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Cultural Commission Packet 2011 05-18-11 J� CO- 1 °� United City of Yorkville !,1 800 Game Farm Road EST. 1836 Yorkville, Illinois 60560 -4 -� Telephone: 630-553-4350 0� at `p Fax: 630-553-7575 Kendall County kE AGENDA Cultural Commission Wednesday, May 18, 2011 5:30 PM City Conference Room Call to Order: Roll call: Citizen's Comments: Approval/Correction of Minutes: April 20, 2011 Committee Reports: 1. Yorkville Has Talent 2. Historical Downtown Walking Tour 3. Historic Jail 4. Public Relations 5. Grants a. Jackie Dearborn to present New Business: Old Business: 1. Review of Initial Terms Additional Business: Adjournment: UNITED CITY OF YORKVILLE CULTURAL COMMISSION Wednesday,April 20, 2011, 5:30 p.m. City Conference Room 800 Game Farm Road,Yorkville,IL 60560 In Attendance: Committee Members Harold Oliver, HRM Howard Manthei, City Eric Lechowicz, Tall Prairie Architecture Stephanie Todd, K.C.H.P.C. Other City Officials • Valerie Burd, Mayor Robyn Sutcliff'Alderman Other Guests Lynn Dubajic,YEDC . Don Grant Zellmer, Follies Theatre The meeting was called to order by Harold Oliver at 5:30 p.m. Roll Call Roll Call taken Citizens Comments Lynn Dubajic brought Don Grant Zellmer from Follies Theatre in Utica, Illinois. He is looking at Yorkville to bring his theatre. He brought Playbills to hand out. Mr. Zellmer talked about his interest in moving his Theatre to Yorkville because Utica is rerouting Highway 178 and it will bypass downtown Utica and they will lose a lot of business. Mr. Zellmer said that he found the Hortons Building in Yorkville that he thought might work for him. Ms. Dubajic also helped him locate a couple other venues to look at. Mr. Zellmer wanted to let the committee know they would be willing to work with other groups in the community. They are open to any venues in Yorkville. Mr. Zellmer said that it will need to be only for them because they need access to it all the time. Mr. Zellmer believes that there is a good population base to support a theatre it Yorkville. Mr. Zellmer said it will bring people into Yorkville to shop and eat etc. The space he is looking at will seat 100 people. Mr. Zellmer would like to open somewhere in Yorkville in the fall before the holidays. Mayor Burd wanted to know if he checked with Old Second Bank downtown. Ms. Dubajic said she did, but they are only wanting to sell that building not lease. Mr. Zellmer is wanting to lease. Ms. Dubajic said that 3000 square feet would be ideal. Alderman Sutcliff stated that we are looking for performers to come into the city. Ms. Todd asked if a barn would work. Mr. Zellmer and Ms. Dubajic stated that would work if it was insulated. It has to be a permanent site. Mr. Lechowicz said that he spoke to the Masonic Lodge. They are talking about an addition. It might be going up for sale. Mr. Lechowicz said that they are considering finding another space. There is not an elevator. The building on Hydraulic and 47 would be great, but would have to build new bathrooms. Discussion about newer buildings versus older buildings. Mr. Manthei asked about the public library. They have a large conference room that seats 100. Alderman Sutcliff said they would have to give them a lease. Mr. Oliver said that anything the committee can do to help the committee is willing. Mr. Zellmer stated that they are working with Ms. Dubajic for more help. Mayor Burd asked about a building behind the judo club building. Ms. Dubajic is going to check on that. Mr. Zellmer gave his contact information. Previous Minutes Mr. Oliver asks about previous minutes to be approved. They are approved. Committee Reports 1)Yorkville Has Talent! Alderman Sutcliff said she checked with different venues to hold event. Yorkville Middle School, High school. Alderman Sutcliff thought end of August would be a good time to hold event. Holding auditions four weeks before show. The typical performance time is four minutes per performance. Competitions and dates will depend on what we want to do. Alderman Sutcliff said that we could take 4 different weekends so there would be more participation. Mr. Oliver stated that might be too many weekends with summer vacations. Alderman Sutcliff states that we can work on times and it might be difficult to get schools for weekends. Discussed fees and ages and groups to perform. Mr. Oliver asks about a senior division. Money and budget $5 students and $10 adults a $10.00 registration fee per group or performer. Alderman Sutcliff talked about a dinner for finale. Alderman Sutcliff stated that the crowd could cast ballots for a dollar to put in their vote not the first round but the semifinal and final. Rewards were discussed for each category. Amounts between $50.00 to $100.00. Marketing we could use fliers, facebook, e-mail and press releases. Businesses to print fliers or sell space in an ad book. Volunteer positions are needed for a coordinator and director. Alderman Sutcliff suggested Ms. Eaton at the Middle School. Committee discussed that sponsors will be important. Judges could be music teacher,Yorkville alumni, business owners from area, and a local judge. A master of ceremonies will be needed. Mr. Oliver asks are we going to accept anyone who wants to participate. Alderman says that we only have so much time so 40 would be accepted. Mr. Oliver hates to cut out anyone. Alderman Sutcliff agrees. Alderman Sutcliff suggests that the first 40 that show interest will be it. Discussion on what time of year to hold event. Maybe a holiday weekend. Mr. Oliver likes the catered dinner idea. Mr. Lechowicz spoke about charging for drinks and food. Mr. Oliver suggests to broadcast through Comcast as local event. Mr. Manthei suggested that the winner perform at Hometown Days. Mayor Burd asked if we could work with other communities and pull winners from each city to do something together. Discussion about how many events in finale. Mr. Oliver asked about how to limit participants. Yorkville School District would be the best way to do it. If part of Yorkville School District you can participate. Mr.Andy Ricter was discussed as the Master of Ceremonies. Mr. Oliver stated that sponsors are going to be very important. We need to be able to make money to fund future projects. Buy ads or put up banners for a fee. Alderman Sutcliff states that she needs to get a committee together for this specific event. Mr. Lechowicz suggested local colleges might have some help. Alderman Sutcliff said that she needs people that are reliable and people to speak with businesses and promote event. Alderman Sutcliff suggests trying to meet before the next meeting. Hope is that this event turns into a yearly event. Mr. Oliver thinks that this idea will be great and really take off and be big. Estimation on numbers and how many seats will be needed. The Middle School auditorium is thought to be the best location. Discussion of a schedule for people to watch to make sure that people will fit in auditorium at different times. Alderman Sutcliff will begin putting committee together for Yorkville Has Talent. Mr. Oliver said that the we are all here for help with whatever is needed. Mr. Oliver states that it can't fail. Better to put it off and have plenty of time to get a plan together. 2) A Historical Walking Tour of Downtown Yorkville and Historical Name Plates—Mr. Lechowicz passed out maps and pictures of different places and how much things cost. Things are labeled out of historical Yorkville Book. Mr. Lechowicz mapped a generic walking path. He spoke about local businesses donating to help with costs. Mr. Lechowicz suggested to take maps home and look it over. By doing this it will help local businesses. Mayor Burd said that the city has a vision of downtown and what it is to look like. They are trying to use TIFF money to put in some signs. Mayor Burd stated the vision plan might help you in your planning with the widening of 47. Signs mounted on buildings are substantially less money. Mr. Oliver said the history will be exciting to see. The plaques are printed signs. Bronze plaques cost too much. Mr. Lechowicz is going to take historical walking tour and get pictures himself. Mr. Oliver said that he thinks there will be a lot of help once this gets started. Mr. Lechowicz wants committee to look over maps and see if he missed anything on the maps that should be there. Mr. Lechowicz said he will send an e-mail about an orchestra that is interested in playing in Yorkville. Alderman Sutcliff said that the high school has a machine that can print into granite. Eric Miller at the high school might know if they could use that. 3) Historic Jail—Mr. Oliver stated that he and Mr. Manthei did not meet on the historic jail yet and plan on next week to do so. Ms. Todd stated that committee should look into sell plaques for windows to raise money. Mr. Oliver stated that is the plan. 4) Public Relations - 5) Grant Writer New Business: 1. Budget and Proceeds from 2010 Haunted Jail Event—going to have to put all budgets together and funding together. Everyone start thinking about their budgets those will be per individual to see what we have. The Yorkville Has Talent will be a great kick off to raise money. Mr. Oliver asked what happened to Haunted Jail event money. Mayor Burd stated that it is in a separate account and it is about $6,000.00 and $1,000.00 is pledged for the insurance for the next year. Mr. Oliver stated that whatever we raise needs to stay in that particular committee. We need to work as a whole, but budgets and funds are per event. Review of Initial Terms—Mayor Burd states that some will have to be reappointed in May when new Mayor comes in. New Mayor makes short appointments. Mr. Oliver asked Alderman Sutcliff and Mayor Burd if they will still be involved in committee. Mr. Oliver states that we will need their help in the future. Mr. Oliver said that we will need to report to City Council on what their plans are. Alderman Sutcliff said that she will report that they are doing a kick off fundraiser. Mr. Oliver said that it needs to be presented that Yorkville Has Talent is being looked at and the committee is exploring the idea. Mayor Burd states that she got a letter from Arts of Illinois and invited her to meeting. Mayor Burd states that she is going to attend and bring back whatever information she can get form it and the committee can use it. Mr. Oliver made motion to adjourn; Mr. Manthei moved to and Mr. Lechowicz seconded. All were in favor and the meeting was adjourned at 7 p.m. Minutes respectfully submitted by: Lisa Godwin Old Business#1 Memorandum u EST. -� 1 836 To: Cultural Commission o t�ilr� From: Lisa Pickering, Deputy Clerk C"I ® CC: Bart Olson, City Administrator �nd �_ Date: April 14, 2011 <LE Subject: Cultural Commission Initial Terms On October 12, 2010,the City Council approved Ordinance No. 2010-45 —Establishing the Yorkville Cultural Commission. Per this ordinance,the initial terms of the commission members are staggered with three members being appointed for a one year term, two members for a two year term and two members for a three year term. Prior to the first meeting of the Cultural Commission, appointment certificates and appointment cards were mailed out to the individuals who had been appointed to the commission in November and December of 2010. The appointments were accepted for the terms listed. At the first meeting of the Cultural Commission, the commission members picked their own terms which resulted in different terms than the ones that were originally sent out. I am seeking direction from the commission members on the final result of the terms. Do the commission members want to keep the initial terms that were assigned and accepted or do the commission members want to go with the new terms that were decided at the March 23, 2011 meeting.