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HomeMy WebLinkAbout20230614 - PacketHastings Arts and Culture Commission June 14, 2023 – Regular Meeting Agenda Hastings City Hall – Volunteer Room 6:00 p.m. 1. Call Meeting to Order 2. Approval of Agenda 3. Approval of Minutes – May 10, 2023 Regular Meeting OLD BUSINESS 4. HEP Community Investment Fund Grant a) HEP members Joe Beattie and Mark Sanstead (HEP President) will be present to discuss project and answer any questions 5. Subcommittees Updates a) Policy and Procedures 1) Commissioner Skeba presenting information on draft City Lease Agreement * 2) Discussion of a City lease vs. Artist Lease b) Finance/Fundraising c) Outreach/Communications 1) Hastings Creative Convergence 6. HWY 61 Update * 7. How we spend our budgeted funds in 2023? NEW BUSINESS 8. Discussion on Performing Arts a) How to include Performing Arts as a part of public art? 9. Budget for 2024 10. A & C Commissioners Liaison with other City Commissions a) HEDRA b) Planning c) Parks d) Heritage Preservation 11. Adjourn *see attachment/s Page 1 of 6 Hastings Arts & Culture Commission Meeting Minutes Wednesday, May 10, 2023 – 6:00 PM Hastings City Hall – Volunteer Room 1. Call Meeting to Order Meeting called to order at 6:03 p.m. Present: Commission Chair Barb Hollenbeck; Vice Chair Steven Read; Commissioners Becker, Humphrey, McCoy, McGinn, Skeba, Tribe; Staff representative Lee. Absent: None 2. Approval of Agenda Commissioner Read motioned to approve; Commissioner Skeba seconded. Motion carried. 3. Approval of Minutes – April 12, 2023 Regular Meeting Commissioner Skeba motioned to approve; Commissioner Tribe seconded. Motion carried. OLD BUSINESS 4. Update from Staff a) Commission Communication – specifically the email Lee reported that a City-affiliated email address can be set up for access by one commission member who will work with the City’s IT department to complete all required steps for access and use. Commissioners voted Chair Hollenbeck to be email user. Skeba clarified intended purpose of this email account will be a single point of contact for external grants and the like. He also stressed the importance of an email address associated with city account so it remains consistent, regardless of commission membership. Commissioners had also requested a shared virtual workspace hosted by the City to serve as a single point of contact for commissioners to collaborate on documents. This request was deemed unfeasible by the City’s IT department. During this discussion, City Administrator Wietecha briefly happened into the meeting. He stressed the city will follow whatever the IT Department recommends regarding security and policy. It was decided that commission documents would be housed, edited, and updated by Lee, who can be contacted as needs for information arise. Database of all art in the building will also be made available to staff in the Pioneer Room. Arts and Culture Commission May 10, 2023 Minutes Page 2 of 6 Skeba will transfer files to Lee including Excel spreadsheet with grant research information and a general calendar of due dates. He will also send art inventory-to-date for future upkeep. b) Search of the missing art pieces and compiling the art inventory into a document Lee advised that the City’s Pioneer Room curator and volunteers were working to locate all art in the building. Commissioner Skeba has been working with them as well and is continuing to compile the art inventory into a document, which is near completion. He is also undertaking the creation of a handout to distribute at City Hall to visitors who stop in to view the historical building and artwork. He has been in contact with Dawn Skelly, who handles Communications for the city, to discuss framework, marketing, and branding. Lee offered to help with these tasks. c) HEP Grant from the Community Investment Fund Lee reported that the City Council, at its April 17 meeting, voted to approve $3,000 to install annual, rotating Dale Lewis art pieces in Vermillion Linear Park (a 3-year project with art pieces changing annually) and considered advisory recommendations made by commission. When the project moves forward and there is need for action, the commission will be contacted. 5. Update from Commissioner Skeba a) Grant Research Skeba said, for the most part, research is completed and itemized on a spreadsheet that will serve as a database. He found 24 grants the commission should be able to target. Commissioner Read added that Bloomberg Philanthropies sponsors $25,000 asphalt arts initiative grants to paint streets. Skeba will add to the list. Chair Hollenbeck noted this will be a great tool for other departments, so we should be sure they have access. Skeba added commission must be sure not to compete with city staff and stressed the importance of letting staff know what the commission is applying for. b) First attempt at lease agreements for the HEP Grant Chair Hollenbeck said it is crucial to take a stab at creating a lease agreement and asked if there are any in place for Dale Lewis art pieces in the city. Commissioner Skeba said he spoke with Parks and Recreation Director Jenkins, who said there is a standard agreement. Skeba asked other city staff for old lease agreements to see what they include regarding maintenance, alterations, terms of installation, any clauses about insurance or theft–and where liability lies for the city. He stressed the need for a clause around recalled work and whatever liability the city has with maintenance. Skeba relayed that Jenkins said he prefers anyone that is doing art on city property to come through the Arts Commission first, which will then be brought to the Parks Arts and Culture Commission May 10, 2023 Minutes Page 3 of 6 Commission for checks and balances. Jenkins doesn’t want this to be a barrier, but rather a means to provide guidelines. Skeba will have a draft lease agreement by next meeting. 6. Public Art Lease Agreement Discussion In addition to discussion above, Chair Hollenbeck shared the importance of having agreements in place for existing art and new art coming into the city. Skeba said all agreements thus far were put in place before tenure of many current city staff. Lee will work with staff to find past information. 7. Subcommittee Discussion Chair Hollenbeck introduced the idea of subcommittees for work in between meetings. Each subcommittee would consist of three members who meet outside of regular meetings on timely topics to move work along. They will then report back to full commission for edits, changes, additions, etc. Commissioners will meet in person and discussed the importance of open meeting laws, which limit meetings to three members. It was agreed that subcommittees should begin meeting in next week or two. Members volunteered for preferred subcommittees: a) Policy and Procedures: Chair Hollenbeck, Commissioners Skeba and Becker b) Grants/Grant Writing/Finance and Fundraising: Commissioners Read and McGinn Skeba suggested this subcommittee be renamed “Finance and Fundraising” because grant writing is a heavy lift. Chair Hollenbeck suggested this subcommittee look at grants and decide what we’d like to apply for. Skeba noted grants written now will be for 2025. c) Outreach/ Communication: Commissioners Humphrey, Tribe, Read, and McCoy Chair Hollenbeck said at some point in the future she would like to build in a position for volunteer coordinator. There was discussion that this subcommittee work on building webpages, drafting what the commission would like on its pages, deciding what that should look like. They would also determine logistics to work with Skelly, who is the city’s webmaster. This subcommittee will also be involved with planning the upcoming Creative Convergence event and stressed the importance of informing the community what the commission is doing and finding ways for the community to work with the commission. Arts and Culture Commission May 10, 2023 Minutes Page 4 of 6 8. Hastings Creative Convergence The proposed potential date of June 28, 2023, was deemed to be too soon for all logistics involved. Commissioners agreed upon an alternative date of Wednesday, August 23 at 7:00pm to host the event. Chair Hollenbeck will contact Artspace to reserve the gallery for the event. This location was chosen as a way to try to involve and integrate the Artspace community. Commissioner Read offered the Hastings Prescott Area Arts Council (HPAAC) to host the event and provide refreshments. He conveyed the event is ideal to get arts members in the same room to communicate, share what each group is doing, and strengthen the art community as a whole moving forward. Chair Hollenbeck requested the HPAAC board also be present. 9. Update from Commissioner Read a) Public Art for Riverwalk Commissioner Read conveyed research he had done on traveling companies, outdoor theater, classic summer cultural events – “temporary art” that will fill deficits within community. Commissioner Skeba suggested other forms of “persistent art” that people can see at their leisure, such as artwork on light poles with involvement of high school students to create that important connection with the school. Commissioner McGinn offered to set up a meeting with the Hastings High School art teacher and anyone else who would like to be involved. Commissioners Read and Skeba volunteered. Commissioner Tribe suggested 3-D chalk art, with participation from both artists and kids in the community. Commissioner Skeba suggested inviting groups involved with Native American art for a possible weeklong exhibit along the river walk for people enjoy by the river. Not permanent, persistent. Dancers. Commissioner Humphrey has connection in that community and is happy to invite them to a meeting to discuss. Commissioner Skeba suggested a short-term art show inside city hall and directed Lee to ask the City Administrator if that would be possible. (Rivertown Days) Commissioner Becker asked if the commission could somehow connect the chalk art idea to Rivertown Days. Commissioner Read suggested chalk art along the walkway between the art fair and downtown. Because there is currently nothing there to connect the two, he said it would be an ideal location for this type of project and a great way to solve a problem that is not being currently being addressed. The commission will consider this idea for next year’s event. Arts and Culture Commission May 10, 2023 Minutes Page 5 of 6 Commissioner Read suggested the commission put together literature for other art partners to distribute at Rivertown Days. He will be at the art information booth and will pass out literature on the commission’s behalf. Chair Hollenbeck talked about a leased art object for the river and asked what the commission wants to spend. She suggested contacting artists to get prices. Skeba offered to provide a list of current art sculptures, and Read will provide a list of artists. Commissioner Humphrey will contact Prairie Island to form a relationship with them and discuss performing arts options. NEW BUSINESS 10. How we integrate the A&C Commission mission with other City Departments? a) Codify & Review with the other City Departments such as Planning and Parks Dept Chair Hollenbeck shared the Parks Department has a few different things in their wheelhouse, such as a master plan of Lake Rebecca, which would be a perfect opportunity to put in public art. There is also a plan for renovation of the civic arena, and the commission needs to be sure to get in front of them so we are not left behind. Parks and Recreation Director Jenkins is on board with public art, especially for the civic arena. Commissioner Skeba said he is codifying some of the related material and integrating it to approach other commissions about public art and is trying to streamline what it means. b) Hwy 61 Project: Schedule a meeting with MN Dot rep for June 14th meeting Chair Hollenbeck recounted that, during the previous week’s tourism meeting, the Highway 61 people were already talking with groups about some of the available spaces on that project. She suggested the commission needs to get in front of them so it’s not behind. She would like to have a MNDOT representative come to our next meeting and directed Lee to speak with the City Administrator. She stressed that spaces for public art are identified in MNDOT’s plan, and since discussions with stakeholders have seemingly already begun, it is important to get the conversation started about what that process is going to look like for the Arts Commission. Miscellaneous Commissioner Skeba suggested discussion be started with other area arts commissions – Mankato, Red Wing, and Northfield – to inquire about their operations and successes. Commissioner Read proposed fact-finding trips to those communities to ask the same questions of each group for comparison. Read advised members to come up with Arts and Culture Commission May 10, 2023 Minutes Page 6 of 6 questions they would like answered and submit them to Lee for compilation and creation of an “Art Committee Questionnaire-Partnering Committees” for use during those visits to Red Wing, Northfield, then Mankato. Commissioner Becker said it would be great to see the materials that have been discussed by the commission, including the grants document and art inventory. Skeba offered to send these documents to commissioners via email. Chair Hollenbeck asked if there is a list or database of artists in one place. Commissioner Read said he would check on the status and offered HPAAC could house the database. Hollenbeck then conveyed information about the shared arts calendar for the community. The Hastings Tourism Bureau encourages all to use the tourism calendar they provide, which can be accessed through the Chamber of Commerce’s website at www.visithastings.org/submitevents. She encouraged everyone to send people there to centralize events and build traffic. Commissioner McCoy offered space in Black Dirt’s Music Man production program for anything the commission would like to share with the community (performed last weekend in July and first weekend in August). This summer’s Rec + Art + Police midday event programming needs volunteers to help administer predesigned classes to youth. Commissioner Humphrey volunteered. Humphrey also offered to invite the Prairie Island Indian community to an upcoming commission meeting to make that important connection. It was decided the Outreach Subcommittee will decide what we want them to present, what we want to ask them, what we want out of relationship, and how we can facilitate all of that. 11. Adjourn Chair Hollenbeck made motion to adjourn at 7:31pm. Seconded by Commissioner McCoy. Motion carried. (Note: McCoy will be absent for the next two meetings, but will be available for subcommittee work.) ARTWORK LEASING AGREEMENT This Artwork Leasing Agreement (“Agreement”) is made and entered into this ___ day of ___________________, 20___, by and between (lessor - “Artist/Company”) and ___________________________ (Lessee - “City of Hastings” or a 3rd party group working with the City of Hastings - Art and Culture Commission) 1. Artwork Leasing. City of Hastings hereby agrees to lease from Artist/Company the artwork identified as___________ Valued at $________________ or defined in attached order/invoice, and agrees to lease terms in the amount of $___________ / (month/Year). Paid by the city of Hastings or 3rd party entity working through the City of Hastings Art and Culture Commission. 2. Ownership and Use The Artwork shall remain at all times the sole exclusive property of the Artist/Company. The City of Hastings shall have no rights or property interest in the artwork, except for the right to display the artwork in its intended manner and to market the artwork. 3. Repairs, Maintenance and Alterations. City of Hastings shall keep the Leased Artwork in the same condition as originally conveyed by Artist/Company to City of Hastings, and shall only use the Artwork for its intended purpose. If a sculpture requires a repair the City of Hastings is to immediately notify the artist, No repairs shall be done without expressed approval of the artist. who pays for the repair?Maintenance of the site around the artwork will be subject to the city of Hastings or 3rd party agreement created at the time of installation. 4. Terms and Termination of Agreement. This Agreement shall continue in full force and effect until: (a) Termination: The length of lease has concluded. The artwork is free to be collected but the Artist/Company must have an arrangement with the city of Hastings. (b) Purchased by City of Hastings or 3rd Party: The Leased Artwork can be purchased by the city of Hastings for an agreed upon price at any time during this Agreement (c) Sold be the Artist/Company: The Artist/company has the option to sell the leased art to other interested parties. Before selling they must inform the City of Hastings about the sale with 30 days notice and follow Article 8 below. If the artist sells the leased art during the lease period, 20% (or a negotiated amount) of the purchase price is collected by the City of Hastings. (Maybe there should be a sentence that the artist needs to tell the city the value of the sale)(I don’t think we want to make the 20% a rigid term. Joe)?? The value of the piece should be disclosed as part of the lease agreement. 5. Installation / Relocation / Deinstallation. Installation of (or?) deinstallation will be arranged between the Artist and the city of Hastings. Should the artwork be required to be moved after installation the City of Hastings will notify the Artist/ Company of the intent to relocate and the Artist must give permission before artwork is relocated. 6. Indemnity and Insurance. During the term of this Agreement, The Artist / Company will hold the City of Hastings harmless against any claims by third parties stemming from its possession. The Artist shall carry insurance to cover the replacement cost of the artwork in regard to theft, vandalism or natural disasters and shall carry liability insurance of no less than two million dollars to cover liability incurred from the artwork. 7. Recall of Leased Artwork: Occasionally, Leased Artwork may be recalled by Artist/Company because of a sale. Artist/Company will, at its own expense, retrieve Leased Artwork from City of Hastings and replace Leased Artwork with other artwork that is mutually acceptable to City of Hastings and Artist/Company for the remaining term of the lease. 8. Default. If the City of Hastings defaults in any performance required herein for a period of 30 days, then (i) this Agreement may be terminated by the Artist/Company, (ii) the Artist/Company shall have the right to enter the premises and remove the Leased Artwork, with 30 days notice, 9. Entire Agreement. This Agreement contains the entire understanding of the parties and shall be construed under and in accordance with the laws of the State of Minnesota. IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first above written. City of Hastings Artist ________________________________ _________________________________________________ Customer Name Representative Signature ________________________________ __________________________________________________ Signature and Title ________________________________ ___________________________________________________ None Fasbender, Folch, Fox, Haus, Leifeld, and Pemble 06-10-23