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HomeMy WebLinkAbout20250212 - Arts & Culture Commission PacketHastings Arts and Culture Commission Agenda Wednesday, February 12, 2025 6:00 p.m. – City Hall Volunteer Room 1. Call to Order a. Oath of Office: Ryan McCoy b. Oath of Office: Tim McNeally 2. Approval of Agenda 3. Approval of Minutes – January 8, 2025 4. Bills/Budget 5. Business a. Election and Appointment of Officers b. Civic Arena Mural discussion c. Arts + Culture Grants discussion 6. Reports + Information 7. Adjourn Page 1 of 2 Hastings Arts & Culture Commission Meeting Minutes Wednesday, January 8, 2024 – 6:00 PM Hastings City Hall – Volunteer Room 1. Call Meeting to Order Meeting called to order at 6:04 p.m. Present: Chair Hollenbeck; Vice Chair Read; Commissioners Maner, and Wagner; Economic Development Coordinator Menke, Community Development Director Hinzman, Councilmember Pemble Absent: Commissioner McCoy Commissioner Maner took her Oath of Office to begin her new term. With Commissioner McCoy absent, his Oath of Office will be performed at the February meeting. Commissioner Humphrey resigned from the Commission and therefore did not attend or take an Oath of Office. 2. Approval of Agenda Commissioner Maner motioned to approve agenda as presented; Vice Chair Read seconded. Motion carried. 3. Approval of Minutes – December 11, 2024 Regular Meeting Vice Chair Read motioned to approve minutes as presented; Commissioner Wagner seconded. Motion carried. 4. Bills/Budget Menke provided an update on the 2025 budget as it stands. He is working on a budget spreadsheet that will be included in the packets going forward. 5. NEW BUSINESS a. Continued 2025 Work Plan Discussion Menke presented the work plan items that were discussed at the December meeting. Commissioners reviewed the list and provided input on the priorities and ideal completion dates. After discussion, Vice Chair Read motioned to adopt the work plan. It was seconded by Commissioner Wagner. The vote was unanimously approved. 6. Reports + Information a. Civic Arena Mural update Menke provided an update on the status of the Civic Arena Mural project. Before the contract for services with the artist can be sent to Council for approval, the Parks Commission would like to review it at their January 15th meeting. Additionally, Staff wants to ensure that the funds to finance the project are specifically identified before signing the contract, where 40% of the total project costs are due. Plans to identify sponsorship opportunities are in the works. Arts and Culture Commission December 11, 2024 Minutes Page 2 of 2 7. Adjourn Commissioner Wagner motioned to adjourn at 7:09 p.m. Seconded by Vice Chair Read. Motion carried. The next Arts and Culture Commission meeting will be held on Wednesday, February 12, at 6:00 p.m. in the Volunteer Room at City Hall. 2024 Budget Remainder $ 27,000 2025 Budget $ 20,000 Total $ 47,000 2025 Projected Spend Ice Arena Mural $ 71,810 Phase 1 $ 28,724 ACC Pays Upfront Phase 2 $ 21,543 General Fund Phase 3 $ 21,543 General Fund Contingency $ 3,600 General Fund (if needed) Arts Grant Program $ 3,000 Cultural Grant Program $ 3,000 Arts Microgrant Program $ 500 Dale Lewis Lease $ 4,000 Total Projected Spend $ 42,824 1 Alex Menke From:Lili Lennox <lili@gildedlili.com> Sent:Tuesday, January 21, 2025 10:42 AM To:Alex Menke Subject:Mural increase numbers Attachments:Hastings Size Compare.JPG Hello Alex, After chatting with SignArt about fabrication and install, I have some numbers for you regarding increasing the mural size. To recap: The estimate for physical fabrication and install of the mural at original size is $17,052. The cards are 5'x7', the center section is 15'x26'. Full 25% increase The cards enlarge to 6'3x8'9. The center piece enlarges to 18'x31'. The estimate for fabrication and install increases by $10,411. The bulk of this increase is in the cards, as they will now require extra bracing on the back to accommodate a seam in the panels. But more importantly, the increased size of the center section brings the hockey player's skate down to about 3' above the ground-- much too low and leaving the mural susceptible to graffiti and damage. I would suggest the center panel not be enlarged to avoid these problems. 25% on hockey cards ONLY The price for fabrication and install of the entire piece, with only enlarging the hockey cards, increases the fabrication/install by $7010. Painting costs increase There would be an increase in labor hours and materials to accommodate the extra square footage on the larger cards, as there would be an additional 200sqft to cover with time and materials. I would necessarily expand our painting budget by a further $5400 to accommodate this increase. Total cost for *suggested* enlargement This combines to a total of $12,410 additional funds needed for installation and fabrication of enlarged 6'3x8'9 hockey cards and the original 15'x26' center section. The total cost of fabrication and installation is $29,462. I've attached an image of what the size increase looks like in comparison to the original. Please let me know if you have any questions, would like to jump on a zoom call to discuss, or have immediate thoughts on how you'd like to proceed. Thanks, Alex! Lili Lennox 2 -- Muralist | Fine Artist www.lililennox.com 612-220-4152 DRAFT Arts Event Grant Program City of Hastings Arts and Culture Commission PROGRAM INFORM ATI ON, GUIDELINES AND APPLI CATI ON INSTRUCTI ONS Ci ty of Hastings 101 4th Street East, Hastings, MN 55033 T: 651-480-2350 www.hastingsmn.gov HASTINGS ARTS AND CULTURE COMMISSION ARTS EVENT GRANT PROGRAM DRAFT PROGRAM INFORMATION, GUIDELINES AND APPLICATION INSTRUCTIONS SECTION 1: GENERAL PROVISIONS A. Purpose In order to create a more robust arts community within the City, the Arts Event Grant Program (AEGP) enables local arts groups to be able to host more, or add to existing, events in Hastings. B. Funding Amount The Arts and Culture Commission has budgeted $3,000 for this program. Non-profits with a mission surrounding the arts, located within the City, are eligible to apply. The maximum amount of any singular grant award from this program will be $1,000. C. Number of Grants Each Applicant is eligible for one grant per calendar year. An Applicant is defined as each individual organization. Grants will be awarded on a first come first serve basis. SECTION 2: ELIGIBILITY CONSIDERATIONS A. Applicants Eligibility for the Façade Improvement Program shall be limited to commercial and retail properties within either of the following areas: B. Eligible Use of Funds a. Reserving locations/spaces b. Paying entertainers/artists c. Purchasing supplies d. Purchasing marketing materials e. Acquiring City permits (if necessary) C. Timing of Project Expenses The event must be held in the calendar year when the grant was rewarded, if an event is unable to be held within the same year the Applicant can request a one-year extension for consideration/approval by the Arts and Culture Commission. SECTION 3: APPLICATION PROCEDURES A. Preliminary Discussion Prior to submission of an application, the potential applicant shall discuss with staff the proposed event and program requirements. B. Application Format Applicants shall submit an AEGP application package consisting of the following: a. Completed AEGP Application form b. Cost estimates/quotes for expenses for the event c. Completed W9 form (required for fund disbursement) C. Application Submittal The completed application and all required attachments shall be submitted to: Alex Menke, Economic Development Coordinator 101 4th Street East Hastings, MN 55033 amenke@hastingsmn.gov Please note, acceptance of applications is subject to the availability of AEGP dollars. SECTION 4: REVIEW PROCESS A. Staff Review Staff shall the review the application for completeness and verification that the proposed project meets the standards and eligibility requirements of the program. Once an application is deemed complete, Staff will schedule the grant application for review by the Arts and Culture Commission. B. City Compliance All projects must follow City codes and obtain city permits as needed. C. Formal Review The Arts and Culture Commission will meet to formally review the application with staff recommendation. Applicants are encouraged to attend the meeting(s) to provide additional information and/or answer any questions by committee members. D. Notice of Award/Denial of Application If the application is approved by the Arts and Culture Commission, City Staff will notify the Applicant. The Grant Application shall serve as the grant agreement. SECTION 5: DISTRIBUTION OF FUNDS TO APPROVED APPLICANTS A. Evidence of Expenditures and Disbursement of Funds This is a grant program. Applicants that are selected will receive the full amount of their requested funding. Applicants must provide documentation that the funds are being used for the event specified in the application. Any unused funds are to be returned to the Arts and Culture Commission. Applicants shall submit to the Commission the necessary documentation including but not limited to a copy of the invoices and receipts for the items surrounding the event for which the grant was approved. SECTION 6: PROJECT & GRANT CLOSURE REQUIREMENTS A. Project Closeout The Applicant will be required to provide photos of the event directly to the Arts and Culture Commission and list the City of Hastings Arts and Culture Commission as a financial contributor. HASTINGS ARTS AND CULTURE COMMISSION ARTS EVENT GRANT PROGRAM APPLICATION SECTION 1: GROUP CONTACT INFORMATION Organization Name: Organization Description: Organization Site Address: City / State / Zip: Primary Application Contact Person(s): Primary Contact Person(s) Phone: Primary Contact Person(s) Email: Secondary Contact Person Phone (if applicable): Secondary Contact Person Email (if applicable): SECTION 2: PROJECT OVERVIEW Proposed Event Date: Site Reservation: $ Entertainer/Artist Fees: $ Materials: $ Other (attach description) $ Total Costs $ SECTION 3: PROJECT DESCRIPTION Please provide a brief summary of the proposed event and how it will contribute to the arts community in the City Please describe how these funds will impact your event. SECTION 4: AGREEMENT I/We certify that all information provided in this application (and its attachments) is true and correct to the best of my/our knowledge. I/We agree to provide any addition information as may be requested by the City of Hastings and Arts and Culture Commission. APPLICATION SIGNATURE: PRINTED NAME & TITLE: DATE: SECTION 6: NOTICES OF DATA PRACTICES Notice of Data Practices THE MINNESOTA DATA PRACTICES ACT requires that we inform you of your rights about the private data we are requesting on this form. Private data is available to you, but not to the public. We are requesting this data to determine your eligibility for a permit from the City of Hastings. Providing the data may disclose information that could cause your application to be denied. You are not legally required to provide the data; however, refusing supply the data may cause your permit not to be processed. Under MS 270.72, the City of Hastings is required to provide the Minnesota Department of Revenue your MN Tax ID Number or Social Security Number. This information may be used to deny the issuance, renewal or transfer of your license if you owe the Minnesota Department of Revenue delinquent taxes, penalties, or interest. The Department of Revenue may supply information to the Internal Revenue Service. In addition, this data can be shared by Hastings City Staff, the State of Minnesota Driver License Section, Dakota County Auditor, Bureau of Criminal Apprehension, and Dakota County Warrant Office. Your signature on this application indicates you understand these rights. Your residence address and telephone number will be considered public data unless you request this information to be private and provide an alternate address and telephone number. Please sign below to indicate you have read this notice: Signature _____________________________________________________ Date _______________ I request that my residence address and telephone number be considered private data. My alternative business address and telephone number are as follows: Address __________________________________________ Phone Number ___________________