Rosario was unable to attend the evenings meeting and asked her to give the report. Ms. Brodsky stated that the plans for the reception are mowing forward. She said that she forwarded Mr. LaRocVs cording on to Ms. Rosario. Ms. Brodsky stated that its. Rosario was hoping that the subcommittee would be able to meet either Thursday, July 18 or Monday, July 22. Research — Mr. Roeder stated that she began the research on reading the past Arts Council meeting minutes. She said that she has read through the first year the council was founded. Ms. Brodsky asked if the minutes were informative? Ms. Roeder stated that they are informative. She said that she would read through the first ten years and whether she would pursue it past that she would determine after finishing the first ten years. Levv Senior Center — %ts. Roeder stated that she had spoken to Laura Saviano and site was under the impression that they would not be having a meeting anytime soon. She said that it's still in the works and they hac•e it narrowed down to two people, both sculptors. The decision is whether they' will take one or the other or both. Mr. Dorneker stated that the dedication of the new Levy Senior Center would be on Sunday, July 21. He said that it is fully operative with the exception of the courtyard and that would be complete by spring of 2003. ADJOUiLNMENT The meeting adjourned at 8:07 p.m. The next meeting of the Evanston Arts Council is August 20, 2002 at the Noyes Cultural Arts Center at 7:00 p.m. 6 Minutes of the Evanston Arts Council August 20, 2002 COUNCIL MEMBERS PRESENT: Ms. Michelle Brodsky Mr. Seymour LaRoek Ms. Sally Parsons Mr. Tony Kelly COUNCIL MEMBERS ABSENT: Ms. Rose Jourdain Ms. Sandra Hill Ms. Genevieve Costello Ms. Elena Kaiser STAFF PRESENT: "Draft —Not Approved" Note: minutes are not verbatim Ms. Pamela Blevins Mr. Howard SolotrofT Ms. Virginia Roeder Ms. Amy Seidman Ms. Loida Rosario Ms. Bobbie Saltzman Mr. Robert Dorneker, Superintendent of Recreation Ms. Oncka Davis, Cultural Arts Secretary OTHER PRESENT: Ms. Laura Savlano, Chair, Public Art Committee The meeting was called to order at 7:01 p.m. APPROVAL OF COUNCIL MINUTES The meeting minutes of July 16 were not approved because the committee did not have a quorum. Ms. Brodsky introduced Laura Saviano chair of the Public Art Committee to the Arts Council members. Levu Senior Center Percent for Art Update — Ms. Saviano stated that the Levy Senior Center An Selection Committee went through the process for selecting artwork for a City building. Ms. Saviano stated that a panel consisting of an Evanston artist, Evanston citizen, Public Art Committee member, Arts Council member, the architect, and a Levy Senior Center Committee member convened for the selection process. She said that a tail for artists was sent out nationwide. Ms. Saviano stated that approximately 30 applications were received and it was short-listed to two artists. She said that $55,000 is being spent on this project, which is 1% of the overall project. Ms. Saviano stated that the two artists that were short-listed were Bobbie Joe Sribner and Fred Nagelbach. an Evanston resident. She said that the committee met with the artists and selected Fred Nagelbach's proposal. Ms. Saviano stated that ',Jr. Nagelbach has not decided the materials to be used for the sculptures, but that he may use metal. She said that the sculptures would be located on the exterior of the Les} Center on the southwest corner of the building and would probably be installed b% next spring. Ms. Saviano stated that Mr. Nagelbach took the time to visit the Levy Center site and brought back six different proposals. ,tits. Roeder said that part of the reason that he was chosen was because he put so much effort into his proposal and the sculptures compliment the building well. Ms. Saviano stated that the committee had a very hard decision to make regarding which one of Mr. Nagelbach's proposals to except. Ms. Brodsk-v asked if there would be some type of ceremony once the art is installed. Ms. Saviano stated that they would definitely have a ceremony. Ms. Parsons asked what the reasons were to why the committee picked these two sculptures? Ms. Roeder said that the committee went to the Levy Center with three of the six proposals and placed them to imacine how then would took. Ms. Brodsky asked if they would be the same colors when installed? Ms. Saviano stated that she was not really sure if they would change or not. Mr. Domeker stated that there is already some rust aluminum on the building and that the current color would probably work well with the building. lets. Roeder stated that the dark areas in the one sculpture go with black of the building. Ms. Brodsky informed the council of the public art ordinance that was established about t5 years ago and it states that up to I % of the total project would be used for public art and the money comes from the City of Evanston. Nis. Saviano stated that it's wonderful that the City does this because it is an investment in the community. Ms. Brodsky stated that because the council does not have a quorum they couldn't take a vote. She said that this has to go before the Levy Senior Center Committee, Human Services Committee, and City Council. Ms. Brodsky did request that they make an informal vote. The informal vote was approved. Mr. Dorneker stated that this would go before the Levy Senior Center Committee on Monday, September 9. 50IC3 Undate — Sir. LaRock stated that 501 c3 is a section of the internal revenue code granting tax exemption to certain types of organizations. Ms. Brodsky stated that it is a not -for -profit tax- exempt status. She said that the City of Evanston although tar -exempt is not a 501e3 because it is a public institution. Ms. Brodsky stated that the reason that the Arts Council and Public Art Committee are trying to establish a 5010 is to be able to do additional fundraising. She said in order for grants and other funds to be received from corporations we need to be a 5016. Mr. Dorneker stated that it is tax - deducible for individuals and corporations the problem is that they are giving the money to the City of Evanston and not a foundation. `is. Brodsky stated that many foundations that run grants are outside of public institutions and they require a 501 c3 status. - Ms. Blevins asked how much it costs to become a 5010 and what criteria are required? Ms. Brodsky stated that the AD -HOC Committee, consisting of herself, Laura Saviano, Howard Solotroff Cheryl Wollin and Ron Kysiak met with an attorney that specializes in not -for -profit law and he went through the different apes of 501 c3's. Ms. Brodsky stated that we want to be a public 5010 because a private 50lc3 is more of family foundation where the money only comes from one source. She said that there arc a couple of different public 5010's and that they are currently investigating which one would work best. Ms. Brodsky stated that the 501 c3 would need a separate board from the Arts Council and Public Art Committee. She said that they are currently looking at whether they would require one or two members from both the Public Art Committee and the Arts Council. Ms. Brodsky stated that they are looking at this as a joint venture of the Arts Council and Public Art Committee. She said that the Public Art Committee has been talking about this longer than the Arts Council. Ms. Brodsky stated that the AD -HOC Committee is moving along and they would be meeting again in the coming week. Ms. Blevins asked how long it would take to obtain 50I0 status? Ms. Brodsky stated that the application process varies. Ms. Savaino stated that it would be given a name something similar to Friends of the Arts. Ms. Parsons stated that at one point we were considering going through the Evanston Community Foundation and asked what ever became of that. Ms. Savaino stated that the City received a preliminary proposal from the foundation and there was a lot of language in the proposal that the City did not agree with. Mr. Dorneker stated that there were some issues regarding how checks would be drawn and the number of payouts per year. He said that there a number strings attached that would not have benefited us. Ms. Blevins asked if the board of the 5010 would decide how the money is allocated? Ms. Brodsky stated that this is an issue that would need to be worked out. She said that it is allocated to how you set the 501 c3 up. Mr. Kelly stated that a majority of the money donated would be designated for specific projects. Ms. Saviano stated that the monies that the}' would be going after would be for specific projects. Ms. Saviano explained that the Public Art Committee was set up by the City of Evanston as a separate subcommittee to the Arts Council although its members are appointed by the mayor. Ms. Roeder asked why at this point are we interested in a 501 c3 when we were not interested 15 years ago? Ms. Brodsky stated that the council has been interested in establishing a 5010 Fora number of years. She said that it gives the Public Art Committee and the Arts Council flexibility to raise money that the City can not give us. Director's Report — Mr. Domeker stated that a copy of the latest program narrative was provided in the packets. Mr. Dorneker stated that over the past couple of months the Noyes Cultural Arts Center building has had a number of electrical problems. And that recently it bec me an emergency situation with a need for Corned to correct some of these prob.ems.- \fr. Dorneker stated that last week the building was closed for a couple of hours and it ►►ould probabl% have to be closed again with in the next week. He said that it ►►ould probably end up costing the City about S45,000. Ms. Roeder asked if there was any idea of what happened? Mr. Dorneker stated that the equipment was old and the usage from the tenants running air -conditioners alone with lights and other electrical equipment overtaxed the system. Ms. Blevins asked if the festivals ran a profit? Mr. Dorneker stated that staff was currently in the process of putting together the final reports for both festivals. Nominations — his. Brodsky stated that there is officially one opening on the Arts Council and semi -officially two other openings. She said that she received a verbal resignation from Genevieve Costello. an email from Elena Kaiser stated that she is unable to finish her term and Bobbie Saltzman's term expires in October 2002. Ms. Brodsky stated that within the next month there would be four openings on the Arts Council. She said that it is always great if the members can help the mayor by finding people who have the time and commitment and are interested in joining the council. Ms. Blevins stated that it had been discussed that the council needed to be more diverse. She suggested trying to get some Northwestern students to apply and asked if they would meet the resident requirements. Mr. Dorneker stated that the}- would meet the requirements of an Evanston resident. Ms. Brodsky stated that the applications are now available online or you can call the City Clerk. Ms. Brodsky suggested that there be an AD -HOC Committee that .would work on finding ways to recruit members. She said that they need ethnic, gender and age diversity on the council. Ms. Brodsky stated that if the council is unable to get a formal subcommittee together that the members make the commitment to get the information out. Ms. Parsons stated that there arc a number of really peat people on the Noyes Task Force. She said that she did not want to be the only person to approach them. Nis. Brodsky stated that his. Parsons could given them her phone number as a person to contact. She said that she sees that as part of her role as council chair to speak with interested persons. Ms. Blevins asked if there needed to be fifteen members on the Arts Council? Ms. Brodsky stated that there were only nine members up until 2000. She said that at the 1999 Arts Council Retreat it was decided that the council wanted to establish a number of subcommittees and they came to the conclusion that in order to get the work done they needed to have fifteen members. Ms. Parsons said that the council does need fifteen people, butwe need the right fifteen people. She stated that it would nice to be able to pinpoint people that would really contribute and be willing to work. Ms. Roeder stated that she felt that twelve members would be enough she said that in her two years on the council is rare that there are more than eight people at a meeting. Ms. Brodsky stated that if the council has fifteen members only eleven would probably be active. She said that it is an ordinance so if the council were serious about changing it we would have to go through the City's chain of command. Ms. Brodsky stated that there are a number of committees that are not fully staffed. She said that she has been informally chairine two of those committees and when the chairman of the Arts Council is chairing two subcommittees besides the Arts Council that's not good. Ms. Blevins suggested trying -to get people to serve at a subcommittee level and work their way up to the Ans Council. Advoclev and Planning —Ms. Brodsky stated that they have been making preparations for the Arts Council reception on October G at the Pick-Staiger Concert Hall. She said that Northwestern is having a concert in conjunction with Arts Week Evanston. Ms. Brodsky stated that if any of the members have names of people that they would like to be invited to submit those names to Oneka Davis. She said that it would be helpful if all of your names could be submitted tosether. Ms. Brodsky stated that the concert is free and open to the public, but that the reception is by incitation only. Ms. Blevins asked if they would be able to hand write notes on the invitations of the people that they have invited. Ms. Brodsky stated that she knows that the idea has come up, but is unsure of what the committee's decision was. Potluck Dinner Undste — his. Brodsky stated that the Arts Council had their potluck dinner last week. She said that they were unable to have it outside because of the rain, but that the church was very kind in letting them use a room. Ms. Brodsky stated that she wrote a thank you letter to the church coordinator on the Arts Council stationary. She said that she felt very good about having the stationary and being able to use it for this letter. Moves Task Force — Ms. Parson stated that last month she passed out an outline of the presentation that she and Ms. Brodsky were going to make to the Human Services Committee. She said that they have since decided that because they don't have any recommendations to present to the committee it should be a waste of their time. Ms. Parsons stated that they derided to turn that outline into a memo and it was sent to the Human Services Committee. Ms. Parsons stated that supposedly Harmon Greenblatt's letter in the Arts and Recreation Magazine alludes to speak for the arts and has contact information for those interested in the Noyes Task Force. Mr. Dorneker said that this information was included in Mr. Greenblatt's letter. tics. Parsons stated that information about the task force was sent out to the people on the Evanston artist's mailing fist. Ms. Parsons stated that she hopes to start stage 2 of the task force next month. She said that the task force would start by forming a mission statement. Ms. Blevins asked Ms. Parsons if all of the participants from the first task force would be participating in the second stage of the task force? Ms. Parsons said that only three of the original participants are going to take part in stage 2. Naves Cultural Arts Center —,his. Brodsky stated that this committee needs a new chair. She said that she has been chairing this committee, the Cultural Fund and the Arts Council. Ms. Parsons asked Ms. Brodsky to explain what the role of the Noyes Cultural Arts Center chair. Ms. Brodsky stated that the committee is set up to be a combination of two Arts Council members, one indi%idual resident artist, one resident artist from an organization and a member at large from the community. The committee oversees the community service projects, which is a requirement of all of the resident artists and the renting of the studio spaces. Mr. Kelly asked if the community service proposals from the resident artists have been a problem. Mr. Dorneker stated that issues have been brought up at the City Council meetings regarding the tyke of community service that was done and "fiat the outreach to real members of the community is. He said that this is something that staff would like the Arts Council to take a look at. Ms. Roeder suggested that the entire Arts Council discuss the issue of community service and not just the subcommittee. Ms. Parsons stated that it is currently on the agenda for the task force. She said that whatever is recommended by the task force would come before the Arts Council for discussion and approval. Ms. Brodsky stated that Ms. Parsons did a very good job of getting the task force up to speed and understanding the issues of Noyes. She said that the the three people that are returning one is a former Arts Council member, another is an artist very invoked in the community and the other is a realtor that is very involved in the arts. Ms. BIevins asked what the time frame would be for the second task force. Ms. Parsons stated that she wants to start in September and run through the fall. They would start with a mission statement, goals and then an action plan. Ms. Parsons stated that they would then make a presentation to the Arts Council and hopefully in February a presentation could be made to the Human Services Committee. Ms. Brodsky stated that her personal recommendation is to let the task force take its course. She said that they must came before the Arts Council with a recommendation before it goes to Human Services. Ms. Brodsky stated that the committee's recommendation for studio 109 went to Graham Harles. She said that the recommendation went to Human Services on August 5 and City Council August 12. She said that his lease would begin on September 1. Human Services Committee Issue — Ms. Brodsky stated that Ms. Roeder was at the Human Services Committee meeting on August 5 and there were a number of Noyes issues on there agenda. Ms. Roeder stated that Next Theatre is a small theatre company that has been based at Noyes for the past twenty, years. She said that they had been granted permission from a past Arts Council that their monthly rent could be paid in May. Ms. Roeder stated that this was on the Human Services Committee agenda because Next Theatre has not paid their rent for the last seventeen to eighteen months. She said that the last time they paid full rent was in February 2001. Ms. Roeder stated that they currently owe the City about S32,000. She said that she wanted to bring this before of the Arts Council because we were assigned the job of supervising the Noyes Cultural Arts Center. Ms. Roeder stated that this issue would also be on the agenda for the September meeting of the Human Services Committee. Ms. Roeder stated that the current Arts Council needs to he aware of what's being talked about as for as the Arts Council's past history. She said that she also wanted to know if the information that she has received is correct although she has no reason to believe that it is not. Ms. Roeder stated that she felt the council should discuss this issue and possibly write a letter to the Human Services Committee stating what the councils current feelings are toward this issue. Mr. LaRock asked to what extent the Arts Council has authority on this issue. Ms. Brodsky stated that the Arts Council is an advisory board. Mr. Dorneker stated that the Arts Council could make a recommendation to the Human Services Committee. Mr. Dorneker stated that about four years ago Next Theatre was having some financial problems. He said that the City fiscal year runs from March to February. What occurred at the time was the Arts Council allowed Next Theatre to extend their payments, an authority which the Arts Council did not have. Mr. Dorneker stated that the full City Council was made aware of the issue. He said that about six months ago at the Administration and Public Works meeting there was question about how, Next Theatre was doing. He said that a number of the alderman spoke out very favorably about Next Theatre saying that the City should extent them a hand. Mr. Dorneker stated that at the last Human Services Committee meeting there was some further discussion about Next Theatre being S35,000 behind in rent payments. He said that Next Theatre gave staff a recommendation on how they were going to try to pay off their current balance. That recommendation was forwarded to the Human Services Committee it was then put on the agenda as an item for discussion and will also be on the City Council agenda. Ms. Blevins asked if the proposal for repayment called for the City to forgive half of the debt. Mr. Doneker stated that the proposal was extended out over three years and there was a possible forgiveness of about S I4,000. Ms. Parsons stated that the last issue of the Roundtable stated that the City has turned down that proposal. Mr. Domckcr stated that the City did turn the proposal down. Ms. Roeder stated that she did not get the impression that the City Council had hard feelings toward the Arts Council. She said that her concern is the perception of the Arts Council in the community. Ms. Roeder stated that the council has spent a lot of time talking about how the community perceives the Arts Council. Ms. Roeder said that a statement needs to be made addressing the current Arts Council's feelings on this issue. Mr. LaRock asked what if the Arts Council said that Next Theatre needs to either pay off their debt or move out of the building. Mr. Domcker stated that it would be a recommendation that would be forwarded to the Human Services Committee. He said that the City Council would be the ones to make a final decision. Mr. LaRock asked how much attention is paid to an Arts Council recommendation? Mr. Domeker stated that the City Council pays a lot of attention to recommendations from the Arts Council. Mr. Dorneker stated that Next Theatre is a very well established theatre company in Evanston and highly respected. Ms. Blevins asked if the council could discuss whether they should continue to pay their rent annually. She also asked if the other tenants know that Next Theatre pays their rent annually. Mr. Dorneker stated that he is sure that most of the other tenants are aware of the Next Theatre situation. Ms. Roeder stated that the Human Services Committee is going to revisit this issue again in September. She said that Next Theatre was asked to bring more information to the September meeting. Mr. Dorneker stated that he would instruct Mr. Greenblatt to put together a packet of information regarding the Next Theatre situation and what has happened in the past few weeks. And if any other information becomes available between now and the next Human Services meeting that it would also be forwarded to the council. Mr. Kelly stated that this has been handled entirely by City staff and that they have been keeping the Arts Council in the dart: regarding this entire situation. Mr. Domeker stated that they have never been this far behind in rent before. Mr. Dorneker stated that they have received a couple of grants and had a show that did rather well, which allowed them to pay some of the current rent that they were accruing. Ms. Blevins suggested that the Arts Council discuss at what point they would like to be told when someone has fallen behind in their rent payments. Ms. Brodsky stated that she did not know that it was this bad. Ms. Blevins stated that she would be happy to draft a letter to the Human Services Committee from the Arts Council stating that we are very concerned about this issue and would like to have the opportunity to review it because the Arts Council was just informed. Ms. Brodsky stated that the Ietter would need to be sent to all of the council members before it goes to the Human Services Committee because all of their names are on the letterhead. Ms. Parsons stated that the Human Services Committee is going to be moving ahead and making financial decisions their not eoina to wait for the Arts Council to review the information. Ms. Roeder asked if it would be possible to call a special Arts Council meeting to discuss the Next Theatre situation. Ms. Brodsky stated that it would ha►e to be next week. Ms. Blevins stated that the Roundtable reported this information so the public is aware of what is going on. Ms. Brodsky stated that it was. also reported in the Evanston Review. Ms. Parsons suggested that a copy of the letter also be sent to the Roundtable and the Evanston Review. Ms. Brodsky asked if the members in attendance at this meeting wanted to call an emergency meeting to discuss the Next Theatre issue? A motion was made to call an emergency meeting of the Arts Council to discuss the Next Theatre issue on Tuesday, August 27 at 7:00 p.m. at the Noyes Cultural Arts Center in room 106. The motion was approved by all of the members in attendance at the meeting. Mr. Dorenker stated that the Next Theatre information would be sent out to the members so that they would be able to review it before this special meeting. Ms. Brods"- stated that she would get the word out to the remaining Arts Council members. She said that the next meeting of the Human Services Committee is on Tuesday, September 3. Ms. Blevins asked the amount of Next Theatre's monthly rent? Ms. Brodsky stated that they rent studio 108, which they use as an office and the theatre. She asked if they rented the theatre every week or just when they are in production? Mr. Domeker stated that they rent the theatre basically every week with the exception of the summer months when it is being used by Arts Camp. Arts Week Evanston — Ms. Brodsky stated that Arts Week is October 5-13. Mr. Domeker stated that additional information and schedules will be published in many different publications. Ms. Parsons stated that it has come to her attention that Arts Week is featured on the cover of the Arts and Recreation Magazine that is scheduled to come out tomorrow with the wrong dates. She asked if there was anyone at the meeting that knows of any plans to counteract this and/or does the Arts Council want to make a recommendation on a counter action plan. Mr. Domeker stated that he was informed that the dates were only off by one day and people who look inside will see the correct dates. Ms. Brodsky asked if these magazines were currently at the press and could not be changed? Mr. Dorneker stated that was correct. It was suggested that the dates of Arts Week be changed to the dates on the cover of the Arts and Recreation Magazine. Mr. Domeker stated that Mr. Greenblatt knows that dates of Arts Week and it would be better if he could address this issue. Ms. Brodsky stated that when people attend the events of Arts Week there are going to be looking at the full schedule and deciding on specific events to attend. Research — leis. Roeder stated that she is continuing to read through past Arts Council minutes. Cultural Fund Committee —Ms. Brodsky stated that the Cultural Fund Committee will be meeting Monday, August 26 at 3:30 p.m. at the Noyes Cultural Arts Center in room 106 with Angela Allyn. She said that they will be working on any changes that they want to make in the grant applications for the coming year and they will be coming to the Arts Council in September for approval. Ms. Brodsky stated that depending on the substance of the changes they would have to be approved by the Arts Council, Human Services and Cite Council. If they are minor details they would come before the Arts Council and then to the Legal Department. Ms. Brodsky stated that currently she and Amy Seidman are serving on the committee and Angela Allyn is the staff person. Cultural Diversitv — Ms. Brodsky stated that this is another committee in need of a new chair. She said that Ms. McClure who has been beyond fabulous for many year's is moving on in her life. ADJOURNNIEN'T The meeting adjourned at 8:50 p.m. The next meeting of the Evanston Arts Council is September 17,202 at the Noyes Cultural Arts Center at 7:00 p.m. 10 Minutes of the Evanston Arts Council September 17, 2002 COUNCIL MEMBERS PRESENT: Ms. Michelle Brodsky Ms. Rose Jourdain Ms. Loida Rosario his. Sally Parsons COUNCIL MEMBERS ABSENT: Mr. Howard Solotroff his. Genevieve Costello Ms. Bobbie Saltzman STAFF PRESENT: "Draft — Not Approved" Note: minutes are not verbatim Ms. Sandra Hill Mr. Seymour LaRock Mr. Tony Kelly Ms. Virginia Roeder Ms. Pamela Blevins Ms. Elena Kaiser Ms. Amy Seidman Mr. Robert Dorneker, Superintendent of Recreation Mr. Harmon Greenblatt, Cultural Arts/Ami Council Director his. Oneks Davis, Cultural Arts Secretary The meeting was called to order at 7:09 p.m. APPROVAL OF COUNCIL MINUTES The Arts Council meeting minutes of July 16 were approved. The minutes from the August 20 meeting were not available. Arts Week Evanston — Ms. Rosario stated that the reception would be held at rick-Staiger Concert Hall at 6:00 p.m. She said that the location could possibly be changed to the Block Museum. Ms. Rosario stated that hopefully the invitations would be going out tomorrow. She said that members should feel free to make reminder calls to people they invited. Ms. Rosario stated that Arts Council members should be at the reception at 5:30 p.m. She said that two volunteers are needed to do the registration from 5:30-6:30 p.m. She said that there would be a five-minute speech at 6:30 p.m. by Ms. Brodsky where she would state the purpose of the reception. Ms. Rosario stated that she and Mr. Solotrofi'would be walking the room with cards for the guests to fill out. Mr. Kell}' suggested that the videotapes of public art in Evanston that Nancy Flannery produced from an Arts Council grant be shown during the reception. Ms. Rosario stated that there may be an issue with the volume if the tapes ►►ere to run during the reception. Mr. Kelly stated that it could be placed in a corner and if people ►%anted to stand around and watch it they could. He said that he would find out if the tape could be made available. Ms. Brodsky asked that .fir. Kelly let them know in enough time so that equipment and be made available, Ms. Rosario stated that they have a list of about 200 guest and there are stall a few more names that need to be added. She said that if anyone else has any names that they need to be at the office by 10:00 a.m. tomorrow. Ms. Rosario asked that if any of the members were planning to volunteer for the reception to let her know by the end of the meeting today. Mr. Greenblatt stated that the Cultural Arts Division is hosting the opening event on October 5 at the Noyes Cultural Arts Center. He said that volunteers are needed to greet people and give direction to the different activities throughout the building. Mr. Greenblatt stated that there would be a public art bus tour on October 5 from 11:00 a.m. to 1:00 P.M. Mr. Greenblatt stated that they also need people to cover the different events happening throughout Evanston during the week. A sign up sheet was passed around listing the week's events. Mr. Greenblatt stated that if you sign up for an event packets would be made available at the Noyes Center office. It would contain instruction and surveys. He said that the information that they receive back from the surveys is important in our being able to get sponsors. Ms. Hill stated that she participated in the Arts Week events last year and that it %vas an enjoyable experience. She said that she could encourage members to try something new. Ms. Rosario asked if the same sponsors as last year were funding Arts Week. Mr. Greenblatt stated that some of last year's partners ►►ere not supportive this year. He said that it has fallen on the Cultural Arts Division because there was a change over in the people at the Convention and Visitors Bureau and the Chamber of Commerce said that they would be unable to help. Mr. Greenblatt stated that as a result we are not having the Legislative Breakfast this year. He said that we are happy to coordinate the events but we do not have time or staff to produce any of the events. Mr. Greenblatt stated that the people in the dance community have been great. They are going to do another dance showcase and the Music Institute of Chicago is coordinating a music showcase. Mr. Greenblatt stated that Arts Week has never had a budget so we are working to create a budget for Arts Week for next year. He said that this is an event that the Arts Council should be taking an active part in. Ms. Rosario said that pressure needs to be put on the Convention and Visitors Bureau and the Chamber of Commerce because this type of event attracts people from outside of the City. Ms. Brodsky stated that as we approach the spring and summer we can open this tack up for discussion. She suggested that this might even be an area for advocacy. Ms. Brodsky stated that the concert at Northwestern is going to be a tribute to William Warfeld. She said that they %%ere hoping that he would be able to perform but he died about a month ago. Air. Greenblatt stated that the reception begins at 6:00 p.m. and the concert at 7:30 p.m. ,tits. Brodsky stated that William Warlieid was a vocalist and the original Porgy of Porgy and Bess. She said that he was on staff at the University of Illinois before joining the staff at Northwestern. Nis, Brodsky stated that Mr. Warfeld was in his 80's when he took a bad fall and was never able to recover. Ms. Roeder asked who would be giving the seminar by the Evanston Arts Council as listed in the schedule of events? Nis. Brodsky stated that it is a Cultural Fund Seminar and that she would be in attendance and there would be a speaker from the Illinois Arts Council. The seminar is scheduled for Monday, October 7 at 6:30 p.m. at the Noyes Cultural Arts Center in room 106. Nis. Brodsky stated that the seminar is on resources for individual artists. Mr. Greenblatt stated that members did not need to sign up for that event because it is already being covered. Ms. Roeder asked if the members could receive a copy of the schedule. Mr. Greenblatt stated that he would email the schedule to the member. Public Art — Mr. Dorneker stated that Levy Center Committee asked that Fred Nagelbach attend there next meeting on Monday, October 7 at 8:30 a.m. and bring all of the proposed pieces of artwork that he submitted to the selection committee. He said that they were not in agreement with the two art pieces that were selected. Mr. Dorncker stated that it is possible that the artist would have to come back before the Public Art Committee and the Arts Council for approval of another selection of artwork. Ms. Brodsky stated that what they understood from the Public Art Committee is that the Levy Center Committee had completely voted against the artwork. Mr. Domeker stated that it was strongly disliked by a few of the members, they, couldn't see how the artwork fit with the building. lie said that there were a few members that thought it was wonderful. Ms. Roeder asked how many people are on the Levy Center Committee? Mr. Dorneker said that there arc approximately eleven members on the committee with seven that are active, including Aldermen Rainey, Feldman and Newman. Ms. Roeder asked if just the artist that was chosen was asked to come back or both short-listed artists? Mr. Dorneker stated that it vas just the one artist. Mr. Kelly stated that for future reference never ask people without a background in the arts how they like a piece of art. He said that the artist needs to present the rationale behind the artwork. Ms. Roeder stated that one of the things that impressed the selection committee was that Mr. Nagelbach went over to the Levy Center and studied the building before submitting his proposals. Ms. Brodsky stated that at this point she is going to let the Selection Committee handle this issue and hopefully Mr. Kelly could come back to the October meeting with more information. Mr. Kelly sho%�ed the council some of his photographs that he thought could be used to raise money. There was a discussion regarding some of Mr. Kelly's photographs and whether or not they could be reproduced and sold. Mr. Greenblatt stated that the Public Art Committee has given Mr. Kelly permission and some money to reproduce the photograph of the bridge and the Gospel Fest for sale at the Noyes Open House on October 5. Director's Renort — Mr. Greenblatt thanked the council members for the tree that was planted in Israel in memory of his stepmother. Mr. Greenblatt stated that he's in the middle of the budget process for next year and working on Arts Week at the same time. He said that the budget for next year will be the same as it was this year. Mr. Greenblatt said that next year's budget would be brought before the Arts Council, when it is ready. Mr. Greenblatt stated that we received an increase from the State of Illinois for Cultural Fund in the amount of $2,000, but there was a decrease of $2,000 in the general operating support grant that we receive. Ms. Rosario suggested that at the October or November meeting time be set aside for the staff to go over the budget with the council members. Mr. Greenblatt stated that members would see the budget but could not say at which meeting it would be. Mr. Domeker stated that the budget is due to City Council by January 1, 2003. He said that they would be able to get back to the Arts Council in November with the approximate dollars. Mr. Greenblatt stated that at the next meeting the council would be hearing midway presentations. Cultural Fund — Ms. Brodsky stated that on Tuesday, October 15 the next Arts Council meeting eight grantees are going to present their midway presentations. Ms. Brodsky stated that the council decided to go with a different format this year. She said that last year at every meeting starting in October and without the school year there would be two or three presentations at each meeting. Ms. Brodsky stated that this is not a requirement of the individual artists but of the organizations and those who receive stability grants. She said that this is how they receive the second half of their grant. Ms. Brodsky stated that this would possibly take up the first half of the meeting. She said that she hopes to get some information about the grants out to the members in the October packet. Ms. Brodsky stated that they have also given the presenters a checklist of what questions to expect. Ms. Brodsky stated that Cultural Fund is currently working on the application for next year. She said that she, Amy Seidman and Tony Kelly are the Cultural Fund Committee. And unfortunately Ms. Seidman has been unable to participate. Ms. Brodsky stated that they have also talked about doing site visits. She said that the key concept is accountability and one of the checklist items under accountability is the midway presentations. Ms. Brodsky stated that it is wonderful visibility as the council talks about image building. Nis. Brodsky stated that there were eighteen grants including the individuals. She said that the committee suggested doing site visits for the stability grants because they receive the largest amounts of money. There were four this year and they were all for the hiring of management personal_ Ms. Brodsky stated that she is looking for a sentiment from the council that they are willing to do some site visits with instruction. Mr. Greenblatt stated that it would be helpful if the site visits could be made between now and %when they give their midway presentation. his. Brodsky stated that it doesn't necessarily have to be in October there will be another group of presentations in January. Mr. Greenblatt stated that the council members would contact the organization themselves and set up a time that is suitable for them. He said that plenty of these organizations work evenings and weekends. Ms. Brodsky asked that any interested council members send her an email. Mr. Greenblatt stated that the organizations that have already done their projects would be the organizations that present in October. Advocacv and Planning -- Ms. Rosario stated that if any of the members have any questions about the reception to feel free to contact her. She said that she needs two volunteers to greet the guest and do registration at 5:30 p.m. Mr. LaRock and Mr. Kelly volunteered to help with the registration. Ms. Rosario stated that she would provided them with a script and name tags. Ms. Jourdain asked where Pick-Staiger was on the Northwestern campus? Mr. Greenblatt stated that it is on the south end of campus near the Block Museum and the School of Journalism. Ms. Rosario stated that members would not be able to write notes in the invitations to their guests because they are going out late, but suggested that they call them instead as a reminder. Ms. Roeder asked if there was a copy of the invitation or if anyone knew what it said? Ms. Rosario stated that on the outside it says "Arts Evanston" and on the inside it says, "Arts Week Evanston 2002 a concert featuring faculty members, October 6 at Pick-Staiger." Then on the right panel it would have the names of the Arts Council and Public Art Committee members and Northwestern University. And says, "Invite you to be there guest at the reception at 6:00 p.m. with a phone number to RSVP'' Ms. Rosario stated that it is very clear that it is an invitation coming from the Arts Council, Public Art Committee and Northwestern. Ms. Rosario stated that at 6:30 p.m. for five minutes Ms. Brodsky would welcome the guests and explain why they have been invited. Ms. Rosario stated that the reception would be in the lobby of Pick-Staiger. She said that they might move the reception to the Block Museum depending on the number ofRSVP's received. Mr. Greenblatt said that all of the council members also need to RSVP so that a ticket would be held. Nis. Rosario stated that in the spring the subcommittee chairs submitted mini -plans. She suggested that the subcommittee chairs look over their list to see what things have changed, what they have accomplished and %%hat would be part of the plan in 2003. his. Rosario stated at the November meeting bring that information so that Ke can take a took at what 2003 would like for the council. She said that she has copies of the list that were submitted by the chairs if anyone needed to obtain a copy. Nis. Rosario stated that they are not ready to do a presentation to the aldermen. She suggested that all the council members call, send and email or write a letter to their alderman restating the importance of the arts in Evanston. So that throughout the budget process they still remember that we are still here and active. Ms. Parsons stated that this does not guarantee that all of the aldermen would be contacted. Ms. Rosario asked the members to confirm with her via email or a phone call which alderman you have contacted. Ms. Brodsky stated that the alderman do appreciate hearing from people. Noves Center Task Force -- Ms. Parsons stated that she is starting the second stage of the task force and the first meeting is on Tuesday, October 1 at 6:00 p.m. at the Noyes Cultural Arts Center in room 106. She said that they would need at six meetings to get though everything that she wants to cover. Ms. Parsons stated that there are three people returning from the original task force. Ms. Parsons stated that the Speak for the Arts brochure that went out to local artists has been productive. She said that she has received several names from artists in the community that said they would be willing to participate. his. Parsons stated that they have not received any names from general citizens. Ms. Parsons stated that at the October I meeting they would be starting out with the core group of people who would be doing the work. She said that she wants to get their ideas as what they think the vision for the Noyes Center should be and maybe begin to form a mission statement. Ms. Parsons stated that at the second meeting they would invite the artists in the community to come and discuss the vision that they have developed. Then they would go back to just the core group and begin work through some of the various sub -issues such as community service, application process and governance. Nis. Parsons stated that her core group has committed to coming to the first meeting but not beyond that so she is unsure of what that means. %ts. Brodsky stated that she felt that these people have an attachment or they %%ouldn't ha%a returned and they really care. Nis. Parsons stated that she would have an update for the council by the October 15 meeting. Nis. Roeder asked if there was already a vision and mission statement for Noyes? Ms. Parsons stated that the current mission is too general and not focused. Ms. Roeder stated that she is concerned with how the new vision and mission statement would impact current residents. She said that Arts Council needs to take a serious look at the community service issue. Ms. Brodsky stated that the community service issue should come out of the mission statement. Ms. Parsons stated that it would probably be the first sub -issue to be addressed. Als. Parsons stated that the mission statement is a sentence that reflects the vision. So it's the vision that we need to capture. She said that it is not clear «hat the vision is behind the current mission statement. Ms. Parsons stated that we need to capture «hat we think is the appropriate vision for where we want to go in the future with the Noyes Center. Nis. Rosario stated that the core group might feel that the ownership of the vision and mission should fall on the Arts Council and not them. fir. Greenblatt stated that anything that they develop would have to come before the Arts Council for approval. Ms. Parsons stated that it might help the task force if she told them that that the vision and mission would be presented to the Arts Council. At that point we could get the council input. Ms. Brodsky stated that it could be portrayed as a partnership with the Arts Council. There was a discussion regarding what the role of the task force should be. Noves Cultural Arta Center — Ms. Brodsky handed out copies of the letter that was mailed out to the Human Services Committee. She said that they worked to write something that was not very long but supportive. Ms. Brodsky stated that the Arts Council had a very good meeting on August 27. She said that the meeting deepened their understanding and that they came to some very good conclusions as a result. Ms. Brodsky stated that this letter went to Alderman Newman, Rainey, Feldman and Jean - Baptiste. Ms. Brodsky stated that the Noyes Cultural Arts Center Committee does not have a chair or any members. She said that she is no longer in the position to carry this committee. Ms. Brodsky handed out the applicant review sheet that was requested at a past meeting. Ms. Roeder stated that she would be glad to chair the Noyes Committee, but she is still trying to obtain space in the Noyes Center. Mr. Greenblatt stated that she should find out in the next couple of months because there's only one more space available. Ms. Rosario asked if room 106 could be leased out and the council meet somewhere else? Mr. Greenblatt stated that the City requires there to be one community service room available not only for the council but also for the public. There was a discussion regarding the rental of the community use space. 501e3 — Rls. Brodsky stated that an AD -HOC Committee that was formed to establish a 5016, which is a not -for -profit organization. She said that the members consist of herself, Howard Solotroff, Cheryl Wollin, Ron Kysiak and Laura Savaino. Ms. Brodsky stated that the committee looked at types of 501 c3's with the City of Evanston, the Evanston Community Foundation and a separate standing 5010. She said that they decided that they wanted to be detached from the City. Ms. Brodsky stated that they created a draft of the bylaws. She said that it would be called Friends of the Arts in Evanston. There v ould two representatives from the Arts Council and the Public Art Committee and three citizens from the community. Arts Council Leadershin — Nis. Brodsky stated that she and her husband are expecting a baby on January 23. She said that they arc %ery excited about this addition to their family. Ms. Brodsky stated that her role as is eoine to have to chance. She said that she can not continue to chair the Arts Council, Cultural Fund and the Noyes Center Committee. Nis. Brodsky slated that during the second half of the October meeting the council needs to go into retreat. She said that we have some subcommittees that are doing some wonderful work and others are dormant. Ms. Roeder suggested that Ms. Brodsky write up what kind of help she would need and council members could volunteer to help so that there is an actual list of the volunteers. She asked if Ms. Brodsky was looking for someone to take over her position for several months, did she want someone that would work with her as a co-chair or a new chair for the council. Ms. Brodsky stated that her term officially ends with the October meeting she said that it was a one year term. She said that she feels it would be hard for her to remain chair. Ms. Roeder stated that if there is going to be a new chair that she would like to see the process done fairly and openly. She suggested that they have the council members say whether they are interested in being chair of the council. ,tits. Roeder stated that it would also be helpful for the member to know what the job entails. Ms. Brodsky stated that they also needed to look at the structure of the leadership and not just the chair. She said that when she became chair that she made the decision not to seek a vice -chair because there were so many new people on the council. Mr. Brodsky stated that now we should have a better feel for what a chair and vice -chair should do. Ms. Jourdain stated that %%hat Nis. Brodsky is suggesting is a Iot to be considered at one meeting. She asked that Ms. Brodsky prepare for the next meeting the duties of the chair as she has performed them. Ms. Jourdain suggested that there be a period in which there is an overlap where the new chair is chairing and Nis. Brodsky is there to assist with a definite cutoff point. Ms. Jourdain suggested structuring the council so that there is a vice -chair so that in the future there would be a person ready to take over the chairmanship if needed. Mr. Greenblatt stated that the council must have an election at the November meeting. Ms. Brodsky asked if the board could vote to preempt that due to the extenuating situation. Mr. Greenblatt stated that he did not think so but that he would find out. Ms. Roeder asked why it had to be in November? Mr. Greenblatt stated that Ms. Brodsky took office in November and that she had a one-year term. He said to plan on having an election in November. Ms. Brodsky stated that there could be a period where she could tandem the person elected whether she is called temporary chair, co-chair or past chair. Nis. Rosario asked if there are any members being appointed by the manor? Ms. Brodsky stated that the mayor currently does not have any applications. Mr. Greenblatt stated that the reception would be a good place to seek out potential members for the council. Nis. Hill requested that they receive the information on the duties of the chair before the October meeting. Ms. Brodsky stated that she «ould get that information out within the next week. Ms. Rosario stated that it «ould be nice to have four or five more people join the council at are active and fill some of these subcommittees. Nis, Roeder asked if at this point the council could make a decision to have co-chairs? Ms. Brodsky suggested that they first go through the duties of the chair. She said that she would list what the duties should be and what she has been doing as the chair. Ms. Roeder suggested that the council members state whether they are willing to consider being the new chair of the Arts Council. ibis. Brodsky suggested that the council members go through the list of duties and see if there are any changes that they would like to make to the chair's duties first. Mr. Kelly suggested that there be a second person that would be able to call the meeting to order and make decisions. Mr. Greenblatt stated that it is unclear whether the Arts Council could have co-chairs. He said that he is sure that there could be a chair and a vice -chair. Mr. Greenblatt stated that Ile would find out and let the members know at the next meeting. Ms. Hill stated that she would be willing to possibly chair the Cultural Diversity Committee. Ms. Roeder suggested that Ms. Hill contact Ms. Blevins %%ho would be able to get her in touch with Ms. McClure. Mr. Greenblatt stated that he has his. McClure's phone number if she needed it. ADJOURNMENT The meeting adjourned at 8.58 p.m. The next meeting of the Evanston Arts Council is October 15, 2002 at the Noyes Cultural Arts Center at 7:00 P.M. Minutes of the Evanston Arts Council October 15, 2002 COUNCIL MENiB£RS PRESENT: 11s. Michelle Brodsky Mr. Seymour LaRock Nis. Loida Rosario Nis. Virginia Roeder COUNCIL MEMBERS ABSENT: Ms. Rose Jourdain Nis. Genevieve Costello Air. Tony Kelly STAFF PRESENT: "Draft — Not Approved" Note: minutes are not verbatim Ms. Pamela Blevins Mr. Howard Solotroff Ms. Sally Parsons Ms. Sandra Hill Ms. Amy Seidman Ms. Elena Kaiser Mr. Harmon Greenblatt, Cultural Arts/Arts Council Director Nis. Oneka Davis, Cultural Arts Secretary Nis. Angela Allyn, Cultural Arts Coordinator OTHER PRESENT: Nis. Erin Breen Chrusciel, Prospective Member Mr. Lora Teeter, Light Opera Works Nis. Danya Block, Open Studio Nis. Sarah Lloyd -Still Laing, Open Studio Nis. Shannon Battaglia, Kids Can Dance Nis. Pat O'Connell, Shanti Air. Tony Adler, Actor's Gymnasium Nis. Beth Adler, Actor's Gymnasium Ms. Jennifer Jolls, Actor's Gymnasium Ms. Alice George, Rhino Mr. Rick Fergson, Musical Offering Nis. Joanna Pinsky, Art Encounter Ms. Lois Roewade, First Night Evanston Nis. Myra Janus, INVEST Nis. Debbie Guy, Gus Giordano Nis. Jane Stenson, National Louis The meeting was called to order at 7:03 p.m. APPROVAL OF COUNCIL MINUTES The meeting minutes of August 20 and September 17 were approved. Ms. Erin Breen Chrusciel was introduced to the council members. The council members, staff and the midway presenters introduced themselves. Nis. Brodsky stated that each presentation was to only be five minutes and that there would be two rr', ites of questions. She asked that the council members put any further comments and questit..s on the sheet that they %vere gis-en. Nis. Brodsky stated that the council members' comments and feedback would be given to the Cultural Fund Committee and staff. Nis. Brodsky stated that in the interest of time she asked that they not go into great detail. Nis. Brodsky asked the presenters to address how they are meeting their goals, diversity and community service. Ms. Brodsky stated that in addition to the presenters listed they would also be hearing from First Night Evanston and INVEST. Cultural Fund Midwav Presentations Actor's Gvmnasium — Mr. Ton), Adler handed out copies of his report to the council members and staff. He said that this report answers the four questions that they were given prior to the presentation. Mr. Adler stated that they received a stability grant was used to pay pan of the salary of Jennifer Jolls. He said that since she has been on staff they have been able to do more fundraising. Mr. Adler stated that they have three Aspects under artistic significance of the project first being The Flying Griffin Circus, «hich is hosted once a year. There have been two so far and they are planning to have a third in April 2003. Second, are their classes of which they are very proud. Mr. Adler stated that after seven years some of their students have begun to transfer into the professional world. And third is their residency program, which they are currently expanding. Mr. Adler stated that they benefit the community by having family oriented shows that are inexpensive. Ms. Brodsky stated that the stability grant was to help create Jennifer Jolls position, she asked that he speak more on that. Ms. Jolls when through her duties as general manager, which include light bookkeeping, registration, scholarships, payment plans, ordering office supplies, taking care of teacher and parents needs, birthday parties, marketing, grant proposals and anything else that they need. Ms. Jolls stated that she sees her job as general manager as making it possible for the directors to focus their energy on developing the programs by taking care of the everyday needs. Mr. Adler stated that with Nis. Jolls help they are able to seek grants for outreach and diversity. Ms. Parsons asked what the time goal was for seeking funding for their diversity programs? Mr. Adler stated that they had hoped to start this winter, and that the plan would begin in the fall of 2003. Light Opera Works —Mr. Lara Teeter stated that Light Opera Works was granted S1500 for production cost and outreach programs for the 2002 second stage production of "Soup Du Jour" to be presented October 2 through `o%ember 10 at the \IcGra%% YMCA. Ile said that "Soup Du Sour" is also a part of Light Opera Works new works initiatives that develops new shows for musical stage. Mr. Teeter stated that included in the projects are fifty performances, three community previews and outreach programs to take place at three performances. Mr. Teeter stated that "Soup Du JouC is their current production and so far they have had eight performances and two previe«s. He said that the show is currently 90% sold out. Mr. Teeter stated that the outreach efforts include talk -backs with authors October 2 and 11, free and discounted tickets for seniors, community centers and students. committee members' host events in their home and two-day musical workshop at Evanston Township High School. Ms. Roeder stated that the "at home" project did not seem to fall under the grant. Mr. Teeter stated that it was not funded by the grant. Ms. Brodsky asked which of the activities that he mentioned .were funded by the grant? Mr. Teeter asked if he could have someone from Light Opera Works forward that information to staff. Art Encounter— Ms. Joanna Pinsky stated that they received funding for a program called Reminiscence. which they're conducting- in three assisted living centers in Evanston. Ms. Pinsky.stated that it a four-part project that brings original am;orks to the elderly and they lead interactive discussions. She said that in all of their programs they ask questions to the viewers instead of lecturing them. Ms. Pinsky stated that they try and take them into the structure of the painting through their questions in part to bring out their memories. Ms. Pinsky stated that a hand follows the projects on workshop using collage materials. Ms. Pinsky stated that they meet the cultural diversity standards by employing people of different ethnic backgrounds. She said that the facilitators arc also people of different ethnic backgrounds. Ms. Pinsky stated that they are very grateful to the Evanston Arts Council for their grant. Mr. Solotroff asked what if an}thing they do with the feedback that they receive from seniors? Ms. Pinsky stated that they haven't done anything with the feedback but that Mr. Solotroff had a very good idea. She said that she would keep that in mind. Ms. Roeder asked how exactly is the money used? Ms. Pinsky stated that it pays for the rt facilitators and asupplies. . Kids Can Dance — Ms. Shannon Battaglia stated that the project that they were funded for was a Summer KDC Program. She said that normally the program runs September through May. Ms. Battaglia stated that Kids Can Dance offers tuition free dance experience for students in Evanston/Skokie ages 12-18. Ms. Battaglia stated that the% requested funding for a continuation of their September through May program over the summer. She said that with this grant anisticalh the% were able to have performances at the Four-.h of July Parade. Lakeshore Arts Festi%al and the Ridee%ille Park District. The funding %%as also supported outreach %%orkshops and dance camps. Nis. Battaglia stated that the project serviced the Evanston community through outreach at the Fleetwood Jourdain Center %khere four free %%orkshops %%ere offered. She said that they were able to include this project b% being able to ha%c a teacher on board. Ms. Battaglia stated that the} are also working to%%ard their cultural diversity by reaching out to Fleetwood and other communities. Ms. Battaglia stated that they are currently at 40% diversity. Nis. Battaglia stated that they also offer dance classes to the public at a very reasonable rate. She said that this helps with funding for their teachers. Nis. Battaglia stated that this µas a three-month project that ran from June through August. She said that it was very successful. Nis. Rosario asked of all the students that KCD served in the summer what percentage were Evanston residents? Ms. Bartaglia stated that all but one of the students was from Evanston. She said that almost all of their students throughout the year District 65 and 202 students and that even when they open there doors to the public they maintain a strong Evanston base. Nis. Roeder asked if Kids Can Dance was a dance company_? his. Battaglia stated that it is a company in the sense that the% are performers but the students train with them as dance trainers. She said that their students don't come to them v%ith prior experience as w ith other dance companies. his. Battaglia stated that their doors are open to everyone. National Louis —Ms. Jane Stenson stated that the grant that they received --vas to support ticket prices for the Evanston school students. She said that it is hard for an Evanston school student to pay the $5.00 ticket price. Ms. Stenson stated that the grant was requested so that the students would be able to attend at a reduced rate of $2.50. Nis. Stenson stated that so far this far they have sold 320 scats to Evanston school children, which is approximately half of the money that they, were granted. She said that the have hired a storyteller from Missouri to tell folktales. his. Stenson said that this storyteller works a lot with the healing arts and tells stories about overcoming difficulties. She stated that this storyteller is also a gospel musician and her stories have heavy audience participation. This allows the children to develop deep listening skills from paying attention to these stories. Nis. Stenson stated that there are three school group concerts on October 25. She said that on that evening there would be a Ghost Story Concert. Ms. Stenson stated that in February they are hosts a Storytelling Conference and two weekly concerts, one for families and the other for adults. Ms. Stenson stated that the Arts Council is supporting the school groups concerts that would take place on February 2. She said that they would have three tellers on that day. Ms. Slenson stated that they meet di%ersity standards by the Evanston schools being diverse. Ms. Rosario asked if the funds from the grant µere matched exactly with the discounts offered to the students? Ms. Stenson stated that the people that attend the concerts outside of Evanston are paying the S-5.00 admission fee. She said that she has written letters to the Evanston schools and has not recci%ed am responses from some of the schools that she would like to hear from. Ms. Stenson asked if she could waive the S?.SO admission and instead go to one or two of the Evanston schools and allow the students to attend for free provided that they arc able to get transportation. GIs. Brodsky stated that she should forward that question to Angela Allyn. And it could be broueht before the Cultural Fund Committee. Rhino —Ms. Alice George stated that Rhino is a poetry forum. She said that the grant was for readings and workshops with the Evanston schools. Ms. George stated that they are an all -volunteer organization and they publish an annual journal. Ms. George stated that most of their readings take place in the spring. She said that this year is the first time that they have participated in Arts Week Evanston. Ms. George stated that that the have monthly workshops at the Evanston Library on the fourth Sunday of the month. She said that it is open to the public and they bring in very good facilitators and leaders. Ms. George stated that part of the grant goes towards giving them honorariums. Ms. George stated that they received funding from the Evanston Arts Council and the Illinois Arts Council. Ms. Gcc,rge stated that their group is very diverse in terms of age. She said that they are working on diversity through their forum leaders. Ms. George read an email of a past forum leader. Musical Offering —Mr. Rick Ferguson introduced himself as the Artistic Director for Musical Offering. He said that they received a very generous grant from the Evanston Arts Council to hire a person to do grant writing and research. Mr. Ferguson stated that thus far grants have been written to the Target Corporation and the Root to Fruit Program. He said that currently funds are being raised for their up coming annual sing along Messiah. Mr. Ferguson stated that this position has assisted them in being able to build stability in terms of their viability as an arts educational institution. Mr. Ferguson stated that as far as the matching funds required they have received funding from the Charles Schv%abb Foundation and from private donors. fie that they also host two fundraisers during the school year. Mr. Ferguson stated that should have all of the matching funds raised by December. Mr. Ferguson stated that the are looking to adopt Oakton Elementary School after the holiday season. He said that Oakton is their neighborhood school and that the children that they want to serve are in the community and that many of them would not be able to have music lessons if they were not going to a facility that did it for them. Mr. Ferguson stated that the% have met %,6 ith the principal and he is very much trying to make Oakton a arts based educational program. They currently have a Arts in Residence Program and are working forwards hay ing a Music in Residence Program. Ms. Rosario asked ho%% thev envisioned adopting Oakton into the current District 65 program? Mr. Ferguson stated that current] Oakton has children's chorus and Musical Offering also has a children's chorus and they ha%e three Musical Offering faculty members that would work well with the school. Mr. Ferguson stated that one of the faculty members could help with the chorus, another could offer recorder classes and monthl% in -school concerts. He said that they also offer ethnic dance classes that could be incorporated w ith the Oakton School program. - Gus Giordano .lays Dance China, o -- Nis. Debbie Guy stated that they were granted $2,100 to support concerts in three Evanston schools. She said that they are having three performance in the schools starting this week. Ms. Guy stated that Gus Giordano Jazz Dance Chicago is a professional touring company that has been around for DSO years. She said in the last month they have toured I lope Col loge, Truman State, Southern Illinois and Western Michigan. And next .week they would be doing thirty shows in the Quad Cities, Ms. Guy stated that they are preparing to tour Russia and China. Ms. Guy stated that the shoo is a forty-five minute child oriented performance about the history of Jazz dance. She said that it is mostly just dance with a small part of narration. The idea is for the children to learn about cultural history by watching dance. This is an opportunity for the children to see professional dance Ms. Guy stated that the artistic significance is for the children to see this level of dancing. She said that the performing company and staff is diverse and they are going to be performing in the Evanston schools sshich are also diverse. Nis. Guy stated that they would be performing at Timber Ridge, Lincoln and Orrineton Schools. Ms. Guy stated that the schools were chosen at random. She said that she called the District 65 administration office and asked what schools needed some performances. Ms. Guy stated that the schools that returned her tail %s ere the schools that v+ere chosen. Ms. Guy stated that at the time that she made calls to the schools the arts were being cut and there was a lot of work being done in the schools. She said that they would like to be able to do this at all of the Evanston schools. Ms. Rosario asked if they planned to continue this program next yearn tits. Guy stated that it would depend on funding because the company is a not -for -profit and they would need funding. She said that they do receive grants from other organirztions so it is a possibility. Ms. Roeder stated the Gus Giordano is an excellent dance company and suggested that they grant their performances to other people and not just children. Mr. SolotrofTasked if there are any young dancers with the company? his. Guy stated that the youngest dancer with the company is eighteen and the oldest is twenty-nine. Ms. Allyn stated that if anyone was able to see the dance showcase during Arts Week the company donates one of the performances. She said that it has cost the company money to donate the performances the last tw o years and that the company is making a donation to the community. Open Studio Project — Sls. Dana Block stated that the Open Studio Project moved to Evanston in 2000; before that they were located in Chicago. She said that they have developed an art writing process that is now being used in schools around the country. Ms. Block stated that their goal in Evanston was to do outreach in the Evanston community. She said that the first grant they reccived from the Arts Council was for an Art in Action Program to work with adolescents with at Y.O.U. Ms. Block stated they received a grant to work with Family Focus. She said that they are working with teen moms. Ms. Block stated that created this program to allow the teen mothers to be able to have some time to them self. She said have given them some tools for expression and to help them with their decision -making skills. Ms. Block stated that they have them write about what they would like to receive from the arts while the are attending the program. She said that they are then introduced to diw.: ing, painting and sculpting. They are then asked to write and talk about their art. Ms. Block stated that what makes them different from other art groups is that no one ever comments on their art work or tells them- bat they need to do. She said that their facilitators always participate alongside them. Ms. Sara Lloyd -Still stated that the grant covered the pilot program. She said that this was the second pilot program that they have done. Ms. Lloyd -Still stated that they have found that working off site to be more challenging. She said that they needed to be off site because Family Focus has onsite dayeare and part of the grant was used to pay for the babysitters. Ms. Lloyd -Still stated that all of the girls attend Evanston Township High School. Mr. Solotroff asked how dedicated these girls were to attending this program? Ms. Lloyd -Still stated that is was a challenge but that they worked with the social worker at Family Focus. She said that they normally enroll in a program that starts in September through June. Ms. Lloyd -Still stated that because there was a new social worker and the girls were still getting to know each other they felt that it would have been better to begin the program later in the school year but they were not able to do that. tits. Lloyd -Still stated that they did not have a great turnout because these are very busy. Ms. Roeder asked if the Family Focus program was open only to teenage mothers and Open Studio was open to everyone? Nis. Lloyd -Still stated that Ms. Roeder was correct. Ms. Block stated that the Art in Action Program included everyone. First Nit*ht Evanston — Ms. Lois Roewade introduced herself as the festival director for First Night Evanston. She said that they would be celebrating their tenth anniversary this year. Nis. Roewade stated that they receive a grant for $2,225 to be able to highlight some of the Evanston musicians. She said that they are using the money to support a performance piece for the Rebels, Jazz Quartet, storytellers. etc. Ms. Roewade stated that there are man%- other Evanston artists that are being presented at First Night this year from face painters to children's artists. Ms. Roewade stated that artistic significance she said that they hire only the top groups in town. Nis. Roewade stated that they benefit the community by their tickets being cheap their $12.00 for adults, S8.00 for children and children 5 and under are free. She said that the biggest benefit is that people can afford to attend this event. Nis. Roewade stated that their program is very diverse they feature music from Japan, the Caribbean, Ireland, etc. She said that the board is also very diverse. Nis. Roewade stated that they have already met their goal of S60,000 for this year. INVEST— leis. Myra Janus introduced herselfas the resource coordinator for INVEST. She said that they are a not -for -profit that has been around for over 20 years and they bring resources from the community into the schools. Ms. Janus stated that they provide tutoring at Evanston Township High School and a business partnership program. Ms. Janus stated that they also have the Museum Alliance Program where they provide free buses to the schools to attend the museum. She said that they made an exception and provided a bus to attend the stor}leiling at National -Louis. Nis. Janus stated that they get a special rate from the bus company because they use the buses at a time when they are normally not being used. Nis. Janus stated that they supply tee-shirts and clothes with mini -grants. She said that the mini - grants cover only materials costs because they are a volunteer organization. Nis. Janus stated that they also provide money for projects in which teacher are not available to apply to the Evanston Arts Council. Ms. Janus stated that they are diverse in that the children that take advantage of the program represent the entire community. Ms. Janus stated that the ;Museum Alliance Program meets three times a year with the local museums and they bring teachers in from cacti school. Ms. Janus suggested that people that are trying to contact the teachers in the school system go through them because she has contacts with District 65. Ms. Roeder asked how many years INVEST has been in existence? Ms. Janus said twenty-two years. Shand Foundation for Peace — Ms. Pat O'Connell stated that the Shanti Foundation for Peace is a not -for -profit arts group that promotes non-v iolence through art through a variety of school programs. ,Nis. O'Connell stated that they had the Second Annual Rongole Project. which is when a woman celebrates the day by drawing a diagram on the threshold of her house. It is designed to bring blessings and goad wishes on her family. She said that the first project was done last year as a part of Arts Week Evanston and it «as so «ell received that they were asked to repeat it. Nis. O'Connell stated that they received a stability grant for board development, which began in May 2002. She said that as of August they ha%a six new board members and four of the past members have agreed to stay and three resigned. Ms. O'Connell stated that they now have a board of ten members. Ms. O'Connell stated that the board development process would take a year. She said that they had the first meeting of the nes board on October 2. Six of the members are from the Evanston community. Nis. O'Connell stated that the Arts and Business Council is helping with the board development process. She said that they plan to have a daylong retreat in January. Where the board would design parameters elect officers to committees and do a lot of team building. Nis. Brodsky asked what the money from the grant went towards? his. O'Connell stated that it went towards a number of thinks in the board retreat process, the facilitator and salary for the board members. Nis. Hill asked tits. O'Connell to speak about the diversity of the board. Ms. O'Connell stated that they have al« ays had a very diverse board and that four of the ten members arc minorities. Mr. Solotroff asked if there is any evidence that their program has stopped any violence? his. O'Connell stated that they have an evaluation program that they use with in the schools she said that she should be happy to share anv of that information with the Arts Council, his. O'Connell stated that what they focus on is helping the children develop non -violence decision making skills. Review of Process —tits. Brodsky asked Ms. Allyn if should s%ould like the council members comment sheets to could to her before being distributed to the members. his. Allyn stated that if they came to her first she ►--ould compile them before sending them out to the members. Ms. Allyn asked host' the council would like to handle the additional question that the members may have. Ms. Brodsky stated that they should go to the Cultural Fund Committee. Ms. Brodsky stated that she would like to take a minute to talk about how we felt this process went compared to host' it has been done in the past. She said that this helped to keep the flow of council business going. Ms. Roeder said that she felt that there were too many presentations but that she also thought two was too few. She suggested that they have eight presentations at a time. his. Brodsky stated that a number of people showed up to present that were not on the list. 9 Ms. Solotroff stated that he felt that it was good to do them all at once and get it over with. tics. Brodsky stated that there are three more grants that have to be presented. Nis. Blevins stated that seeing all presentations in one night enabled her to notice that much, of the grant money goes for youth. Nis. Rosario stated that it would be helpful if the comment sheet included information about the grantees. fir. Greenblatt stated that the information was included in the packet. Advocnev and Planning — Ms. Rosario stated that they had a wonderful Reception in Dedicated in Honor of the late William Warfield and she thanked everyone that helped. She said that she spoke with a number of people that would like to be involved the Friends of the Arts. Ms. Rosario stated that the Advocac% Committee would be writine a letter to the attendees and to the original people on the list explaining the plans for Friends of the Arts. She said that they plan to send the Ietter out by the end of next week. Ms. Blevins asked if there was a list of people that did attend? ]his. Rosario stated that Mr. Greenblatt was putting that list together. Mr. Greenblatt stated that there were about seventy people in attendance. He said there are any people that were not at the reception but would be interested in the Friends of the Arts he asked that there names be given to staff. Ms. Rosario stated that we are in budget times she asked that everyone call their alderman and remind them how important the arts are to Evanston. She took a survey of the aldermen that had already been contacted. his. Rosario asked members to contact the remaining aldermen. Mr. Greenblatt stated that the City is going to come in with a multimillion -dollar deficit. He said that they were instructed that the budget was to be flat no increases were allowed other than for cost of living increases. Mr. Greenblatt stated that the new Public Art Maps arc available. Leadership -- Ms. Brodsky stated that she had been asked to write out the responsibilities of the Arts Council chair. She handout copies of the responsibilities to the members and read through the list. The role of the chairman is to provide leadership and guidance for the Arts Council to carry out its mission. The chairman sets the tone for business of the Arts Council and represents the Arts Council within the arts community at large. The responsibilities include: to plan and execute monthly meetings, attend as many sub -committee meetings as possible, work with staff in ensuring that projects are completed. representing the Arts Council in collaborating with the alderman and mayor, educating and «elcoming new Arts Council members, working with the community to attract new members to Arts Council sub -committees. Weekly responsibilities consist of any%,here from two to six hours. Ms. Brodsky stated that every Tuesday in the month of November she is scheduled for child - birthing class. Ms. Brodsky asked if the council members wanted her to appoint a chairman to start the November meeting or has a special meeting. She asked that members interested in taking on the role as chairman to come forth. 10 Ms. Roeder suggested that the members be asked whether or not they would like to consider being chairman. She said that she had also suggested that idea of having co-chairs. Mr. Greenblatt stated that having co-chairs is not a best idea because staff only needs to have direct contact with one person. Ms. Brodsky stated that when she served as vice -chair with David Mickenberg it was very unclear what her role was. ,tits. Brodsky asked the members if they %,.anted to have a special meeting and if they wanted her to contact people and get back to the council regaarding the number of people interested. ,tits. Solotroff suggested that the survey the members present regarding who %%ould be interested in taking on the role as chair. Mr. Greenblatt stated that there needs to be an official nominating process although it did not need to take place tonight. Its. Rlevins stated that she wouldn't want to nominate someone that is not interested. It was decided that they would go around the table and asked who was interested in the chairmanship. Ms. Rosario asked if any of the members had shown an interest is chairing any of the sub- committee that Nis. Brodsky has been chairing- tics. Brodsky stated that at some point in the future. Ms. Rosario stated that the number of hours required by the chair would change if they had support from other council members with some of the sub -committees. Mr. Greenblatt stated that someone would be needed to chair Cultural Fund and the Noyes Center Committee. Nis. Brodsky went through the list of subcommittee's and whether or not they currently have a chair. Sally Parsons is chairing the Noyes Task Force. the Noyes Cultural Arts Center Committee currently does not have a chair, Michelle Brodsky has been chairing the Cultural Fund, the Research Committee chair is Virginia Roeder. Cultural Diversity current chair is Sandra Hill, the chair of the Advocacy and Planning Committee is Loida Rosario and 501c3 is a AD -HOC Committee. Ms. Brodsky stated that it would be the responsibility of the chair to seat on the board of the Friends of the Arts Evanston along with one other member. Ms. Rosario asked if the day of the November meeting could be changed? his. Brodsky stated the role of chair and vice -chair. Ms. Roeder stated that she would chair the Arts Council with a vice -chair if no one else was interested. Mr. Greenblatt stated that nominations could be made tonight and then the members that are absent could be informed of %whom was nominated. Mr. Solotroff nominated his. Roeder to be the next chair of the Evanston Arts Council. The motionwas seconded. Ms. Parsons nominated Mr. Solotroff to be the next vice -chair of the Evanston Arts Council. The motion was seconded. Mr. Greenblatt stated that there could be other nominations and the chairmanship would change at the beginning of the November meeting. He said that the council has to have a quorum at the November meeting. Public Art — Ms. Roeder stated that Fred Nagelbach met with the Levy Center Committee. She said that it was a very good meeting and that several people spoke in support of Mr. Nagelbach. She asked Mr. Greenblatt if any thing has come out of that meeting. Mr. Greenblatt stated that the committee should make a decision at their next meeting. Ms. Roeder stated that the Main Street Metra Station is going to be converted into a cultural center. She said that she had copies of the article if anyone wanted a copy. ADJOURNMENT The meeting adjourned at 9:15 p.m. The next meeting of the Evanston Arts Council Is November 19, 2002 at the Noyes Cultural Arts Center at 7:00 p.m. 12 hlinutes of the Evanston Arts Council November 19, 2002 COUNCIL NiENIB£RS PRESENT: Ali. Pamela Blevins Nir. Seymour LaRock Nls. Amy Siedman his. Sally Parsons Air. Tony Kelly COUNCIL NIENIBERS ABSENT: Nls. Michelle Brodsky Nis. Loida Rosario his. Elena Kaiser STAFF PRESEIN T: "Draft — Not Approved" Note: minutes are not verbatim Nir. Jerry Garner Nis. Delores Holmes Nir. Howard Solotroff Nis. Virginia Roeder NIs. Sandra Hill :Nis. Erin Breen Chrusciel his. Rose Jourdain Nir. Robert Dorneker, Superintendent of Recreation Nlr. Harmon Greenblatt, Cultural Arts/Arts Council Director NU. Oneka Davis, Cultural Arts Secretary The meeting was called to order at 7:10 p.m. APPROVAL OF COUNCIL ME UTES The October 15 meeting minutes were approved with amendments. The new council members .were «eicomed and then the members and staff introduced themselves. Nis. Roeder stated that Erin Breen Chrusciel was also a new member of the Arts Council and that she attended last months meeting, as a prospective member and tonight would have been her first official meeting as a member. Election of Officers —Nis. Roeder stated that she had been nominated to be the next chair of the Arts Council and that Mr. Solotroff had been nominated to serve as vice -chair. She said that Michelle Brodsky, who is the current chair of the Arts Council. is expecting, a baby in January. Nis. Roeder stated that Nis. Brodsky would like to be inwolwed ~with the council in some manner over the next year. She said that Nis, Brodsky stated that she did not .want to be chair or vice - chair but the she would like to be the transitional co-chair. Ms. Brodsky would be co-chair for five months and beginning in April Nis. Roeder would take over chairing the Arts Council. Ms. Roeder stated that this is a proposal and .could need to be approved by the council. Ms. Roeder stated that Ms. Brodskv would remain the main contact for the months of November and December. Beginning in January, his. Roeder would become the contact person between the Cultural Arts Division staff and the Arts Council. In April tits. Brodsky would resign as far as the administration end of the Arts Council. Throuahout this entire process Air. Solotroff would serve as vice -chair. Nis. Reeder asked if there were anv other nominations. There was a discussion regarding the voting process. fir. Greenblatt stated that the nominees are allowed to vote for themselves. He said that Ms. Roeder needs to hand the meeting over to another member during the voting process. Mr. Greenblatt asked if there were any questions regarding the voting process. He said that the chairmanship is a one-year terra from November 2002 through November 2003. Mr. LaRock asked what the function is of the transitional co-chair and if the council has ever had a transitional co-chair before? Mr. Greenblatt stated that there are Several projects that Ms. Brodsky, would like to conclude before stepping down_ Ms. Blevins asked Ms. Roeder if site was comfortable with having Isis. Brodsky as the transitional co-chair and if Nis. Brodsky was to decide at a later date that she could no longer remain transitional co-chair would Nis. Roeder be okay with Ms. Brodsky's decision to step down sooner. Ms. Roeder stated that it would be okav with her to take over chairmanship sooner. She said that she will do this because tits. Brodsky contacted her with this proposal. Ms. Roeder stated that Ms. Brodsky did not hay e a vice -chair and that the council by-laws require that there should be a vice -chair. Mr. Dorneker stated that the Arts Councils policy would need to be temporary amended for this year to include this proposal. Nis. Hill asked for a motion to amend the normal procedure for one year to incorporate a transitional co-chair. Nis. Holmes suggested that the amendment not be made until the council has had a chance to take a look at the current policy. A motion was made to amend the current policy for one-year to include the proposed leadership proposal for a time period of November 2002 through November 2003. The motion was seconded and approved. Ms. Roeder stated that Ms. Brodsky would very pleased. Director's Renort — Mr. Greenblatt asked how the members liked receiving the monthly meeting packets via email. He said that this would save us money in paper and postage. Mr. LaRock stated that he does not have email. %ir. Greenblatt stated that they would send Mr. LaRock's packet via U.S. mail and all others via email. Mr. Greenblatt stated that the email packet would include the minutes, the monthly updates and the agenda. He said that we would also have a couple of copies on hand at the meetings. Noves Cultural Arts Center-- Mr. Greenblatt stated that there were three applicants for studio 107, and they selected Michael Montenegro who is a well known artists and puppeteer in the area. He said that this studio is rented on a nine -month lease. Mr. Greenblatt stated that this did limit the number of application that they received. 2 Mr. Greenblan stated that this studio recommendation needs to be approved by the council. Ms. Parsons stated that one of the factors in the approval process is adding to the disciplines in the building and that there are no other puppeteers in the building. She said that he also did wonderful ,-iork. Mr. Greenblatt stated that he also received a Cultural Fund Award to do the mural located at Davis Street. Ms. Roeder stated that the council has to vote on whether to accept the Noyes Center Committee's proposal and then it would go on to the Human Services Committee and City Council. A motion was made to approve Michael Montenegro to Iease studio 107. The motion was seconded and approved. Naves Task Force —Nis. Parsons stated that they have been continuing the second stage of the task force to look at specific issues and to draft a mission statement for the Noyes building. She said that the council members have a copy of the mission statement in its current draft after being reviewed and revised by several groups including the task force members and artists outside of the Noyes Center. Ms. Parsons stated that she is not seeking approval at this point but that site wants to share this with the council so that they would be aware of what stage the mission is currently in. k1s. Parsons stated that the narrative at the top is the mission and that the bullet points are the goals that the Noyes Center would be pushing towards. Nis. Parsons said that one of the next groups that they would like to share this with is a group representing the under served population of Evanston. She stated that she had spoken with Karen Chavers of the Evanston Neighborhood Conference and she made a few suggestions. his. Parsons stated that she would also be working with Sandra Hill, the chair of the Diversity Committee. ;tits. Parson stated that Ms. Chavers suggested having a small event at the Fleetwood Jourdain Center and inviting residents from the Fleetwood area and bussing in residents from around the Howard Street area. She said that the attendees would be given some information in advance. Ms. Parsons stated that at this meeting they would be informed of activities that take place in the building. They would be asked of the activities in the Noyes Center what would interested them? She said that Ms. Chmers suggested having this group meet during the holidays. Mr. Solotroff stated that since they arc trying to include children, might a Saturday afternoon be more convenient than an c,�ening. Nis. Parsons stated that first she is going to find out on what days the Recreation bus, Sandra Hill, and I are all mailable. Then they need to find an artist. Mr. Kelly asked if Ms. Parsons planned to try and reach the Hispanic community. his. Parsons stated that they could try and do that at a later date. She said that whatever Ms. Chavers recommends is fine with her. Ms. Parson stated that she would like a general endorsement from the council in regarding the mission statement. She said that she doesn't want to formally change the mission statement until she receives feedback from the community. Then she would present the mission statement to the council for approval. Nis. Parson stated that one of the suggestions was to add a statement of the involvement of the City. She said that a statement was taken from the old mission stating that Noyes is a City facility under the direction of the Arts Council and the Cultural Arts Division. Nis. Parsons read through the draft of the new mission statement: The Notes Cultural Arts Cetuer is a facility of the City of Evanston tinder the program direction of the Evwiston Arts Council and the Citv's Cultural Arts Division. The mission of the .Waves Cultural Arts Center is to be the nexus of the arts within the Evanston community: It provides all Evanston residents access to the arts andfosters creative and cultural enrichment by bringing residents and artists together. Noyes accomplishes this by: Providing artists affordable studio and other worklperformance space Promoting ongoing community outreach, especially to those often overlooked Fostering continuous. positive dialogue between artists, the Center administration, and the community, Setting the expectation that each artist or arts organization will continue to grow artistically Entphasi_ing diversity in all its forms (media, content, audience, and resident and staff nhir.I, Encouraging collaboration among disciplines and beAveenn the City and the resident artists and arts organisations Contributing to community mvareness of and participation in the arts through shared marketing campaigns There was a discussion regarding the mission statement. Mr. Greenblatt stated that every artist and arts organization should have in their mission some type of community service. Mr. Kelly stated that the mission statement is in place to give direction to the people in the building. Mr. Greenblatt stated that there is no available staff to work on a Noyes website. Mr. Solotroff stated that this is something to be put on next year's agenda. Ms. Roeder stated that these are excellent ideas and that she would hope that at some point she would hope that the council ►%ould not spend so much of it's time helping out Noyes because we have a lot of other things going on in the Evanston Community. Mir. Greenblatt stated that the Task Force is a subcommittee of the Arts Council. Ms. Parson stated that the next meeting of the Task Force is Tuesday, December 3 at 6:00 p.m. in room 107. She said that this would probably be the most important meeting that the Task Force will have because they are going to address the application process and who should be a resident at Noyes. 4 Cultural Fund - -fir. Greenblatt stated that the Cultural Fund Workshop is Tuesday. December 3 at 7:00 p.m. in room 106. I�Is. Seidman stated that the Cultural Fund Committee met last week and finished the changes in the Cultural Fund application. Mr. Greenblatt stated that they are %%aitinct for the application to come back from the legal department. He said that hopefully the application would be going out shortly. Nis. Seidman asked the council members to encourage any artists that they know that are applying far a grant to attend the workshop. She said that there area lot of little details that applicants seem to over look that decrease their chances of receiving a grant. Mr. Greenblatt stated that he strongly encourages organizations that have not been funded in the past to attend the workshop. Mr. Greenblatt stated that a study just came out in the Chicago area about the number of informal arts groups in the Chicago area. This means that they arc not a not -for -profit but they are community chamber groups that get together and play music and groups that meet to have book discussions etc. He said that all of the grants do not have to be for S2.500 and if an amateur group who is doing good work and meets the criteria wants to apply and only needs a few hundred dollars that is also fine. Mir. Greenblatt stated that see work very hard to have panels that arc diverse and consider everything. He said that he would welcome more non-professional groups to apply. Ms. Blevins stated that the non-professional artists are better artists in some respect because they are not so focused on structure and paperwork. w hich allows them to put all of their energy into the art. Nis. Seidman stated that the Cultural Fund applications are due Thursday. January 23 by 5:00 p.m. Advocaev and Planning — Mr. Solotroff stated that he spoken to Loida Rosario and she is planning to get the committee together and begin planning goals for next year. He said that all of the things that they have planned Tor this year have happened. Ms. Parsons asked what happened to the follow-up letter that *was supposed to go out after the reception and if it ever went out? %1r. Greenblatt stated that the Advocacy and Planning Committee and the 5010 AD -HOC Committee are very closely related and that he would answer that question during the discussion of the 5016. tits. Roeder stated that his. Parsons has generated a lot of good ideas relating to advocacy and was wondering if Ms. Rosario was aware of those ideas? Ms. Parsons stated that she %vas not aware of the ideas but that she was also a pan of the Advocacy Committee. 501C3 — Mr. Solotroff stated that the 5016 AD -HOC Committee no longer exists. He said that it has evolved with the members from the Public Art Committee into Friends of the Arts in Evanston, which is a community private fundraising organization. Its primary focus is to support the funding activities of the Arts Council and Public Arts Committee. Mr. Solotroff stated that they are working on the last details of the by-laws and linking them with the rules and regulations of the Evanston Communit) Foundation who would be the purse holder. He said that the Evanston Community Foundation has the 501c3 that acts as an umbrella for many other organization and now ours. Mr. Solotroff stated that they have funds that earn interest. He said that a bank account for Friends of the Arts Evanston "as opened last %%eck. And that by the end of the year we will exist as an organization that %% ill be able to seek funds for grants. Mr. Greenblatt stated that the reason that former AD -HOC Committee met on Fridav, November 15 was to revise the proposal from the Evanston Community Foundation. He said that we are now waiting to hear back from the Evanston Community Foundation. Mr. Greenblatt said to ans"cr Ms. Parsons question earlier that they %%ould be able to send out letters because we %%ould actually have our not -far -profit status. Hz said that we could not send out the letters without the status. Mr. Greenblatt stated that it %%as also unclear if the same letter was going to be sent out because there %%ere a couple of issues that came up related to the letter. He said that the letter Aould also be going out at a time %%hen letters are normally sent out asking for money. Ms. Parsons asked hoµ %%e made this shift back to working through the Evanston Community Foundation? She said that the last she knew was that we where going to form our own 5016 and that we did not want to work with the Evanston Community Foundation. Ms. Parson stated that she wrote the first draft of the letter that was supposed out go out following the reception and that it may have been altered was not asking for money. Mr. Greenblatt stated that one of the options in the letter was to give money. Mr. Solotroff stated that after meetings with lawyers and various people in the community who arc active in other organizations, we agreed amongst ourselves as a group that the most sensible means of operating %vas through the Evanston Community Foundation if couple of things were to fall into place as the re%ised proposal was set up. Ms. Parson asked that Mr. Solotroff be more specific. Mr. Solotroff stated that he could not be because lie did not have the information with him. Mr. Greenblatt stated that the setting up of a separate organization e%en if we were able to get a lawyer to provide their services for free would cost somewhere around 5600.00. Because we arc setting up an organization that would be completely separate from the City of Evanston the fund can not come from the Arts Council or Public Art Committee budgets. Mr. Greenblatt stated that at an Arts Council meeting a couple of months ago Michelle Brodsky asked if the members %%ould be willing to come up the money and none of the members informed her that they' %%-ere interested. Ile said that a similar incident happened with the Public Art Committee. Mr. Greenblatt stated that the feeling among the members of the AD -HOC Committee was that they could either put up all of the money themselves or not. Ile said that there are also yearly filing costs and a considerable amount of responsible that have to be done as a not -for -profit. And all of the members of the AD -FLOC Committee are very busy people and staff time is very limited. Mr. Solotroff stated that it is not only that we are all busy but also that we don't have the expertise needed when working with a 5010. Mr. Solotroff stated that it would be the responsibility of the Evanston Community Foundation to file the reports and tax papers. 6 Mr. Grcenblatt stated there %%ere a few areas in the proposal that the City of Evanston Legal Department %gas notcomfortable with, those %%ere the issues that Here revised and sent back to the Evanston Committee Foundation. ,Mr. Greenblatt thanked all the people that have been in%olved .with the AD -HOC Committee because they ha%e szvent a lot of hours %�orkine on this 5O16). Mr. Solotroff stated that ,tits. Roeder miaht want to ask Ms. Brodsky if she would like to remain involved with the Friends of the Arts Evanston because it was unclear of how this «ould %work with a co-chair. The chairman of the Arts Council is one of the members of the Executive Council for the Friends of the Arts Evanston. Ms. Solotroff stated that the Arts Council members should start thinking of people from the community that the% would like to invite to be considered to sit on the Executive Council. He said that the} are look-inc for people that are either participating artists, have an interest in the arts or have the ability to donate large amounts money. Mr. Solotroff stated that a portion of the seats on the Executive Council would be representatives of the community. He said that we have allowed ourselves a maximum of eleven Executive Council seats with five of those being representatives from the community. Mr. Greenblatt stated that this is an organization that exists to raise money for the arts in Evanston and they are looking for people that have access to larger amounts of money. Mr. Solotroff stated that there would be either two or three members from both the Arts Council and the Public Art Committee on the Executive Council if they have a full eleven members. He said that the Arts Council and Public Art Committee would always maintain the majority so that our needs arc met. Mr. LaRock asked if we did not need our own tax-exempt status because the Arts Council is affiliated with a tat -exempt organization. Mr. Greenblatt stated that they would be giving money to the Friends of the Arts in Evanston. Cultural Diversity — Nis. Hill stated that the committee met Monday, November 18. She said that even though there was a small turnout that they were able to rcyiew a previous mission statement from 2000. Ms. Hill stated that they had a discussion regarding diversity and exclusivity, the kinds of diversity that they .wanted to take a look at and they made the decision that they did not just want to look at culture but also age, gender, ability and economics. She said that they also discussed equal access and true involvement. Ms. Hill stated that they reviewed the cultural diversity in the arts standards for grant applicants, which they decided needed to be revised. Ms. Hill stated that because they had a very small turnout that the people present would take a look at the mission statement, goals and objectives as well as the cultural diversity standards for the grant program and come up some suggestions. The Cultural Diversity committee has taken on a large part of the responsibility for the Ethnic Arts Festival Committee and a number of the members belong to both committees. The members not present at the meeting would be sent a mailing that would include copies of the mission statement and the cultural diversity standards and ask them for their input. Ms. Hill stated that the nett meeting of the Cultural Diversity meeting is scheduled for Tuesday, December 10 at the loses Cultural Arts Center at 6:30 p.m. in room 106. Ms. Parsons asked fir. Greenblatt if he had a report for the di%ersity %%orkshop that he attended and suggested that he share that information %%ith hts. Hill. Mr. Greenblatt stated that he was very disappointed %vith the diversity %%orkshop. He said that it never addressed any of the important issues. fir. Greenblatt stated that some of the handouts were useful. Nis. Roeder asked Mr. Greenblatt «here the %%orkshop took place? Mr. Greenblatt stated that the workshop was put together b% the Arts and Business Council and %vas held at an auditorium downtown Chicago at 300 Last Randolph. his. Roeder commended N15. 1 fill on including age and economics into the types of diversity that they would be working on. Mr. Greenblatt stated that diversity and exclusivity is not just about numbers. Ms. Hill stated that it is about true access and involvement. Nis. Roeder informed the ne%% members that the Cultural Diversitv Committee is an old committee that has not had a chair in a Ions time and that his. Hill had agreed to chair the committee about two months aeo. 4 Research —Ms. Roeder stated that she has done some research through the internet in the hope of bringing ideas to the council. She said that she got the original idea from Ms. Brodsky. Ms. Roeder stated that she visited the Rockford Arts Council website and as far as grants they give out five different rapes of grants. She said that she is looking for different approaches for some of the things that arc already being done. Public Art — Mr. Greenblatt stated that the Public Art Committee currently has about seven different projects that the% are working on. He said that the most exciting thing is that the committee is involved in the Sherman Avenue Garage Project. Mr. Greenblatt stated that what the architect and Judy Aiello the Assistant City Manager want is that the public art actually be a part of the construction of the building rather than something added on at the end. Mr. Greenblatt stated that the architects are currently finished the design and once it is complete the request for proposals would be sent out. Mr. Greenblatt stated that then are rebuilding the fire station on Central Street and there's going to be public art involved %%ith the too. Nis. Seidman asked what happened with the Les, Center art selection? Mr. Greenblatt stated that the Levy Center has accepted the artist but not the artwork. He said that they are scheduled to meet with Fred Naeelbach and they %rant to give Mr. Nageelbach some ideas and he would come back with a couple of samples based on there ideas. Mr. Greenblatt stated that the finished piece of art is going to be present to the Lcvy Senior Committee first then it would go before the Public Art Committee, the Arts Council, Human Services, and the City Council. Mr. Greenblatt stated that this is not the first time a piece of amvork has been rejected. He said that it also happened %%ith anwork that %vas selected for the Evanston Librarv. Mr. Greenblatt stated that it had been explained in the beginning that the artwork had to be approved by the Levy Committee. Ms. Roeder stated that to Mr. Nagelbach's credit he is very flexible and willing to work with people. Ms. Roeder informed the new members that the Public Art Committee is a subcommittee of the Arts Council and the Mavor appoints members. Mr. Garner asked who rejected the artwork? his. Roeder stated that there was a Selection Committee, which she was a part of along %%ith Laura Saviano the chair of the Public Art Committee, the building architect. a Noyes resident representative, a community member and a Levy Committee member. She said that they interviewed applicants and narrowed it down to two and Fred Nagelbach was chosen. Mr. Greenblatt stated that the Selection Committee chose the artwork it was then approved by the Public Art Committee and the Arts Council and then the Levy Committee rejected it. Fie said that the artwork is going to be displa%ed at the Lev), Center. Mr. Garner asked if this was typical of the process of the public art. Mr. Greenblatt stated that because this is public an and public buildings the artwork would also need to be approved by the Building Department. December Meeting— Ms. Roeder asked the council members if they felt it was necessary to have a meeting on December 17? Mr. Greenblatt stated that it might be necessary to have a December meeting to review the budget. Ms. Hill asked if the budget %vas ready to be present or if it would be ready by the December meeting. Mr. Greenblatt stated that he had a meeting Monday, November 18 %%here then presented suggestions for budgetary revisions. Mr. Domeker stated that the City Council has to receive a budget by January 1, 2003. He said that currently staff has prepared a proposed budget, which is in the office of Budget and Management. Mr. Dorneker said that ) ou have probably read the paper and heard at the different community meetings that have taken place, that there is a possible short fall in the City budget. He stated that some of the stale revenues aren't coming in as projected And salary increases, cost of living increases and utility costs arc putting a strain on the City budget. Mr. Dorenker stated that we are all working to come up with somewhat of a balanced budget. lie said that %%e are getting direction day by day. Mr. Dorenker stated that the first Saturday in January is the first budget meeting where they will begin to discuss the budget. He said that the City Council has to have a budget adopted by March 1, 2003. Mr. Greenblatt stated that the Arts Council is not scheduled to have a meeting in December and is unclear if the council has any other issues. He asked the council member to hold Tuesday, December 17. Mr. Greenblatt stated that lie did not know how last minute the notice would be for 9 the December meeting. He said that staff would prepare packets as if the council %vas going to meet. Mr. Greenblatt stated that he officially notified the council members as to whether there would or would not be a meetine. Ms. Blevins suggested that the December meeting should be planned and then canceled if we don't need to meet. GIs. Roeder stated that she wanted to open up these suggestions for discussion. She said that hts. Blevins suggestion %%as a ver} goad one. Mr. Solotroff suggested that the only item on the agenda for the December meeting is the budget. Motion was made that the December 17 meeting of the Evanston Arts Council be schedule in the event that the budget is made available and then be cancelled if the budget is not ready to be presented. The motion was seconded and approved. New Business — Ms. Seidman thanked the council for everything that they have done for her during her time of need. Mr. LaRock stated that every Tuesday at 9:30 a.m. at Northwestem's Norris Center they have an Adult Arts Education class, which is attended by around 200 people. He said that it is American Art from 1950 to the Present. Mr. LuRock stated that most of the people that attend are from Evanston and are Northwestern Alumni. He said that they might be a potential group for the Arts Council to draw members from. Ms. Blevins suggestion that the council plan to do something for Michelle Brodsky after the birth of her baby. Ms. Roeder asked if there was any other discussion on the suggestion. 2003 Meeting Dates — %fr. Greenblatt stated that the council needed to approve the meeting dates for the 2003 meetings in order for the dates to be added to the City meetings calendar. A motion was made to approve the meeting dates for 2003 as follo%%s: January 21, February 18, March 18, April 15, fay 20, June 17, July 15. August (no meeting), September 16, a-tober 21, November 18, December (no meeting). Meeting dales usually begin at 7:00 p.m. on the third Tuesday of the month. excluding August and December, and are listed on cable and in the Evanston Review. Additional meeting and work sessions are scheduled as needed. The motion was seconded and approved. ADJOURtiMENT The meeting adjourned at 9:03 p.m. The next meeting of the Evanston Arts Council is January 21, 2003 at the Noyes Cultural Arts Center at 7:00 p.m. 10 Minutes of the Evanston Arts Council January 21, 2003 COUNCIL MEMBERS PRESENT: Ms. Pamela Bievins Mr. Seymour LaRock Nis. Amy Siedman Ms. Sally Parsons Mr. Tony Kell• his. Michelle Brodsky COUNCIL MEMBERS ABSENT: Ms. Elena Kaiser Ms. Erin Breen Chrusciel STAFF PRSENT: "Draft — Not Approved" Note: minutes are not verbatim Ms. Rose Jourdain Mr. Delores Holmes Mr. Howard Solotroff Ms. Virginia Roeder Ms. Sandra Hill Ms. Loida Rosario Mr. Jerry Garner Mr. Doug Gaynor, Director, Parks/Forestry and Recreation Mr. Robert Dorneker, Superintendent of Recreation . Mr. Harmon Greenblatt, Cultural Arts/Arts Council Director Ms. Oneks Davis, Cultural Arts Division Secretary Ms. Angela Allyn, Cultural Arts Senior Program Coordinator OTHERS PRESENT: hls. Amy Greenwood, Music Institute of Chicago Ms. Wendy Gray Raven, Evanston In -School Music Association Nis. Alice George, Dewey PTA Ms. Jennifer Sultz, Piven Theatre Mr. Tony Adler, Actor's Gymnasium Mr. Jason Loew•ith, Next Theatre Mr. Graham Harles, No%es Resident Artist Ms. Kate Silva, Artist Mr. Ken Arlen, Noyes Resident Artist Ms. Shelly Graves, Figurative Art League The meeting was called to order at 7.05 p.m. APPROVAL OF COUNCIL MINUTES The meeting minutes of November 19, 2002 were tabled until the February 18 meeting. Michelle Brodsky thanked the council members for all of their support and cards. She said that it truly made a difference. Budget Presentation by Doug Gavnor — A summan• of the recreation budget cut recommendations Aas handed out to the council members. Doug Gaynor stated that each year the City Manager by ordinance is required to submit a budget to the City Council by the end out the calendar year. Prior to submitting the budget the City Manager requests a proposed budget from all of his department heads. Mr. Gaynor stated that we have three basic accounts or elements as they are called in the Cultural Arts Division. The first is 1971 in «hich there is a proposed cut of $3,000 from the Cultural Fund. Mr. Gaynor stated that this is something that has been proposed for the last three }ears, this is the least amount that has been proposed. He said that's the only reduction in the Arts Council budget. Mr. Gaynor stated that the City's budget is looking at a S3.5 million shortfall for the next year. He said that the departments %vere asked to come up with around $2.5 million. There are also currently in negotiations with the unions regarding their wages and benefit packages. Mr. Gaynor stated that the shortfalls that we are experiencing with the budget are with the revenues. Mr. Gaynor stated that they have had to balance a $250,000 reduction in the budget and we arc increasing the budget in the revenues by about $150,000. Eliminating community service at the Noyes Cultural Arts Center, which would generate about $32.000 in revenue and the of the tenant's copier. He said that they have also been looking at operating community service as more of a grant program. Mr. Gaynor stated that in the Cultural Arts Programs they are proposing an increase in booth fees for the festivals, a reduction in part-time salaries and the elimination of Art Skills. He explained that the Art Skills program was developed a few years ago as a part of the City's Youth Employment Program. Mr. Gaynor stated that if there is an interest we would like to continue the Art Skills Program but change it around and have the students register and pay for the program. Mr. Gaynor stated that the Black History month program has been moved to the Fleetwood Jourdain Center the events will be coordinated by Mamie Smith and the Fleetwood staff and will remain a citytividc event. Mr. Gaynor stated that the members also received a copy of the document that went out to the Noyes Center Resident Artists regarding the major changes that are being proposed for the leases. lie said one of the biggest changes is community service and 5% increase in rent. Mr. Gay -tor stated that the leases would be for a two-ycar period with a renegotiation in the second year regarding rent. Mr. Solotroff asked what the least annual rent for a studio at Noyes? Mr. Gaynor stated that each floor is setup on different rate system. Mr. Greenblatt stated that there is one studio that rents for less that S 1,200 per year. Mr. Solotroff asked that if there were a significant number of the tenants that stated that there were not going to reside at Noyes with a 20% increase how much of the 532,000 that the City would be saving is lost. He said that there is a process that takes time to get interested people into the spaces and asked if the City could afford even a six-month drop. Mr. Gaynor stated that they N could. He said that what the Cit% has to look at is a long-range business plan to make this building self -staining. Ms. Brodsky asked if the increase in the camp fees was at market rate and hose they arrived at these figures. Mr. Dorneker stated that there was a 3% increase in the camp fees. Mr. Gaynor stated that the Recreation Department does an annual fee analysis. He said that they have a history of the last three %ears of every fee the department has had and the market rate for each year. - Mr. Gaynor stated that the% are not judging the value of community service. What they are suggesting is that they hare a budget issue. Ms. Rosario asked that u ith these recommendations that are being made what is the probability that there won't be any more cuts made by the City. She also asked if a recommendation could be made to save the Cultural Fund budget and if there were other funds that the Arts Council could have access to within the City or if the Public Art budget had been increased. Mr. Gaynor stated that for the Iast three sears the recommendation has been made that the Cultural Fund budget be cut and every year is has been restored. He said that it has been through the efforts of the leadership of the Arts Council. Nis. Roeder asked if the Arts Council could be informed of the budget hearing dates? Mr. Gaynor stated that a copy of the dates would be sent to the members. He said that the public hearing is on Monday, February 3. Mr. Gaynor stated that all of the non -grant and restricted revenue that comes into the City goes into the general fund and that's were there is a 53.5 million shortfall. Mr. Gaynor stated that he could not give the arts Council any guarantees that there would not be any more cuts in the budget - Ms. Parsons asked if the administration is prepared to accommodate the residents in any fashion as far as the short notice of the 20% rent increase. Mr. Gaynor asked Ms. Parsons what accommodations she was referring to. Ms. Parsons stated that she was not sure. Mr. Gaynor stated that the administration had not gone that far in their discussions. Mr. LaRock asked how marry leaseholders are currently residing at Noyes and if there were any vacancies? ,Mr. Gaynor stated that there are tssenty-eight leaseholders and that the one studio that we were unable to fill because it is lease on a nine -month basis, which has been proposed that as of March I going to be used by the Fleetwood lourdain Theatre for rehearsals. Ntidwav Presentations — Ms. Brodsky stated that in order for the organizations to receive the second half of their grant money they are required to make a presentation before the Arts Council. She said that last year two or three presentation were being made a month and the council decided to divide the presentations into tsso groups. Mr. Brodsky stated that there %sere presentation made at the October meeting and tonight the council would be hearing the remaining five presentations. Ms. Brodsky stated that in the interest of time the presentations would be two minutes and the remaining two or three minutes for questions from Arts Council members. She said that if the council members questions are comments are not answered that they write them on the comment sheet provided she said that they would be summarized and distributed to the Cultural Fund Committee. 3 Nis. Roeder stated that the format of the comment sheet is a little different than before. There is a short description of each grant that ►►as a►►arded. Evanston in -School Music Assoc'sation — Wendy Gray Raven handed out copies of the program for the fall concert to the council members. She said that in the program she included copies of some of the thank you letters that were written by the students and Mr. Robinson. Ms. Raven stated that Mr. Robinson is a self-taught Ragtime pianist who grew up in Chicago. She said that he decided in the sev enth grade that he was going to become a musician. Ms. Raven stated that he performed for approximately 8,000 Evanston school students. She said that he performed at all of the public Evanston elementary schools, the special education schools and three private schools in Evanston. Ms. Raven suggested that if the council members got a chance that they read some the letters that the children have writicn. She said that it is amazing how creative these children can be. Ms. Raven stated that they encourage the teachers and the children to get involved in as many ways as they can. Ms. Raven stated that some of the children colored their thank you note and some of them even wrote music. Ms. Raven stated that the children even went home and told their parents about Mr. Robinson. She said that the piano teacher also said that there has been a huge increase interest of learning the piano. Ms. Raven stated that in many nays they have reach their goal which is to reach out to the students through music and inspired and encourage them to pursue music. Nis. Raven stated that the Arts Council is invited to attend Las Guitarras de Espana and if there is any concert that the council could like to attend to contact her and she would make the arrangements. Ms. Rosario asked how much of the Evanston community was covered by the 8,000 students? Ms. Raven stated that it covered all of the public students in District 65 and three private schools. Dewey School PTA — Alice George introduced herself and Kate Silva the artist that they worked with on the mural. Ms. George stated that they received funding to paint an outdoor mural on the back retaining wall at Dewey school. She said that they have a new playground at Dewey courtesy of District 65. Ms. George stated that the funding uas used for the artistic fee for Kate Silva who is an Evanston resident. Ms. George stated that the theme of the mural will be related to a dragon. She said that there will be two twin rainbow colored dragons. Ms. George showed the council the sketch of the mural. Ms. George stated that Ms. Siha has been working with Jill Mickey, the school art teacher, to divide the process. She said that ever} child in the school is going to have a hand in creating the mural. The kindergarteners are going to help paint the background, the more advanced children 4 will work on some of the details and some the alumni will be brought in from Nichols and ETHS to help with some of the detail work. Nis. George stated that tomorrow Ms. Silva would be going into the school to begin working with the children on generating some of the ideas for the images for the mural. Ms. Silva stated that she is an art teacher and a muralist. She said that she will be working with the children on painting the mural. Ms. Silva stated that they would start painting the mural in the spring. The images on the mural will be of animals from around the world. Ms. Rosario asked them to let the Arts Council know when they plan to unveil the mural. She also asked if they had rccei%ed funding from some other sources. Ms. George stated that they had received funding from the WPA. Ms. George stated that the Evanston Arts Council funding has been noted in the Dewey Newsletter which is mailed out to all of the families. Piven Theatre Workshop — Jennifer Sultz handed out information on the Piven Theatre Workshop. She said that they have hand a very wonderful experience with the outreach program. Ms. Sultz stated that they are working in partnership with the Center for Independent Futures which is an Evanston organization that work w ith young adults with disabilities of all types providing them with life skills training. Ms. Sultz stated that they offered three four -week sessions of theatre classes. She said that the class meets once a week for three hours. Ms. Sultz stated that they have also opened up the class to educators to come and get hands on experience working with people with special needs. Ms. Sultz stated that for the first hour they have a planning session with the teachers and the trainers from the CIF. She said that they talk about training method and build the curriculum. Then they work with the students on theatre games for an hour And a half. During the last half hour of the class the teachers and the students have a class discussion. Ms. Sultz stated that they arc happy with the outcome and they plan to continue the program regardless of future funding. She said that it has been fantastic for Piven Theatre in many ways: they have formed a partnership with another Evanston organization, it has been a learning experience for their teachers and it has allowed them to open their doors to individuals with disabilities. Ms. Sultz stated that the students were able to work on communication skills, theatre games and problem solving. Ms. Sultz stated that they have put together an instructor training manual from the first session. Ms. Roeder asked if they were working with children with a mixture of disabilities. Ms. Sultz stated that there was a mixture of disabilities. 5 ,Mr. Solotroff stated that it seems that Piven and CIF receive tremendous results for themselves but that he is not hearing the residual effect on the students that are involved. He also asked if they were giving any feedback from the students. Ms. Sultz stated that the students have had a very posithe experience and that some are planning to come back to the February session. She said that they are apart of the debriefing half hour at the end of every class s% ere they give their feedback. Mr. Solotroff asked if the feedback «as being cot leted. Ms. Sultz stated that they were filling out evaluation forms. Ms. Sultz stated that there «ere 18 people in every class which included the teachers. Music Institute of Chicago — Amy Greenwood introduced herself as the Director of Corporate Foundations and Relations. She said that they are very grateful to the Evanston Arts Council for their grant. Ms. Greenwood stated that they were also grateful to the council for allowing them to redirect the funds do to changes in their construction schedule. She said that they %►-ere not open in January and time for their January concert series and they asked to redirect the fund for the Gala Opening Festival on May 16. Ms. Greenwood stated that the grant was used for staff time in preparation for this event. Ms. Greenwood stated that the opening night gala would be on Friday, May 16 and would kickoff the festival. She said that they are expecting over 500 guests to attend starting with dinner in Raymond Park. Ms. Greenwood stated that they purchased the First Church of Christ Scientist in January 2001. She said that they have not changed the historic preservation during the renovation. Ms, Greenwood stated that she hope all of the council members could attend the opening events. Ms. Greenwood stated that for the six days following the concert they have planned eight public free daytime and evening concerts along with receptions to welcome the Evanston residents. Ms. Greenwood stated that they are honored to have the Evanston Arts Council listed as one of their sponsors. She said that the hope to achieve the widest awareness of these new opportunities for music education. Ms. Brodsky stated that the goal of the Cultural Fund is to reach the community and the underserved. She said that the presenters this evening are all excellent examples that our monies are going into the community and serving many different constituents. Ms. Roeder stated that she would like to have future discussion regarding the grant presentations at another meeting. Ms. Brodsky also suggested discussing hose" they would like to handle presentation for the next year. Noyes Task Force — Ms. Roeder stated that the council is already aware that the City is proposing eliminating community service and increasing the Noyes rent by an additional 15%. Ms. Parsons stated that Mr. Gaynor presented the recommendations that have been made by the City as they relate to the community service aspect of the Noyes residents. She said that R community service is a time consuming activity both on the part of the Cultural Arts Division staff and the residents. Ms. Parsons stated that they have been trying to develop ideas on how to improve community service. The underlying message in doing this is to say that community service is not that important. She said that the task force felt that then were being reduced to just having a landlord tenant relationship between the City and the residents of the building. Ms. Parsons stated that they felt very strongl% that this was the wrong message to be giving to the community and that it is important to continue the community service aspect. Nis. Parsons stated that the task force felt that is was important that required community service be put back into the lease. She said that the leases that are going out to the tenants havc nothing in them regarding community service. Nis. Parsons stated that the committee felt that the value added to the vitality of the City by encouraging community service through the discounted 15% far exceeds the $32,000 the City would save in the short-term. She said that the Noyes Task Force is proposing that we retain community service just as it is now. Ms. Parsons stated that a memo was drafted assuming that the Arts Council would supportthis position. his. Parsons stated that the council needs to decide whether they agree with the task force's position which could be shown by agreeing to forward the memo, or in some other fashion make a statement in support of community service. Nis. Parsons stated that she %vould happy to provide any additional information in regards to community service. Ms. Roeder asked that the draft of the proposed letter be read to the council. Ms. Parsons stated that the letter would be addressed Io the Mayor, City Council, the City Manager and Assistant City Manager, Doug Gaynor and the Noyes Resident Artists. It is our understanding that under its charge to halance the budget for the new fiscal year the City is considering a proposal to drop the community service commitment far tenants of the Noyes Cultural Arts Center there by obligating then to pay the full established for the space occupied. This would realize a decrease in out going monies front the City at approximately 532.000. The Evanston Arts Council asks that the City of Evanston not adopt this proposal instead continuing the community service obligation of the Noyes tenants at the existing level of 15% of the established rental value of the space occupied adding up to the 5.32,000 mentionedabove. This is based on a recorttnienclatlon from the Noyes Task Force which since last Spring has been has been looking at a number of issues related to the purpose and function of Nf�res. One of its areas of focus has been the community service commitment of the Noi-es artists and arts organizations. While sve appreciate the need to balance the City budget it is the position of the task force which the Arts Council supports that the value added to the vitality of Evanston by encouraging communityservice at a discount of 15% on rent jar exceeds the monetary amount saved in the short -tern. Further forcing good tenants to leave Noyes because they can't afford the full rent would damage the fiber of the not only the artists/City relationship but also the Noyes community relationship Through diminished diversity ofservices. Community service is the essence of is -hat makes the !'oyes Center unique. Community service helps 7 insure all residents into the center which is something the Cin, Council very much it -ants to see. Revisiting the .l oyes mission has been another of the assignment of the task force enclosed is a copy of the tress, mission statement drafted by the .loxes Task Force ivith input from the ,l oyes residents. other artists in the City and the Arts Council. The task force will also be seeking input from the citizen of Evanston in and open forinn still being scheduled. its a result of its discussion on community, service at the Januan- meeting the task force has recommended adding a nex- point to the mission statement which is: Encouraging the community to make use of the center as a cultural arts asset. Erample of action under consideration to revitalise No" ves and insure greater community use include: approaching the Kellogg School of Business to set up a team afgraduate students to build a marketing plan for .Paves outreach, create a special recreation similar to the one that Piven did that was successful last Fall to bring community residents into the building to sample the kinds of ruts opportunities available to them, make Noyes a satellite center far other events in the cii, create special fainity entertainment events on school holidays using Noyes facilities, setup artists vacant storefronts around the city where people can engage and learn more about the opportunities at loves, place a column it; the Evanston Review reviewing s+•hat's happening this month at Noyes mid package flyers front all of llte <<rores residents to distribute to community groups. lYlten any group is allowed to express themselves creatively areal community need is met. The taskforce and the Arts Council sees this as a time to ss•ork harder to make this community feel more svide/y known and used by all. Encouraging residents to provide community service at a discount rental charge is the corner stone and should be retained. Ms. Blevins asked if this memo would be going from the Noyes Task Force directly to the City Council. Ms. Parsons stated that it would be going from the Arts Council to the City Council. Ms. Roeder stated that her understanding was that this letter would be coming from the task force and approved by the Arts Council. Ms. Rosario asked if it was known how many of the current tenants would potentially leave or could not afford the 15% increase. Mr. Greenblatt stated that there have been some tenants that said that this is a large increase but no one has said that they would leave because of the increase. Ms. Rosario asked if besides the fact that this is a eery vvell located building are there any other advantages from the tenant's perspective for being located in the Noyes Cultural Arts Center. Ms. Graves stated that she rents a studio on Hanrey and she has also worked for the Figurative Art League. She said that one of the dangers for artists is that they work alone for many hours but when you're in this building there is always someone else in the building. Ms. Brodsky stated that if «e want to be effective in lobbying any kind of partnership that can be shown in the arts community the Arts Council with the artists would be an important advocacy tool. She said that there may not be time to put this together this year but at some point a compromise should be proposed. Ms. Brodsky suggested that it might be run like grant program. She said that there are some problems with the community service program. Mr. Greenblatt stated that as far as the leases go he has been told even if the tenants sign the lease that if community service were reinstated and the leases had been signed by the tenants new leases would be issued because they have to go before City Council for approval. 8 Mr. LaRock asked how community service is monitored. Mr. Greenblatt stated that staff goes out when even possible when the communim- service is actually being rendered and then when the final reports come in those are checked for support documents. Nis. Brodsky stated that if the Noyes Center Committee were strong a lot of these issues would have come up earlier and the council would have been more aware. She urged the council to think about having an active and vital Noes Center Committee. Ms. Roeder asked there was anyone willing to chair that committee. Nis. Blevins asked if not for the budget does the staff think that the over all community service program is working. Mr. Greenblatt stated that it serves the community but as it stands now there are some problems with it. Ms. Parsons stated that the task force did discuss having communi*- service work more like a grant program. She said that the task force thought that having it ran as a grant program might send a bad message to the community at large. Ms. Parsons stated that the council needs to decide how important they think community service is and whether or not they want or support community service. Ms. Roeder asked if the council wants to continue to discuss community service at the meeting or if they wanted to have a special meeting to discuss this issue further. The council decided that they wanted to continue to discuss the issue of community service. Ms. Blevins asked if any of the tenants has asked if they could pay the additional rent instead of doing community service. Mr. Greenblatt stated that at the meeting that they had with the tenants several of the tenants said that community service is too much trouble and that they have trouble finding people to render community service to. He said that he has tried to help some of the people that where having trouble. Mr. Greenblatt stated that part of the non -for -profits have there budgets in place already because they work on a calendar year and this is an unexpected increase in their expenses. Ms. Siedman stated that community service is a part of the foundation that the Noyes Center was built on and she hates to see it moving away for practical matters. Ms. Rosario stated that community service and the rate increase don't have to go hand in hand. She said that if the council feels that community service is very important part of the Noyes Center is could be added to the leases as a requirement for being in the Noyes Center and not be a percentage of the rent. Mr. Solotroff made a motion that the Arts Council accept the mission statement as written which includes community service and then work that into how the council is going to deal with the City's proposal. He said that he wants the council to accept and approve the mission statement. The motion was seconded. Ms. Brodsky stated that the object of the 1 5% community service is so that it is fair to all of the tenants. 9 Ms. Hill stated that to decouple the community service obligation for Noyes Center lesseestrenter, it would deemphasize our commitment to the arts. She said want we want to do is make a strong statement as a council that we support community service_ Ms. Holmes stated that to be in this building community service of some sort is expected. She said that it could be made the responsibility of the council to monitor community service. Mr. Solotroff asked if the Arts Council or Noyes Center Committee ever presented a laundry list of community services that thev w ould like done to the tenants or have we left it up to the tenants to do what they want. Ms. Brodsky stated that suggestions have been made and there are also guidelines stating what community service can and can't be. Mr. Solotroff stated that the council in the near future might come up with a list of programs that the council agrees would be beneficial to the community and offer those to the tenants. Mr. Greenblatt stated that as far as monitoring community service it has to be monitored every year because it the community service is not completed the tenant has to be billed and it can also affect the renewal of their lease. Ms. Roeder asked if any of the residents in attendance would like to comment on the community service issue and how it would affect their organization personally. Graham Harles stated that he feels that the tenants arc morally obligated to do some type of community service. Jason Loewith from the Next Theatre Company stated that no mutter what is decided they would continue their outreach efforts as best they can. He said, however, if the rent is increased they will have to do less community service. Shelly Graves from the Figurative Art League stated that they would have to raise the fees of their workshops if the rent was to be increased 20%. Ken Arlen stated that that community service is an important component of the Noyes Cultural Arts Center. Mr. Adler stated that he feels the Noyes Center exists because the City of Evanston feels that it is essential to the community, the artists in the community need to have a point of contact and the City understands that in order to have a vital arts community the City has to assume some of the responsibility. He said that if the community service program is removed then part of the essence of the Noyes Center become simply a place where people rent space. Mr. Adler stated that if community service and rent are decoupled two disservices are being done to the artists. The City's commitment is taken out of the equation and it puts the responsibility completely on organizations in the Noyes Center that are here in part because they require subsidy in order to exist. Mr. Solotroff stated that on the basis of what he has heard he is withdrawing his motion. Ms. Roeder stated that the council is not going to be able to resolve this issue this evening. She suggested that they call a special meeting for further discussion. [to] Mr. Solotroff asked what the time Framc is from the presentation to the City Council at the budget hearing. `1r. Greenblatt stated that on Monday, February 3 at 7:00 p.m. Ms. Roeder asked if the council members would be able to meet on Tuesday, January 28 at 7:00 p.m. Mr. Greenblatt stated that he could not promise that there mould be staff support at this meeting. Eleven council members agreed that they would attend the meeting on Tuesday, January 28 to discuss community service. ADJOUIL tilEN'T The meeting adjourned at 9:02 p.m. The next meeting of the Evanston Arts Council is February 18, 2003 at the Noyes Cultural Arts Center at 7:00 p.m. 11 Members Present: Members Absent: Associate Members: Staff' Present: Minute of the Public Art Committee February 11, 2003 Ms. Laura Saviano Mr. Ronald Kysiak Nis. Dorothy Laudati Ms. Cheryl Wollin Mr. Robert Jacobi Mr. Lester Jacobs Mr. Michael Seligman Ms. Adrienne Hirsh "Draft —Not Approved" Note: minutes are not verbatim Ms. Marilvn Sward Mr. Tonv Kelly tits. Sally Lupel Ms. Geraldine Macsai Mr. Jerry Hausman Ms. Lyn Delli Quadri ,Nis. Buche Jones Nis. Elizabeth Ock►-well, Present Ms. Chic Curley, Present Mr. Harmon Greenblatt, Cultural Arts/Arts Council Director The meeting was call to order at 6:00 p.m. APPROVAL OF MINUTES The January 14 meeting minutes were approved with amendments. Friends of the Arts In Evanston — his. Macsai stated that they are hoping to have at least 50-60 people attend Mardi Gras at Marly Chocolates. She said that people can come and go as the please. Ms. Macsai stated that the masks will be hung on Thursday. February 27 and clip boards will be set out for bidding. She said that they need people to help with the hanging of the masks on Thursday and that there are going to be between seven to eleven masks. Ms. Saviano stated that she has a copy of the "to do list" for the event. She asked Ms. Macsai if she wanted to ask for volunteers to make sure that these things get done. Ms. Macsai stated that there needs to be a way of checking to make sure that everyone at the event has paid. Ms. Wollin volunteered to work at the door. Mr. Greenblatt suggested that there be more that one person working the door. Ms. Curley asked if Marl}' Chocolates would mind it there was a sign that said `'Private Party." Ms. Macsai stated that they normally have a sign up i0en they are having private parties. Ms. Macsai asked Mr. Greenblatt if he %ould be putting together the bidding sheet. Mr. Greenblatt stated that he would and asked if the masks had names. He also stated that he would need the names of the artists. Ms. Macsai stated that she would get a list of the student's names from the art teacher. Mr. Greenblatt asked if the winners needed to be present. The committee members agreed that the winners need not be present. fir. Greenblatt asked what would happen if the winner decided that they no Ionger wanted the mask. They committee agreed that the mask would go to the next highest bidder. Ms. Laudati asked if the rule for the auction would be on the bidding sheet. Mr. Greenblatt stated that they would be listed on the sheet. y Nis. Nfacsai stated that they had hoped that the people in,. ited would not only be friends but potential donors and once we have received a list of the people that attended. A list would be distributed to the committee member for them to identi& the people that they had invited. Nis. Macsai suggested that they have a handout that explains what Friends of the Arts in Evanston is all about. She said that once we have the people there we need to educate them on the Friends of the Arts in Evanston. Ms. Wollin asked who would be getting the press release to the Evanston review and the Roundtable, %is. Saviano stated that they would need to eet that to them by Wednesday. Mr. Kelly stated that he still has the posters that were printed for Arts Week Evanston. He suggested that they be gifts to anyone that donates over S-50.00. Mr. Greenblatt asked the committee members if they would also like to have some of the posters on hand. He said that it would have to be for donation of over $50.00. Ms. Saviano stated that she would be introducing the evening at Marly Chocolates and that she would be very brief. She said that she would be introducing the public Art Committee members, talk briefly about the Friends of the Arts in Evanston and introduce Gerri Macsai. Ms. Saviano stated that Ms. `lacssi would talk about the masks. Fountain Sn uare —Ms. Saviano stated that the American Society of Landscape Architects came up with a theme for the Fountain Square area and the memorial piece. Ms. Saviano stated that this project is going to happen and that there is money. Ms. Curley asked how many landscape architect groups them -were. Ms. Saviano stated that there were rive groups and five proposals. Ms. Saviano stated that it was covered by the Roundtable. Monte Street Garage —Mr. Greenblatt stated that had spoken to Bob Dorneker about the artwork, for the garage. He said that he did not think that there was a formal deal in place. There was a discussion regarding whether the artists should receive compensation for their art or receive there artwork back. Ms. Saviano suggested that Bob Dorneker contact Tom White at Arthur Hill. Ms. Saviano stated that Lincoln Shatz is still working toward finishing by the end of the summer. She said that she would like to know if Mr. Shatz is fabricating the piece here because she would like to see it. Ms. Curley stated that it is being commercially done. 1) Website —Mr. Jacobi stated that the members and associate members arc listed on the web page. He said that he has not received any files yet. its. Saviano asked that the members send their files to `1r. Jacobi. Ms. Saviano stated that everyone's picture needs to be taken before they leave. Mr. Jacobi stated that there is now a link to the Public Art Committee site from the City of Evanston site. Mr. Jacobi stated that he had noticed that the website is not listed on the invitation New Initiatives —Ms. Ockwell stated that she had met with Carla Kenney Philips and she is interested in doing a mural. She said that there is an empty wing on Greenleaf Street and asked if she could suggest to Ms. Philips that she paint her mural on the empty wing. Mr. Greenblatt stated that there is a lot of talk about the CTA walls being repaired. He said that he has put in a couple of calls to the CTA and he has not heard back from them. Ms. Saviano stated that CTA is only going to replace the bridges. There was a discussion regarding the different things that can be done to beautify the CTA walls and bridges. 1`ir. Greenblatt stated that the Illinois State Advocacy Day is Thursday, February 27. He said that if anyone is interested in attending it's a wonderful way to take what we are doing and go one step further. Mr. Greenblatt stated that there is a bus that will do a pick up downtown Chicago and take you to Springfield. He said just let him know if you are interested in going. Mr. Greenblatt stated that it id important that we have representation because he can not attend. Mr. Greenblatt stated that if anyone was interested in participating in either the Lakeshore or the Ethnic Festivals we could use your help. He said the Arts Council members are actively involved and that thev would like to have Public Art Committee members also involved. Mr. Greenblatt stated that they need help with the auction at the Ukeshore Festival and there are other things that they need help with. He said that they also need help with the planning committees. Mr. Greenblatt stated that Thursday, May IS and Friday, May 16 at Hamburger University there is a statewide convention called One State Together in the Arts. He said that there is a special panel on the public art and he would be moderating the panel and Laura Saviano is one of the speakers. Mr. Greenblatt stated that there are going to be five different communities throughout the state talking about what they have been doing in public art over the last several years. Mr. Greenblatt stated that the first day there are different tracks: one for marketing, fundraising, administration and a %� ildcard track. He said that this is sponsored by the Illinois Arts Council and the Illinois Arts Alliance. Qudeet — Mr. Greenblatt stated that on Saturday. Sally Parsons from the Arts Council gave a very fine presentation on the importance of community, service. He said that there were several other people that spoke after her. 3 Mr. Greenblatt stated that the community service will be back but we currently don't have any details. He said that rent will be increase by 10% but we are unsure if community service will continue at a rate of 15%. Mr. Greenblatt stated that $3,000 was cut from the City of Evanston's funding of the Cultural Fund Program but there was an increase from the State of 53,000. He said that the Arts Skills program has also been cut. ADJOL'R11ENT The meeting was adjourned at 7:35 p.m. The next meeting of the Public Art Committee is March 11, 2003 Noyes Cultural Arts Center 6:00 p.m. 4 Minutes of the Evanston Arts Council February 18,2003 COUNCIL hIEMBERS PRESENT: Mr. Seymour LaRoek Mr. Howard Solotroff Ms. Sally Parsons Mr. Tony Kelly Ms. hlicheile Brodsky COUNCIL h1EMBERS ABSENT: GIs. Pamela Blevins Ms. Amy Siedman his. Erin Breen Chrusciel STAFF PRSENT: "Draft —Not Approved" Note: minutes are not verbatim his. Loida Rosario his. Rose Jourdain his. Virginia Roeder his. Sandra Hilt Mr. Jerry Garner Ms. Delores Holmes his. Elena Kaiser Mr. Robert Dorneker, Superintendent of Recreation Mr. Harmon Greenblatt, Cultural Arts/Arts Council Director Ms. Oneka Davis, Cultural Arts Division Secretary OTHERS PRESENT: Mr. John Turner, Gospel Fest Ms. Cristina De Oliverira, Graduate Student Medill The meeting was called to order at 7:05 p.m. APPROVAL OF COUNCIL MINUTES The meeting minutes of November 19 were approved with amendments. Midwav Presentation-Gosnel Fest — Mr. John Turner gave the members copies of the program from the August 2002 Gospel Fest and pictures from the Gospel Fest. He thanked the council for allowing him to present this evening. Mr. Turner stated that he has taken ovcr for Delores Holmes in June 2002. He said that the Gospel Fest was the first event that he had the opportunity to be a part of. Mr. Turner stated that their singer's ages range from toddlers through seniors in high school. He said that they also invited other churches and organizations in the community to participate in the event. Mr. Turner stated that the Gospel Fest was held on the lawn of Family Focus. He said that it provided unity in the 5's Ward in celebration oftheir culture. Mr. Turner stated that most of the children in the 50 Ward are African -American and Hispanic. He said that it was great for the minorities to have a place ucre they could come to sing. Mr. Turner stated that for this project the only funding that they received was from the Arts Council. He said that they look forward to Gospel Fest every year and that it is a tradition in the Citv of Evanston_ - Mr. Turner stated that he is a resident of the Cit% of Evanston and that he was also born in Evanston and that he was yen, grateful to come back and work at Family Focus. Nis. Rosario stated that the Cultural Fund does not fund the same program two years in a row. Nis. Brodsky- said that they have an application in for a different program. Mr. Greenblatt asked Mr. Turner if he had am idea of how many people attended the Gospel Fest. Mr. Turner stated that there was any where from 300 to 500 people. He said that the event went on for the entire afternoon with people coming and going. Mr. Solotroff asked if they did any publicity other than cord of mouth. Mr. Turner stated that they advertised in the local newspapers and placed calls to various churches in the community. Mr. Greenblatt asked if they planned to keep the Gospel Fest the first weekend in August. Mr. Turner stated that at this point they do and asked if there was a conflict with that date. Mr. Greenblatt stated that the first weekend in August is the Lakeshore Arts Festival. He suggested that they move the Gospel Fest forward or back a w eek to avoid the direct competition. Ms. Roeder asked how many years they have had the Gospel Fest. Mr. Turner stated that they just celebrated their fifteenth year. Ms. Roeder asked inhere the 5`' Ward is located. Mr. Turner stated that the 5`'' Ward is west of Green Bay Road to Emerson Street to along the canal. Chair's Report — his. Roeder thanked the council members for their participation in the saving of the Noyes community service. She said that all of the members of the Arts Council participated in some manner and that some participated in more than one way. Ms. Roeder stated that she considers this to be a great statement about the Arts Council. Ms. Roeder stated that although it is on the b%-law s it has not been enforced that if Arts Council member miss two consecutive meetings or two meetings with in a six month period that they come under some type of review. She said that this would be without some type of excuse. Ms. Roeder stated that she and Mr. Solotroff have discussed this issue and would like to begin to enforce the policy. Ms. Hill asked that if a member was to know ahead of time that they were not going to be able to attend a meeting who should they contact. `is. Roeder stated that they could contact Ms. Roeder or Mr. Solotroff. Ms. Roeder stated that this only applies to the regularly scheduled meetings. She said that members can't be required to attend any special meetings. Ms. Roeder stated that she would find out the exact details of the by-laws. Mr. Solotroff suggested that a copy of the by-laws be sent to all of the members. 2 Mr. Greenblatt stated that a member's attendance list was given to the Mayor last year. He said that the Mayor did contact some of those people. Nis. Roeder stated that then would discuss this issue further at a later date. Nis. Roeder stated that the council has a number of eood subcommittees that are in existence and a couple that are starting. She said that one of the new subcommittees is the Community Service Committee. Nis. Roeder stated that Sally Parsons has also amwd to be on this subcommittee. She said that they will now have four members from the Arts Council on the Community Service Committee. The members of the Community Service Committee are Michelle Brodsky, Erin Breen Chrusciel, Delores Holmes and Sall• Parsons. Ms. Roeder stated that all of the subcommittees are to report back to the Arts Council. She said that she would like to educate the entire council as to what the subcommittees are doing. Nis. Roeder stated that «hen we open up subcommittees to people in the community it's very important that the chair of the subcommittee make it known to these members of the subcommittee that they are not an autonomous group. She said that there are committees within the City that are autonomous and they are called citizen groups and they report directly to the City Council. Nis. Roeder asked the council members to be aware of when they see the Evanston Arts Council's name in print. She said she wants to make sure that what the public says the Arts Council is doing is in fact what they are really doing. Mr. Solotroff stated that this would help the Arts Council's reaction to issues. He also suggested contacting the publication and finding out who submitted the article for publication. Mr. LaRock stated that some one should be responsible for reporting the things that the Arts Council is doing to the press and making sure that press releases get out. Mr. Solotroff stated that this is function of the Advocacy and Planning Committee. Ms. Roeder stated that Advocacy should only be sending out press releases only after the Arts Council has heard about the press release and had time for discussion. Nis. Jourdain stated that the Arts Council should keep a file of every article that is printed. She said that they should be dated and compared. ibis. Jourdain stated that when something erroneous is printed someone should be authorized to write to whoever printed the article or the writer of the article and correct it. She said that most papers and broadcast organizations are very good about doing that. Nis. Jourdain stated that the staff is not large enough so someone on the Arts Council would have to take over responsibility. She said then these articles could be brought to each meeting and discussed. Nis. Roeder stated that she would like to start having twenty to thirty minutes of each meeting dedicated to a specific topic. She said that if anyone has ideas that they should forward them to her. ki Its. Parsons stated that she would Iike some clarity on what types of ideas she is referring to. She said that this was how the meetings were conducted two -years ago and that they were every frustrating and a big waste of time. Ms. Roeder stated that the topic will be chosen in a way that there will be something that we will be acting on. Ms. Brodsky made a recommendation that for the March council meeting the discussion item be Cultural Fund because it is am item that the council would need to act on. She said that she would also like to get people caught up on how the Cultural Fund process works. Friends of the Arts in Evanston —Mr. Solotroffstated that the Friends of the Arts in Evanston is hosting Mardi Gras at Marly Chocolate on Friday, February 28. He said that the Mayor would be there to say a feu words. Mr. Solotroff stated that today the forms and check were sent to the Secretary of the State of Illinois for our tax identification number and status as a not -for -profit fundraising organization. He said that they a still awaiting the final agreement from the Evanston Community Foundation who's lawyers are currently going over the agreement. Mr. Solotroffstated that as of next Friday they will be functioning. Ms. Brodsky stated that this has been a dream of the Arts Council since the early days and to see it actually happen is exciting. Noves Task Force — Ms. Parsons stated that at the last meeting was focused mostly on community service. She said that the task force wanted to make a statement at the budget hearing. Ms. Parsons stated that the next issue for the task force to address is what should be the proper mix of tenants at Noyes. She said that have discussed a couple of ideas but they weren't ready to make final recommendations to the Arts Council yet. Ms. Parsons stated that they also looked at the list of criteria used to evaluate applicants for studio space and suggestions were made in regards to those as well as the procedure. The next meeting of the Noyes Task Force is Tuesday, March 4 from 6:00-8:00 p.m. Ms. Parsons stated that they would then move on to discussion the goverance of the building. Mr. Solotroff stated that based on the fact that physically the building could never host organizations that are all the same discipline. What is the point of determining the mix of tenants in the building? his. Parsons stated that there are a lot of tenants that don't do any teaching and don't bring any people into the building_ She said that this is one of the issues that the City Council was most interested in. Ms. Parsons stated that maybe preference could be given to those applicants that would be teaching or having performances. Ms. Brodsky stated that in the past there has been a feeling in the community that the wrong people where in Noyes or that there were people her making a profit. She said that it has been historically an argument made about Noyes. 4 Ms. Brodsky stated that it has fueled the task force's need to ans►►er the question of who should be a resident at Noyes. She said that it has been an ongoing community question. Ms. Parsons stated that community outreach is also an important factor. Mr. Solotroff stated that when and artist occupies a small studio space in the building what is the harm if they only see on or t.►o people a year. He said that questions the task force to not over reach its self in try ing to codify the type of tenant for the tioves Center. Ms. Roeder stated that the point of the ;Noyes Center is to have variety and you don't want to eliminate individuals. Nis. Parsons stated that with the exception of one new tenant in 2002 there hasn't been a new tenant since 1996 and there are a number that have been here over 20 years. She said there is not a regular turnover in the building. Ms. Hill stated that as an Arts Council and a Task Force we need to make sure we're not over- looking the diversity issue. Mr. Kelly asked if consideration had ever been given to allowing tenants to only lease space for a certain period of time. Mr. Greenblatt stated that historically that had happened. Mr. Greenblatt stated that these issues should be brought up during the Noyes Task Force meetings and reported back to the Arts Council. Cultural Fund Committee —Ms. Brodsky stated that applications have come in and panel meeting will begin Saturday, February 22 at 9:00 a.m. She said that the first 30 minutes will be instructions given to the panel once the instructions have been given the panel meeting becomes open to the public as governed by the Illinois Open Steetings Act. leis. Brodsky stated that the applicants are allowed to observe although they are not allowed to speak to the panel. Ms. Brodsky suggested that the council members attend at least 30 minutes of one of the panel meetings during which time they would hear about two applications being reviewed. She said that it would give the council members information regarding what they would be voting on at the March 2003 meeting. Ms. Brodsky stated that once the applications have been reviewed and scored, the Cultural Fund Committee meets reports back to the Arts Council for approval and then it goes to Human Services and Cite Council. Ms. Brodsky stated that the applicants are then notified that they have received a grant and the amount thev w ill receive. She said that what is applied for may not be the amount they receive. Ms. Brodsky stated that there are three panel meetings and the Cultural Fund members facilitate the meetings. She said that they facilitate the meeting without interjecting own bias. The times and dates of the panel meetings are: Saturday, February 22, at 9:00 a.m., Tuesday, February 25 at 6:00 p.m. and Saturday, March 1 at 9:00 a.m. Advocacy and Planning — Ms. Rosario stated that they did not meet in January but that they had a great meeting today. Ms. Rosario stated that they created a preliminary list of interests and needs and that the committee would like to discuss the items on the list a little more before bringing it to the entire council. Ms. Rosario stated that they ha► e a major problem with resources because their committee only has a few members. She said that they are in the beginning stages of deciding ►+hat it is that they would like to accomplish for 2003. Some areas of interest are image building and communication with the community and legislators. Ms. Rosario stated that they are looking for volunteer to join the Advocacy and Planning Committee they meet once a month before the Arts Council meeting at 6:00 p.m. at the Noyes Cultural Arts Center in room 106. Mr. Greenblatt stated that the members of the Advocacy and Planning Committee don't have to be Evanston residents and that if a call was placed to the Illinois Arts Alliance that they would probably sent someone to participate on the committee. Mr. Solotroff stated that the committee needs to clarify their goals and needs before seeking outside people to join the committee. Ms. Roeder suggested that the committee bring some of the specific issues before the council for direct feed back. Mr. Solotroff stated that this is a classic case where the council ►rants to hear from the committee before the committee makes decisions. Mr. Kelly stated that he has spent his life as a newspaper editor, writer, photographer with large corporations for a number of years and that it the committee needed his assistance with anything he could attend the next meeting. tits. Rosario asked Mr. Kelly to join them at their next meeting. Ms. Rosario stated that the Illinois Arts Alliance is having Advocacy Day on Thursday. February 276 in Springfield, IL. She said that this is a good training ground as well as an information session to learn more about advocacy and ho►v the arts can be presented to legislators so that it is perceived as an investment and not an expense. Ms. Rosario stated that all of the council members arc welcome to attend Advocacy Day. Cultural Diversity Committee — Ms. Hill stated that much of the activities of the committee since the November Arts Council meeting has been directed towards the Ethnic Arts Festival which is fast approaching. She said that the Ethnic Arts Festival still doesn't have leadership. Ms. Hill stated that there is a timeline and a list of activities. She said that she has also polled many of the people that participated last year and all though many of them are going to be involved this year no one has stepped up to accept the leadership role. Ms. Hill stated that according to the timeline the committee should already be doing some the activities listed. She said that she is open for any suggestions. Ms. Hill stated that as far as the actual Cultural Diversity Committee they have been working on the mission statement. She said that she has received some amendments to the mission statement and she is prepared to present the revised mission statement to the Arts Council. This has been put on hold do to the arising events with the Ethnic Arts Festival. Ms. Hill stated that many of the members of the Cultural Diversity Committee arc also the people who help to put together the Ethnic Arts Festival. 0 Mr. Greenblatt stated that members are needed on the Ethnic Arts Festival Committee because the Cultural Arts Division does not ha%e sufficient staff. He said that the Ethnic Festival has al%ha%s relied heavily on volunteers. Ms. Roeder asked mho headed the festival in the past because it hasn't been a member of the Arts Council. Mr. Greenblatt stated that Kiki McKinney and Lorelei McClure %sere co-chairs last year and Laura Burrows %%as the chair the %ear before. %Is. Hill stated that Ms. Burrows is still a member of the committee but is not m filling to chair the committee. Ms. Roederasked if it required that someone from the Arts Council participate. She said that it seems like a huge responsibility and she is not sure if tics. Hill has to do this. Mr. Greenblatt stated that Nis. Hillis not the chair of the Ethnic Festival. his. Hill stated that the act of trying to pull together some leadership for the festival committee has fallen in her lap because there is no one else that will do it. Ms. Parsons asked how many volunteers there there last year and how many there currently are for this year. She also asked what the qualifications mere for a person to chair the Ethnic Festival Committee and %4hat avenues have been pursued in an effort to find this person. his. Hill stated that she has spoken with the members of the Ethnic Arts Festival Committee, Cultural Diversity Committee and members in the community. She said that there were a couple of individuals that had expressed some interest but that died out. Ms. Hill stated that there are about six or seven areas that are in need of leadership. She said that as far as needing volunteers in the past years there has been someone in charge of volunteers. Mr. Greenblatt stated that Diane Peachin had been in charge of the volunteers for several years and we have tried to contact her but mere unable to get a response. Ms. lourdain asked how many volunteers are needed, when they will be needed and what they are needed for. lair. Greenblatt stated that the have a list of the different activities that volunteers are needed for. Ms. Roeder asked Isis. Hill how she became involved with the Ethnic Arts Festival Committee. Nis. Hill stated that she was told that this is a part of chat the Cultural Diversity Committee's duties. %Jr. Greenblatt stated that `is. Hill volunteered to help with the Cultural Diversity Committee and apart of the diversity committee's duties is the Ethnic Arts Festival. Ms_ Parsons stated that there are ethnic organizations and church groups in the community that could be contacted. She asked if the council members could receive an electronic version on the list of activities. Mr. Kelly asked at what point are volunteers needed to begin working on this event. Mr. Greenblatt stated that volunteers are needed now. hts. Hill stated that if the committee does not get a chair then the Ethnic Festival will have to be put on by the City of Evanston. Mr. Greenblatt stated that staff will do the best that they can but it mould change the festival. Mr. Solotroff asked at what point is there a probability of not having the festival. Mr. Greenblatt stated that the City would have the festival regardless. 7 his. Parsons stated that there is an organization called Leadership Evanston that helps provide leadership. She asked if a press release could be sent out to the local newspapers. Mr. Solotroff stated that a tail for volunteers could be sent out. Nis. Hill stated that ifamone has any sueeestion that then email her. Research Committee — `is. Roeder stated that she gave some information on the history of the Arts Council to Mr. LaRock. Noves Community Service Committee — his. Roeder stated that all of the members of the Arts Council were involved in the decision to save community service. She said that she though it would be good to give the members a chance to have some direct input on community service. What your feelings are about community service. what you could like to see done with community service and %%hat you ideas are in relation to community service. Ms. Roeder stated that there is a new committee that will be looking into community service. She said that the committee would consist of four Arts Council members and one or two staff members. Ms. Roeder stated that there may be one person from the community and that there would not be any Noyes residents on the committee. Nis. Brodsky stated that historically the City has required that 15% of each tenant's rent be community service. She said that the approved community service is apart of the tenant's lease which runs concurrently with the City's fiscal year March 1 through February 28. Ms. Brodsky stated that part of the Community Service Committee's Function would be to review the tenant's proposals for community service and either approve or disapprove and bring it before the Arts Council for discussion and approval. She said that this year may not function as we would like it to just because of the time crunch. . Ms. Brodsky stated that community service has to be monitored throughout the year and the tenants have to provide documentation. Mr. Greenblatt stated that the tenants are required to do community service that provides service to the underserved community. Ms. Brodsky stated that the Noyes Center Committee never got around to taking on the community service function. She said that they ha%e decided to take the issue of community service because it is so important and made it into its own committee. Ms. Roeder stated that the Arts Council has not been involved with community service but that they have now made a commitment to City Council community service. Mr. Solotroff stated that on occasion the council members would have to go out to the events when they take place. He said that this only so that +-6e know that the event is in fact taking place, that there is an audience that is responding and that things are as they are supposed to be. Ms. Roeder stated that the Arts Council members need to be educated on the community service program. Mr. Greenblatt stated that there is a process in place with forms and guidelines. He said that it just has not been as closely monitored as it should be and that this is a great opportunity to form another partnership between the Arts Council and staff to make something that we have work better. 8 Mr. Greenblatt stated that every member of the Arts Council will have to opportunity to observe community service in action. He said that a lot of the community service activities take place during the week during the day. Mr. Solotroff stated that this is a good way for the Evanston Arts Council to be visible in the communit,.. Mr. Greenblatt stated that there are three components involved with community service: 1) the tenants ha%c to submit a proposal, 2) complete the community service and 3) submit a final report. Each proposal submitted by the tenants has to be approved. Mr. Greenblatt stated that the tenants have to complete the community service approved for each year or they will be billed for the amount approved and that it could affect the lease renewal as stated in the lease. Ms. Rosario asked if the 10% rate increase had already been approved and if the tenants had been informed. Mr. Greenblatt stated that this is not official until approved and passed be City Council on March 24. He said that the word is out and that several of the tenants were at the meeting. Ms. Roeder stated that the administering of community service is very complicated and there isn't enough staff to make sure that it is done correctly. She said that the Arts Council voted to create a Community Service Committee and now have a direct commitment to the City of Evanston to work on community smice. Ms. Roeder stated that there are some questions as to what tenants arc doing for community service and if the community service is equal. She said that the purpose of this committee is to make community service work better. There was a discussion regarding whether free tickets should be considered community service. Mr. Greenblatt stated that it is very clearly stated in the guidelines that free tickets are not community service. He said that a part of the reason this committee exists is to talk about these types of issues. Ms. Brodsky suggested that the Community Service Committee meet before the next Arts Council meeting and discuss these issues so that they can be brought back to the Arts Council at the March meeting with a little more structure. Director's Renort — Mr. Greenblatt stated the Illinois Arts Alliance is hosting One State Together in the Arts on May 15 & lb at Hamburger University in Oak Brook. IL. On May 15 they will be speaking on Public Art. Mr. Greenblatt is the panel moderator and Laura Saviano is speaking. New Business — Ms. Roeder stated that there has been discussion regarding having an Executive Committee and this committee would function in between meetings in the event that an emergence arose and a decision needed to be made. Ms. Roeder stated that there hasn't been an Executive Committee in the past. She said that the potential committee would consist of Michelle Brodsky, Virginia Roeder and Howard Solotrof. . Ms. Roeder stated that this would have to be voted on by the entire Arts Council. 0 ,Lir. Solotroff stated that twenty hours a year is all that Arts Council members are required to give and it is not enough time to process all of the information. He said that this seems like a logical step that .works on behalf of the council in general. Ms. Brodsky stated that having three people to discuss issues with is better than having one person making all of the decisions. Mr. Kelly stated that this would allow the council to work on projects that are ongoing. Mr. Solotroff stated that there are a lot of administrative issues that float over and around the council and need to be discussed on an ongoing basis. Ms. Parsons made a motion that the Executive Committee be establish consisting of the Arts Council Chair, Vice -Chair and Michelle Brodsky. Mr. Solotroff made an amendment stating that the Executive Committee made an ongoing committee consisting of the Chair, Vice -Chair and outgoing Chair. Ms. Hill suggested that this be made apart of the Arts Council by-laws. Nis. Parsons restated the motion that the Executive Committee be establish consisting of the Arts Council Chair, Vice -Chair and the outgoing Chair. The motion was seconded. Mr. Solotroff stated that all of the committees are answerable to the Arts Council and that the Executive Committee wouldn't be any different. Nis. Parsons suggested that the council be given time to think over the motion and that the final motion include some boundaries for the committee and that the next meeting discuss specifically what the functions of this committee would be. - There were six members in favor of the motion, two opposed and one abstention. The motion was passed. Ms. Brodsky suggested that at a future meeting that specific responsibility be created for the Executive Committee. Mr. Solotroff suggested that if any of the members had any thoughts in between the meetings regarding the Executive Committee or any other issues that the}- email their thoughts to the Executive Committee. Retreat —Mr. Solotroff stated that the last Arts Council retreat was held in September I999. He said that if might be worth considering having another retreat in 2003. Ms. Hill requested information on %what the retreat accomplished in the 1999 retreat. ADJOU%N,NIENT The meeting adjourned at 9:06 p.m. The next meeting of the Evanston Arts Council is March 18, 2003 at the Noyes Cultural Arts Center at 7:00 p.m. 10 Minutes of the Evanston Arts Council March 18, 2003 COUNCIL MEMBERS PRESENT: Ms. Pamela Blevins Nis. Delores Holmes his. Michelle Brodsky Mr. Tony Kelly COUNCIL MEMBERS ABSENT: Mr. Seymour LaRock Ms. Amy Siedman Nis. Sally Parsons Nis. Elena Kaiser "Draft —Not Approved" Note: minutes are not verbatim Ms. Rose Jourdain Nis. Loida Rosario Ms. Virginia Roeder, Chair Ms. Sandra Hill Mr. Jerry Garner Mr. Howard Solotroff, Vice Chair Ms. Erin Breen Chrasciel STAFF PRSENT: Mr. Robert Dorn eker, Superintendent of Recreation Mr. Harmon Greenblatt, Cultural Arts/Arts Council Director.. Ms. Oneka Davis, Cultural Arts Division Secretary Nis. Angela Allyn, Cultural Arts Senior Program Coordinator OTHERS PRESENT: Ms. Diana Atanasova, Oakton Community College Student The meeting was called to order at 7:05 p.m. APPROVAL OF COUNCIL Mr,%UTES The meeting minutes of January 21 and February 18 were approved with amendments. Chair's Renort -- It had been suggested that Public Comment be added to the Arts Council agenda at the beginning of the meeting after the approval of the meeting minutes. The public by- laws require that there be time set aside for public comment. Nis. Rosario made a motion that public comment be added to the agenda and that if the council feels that it has become overwhelming that the council would adjust and if they find that it is not being used at all that it be left off of the agenda. The motion was seconded and approved with one opposition. The Arts Council attendance policy is now in effect members should notify either Ms. Roeder or Mr. Solotroff is they are unable to attend a meeting. If a member misses two consecutive meeting or two meeting in six month period they will come under review. 1 It was brought to the attention of the arts Council that the members are not listed in the Arts and Recreation ,'vIaaazine and staff informed them that this o%er site would be taken care of and that the members would be listed in the next issue. Cultural Diversity — The Cultural Diversity Committee has not met since December 2002 the next meeting is scheduled fcr Tuesday. April 29 at 6:30 p.m. at the Noyes Center in room 106. Noves Community Service — The committee met on Friday. March 14 to review the tenants' community service proposals. all were accepted with the exception of rwo because of lack of documentation. The documentation has since come in and the proposals have been approved. The committee plans refine the process and develop criteria for community service for next year. Mr. Greenblatt stated that the community service guidelines would be emailed to all of the council members. Mr. Greenblatt thanked the committee members that attended the meeting to review the community service proposals. Several council members requested a copy of the council by-laws. Staff stated that the council members would receive a copy of the Arts Council and City Council by-laws. The next meeting of the Noes Community Service Committee is Monday, April 14 at 4:00 p.m. at the Noyes Center in room 106. Advocacv and Planning — The committee put together a listed of activities that they would like to complete this year, 1) reinstate the Breakfast with the Legislators during Arts Week Evanston, 2) begin to understand the process to solicit funds/support from the Friends of the Arts in Evanston, 3) propose to the CityManager a fee for the arts to the private sector in Evanston who obtain new tax breaks from the City, d) create a calendar with assigned «niters for an ongoing , ` series of articles in the Round Table, and 5) support of Arts Week. The committee could use the help of council members, family members and friends. It was suggested that the committee contact Jonathan Perman at the Chamber of Commerce because he cosponsored the last Breakfast with the Legislators, provided their mailing list and the food and Cheryl Wollin of the Public Arts Committee aho is very well politically connected. And that the breakfast be held on a Friday because the legislators are in Springfield Monday through Thursday. The committee is working on a topic of discussion for the breakfast and, %%hen available, it would be brought before the council for discussion. Research is scheduled to regarding the art program including the private industry then they plan to schedule an exploratory cony crsation with Roger Crum and prepare a proposal for the City Council. Friends of the Arts in Evanston — Friends of the Arts is working on incorporating and getting 501 c3 status, the State of Illinois has requested that they include NFP after the name. The officers of the Friends of the Arts in Evanston include Ron Kyisak as Chair, Michelle Brodsky as Vice -Chair, Howard Solotroff as Treasurer, and Cheryl Wollin as Secretary. 1) A Cultural Fund -- Nis. Brodsky thanked the members of the Cultural Fund fer all of their hard .work. The Cultural Fund process was revamped as a result of the 1999 Arts Council Retreat at which time the council decided to discontinue continual funding. There are three types of Cultural Fund grants: Individual, Organizational and Organizational Stability. This year they have $37,000 of which 522,000 comes from the City of Evanston and 515.000 From the Illinois Arts Council. The organizational stability grant is a support grant used to increase the stability of the organization through things such as board development, administrative improvements and public relations. Organization are not allowed to apply for a project grant at the same time as a stability grant, and stability grants can only be recei%ed once in every five years. They are required to have a least 50% cash or in kind contributions and they have to submit a letter of intent. Individual and organizational project grants can be funded up to 52,500 and the stability grants up to 55,000. The organizational and individual grants are artistic, they can not be funded for the same project for two consecutive years and a letter of intent is recommended so that staff can provide technical assistance when needed. Individual grants were created out of the 1999 retreat the purpose is for the creation or exhibition of new works. Staff creates panels which are designed to have experts for each of the three types ofgran[s. The artists on the panel for the most part are not Evanston residents, they are encouraged not to use their prior knowledge of an organization or individual and are given guidelines by which to judge the grants. The panelists receive a packet of materials before their panel meeting and are asked to review the materials and give the applicants a preliminary score once the panelists have reviewed all of the grants and had a discussion they rescore the applications and it's those scores that are used to decide funding. Notes are taken during the discussion so that if the organization or individual has any questions about the discussion the notes relating to their grant can be made available. The grant applicants can attend the panel meetings but are not allowed to comment. The committee went over the grant rating system. All grants can total up to 100 points. Include in the councils packet of information were the scores, the recommendation to the Arts Council and the funding amounts from the Cultural Fund Committee. Mr. Greenblatt stated that this information is confidential and it not to be divulged to anyone. There were a number of issues that the council decided needed further discussion. It was suggested that these issues be discussed at the subcommittee level and then be brought back before the council with a recommendations for discussion. Ms. Blevins made a motion to approve the Cultural Fund grant recommendations. The motion was seconded and approved. It was suggested that in the future the council have more time to think about the committees recommendations before having to take action. 3 L An email will be sent stating uhen the next Cultural Fund meeting will be held. The Cultural Fund recommendation as approved by the Arts Council will go to the Human Services Committee for consideration for approval at their April meeting and then to City Council. Retreat --The Executive Committee has discussed having a retreat on a Saturday in Mayor June of 2003 and they would like to have Cleo Alexander as the facilitator. This will be discussed further at the April IS meeting. Director's Report —The Arts Council members need to start thinking about becoming involved with the festivals, concern and Arts Week Evanston. The first Arts Week planning meeting is scheduled for Tuesday. March 25 at 12:00 p.m. at the Noyes Center in room 106. If the Arts Council is interested in having a booth at the festivals they need to inform staff so that the necessary accommodations can be made. Mr. Greenblatt stated that Ms. Hill is doing a wonderful job in trying to get an Ethnic Festival Committee going. Ms. Rosario asked why the report on the Ethnic Festival is different from the on the Lakeshore Festival. Mr. Greenblatt stated that it was because the majority of the festival is handled by committee members. The Cultural Arts Division staff is currently interviewing for a part-time assistant for the Ethnic Festival, if any of the council members has anyone that they would like to recommend they should have them call the Cultural Arts Division. Old Business — Ms. Roeder stated that she was interested in having a file on all of the articics relating to the Arts Council. his. Siedman volunteered to keep and maintain that file. ADJOURNMENT The meeting adjourned at 4:05 p.m. The next tneeting of the Evanston Arts Council is April 15, 2003 at the Noyes Cultural Arts Center at 7:00 p.m. 4 Minutes of the Evanston Arts Council April I5, 2003 COUNCIL MEMBERS PRESENT: Nis. Pamela Blevins Mr. Seymour LaRock Ms. Amy Siedman Ms. Sally Parsons Mr. Tony Kelly Ms. Michelle Brodsky COUNCIL MEMBERS ABSENT. Ms. Sandra Hill Ms. Elena Kaiser STAFF PRSENT: "Draft — Not Approved" Note: minutes are not verbatim Ms. Rose Jourdain Ms. Delores Holmes Mr. Howard Solotroff, Vice Cbair Ms. Virginia Roeder, Chair Ms. Loida Rosario Ms. Erin Breen Chrusciel Mr. Jerry Garner Mr. Robert Dorneker, Superintendent of Recraatiott Mr. Harmon Greenblatt, Cultural Arts/Arts Council Director Ms. Oneka Davis, Cultural Arts Division Secretary The meeting was called to order at 7:04 p.m. APPROVAL OF COUNCIL MINUTES The meeting minutes of March 18 were tabled until the May 20 meeting. Chair's Report —Ms. Roeder stated that she would like the council to work towards better " " communication between the members of the council, the council and the City and the council and other arts organizations. Ms. Roeder stated that each of the council members needed to email Alan Benson their biography to be included in the Board Manual. There was a discussion regarding the types of action that can be taken to improve communication between the Arts Council and art organizations in Evanston. Cultural Diversitv — This committee had no report, their next meeting is scheduled for April 29 at 6:30 at the Noyes Center in room 106. Noyes Community Service —The Noyes Community Service Committee met on Monday, April 14. Their main agenda item at this meeting was how to manage community service, accountability of community service and site visits. The committee is proposing a plan for managing community service and site visits for which they are asking the help of all of the council members. They have created three teams; Delores Team, Sally Team and a Michelle Team. Each team has been assigned a list of resident artist's community service projects. A few of the projects have taken place and in those cases a visit with the resident artist would be done. They are proposing that each member of the council participate in two site visits to be completed within the next ten months. There was a discussion regarding whether or not the council members were willing to help the Noyes Community Service Committee with the necessary site visits. Nis. Brodsky made a motion that the Arts Council take a vote of those who would commit to participate in community service site visits, the motion was seconded. There were si.+c members that stated that they would participate, one opposed and four individuals that were undecided. Ms. Siedman made a motion that the Arts Council approve members making site visits to resident artists community service projects on a voluntary basis, the motion was seconded. There were nine members voted in favor of supporting the members, one opposed and one abstention. Research — Ms. Roeder has asked Ms. Holmes if she would work with staff in creating by-laws for the council. Ms. Blevins stated that she is working with staff to try to review the cultural diversity standards language in the Cultural Fund Grant application. Advocacv and Planning — Ms. Rosario restated the five ideas that the committee wants to pursue from the March 18 meeting. Ms. Rosario is going to provide the council members with a list of topics for the Roundtable article series. The committee feels that this is the time to begin lobbying for the Cultural Fund Program to insure that the City doesn't reduce funding for next year. This committee is in need of volunteers and if any of the council members, their family and/or friends would like to participate it would be greatly appreciated. Cultural Fund — The committee has begun to revise the cultural diversity standards statement requirement. They would like for the statement to apply to all areas of diversity and not just race. They are planning to meet again before bringing any recommendations to the council. The current Cultural Diversity in the Arts requirement states that all levels of organizations and artists that the Cultural Fund Program funds should comply with cultural diversity in the following ways: their board, artists, audience, volunteers, and employees should reflect the population of Evanston. The committee would like to take the number requirement out of the statement and they would Iike diversity not to be limited to just race. The cultural diversity clause was eliminated from the cultural fund grant application years ago by the Cultural Diversity Committee. This will be the discussion topic at the April 29 Cultural Diversity Committee meeting. The committee hopes to have a revised cultural diversity standards statement drafted to bring before the council at the May 20 meeting. 2 Retreat —.Nis. Roeder reported that she had spoken with Cleo Alexander and that Ms. Alexander would be available to facilitate a retreat for the Evanston Art Council, either For one full day or one half day. Cleo Alexander has suggested to Nis. Roeder that the Arts Council have a spring retreat because of the consistency of the body of the council for the next five months and that nine people would be needed as a minimum for the retreat to take place. The only time that Nis. Alexander is available in May is the 31". Mr. Greenblatt stated that he would not be available to attend on that date. Nis. Roeder stated that if the were scheduled for that date it would have to be in the afternoon, since she would not be able to attend in the morning. Nis. Roeder mentioned that Nis. Alexander stated that she would also be available on June 28`b. Nis. Roeder took a vote of attending council members to determine which date was better for Evanston Arts Council members. Five members voted that they could attend on May 31". Seven members voted that they could attend on June 28's. Since neither date could promise nine members, tits. Roeder stated that she would call members not present and get back to the council related to which date more EAC members preferred. There was a concern over who would be paying for his. Alexander's services. Ms. Roeder stated that she would ask Ms. Alexander what her fee would be. Mr. Dorneker stated that there is possibly S400 that could be used for a seminar, but that he would have to get back to the council with the exact figure. The question was raised about the possibility of not having Mr. Greenblatt at the retreat. Ms. Brodskv stated that she finds staff to be of valuable guidance to the process of a lot of the activities of the Arts Council. his. Roeder stated that Nis. Alexander was very clear that she wanted to represent both the City and the council. NIr. Dorneker stated that it is Important that Mr. Greenblatt be present at the retreat. He suggested that the council consider having the retreat in the fall so that a lot more planning could be done. Mr. Kelly stated that it is important for the Public Art Committee Chair or a member of the committee be present at the retreat. Mr. Greenblatt stated that if his. Alexander was unable to facilitate the retreat due to insufficient funds that the Art in Business Council is another option, but that he is unsure of what they charge. Old Business — Ms. Holmes at the request of Nos. Roeder is %orking with staff and other council members in an effort to create by-laws for the Evanston Arts Council. Ms. Holmes stated that site would be happy to create a draft set of by-laws for the council. Mr. Domcker suegested that ,tits. Holmes refer to the strategic plan from 1989. Director's Rettort — Currently there isn't an active Arts Council participant on the Arts Week planning committee. Mr. Greenblatt stated that it is important that there be an Arts Council member on this committee. The next meeting is Tuesday, April 22 at I2:00 p.m. at the Noyes Center in room 106. ADJOURNNIENT The mccting adjourned at 9:10 p.m. The next meeting of the Evanston Arts Council is k3 May 20, 2003 at the Noyes Cultural Arts Center at 7:00 p.m. i 4 Minutes of the Evanston Arts Council January 20, 2004 COUNCIL ME'IBERS PRESENT: ifs. Virginia Roeder— Chair Ms. Rose Jourdain Ms. Maria Ellsa Laracuente Mr. Kurt Schauer COUNCIL INfEMBERS ABSENT: Mr. Jerry Garner Ms. Julie Collins Mr. Seymour LaRock STAFF PRSENT: "Draft — Not Approved" Note: minutes are not verbatim \fr. Howard Solotroff— Vice Chair Ms. Rose Jourdain Mr. Tony Kelly Ms. Erin Breen Chrusclel tits. Delores Holmes Mr. Robert Dorneker, Superintendent of Recreation Mr. Harmon Greenblatt, Cultural Arts/Arts Council Director Ms. Oneka Davis, Cultural Arts Division Secretary The meeting was called to order at 6:42 p.m. APPROVAL OF COUNCILMINUTES The meeting minutes of December were approved with amendments. Public Comments — No comments. Chair's Report — No report. Old Business-Bv-Laws — Mr. Solotroffmade a motion to amend Article VII, Section 1 to read: At least two Council nrennhers shall serve on each cwrimittee. Ms. Laracuente seconded the motion and the motion was unanimously approved. There is no longer an Advocacy and Planning Committee this committee can be replaced with the Public Relations Committee. There was discussion regarding the Noyes Cultural Arts Center Committee and whether the council felt that they need to have this committee. It was decided that the council would keep this as a standing committee and change the name to the Noyes Center Committee. Mr. Solotroff made the motion to change the Noyes Cultural Art Center Committee to the Noyes Center Committee. The motion was second by Ms. Laracuente and approve with 5 in favor and 1 abstention. There was a discussion regarding the Arts Council only wanting to be involved in the programmatic end of Noyes and to have no dealings with the business of the building. Mr. Solotroff made a motion to strike the word marketing from Article VII, Section 2, Letter d. The motions was seconded by Nfr. Schauer and approved with 5 in favor and 1 abstention. There was discussion retarding the wording in Section 2, Letter d. Mr. Solotroff made a motion to re -word Section 2. Letter d to read: Xgves Cultural.-lrrs Center. To make recommendations to the Council regarding studio rental, community space use, jacilin• pla►ining, programming and tenant activities. The Council 's recommendations are then fonvarded the CitY for approval. Task Force — There was a discussion regarding the Noyes mission statement and goals. Mr. Solotroffmade a motion to strike "through shared marketing campaigns" from goal number seven. The motion was second by Ms. Roeder and unanimously approved. Shelly Gilchrist on behalf of the resident artists thanked Sally Parsons for all of her hard work with the Task Force. ,New Business — It was suggested that the Arts Council place an add in the Arts and Recreation Magazine thanlang the arts organizations in Evanston. Community Service — The community service applications were reviewed and approved by the Community Smice Committee with the exception of two. Because the council no longer has a quorum they were unable to approve the community service recommendations. The process will have to move forward without the Arts Council in order for this to be approved by City Council in February. Cultural Fund — The committee has a meeting scheduled for Monday, January 26 at 6:00 p.m. in the'Noyes Center room 106. The remaining grantee's from 2003 will be making there presentations at the February 17 council meeting. Public Relations — No report. Public Art — \Truk one of the two sculptures by Fred Nagelbach has been installed at the Levy Center. The Central St. Fire Station Selection Committee has scheduled a meeting for Wednesday, January 28 at 4:00 p.m. in the Recreation conference room at the Civic Center. Director's Report — Staff stated that the council is invited to the Children of Uganda performances February 12-14, 2004, Friday, January 30 is the Mayor's Award and the State of the City Address at 12.00 p.m. at the Hilton Garden Inn. ADJOL'&*%-NIE,NT The meeting adjourned at 8:27 p.m. The next meeting of the Evanston Arts Council is 2 February 17, 2004 at the Noves Cultural Arts Center at 6:30 p.m. Minutes of the Evanston Arts Council February 17, 2004 COUNCIL MEMBERS PRESENT: \is. Virginia Roeder — Chair Ms. Erin Breen Chrusciel Mr. Seymour LaRock Mr. Tony Kelp Ms. ,Nfaria Elisa Laracuente COUNCIL MEMBERS ABSENT: Mr. Jerry Garner STAFF PRSENT: "Draft — \ of Approved" Note: minutes are not verbatim Mr. Howard SolotrofP— Vice Chair ,*is. Rose Jourdain Ms. Delores Holmes %Is. Julie Collins Mr. Kurt Schauer Mr. Doug Gaynor, Director, Parks[Forestry and Recreation fir. Robert Dorneker, Superintendent of Recreation Ms. Oneka Davis, Cultural Arts Division Secretary ,Nis. Angela Allyn, Cultural Arts Program Coordinator OTHERS PRESENT: Mr. Chuck Chang. Northwestern Graduate Student Mr. Tyrone Nelson, Evanston Township High School .Nis. Jennifer Sultz, Piven Theatre Workshop Ms. Jacqueline Reid, Gus Giordano Jazz Dance Chicago Ms. Patricia Lear, Writer ,Nis. Joanne Koch, Playwright Ms. Pat O'Connell. Shanti Foundation for Peace Ms. Held[ Goldfein, Baker Demonstration School Parent Organization .Nis. Sue Sommers, Artist Mr. John Werhymer, Corena Fund Mr. Jason Loesvith, Next Theatre Company Mr. Dino Robinson, Shorefront The meeting was called to order at 6:36 p.m. APPROVAL OF COUNCIL .MINUTES The January 20 meeting minutes were tabled until the March 23 meeting. Public Comments — Mr. Wemmer informed the Arts Council that he is proposing a plan for an Arts Center on Evanston's west side. The council expressed an interest in hearing Mr. Wem-mer's proposal in a full presentation and stated that ! e would need to be added to a future agenda. SudgeNDepartment Organizational Structure Presentation•Doue Gas•nor — Mr. Gaynor with through the City' oreanizational structure with the council and presented the council's current budget. Mr. Gaynor stated that in the spring addition of the arts and Recreation magazine the Arts Council has an appreciation page listing the names of individual artists and arts organizations in Evanston. Ms. Roeder thanked Doug for all of his hard work. CULTURAL FUND MIDWAY PRESENTATIONS Sue Sommers —Ms. Sommers received a grant for S2,500 to do artwork on the Dempster St. el station. The amvork was installed by CTA. Ms. Sommers showed the council photocopies of the artwork that had been installed. Evanston Townshin High School — Mr. Nelson a fine arts instructor stated that Evanston Township High School received a grant for S2,250 to create a planetarium and greenhouse public art piece on the high schools campus. The students along with volunteers created a sculpture castle from plant clay molds. Piven Theatre Workshop• — �"v1s. Green stated that Piven received a grant for $2,250 for a minority theatre teacher mentorship program. The students selected were chosen from within the Piven curriculum. Gus Giordano Jazz Dance Chicago - stated that they received a grant for S2,000 to do two performances one at that the Park School and the other at the Levy Senior Center. Patricia Lear — Ms. Lear received a grant for S2,250 for a novel she is currently writing. Ms. Lear said that the money was used for two research trips, rent on her office space, a computer and ink. Joanne Koch — Received a grant for S2,500 to write and produce a presentation of a play on the Holocaust survival in Greece. The rwo performances were held at National Louis University and at Pace School. The play was written by Ms. Koch. Shanti Foundation for Peace -- Shanti was awarded a grant for S2,500 to do a Telling Tales project uith the Evanston school children. They performed at an Evanston school, Youth Organization Umbrella and they will be performing at the Pres home on Thursday, February 26 at 4:00 p.m Barker Demonstration School Parent Organization — Baker's Parent Organization was awarded 52,000 to provide an artist in resident program to the students through storytelling and literacy. This program was offered to the pre -kindergarten, kindergarten and first graders. The children participated in a performance, a field trip to the Field Museum, a shoe drive for the homeless and a story reading. ,Next Theatre Companv — Next received a grant for 52,000 for their "Next Community" theatre outreach program to provide lectures, workshops and discussions. This grant enabled Next to provide three lectures. three student matinees and a six -week program at the Howard St. Community Center. Shorefront — Shorefront received a 52,620 stability pant for a large-scale archiving project. This grant was used to pay for the salary of Debi Chess stable. Its. %fable developed a list of several panting entitles that may fit Shorefront's needs and are targeted for future submissions. She also assisted in developing a "Power Point" presentation for corporate/Foundation meetings. Chair's Comments — his. Roeder thanked Julie Collins, Kurt Schauer, Howard Solotroff and Tony Kelly for all of there hard work. Because of elections on `larch 16 the Arts Council meeting was rescheduled for Tuesday, March 23 at 6:30 p.m. in room 106 at the Noyes Center. A motion was made to reschedule the starting times of all of the council meetings from 7:00 p.m. to 6:30 p.m. The motion was second and approved with 6 in favor, 1 objection and 1 abstention. Cultural Fund — The Cultural Fund Panel meetings are scheduled for Saturday, February 21 at 9:00 a.m., Tuesday. February 24 at 6:00 p.m., and Saturday, February 28 at 9:00 a.m. These meetings are open to the public although the public is not allowed to comment. Community Senice — Staff is currently putting together the community service information so that it can be presented to the City Council. Public Relations — No report. Public Art — The February 10 Public Art Committee meeting was canceled. The installation of the Fred Nagelbach artwork outside of the Levy Center is near completion. loves Center — tir. Solotroffand Ms. Parsons put together a Resident Artists Manual for new resident artists. The manual will be given to staff' for approval. Director's Resort — No report. Old Business — Council needs to complete the discussion regarding their involvement with the Noyes Center. The council mill rap up the Task Force recommendations at the March 23 council meeting. New Business — The council had a discussion regarding the Noyes Center Committee and the fact that it is currently not an active committee. The council decided that this committee would consist of two council members and two staff members to be determined upon a need basis. Ms. Roedcr, Mr. Schauer, '%fr. Dorneker and Mr. Greenblatt met to review the applications for studio space. The council members were given a memo from Doug Gaynor with the applicant recommendations for Noyes tenancy. Ms. Holmes made a motion to approve the recommendations for Noyes tenancy. The motion was second by Mr. Solotroff and approved. There was a discussion regarding the application process. Ms. Holmes made a motion that the council have an consisting of two council members and two staff members for the purpose of reviewing the studio applications as space become available. The motion was second by Mr. Kelly and approved with nine members in favor and one abstention. Ms. Jourdain stated that her term on the council has come to an end and that this would be the last council meeting she would be attending as a member. She said that although this year is a busy year for her she would be available to work on specific projects as need by the council starting next year. Sandra hill was appointed as the new Director of Family Focus. On May 14 at the Hyatt Regency Maria Elisa Laracuente will be honored by the El Rican newspaper. Mayor Morton will be in attendance at this event. ADJOUILNMEXT The meeting adjourned at 9:03 p.m. The next meeting of the Evanston Arts Council is .March 23, 2004 at the Noyes Cultural Arts Center at 6:30 p.m. Minutes of the Evanston Arts Council March 16, 2004 COUNCIL MEMBERS PRESENT: Nis. Virginia Roeder — Chair Ms. Maria Elisa Laracuente Mr. Kurt Schauer ,Nis. Julie Collins Mr. Don Gold FORMER COUNCIL MEMBERS PRESENT: Ms. Sally Parsons COUNCIL MEMBERS ABSENT: ,Nis. Delores Holmes Mr. Jerry Garner STAFF PRESENT: "Draft — Not Approved" Note: minutes are not verbatim Mr. Howard Solotroff— Vice Chair Mr. Tony Kelly Ms. Erin Breen Chrusciel Ms. Lois Roewade ,Is. Naomi Sondak Mr. Seymour LaRock Ms. Laura Saviano Mr. Douglas J. Gaynor, Director of Parks[Forestry and Recreation Mr. Robert Dorneker, Superintendent of Recreation The meeting was called to order at 6:40 p.m. APPROVAL OF COUNCIL MINUTES The meeting minutes of February 17, 2004 were approved with no amendments. Public Relations — There was discussion of putting together arts event calendar for the full year for all art -related events taking place in Evanston. A grant application has been filed with the Evanston Community Foundation for production costs. Introductions — Everyone in attendance introduced themselves with a brief biography. Cultural Fund — There %vas discussion of the panels that convened to report action recommendations to the Arts Council sub -committee. These recommendations of the sub- committee were distributed to the full council (see attached document). The sub -committee established that funding, provided by an Illinois Arts Council grant and the City of Evanston, would be distributed to the "highest point scorers" in each of the artistic disciplines or categories. The three types of grants offered (individual, organization project, organization stability) were discussed. The motion was made to vote on accepting or rejecting the grant recommendations, not including a "to be determined" portion related to excess funding. The motion was seconded. After a brief reading and discussion of the applicants' proposals, the motion to approve the recommendations was unanimously approved by the council. Discussion occurred concerning the "to be continued" consideration of the grants, which was an extra 52.050 in grant funding. The following options for the excess funds were explored: give it to the individual or group that had the next highest score, "spread it out' among those already selected to receive a pant, or put it in a restricted account and "hold it over until next year." A vote was taken aid 1 was in favor of offering a grant to another participant, 5 were in favor of spreading it among the alre—dy selected grant recipients, and 4 were in favor of putting aside the funding until next year, thus the motion passed to spread the funding among the already selected recipients. The issue was raised whether to split the remaining pant funds equally among all grant recipients or on a percentage basis according to the recipients' awarded grants. It was motioned that the funding be divided equally with an extra 5130 being added to each grant. The motion was seconded and approved with 9 in favor and 1 abstention. Public .art — There was discussion of the status of the pieces of public art for the Maple Street garage. Mr. Douglas J. Gaynor has agreed to get back to the council regarding the artwork at the elevator Iocation at the next meeting. Douglas J. Gaynor also informed the council of the memo in their packet regarding the update on the Lincoln Schatz public art piece. Director's Report — Staff stated that there will a meeting of the Community Service sub- committee the following week. Community Service — There was discussion concerning the budget consideration that occurred the previous year at a City Council meeting to do away with the community service portion of the Noyes Cultural Am Center tenant leases. Old Business -By -Laws — There was discussion about the task force formed by the Arts Council in 2002 that came up with several recommendations concerning use of the Noyes Cultural Arts Center. The Arts Council is to make comments on those task force recommendations, and then forward both to the Human Services committee of the Evanston City Council. There was further discussion concerning the lack of ethnic diversity among resident artists of the 927 Noyes building, plus comments concerning the application process and procedures for selecting resident artists. The task force's recommended alteration of the tenant application review page from "commitment to affirmative action" to "commitment to diversity of audience and content" was discussed in the context the ambiguity of the term "diversity." The point was raised that the Cultural Fund's discussion of the various parameters of diversity - including age, disability, economic background and sexual orientation, among others - brings clarity to this issue. The motion was made to strike Section III, Number 5 from the Procedure and Criteria page concerning applicant's financial need. The motion was seconded, and was approved with 6 in favor, 1 opposed and 1 abstention. Likewise the motion was made to remove Line 5 and "financial need" language from the first page score sheet. The motion was seconded, and was approved with 6 in favor and 2 opposed. The motion was made to add the language "... to run a credit check to determine ability to pay rent" to Line 25's statement concerning the need to receive the applicant's tax form, financial statement and other proof of income. The motion was seconded and approved kith 8 in favor and 1 abstention. The motion was made to strike Line 24 concerning the "commitment to affirmative action." The motion was seconded, and approved Aith 9 in favor and none opposed. Mr. Solotroffmotioned that this discussion concerning use of -affirmative action" versus use of "diversity" be returned to at a later time. Ms. Collins seconded the motion, and it was approved with 9 in favor and none opposed. Mr. Douglas Gaynor reported that the artist for the mural at Haven School has 35 days to report back to Mr. Gaynor. New Business — There was discussion concerning sharing a table with Block Gallery at the Arts Chicago event at Chicago Navy Pier taking place May 6 -May 10, 2004. Council members were encouraged to volunteer to assist with tabling at the event. Addendum —John discussed his proposal concerning opening an Arts Center in Evanston. He came to the Arts Council meeting seeking support from individuals on the council concerning this project, including getting petitions signed by citizens in support of his proposal. The motion was made to write a collective letter in support of Mr. 's proposed project. The motion was seconded, and approved unanimously. ADJOUIWINIENT The meeting adjourncd at 9:00 p.m. The next meeting of the Evanston Arts Council! is April 20, 2004 at tine \oves Cultural Arts Center at 7:00 p.m. 3 Minutes or the Evanston Arts Council April 20, 2004 COUNCIL ,IIEMBERS PRESENT: Ms. Virginia Roeder — Chair Mr. Tony Kelly Mr. Kurt Schauer Mr. Don Gold COUNCIL MEMBERS ABSENT: Mr. Howard Solotroff— Vice Chair Mr. Jerry Garner GIs. Marla Ellsa Laracuente Mr. Seymour LaRock STAFF PRESENT: "Draft — Not Approved", Note: minutes are not verbatim Ms. Delores Holmes Ms. Naomi Sondak Ms. Erin Breen Chrusciel GIs. Valerie Calloway Ms. Lois Roewade ,Nis. Laura Saviano GIs. Julie Comns Mr. Robert Dorneker, Superintendent of Recreation :fir. Brent Rltzei, \oyes Cultural Arts Center Secretary The meeting was called to order at 6:41 p.m. APPROVAL OF COUNCIL MINUTES The approval of meeting minutes from March 16, 2004 was suspended due the fact that the Arts Council did not have sufficient time to review them. Introductions — New Arts Council member Ms. Valerie Calloway was introduced to the Council. Community Service — Ms. Erin Breen Chrusciel reported that the Community Senice sub- committee did not meet since the previous Arts Council meeting. Ms. Virginia Roeder indicated that this is only the second year of the Arts Council involvement in the community service requirements of Noyes Cultural Arts Center resident artists, which allows for Noyes tenants to have IS% of their rent subsidized in exchange for the implementation of Council approved community service projects. The Evanston City Budget released in January 2003 had eliminated the community service option and upped Noyes tenant rents 15%, which the Arts Council unanimously opposed, thus leading to the Arts Council greater involvement in the resident artist community service projects. fir. Bob Domeker further indicated that Noyes staff was compiling a list of upcoming community ser%icc activities, and encouraged Council members to attend those activities for the purpose of observation and confirmation of fulfillment of the resident artist proposals. Public Relations - Nls. Virginia Roeder indicated that the Francis Willard House is looking for volunteers to assist on Sundaes. Ms. Erin Breen Chnt;ciel and Mr. Tony Kelly expressed an interest in assisting, and were given Nis. Kim Olson-Clark's contact information for the purpose of volunteering. Public ,art - In regards to the public art at the Maple Street garage, it was indicated by Mr. Bob Domeker the artist Lincoln Schatz couldn't complete his proposed art piece "for the price' due to structural issues, and instead was offering three smaller pieces to place at street level. Mr. Bob Domeker indicated that the artwork for the elevators in the garage will be finished and installed within two to four weeks. He also relayed that the installation of two pieces of public art at the Levy Center had been completed. Cultural Fund -Ms. Virginia Roeder passed out sample examples of both acceptance and rejection letters for the 2004 05 Cultural Fund Grant Awards, which were read aloud. Discussion ensued concerning changes in the rejection letter specifically, and fir. Don Gold volunteered to redraft portions of the letter to reflect the Council's agreed changes. Mr. Bob Dorneker indicated that no official action was necessary from the Arts Council to edit the Ietter. Next recommendations from the Cultural Fund Committee concerning the Cultural Fund Grant Program Guidelines were presented to the Arts Council. In regards to eligibility, the Cultural Fund Committee recommended that statement number 3 from the front page of the guidelines be changed from "Evanston non -arts organization such as churches and social ser%ice agencies which choose to sponsor arts programming..." to "Evanston non -arts organizations such as churches which choose to sponsor art programming open to the entire public." After some discussion, Mr. Don Gold motioned to further eliminate the language "such as churches" and "entire" from the clause. %fr. Kurt Schauer seconded the motion, and it was approved unanimously. At this point Mr. Bob Domeker indicated that any and all changes approved by the Arts Council must also be approved by the human Ser-Oces Committee of the Evanston City Council. He also suggested that these changes should get "run by" someone from the Illinois Arts Council, in light of the fact that the Cultural Fund receives S14.000 annually from an Illinois Arts Council grant. The Cultural Fund Committee further recommended that statement number 4, "Evanston public and private schools which host professional visiting artists," be omitted from the guidelines. Ms. Valerie Calloway motioned to approve the omission, Ms. Erin Breen Chrusciel seconded the motion, and it passed with 5 in favor, 2 opposed and I abstention. There was also discussion concerning redrafting the -Purpose And Funding Sources" first paragraph of the Cultural Fund Grant Program Guidelines, which Nfr. Don Gold was appointed to rewrite. Recommended changes to the review process point system were then discussed. with Ms. Virginia Roeder elucidating how "artistic quality and innovation" was changed by the Cultural Fund Committee to "artistic quality, emphasis on excellence" due to the arbitrariness that the term "innovation" came to embody in the context of artistic quality (i.e. innovative for whom?). It was also processed how the "new applicant bonus points" (totaling five) were recommended to be eliminated by the committee as a parameter of the review process. Ms. Naomi Sondak expressed an interest in secing the new applicant bonus remain a part of the language, in order to encourage fresh perspectives. Ms. Delores Holmes pointed out that a new applicant does not necessarily mean new ideas. Finally, the committee's recommendations concerning a new point breakdown was discussed, with the explicit goal of increasing the importance of the "artistic quality" component in the review process. The recommended changes in the point system rendered the following breakdown: 1) Ind. Arts Org. Stability A clearly state artistic coal, reflected in the project 15 15 30 description Artistic quality, emphasis on excellence 50 50 50 Community involvement & cultural diversity 15 15 — E%idence of ability to carry out proposal 20 20 20 Nis. Erin Breen Chrusciel motioned to approve the new point breakdown along with the re -visions and deletions recommended by the Cultural Fund Committee. Sis. Delores Holmes seconded the motion, and it was approved 6 in favor with 2 abstentions. Site Cultural Fund Committee's recommendation that all applicants be divided into two groups, with each group being able to apply for a grant on alternate years, was then discussed. One group, who would be able to apply for program grants in odd number years (starting in 2005), would consist of Evanston Arts Organizations. The other group. which would consist of Individuals and Non -Arts Organizations (such as churches and schools) seeking program grants, along with Organizations seeking stability grants. would be able to apply in even number years (starting in 2006). his. Erin Breen Chrusciel motioned to approve the alternating year proposal; it was seconded by :fir. Burt Schauer, and was passed with 7 in favor and 1 abstention. The question of whether or not stability grants should be offered at all was raised, and it was agreed that this issue should be explored further with a study into the effectivcness of these grants. The issue of Cultural Fund Grant recipient group duplication was then discussed. This rule requires that if more than one organization writes a grant choosing the same group to be the recipient of the arts program, only one of the organizations applying for a Cultural Fund Grant can actually receive it, regardless of their review process score. This stipulation allows for the spreading of grants around to various recipients; however it has also led to high scoring and excellent programs receiving no funding, grants being given to proposals with lower scores, and limiting undersemed recipients to only one special arts program. Ms. Virginia Roeder indicated that the Cultural Fund Committee had discussed the issue in detail but they could not reach a recommendation, even though 9 of the 29 Cultural Fund Grant applicants were affected by this policy of no recipient duplication. Mr. Don Gold motioned to delete section III and eliminate the language concerning recipient duplication, meaning that Cultural Fund Grants would be given strictly in order of the highest point tally. Ms. Naomi Sondak seconded the motion, and it passed with 7 in favor and 1 abstention. Further recommendations of the Cultural Fund Committee that were discussed but not voted on by the Arts Council include that it is okay for a grant recipient to move out of Evanston after receiving a grant (as long as the grant proposal is completed), incomplete applications will not be accepted, a letter of agreement between the grantee and the grant recipient should be required as part of the grant, panelists should be given one hour (as opposed to the current one minute) to view visual materials, and that the entire Arts Council be part of the process (on a voluntary basis) to read the "letters of intent" from the applicants. Arts Chicago — There was discussion concerning sharing a table with the Block Gallery at the Arts Chicago event at Chicago Navy Pier taking place Niay 6 - May 10, 2004. Council members 3 were encouraged by Ms. Virginia Roeder to volunteer to assist with tabling at the event. Mr. Kurt Schauer volunteered to table on Saturday, May 8, and his. Naomi Sondak expressed an interest but indicated that she would have to check her schedule. There was also further discussion concerning a banner for the table at the event. Mr. Bob Dorneker indicated that any banner financed by the Arts Council would have to read "Evanston Arts Council" and could not read simply "Evanston Arts" or "Arts Evanston." ADJOLMNINiEIN'T The meeting adjourned at 8:42 p.m. The next meeting of the Evanston Arts Council is ,NIay 18, 2004 at the Noyes Cultural Arts Center at 6:30 p.m. 4 minutes of the Evanston Arts Council .Niay 18, 2004 COUNCIL ME.NIBERS PRESENT: 31s. Virginia Roeder — Chair 31r. Howard Solotroff— Vice Chair ,Nis. Julie Collins fir. Don Gold COUNCIL `iE.NIB£RS ABSENT: ,Nis. Erin Breen Chrusclel Mr. Jerry Garner Ms. Jiaria Elisa Laracuente Ms. Naomi Sondak STAFF PRESENT: "Draft — Not Approved" Note: minutes are not verbatim his. Delores Holmes 5Ir. Seymour LaRock ,Nis. Lois Roew•ade Ms. Valerie Calloway Mr. Kurt Schauer 1Is. Laura Saviano fir. Tony Kelly INIr. Robert Dorneker, Superintendent of Recreation `Jr. Brent Ritzel, Noyes Cultural Arts Center Secretary OTHERS IN ATTENDENCE: INIr. Scott Gordon, Daily Northwestern reporter INIr. Jason Loewlth, Next Theatre The meeting was called to order at 6:35 p.m. Introductions — Audience member Scott Gordon, reporter for the Daily Northwestern, introduced himself to the Arts Council and stated that he was interested in the Arts Council's opinion on Northwestern University student interaction and participation with the Arts Council. Ms. Virginia Roeder responded: "I perceive that there would... might be occasion where we could use Northwestern students in some capacity." Mr. Howard Solotroffadded that the topic was "too big of an issue... we should maybe put it on the table for the next month or the future." The Arts Council concurred. APPROVAL OF COUNCIL .N1INUTES The approval of meeting minutes from March 16, 2004 was postponed due the fact that the Arts Council members had not reviewed the minutes recently enough to draw a conclusion. The Arts Council also suspended approval of the April 20, 2004 minutes initially, according to Ms. Virginia Roeder, because "we had a lot of separate votes with all this and it makes it look like there was just one big vote." After further discussion it was concluded that, according to Ms. Virginia Roeder, "basically the information is correct, however we need a little bit more supporting material." Communityv Service - The Co tunity Ser%ice sub -committee did not meet since the previous Arts Council meeting. Mr. Bob Dorneker indicated that all Noyes tenants with Community Senice still to complete from tre 2003,2004 fiscal year have been met with. He further clarified that the tenants that do not complete their Community Ser%ice requirement will be required to pay the remaining 15% of their re:,t_ which would have otherwise been subsidized through their Community Service aeti%incs. Cultural Fund -Ms. Virginia Roeder discussed how the recommendations of the Arts Council from the previous April 20 meet:ng concerning changes in Cultural Fund Grant Program Guidelines were accepted by the Human Services Committee of the Evanston City Council. These recommendations were then passed onto the City Council itself, and they were accepted with minor changes. It is then discussed that due to the fact the Cultural Fund will be awarding pants in alternating years to ar,,s organizations (i.e. 2005) and individuals, non -arts organizations and stability grants (i.e. 2006). tr,e Arts Council would have a year to determine if stability grants "are doing what they're actually supposed to do," according to Ms. Virginia Roeder. The discussion whether churches should count as arts organizations or not ensued, with Mr. Seymour LaRoek pointing out that "art is incidental to the primary purpose of the church." The Arts Council concurred, agreeing to "leave it at that." and Mr. Dorneker indicated that no action need be taken, thus no motion was made. Public Relations - Nothing to report. Public Art -,Mr. Bob Dorneker reported that three out of four of the panels of the Cultural Fund mural project for Haven School are completed and have been installed. The artist is still working on the fourth panel, which «ill be delivered to the school and installed when completed. Director's Report -.Mr. Bob Domeker announced that the search for a new Cultural Arts Division Director had started the previous week, and that until a new Director is hired Jessica Bullock would be serving as Interim Cultural Arts Division Director. The question was raised by the Arts Council as to the hiring process. Mr. Bob Dorncker indicated that City staff handles the hiring, and that the Arts Council would have no role in the hiring. Iv1s. Lois Roewade expressed an interest in Arts Council ha%ing some role in hiring a new Cultural Arts Director: "I'm surprised that in the last round we were [involved in the hiring] and that that has been taken away this time." Mr. Bob Dorneker encouraged the Arts Council to speak with Mr. Douglas Gaynor concerning this. Ivir. Dorneker also announced the monthly tenants meeting, which takes place on the third Thursday of each month at 4:00 pm. Arts Chicao - Ms. Virginia Roeder discussed her participation on behalf of the Evanston Arts Council in the Arts Chicago event that took place May G - May 10, 2004 at Navy Pier in Chicago, indicating that she was the only member of the Evanston Arts Council to take part in the table co -sponsored by the :'arts Council (other co-sponsors included the Evanston Art Center and the Block Gallery). tits. Roeder also discussed the fact that the Evanston Arts Council was not mentioned in the Noyes Cultural .-arts Center paragraph in the official Arts Chicago program guide: "The Evanston Arts Co,_ncil is not mentioned, and we put a tremendous amount of effort into Noyes, so I was wondering who'.tiTotc it?" No conclusion was reached regarding this inquiry. Bv-]-a%vs - There was discussion of when Ms. Delores Holmes joined the Arts Council two years prior, she noticed the Arts Council did not have by -taws, so she started developing by-laws on behalf of the Arts Council. \Is. Virginia Roeder indicated that, "my feeling is what's hanging it up right now is the section having to do with ~oyes." Quoting former Arts Council member Ms. Rose Jourdain, Ms Roeder continued: -We're doing so much work and spending too much time on Noyes, why don't we just forget it, and do other things with our time." The Arts Council concurred that this issue should be discussed more at the foIlow-ing June 15, 2004 meeting. Mr. Bob Dorneker agreed to distribute copies of the by-laws to all members of the Arts Council. New Business —Mr. Jason Loewith addressed the Arts Council concerning Next Theatre's interest in changing projects for a Cultural Fund Grant that they had received this year. Mr. Loewith was seeking Arts Council approval for this change, as he presented a letter signed by Mr Douglas Gaynor and Ms. Virginia Roeder which indicated that: "Substantial changes [to the Cultural Fund Grant Proposal] should be submitted to, and approved by, the Arts Council." Mr. Bob Dorneker indicated that this process includes first submitting the revised proposal to City staff to make certain that everything is in order, and then it is City staffs responsibility to bring those changes to the Arts Council. Mr. Loewith continued that the letter he received indicates otherwise. Mr. Dorneker reiterated that the process of submitting changes to the Arts Council begins with review of materials by City staff. Ms. Virginia Roeder expressed dissatisfaction with her name being included on a document that she was not aware of, and recommended that the City be very careful with what it sends out with her name on it. The summer Starlight Concert Series was discussed, and it was indicated that members of the Arts Council could sign-up to table at the concerts at the following Arts Council meeting. Ms. Lois Roewade indicated that she is Arts Council liaison to the Lakeshore Arts Festival, and likewise Ms. Julie Collins announced that she is the Arts Council liaison to the Ethnic Arts Festival. ADJOURNMENT The meeting adjourned at 7:56 p.m. The next meeting of the Evanston Arts Council is June l5, 20W at the Noyes Cultural Arts Center at 6:30 p.m. 3 Minutes of the Evanston Arts Council June 15, 2004 COUNCIL MEMBERS PRESENT: .is. Virginia Roeder — Chair Mr. Seymour LaRock tiir. Don Gold Mr. Kurt Schauer COUNCIL MEXIBERS ABSENT: Mr. Howard Solotroff— Vice Chair tiir. Jerry Garner Ms. Marla Elisa Laracuente STAFF PRESENT: "Draft — Not Approved" Note: minutes are not verbatim Ms. Delores Holmes INts. Lois Roewade fir. Tony Kelly .Nis. Erin Breen Chrusciel .Nis. Julie Collins .NIs. Naoml Sondak ,Nis. Valerie Calloway Mr. Douglas Gaynor, Director of Parks/Forestry & Recreation 1Ir. Robert Dorneker, Superintendent or Recreation Mr. Brent Ritzel, Noyes Cultural Arts Center Secretary OTHERS I\ ATTENDENC£: Mr. Jason Loewith, Next Theatre The meeting was called to order at 6:40 p.m. APPROVAL OF COUNCIL MUNUTES The minutes from April 20, 2004 were passed unanimously (motion to pass was made by Ms. Delores Holmes and seconded by Ms. Erin Chrusciel) with the following amendments: that the sentence "...this is only the second year of the Arts Council involvement in the Noyes Cultural Arts Center resident artist community service requirements..." in the Community Service section be changed to "...this is only the second year of the Arts Council involvement in the community service requirements of Noyes Cultural Arts Center resident artists", add "by Mr. Bob Dorneker' to the sentence in the Public Art section to read "...it was indicated [by Mr. Bob Domeker] the artist Lincoln Schatz couldn't complete his proposed art piece...". and add "by Ms. Virginia Roeder' to the sentence in the Arts Chicago section to read "Council members were encouraged [by his. Virginia Roeder] to volunteer to assist with tabling at the event." The minutes from May 18, 2004 were passed unanimously (motion to pass was made by Ms. Virginia Roeder and seconded by Mr. Kurt Schauer) with the following amendments: add "on behalf of the Evanston Arts Council" to the sentence in the Arts Chicago section to read "Ms. Virginia Roeder discussed her participation [on behalf of the Evanston Arts Council] in the Arts Chicago event...'; and properly attribute the quote "We're doing so much work and spending too much time on Noyes...-. that was merely being referenced by 1N1s. Virginia Roeder in the By- laws section, to Ms. Rose Jourdain. Ms. Virginia Roeder raised the discussion of N-hether or not to postpone approval of the March 16, 2004 meeting minutes to the July 20. 2004 meeting. It was agreed --with four voting yes, three voting no and one abstention —to go ahead and complete approval of the March 16, 2004 minutes in the current meeting, to not postpone the revisions and related vote for approval. The minutes from March 16. 2004 were passed unanimously (motion to pass was made by tics. Erin Chrusciel and seconded by Mr. Don Gold) with the following amendments: delete "By -Laws" after the Old Business section heading:...'; and add "by ifs. Virginia Roeder" to the sentence in the New Business section to read "Council members were encouraged [by Ms. Virginia Roeder] to volunteer to assist with tabling at the event." Community Service - Community Sen•ice sub -committee chair Ms. Erin Chrusciel presented to the Arts Council a draft of the Noyes resident artist Community Service guidelines and related forms. She indicated that this year's (2004) Community Service projects have already received approval, and that at the following meeting a schedule of Community Service events will be available for the purpose of Arts Council site %isits. Ms. Chrusciel added that this is only the second year of Arts Council involvement in resident artist Community Service, and that the Arts Council and Noyes Cultural Arts Center staff are now sharing the responsibility of site visits and monitoring of the resident artist projects. Ms. Delores Holmes expressed that it is Arts Council that is responsible for the site visits and "it is really not a staff responsibility," adding that "if we want Community Service, then we need to take responsibility." Mr. Kurt Schauer recommended adding a space on the site visit scheduling form for the name of the Arts Council member that is conducting the site visit, so that the resident artist would know who is responsible for their evaluation. Ms. Lois Roewade inquired into whether or not the tenant gets the site visit review back once the evaluation is completed. Mr. Bob Domekcr indicated that in the past, those evaluations have not been given back to the resident artists, with Mr. Douglas Gaynor adding that the site visit evaluations arc public information and tenants can access the forms if they so choose. Ms. Virginia Roeder indicated that site visits had not been done on a regular basis until the previous year, so the v.-hole process is still being formalized. fir. Seymour LaRock motioned to accept the Community Service forms as presented by the sub -committee. \ts. Lois Roewade seconded the motion. and it was approved with 7 in favor, 0 opposed, and 1 abstention. Ms. Lois Roewade added that it would be preferable to receive such drafts prior to a meeting in order to review them beforehand. Cultural Fund -Mr. Douglas Gaynor indicated that a communication was received back from the City of Evanston Law Department which advised the Evanston Arts Council not to allow any successful Cultural Fund Grant applicant to change the content upon which the award is based. It was determined that allowing Next Theatre, or any other successful grant applicant, to change the grant would be unfair to the unsuccessful applicants who did not receive an award. In order to receive the grant, Next Thcatre would have to present the play on which its successful application was based. which vas "Voices From Jerusalem." Mr. Gaynor concluded that Next Theatre would have to do "Voices From Jerusalem" before March 1, 2005, or they will have to forfeit the grant, in which case the S2070 grant would go back into the revolving Cultural Fund Grant account to be awarded in 2005. Mr. Jason Loewith of Next Theatre indicated that he would be consulting with the Next Theatre board over the next couple of days concerning the Law Department's decision. Public Relations -Ms. Virginia Roeder relayed that she has a list of individuals who are interested in the arts to add to the database, who signed -up at the Arts Chicago event. She inquired as to whether or not Arts Council could share this list with other arts organizations. Mr. Bob Dorneker indicated that the City of Evanston usually does not share its mailing lists. Ms. Erin Chusciel recommended creating two lists, and at fi:rure events to inquire whether the individual would be interested in being on a list that will be available to all arts organizations. Ms. Delores Holmes recommended that future sign-up lists include boxes to check that address people's preferences in terms of what arts organizations they would be willing to receive mail from. Mr. Don Gold inquired into whether it would po,sfale for Ans Council to have column soliciting volunteers in the City's .4rts & Recreation m2gazine. fir. Douglas Gaynor encouraged Mr. Gold to contact Evanston Public Information Specialist Martha Logan directly concerning this possibility. .leis. Virginia Roeder then passed around a sign-up sheet for the summer Starlight Concerts, encouraging members to sign-up to table for and promote the Arts Council. She then discussed the dates and times of the upcoming Ethnic Arts Festival (July 17 & 18, 2004) and Lakeshore Arts Festival (August 7 & 8, 2004), indicating that the Acts Council wiII be hosting a booth at both events. Ms. Roeder encouraged council members to sign-up for tabling responsibilities via email. Ms. Delores Holmes verbally agreed to work the Arts Council booth on Saturday, July 17, 2004 from 4:00 to 6:00 pm. Public Art -Ms. Delores Holmes inquired into the Public Art Committee's interest in continuing to put sculptures along McCormick Street up to Green Bay Avenue. Mr. Douglas Gaynor indicated that he informed the Public Art Committee that they would have to meet with the Ladd Arboretum Committee and the Environmental Association before moving forward with such projects. %ir. Gaynor relayed that the Public Art Committee is in the process of finishing up the Public ArtMap, and that in transition the Noyes staff had misplaced the latest edition of the Public Art Committee mural policy. Mr. Gaynor added tl'.at the Public An Committee has also been discussing the controversy over graffiti art in the City of Evanston, and also that the agreement on the Maple Street Garage piece by Lincoln Schatz is in the process of being finalized. Mr. Tony Kelly raised the issue of whether or not Lincoln Schatz changing his sculpture from -Nimbus" to "Penelope" was legal, and Mr. Gaynor assured the Council that the Law Department is handling the transaction and that they would not do something that is illegal. Director's Report - Mr. Douglas Gaynor reported that he will be looking for both Evanston Aris Council and Public Art Committee input "on an individual basis" as to the type of person the City of Evanston needs as the Cultural Arts Director, and that he has created a memo requesting this information and feedback. Mr. Gaynor also indicated to Ms. Lois Roewade that "the answer is `no"' concerning a larger Arts Council role in the Cultural Arts Director selection process. Mr. Gaynor further indicated that he is seeking feedback and suggestions concerning to whom the City of Evanston is sending recruitment notices. Nov" Task Force -Ms. Virginia Roeder indicated that the Arts Council is in the process of determining their response to the long term task force recommendations concerning the Noyes Cultural Arts Center, adding that there is just one payee remaining to complete. Task Force Recommendation "'I concerned the feasibility of recruiting visiting artists to the Noyes Cultural Arts Center. Mr. Douglas Gaynor indicated that as artists have different needs according to their chosen medium, so too are the Noyes' rooms set-up accordingly. `sir. Gaynor continued that the City Council wants the Noyes Center to be scl f-sustaining and that they are in the process of moving towards three-year leases for resident artists, and that hosting visiting artists would require a lot of effort and ongoing recruitment to keep it going. Mr. Tony Kelly added that it would be a lot of work for "something that would not be productive." Ms. Erin Chrusciel motioned not to accept Recommendation =1 as a feasible long term recommendation. Mr. Seymour LaRock seconded the motion, and the recommendation was unanimously rejected. Task Force Recommendation =2 stated: "Make Noyes a hub for artistic initiative by placing Evanston artists into schools for residencies funded jointly by the City, the Evanston Community Foundation, and perhaps McDougal Littell" %fr. Douglas Gaynor inquired into whether anyone knew how McDougal Littell "got their name put on this sheet and do they know it?" Mr. Don Gold recommended replacing "funded jointly by the City, the Evanston Community Foundation, and perhaps McDougal Littell" with "providing that funding can be attained." Ms. Lois Roewade recommended replacing "placing Evanston artists" with "placing Noyes artists." Mr. Don Gold motioned to accept Mr. Roewade's recommendations, Ms. Delores Holmes seconded the motion, but then she indicated that she did not want to second that amendment. Ms. Virginia Roeder recommended dropping "make Noyes a hub for artistic initiative..." because it does not really say anything, and further added that she has an objection to the recommendation on the basis of "Noyes artists" vs. "Evanston artists", indicating that she is hesitant to recommend only Noyes tenants. Mr. Douglas Gaynor suggested Cling this task force recommendation under Old Business as another program for the Arts Council to consider, and to discuss it in the future. Ms. Virginia Roeder motioned for the Arts Council to discuss this issue on a community -wide Ievel at a later date. Mr. Seymour LaRock seconded the motion, and it was approved unanimously. Task Force Recommendation P3 stated: "House all festival offices at Noyes, making Noyes the nerve center of administration of the arts in Evanston and creating efficiencies of operations." Ms. Virginia Roeder inquired into whether this recommendation is even feasible. Mr. Douglas Gaynor suggested that it was a great idea, but indicated that there simply is not the space for such a thing, along with the fact that other festivals such as Fountain Square, the Custer Street Fair, and Evanston First Night already have specific office situations. \fr. Tony Kelly motioned not to accept Recommendation =3 as a feasible long term recommendation. Ms. Delores Holmes seconded the motion, and the recommendation was unanimously rejected. Task Force Recommendation #4 stated: "Expand the center creating a new building that blends commercial and artistic space, including a combination of work/li%ine space producing tax revenue. Create a colony of artists." A discussion ensued concerning short term vs. Iong term plans, with Ms. Lois Roewade pointing out that these are specifically long terms goals that are not necessarily going to happen anytime soon, adding that there were visionaries 20-30 years ago that conceived of creating the Noyes Cultural Arts Center as it is now understood today. Mr. Douglas Gaynor indicated that living spaces do generate revenue, which could help pay for the rest of the building and its more specifically artistic purposes. Ms. Delores Holmes motioned to accept Recommendation #4 with the edit: "[Explore] expanding] the center..." Ms. Erin Chrusciel seconded the motion, and it was approved with G in favor and 2 abstentions. Rv-Laws — hts. Virginia Roeder indicated that the Council would be reviewing Article 7, Section 2, page 4 of the lay -Laws concerning standing committees of the Evanston Arts Council and their functions. Ms. Roeder discussed how the Advocacy & Planning no longer exists and should be scratched from the list, and elucidated that the following committees currently exist and are well - staffed: Cultural Fund, Public Relations, Research, and Noyes Community Ser%ice. She further indicated that the Public Art Committee is a one person liaison position, currently filled by Mr. Tony Kelly, and that the Cultural Diversity committee currently has no members. Ms. Roeder then discussed the Noyes Cultural Arts Center committee as "probably the oldest [committee] in the Arts Council, and probably was the eery first one that was formed," adding that "about two years ago it sort of started slowly fading away." Ms. Roeder added that one area of the committee that has remained active is in regards to Noyes studio rental, a sub -committee which consists of two members of the Arts Council and two staff members from City of Evanston. The areas of the Noyes committee that remain vacant include tenant activities, community space use, marketing and facility planning. Ms. Raeder explained that the By -Laws state that the Noyes committee is responsible for those are -as. and that if the Arts Council does not want to be involved with those acti%ities, or if they cannot staff them. then they should be stricken from the By -Laws. Ms. Roeder further related that the motion that (now former) Council member Rose lourdain had made the previous fall 2003 to eliminate the Arts Council's involvement in the Noyes Cultural arts Center, because "a lot of us were overwhelmed with all the decisions that we were making with Noyes," was in fact out of order to begin with precisely because it was in direct conflict with the axis Council By -Laws as written. Ms. Roeder raised the question "what is [Arts Councils] commitment to Noyes, what do we want to do?" Discussion then ensued concerning the following five areas: studio rental, community space use, facility planning, marketing, and tenant activities. In regards to studio rental, no one was opposed to maintaining the responsibility of having two Arts Council members join two City staff members in all decisions concerning potential tenants'resident artists. In regards to community space use, Mr. Douglas Gaynor indicated that Ieasing space is an administrative function that the City is responsible for, and it was agreed that there was no function for the Evanston Arts Council. In regards to facility planning, Mr. Gaynor indicated that his interpretation of this issue was that it referred to long and short term infrastructure improvements, which would be an administrative task. Mr. Bob Dorneker clarified that it refers to acti,6tities'events that were taking place inside the building, the programming end of what was happening inside of the Noyes Cultural Arts Center. Ms. Delores Holmes recommended that for greater clarity "facility planning" be changed to "facility use." to which there were no objections. In regards to marketing, it was agreed that the Arts Council does not market for Noyes and that in fact it was already "scratched out." In regards to tenant activities, it was agreed that this overlaps with facility use considerations. In light of these discussions, the following language was thus agreed upon: "The Noyes Cultural Arts Center committee is to make recommendations to the Arts Council policy regarding community space use, facility use and tenant activities. Two members of the Arts Council will participate in the selection process of the studio leasing. The council's recommendations are then forwarded to the City for approval." Ms. Roeder then inquired into whether or not the Arts Council should have a liaison to the Noyes Center responsible for ariending the resident artist meetings, who would be aware of the council's policies. Mr. Douglas Gaynor indicated that was an administrative function, but that it would be okay for an Arts Council liaison to attend the resident artist meetings if they so desired. Ms. Erin Breen Chrusciel indicated that it would be prudent "for us to be aware of what's going on," and volunteered to be the Arts Council liaison. ADJOUR-NMENT The meeting adjourned at 8:48 p.m. The next meeting of the Evanston Arts Couocll Is July 20, 2004 at the Noyes Cultural Arts Center at 6:30 p.m. 5 Minutes of the Evanston Arts Council July 20, 2004 COUNCIL MEMBERS PRESENT: Ms. Virginia Roeder — Chair Mr. Howard Solotroff— Vice Chair Mr. Seymour LaRock Mr. Kurt Schauer Ms. Valerie Calloway COUNCIL MEMBERS ABSENT: Mr. Jerry Garner Ms. Naomi Sondak Mr. Don Gold STAFF PRESENT: ".Draft — Not Approved" Tote: minutes are not verbatim Ms. Delores Holmes Ms. Erin Breen Chrusclel Ms. Lois Roewade Ms. Julie Collins his. Marla Ellsa Laracuente Mr. Tony Kelly Mr. Douglas Gaynor, Director of Parks/Forestry & Recreation Mr. Robert Dorneker, Superintendent of Recreation Mr. Brent Ritzel, \oyes Cultural Arts Center Secretary The meeting was eaIIed to order at 6:40 p.m. Chair's Comments — Ms. Virginia Roeder indicated that ten (out of the thirteen active) members of the Evanston Arts Council have been involved in Cultural Arts Division activities in the previous month outside of the regular council meetings. These activities include the Starlight Concert Series (Ms. Lois Roevsade, Ms. Virginia Roeder, Mr. Kurt Schauer), Ethnic Arts Festival (Mr. Howard Solotroff, Ms. Valerie Calloway, Ms. Delores Holmes, Mr. Tony Kelly, Ms. Julie Collins, Ms. Lois Roev ade, ,tits. Virginia Roeder), and the Public Relations meeting (Mr. Kurt Schauer, Mr. Howard Solotroff. Mr. Don Gold, Ms. Virginia Roeder, Ms. Erin Breen Chrusciel). Ms. Virginia Roeder also announced that council member Ms. Delores Holmes had a stretch of McDaniel Street in Evanston, the 1700 bloc]:, named after her. APPROVAL OF COUNCIL MINUTES - The minutes from the previous June 15, 2004, Arts Council meeting were not completed, so Mr. Howard Solotroff made the motion to not vote on the minutes, it was seconded by Ms. Erin Breen Chruscicl, and the motion was passed unanimously. Cultural Fund — Nothing to report. Research Committee — Did not meet. Community Ser%ice — Community Service sub -committee chair Ms. Erin Breen Chnisciel announced that there is only one potential site visit event taking place in August, a workshop by Kids Can Dance at the upcoming Lakeshore Arts Festival. There was some confusion given the date of the workshop, as Ms. Chrusciel had August 4. 200.4 as the date in her information, but the Lakeshore Arts Festival itself takes place on August 7 and S. 2004. Nir. Dorneker encouraged Erin to call and confirm the exact date of the workshop. Nis. Chrusciel added that the next possible site visit following the Lakeshore Arts Festival is a slide show presentation set for October by the Figurative An League at the North Shore Hotel. Public Art — Mr. Douglas Gaynor reported that at the most recent Evanston City Council meeting they went into a closed session because of the potential for litigation surrounding the Maple Avenue Garage Lincoln Schatz piece. "The Council asked for more information, so the issue was tabled until the next meeting when more information could be provided. Dr. Gaynor then related that the Public Art Committee had submitted four or five different events for Arts Week Evanston, taking place October 2 to I0, 2004. One event is to celebrate the new public art pieces that have come in the last year, including two at the Levy Senior Center. A second event is the "legislative breakfast," to take place Friday morning, October 8. 2004 at the Noyes Center. Director's Report —Mr. Douglas Gaynor reported that the interim Cultural Arts Director, Ms. Jessica Bullock, will be leaving employment with the City of Evanston for self-employment on August 20, 2004. Mr. Gaynor also discussed the unfortunate city policy that "somebody has to leave before you can actually post the job, which I find incredibly inefficient." Mr. Bob Dorneker announced an Arts Week Evanston organizational meeting to take place Friday. July 23, 2004, at noon at the Levy Senior Center. Mr. Gaynor added that in Ms. Bullock's absence, he and Mr. Bob Dorneker will be covering the Cultural Arts Director's responsibilities. Mr. Dorneker indicated that they received close to two hundred applications for the Cultural Arts Director position, and Mr. Gaynor related that they are in the process of the first round of sorting out those applicants that meet minimum qualifications and those that do not. Mr. Gaynor stated that he will definitely be utilizing the feedback concerning the Director's position given to him by a total of six Evanston Arts Council and Public Art Committee members. Ms. Delores Holmes inquired into whether or not they had a timeline in regards to the hiring of a Cultural Arts Director. Mr. Gaynor responded that there currently is no timeline primarily due to the department staff's current shift in focus to such things as Noyes resident artist Community Service, the Cultural Fund, summers festivals (Ethnic: Arts and Lakeshore Arts) and Starlight Summer Concert Series, Mr. Gaynor added that he has busy "focusing on the talent that we're bringing in for the concert series and the two festivals" with the Law Department and "waiving the insurance requirement for most performers." Mr. Gaynor also pointed to the fact that the department brings on an additional 500 employees for the summer months. Ms. Virginia Roeder added that she gave Mr. Douglas Gaynor a list of fifteen to twenty other arts organizations to be notified concerning the open Cultural Arts Director position. Public Relations — Ms. Virginia Roeder discussed the ideas generated from the previous Wednesday's Public Relations sub -committee meeting. Mr. hurt Schauer related that Mr. Don Gold had introduced the idea of "creating an Evanston Arts Council specific artist achievement award that vvilI be given annually to `x' number of artists in the community..." with an associated ceremony. Mr. Howard Solotrofi suggest that the awards ceremony be tied into Arts Week Evanston. ti'Ir. Douglas Gaynor recommended presenting the award in front of the Evanston City Council in order to give the Arts Council a higher visibility in front of the city council. Ms. Lois Roe%%ade inquired into whether such an award would compliment or conflict with the mayor's award for the arts. Mr. Howard Solotroff stated that "w c want to make sure that the reasons for the award are different enough from the mayor's. that it has its own substance." The council agreed that they are going to have to develop criteria for the award that makes it distinct from already existing awards. They also agreed that this %would increase the .Arts Council's overall .isibility. Ms. Lois Roc%vade raised the question concerning the budget for the art award. Ms. Virginia Roeder indicated that if the Arts Council comes up with specific items that they want on the budget they can present that to the city by October. Mr. Douglas Gaynor encouraged the Arts Council to get very specific budgeting requests in: "I think it is important, as we move into the budget preparation period. that you be planning what it is that you want to do starting next March 1". in the past there has been a lump sum because no one has done any advanced planning." Mr. Gaynor continued that the new budgeting system is very specific insofar as "everything is line itemed out." Ms. Virginia Roeder inquired if there were any objections to the arts award proposal being taken back to the subcommittee for discussion and refinement. No objections were expressed. Ms. Virginia Roeder then discussed a youth mentorship program that was introduced by Mr. Don Gold at the subcommittee meeting. which would involve a wort: study situation with juniors and seniors from Evanston Township High School. \is. Virginia Roeder clarified that the program would involve members of the Arts Council mentoring the students. Mr. Doug Gaynor recommended that further discussion be postponed until Mr. Don Gold is available to address further questions concerning his suggested program. Ms. Virginia Roeder inquired if fundraising possibilities was a matter that Mr. Don Gold had discussed with ,%lr. Douglas Gaynor. Mr. Gaynor indicated that Mr. Gold had inquired concerning possible large corporate sponsors. Mr. Gaynor related that he informed the subcommittee the previous week that every organizatioWcvent in the Department of ParkrForestry and Recreation is seeking sponsorship, including the Public An Committee, Ethnic Arts Festival, Lakeshore Arts Festival, and Starlight Concert Series. Mr. Gaynor continued he related to the subcommittee that "I am looking for corporate sponsors for various programs that I believe would be high visibility for which we could get S l5,000, 520,000, 525,000 or more..." A discussion ensued concerning the legality of receiOng sponsorship funding. and Mr. Gaynor explained how the department had created a 5010 non-profit organization which the department is depositing donations into. Further conversation followed concerning, fundraising possibilities. Mr. Kurt Schauer pointed out that discussion of the art awards arose in the context of funding possibilities, "because you just cannot ask a corporation for an "x" amount of money for no reason." Ms. Virginia Roeder then explained the proposal for the "Molly \lusic Award", which is in honor of former Arts Council Chairperson's \is. \lichelle Brodsky's stillborn child, Molly. At that time, in January or February of 2003, the Arts Council voted to honor Molly with some kind of award for a grade school music child, as Ms. Brodsky had taught music in the public schools. Ms. Roeder related that \fr. Douglas Gaynor notified her a month ago that the Arts Council now does have $150 that can be put towards the "Molly Music Award." Mr. Howard Solotroff related that he spoke with Amy Greenwood at the Music Institute of Chicago, and went on to read a letter from her that indicated: "... the Evanston Arts Council's Memorial Gift in memory of Molly Brodsky would be used to enable children with limited income to attend this half -day event at no charge. A gift of 5150.00 from the Evanston Arts Council would enable 50 children to attend the Mini -Music Camp on Veteran's Day November 11. 2005." [see attached for full letter from July 20, 2004.1 Ms. Virginia Roeder motioned to accept the proposal of the "Molly Music Award" as per the letter from the Music Institute of Chicago, Ms. Julie Collins seconded the motion, and it was approved with 8 in favor, 0 opposed. 3 The Gatherings I Tall: Arts — Ms. Lois Roewade gave a brief history of the Gatherings, a series of informational/educational arts -related workshops put on by the Cultural Arts staff, which tools place between 1997 and 1999. Ms. Roewade added that in 1998 there were four events that cost a total 52300, and inquired into whether it was something that the Arts Council wanted to resive. Mr. Bob Dorneker related that the Gatherings ceased due a combination of there being a budget reduction for the Recreation Department and "because the attendance was questionable at the end." Ms. Lois Roewade raised two issues concerning the possibility of bringing back this series of events: 1) Is this something that Arts Council thinks is important, is there a need for it?. 2) Funding. Mr. Domcker replied that there is approximately S600 in the Arts Council budgm which was supposed to be put towards a possible Arts Council retreat, but could be utilized to restart the Gatherings program. Ms. Julie Collins commented that it would be important for the Evanston Arts Council to engage in events like the Gatherings, in order to put the Arts Council out there in front of artists and arts organizations, as a resource for artists. It would give the council greater legitimacy. Ms. Virginia Roeder inquired of SIs. Lois Roewade: " NNIere do you want to go with this?" Ms. Lois Roewade indicated that she supports the idea, but wants to be sure she has the support of the Arts Council members for assistance in making the events happen. It was agreed that Ms. Lots RoeWade Would chair the Gatherings sub -committee, and Ms. Julie Collins volunteered to be a member of that sub -committee. A discussion concerning budgeting ensued. %ir. Douglas Gaynor discussed various possibilities for the Arts Council budget, and reflected on how their line item budget "is also what I consider a business plan, a work plan for next year." Ms. Valerie Calloway recommended putting together a calendar of all Arts Council events and meetings that will be taking place over the next year. Mr. Douglas Gaynor suggested that such a calendar would not necessarily include sub -committee meetings, but rather what the council acti%ities are, such as volunteer opportunities (i.e. Starlight Concert Series, Ethnic and Lakeshore Arts Festivals). Ms. Erin Breen Chrusciel related that it would make it easier for the new members of the Evanston Arts Council to volunteer for such things as Noyes resident artist Community Semice site visits "if they see on paper what exactly the time frame is of all the different activities." whether it is a regularly scheduled meeting, a subcommittee meeting, or volunteer opportunity. Mr. Douglas Gaynor noted that according to the by-laws the only thing required of an Arts Council member is that they attend the monthly meetings. and "if you miss three in row, you could be out." Mr. Gaynor related that "it would seem to me that if you are going to join the organization that you are going to volunteer to do something other than show up." Ms. Lois Roewade stated that policy needs to be clarified. Ms. Virginia Roeder added that technically the only requirement is attending meetings, and further participation is strictly voluntary. She further related the tremendous change in council member participation over the past two years. Mr. Douglas Gaynor reminded the Arts Council that part of their responsibility is also to advise the Evanston City Council. %1s. Julie Collins recommended that each member of the Arts Council compose a brief biography concerning who they are, what they do, what they bring to the table, in order to have a better sense of what the talents are of fellow Arts Council members. Mr. Bob Domcker stated that they could utilize the biographical information that is given to the mayor on the Arts Council applications. Mr. Douglas Gaynor suggested that the key is not self -promotion of individuals, but rather what the mission is of the Arts Council, "what is it that you are going to bring to the table collectively, to help the advocacy of arts in this community." Ms. Julie Collins indicated that she has been getting the message from the community, "what makes YOU the person that can advocate for me?" There was disagreement among council members concerning what individuals and art organizations are looking for from the Arts Council. Mr. Douglas 4 Gaynor indicated that would be a discussion appropriate for a council retreat, and reiterated that it is not a matter of who is on the council, but rather "what the Arts Council collectively can do for me as an arts organization or an artist." Ms. Lois Roe%mde related that for fund raising purposes it is standard procedure to include biographies of the individuals involved. Kurt Schauer added that there is nothing negative about having council members put together biographies, and that they would be complimenting the council at a base lc%-cl. tics. Virginia Roeder concurred. It was agreed that each council member should complete a six to eight line biography by September 1, 2004. New Business — Ms. Lois Roewade reminded the Arts Council that the Lakeshore Arts Festival will be taking place August 7 and 8, 2004. Ms. Roewade also brought up the fact the phone number on the Arts Council brochure is a hotline for Noyes evcnts (Starlight Concert Series, Lakeshore Arts Festival), and does not include any information concerning the Acts Council. She suggested encouraging Noyes staff to add information about the Arts Council on the outgoing message. Ms. Virginia Roeder volunteered to have her work phone number as a contact number in the message. It was agreed that Noyes staff would be consulted regarding making the appropriate changes. Finally, Ms. Virginia brought up the question of whether or not to have an Arts Council meeting in August (on the 17`s), as there is not a regularly scheduled meeting in August. In a unanimous decision, seven in favor and none opposed, it was agreed that an Arts Council meeting would take place on August 17, 2004. ADJOU%NNIENT The meeting adjourned at 8:28 p.m. The next meeting ofthe Evanston Arts Council Is August 17, 2004 at the Noyes Cultural Arts Center at 6:30 p.m. 5 Minutes of the Evanston Arts Council August 17, 2004 COUNCIL MEMBERS PRESENT: Ms. Virginia Roeder --Chair Mr. HOW2rd Solotroff— Vice Chair Mr. Kurt Schauer COUNCIL MEMBERS ABSENT: Mr. Jerry Garner Ms. Naomi Sondak ,Nis. Delores Holmes ,Nis. Erin Breen Chrusciel STAFF PRESENT: "Draft — Not Approved" Note: minutes are not verbatim Ms. Julie Collins Ms. Lois Roewade lis. Maria Elisa Laracuente Mr. Seymour LaRock ,Mr. Tony Kelly Ms. Valerie Calloway Mr. Robert Dorneker, Superintendent of Recreation Mr. Brent Ritzel, Noyes Cultural Arts Center Secretary The meeting was called to order at 6:40 p.m. Chair's Comments — In light of there not being a quorum present at the start of the meeting, Ms. Virginia Roeder discussed the reasons for the absence of several Arts Council members. Ms. Roeder then gave a brief rc%iew of the precious day's sub -committee meeting concerning The Gatherings, and them she announced that Arts Council member Don Gold had resigned. APPROVAL OF COUNCIL MIN TES - The minutes from the June 15, 2004, Arts Council meeting were brought up, but Mr. Bob Dorneker recommended waiting until a quorum was present before discussing them. The Arts Council aereed_ Cemmunity Service — Community Service sub -committee chair Ms. Erin Breen Chrusciel was not present, but Ms. Virginia Roeder stated that his. Chrusciel had wanted updated information concerning Noyes Resident Artist site visits in time to present to the Arts Council at this meeting. Mr. Bob Dorneker indicated that he had forwarded to her all the information he had concerning the site visit events. Cultural Fund — Did not meet. leis. Virginia Roeder inquired of Mr. Bob Dorneker if he knew when the new Cultural Fund guidelines for the 2005-2006 awards were going to be posted on the City's website. Mr. Bob Dorneker indicated that the City will be working on it very soon; but that their priorities have been to complete the latest issue of Arts & Recreation and that they are currently preparing materials for Arts Weeks Evanston. Mr. Dorneker stated that he would forward everyone the final draft that was approved by the Evanston City Council. Ms. Lois Roewade inquired into when the request for the letter of intent goes out to potential grant recipients. Mr. Domeker indicated that those usually go out by September. Ms. Roewade further inquired if there is also going to be a mention of the chances in the Cultural Fund guidelines in the materials that are sent out. Mr. Domeker stated that any time there is a change in the guidelines they include a letter. ,which gill also be posted on the City's website, specifying any significant changes. Public Relations — Did not meet. \It. Kurt Schauer indicated that he and Howard % ill have a sub -committee meeting before the next Arts Council meeting to explore the proposed awards, as they will need to regroup in light of 4ir. Don Gold's resignation from the council. Noves Committee — Mr. Bob Domeker indicated that Ms. Erin Breen Chrusciel, the Arts Council liaison to the Noyes resident artists, did not attend the latest resident artist meeting, which only three resident artists attended. Mr. Domeker shared that the meetings have been very positive, opening the lines of communication between staff and tenants, and that new ideas for the building have been generated as a result of these meetings, including the addition of sign boards and directories to provide better orientation throughout the building. Research Committee — Did not meet. Ms. Virginia Roeder indicated that she and Ms. Valerie Calloway are the members of this sub -committee, and that Ms. Callowtiv has been working on an Arts Council calendar of events and meetings. The Gatherings 1 Talk Arts -- Ms. Lois Roewade first passed out a one page description of the four proposed "Gatherings" events to take place over the next year, indicating that the events would need to be renamed due the fact that "The Gatherings" is rather arcane and pretentious sounding. Ms. Roeivade then discussed several determinations made by the sub -committee the previous evening, which included to host the event quarterly (at least for the first year, on the following weekdays: November 10. 2004, February 7, 2005, May 11. 2005. and September 14, 2005), to have the events composed of a panel of experts who are enthusiastic quality speakers and interesting people (as opposed to a one party presenter or experts ►4ith poor communication skills), to have a moderator assigned to each panel (who would be responsible for putting their panel together), to have an audience composed of anyone who is interested in becoming an artist or expanding their career in the arts, and to have a budget along the lines of S 150 per event (to cover photocopying, light food such as cheese and crackers). Mr. Howard Solotroff inquired into projections concerning the number of attendees that the sub -committee would like to have at each event. Ms. Lois Roewadc indicated that it would be anywhere from twenty-five to "as many as the room can hold." She added that if the events can consistently pull in fifty people then it would ]end itself to a second year, but that if the total attendance is only around twenty-five people for each event "we would probably want to reconsider a second year." tits. Roeivade continued that due limited funds, there would be no display advertising to promote the events, but that email databases will be extensively utilized in combination with posting of Livers, word of mouth, calendar listings, and possible news stories by local media. In regards to topics for the events, Ms. Roewade relayed that the sub -committee rattler quickly agreed to a set of topics that would be useful to the arts community. Mr. Howard Solotroff related that all bases appear to have been covered concerning the proposed events and suggested moving forward with them as presented. Nos. Roewade pointed out that a quorum was not present so that proposal could not be voted on, but recommended that the Arts Council "move ahead on the assumption that there will be a positive vote and not wait until the September meeting." The Arts Council agreed. Mr. Solotroff inquired of Mr. Bob Domeker hove 1) the budget would work in this budget year given that there is no line item for these events. Mr. Dorneker indicated that he would get back to the council in regards to what available funds retrain in the Arts Council budget and would advise them of what can be reallocated towards these events. A discussion arose concerning the date of the next meeting, and Mr. Howard Solotroff and Ms. Julie Collins both indicated that would be =2vailable to attend that meeting. Air. Solotroff inquired into the rules governing proxy votes. Nis. Virginia Roeder indicated that proxy voting is a matter that could be written into the council by-laws, but that it is currently not a part of it. Mr. Bob Domeker relayed that there is in the Open Meetings Act concerning telephone conversations and proxy votes, elariC,.ing that it is much more an issue of what the Open Meetings Act indicates than what the cou:.cil's by-laws state. Mr. Dorneker added that in the situation that the Arts Council finds itself amidst, "I would suggest that you wait until September because we have to get back to the budget issue." Ms. Virginia Roeder raised her concern about having a quorum at the next regularly scheduled meeting on September 21, 2004, given that two council members currently present will not be able to attend, and recommended having a special meeting on Tuesday, September 14, 2004 in order to vote on important issues. Ms. Lois Roewade indicated that the arts Council really needs to take a look at its by-laws, remarking that there is one section she would like to add to. Mr. Howard Solotroff suggested that she should "prepare something that you wanted to submit, because you can submit that at any time. It cannot be acted unless there is a quorum, but it can certainly be considered and then brought up for a vote." Ms. Julie Collins inquired into having an exact number people who arc on the Arts Council. Nis. Virginia Roeder replied that there are currently thirteen people on the council. Nis. Collins pointed out that there is one council member. Ms. Naomi Sondak, that does not attend meetings, and that should be addressed, as "we can potentially be held captive by this lack of a quorum, if these people are on the committee." Nis. Virginia Roeder indicated that if she is on the council, she is one the council, and has to be counted towards the total members. Ms. Lois Roewade added that she did not agree with that policy. Mr. Hoi-ward Solotroff replied: "There is a set of rules that the City has set up as to membership. The rule is that they are selected by the mayor and they arr on unless they resign or their term is up. But w c have no consideration about attendance, which is why for example Jerry Garncr is still on.- Mr. Bob Dorneker related that other boards have the policy that if a member of a committee .,asses three or more meetings in a row "it would be up to the chair of the committee to write the mayor and advise her of the situation." fir. Howard Solotroff pointed out that this mechanism does not exist within this council. tics. Julie Collins expressed her frustration with this persisting issue of not having a quorum present at the meetings. Ms. Collins continued that the council needs to clearly follow the by-laws and take action when necessary, in terms of removing members, if the by-laws so dictate, when they have had unexcused absences from three stright meetings. Ms. Virginia Roeder concurred that the procedure of the chairperson bringing Lhr ee unexcused absences to the attention of the mayor is in the current as of yet unapproved Arts Council by-laws, adding that the council had no by-laws prior to the drawing up of those by Nis. Delores Holmes. 41r. Bob Dorneker corrected that there is in fact an old set of by-laws that the council is still working under, which are listed in the council member's binders under "policies." his. Lois Roewade inquired, "There is a set of policies that does govern this issue that is in effect right now?" Mr. Dorneker replied: "That is correct.- Ms. Virginia Roeder commented that she does not have a "problem with any of this. I will just give you some historical background: of the four years I have been on [the Arts Council] under two other chairs, those chairs never took action against anyone, and believe me, there were people that 3 took extreme advantage of the situation. it does not mean that 1 am opposed to taking action on it, just to put it in perspective, it «ould be a surprise to the mayor because it has not happened." Discussion turned back to ha.:r,g a special Arts Council meeting on September 14. 2004. Mr. Bob Domeker suggested calling a meeting via email for September 14. 2004. and if everyone accepts this idea, to decide at meeting \ia a quorum Vote whether or not to cancel the regularly scheduled meeting on September 21.2004. Ms. Virginia Roeder concurred, and inquired what the proper procedime would be to call a special meeting. Mr. Bob Domeker indicated that Noyes Secretary II Mr. Brent Ritzel would send out an email notifying all Arts Council members of the special meeting on September 14, 2004. \Jr. Howard Solotroff encouraged Mr. Ritzel to include in the email that there are "specific topics of serious importance that need a vote, so we have to have a quorum." Public Art —Mr. Bob Domeker reported that the Public Art Committee is finalizing the guidelines for murals and other art projects in the city. Mr. Domeker further relayed that the artist Adelheid Mers is in the process of meeting with individuals from the fire department concerning finalizing the new artwork for the Central Street Fire Station, the Levy Center courtyard tile mosaic artwork is completed (there..ili be a dedication ceremony on September 12, 2004). Mr. Domeker also announced that Public Art Committee chairperson Ms. Laura Sa.iano's second term will expire the following month, and therefore the Public Art Committee will be seeking a new chairperson. Director's Report — Mr. Bob Domeker reported that the new issue of Arts and Recreation is out, packed «ith a lot of information concerning Arts Week Evanston. Mr. Dorrieker relayed that Next Theatre paid in full their back rent due to the city for their Noyes Cultural Arts Center rental space. Mr. Domeker also indicated that the Arts Council deadline for getting together requests for their 2005-2006 budget is by the September 14, 2004 meeting. Old Business — Ms. Virginia Roeder brought up ideas of events for the Arts Council to host during Arts Week Evanston. She discussed the possibility of conducting a presentation and slide show featuring local arts organizations, which would be hosted by Ms. Roeder. Mr. Howard Solotroff recommended including representatives of those arts organizations in attendance at the gathering in order to field audience questions. A discussion ensued concerning various Evanston - based art galleries and organizations. and the specific goals of hosting such an event. Ms. Virginia Roeder brought up the possibility of the Arts Council putting together a map of Evanston arts organizations to have available at the proposed event. Mr. Kurt Schauer recommended including a brief presentation about the Arts Council at the event. The Arts Council agreed. Ms. Virginia Roeder stated that she .vas looking into utilizing the public library's large conference room as the event venue, which would be available on Wednesday evening of Arts Week. Ms. Roeder inquired of Mr. Domeker if there were any Arts Week conflicts on that Wednesday night. Mr. Domeker stated he was not ax are of any other conflicting activities, and added that Monday evening of Arts Week was the least busy evening. Mr. Howard Solotroff inquired what other events were scheduled for Wednesday night of Arts Week. Mr. Domeker read through the list of scheduled events, including "Money for the Arts," a presentation on applying for Cultural Fund Grants by Ms. Angela Allyn, Cultural Arts Coordinator at the Noyes Cultural Arts Center. Upon perusing the new issue of Arts & Recreation, Ms. Lois Roewade brought attention to an advertisement for a workshop on page 11 of the publication on October 6, 2004 concerning the Cultural Fund Grant Progiam which is the same as the aforementioned "Money for the Arts" presentation. Mr. Bob Domeker stated: "That is the one that staff has normally done every year... if the Arts Council wishes to do that for us, we would be more than glad to turn it over to the 4 responsibility of the council." Nis. Lois Roewade responded: "I just think that we should have been part of it, we should have been asked if this is a good day for us. I think the council should be part of it since we oversee this program... we're not even consulted on an issue like that, for a program that ,%-c directly run and oversee.- Ms. Virginia Roeder relayed: "Don't overemphasize how much we oversee it." Mr. Howard Solotroff added, -What you missed before you became a member was a lot of discussion of whether the even wanted to be a part of it." Mr. Domeker stated: "If it was an error on the part of staff, 1 definitely apologize." Ms. Virginia Roeder responded: "Thank you for the apolog`•... %ve should have been notified of this." fir. Domeker reiterated that he will be certain that staff would very closely with the Arts Council concerning this event, and that staff %vould gladly turn over the workshop to the Arts Council if they so desire. Ms. Maria Elisa Laracuente pointed out that also on page 1 l of Arts S Recreation, the Evanston Arts Council mectings are incorrectly listed as taking place on the second Tuesday of the month, not the third Tuesday of the month. Mr. Bob Domeker recommended that Arts Council have a Cultural Fund sub -committee meeting prior to the next September 14, 2004 council meeting, in order the determine their level of participation in the October 6, 2004 Cultural Fund Grant Program workshop. Arts Council agreed. The Arts Council then turned their attention towards the calendar compiled by Ms. Valerie Calloway, and very brief discussion ensued various listed dates and events. Mr. Howard Solotroff discussed the "Molly Music Award," relaying to the Arts Council that he informed Ms. Michelle Brodsky of the council's plan to subsidize the attendance of fifty disadvantaged children at a kids music camp at the Chicago Music Center on November 11, 2004. New Business - Mr. Bob Dorneker passed out copies of the Evanston Arts Council categorized budget for 2003-2004, and reported that the total was 52600. Mr. Howard Solotroff inquired into the printing and postage costs included in the budget, insisting that "we did not buy any printing or postage this last year." Mr. Domeker indicated that there arc printing and postage costs for all the materials that the Arts Council receives and all the programs they are involved with. Mr. Howard Solotroff responded: "Things like rental sersices and office supplies, we have nothing at all to do with, and I really object to using our money, from our budget, for the office." Mr. Domeker reiterated that the great variety of expenses on behalf of the Arts Council and their various functions, which all have to be coded with the proper business unit number, add up. He encouraged the Arts Council to discuss new recommendations for the budget at the upcoming September 14, 2004 council meeting. Mr. Domeker then passed out copies of the Cultural Fund budget, and reported that 541,600 was the total budget, 538,100 of which is money awarded to grant recipients. Several issues were raised concerning budget specifics, and Ms. Lois Roewade inquired into getting a precise breakdown of budget expenses. tier. Domeker indicated that he would go through all the budget items in detail, and answer any specific questions the Arts Council may have concerning the budget, at the September 14, 2004 council meeting. Mr. Domeker related that prior to last year the Arts Council budget was 5600, and that a proposal was presented to the Evanston City Council to make the Arts Council budget equal to that of the Public An Committee, which was $2600. He continued that if some of the budget line items need to be re -appropriated to other items as per the Arts Council, city staff can make those changes. lair. Howard Solotroff inquired into the possibility of the Arts Council having discretionary funds in the budget, "some element in here that we know we can use for something that we do not plan in August for the following April, but when February comes we go, 'Oh, in April we need...'. We have to have a working capital fund, some modest reasonable amount." Mr. Domeker encouraged the Arts Council to put together the budget that they %vouid like to see, regardless of what is indicated in the previous budget, "then we will go back and we will try to get it either balanced or submitted." Discussion then ensued concerning forming an Arts Council Budget Committee, for which Mr. Howard Solotroff, Ms. Lois Roewade and his. Virginia Roeder volunteered. Ms. Julie Collins suggested also sending out an email to all absent Arts Council members for further volunteers. The Arts Council agreed. Mr. Kurt Schauer indicated that he and fir. Solotroff would discuss the proposed Arts Council awards and determine a budget for that prior to the next meeting. Ms. Lois Roewade reported that the Lakeshore Arts Festival was a tremendous success, and Mr. Howard Solotroff relayed that there were excellent interchanges with the attendees that visited the Arts Council booth. ADJOU&NMENT The meeting adjourned at 8:08 p.m. The next meeting of the Evanston Arts CouncH is September 14, 2004 at theNoyes Cultural Arts Center at 6.30 p.m. R Minutes of the Evanston Arts Council September 14, 2004 COUNCIL **IENIBERS PRESENT: Ms. Virginia Roeder — Chair Mr. Howard Solotroff — Vice Chair air. Kurt Schauer Ms. Erin Breen Chrusciel COUNCIL MEMBERS ABSENT: Mr. Jerry Garner Ms. Naomi Sondak Ms. Delores Holmes STAFF PRESENT: "Draft — Not Approved" Note: minutes are not verbatim 31s. Julie Collins lis. Lois Roewade .is. Maria Elisa Laracuente Nis. Valerie Calloway Mr. Seymour LaRock fir. Tony Kelly Mr. Douglas Gaynor, Director of Parks/Forestry and Recreation Mr. Robert Dorneker, Superintendent of Recreation fir. Brent Ritzel, Noves Cultural Arts Center Secretary The meeting was called to order at 6:37 p.m. The Gatherings / Talk Arts — Ms. Lois Roewade reported on the Gatherings sub -committee meeting that took place immediately prior this Evanston Arts Council meeting. Ms. Roewade stated that the first event will be held 6:30 to 8:30 pm on November 10, 2004, will be moderated by MT. Brent Ritzel, and is entitled "Doing it Yourself' (concerning the D.I.Y. ethic in approaching a career in the arts). She added that Mr. Ritzel %ill be responsible for selecting the panelists, and that Mr. Howard Solotroff will be designing a flyer for the event once all the details are worked out. Ms. Roewade announced that the new name Talk Arts" was selected for the events. Mr. Howard Solotroff motioned to accept the "Talk Arts" proposal as presented. Ms. Erin Breen Chrusciel seconded the motion, and the motion passed unanimously. Arts Reek — Mr. Virginia Roeder presented the proposal that the Evanston Arts Council, in conjunction with the Alliance of Evanston Arts Organizations, have a table in the lobby of the Music Institute of Chicago from 1:30 — 5:00 pm on October 10, 2004, to promote the Arts Council and the various arts organizations of Evanston. Ms. Erin Breen Chrusciel motioned to vote on the proposal, Ms. Valerie Calloway seconded that motion, and Arts Council voted unanimously to approve the proposal as planned. Ms. Virginia Roeder also discussed the October b, 2004 "Money for the Arts' workshop to be led by Ms. Angela Allyn, and indicated that she was going to attend "and represent the changes in the schedule... and then I %ill talk for twenty minutes, however long they want me to, and then she [Ms. Angela Allyn] can do her workshop." Budget Recommendations — N1s. Virginia Roeder discussed the Budget sub -committee meeting held since previous Art Council meeting that was anended by Ms. Roeder. his. Lois Roewade, Mr. Howard Solotroff, Mr. Bob Dorneker and Mr. Douglas Gaynor. Mr. Bob Dorneker first reviewed the proposed Arts Council budget fixed costs, which are beyond the :'Arts Council's control: S600 for secretary overtime payment (for taking minutes). S_�00 for postage, S300 for rental services (including photocopier) and S400 for office supplies. Mr. Domeker reported that other budget items include advertising dollar amounts, reception expenses, and other program costs (honorariums, speakers, retreats), adding that "at the subcommittee meeting there was discussion of S 1200 through our balancing of the other budgets, we did put an additional S200 in there, so you got an extra S200 as a proposed budget." Nlr. Douglas Gaynor added: "The key word is proposed." Mr. Howard Solotroff discussed the possibility the Arts Council producing a map of Evanston cultural locations during the next fiscal year, as brought up in the budget sub -committee meeting, with the costs coming out of the advertising portion of the budget_ Mr. Solotroff inquired if it would be necessary to have it printed by an Evanston based company, indicating that "there are not a lot of respectable printers in Evanston." Mr. Douglas Gaynor replied that the City's policy is "buy Evanston first." He continued that if there is an Evanston company that can do the job for less than 5% greater than the cost of lowest non -Evanston bidder, then the Evanston based company Sets the job. Discussion ensued concerning various copying printing possibilities, particularly copying of flyers at the Noyes Cultural Acts Division office. %1s. Lois Roewade inquired, "Have you ever thought of going to email, so that you eliminate all this paper and a lot of staff time, by just emailing out minutes?" Mr. Douglas Gaynor indicated that a hard copy of the minutes will be created "no matter what." Ms. Valerie Calloway motioned to approve the Arts Council budget as presented, %fr. Howard Solotroff seconded the motion, and the proposal was approved with seven in favor and one abstention. Cultural Fund -- Mr. Douglas Gaynor stated: "We are about to kick off the Cultural Fund Program, and we are talking and remembering that last year there was some discussion as to what the Arts Council involvement is, or would like to be, and itwas from 'we are doing it all' to `we are not doing it all'." Mr. Gaynor continued that he needs to get some clarification concerning what the Arts Council role is going to be, which has to be determined by September 20, 2004. Mr. Gaynor stated that the issue surrounding insurance on page 2 in the Cultural Fund Guidelines also has to be addressed, and an extended explanation and discussion concerning insurance, indemnification and liability ensued. "Insurance has been in place, we have enforced it, but it has been a hardship [on the grant recipients]... we have got to eliminate the hardship to make the program even better." Mr. Gaynor also suggested the following inquiries to be added to the Cultural Fund Grant application: "The grant request amount, when the pant project %ill occur, who will serve, who are the key artistic personnel, and if there are any collaborators." He also discussed the addition of the following to the application: "The Cultural Arts Division nilI respond to all letters of intent no later than the 30"' [of November), indicating whether the organization should proceed with the proposal, or contact staff for technical assistance." Mr. Gaynor further related the recommendation of suggesting that visual artists applying for a Cultural Fund Grant include a Power Point presentation. 2 Ms. Virginia Roeder recommended clarifying in the Cultural Fund Grant application that who can receive pants is going to alternate by year, such that in 2004-2005 arts organizations are able to apply for pants and in 2005-2006 individuals and non -arts organizations (including schools and service organizations) will be able to apply for pang. Mr. Douglas Ga%mor related that his recollection is that no decision has yet been made concerning who willbeable to apply for grants in 2005-2006. due to the debate concerning whether or not to include the stability grants. A discussion ensued concerning what the definition of an "institution" is (in the context of"arts organizations and institutions"). No specific conclusion was reached as to the definition of "institution." his. Lois Roewade quoted the following from the April 20. 2004 Evanston Arts Council minutes: "The Cultural Fund Committee's recommendation that all applicants be divided into two groups, with each group being able to apply for a grant on alternate years, was then discussed. One group, who would be able to apply for program grants in odd number years (starting in 2005), would consist of Evanston Arts Organizations. The other group, which would consist of Indi%iduals and lion-Ans Organizations (such as churches and schools) seeking program pants, along with Organizations seeking stability grants. would be able to apply in even number years (starting in 2006). Ms. Erin Breen Chrusciel motioned to approve the a]temating year proposal; it was seconded by Mr. Kurt Schauer, and was passed with 7 ir4 favor and 1 abstention." Ms. Virginia Roeder brought up the issue concerning Cultural Fund letters of intent, and the Arts Council role in relation to them. Ms. Valerie Calloway recommended reading the letters of intent during the November 16, 2004 Evanston Arts Council meeting, Mr. Douglas Gaynor recommended not reviewing the letters of intent during an Arts Council meeting, as it would absorb a bulk of the council's time. Ms. Virginia Roeder suggested having a sub -committee read the letters of intent and report back to the Arts Council. Ms. Calloway relayed that it is important for City staff at the Noyes Cultural Arts Center to read and judge the letters according to legal/technical merits. Mr. Kurt Schauer also brought up the difficulty of judging a project according to their letter of intent alone. Mr. Gaynor indicated that what is important is keeping the process mo%ing forward, and that the letters of intent are in no way held up. Ms. Virginia Roeder pointed out that reading letters of intent is a voluntary matter, and that not every member of the Arts Council is required to do so. Ms. Lois Roew•ade suggested that reading of the letters of intent be referred to the Cultural Fund sub -committee. Ms. Virginia Roeder stated that those reading the letters of intent should be volunteers from the Arts Council in general, not the members of Cultural Fund sub -committee itself. Ms. Valerie Calloway motioned that the Cultural Fund sub -committee meet between November 8 and November 16. 2004. to formulate a recommendation to the Evanston Arts Council regarding the letters of intent. The motion was seconded by.'*Is. Julie Collins, and the motion passed with six in favor and one abstention (Ms. Virginia Roeder). New Business — Ms. Virginia Roeder relayed that the Arts Council needs to decide whether or not to have the regularly scheduled meeting on September 21. 2004. his. Valerie Calloway stated if the Arts Council does not have any agenda items. then there should not be meeting. Mr. Douglas Gaynor inquired if the Arts Council By -La -vs are an impending issue. Arts Council determined that the By -Laws have yet to be voted on, and that they would need a quorum present for that. Arts Council agreed that they would only have a meeting if a quorum would be present, and it was also discussed how there would need to be at least forty-eight hours notice to cancel a meeting. Mr. Bob Dornekcr instructed Mr. Brent Ritzel to contact everyone on the Arts Council starting the following morning to determine whether or not they would be able to attend a September 21, 2004 meeting. Further discussion continued concerning the Arts Council By -Laws. Ms. Lois Roewade indicated that there arc a few further changes that need to be made in the By- Laws before they are voted on. Ms Virginia Roeder pointed out that Ms. Delores Holmes had been working on the By -Laws for the last two years, and that therefore because of all her effort the By -Laws should be voted on as is. A heated discussion ensued. Ms. Valerie Calloway inquired: "Can we at least get all the corrections out on the table by having them get [their suggestions] to Brent [Ritzel], so that we can have it in the packet? And then at least next week we can talk about whether we want to consider all of those changes at next week's meeting or not." ADJOUILMNIENT The meeting adjourned at 7:52 p.m. The next meeting of the Evanston Arts Council is October 19, 2004 at the Noyes Cultural Arts Center at 6:30 p.m. a .%ilnutes of the Evanston Arts Council October 19, 2004 COUNCIL MEMBERS PRESENT: .NIs. Virginia Roeder — Chair Mr. Howard Solotrof7— Vice Chair \ir. Se%7nour LaRock .,is. Valerie Calloway COUNCIL NIE.NIBERS ABSENT: Mr. Jerry Garner Ms. Naomi Sondak 3Is. Lois Roew•ade STAFF PRESENT: "Draft — Not Approved" Note: minutes are not verbatim GIs. Julie Collins \is. Maria Ellsa Laracuente Mr. Kurt Schauer his. Delores Holmes ,is. Erin Breen Chrusciel 31r. Tony Kelly Mr. Douglas J. Gaynor, Director of Parks/Forestry and Recreation `ir. Robert Dorneker, Superintendent of Recreation Nis. Jill Silverman, Noyes Cultural Arts Center Secretary The meeting was called to order at 6:40 p.m. CULTURAL FIND RECIPIENT PRESENTATIONS - There are three prospective recipients in attendance this evening. The first to speak is Ms. loan Pinski with Art Encounter. An Encounter is a 25 year old non -far -profit art education organization. They provide several programs available in Evanston. Which include, delivering multi cultural prospective into schools. Artist of difTercm cultural backgrounds display their artwork, interact, and lead discussions with children. Another program is Destiny Girls; this is there second year working with young girls ages 10-14. They have created a projcct called "Paving the Way" which deals with their ethnic heritage. The girls are introduced to African American artist, and then create a mural based on the individuals who have touched their lives the most. There are also ongoing interactions with senior citizens. Art Encounter brings art programs that deal with art discussion and memory. There is an annual intergenerational program called "Linking Generations" that brings high school students and elderly together. This is an eight week an projcct, which is displayed up stairs (second floor gallery of the Noyes Cultural Arts Center). The Stability Grant has enabled the group to give their office assistant greater respowibilitylhours, in order to strengthen their foundation exposure. She has been able to spend more hours' on researching grant funding, as well as creating connections with the community. Next to speak is Bridgett McDonald with Light Opera Works. At this time she presented a flyer to the committee, a project that was funded by the Evanston Arts Council. Light Opera Works is currently holding this presentation in their "Second Stage" a smaller theater located at the YMCA Childcare Center 1420 Maple in Evanston. All larger performances are held at their "Main Stage" located in the Cahn Auditorium 600 Emerson, in Evanston. "No 11'ay, to i'reat a Lady", now showing in the second stage, is a contemporary musical with four actors and three musicians. It is a -black comedy" that entails an African American serial killer who is an unemployed actor, who starts committing murders to gain publicity and the detective who tries to solve the crime. Light Opera Works had the author in from NX. on the week of October I Vh, to speak with the audience. Discounted tickets were also on sale during Arts Week Evanston, L.O.W. got a good response. T'he show is running through November 1. "' if any of the Council would like to attend. Mr. Seymour LaRock asked how L.O.W. is advertising this event. Ms. Bridgen McDonald responded with the fact that LOW has season ticket holders, around 2,800 patrons. They also have free advertising w,Pioneer Press, \iailings and advertisements wi-Me Chicago Tribune. Mr. Seymour La Rock then noted " 2,800 is a good number". The Iasi to speak was Geri Palmer, Founder and CEO of the Zion Institute for Creative Programming. A new agency that incorporates arts and education in Evanston. Their project was to partnership with a well known agency railed University of Hip Hop. The two agencies targeted "at risk" youth who were involved at the time in graffiti vandalism. This gave the youngsters a chance to utilize their creativity in a positive manner. They created three different murals. The largest is located on the comer of Church Street and Dodge Avenue. The others included a fence on the 1900 block of Church Street titled "Strength. Unity and Freedom " and on the inside of the same fence, mainly for practice. Over all, the project opened up many doors. Including a connection made with a Chicago based program to use the same concepts and apply it to their young youths. As well as other organizations who would like to implement into their program. A culmination project ensued relating to the participants that were involved in creating the murals. There were certificates handed out to the participating youth. The Honorable Mayor Lorraine Morton was in attendance and spoke, as well as Chief Kaminski. The parents were also given the chance to tell how it bad impacted their child and family. In attendance with Ms. Geri Palmer is Candace, a resident in Evanston, who was involved through out the project. She spoke directly to the Committee in regards to what the project did for these youth and the community. Mr. Howard Solotroff asked who was supervising the project. `is. Palmer answered by saying there was a teaching artist from the University of Hip Hop onsite. He is the founder of the University of Hip Hop as well as a social studies teacher at Kenwood Academy. Ms. Geri Palmer was also onshc at all times with the youth. CHAIR'S COMMENTS - Ms. Virginia Roeder gave her thanks to all the people who contacted her with condolences and words of sympathy towards her lose of good friend George ???. Thank you to Petra Belcher, Secretary to the Recreation Department, who helped with the minutes for last month. Nis. Virginia Roeder then went on to announce that Mr. Tony Kelly has successfully completed six years of service with the Evanston Arts Council. It should be noted that he was commendable in his efforts and that the committee thanks him for his time served. ACCEPTANCE OF MINUTES - Nis. Virginia Roeder asked if any one had any changes to be made. Ms. Dorothy Holmes requested the minutes be accepted as delivered. Mr. Howard Solotroff seconds that motion. All members were in favor of the acceptance of minutes. CUI,TiJRAL FUND - Ms. Virginia Roeder questioned tit. Douglas 3 Gaynor regarding the status of the stability grant. That stability grants never went in front of the council. That the committee wanted to make sure it was being used appropriately. Mr. Douglas 3 Gaynor responded by saying that there was still no clear definition of what the stability grant was for and its criteria. Tberc was question to determine if the stability grant should even be used in the future. Mr. Bob Domeker included that the Evanston Arts Council as a whole was supposed to discuss how to proceed with recommendations for the up coming year, 2006. Mr. Douglas 3 Gaynor then relayed more information from a previous meeting. Stating that, it had been decided that the stability grant was to be eliminated for this year and brought back for next year. Ms. Virginia Roeder was under the impression that they had eliminated the grant completely. Sir. Gaynor then said that it was up to the council to make that decision. but to do the research in order to prove that it is not applicable for the years to come. Mr. Seymour LaRock agreed in saying that there needed to be a clear definition on what the stability grant is, to what it entails. It's important for the committee member to be on the same page. Ms. Virginia Roeder also mentioned that in the past two }'ears there have only been 12 applicants for individual artist grants. This is a problem if we decide to drop the stability grant. tits. Julie Collins was concerned that an individual artist should not have to compete with an organization for the same money. Ms. Valerie Calloway requested that there be a review process with in the Sub Committee, so that there is no misunderstanding about what was approved in the acceptance of the guidelines and application. Ms. Roeder replied with —there was no misunderstanding"....both Ms. Calloway and Sir. Gaynor disagreed. Ms. Calloway then stated that Doug and Bob had put some things in the guidelines that they thought were correct, and the council said that the information was incorrect. This is to ensure that everyone is on the same page for next year. Ms. Roeder then said "yea, sure, that sounds reasonable". Mr. Gaynor relayed the minutes from the City Councii Meeting verbatim. You can find this documentation at the city web site, under City Council Minutes, dated May 10, 2004. Including the fact that the Evanston Arts Council has the ability to make recommendations for the upcoming year. Sir. Howard Solotroff responded by saying "It would be interesting to find out whose interpretation of what we really meant that is?" Again, Mr. Douglas Gaynor relayed what it said in the City Council's minutes. TALK ARTS —SIr, Brent Ritzel presented the flyers which will be used to promote the Talk Arts: Do It Yourself. This event will be the first of four, informational sessions for artist$ of all disciplines. Sir. Ritzel has relayed that four different topics will be discussed that evening and the panelist have been confirmed. DIRECTOR'S REPORT —Sir, Bob Dorneker thanked all who helped out during Arts Week. The program turned out to be a great success. Mr. Douglas J. Gaynor noted to the Council that Sirs. Barbara Goldman asked that she could rent a Sub -lease in the Noyes Cultural Arts Center. The City was moving along with the paper work, but that he would like to get the Councils approval. Ms. Virginia Roeder inquired if any one of the Council had an issue with this recommendation. No objections were made. OLD BUSINESS —fir. Howard Solotroff notified the Council of the cancellation of the Music Institutes Fundraiser in Honor of " Babv Sloliy" on November 11, 2004, The Council will be involved in a Children's Choir Event at the Stusic Institute in December (around the 10`, or 12�). The council will be paying far 50 children robe able to participate in the event. Sir. Solotroff then requested a check in the amount of S 150.00 made our to the Music Institute from the city. Mr. Douglas J Gaynnr responded with the fact that he would need an invoice and description of services. NOMI`ATION FOR OFFICERS —Ms. Roeder announced that she will not be running for Chair this term. Mr. LaRock asked if the Council was allowed to nominate someone who is not attending. Sir. Douglas J Gaynor reminded them that it is important for the member to be present in order to accept the nomination or not. Ms. Julie Collins suggested they forward their nominations via email. tits. Roeder then went on to say that they could nominate tonight even though the members are not present, Ms. Julie Collins nominated Sis. Lois Roew•ade for Chair and Ms. Valerie Calloway for Vice Chair. Ms. Calloway responded by saying "she thinks she might", she needs to take the hours of work into account. She will respond by email before the next Council meeting. Ms. Roeder then asked Sir. Kurt Schauer if he would Iike to be nominated for either chair or vice chair. He clearly stated he would not adhere to the responsibilities of being chair. Then Mrs. Roeder offend she would but him down as a nominee for vice chair. Mrs. Roeder then proceeded to -close" the nomination list not all members agreed There ums some concern that others who were not in attendance did not get a chance to make their nominations. The process should be left open. until the Council has a quorum. All the Council agreed. A discussion then ensued with \ls. Julie Collins asked if the Council could go over the status of the committee and its members. N 'hat is the correct count for a quorum? his. Roeder responded by calling out those who were lmown to be stepping down, or term was expiring. Then discussing who she [his. Roeder] could not get in touch with as of lately. Nis. Collins noted that .Lis. Naorni Sondak has not responded to emails, mail etc. %ts_ Roeder stated that she his spoken to her and mentioned an email Ms. Collins sent to the Council. She [Nis. Roeder] proceeded to say that Nis. Sondak is interested incoming to the meetings. %is. Collins then requested they talk further about this stating V s. Sondak has possibly only attended two meetings, from way back as March, 20N. «'hy is tics. Sondak considered a member, when she hasn't shown interest during more than half of the year'' Mr. Douglas J Gaynor clarified a few differences in opinion by reading the appropriate BYLAWS in regards to membership and its requirements, Article Ill section 1, 1 S and G of the BYLAWS OF THE EVANSTON ARTS COL`tiC1L. A letter of resignation has to be sent to the mayor in order to terminate his or her position in the Council. Ms. Julie Collins suggested the Council make a recommendation to give the absent members receive a warning in a letter form, before ultimately deciding upon the council to terminate that member's position. Mr. Gaynor reminded the Council, they can send out a letter, yet it will not be valid until the BYLAWS are passed_ ADJOURNMENT The meeting adjourned at 7:54 pm. The next meeting of the Evanston Arts Council Is November 30, 2004 at the Noyes Cultural Arts Center at 6:30 p.m. Minutes of the Evanston Arts Council November 30, 2004 COUNCIL MEMBERS PRESENT: Nis. Virginia Roeder -Chair Nis. Maria Ellsa Laracuente Ms. Delores Holmes Nis. Valerie Calloway COUNCIL MEMBERS ABSENT: Mr. Jerry Garner Nis. Naomi Sondak STAFF PRESENT: Approved as Amended Note: Minute are not veratim Ms. Julie Collins Mr. Kurt Schauer Nis. Lois Roewade Mr. Tony Kelly Nir. Seymour LaRock Mr. Douglas J. Gaynor, Director of Parks/Forestry and Recreation Mr. Bob Dorneker, Superintendent of Recreation Nis. Jill Silverman, Cultural Arts Division Secretary The meeting was called to order at 6:40 p.m. Public Comments: Kate O'Donovan — is a graduate student at Northwestern University. Kate is studying the arts in Evanston and will be sitting in on this evening's Council meeting. Miriam Kra►is — was also in attendance, there was no introduction. Chair's Comments: Ms. Roeder made a few comments regarding her appreciation to others in the council who had been with her for the two years she served. She expressed what a pleasure it was to work with Ms. Delores Holmes. She noted how Ms. Holmes took on the responsibility of the Bylaws and revised them for the Council. Ms. Roeder also mentioned Mr. Tony Kelly, who "delivered words of wisdom" when Ms. Roeder needed them most. She also would have liked to give her thanks to Mr. Seymour LaRock, though he was not in attendance. Her last show of appreciation was to Douglas J. Gaynor, Director of Parks/Forestry and Recreation and Bob Dorncker, Superintendent of Recreation for the City of Evanston. Acceptance of Minutes: Ms. Virginia Roeder asked if there were any changes to be made to September 14, 2004 or October 19. 2004 minutes. Mrs. Lois Roewadc moved to accept the September 14, 2004 minutes. Mrs. Maria Laracuente seconds that motion, all were in favor. Ms. Roeder then proposed the Council postpone the acceptance of the October 19, 2004 until January 18, 2005. Ms. Roeder had a few clarifications and or convections to be made. Ms. Delores Holmes then noted that there was no inclusion of a discussion regarding the Bylaws in the October 19, 2004 minutes. Ms. Roeder moved that they postpone the acceptance of the minutes. Mr. Kurt Schauer second that motion, all were in favor. Committee Reports: a) Community Service — Ms. Roeder reminded the committee that there is an opening for chair of the Community Service Sub -Committee. She asked if there was anyone interested in volunteering for that position. She called upon Ms. Delores Holmes to see if she would like to take on that role. Nis. Holmes responded by stating she was in the process of running for alderman, and may not be able to stay on the Arts Council. She wouldn't like to take The position and then have to give it up. Roeder then asked Ms. Maria Elisa Laracuente would be interested. Ms. Laracuente declined the offer. Ms. Holmes said she would be available as chair until at least April in order to get things going. Noting she will be available until further notice. b) Cultural Fund —Ms. Roeder discussed the letters of intent, which were due on November 8, 2004. A few of the Evanston Arts Council members helped sort through the letters. There was an issue with one of the letters. Next Theatre handed theirs in one day late. Ms. Roeder thought that Next Theatre should be accepted late and that she would like to bring it to the Council before signing any letters of declination_ Mr. Douglas J. Gaynor noted that the rules are very clear in for the Cultural Fund, which was written by the Evanston Arts Council. If it is the Council's will, the guidelines can be changed in time for next year. The council with exception to Ms. Roeder agreed that a deadline is a deadline, unless of course there is a legitimate reason. Mr. Gaynor noted that the administrative staff will not decide on any one topic with out the Council's advisement. Mrs. Holmes moved that the deadline stay in place for this year Cultural Fund letter of intent, Ms. Collins seconded that motion, and it passed with 7 in favor, 1 opposed. It was noted by a member that there should be greater emphasis on the set deadline for next year. c) Talk Arts — Mrs. Lois Roewade commented on what a successful event it turned out to be. Mr. Brent Ritzel assembled a very talented panel of professionals, and the room was packed! Mrs. Roe%vade recommends it be held again in the future. The next Talk Arts event "The Business of Art" will be held on February 7, 2005, at the Noyes Cultural Arts Center Studio 106, at 6:30 p.m. d) Public Art —Ms. Roeder attended the last Public Arts Committee meeting and heard updated information regarding the Central Street Fire Station. She described the Art Work that has been installed on the outside wall of the building. Nis. Roeder also introduced new information regarding the Sherman Garage construction. She described the available "windows" that could be used for public art display. Ms. Roeder then asked Mr. Gaynor to continue with some added information on the building. Mr. Gaynor started by saying that the Sherman Plaza project includes 1% to be set aside for public art. The building is in the T.I.F. district and the art can be placed in many different locations on the site. The Public Art Committee would like to have a representative from the Evanston Arts Council to serve on the selection panel. The percentage for public art is somewhere in the range of 5300,000.00. Ms. Roeder added that she has been on a panel before and it is a very interesting experience. Ms. Valerie Calloway offered to sit on the Sherman Garage panel. e) Noyes Resident Artist Meetings — A member of the Council is needed to sit in on the Resident Artist Meetings. Mrs. Lois Roewade offered to sit on the next scheduled meeting taking place on December 18, 2004 Director's Report -- Mr. Bob Dorneker. Superintendent relayed that the Talk Arts event was very successful. Mr. Gaynor, Director wanted to let everyone know that they are still in the process of finding the right candidate for the Director of Cultural Arts Division. They have sifted through many qualified professionals. but none with experience in the field. Special Report —Mrs, Delores Holmes moved that the proposed By -Laws, third draft that were amended in June 2004 be accepted as the official By -Laws of the Evanston Arts Council. Ms. Calloway seconded that motion. Ms. Roeder opened the floor at that time for discussion. Mrs. Holmes requests the By -Laws be moved so that the Council can add what ever amendments that are needed. There was question to what changes where made since the last review. It was noted by Mr. Dorneker, that language had been added or changed in Article VII, section II- (c) in June 2004. Their was retiiew• of the document and Ms. Calloway posed to strike the word "closed" in article VI, section 14f). There needed to be a clearer definition of what a "closed" meeting is. Mr. Gaynor clarified by saying, if any meeting is held with the majority of the council, it is then posted to the public and is considered open. If there is a Sub -committee meeting or a meeting that contains less than the majority it is defined as a meeting. To use the word "closed", would mean city staff and public are not welcome. Ms. Calloway made a sub -motion to exclude the word "closed" from article V1, section 1-(0. Ms. Julie Collins seconds that motion, all were in favor. Mrs. Roewade brought up her concerns with formatting in section 3 and "Contmiuee Chair Responsibilities". She suggested under article 7, making section 3 into letter g. and taking the paragraph beginning with "Conunittce Chair'....and turn it into section 3. Ms. Roeder made a sub -motion to change that section, all were in favor. Ms. Roeder stated there is an amendment on the floor to propose to accept the ByLaws as amended in the June 2004 and further amended November 2004 meeting. To be presented to the Legal Department and to the Human Services Committee, to become the official ByLaws of the Evanston Arts Council. Ms. Roeder then said "I moved and seconded, and discussed, all in favor? Opposed? It's unanimous". Old Business - The Jana Mollie Awards is going to be held on December 15, 2005 at the Musical Institute of Chicago. This is a children's choir group, and will be performing holiday classics. Ms. Roeder %ill give opening comments and the program will contain a poem chosen by Mr. Howard Solotroff. The Evanston Arts Council has donated 5150.00 to support the children's chorus. This donation is in honor of former Chair of the Evanston Arts Council Mrs. Michelle Brodsky and in memory of her daughter, Janna Mollie Kaplan. Nominations and election - its. Valerie Calloway and Mr. Kurt Schauer have been nominated for Vice Chair. Ms. Calloway has declined the nomination for Vice Chair. Ms. Roeder moved to vote ,Sir. Kurt Schauer as Vice Chair "1 guess we'll just vote then. All in favor of Kurt being the new Vice Chair raise your hand? All right, it's unanimous." Ms. Lois Roewade and Mr. Howard Solotroff have been nominated for Chair. Since then, Mr. Solotroff has stepped down from his seat on the Evanston Arts Council. Ms. Roeder opened the floor for further nominations for the position of Chair. Ms. Roewade added that she has concerns of taking on the position of chair alone. She would like to suggest having a Co -Chair, Ms. Julie Collins. Ms. Roewade was asked what her main concerns were. Ms. Roewade stated the time involvement could be strenuous, as well as the fact that the Council is going through transition. Membership is down and until the Council regains full capacity, the position of Chair should be considered and interim one. Mr. Gaynor suggested Ms. RoeH•ade have an assistant to the Chair. Other members of the Council then questioned why the Vice Chair could not be of the same use. Ms. Roewade stated that Mr. Schauer has made it clear he is not able to take on any of the responsibilities of the chair. Ms. Delores Holmes pointed out that an assistant does not need to be added to the ByLaws, and that there µ-ill be two new members joining the Council soon. She continued to say that the Council needs to try and support each other in any position on the Council. Ms. Roeder also offered her assistance for a fcµ• months until Ms. Roewade felt comfortable µ-ith the position. Ms. Julie Collins also suggested writing down and stating what "pockets" of responsibility were going to be a strain and someone else takes it on.:vis. Rocwade µMil take on the position of Chair of the Bmnston Arts Council, but will need to rely on the group as a whole for support. All in favor of Ms. Lois Roc%vade sitting as Chair of the Evanston Arts Council, there was a unanimous decision. Calendar for 2005 -- The 2005 Evanston Arts Council Calendar was presented to the Council for approval. The list consists of the 3'a Tuesday of every month as the set date for the Evanston Arts Council meetings. Ms. Roeder made a motion to accept the dates as proposed and to delete the December 2005 date from the calendar. Ms. Valerie Calloway second that motion, all were in favor. Attendance Records —Ms. Roeder wanted to inform the Council that out of the past 10 months they have had, 9 had a quorum, this does not include the retreat. The issue, as Ms. Collins stated, is not how many quorums they have held, it is people who have violated the ByLaws, by not attended a meeting but once or twice in a year. Valuable space is being taken, and there is no room for uncommitted members. ADIOMMMENT The meeting adjourned at 8:15 pm. The next meeting of the Evanston Arts Council Is January I 2005 at the Noyes Cultural Arts Center at 6:30 pan. Minutes of the Evanston Arts Council February 15, 2005 COUNCIL INIENIBERS PRESENT: Ms. Lois Roewade- Chair �ti1s. Maria Elisa Laracuente Mr. Seymour LaRack Ms. Virginia Roeder COUNCIL MEMBERS ABSENT: Mr. Kurt Schauer- Vice Chair 2nd Draft Note: Minutes are not verbatim Ms. Delores Holmes Ms. Julie Collins Ms. Valerie Calloway Ms. Judith Mitler - Ms. Claudia Kunin STAFF PRESENT: hlr. Bob Dorneker, Superintendent Recreation Mrs. Petra Belcher, Executive Secretary, Parks/Forestry &Recreation OTHERS IN ATTENDANCE: Mr. John Collins — Managing Director of the Next Theatre Mr, Brent Ritzel — Coordinator for the TalkArts Events Carol Sumners — Giordano Dance Co. Mary Adler Nancy Flannery Corinne Pierog- First Night Evanston Dino Robinson — Shore Front Lindsey Smith — Shand Foundation Sue Sdwlc — Dawes School Karen Vroegle - Mental Health Association of the North Shore Alice George- Rhino Amy Greenwood- Music Institute of Chicago Abby McNear Wendy Raven — EISi♦IA Constance Lyman — Public Art Committee Judy Veramendi — Individual Artist George Leroy — Family Focus Saidra Hill — Family Focus The meeting was called to order at 6:35 pm. PUBLIC COMMENTS: No Comments CULTURAL. FUND RECIPIENT PRESENTATIONS: The Cultural Fund Recipients shared their descriptions with the Evanston Arts Council. and how the Cultural Fund Grant helped them accomplish their projects, CHAIRS C&MMENT& EISMA is this years Arts Organization recipient for the Mayors Award, as well as Ms. Virginia Samtner for the Individual Artist Award. Ms. Roewade handed out the updated Evanston Arts Council Manual. She briefly went over the contents of this manual. 2nd Draft Note: Minutes are not verbatim The -Welcoming Receptions" for the ties% City Manager will be held Nlarch 13.2003 from 3:00 pm to 5 00 pm. This event %will be h_ld Noyes Cultural Arts Center in studio 106 and the Gallery Hall. The event will be Co-Sponsorei b-. tie Public An Committee. ACTION - tits. Roeswadc also rerninded the Council of the website space available through the City of Evanston. If any of the rr.ern�ers ha%e ideas. bring them to ifs. Roewade. Please keep in mind, there is not a lot of man power availa�lc fen this project. the more general the information, the better. ACCEPTANCE OF NIINUTES: The minutes of January 18.2005 were revie%%ed. tits. Valerie Calloway requested the sentcnc. -...GIs. Erin Breen Chrusciel be omitted from the member list." be chanced to "...hls. Erin Breen Cnrusciel be omitted from the member list because she resigned from Evanston Arts Council in Octoi:cr 2004." She also requested on page two, paragraph three, the names Roewade and Roeder be s" itched. Under Cultural Fund "Ms. Valerie Calloway should be changed to Sis. Julie Collins". Under Public An Committee the last t%%o sentences should read ',Tile Committee decided that there should be a piece of art Aork selected for the project that swill be displayed at the corner of Sherman and Davis. This way more of the public will be able to view the work. They also took note not to use the word "sculpture" in the Froposal. The artist can provide more than one piece in the proposed space or perhaps work with mane diff_rent artists in that space." Nis. Roewade added under -Ad Hoc" to include "Review Leases - his. Claudia Kunin and Mr. Kurt Schauer". It was also suggested by his. Virginia Roeder that a copy of the letter from Mrs. Brodsky be attached to the January 2005 minutes in order to reflect the.statement under Old Business. Mr. Brent RitzeI gave the corre-ction of his name spelled with one L not two. The minutes of January 18, 2005 "ere moved by Mr. Seymour LaRock and second by his. Dolores Holmes. All were in fa,. or to accept the minutes of January 18, 2005. PRESENTATION OF ILLINOIS ARTS ALLIANCE- tits. Susan banning %with the Evanston Community Foundation had a family emergency and was unable to attend tlee Council meeting. COti1MITTEF REPORTS - Community Service - Nis. Delores Holmes reported that the Community Service Committee did not meet. Cultural Fund - Sis. Lois Roewade reported that Ms. Claudia Kunin, his. Julie Collins and herself met with fir. Bob Domeker and Ms. Angela Allyn. They discussed the Cultural Guidelines for this Fan, %ear. The Committee felt it was necessary to change some of the language in order to include different types of interested Artist and Arts Organizations. hts. Julie Collins will bring recommendations to the March 15, 2005 Evanston Arts Council meeting. Public Arts - Ms. Valerie Calloway first introduced hts. Constance Lyman a member of the Public Art Committee. Ms. Lyman will be acting as a liaison between the Evanston Arts Council and Public Art Committee. %is. Calloway then reported on the Committee's last meeting held February 8, 2005. The Committee offered to Co -Sponsor the upcoming Reception to welcome the new City bana_er. GIs Julia A. Carroll. She also relayed the possibility of having a reception for the new City Council. in order to familiarize the City Council ssith the arts organizations around Evanston. Lastty, she announced the donation of" Sil%er Wings" to the City of Evanston from a private business owner in Westmont, I L. The Public Art Committee would be responsible for its placement here in Evanston. Mr. Bob Domeker then updated the group on displaying murals on the Sherman Plaza Construction site. The construction company has been in contact with the City and a temporary mural project along the walk ways looks promising. '_nd Draft Rote: Minutes are not verbatim Talk Arts - Mr. Brent Ritzel reported that it a as not necessary to meet thii month: the% just finished the second series of the four "TalkArts- events. It %vas a ver% successful. around 5; people attended. Thanks to a great plug in the Reader and Chicago Magazines Ile announced that the next scheduled meeting will be on Starch 15.2005, just before the Evanston Arts Council meeting. The next "Talk ns- event is %fay IL 2005 at the Noyes Cultural Arts Center. Studio 106. Advocacy - This Sub Committee included Ms. Virginia Roeder, Mr. Brent Ritzel, ifs. Julie Collins and Ms. Lois Roe:vade. They came up pith three recommendations. One would be an "update" letter v is email to the City Council and Arts Organizations around Evanston. The second would be to speakµ ith Chamber of Commerce in order to get involved with the business community that is arts oriented. Thirdly, would be to create a liaison with both District 65 and 202. Nis. Vircinia Roeder volunteered to wort: µith District 202. Nis. Valerie Calloway moved to put out a nevv s letter every other month. Mr. Seymour LaRock seconded the motion. all were in favor. DIRECTOR'S REPORT -Sir. Bob Dorneker relayed to the Council that the 2005 08 Tenant Leases was on the agenda for last months City Council meeting. He wanted to confirm that the Evanston Arts Council recommended, in last months mcctinl. that the Leases be forwarded to the Cie} Council with out their [Evanston Arts Council] rev iew, with the exception to any new lease holder. ACTION- Mr. Domeker should review the meeting minutes where the Leases and Council's measure of responsibility was discussed. He then provided the Council with the new applicants for studio 106 at the No}es Cultural Arts Center. his. Maggie Weiss was the recommended applicant by both the Sub Committee and City of Evanston Staff. It was asked by a member, as to %hat'As. Weiss's Community Service Requirement would be. tits. Roewadc answered by reading a passage from the application...."Sewing program for fifth to eighth grade girls who are 'at risk } outh' and'or single parent mothers: site location being the Noyes Cultural Arts Center, Chute School or Family Focus." Mr. Seymour LaRock moved to accept the recommendation of the Sub Committee to approve the application of Ms. Maggie Weiss as a new tenant of the Noyes Cultural Arts Center. This was seconded by Nis. tiiaria Elisa Laracuente, all were in favor. OLD BUSINESS - No comments. NEW BUSINESS -- Virginia Roeder mentioned that this year, instead of having one Arts Advocacy Day in Springfield that the Illinois Arts Alliance was planning to collaborate with various groups around the state to set up twenty smaller local events. his. Roeder explained that she had been asked. as Coordinator of the Alliance of Evanston Arts Organization, to work with Julie Adrianopolis to plan an arts advocacy discussion for Evanston to meet with State Senator Jeff Schoenberg. The date for this has been set for Xfonda-v, March 7th. 2005. at the Evanston An Center. In addition, to the Alliance of Evanston Arts Organization member organizations, Ms. Lois Rowade has be invited to represent the Evanston Arts Council and Mr, Doug Ga%nor to represent the Department of Parks, Forestry and Recreation. his. Roeder stated that she %kould have a folioµ up report on this event at the next arts council meeting in March. Meeting Adjourned at 9:20 pm. The next meeting or the Evanston Arts Council is March 15, 2005 at the Noyes Cultural Arts Center at 6:30 p.m. COUNCIL ,NIENIBERS PRESENT: Nis. Lois Roe»ade- Chair ,tits. Delores Holmes Nis. Maria Elisa Laracuente Air. Seymour LaRock Ms. Virginia Roeder Nis. Claudia Kunin Drati Kate: Minutes are not verbatim Minutes of the Evanston Arts Council March 15, 2005 Air. Kurt Schauer- Vice Chair Nis. Judith Mitler MS. Julie Collins Ais. Valerie Calloway Mr. Brent Ritzel Ms. Mary Power STAFF PRESENT: Air. Douglas J. Gaynor, Director of Parks. Forestry and Recreation Mr. Bob Dorneker, Superintendent Recreation Ms. Jill Silverman, Secretary Cultural Arts Division OTHERS IN ATTENDANCE: Nis. Susan Manning. Evanston Community Foundation Air. Tom Boggs, Member or the Public Art Committee Ms. Connie Lyman, Member of the Public Art Committee . his. Christine Young, Evanston Resident Nis. Penny- Rotheiser, Evanston Resident The meeting was called to order at 6:35 pm. PUBLIC CONINiENTS — no comments. CHAIRS COMMENTS -tits. Lois Roewade reported on the Welcoming Reception for the netts• City Manager Nis. Julia A. Carroll, She felt Ms. Carroll walked away with a good understanding of the Council and arts community. Nis. Roewade also needs a representative from the Council to act as a liaison for District 65. Ms. Nlarn Puuer accepted the position. M5. Roettade also reported she has created an artist and organization mailing data base which consists of over 160 names. Any additions to the list ttould be welcomed. ACCEPTANCE OF MINUTES -Ms. Roetvade noted that Ms. Judith Nlittler was at the February meeting. and to include it in the "Council Members Present". Nis. Judith Mittler moved to exclude the "Council Members Absent" line from all minutes. Mr. Kurt Schauer second the motion. A vote %%as taken I was in favor, 7 were against and 1 abstained. Thus the motion was denied. Mr. Kurt Schauer tyanted to add an addendum, regarding if the minutes typed up are actual minutes or a transcript of what is said at meetings. Nis. Virginia Roeder noted under "Old Business" there was no inclusion of her report on an etent. PRESENTATION OF ILLINOIS ARTS ALLIANCE - Nis. Susan Manning spoke in regards to the Evanston Community Foundation and their plans to work with the Illinois Arts Alliance. Together they are going to produce an economic impact study for the City of Evanston arts community. The surrey till be reaching as many organizations as possible. COMMITTEE REPORTS Community Service — Nis. Delores Holmes reported that the Community Scr%ice Committee did not formerly meet. Ms. Delores recommends to the Council that the policies in tact sta% as is. Cultural Fund —Nis. Julie Collins reported on the Cultural Fund Grant that was held February 26. 2005. She distributed the recommendation made by the Cultural Fund Sub -Committee. Ms. Valerie Calloway moved to accept the recommendation set forth by the Cultural Fund Grant Sub -Committee, Nis. Delores Holmes second the motion. The recommendation was approved unanimously. tits. Collins also reported that due to a family emergency a previous grant recipient Nis, Judy Fieckman has requested a three month extension on her project, his. Lois Roewade moved to approve Nis. Fleckman's request, Nis. Julie Collins second the motion. All members were in favor to give a three month extension. t� Draft Note: Minutes are rot serbatim Talk Arts —Ms, Valerie Calloway reported on the next forum in the 'falkArts series regarding artists and Ier3l issues. There is a strong panel of professionals including Mr. Bill Ratner. E:xecutke Dircctor of l-aw•y ers for the Creatis a Arts. This w ill be held on %la,. 11. 2004 at the No. es Cultural Arty Center. Public Arts —Ms. Valerie Calloway reported that she was unable to attend the last Public Art kleetina and that Ms. Connie L}man will be reporting for her. %is. Leman reported that they are in the process of creating a Public Art Inventory List. This list will include all public art owned by the City of Evanston. The list will include details on each art piece worth, condition and suggested maintenance. She also reported an the Sherman Plaza Mural Project. The construction company FOCUS, has donated 60 4x-3 panels to be painted on by community organizations. They will then display the murals abo-.e the construction walk way. She then ga%c an update regarding the "Silver Wings" sculpture. The Committee has gone to visit over twelve sites and will Advocacy —his. Lois Roewade reported the Sub -Committee scants to establish a relationship with the Evanston Chamber of Commerce. In order to do this, the Sub -Committee has to come up with different ideas of how, to incorporate arts and business around town. A few examples included lire performances at smaller restaurants and give-a-way's in bigger corporations with a prize of an arts related event. She also relayed the idea of gathering sponsorship for the Talk Arts series that would help pay for advenisin_ and increase crowds. This would also help local businesses at the same time. Lastly. Ms. Roewade asked the Council to help advocate the arts by writing the letters to the Go%cmor. Web Design — Mr. Kurt Schauer handed out example of other community web -sites. "He reported that he is taking the initial steps, which would include receiving feedback from the Council. As soon as they nail down it concrete idea. he will then meet with the web master at the City of Evanston. DIRECTOR'S REPORT — Mr. Douglas Gaynor reported that they have completed the first round of intervicws for the hiring of the Art CounciUCulturat Arts Director, They have invited at least four candidates back for the second round. Mr. Gaynor is looking for one membcr front the Evanston Arts Council to sit on the panel for the second round. Mr. Gaynor also noted that the recreation department is gearing up for the summer programs and festivals. More information can be found on the City of Evanston web site. Mr. Bob Domeker also relayed that the agenda for April 19`h'meeting will include a short session on ethics. OLD BUSINESS - Ms. Virginia Roeder reported on the "Arts Advocacy Day" event that took place on March 7, 2005 at the Evanston Arts Center. This event was held by the Illinois Arts Alliance in conjunction with the Alliance of Evanston Arts Organizations. The advocacy discussion gave the Evanston community an opportunity to meet tivith State Senator Jeff Schoenberg. NEW BUSINESS — Ms. Roewade asked who of the Council members would like to sit in on the second round of interviews for the Director of Cultural Arts. Ms. Claudia Kunin and Mr. Brent Ritzel were both interested in the position. Ms. Roewade stated she will meet with the Co -Chair, Mr. Kurt Schauer and make a decision soon. Nts. Delores Holmes relayed to the Council that the "Teacher Appreciation Celebration" will be held on May 6, 2005 at the Levy Center from 5:00 pm — 8:00 pm. This event is held by District 65, 202 and Co -Sponsored by the Parks Forestry and Recreation Department. Meeting Adjourned at 8:30 pm. The next meeting of the Evanston Arts Council is April 19, 2005 at the Noyes Cultural Arts Center at 6:30 p.m. Minutes of the Public Art Committee April 12, 2005 MEMBERS PRESENT: %Is.1.yn Delli Quadri-Co Chair Ms. Cheryl Wollin ,%fr. Tom Boggs MEh1BERS ABSENT: lir. Robert Jacobi Ms. Dorothy taudati Ms. Katherine Best Mr. Ronald Kyslak ASSOCIATE MEMBERS: 11s. Barbara Goldsmith Draft Note: minutes are not verbatim its. Geraldine Ntaesai —Co Chair ;is..Ntargherita Andreotti .N1r. James Kirby INIr. Michael Monar Nis. Constance Lyman 11s. Adrienne Hirsch Mr. Lawrence Wilson STAFF PRESENT: 41r. Douglas J. Gaynor, Director of Parks/Forestry & Recreation J1r. Bob Dorneker, Superintendent of Recreation '%Is. Jill Silverman, Secretary 11 Cultural Arts Division OTHERS 1N ATTENDENCE: GIs. Debbie Nlcron — Writer for the Daily ltiorth%estern Ms. Valerie Calloway —Member of the Evanston Arts Council PUBLIC COMMENTS —No comments. DIRECTORS REPORT —Mr. Douglas 1. Gaynor reminded the Committee of the second round of interviews for the Arts CounciI'Cultural Arts Division Director. These will be held on Saturday April 16, 2005. He also relayed new information regarding the sculpture Penelope. It has been decided that the statue will not be installed at 920 Davis Street [between the Metra station and Dads Lj. Mr. Gaynor, Ms. hiacsai and Ms. Goldsmith have researched other areas and have decided on the patch of v-ass at the south/east comer of Ridge Avenue and Emerson Street. Mr. Gaynor spoke regarding the suggested location of the Silver Wings sculpture. This would be the far cast corner of the Ladd Arboretum Park [intersection of McCormick and Green Bay Road]. Mr. Gaynor along with Ms. Macsai and Ms. Goldsmith met with the Ladd Arboretum Committee to introduce the proposal. The Ladd Arboretum Committee had some concerns with the sculpture, and the proposal was rejected. They noted that the piece does not fit the "natural" scheme of the park. Nis. Tisdall. Alderperson to Lhe ward, is going to schedule arbitration between the Advisory Board and the members from the Public An Cornminee, in order to see if they can reach a compromise. Mr. Gaynor announced that the Fire Station =3 an work is 6 weeks away from being fully installed. The Committee should begin preparations for a reception. APPROVAL OF MINUTES — Ms. Cheryl Wollin moved to approve the minutes of March 8. 2005. There was a vote and the motion carried unanimously. Draft Note: minutes are not %erbatim CON1+nTTEE REPORTS: Public Art Inventory List — Ms. Andreotti reported she has been exploring the "Project Pad" a data base of Public Art pieces through Northwestern University. She has found discrepancies in the data base. She has continued to stay in contact with both Dr. Christine Bell from Northuestern University and Ms. Anita Patel from the Parks, Forestry and Recreation Depar rent, to refine both lists that are available. They have also discussed using a binder book [which would be :: ore easily accessible) with pages to store pictures and information on each piece that is documented. Murals —Ms. Geraldine %facsai reported that Nis. Best was successful in assigning all 60 wooden panels for the Sherman Construction Site Mural. The City of Evanston and F.O.C.U.S. have donated 5600.00 each in order to help purchase paint supplies for those community organizations that could not underwrite the cost. Public Relations — No report. Arts Council Liaison —,Ms. Valerie Calloway reported for Ms. Connie Lyman. She noted that Mr. Brent Ritzel will be volunteering his time on the Planning Committee for the Ethnic Arts Festival. Ms. Julie Collins will be volunteering her time on the Planning Committee for the Lakeshore Arts Festival. The Evanston Arts Council has met with Ms. Susan Manning with the Evanston Community Foundation. They are working with the Illinois Arts Alliance in order to raise money for az Arts and Community Fund. The Evanston.Arts Council selected liaison's for both Evanston School Districts. tits. Virginia Roeder will be corking with District 202 and tics. Mary Jennings Power with District 65. The Council recently approved the recommendation for the - recipients of the 2005 Cultural Grant. his. Calloway also reminded the group of the next forum in the series of TalkArts events "The Legal Side of Arts". This will be Slay 11, 2005 at the Noyes Cultural Arts Center from. 6:30 — 8:30 pm. Fund Raising — No report. OLD BUSINESS — Ms. Ntacsai relayed that they need to start planning the reception for the new City Council and the :Mayor. It was thought to plan for as soon as possible but need to remember all the other obligations that the new City Council will have. She could like to also provide some kind of presentation of what exactly the Public Art Committee is and what they do. NEW BUSINESS - Mr. James Kirby will be representing the Public Art Committee at the second round of interviews for the hiring of the Arts CouncilrCultural Arts Division Director. Ms. Macsai announced the Illinois Arts Council is holding a meeting titled "One State Together in the Arts: Moving Past Forward Resources, Participation and Leadership". This will be held on May 126 and 13`, 2005 at the Hyatt Regency at McCormick Place. She would like for her and at !grit one other member to attend this event. ADJOCR.NIN1EINT The meeting adjourned at 7:35 pm. The next meeting of the Public Art Committee will be on May 10, 2005 At the Noyes Cultural Arts Center at 6,15 p.m. COUNCIL NIENIBERS PRESENT: Nis. Lois Roewade- Chair Ms. Delores Holmes Ms. Maria Elisa Laracuente Mr. Seymour LaRock Ms. Virginia Roeder Nis. Claudia Kunin Draft Note: Minutes are not %erbatim Minutes of the Evanston Arts Council April 19, 2005 Mr. Kurt Schauer- Vice Chair Ms. Judith Hitler Ms. Julie Collins Ms. Valerie Calloway Mr. Brent Ritzel GIs. Mary Power STAFF PRESENT: Mr. Douglas J. Gaynor, Director of Parks, Forestry and Recreation Air. Bob Dorneker, Superintendent Recreation Nis. Jill Silverman, Secretary Cultural Arts Division OTHERS IN ATTENDANCE: Ms. Constance Lyman — Member of the Public Art Committee The meeting was called to order at 6:37 pm. PUBLIC CONINIENTS — no comment. ACCEPTANCE OF MINUTES — Ms. Virginia Roeder requested the document stating the recipients of the Cultural Fund Grant be attached to the March 15, 2005 minutes. The minutes of February I5, 2005 and March 15, 2005 were moved for approval as amended by Mr. Seymour LaRock, second by his. Claudia Kunin. CHAIRS COMMENTS — Ms. Lois Roewade relayed information regarding the Illinois Arts Alliance Conference. Ms. Roewade would like to attend; this conference will cost S100.00. his. Delores Holmes moved that the expenses be taken from the Evanston Arts Council budget in order for the Chair to attend the conference, second by Nis. Julie Collins. Motion carried unanimously. Ms. Roewade then started a discussion on the different ways the minutes could be formatted for the Evanston Arts Council. Nis. Virginia Roeder stated that one of the most important things, when she was chair, was stating the motion almost verbatim. Mr. Gaynor reminded the Council that the members need to be clear on what they decide to do, and when there is a close vote, to note who voted which way. That %kay there is record of who is eligible to bring a decision back to the table. Ms. Lois Roewade suggested having a detailed transcription only when a largely discussed item was the table. Ms. Lois Roewade suggested that she could motion to the Secretary in order to request a detailed transcription of that part of the meeting. Mr. Gaynor responded by saying, this would have to take place in advance so that the Secretary can prepare by taking hand written notes. his, Lois Roewade used the last few months' minutes as an example of what she would like to see from titis point forward, with an inclusion of a more detailed transcription when noted by the Chair. It was decided that the minutes would be sent in draft form to the members of the Council via email. Ms. Virginia Roeder moved that the Secretary send a draft of the previous meeting minutes to everyone in the Council in order to review and send back with corrections. Given enough time for the Secretary to make any revisions if needed and have completed for the next meeting, seconded by Ms. Maria Elisa Laracuente. Motion carried (I I.1). Ms. Valerie Calloway also recommended that the Secretary include the amendments on the top of the next set of minutes, instead of having to rewrite, reprint the approved as amended minutes. Draft Note: Minutes are not verbatim Mr. Brent Ritzel spoke briefly on the Ethnic Arts Festival. He relayed news regarding the Spoken Word Tent and how they will be incorporating dance and music this year. He also noted the importance of supporting the Ethnic Arts Festival by %oluntecring time at the event other than representing one's own tent. There is a need for volunteers specifically at the Family Activities Area. One may inquire at the Cultural Arts Division located at the Noyes Cultural Arts Center Studio n 100. 847-148-8260. NEW BUSINESS — ttr. Kurt Schauer relayed information he learned through a recent Rand Report on the radio. Rand reported on a study of the economic impact of the arts in neighborhoods and communities. This report can be obtained by contacting Ms. Lois Roewade or researching online. Meeting Adjourned at 8:43 pm. The next meeting of the Evanston Arts Council is May 17, 2005 at the Noyes Cultural Arts Center at 6:30 p.m. Minutes of the Public Art Committee April 12, 2005 MEMBERS PRESENT: ,Nis. Lyn Delli Quadri-Co Chair Ms. Cheryl Wollin Mr. Tom Boggs MEMBERS ABSENT: Mr. Robert Jacobi AIs. Dorothy Laudati GIs. Katherine Bat Mr. Ronald Kysiak ASSOCIATE i<tEMBERS: Nis. Barbara Goldsmith Draft Note: minutes are not verbatim :Ns. Geraldine tilacsai — Co Chair tits. Margherita Andreotti Mr. James Kirby Air. Michael Monar Ms. Constance Lyman Ms. Adrienne Hirsch Mr, Lawrence Wilson STAFF PRESENT: Mr. Douglas J. Gaynor, Director or Parks/Forestry & Recreation Mr. Bob Dorneker, Superintendent of Recreation Ms. Jill Silverman. Secretary II Cultural Arts Division OTHERS IN ATTENDENCE: Ms. Debbie Meron — Writer for the Daily Northwestern Ms. Valerie Calloway — Member or the Evanston Arts Council PUBLIC COMMENTS — No comments. DIRECTORS REPORT, -- fir. Douglas J. Gaynor reminded the Committee of the second routtd of interviews for the Arts Council/Cultural Arts Division Director. These will be held on Saturda} April 16, 2005. He also relayed new information regarding the sculpture Penelope. It has been decided that the statue will not be installed at 920 Davis Street [between the Metra station and Davis L]. Mr. Gaynor, his. Macsai and Ms. Goldsmith have researched other areas and ha -a decided on the patch of grass at the southeast corner of Ridge Avenue and Emerson Street. Sir. Gaynor spoke regarding the suggested location of the Silver Wings sculpture. This would be the far east corner of the Ladd Arboretum Park [intersection of McCormick and Green Bay Road]. Mr. Gaynor along with Ms. Macsai and Ms. Goldsmith met with the Ladd Arboretum Committee to introduce the proposal. The Ladd Arboretum Committee had some colcerns with the sculpture, and the proposal was rejected. They noted that the piece does not fit the "natural" scheme of the park. Nis. Tisdall, Alderperson to the ward. is going to schedule arbitration between the Advisory Board and the members from the Public Art Committee, in order to see if they can reach a compromise. Sir. Gaynor announced that the Fire Station #3 art work is 6 «eeks away from being fully installed. The Committee should begin preparations for a reception. APPROVAL OF LN11NUTES, —'pis. Cheryl Wollin moved to approve the minutes of March 8, 2005. There Was a vote and the motion carried unanimously. Draft Note: minutes are not verbatim COMMITTEE REPORTS: Public Art Inventory List -- Ms. Andreotti reported she has been exploring the "Project Pad" a data base of Public Art pieces through Northwestern University. She has found discrepancies in the data base. She has continued to stay in contact with both Dr. Christine Bell from Northwestern University and Ms. Anita Patel from the Parks, Forestry and Recreation Department, to refine both lists that are available. They have also discussed using a binder book (which would be more easily accessible] with pages to store pictures and information on each piece that is documented. Murals — Ms. Geraldine Macsai reported that Ms. Best was successful in assigning all 60 wooden panels for the Sherman Construction Site Mural. The Cite of Evanston and F.O.C.U.S. have donated S600.00 each in order to help purchase paint supplies for those community organizations that could not underwrite the cost. Public Relations —No report. Arts Council Liaison — Nis. Valerie Calloway reported for Ms. Connie Lyman. She noted that Mr. Brent Ritzel will be volunteering his time on the Planning Committee for the Ethnic Arts Festival. tits. Julie Collins will be volunteering her time on the Planning Comminee for the Lakeshore Arts Festival. The Evanston Arts Council has met with his. Susan Manning with the Evanston Community Foundation. They are working with the Illinois Arts Alliance in order to raise money for an Arts and Community Fund. The Evanston,Ans Council selected liaison's for both Evanston School Districts. Ms. Virginia Roeder will be working with District 202 and Ms. Mary Jennings Power with District 65, The Council recently approved the recommendation for the, recipients of the 2005 Cultural Grant. Ms. Calloway also reminded the group of the next forum in the series of TalkArts events "The Legal Side of Arts". This will be May 11, 2005 at the Noyes Cultural Arts Center from, 6:30 — 8:30 pm. Fund Raising -- No report. OLD BUSINESS —Ms. Macsai relayed that they need to start planting the reception for the new City Council and the Mayor. It was thought to plan far as soon as possible but need to remember all the other obligations that the new City Council will have. She would like to also provide some kind of presentation of what exactly the Public An Committee is and what they do. NEW BUSINESS -Mr. lames Kirby will be representing the Public Art Committee at the second round of interviews for the hiring of the Arts Council Cultural Arts Division Director. Ms. Macsai announced the Illinois Arts Council is holding a meeting titled "One State Together in the Arts: Moving Past Forward Resources, Participation and Leadership'. This will be held on May 12'h and 13"', 2005 at the Hyatt Regency at McCormick Place. She would like for her and at least one other member to attend this event. ADJOUR,NME,NT The meeting adjourned at 7:35 pm. The next meeting of the Public Art Committee will be on May 10, 2005 At the Noyes Cultural Arts Center at 6:15 p.m. COUNCIL NIE-NIBERS PRESENT: tits. Lois Roewade- Chair Ms. Delores Holmes Its. Maria Elisa Laraeuente Mr. Seymour LaRock Ms. Virginia Roeder Ms. Claudia Kunin Draft Note: ;Minutes are not verbatim Minutes of the Evanston Arts Council April 19, 2005 Mr. Kurt Schauer- Vice Chair INts. Judith Mitler Ms. Julie Collins Ms. Valerie Calloway Mr. Brent Ritzel Ms. ,Mary Power STAFF PRESENT: Mr. Douglas J. Gaynor, Director of Parks, Foresiry and Recreation Mr. Bob Dorneker, Superintendent Recreation Ms. Jill Silverman, Secretary Cultural Arts Division OTHERS IN ATTENDANCE: Nis. Constance Lyman —Member of the Public Art Committee The meeting was called to order at 6:37 pm. PUBLIC COMMENTS — no comment. ACCEPTANCE OF MINUTES — Nis. Virginia Roeder requested the document stating the recipients of the Cultural Fund Grant be attached to the March 15, 2005 minutes. The minutes of February 15, 2005 and March 15, 2005 were moved far approval as amended by Mr. Seymour LaRock, second by,',Is. Claudia Kunin, CHAIRS COMMENTS — his. Lois Roewade relayed information regarding the Illinois Arts Alliance Conference. Ms. Roewade would like to attend; this conference will cost S100.00. Ms. Delores Holmes moved that the expenses be taken from the Evanston Arts Council budget in order for the Chair to attend the conference, second by his. Julie Collins. Motion carried unanimousiv. Ms. Roewade then started a discussion on the different ways the minutes could be formatted for the Evanston Arts Council. Ms. Virginia Roeder stated that one of the most important things, when she was chair, was stating the motion almost verbatim. Mr. Gaynor reminded the Council that the members need to be clear on µhat they decide to do, and when there is a close vote, to note who voted µhich way. That way there is record of who is eligible to bring a decision back to the table. Ms. Lois Roewade suggested having a detailed transcription only when a largely discussed item was the table. Ms. Lois Roewade suggested that she could motion to the Secretary in order to request a detailed transcription of that part of the meeting. Mr. Gaynor responded by saying this would have to take place in advance so that the Secretary can prepare by taking hand written notes. Nis. Lois Roewade used the last few months' minutes as an example of what she would like to see from this point forward, with an inclusion of a more detailed transcription when noted by the Chair. It was decided that the minutes would be sent in draft form to the members of the Council via email. Ms. Virginia Roeder moved that the Secretary send a draft of the previous meeting minutes to evc*one in the Council in order to review and send back with corrections. Given enough time for the Secretary to make any revisions ifneeded and have completed for the next meeting, seconded by Ms. Maria Elisa Laracuente. Motion carried (11-1), Ms. Valerie Calloway also recommended that the Secretary include the amendments on the top of the next set of minutes, instead of having to rewrite, reprint the approved as amended minutes. Draft Note: Minutes are not verbatim The Public Art Committee would like to co-sponsor a meeting with the Evanston Arts Council and the ne%0% appointed City Council. The Committee was looking for a date in Ntay, 2004. It was noted by Mr. Doug Gaynor that it would be a good idea to hold off until at least June, the City Council has man% other commitments at this time. Ms. Valerie Calloway moved to schedui; an hour. hour in half meeting with the Cin Council in the month of June. to be co -sponsored by the Public An Committee, seconded by I Is. Julie Collins CONINIMEE REPORTS: Corn munity Service — Nis. Delores Holmes reported that there was no meeting this month. She did remind the Council to schedule dates for the Noses Center Resident Artists Community Ser%ice Site Visits, With Ms. Delores Holmes stepping down from the Evanston Arts Council. %ts Niary Power volunteered to sit on the Community Sers ice Sub -Committee alone side of tics. L.aracuente. Cultural Fund — Nfs. Collins announced that the Public Forks Committee approved the recommended Cultural Fund Grant Recipients for the year 2005. his. Collins further presented the proposal for the use of the leftover grant money [see attached), The proposal included using 50° a of the leftover money to hire an outside consultant to work with the Cultural Fund Sub -Committee. The names of three prospective consultants and their qualifications were included in the proposal and were discussed. his. Claudia Kunin Moved to approve the written recommendation of the Cultural Fund Committee for the use of 50% of the remaining Cultural Fund, as detailed in the proposal given to the Council members. his. Calloway noted the motion should read "up to 50% of the remainder funds available..." Nis. Kunin restated the motion to approve the µTitten recommendation of the Cultural Fund Committee for the use of up to 50% of the remaining Cultural Arts Fund, as detailed in the proposal given to the Council members. This was second by Mr. Seymour LaRock. Motion carried 1 iin favor with I abstention. The Cultural Fund Sub Committee has been asked to come back to the May meeting with a recommendation of one of the three candidates. Talk Arts — Mr. Bret Ritzel reported that the next "TalkArts" panel will be held May 11, 2005 at the Noyes Cultural Arts Center at 6:30 pm. He has recently met with the Sub Committee and discussed the last of the 2005 series which Nis. Virginia Roeder will be moderating. The Sub Committee also discussing ideas for the 2006 series of —Talk Arts" panels. Mr, Ritzel relayed he is preparing a surrey for local business and arts organizations. This will help gauge the companies' interest in promoting the arts. Public Arts —Nis. Valerie Calloway reported that The City of Evanston and F.O.C.U.S. Construction have donated 5600.00 each in order to help purchase paint supplies for those community organizations that could not underwrite the cost. She also relayed that Sir. Gaynor along with tics. Niacsai and Nis. Goldsmith stet with the Ladd Arboretum Committee to introduce a proposal for the Srlver II'ing sculpture. The Ladd Arboretum Committee had some concerns with the sculpture, and the proposal was rejected. They noted that the piece does not fit the "natural" scheme of the park. pis. Tisdall. Alderperson to the ward, is going to schedule a meeting beta cen the Advisory Board and the members from the Public Art Committee, in order to see if they can reach a compromise. Advocacy -- no report. Web Design — %1r. Kurt Schauer reported on the initial draft he has prepared for the web site proposal. lie asked that the Council vote on the draft and its general content. Nis. Valerie Calloway moved that Mr. Schauer work with the Web piaster at the City of Evanston and the Public Art Committee contact in order to put together a web site that includes the items listed on the initial draft. second by Ntr. SeyTnour LaRock. Motion was carried unanimously. DIRECTOR'S REPORT —%fr. Gaynor advised the Council on a letter that was published in a recent issue of The Round Table news paper. The letter stated that the Noyes Cultural Ans Center did not repair the chair lift immediately and there %vas linle sienage posted. Mr. Gaynor relayed that the ADA passed a lax that identifies chat exactly public buildings need to do in order to comply. Mr. Gaynor stated these accommodations take ;ime, and that as long as a reasonable effort has been made each year, then it was acceptable by ADA standards. Mr. Gay -nor noted that the City of Evanston has made every effort available to them in order to keep current. Mr. Bob Dorneker presented the Code of Ethics Training to the Evanston Arts Council. There was a question and answer session afterwards. OLD BUSiNESS — Ms. Power has taken an the role of the liaison for District 65. Ms. Power reported on her contact with Ms. Ann L.eftkovitz. Draft Note: Minutes are not %erbatim Mr. Brent Ritzel spoke briefly on the Ethnic Arts Festival. He relayed news regarding the Spoken Word Tent and how they will be incorporating dance and music this year. He also noted the importance of supporting the Ethnic Arts Festival by volunteering time at the event other than representing one's own te•tt. There is a need for volunteers specifically at the Family Activities Area. One may inquire at the Cultural Arts Division located at the Noyes Cultural Arts Center Studio =100, 847448-8260. NEW BUSINESS — Nfr. Kurt Schauer relayed information he learned through a recent Rand Report on the radio. Rand reported on a study of the economic impact of the arts in neighborhoods and communities. This report can be obtained by contacting his. Lois Roewade or researching online. Meeting Adjourned at 8:43 pm. The nest meeting of the Evanston Arts Council Is May 17, 2005 at the Noyes Cultural Arts Center at 6:30 p.m. COUNCIL AME.NMERS PRESENT: Ms. Lois Roewade-Chair Ms. Maria Elisa Laracuente Mr. Seymour LaRock Mr. Brent Ritzel COUNCIL AI EMBERS ABSENT: Ms. nary Power Ms. Virginia Roeder MS. Valerie Calloway ?'d Draft Tote: Minutes are not verbatim Minutes of the EV2nston Arts Council May 17, 2005 Ms. Claudia Kunin SIs. Julie Collins ,GIs. Joanna Felder Ms. IMarils•n Price 3Ir. Kurt Schauer- Vice Chair Ms. Judith Mitler STAFF PRESENT: Mr. Douglas J. Gaynor, Director of Parks, Forestry and Recreation Mr. Bob Dorneker, Superintendent Recreation Ms. Jill Silverman, Secretary Cultural Arts Division OTHERS TIN ATTENDANCE: Ms. Kate Cooper — NW-Atedill Ms. Connie Lyman—liember of the Public Arts Committee 'The meeting was called to order at 6:35 pm. INTRODUCTIONS -.Nis. Lois Roewade suggested the members introduce themselves. The Council has two new members Ms. Joanna Felder, former Artistic Manager at Ravinia Festival and Ms. Marilyn Price, a Story Teller and former member of the E.A.C. from 1980.87. PUBLIC COMMENTS —No Comment. CHAIRS COMMENTS — :pis. Roewade shared what she experienced at the Illinois Arts Alliance Conference. Though much information was not new, it was helpful reinforcement. She was also reassured to learn that other organizations are going through the same challenges as the Evanston Art Council. Panelists at the Conference repeatedly stressed the importance of developing good working relationships with Alderpeople and representatives from diverse communities. Ms. Roewade announced that four Evanston artist were awarded Artist Fellowship Grants from the Illinois Arts Council: Mr. Virgil Moorefield, Music Composition, Ms. Andrea D'Mers, Visual Artist, Mr., Scott Roberts, Visual Artist and Ms. Alice George, RHINO poen. Ms. Marilyn Price suggested the Council write a note of Congratulations to each artist. Ms. Roewade agreed and thought that that would be an opportunity to let them know the Council exists. ACCEPTANCE OF MINUTES — Council was unable to approve April minutes. They will be discussed and moved on next month. COMMITTEE REPORTS. Advocacy — Mr. Brent Ritzel reported his communication with Mr. Tom Rath, Membership Coordinator for the Evanston Chamber of Commerce. Mr. Rath provided Merchant Association Information and suggested Mr. Ritzel make a presentation at their meetings. He (Mr. Ritzel) has become a member of the Young Professionals Organization. He sits on two Sub-Comminces and plans on educating young professionals on how to get invoked in local government and the community's cultural events. Community Service — no report_ Cultural Fund -- Nis. Julie Collins reported she worked with both Mr. Douglas J. Gaynor and Mr. Bob Dorneker to revise the recommendation for using up to 50°,e remaining grant funds to hire a grant consultant. She then gave the new members a quick run down of the Cultural Fund Grant, how it works and why the Sub -Committee recommended the hiring of a consultant. Ms. Collins handed out the 2nd Draft Note: Minutes are not verbatim proposals of three candidates and tits. Roewade requested that the Council prioritize the candidates. Following discussion, Ms. Julie Collins moved to offer the position of Consultant to the Cultural Fund Sub - Committee, first to Ms. Julia Fabris McBride and incase of decline, second to leis. Tamara Hudgins, Ms. Maril}m Price seconded the motion. Motion passed with 7 approved and 1 abstention. Tali: Arts —lvlr. Brent Ritzel reported that the last "TalkArts" event sent well. The panelists were a knowledgeable group and very helpful to the artists in the audience. Web Design —Mr. Schauer was absent and unable to report. Nis. Roewade stated that Mr. Schauer has been in contact with ?pis. Martha Logan, Public Relations for the Parks. Forestry and Recreation Department and that they will be working with the City Web Master, LIAISON REPORTS: Ethnic Festival — Mr. Brent Ritzel relayed that the Council needs to start thinking about the Evanston Arts Council Booth at the Festival. Ms. Claudia Kunin offered to design an updated tri-fold informational pamphlet for the E.A.C. Mr. Douglas 1 Gaynor also informed the group that there would be around 5500.00 to put towards printing cost. In addition to EAC information, Evanston artists and organizations will be invited to display their brochures at the booth. Ms. Roewade will coordinate, along with other members, the activities for the booth. Lake Share Arts Festival — Ms. Julie Collins reported there has been no contact as of yet. School Districts — no report. Public Art— his. Connie Lyman reported on the Sherman Plaza Stural Project. The first installment of murals will be mounted on June 6, 2005. There will be a reception for the project during Evanston Arts Week, on October 16, 2005, from 2:00 pm — 5:00 pm at the Prudential Preferred Properties. No new news on Silver H'ings, the Committee is still trying to find an appropriate home for the sculpture. Mr. Gaynor relayed the Public Art Committee has received seven or eight proposals for the Sherman Plaza Per Cent for Art Program. Discussion then ensued regarding the revised Public Art Guidelines and Application. . DIRECTOR'S REPORT — Mr. Gaynor relayed that they have made an offer to a candidate for the position of Art Council/Cultural Arts Director, they expect an answer soon. NEW BUSINESS —Nis. Roewade relayed information on Arts Week Evanston, October 16 — 23, 2005. The Sub Committee for Arts Week consists of Mr.. Kurt Schauer, Mr. Brent Ritzel and Ms. Judith Mittler with Joanna Felder and Marilyn Price offering to participate. Ms. Marilyn Price will also attend the up coming Noyes Cultural Arts Resident Meeting, held May 19, at 4:00 pm. Discussion then rnsued concerning the need for an informational pamphlet about the Noyes Cultural Arts Center to disperse to the community. Mr. Gaynor noted the city does provide advertisement through both the website and Arts and Recreafbn Program Guide. Meeting Adjourned at.8:I6 pm. The next meeting of the Evanston Arts Council Is Tuesday June 21, 2005 at the Noyes Cultural Arts Center at 6:30 p.m. COUNCIL 31E.NIBERS PRESENT: Nis. Lois Roewade- Chair Ms. Delores Holmes Nis.Maria Elisa Laracuente Mr. Ses.mour LaRock Nis. Virgfnia Roeder Nis. Claudia Kunin Draft Note: Minutes are not verbatim Minutes of the Evanston Arts Council April 19, 2005 .fir. Kurt Schauer- Vice Chair Ms. Judith Hitler Ms. Julie Collins Nis. Valerie Calloway Mr. Brent Ritzel Ms. Mary Power STAFF PRESENT: Air. Douglas J. Gaynor, Director of Parks, Forestry and Recreation Air. Bob Dorneker, Superintendent Recreation Nis. Jill Silverman, Secretary Cultural Arts Division OTHERS IN A7TENTI)ANCE: Nis. Constance Lyman —Member of the Public Art Committee The meeting was called to order at 6:37 pm. PUBLIC COMMENTS — no comment. ACCEPTANCE OF MINUTES — Ms. Virginia Roeder was concerned that the minutes did not state in detail what the Council approved. Ms. Valerie Calloway suggested the list of Cultural Fund Recipients be attached to the minutes. his. Roeder agreed that the document stating the recipients of the Cultural Fund Grant be attached to the March 15, 2005 minutes. The minutes of February 15, 2005 and March I5, 2005 were moved for approval as amended by Mr. Seymour LaRock, second by Ms. Claudia Kunin. CHAIRS COMMENTS— Ms. Lois Roewade relayed information regarding the Illinois Arts Alliance Conference. Ms. Roewade would ;ikc to attend; this conference will cost S100.00. Ms. Delores Holmes moved that the expenses betaken from the Evanston Arts Council budget in.order for the Chair to attend the conference, second by Ms. Julie Collins. Motion carried unanimously. Ms. Roewade then started a discussion on the different ways the minutes could be formatted for the Evanston Arts Council. Ms. Virginia Roeder stated that one of the most important things, when she was chair, the minutes should state the exact wording of the motion. Air. Gaynor reminded the Council that the members need to be clear on what they decide to do, and when there is a close vote, to note who voted which way. That way there is record.of %%ho is eligible to bring a decision back to the table. Ms. Lois Roewade suggested having a detailed transcription only when a largely discussed item was on the table. his. Lois Roewade suggested that she could motion to the Secretary in order to request a detailed transcription of that pan of the meeting. Mr. Gaynor responded by saying this would have to take place in advance so that the Secretary can prepare by taking hand written notes. his. Lois Roewadc used the last few months' minutes as an example of what she would like to see from this point forward, with an inclusion of more detailed transcription when noted by the Chair. It was decided that the minutes would be sent in draft form to the members of the Council via email. Ms. Virginia Roeder moved that the Secretary send a draft of the previous meeting minutes to everyone in the Council in order to review and send back with corrections. Given enough time for the Secretary to make any revisions if needed and have completed for the next meeting, seconded by Ms. Maria Elisa Laracuente. Motion carried (11-1). Ms. Valerie Calloway also recommended that the Secretary include the amendments on the top of the next set of minutes, instead of having to rewrite, reprint the approved as amended minutes. Draft Note: Minutes are not %erbatim The Public Art Committee µo :ld like to co-sponsor a meeting with the Evanston Arts Council and the newly appointed City Council. The Commiaee %%as looking for a date in May. 2005. It was noted by Mr. Doug Gaynor that it would be a good idea to hold off until at ]east lure. the City Council has many other commitments at this time. Ms. Valerie Calloway moved to schedule an hour. or hour and a half meeting %%ith the City Council in the month of June, to be co -sponsored by the Public An Committee, seconded by Ms. Julie Collins. 'Motion carried unanimously. COMMITTEE REPORTS: Community Service — Nis. Delores Holmes repotted that there was no meeting this month. She did remind the Council to schedule dates for the Noyes Center Resident Artists Community Service Site Visits. With Ms. Delores Holmes stepping down from the Evanston Arts Council, Ms. Mary Power volunteered to sit as Chair on the Community Service Sub -Committee along side of his. Laracuente. Cultural Fund — Nis. Collins announced that the Public Works Committee approved the recommended Cultural Fund Grant Recipients for the year 2005. 'pis. Collins further presented the proposal for the use of the left over grant moncy (see attachedj. The proposal included using 50116 of the left over money to hire an outside consultant to cork with the Cultural Fund Sub -Committee. The names of three prospective consultants and their qualifications were included in the proposal and were discussed. Ms. Claudia Kunin moved to approve the written recommendation of the Cultural Fund Committee for the use of 50% of the remaining Cultural Fund. as detailed in the proposal given to the Council members. Ms. Calloway noted the motion should read "up to 504o of the remainder funds available..." %is. Kunin restated the motion to approve the written recommendation of the Cultural Fund Committee for the use of up to 505a of the remaining Cultural Arts Fund, as detailed in the proposal given to the Council members. This was second by Mr. Seymour LaRock. Motion carried I I in favor with I abstention. The Cultural Fund Sub Committee has been asked to come back to the May meeting with a recommendation of one of the three candidates. Talk Arts— Mr. Brent Ritzel reported that the next "TalkArts" panel will be held May 11, 2005 at the Noyes Cultural Arts Center at 6:30 pm. He has recently met with the Sub Committee and discussed the last of the 2005 series which will be held in November, where Ms. Virginia Roeder will be moderating. The Sub Committee also discussing ideas for the 2006 series of "Talk Arts" panels. Mr. Ritzel relayed he is preparing a survey for local business and arts organizations. This will help gauge the companies' interest in promoting the arts. Public Arts —,\is. Valerie Calloway reported that The City of Evanston and F.O.C.U.S. Construction have both donated S600.00 each in order to help purchase paint supplies for those community.organizations that could not underwrite the cost for painting a mural on the Sherman Street Plaza scaffolding. She also relayed that Mr. Gaynor along with INis. Macsai and Nis. Goldsmith met with the Ladd Arboretum Committee to introduce a proposal for locating the Silver Wing sculpture in the arboretum. The Ladd Arboretum Committee had some concerns with locating the sculpture in the arboretum, and the proposal was rejected. They noted that the piece does not fit the "natural" scheme of the park. ' Ms. Tisdall. Alderperson to the ward, is going to schedule a meeting between the Ad% isory Board and the members from the Public Art Committee. in order to see if they can reach a compromise. Advocacy — no report. Web Design -- tiir. hurt Schauer reported on the initial draft he has prepared for the web site proposal. He asked that the Council vote on the draft and its general content. Ms. Valerie Calloway moved that Mr. Schauer work with the Web Master at the City of Evanston and the Public Art Committee contact in order to put together a web site that includes the items listed on the initial draft, second by Mr. Seymour LaRock. Motion was carried unanimously. DIRECTOR'S REPORT —Mr. Gaynor advised the Council on a letter that was published in a recent issue of The Round Table news paper. The letter stated that the Noyes Cultural Arts Center did not repair the chair lift immediately and there was little signage posted. fir. Gaynor relayed that the ADA passed a law that identifies what exactly public buildings need to do in order to comply. Mr. Gaynor stated these accommodations take time, and that as long as a reasonable effort has been made each year, then it was acceptable by ADA standards. Mr. Gaynor noted that the City of Evanston has made every effort available to them in order to keep current. Mr. Bob Domeker presented the Code of Ethics Training to the Evanston Arts Council. There was a question and answer session afterwards. Draft Note: Minutes are not verbatim OLD BUSINESS — Ms. Power has taken on the role of the Evanston Arts Council liaison for District 65. Ms. Power repotted she spoke with Ms. Anne Letko%im briefly, his. Lefkovits relayed there were cuts last year, and that there have been no additional cuts this year. Nis. Power requested Ms. Lefkovits email her once a month w/any updates. Mr. Brent Ritzel spoke briefly on the Ethnic arts FestNaI. He relayed news regarding the Spoken Word Tent and how they will be incorporating dance and music this year. He also noted the importance of supporting the Ethnic Arts Festival by volunteering time at the even, other than representing one's own tent. There is a need for volunteers specifically at the Family Activities Area. One may inquire at the Cultural Arts Division located at the Noyes Cultural Arts Center Studio # 100. 847-448-8260. NEW BUSINESS — Mr. Kurt Schauer relayed information he learned through a recent Rand Report on the radio. Rand reported on a study of the economic impact of the arts in neighborhoods and communities. This report can be obtained by contacting Ms. Lois Roewade or researching online. Meeting Adjourned at 8:43 pm. The next meeting of the Evanston Arts Council is May 17, ZOOS at the Noyes Cultural Arts Center at 6:30 p.m. Evanston Arts Week 2005 EAC proposal for activity and involvement I. Provide consulting services to Sharon Honaker or other city staff A. Participant solicitation Provide consulting services to Sharon Honaker or other city staff through the process of sorting incoming participant forms. and blocking out appropriate scheduling to minimize simultaneous occurrence of events that will appeal to the same audience. - Contact any artists that have not yet indicated interest, including those who have participated in the past and any new artists in the area. B. Scheduling Block out appropriate scheduling to minimize simultaneous occurrence of events that %%ill appeal to the same audience. - Propose grouping of like-minded smaller organizations/artists and approach the groups with showcase ideas: o Dance showcase (location?) o Music showcase (at MIC?) a •Story -telling festival (at EPL?) o Noyes open house C. Suggest additional participants that have not been solicited and may not have been involved in the past. Use EAC database contact list as supplement to city's Contact list. 1I. EAC sponsored event -Solicit Evanston/Chicago/Northw•estem native celebrity, i.e. Cusack, Piven, Mahoney, Patinkin, etc. to host discussion/cocktail hour to draw in audience and promote awareness of council presence. Perhaps hold council meeting or simply have written material available to apprise the public of current arts issues in the community. III. Fundraising for publicity purposes -Solicit artists for contribution to overall PR/marketing costs COLNCIL NIEIIBERS PRESENT: Ms. Lois RoeK•ade- Chair .Nis. Julie Collins GIs. Valerie Callaw•av Ms. Joanna Felder Ms. Virginia Roeder COUNCIL NIENIBERS ABSENT: Mr. Brent Ritzel Nis. Maria Elisa Laracuente Draft Note: Minutes are not verbatim Minutes of the Es•anston Arts Council June 21, 2005 Mr. Kurt Schauer- Vice Chair Mr. Seymour LaRock Ms. Mary Power Ms. Judith Mittler Ms. Claudia Kunin MS.. farilyn Price STAFF PRESENT: Mr. Douglas J. Gaynor. Director of Parks, Forestry and Recreation Mr. Bob Dorneker, Superintendent Recreation Mr. Jeff Cory, Director of Arts CounciLfCultural Arts Division Ms. Jill Silverman, Secretary Cultural Arts Division OTHERS IN ATTENDANCE: his. Julia Fabris McBride, Gr2n1S Consultant NIs. Penny Rothelser, Evanston Arts Council Sub Commitfee.- I ember Mr. Larry Distasi, Co Artistic Director/Director of Programming The meeting was called to order at 6:15pm PUBLIC CONIM NTS -Mr. Lam DiSmsi spoke regarding the need for more space for The Actors Gymnasium, tenant to the Noyes Cultural Arts Center, studio NOB. He explained that the company currently shares an office with Next Theatre Company. He spoke of another studio that may be available in the building, and requested that the Council consider their organization for that space. AVELCOME - 3tr. Douglas J. Gaynor introduced the new An Council'Cultural Arts Division Director.%Ir: Jeff Cory. ACCEPTAICF OF MINUTES -Nis. Virginia Roeder requested the Iasi Iine in the April Acceptance olMinutes be deleted. Mr. Seymour LaRock moved to approve the meeting minutes of April 19, 2005 as amended. fir. Kurt Schauer seconded the motion, members voted unanimously. 'Mr. Seymour LaRock moved to approve the meeting minutes of.\lay 17, 2005. Ms. Joanna Felder seconded the motion, members voted unanimously. ' COMMITTEE REPORTS; Community Service - no rrpom Cultural Fund -GIs. Julie Collins passed out the recommendations drafted by grant consultant .\Is. Julie Fabris McBride, please see attached. The Council decided to hold a special meeting on June 29, 2005 at 6:10pm in the loves Culrural .arts Center. In order to review revise the recommendations for the cultural fund grant guidelines and application. Arts Week -Ms, Joanna Felder reponed on the last Arts Week Planning meeting. Please see attached proposal for activity and involvement. Ms. Roew-ade included that the Sub Committee talked about taking on the responsibility of organizing the dance and music show case. Discussion continued regarding Arts Week. Talk Arts -no report. Public Arts - its. Geraldine 1lacsai reported that Penelope. Fire Station #3 panels and 32 panels for the Sherman Plaza Construction Site have all bren installed. She also announced the site for the Silver Wings sculpture. Which will be at t}ic corner of McCormick and Green Bay Road, Ms. Valerie Calloway reported that the Public Art Sub Cornimince working on the art selection for Sherman Plaza narrowed it down to Draft Note: Minutes are not verbatim three artists. The artists will be providing m3gaette with in the next six weeks. She then relayed information on the continuing work of the Public Art Inventory List and how space has become available at the Civic Center to display an pieces and the Cite of Evanston was asking for the Committee's help. Advocacy — Nis. Lois Roeuade announced that Nis. Prnny Rotheiser will be working on the advocacy sub committee. his. Roewadc reported that the sub comae nee will be working with the Evanston Chamber of Commerce in order help in promoting the arts in their mailings. They would also like to target businesses in the community who would like to display art, and working with a corramunity printer to help with the printing cost of the revised Evanston Arts Council pamphlet. Web Design —fir. Kurt Schauer reported on his continuing contact with Ms. Martha Logan. He is preparing to send in the content for the website. LIASION REPORTS: Ethnic Arts Festival — no report. its. Roewade did note that the Ethnic Arts Festival is .tune 16 and 17. She requested that members volunteer at least at one festival for a few hours. Lake Shore Festival — his. Julie Collins reported it was moving along. District 65 — his. SIary Power reported on her efforts in helping the school district fill out the Illinois Arts Alliance Survey. OLD BUSINESS —Ms. Claudia Kunin reported on her work on the new Evanston Arts Council pamphlet. She displayed the first draft, and requested members get back to her with feed back. There was discussion on content and funding that followed. NEW BUSINESS —his. Roewadc discussed briefly the opportunity of displaying art work at the Civic Center. A small committee would be formed to both solicit and juror the pieces. The artist could have a year or so to display their am Ms. Virginia Roeder moved to pursue this project. fir. Seymour LaRock seconds the motion, it was voted unanimously. This topic will be further discussed at next months meting. Meeting Adjourned at 8:30 pm. The next meeting of the Evanston Arts Council Is duly I9.2005 at the Noyes Cultural Arts Center at 6:30 p.m. . COUNCIL AIENIBERS PRESENT: Ms. Lois Roewade - Chair Ms. Julie Collins Ms. Valerie Calloway Mr. Brent Ritzel Nis. Judith Mitler COUNCIL NIENIBERS ABSENT: Ms. Mary Power Ms. Maria E1isa Laracuente Draft Note Minutcc are not �crt+atim Minutes of the Evanston Arts Council July 19, 2005 Mr. Kurt Schauer - Vice Chair Mr. Seymour LaRock Nts. Claudia Kunin tits. Joanna Felder ,tits. Virginia Roeder ML Marilyn Price STAFF PRESENT: Mr. Bob Dorneker, Superintendent Recreation Air. Jeff Cory, Cultural Arts/Arts Council Director Ms. Jill Silverman, Secretary Cultural Arts Division OTHERS IN ATTENDANCE: Ats. Penny Rothheiser, Member of Advocacy Sub -Committee The meeting was called to order at 6:35 p.m. ACCEPTANCE OF 1NIN'UTES — Nis. Claudia Kunin moved to approve the meetings minutes oflune 21, 2005 as amended below, seconded by Ms. Joanna Felder. The Council members voted unanimously. Amended Item: "Nis. Virginia Roeder asked the status of the Evanston Arts Council Bylaws. Mr. Gaynor responded that he would have them by next months meeting,- included in the last paragraph under Old Business. CHAIR'S COMMENTS — ifs. Lois Roewadc reported that the Ethnic Arts Festival was a huge success, and many thanks to the Council members that helped man the Evanston Arts Council booth. She was happy to say that the information booth served its purpose with 24 organizations displaying their brochures. Ms. Virginia Roeder volunteered to coordinate the information booth for the upcoming Lakeshore Arts Festival. Ms. Roewade updated the Council on the "Working Together" impact study sponsored by the Evanston Community Foundation and Illinois Arts Alliance. The introduction of this project to the community w ill be held September 22. at the Noyes Cultural Arts Center. There will be detailed information to come. She reported on a meeting she attended recently, requested by the new City ,tanager Ms. Julia Carroll, which concentrated on strategic planning for the city'. She mentioned the upcoming resignation of a couple of Evanston Arts Council members. COMMITTEE REPORTS: Advocacy — Nis. Roewade discussed coordinating public art exhibits or an events at the Hotel Orrington. She then found out that the Public An Committee was also scheduling community arts events. The two groups have decided to join together in organizing and promoting community events now and in the future. She also mentioned the sub -committee will have to meet soon, in order to discuss the status of TALKARTS. Arts Week — tils. Felder presented the proposal for "Art inspires An" the Evanston Arts Council's event for Arts Week. This was put together by the Ans Week sub -committee (see attached). Discussion ensued regarding details on the event. Nis. Claudia Kunin moved to accept the proposal; Mr. Seymour LaRock seconded the motion. The Council voted unanimously to approve the concept for the event. Community Service — no repon. Draft Kotc: Minutes are not ►erbium Cultural Fund —Ms. Julie Collins and the Council reviewed the updated Cultural Fund Grant and Application. Se►eral additional rc%isions were made. Mt. LaRock moved to appro►e the revised docurnent. %1s. Valerie Callo►►av seconded for approval as amended today. Web Design — Str. Kurt Schauer reponed that he has sent the information, to be posted on the v►eb site, to Nis. Martha Logan. He has not seen anything on line as of vet. Mr. Schauer is now working on the interactive information and sent a visual to the City's Web Master. He also presented. to the Council many ideas for a ncu Evanston Arts Council logo. The Council decided on three that the)' liked. tier. Schauer will enhance the selected locos and brute them back for Further review. LIAISON REPORTS: Ethnic Arts Festival —Mr. Brent Ritzel reported on the v►onderful turnout at the Ethnic Arts Festival. He also noted that the Spoken Word tent was well attended and worked well. 'There was a round of applause from the Council for all of the staffs and fir. Ritzei's hard v►ork. Public Art Committee —Ms, Calloway reported that the PAC Committee is in the process of hiring an intern to help u; the public art inventor research. She also updated the Council on the murals that are now being installed at the Sherman Plaza construction site. There v►ill be a reception for these pieces at Prudential Preferred Properties some time during ARTS WEEK. The ribbon cutting for Penelope will be August 16. 2005 at the sculpture site (corner of Emerson and Ridge Ave). They are also planning a reception for Fire Station k3 as soon as they resolve the question of visibility of the images. The Legislative Breakfast will be held during ARTS MEEK, with a panel discussion. The remaining fund for Maple Street Garage totaling S 117.478, will be discussed and there is word that a nc%v RFP will be distributed. Lastly, she reported on the continuing interest of the City of Evanston's Civic Center to display art word: in selected areas. Both the Evanston Art Council and Public Art Committee will be working to organize the project. Lakeshore Arts Festival —Ms. Collins reminded the Council that the Lakeshore Arts Festival will be August 6� and 7" from 11:00 — 6:00 pm. Festival planning is running smoothly. OLD BUSINESS —tits. Kunin bricily updated the Council on her continuing work on updating their informational brochure. ByLaws -tits. Roew-ade would like to review the changes that the City of Evanston's Law Department has made before voting. She asked that the document be considered for approval at next Month's meeting. Ms. Calloway volunteered to be the new Chair of the B}laws subcommittee. She and Nis, Roeder will compile whatever amendments are requested by the group and organize them for consideration next month's meeting. Nis. Roeder commented on the Strategic Planning meeting held by the City of Evanston. She attended and noted that there was very little support from the arts. She suggested that others join her at the next meeting, to be held at Evanston High School on July 26, 2005. This will be an open panel discussion, and more representatives of the arts should be heard. Meeting Adjourned at 8:35 p.m. The next meeting of the Evanston Arts Council is August 16, 2005 at the.So)es Cultural Arts Center at 6:30 p.m. *Please note: The recording machine lost power at this point and picked up under Committee reports. COUNCIL NIENIBERS PRESENT: Ms. Lois Roersade - Chair Ms. Maria £lira Laracuente Ms. Virginia Roeder Air. Steven Frost COUNCIL MENIBERS ABSENT: Ms. Claudia Kunin Mr. Seymour LaRock 2" Draft Note: Minutes are not verbatim Minutes of the Evanston Arts Council August 16, 2005 Mr. Kurt Schauer- Vice Chair 11s. Julie Collins Ms. Judith llittler Nis. Penny Rotheiser Nis. Valerie Calloway Ms. ATarilyn Price STAFF PRESENT: Mr. Bob Dorneker, Superintendent Recreation Air. Jeff Cory, Cultural Arts Division/Arts Council Director Ms. Jill Silverman, Secretary Cultural Arts Division The meeting was called to order at 6:37pm WELCOME — The Council welcomed two newly appointed members to the Council, Mr. Steven Frost and Ms. Penny Rotheiser. ACCEPTANCE: OF MINUTES -- Ms. Julie Collins moved to approve the meeting minutes of July 19, 2005, seconded by Ms. Judith Mittter. The Council members voted unanimously to approve the July minutes. COMMITTEE REPORTS: Cultural Fund — Ms. Collins reported that the Administration and Public Works Committee approved the Cultural Fund Grant Application. At this point the subcommittee is deciding on a date for the grant writing workshop. She also mentioned that Ms. Nancy Flannery, a former grant recipient, will be unable to finish her documentary project as proposed due to a delay in funding from the State of Illinois for a mural restoration project. She will be returning roughly S1.100 to the Cultural Grant Fund. Arts and Business — `Is. Penny Rotheiser reported that the subcommittee will be changing their name from Advocacy to Arts & Business. They also decided to table the TALKARTS program. The subcommittee sent an arts -in -business proposal to Hotel Orrington, and is awaiting a response. A copy of the proposal can be obtained from Nis. Rotheiser. The committee also decided that having a member of the Evanston Chamber of Commerce sit as a member of the Evanston Arts Council would be a valuable asset. Tile subcommittee will be meeting with the chamber soon. She also mentioned creating a mailing list. Ms. Lois Roe%vade informed the group that there is a list being created by Evanston Community Foundation. She said the Council will have access to that list when it's complete. Arts Week -- Ms. Roc%vade, reporting for hts. Marilyn Price, announced that "Art Inspires Art" will be held on October 21, 2005 from 7:30 to 9 pm at the :;oyes Cultural Arts Center. It was decided that selected artists from the Noyes Center will be creating the art work that evening. It was asked by the Council how Arts Week will be promoted. ter. Jeff Cory, rela%ed that the Arts Week Schedule of events will be placed in several publications for free or at minimal cost. posters and flyers %will be printed and distributed around town, street banners will be created, and Evanston Community Media channel 16 will promote Arts Week on a public affairs program. Web Design — Mr. Kurt Schauer reported he went over formatting questions with the City's Webmaster. He is also preparing to send her images for the web site. There was a question from the Arts Council about whether they could have their own separate link on the City of Evanston's home page. There was also discussion on the current web heading "Residents" that could be changed to "Community" or "Business" to read "Business/Arts." Mr. Dorneker said Ire will mention the suggestions to the web coordinators. Mr. Schauer handed out enhanced versions of what could be the Evanston Arts Council logo, and the Council responded with feedback. Any other comments or suggestions should be directed to Mr. Schauer. Brochure — Ms. Virginia Roeder was concerned that the listing of subcommittees would become outdated. She also noted that the Evanston Arts Council should not be listed under Evanston Programs. All corrections will be made and a revised brochure copy will be distributed in next month's packet. 2"4 Draft Note: Minutes are not verbatim Bylaws — The Bylaws were not formally reviewed though comments and some technical wording were addressed. Ms. Roewade asked for clarification from City staff as to whether an employee of any organization who receives a Cultural Fund Grant could apply and sit on the Evanston Arts Council. Mr. Dorneker answered that, yes, they could in fact apply to be on the Council, they would be required to abstain from voting during Cultural Fund motions. He also noted that there is additional conflicting information in the Bylaws and will be discussing this content with the City'$ Legal Department. LIAISON REPORTS Lakeshore Arts Festival — Ms. Roeder reported that the Festival Lvas great. The Evanston Arts Council booth had plenty of informational brochures and citizens were engaged in conversations with members of the Council. Others from the Council had mixed reviews of the booth. It was suggested that the booth be in another area of the park and that information promoting Arts %leek be included. Mr. Cory added that the silent auction raised SIK more than last year's event. Public Art Committee — Ms. Roewade reported on the Penelope ribbon cutting held this morning. She also gave information regarding the two finalists who have been selected for the Sherman Plaza site. Mr. Jeff Cory added that the Public Art Committee is going to take a few weeks to deride if they want to select one of the finalists or reopen the application process. There was also brief discussion on the public art displayed at Fire Station #3. DIRECTOR'S REPORT — Mr. Cory relayed that estimates are being obtained for repair Work in studio 103 which will take place in the near future. A press release announcing the availability of the space will be sent out soon. Mr. Dorneker reported that the Noyes Building is in the middle of a $15,000 extensive repair of the basement ceiling. NEW BUSINESS — Ms. Roewade relayed that the Council has to start thinking about the budget for next year. Mr. Frost and Ms. Roeder volunteered to sit on the budget subcommittee. Ms. Roewade will contact the rest of the group to see if anyone else would like to join. Meeting Adjourned at 8:30 pm. The next meeting of the Evanston Arts Council is at 6:30 p.m. on September 20, 2005 at the Noyes Cultural Arts Center. CODICIL NIE.N BERS PRESENT: Mr. Kurt Schauer- Vice Chair .his. Julie Collins his. Valerie Calloway NIs. Marilyn Price Mr. Steven Frost COUNCIL INTE',% BERS ABSENT: Ms. Lois Roewade - Chair Draft Note: Minutes are not verbatim 4linutes of the Evanston Arts Council September 20, 2005 Nis. Claudia Kunin Mr. Seymour LaRock Ms. Virginia Roeder Ms. Judith Mittler kls. Penny Rotheiser h1s. Marla Elisa Laracuente STAFF PRESENT: Mr. Douglas J. Gaynor, Director orParks, Forestry and Recreation Mr. Jeff Cory, Cultural Arts/Arts Council Director Ms. Jill Silverman, Secretary Cultural Arts Division OTHERS L1 ATTEtiDA.XCE: Ms. Katherine Best, Member of the Public Art Committee Mr. John FaIkenberg, Citizen The meeting was called to order at 6:38 pm PUBLIC COMINTEN'TS —No Comments ACCEPTANCE OF 'MINUTES — Ms. Marilyn Price moved to approve the meeting minutes of August 16, 2005•' seconded by Mr. LaRock. Motion carried (4-0) with one abstention. COM,tiI=E REPORTS: Arts & Business — Nis. Rotheiser reported on a meeting she had with the Evanston Chamber of Commerce and EvMark. She did receive contact information on a member of the Chamber who is interested in sitting on the Public Art Committee. Ms. Rotheiser has not heard back from Hotel Orrington but has found interest at Cafe Ambrosia. They would like to learn more about bringing the arts into Evanston business. Lastly, she is looking for owners of vacant storefronts who would be interested in displaying art work in their windows. Arts Week —Ms. Price reminded the Council of the events during Arts Week. The Council's event is set for Friday 21, 2005 at the Noyes Cultural Art Center at 750 pm. It will involve artists creating work inspired by a live jail combo. Mr. Cory mentioned other City -organized events that will be included in Arts Week: "Money for the Arts" on Thursday Oct. 20, 5:30 pm at the Noyes Cultural Arts Center and "Public Art Planning for Evanston" also on Thursday, 7:00 pm in the Parasol Room at the Civic Center. Budget — An Arts Council Board budget of S2800 was handed in for Ciry approval. Mr. Cory relayed that the City requested the line items be in multiples of 100, so he adjusted some line items up or down. Ms. Kunin is looking for interested members who would like to join her in reviewing the Arts Council budget. Community Service — Ms. Mittler reported on what she has learned about Community Service. She reviewed the tenants' proposals and was excited to see all the different services they are providing the community. She did have some questions regarding the Site Visit Form. 'Mr. Cory relayed that it was the City's understanding that the Council members would be visiting these sites and report back to the full Council. Once reported they would be documented and on file at the Cultural Arts Division of the City of Evanston. Cultural Fund — his. Collins reported that the Cultural Fund Grant and Application are out on paper and available on line. She thanked everyone for their participation. There will be a workshop and panel discussion about the grant writing process during Arts Week on Saturday Oct. 22, 8:45 am at the Noyes Cultural Arts Center. Draft Note: Minutes are not verbatim Web Design & Logo —Mr. Schauer reported on his contact with the Webmaster for the City of Evanston. The inforr.a:ion that was collected should be available online shortly. Mr. Schauer presented revised versions of new E.A.C. logos. Council members were polled regarding their favorite, and the consensus choice will be used on furore publications. By -Laws — Mr. Cory reported on the chang:s made by the City of Evanston's Law Department to the Evanston A;, Council Bylaws. A copy of the document can be obtained through the Cultural Arts Division of the City of Evanston. There %vas discussion in regards to the revisions and the following changes were made: Article III, section 4 — Nis. Calloway moved that section 4 stating "No member may be a full- or part-time employee of any agency, facility or service, which receives funds from the Arts Council" be put back into the Article; Ms. Kunin seconded. Motion denied (5-5). Article V, section I —Ms. Calloway moved to omit the words "and the Secretary" from this section; his. Kunin seconded. Motion cmTied (10-0). Article V, section 3 — his. Roeder moved to omit the Nominating Committee from this article, Mr. LaRock seconded the motion. Motion denied (2-8). Article V, section 3 — Ms. Roeder moved that the Chair and Vice Chair can only be reelected one time, for a total service term of two years. Ms. Collins seconded the motion. Motion denied (5.5). Article VII, section 2a —Nis. Roeder moved to add an experience requirement of at least one year to the at -large member of the Executive Committee;, Ms.-Kunin seconded the motion. Motion carried (8-2). Article VII, section 2e — Nis. Kunin moved to accept the deletion regarding the history of the Public Art Committee from the Bylaws; Nis. Calloway seconded. Motion carried (9-0) with one abstention. Article V1I, section 4 -- his. Calloway moved to change section 4 in article V11 to state "a chair of a sub -committee can serve one year and may be reelected for two additional terms of one year, equaling three years'; Ms. Kunin seconded. Motion carried (6-4). Nis. Calloway moved io accept the By-laws as amended by the votes given; Ms. Price seconded the'motion. Motion carried (10-0). LIAIS(ON REPORTS: Public Art Committee —his. Calloway reported an the last F.A.C. meeting. The Sherman Plaza art panels will be completed shortly and the reception will be held Oct. 16 from 2-5 pm at Prudential Preferred Properties, 1600 Orrington Ave. The Intern who will work on the Public An Inventory List will be starting in a few weeks. The Committee has also created an Art365 program. The objective is to promote the arts in businesses around town. The City of Evanston is reviewing the site that was located for the sculpture Silver Wings. Fire Station 03 reception will be scheduled as soon as the City installs the lighting. The P.A.C. has decided to reopen the RFP for the Sherman Plaza site. A RFP will be going out soon and the deadline will be March of 2006. DIRECTOR'S REPORT —Mr. Cory reported on "Herencia." a Noyes Gallery exhibit that celebrates Latin Heritage. There was a wonderful turnout at the gallery reception, here at the NCAC. Five applications have been received for the studio 104. , Nis. Price volunteered to serve on a sub -committer to review the applicants and bring a recommendation back to the full Council. NEW BUSINESS — Ms. Calloway moved that the Nominating Committee be comprised of Ms. Collins, Ms. Roeder and Mr. Frost; Ms. Price seconded. Motion carried (10-0) unanimously. Meeting adjourned at 8:45 pm. The next meeting of the Evanston Arts Council is October 18, 2005 at the Noyes Cultural Arts Center at 6:30 p.m. COUNCIL NIE.NIBERS PRESENT: Ms. Lois Roewade —Chair Ms. Julie Collins Ms. 4iarilyn Price Ms. Penny Rotheiser Ms. Maria Elba Laracuente COUNCIL NIEINWERS ABSENT. - Mr. Kurt Schauer-- Vice Chair Mr. Seymour LaRock Ms. Valerie Callo"ay Draft Note: Minutes are not verbatim ,Nlinutes of the Evanston Arts Council October I8, 2005 Ms. Claudia Kunin Mr. Brent Ritzel Ms. Virginia Roeder Mr. Steven Frost Ms. Leah Callaghan Ms. Judith Mittler Mr. Dwayne Willoughby STAFI: PRESEN- 7: Mr. Jeff Cary, Cultural Arts/Arts Council Director OTHERS IN ATTENDANCE: INIs. Sara Laing —Open Studio Project ltiis. Marianne Moberly — Oakton School Cultural Arts Community Ms. Amy Greenwood—,liusic Institute of Chicago Mr. Brandon Lloyd —Northwestern University student Mr. Chris Britt= Northwestern University student hts. Constance Lyman — Member of the Public Art Committee The meeting was called to order at 6:34 p.m. PUBLIC COMMENTS — no comment. CULTURAL FUND GRANT RECEIPIEN-TS: Music Institute of Chicago —Ms. Greenwood reported on the Music Institute's 2005 project which was funded by the Evanston An Council's 2005 Cultural Fund Grant. The Fall Family Festival, held September 11, 2005, featured one of their resident ensembles, Evanston Escola de Samba. This was a free event, open to the public. Their goal was to engage the community, young and old, with music and educational activities. Open Studio Project — N1s. Laing reported on how the Cultural Fund Grant has helped the studio create a more permanent gallery space in order to showcase the work of children and adults who have experienced emotional or physical trauma. • ACCEPTANCE OF MINUTES: The Council postponed approval of the meeting minutes of September 20,2005. COMMITTEE REPORTS: Arts & Business — Nis. Rotheiser reported that Hotel Orrington remains interested in collaborating with the EAC, but further discussion was postponed until December. Meanwhile, CaR Ambrosia is continuing to showcase the performing arts. Ms. Rotheiser recently attended the After Hours Chamber of Commerce event with the intension of connecting with interested supporters. She also relayed that the Evanston Chamber of Commerce sent a letter to all of its members, at the Council's request, that suggests supporting the arts when purchasing gifts for the holiday season and beyond. Examples and a list of arts organization were provided. It was brought up that the sub committee does not have a District 65 liaison. Nis. Marilyn Price volunteered to fill this position. Arts Week — Ms. Price informed the Council of their event "Art Inspires Art" which will be held Friday October 21, at 7:30 pm. There will be alive jazz combo playing while artists and the public create works of arc. Draft Note: Minutes are not verbatim Community Service —Ms. Price reported that the Noyes tenant review committee met to review five applications for studio 104. The co...mittee recommended The Actors Gymnasium. Ms. Kunin moved to approve the stated recommendation that The Actors Gymnasium occupy studio 104 at the NCAC. ,Ms. Collis seconded the motion. 'Motion carried unanimously (9-0). In closing, his. Roewade suggested the Council invite resident artists to an EAC meeting to introduce who they are and what they do. Cultural Fund - INis. Collins reminded the group about the Cultural Fund Grant Workshop during Arts Week. This event will be held at 8:45 am. on Saturday Oct 22, in studio 106. his. Roewade added a round of applause far tics. Collins' contmitrtent to the Cultural Fund subcommittee in the past year. Nominating Committee —his. Roeder handed out a summary for review.. Nine people were nominated for chair or vice chair, though several did not accept the nomination. Nominations may still be made from the floor prior to the vote at next morth's meeting. Web Design — Nis. Roewade mentioned the EAC home page is up and running on the City of Evanston web site, firma/wuw.citvofevanson.omfeniov'arts council.shtml. LIASION REPORTS: Public Art Committee —Nis. Lyman reported on the meeting of the Public Art Committee. She discussed the committee's interest in involving the community in the public art selection process. She announced that a work study student has been selected to help organize the Public Art Inventory list The student will be working closely with Mr. Cory and his. Andreotti of the PAC. Lastly she mentioned that placement of Silver Wings is on hold, due to concerns over utility lines underneath the proposed site. Mr. Cory reported on the Sherman Plaza request for proposal status. The Committee, has placed classified ads in several : national art publications. The deadline for proposals is March I, 2006. CHAIRS COMMENTS — Ms. Roewade titarked Mr. Ritzel for his service an the Council, and noted he will'be missed; there was a round of applause. She then mentioned the planning of a Council retreat. The topic will be up for discussion at next month's meeting. DIRECTOR'S REPORT -- Mr. Cory mentioned the City recently signed up for a marketing. program to use email to announce art events in Evanston. He asked that everyone help build our master list by collecting emails for future events. Meeting adjourned at 9.04 pm The next meeting of the Evanston Arts Council is at 6t30 p.m. . on November ]I5, 2005 at the Noyes Cultural Arts Center COUNCIL NIENIBERS PRESENT: Ms. Lois Roetirade—Chair Ms. Julie Collins A1s. Valerie Calloway Ms. Judith Mittler .Nis. Leah Callahan COUNCIL INIENIBERS ABSENT: Mr. Kurt Schauer —Vice Chair Ms. Nlaril%n Price Daft Note: Minutes are not serbatim :Minutes of the Evanston Arts Council November 15, 2005 Ms. Maria Elisa Laracuente A1r. Seymour LaRock Ms. Virginia Roeder Ms. Penn), Rotheiser Mr. Dwayne Willoughby ,tits. Claudia Kunin Mr. Steven Frost STAFF PRESENT: Mr. Bob Dorneker, Superintendent Recreation Mr. Jeff Cory, Cultural Arts/Arts Council Director Nis. Jilt Silverman, Secretary Cultural Arts Division OTHERS IN ATTENDANCE: Air. Richard Foreman —Noyes Cultural Arts Center resident artist Ms. Jill Brazel — Jill ,Norton Photography Ms. Emily Udell — Atedill School of Journalism Ms. Yolanda ,Nfarino — Local Artist The meeting was called to order at 6:40 pm. PUBLIC CONIMENTS — Introductions were made by the Council to the nc%%est members of the group. Both Air. Divayne Willoughby and Ms. Leah Callahan %%ere appointed their positions on the Council on October 10, 2005. ACCEPTANCE OF AIINUTE:S — Mr. LaRock moved to approve the meeting, minutes of September 20, _005 as amended below. Nis. %littler seconded the motion. Motion passed unanimously. Amended Item — correction made under Arts & Business "interested in sitting on the Evanston Arts Council" Amended Item — added "looking for businesses that will help support the arts by providing in kind services or goods." Nis. Rotheiser moved to app+ro%a the meeting minutes of October 18, 2005, Nir. LaRock seconded the motion. Motion passed unanimousiy. NCAC RESIDENT ARTIST: Each month Ms. Roewade plans to introduce different resident artists ofthe Noyes Cultural Arts Center to the Council members. This month Mr. Richard Foreman, photographer in Studio 221, gave a brief synopsis of his %N ork and residence at the Noyes Cultural Arts Center. CONIMITTEE REPORTS: Arts & Business — Nis. Rotheiser reported further on the letter that «ent out to the Evanston Chamber of Commerce members. She also has spoken to Mr. Rath of the Evanston Chamber of Commerce. They discussed the g*oafs of the Evanston Arts Council and ho« %fr. Rath could help. She reponed briefly on the Legislative Breakfast — there was a good turnout. She then reported on "Working Together" kickoff event organized by the Illinois Ans Alliance and the Evanston Community Foundation. The croups introduced the surrey they are conducting throughout the Evanston arts community. The information compiled will be available in spring. Nis. Rotheiser would like to form a subcommittee to focus on education. If anyone is interested please let her know. She also welcomed Jill Brazel, a prospective EAC member, litho is a member of the Evanston Chamber of Commerce and steers the Young Professionals Committee. Cultural Fund —his. Collins reported on the Cultural Fund Grant Workshop the Council held during Evanston Arts Week. SSany ne%% faces %kere in the group. Mr. Con relayed that the Evanston Symphony Orchestra has chanced the date of their performance to May 8. 2006. which is beyond the April 30 deadline Draft Note: Minutes are not %erhatirn for project completion. lie suggested that the council author:zc a project slate extension for the ESO. Ms. Roeder moved to Brant the Evanston S%mphon% Orchestra zone -month extension to cart-~ out the project. ,GIs. Collins seconded the motion. :Motion carried unanimousk ( 10-0). Arts Week— %ts. Roewade reported for GIs. Price on the Fr,,'a% Arts Week ctunt titled "art Inspires Art." This event aas a true success. a very intimate group where c:ealkejuices flowed. %fr. Con aa%c a complete rundou n on Arts 11'eek Evanston. There %%as a L-e_t response from the conimunit. and the diminished publicity did not dramatically impact the arendar.:e during the .yert . Community Service —Ms. Mitiler reported that the subcornmince has not mct set. She w ill have more information at next month's meetina. Web Design — Ms. Roeuadc reported for Mr. Schauer and relayed that the link for the Evanston Arts Council is up and running at hut: is+sti► cimofevanston or_ eniov arts council.0itrni. There was discussion on ho.v to shorten the address so it can be easily remembered or featured on other uebsites. Nis. Roewade also requested that the council choose a color for the new Evanston Arts Council logo. Discussion ensued on what color and how many colors they could choose. his. Roe%%ade will give Mr. Schauer their ideas on color and have him incorporate the ideas and present them at the next meeting. Brochure — no report. LIAISON REPORTS —Nis. Rocwade briefly listed the responsibilities of the Public An Committee. Ms. Calloway reported on the most recent proceedings of the committee. The Silver Wings location has been confirmed with the City of Evanston and the sculpture is ready for installment near the intersection of Green Day and McCormick. There was also continuing discussion on the future of Public Art in Evanston. DIRECTOR'S REPORT — Mr. Con- announced upcoming opening receptions for both the 1" and 2"° floor galleries. The first floor exhibit is titled Axis Z by Michael Paxton. The second floor is a collaborative effort of 35 local artists, eurated by Sarah Krepp, entitled Above the Noyes. Ile also reported that nominations are being accepted for the 2006 Mayor's Award for the Arts. to be presented at the Chamber of Commerce "State of the City luncheon in January or February. He announced that the Actors G.mnasium has been approved as the new tenants of studio 104 and will be able to move in shortly. ELECTiON —Ms. Roeder announced the nominations for Chair and Vice Chair of the Evanston Arts Council. Ms. Lois Roevvade was the only nominee for Chair who accepted the nomination. Mr. La Rock moved to approve tilt nomination of NIs. Roewade for Chair of the E.A.C. Nis. Collins seconded the motion. Motion carried unanimously (10-0). Ms. Roeder then relayed the names of those who had preliminarily accepted nomination for Vice Chair: Ms, Valerie Calloway, Nis. Claudia Kunin, Ms. Virginia Roeder, and Mr. Kurt Schauer, Both Nis. Calloway and Ms. Roeder subsequenth, withdrew their nominations for Vice Chair. The Council voted by secret ballot and selected Mr. Schauer as Vice Chair. Nominees for Executive Committee member -at -large .were tits. Julie Collins. Ms. Valerie Calloway, Ms. Claudia Kunin, and Ms. Virginia Roeder, The Council then voted by secret ballot. electing Nis. Valerie Calloway as member -at -large of the Executive Committee. NEW BUSI% SS There was discussion on the upcoming EAC retreat. The tentative date of Saturday. January 2I.2006 was agreed upon pending availability of the facilitator. Further information «ill be fonkarded soon. It %vas decided that the EAC will not meet in December. The next scheduled meetina will be Thursday. January 17.2006. Meeting adjourned at 8:30 p.m. The next meeting or the Evanston Arts Council is at 6:30 p.m. on January 17, at the Noyes Cultural Arts Center PARTNERSHIPS Goal: The City of Evanston will promote partnerships among artists, arts organizations. and community groups Obiectives: A. Develop opportunities for arts collaborations in the community Action -?"-I: Partner with Evanston Community Foundation and Illinois Arts Alliance to implement the findings of the Working Togetlier study into strategic actions that will foster an enhanced arts community Responsible Person: Douglas Gaynor Time Frame: T«•eIve (12) months Success Measure: Creation of new collaborations among arts groups and community groups Obiectives: B. Define the role of Public Art in the greater Evanston community And assess the affect it has on the public Action # 1: Compile a comprehensive inventory and maintenance schedule for existing Public Art Responsible Person: Douglas Gaynor Time Frame: Eighteen (18) months Success Measure: A usable database and maintenance schedule for existing Public Art Action Q: Secure services of consultant to initiate development of a Master Plan for Public Art that will guide the City's approach to future Public Art projects Responsible Person: Douglas Gaynor Time Frame: Eighteen (l 8) months Success Measure: Experienced consultant hired through RFP process