HomeMy WebLinkAboutIX-01 (a,b) Hastings Civic Arena Mural
City Council Memorandum
To: Mayor Fasbender and City Council
From: Alex Menke, Economic Development Coordinator
Date: February 18, 2025
Item: Authorize Signature: Professional Services Agreement – Lili Lennox – Hastings Civic
Arena Mural
Council Action(s) Requested:
1) Authorize signature of a professional services agreement, subject to review and minor
changes by the City Attorney, between the City of Hastings and Lili Lennox to design
and install a mural on the exterior of the Hastings Civic Arena. A simple majority is
necessary for action.
2) Authorize the disbursement of an interfund loan from the General Fund to the Arts and
Culture Commission for an amount not to exceed $38,000.00 with the understanding that
it will be repaid through four installments of $9,500.00 coming out of future Commission
budget allocations. A simple majority is necessary for this action.
History
The Hastings Arts and Culture Commission sought a Request for Proposal (RFP) for artists to
submit designs for a mural to be installed at the exterior of the Hastings Civic Arena. The
Commission received seven submissions, choosing three to move on in the process. The three
finalists submitted a more complete proposal, with estimated budgets. At the October
Commission meeting, the Commissioners reviewed the final proposals and chose to recommend
Lili Lennox’s design for Council to vote on. At the February meeting, the Commission reviewed
and approved a design change to increase the size of the “trading card” portions and have
committed to modify the existing card designs.
Budget
The Proposal estimates the cost of the project will be $71,810.00. To pay for the project, the Arts
and Culture Commission will expend $38,198.00 of its fund balance and then is requesting an
inter-fund loan from the General Fund not to exceed $38,000 which factors in the remaining
quoted price and a $4,300 contingency buffer. This amount will be paid back in four installments
of $9,500.00 that will come out of future Arts and Culture Commission budget allocations, with
an anticipated pay off in 2030.
Additionally, the Commission plans to reach out to community partners in hopes to fundraise to
pay for the project as well. Any money raised through fundraising shall reduce the amount
needed from the inter-fund loan.
Proposal
The Proposal submitted by Lili Lennox is attached for further review.
Scope of Services
The Scope of Services are outlined in the attached Professional Services Agreement.
Attachments
- Agreement for Professional Services with Proposal
- Proposal modification and additional costs
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AGREEMENT FOR PROFESSIONAL SERVICES
THIS AGREEMENT (“Agreement”) is made and executed this ___ day of ____________, 2025,
by and between the City of Hastings, 101 4th Street East, Hastings, Minnesota 55033, (“City”) and Lili Lennox, 2508 Sumter Avenue South, St. Louis Park, Minnesota 55426 (“Consultant”). WHEREAS, the City has accepted the proposal of the Consultant for certain professional services;
and
WHEREAS, Consultant desires to perform the services for the City under the terms and conditions set forth in this Agreement.
NOW, THEREFORE, in consideration of the mutual consideration contained herein, it is hereby
agreed as follows: 1. SERVICES.
a. City agrees to engage Consultant as an independent contractor for the purpose of
performing certain professional Services (“Services”), as defined in the following documents: i. A proposal dated October 25, 2024, incorporated herein as Exhibit A.
ii. Where the terms and conditions of this Agreement and those terms and conditions included in Exhibit A specifically conflict, the terms of this Agreement shall apply.
b. Consultant covenants and agrees to provide the Services to the satisfaction of the
City in a timely fashion, as set forth in Exhibit A, subject to Section 7 of this Agreement. c. Consultant agrees to comply with all federal, state, and local laws and ordinances
applicable to the Services to be performed under this Agreement, including all
safety standards. The Consultant shall be solely and completely responsible for conditions of the job site, including the safety of all persons and property during the performance of the Services. The Consultant represents and warrants that it has the requisite training, skills, and experience necessary to provide the Services and
is appropriately licensed and has obtained all permits from all applicable agencies
and governmental entities. 2. PAYMENT.
a. City agrees to pay and Consultant agrees to receive and accept payment for Services
in the total amount set forth in Exhibit A.
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b. Any changes in the scope of the work of the Services that may result in an increase to the compensation due the Consultant shall require prior written approval by the
authorized representative of the City or by the City Council. The City will not pay
additional compensation for Services that do not have prior written authorization. c. Consultant shall receive payment from the City for the Services performed pursuant to this Agreement according to the following payment structure:
i. Forty percent (40%) of the total cost as outlined in Exhibit A shall be paid to Consultant upon execution of this Agreement to begin project fabrication. ii. Thirty percent (30%) of the total cost as outlined in Exhibit A shall be paid
to Consultant upon completion of half of the painting and fabrication
services. iii. Thirty percent (30%) of the total cost as outlined in Exhibit A shall be paid to Consultant upon installation of the paintings and completion of the
Services.
3. TERM. The term of this Agreement shall commence on the date written in the initial paragraph of this Agreement and terminate upon the completion of the Services or March 1, 2026, whichever occurs first. This Agreement may be extended upon the written mutual
consent of the parties for such additional periods as they deem appropriate, and upon the
same terms and conditions as herein stated. 4. TERMINATION.
a. Termination by Either Party. This Agreement may be terminated by either party
upon thirty (30) days’ written notice delivered to the other party to the addresses listed in Section 13 of this Agreement. Upon termination under this provision, if there is no default by the Consultant, Consultant shall be paid for Services rendered and reimbursable expenses incurred until the effective date of termination.
b. Termination Due to Default. This Agreement may be terminated by either party upon written notice in the event of substantial failure by the other party to perform in accordance with the terms of this Agreement. The non-performing party shall have fifteen (15) calendar days from the date of the termination notice to cure or to submit
a plan for cure that is acceptable to the other party.
5. SUBCONTRACTORS. Consultant shall not enter into subcontracts for any of the Services provided for in this Agreement without the express written consent of the City, unless specifically provided for in Exhibit A. The Consultant shall pay any subcontractor involved
in the performance of this Agreement within the ten (10) days of the Consultant’s receipt
of payment by the City for undisputed services provided by the subcontractor.
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6. STANDARD OF CARE. In performing its Services, Consultant will use that degree of care and skill ordinarily exercised, under similar circumstances, by reputable members of
its profession in the same locality at the time the Services are provided. No warranty,
express or implied, is made or intended by Consultant’s undertaking herein or its performance of Services. 7. DELAY IN PERFORMANCE. Neither City nor Consultant shall be considered in default of
this Agreement for delays in performance caused by circumstances beyond the reasonable
control of the nonperforming party. For purposes of this Agreement, such circumstances include, but are not limited to, abnormal weather conditions; floods; earthquakes; fire; epidemics; war, riots, and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage; judicial restraint; and inability to procure permits, licenses
or authorizations from any local, state, or federal agency for any of the supplies, materials,
accesses, or services required to be provided by either City or Consultant under this Agreement. If such circumstances occur, the nonperforming party shall, within a reasonable time of being prevented from performing, give written notice to the other party describing the circumstances preventing continued performance and the efforts being made to resume
performance of this Agreement. Consultant will be entitled to payment for its reasonable
additional charges, if any, due to the delay. 8. CITY’S REPRESENTATIVE. The City has designated Alex Menke to act as the City’s representative with respect to the Services to be performed under this Agreement. He shall
have complete authority to transmit instructions, receive information, interpret, and define
the City’s policy and decisions with respect to the Services covered by this Agreement. 9. PROJECT MANAGER AND STAFFING. The Consultant has designated Lili Lennox to be the primary contact for the City in the performance of the Services. She shall be assisted
by other staff members as necessary to facilitate the completion of the Services in
accordance with the terms established herein. Consultant may not remove or replace the designated staff without the approval of the City. 10. INDEMNIFICATION.
a. Consultant and City each agree to indemnify, and hold harmless each other, its agents and employees, from and against legal liability for all claims, losses, damages, and expenses to the extent such claims, losses, damages, or expenses are caused by its negligent acts, errors, or omissions. In the event claims, losses, damages, or expenses
are caused by the joint or concurrent negligence of Consultant and City, they shall be
borne by each party in proportion to its own negligence. b. Consultant shall indemnify City against legal liability for damages arising out of claims by Consultant’s employees. City shall indemnify Consultant against legal
liability for damages arising out of claims by City’s employees.
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11. INSURANCE. During the performance of the Services under this Agreement, Consultant shall maintain the following insurance:
a. General Liability Insurance, with a limit of $2,000,000 for any number of claims arising out of a single occurrence. b. Professional Liability Insurance, with a limit of $2,000,000 for any number of
claims arising out of a single occurrence.
c. Workers’ Compensation Insurance in accordance with statutory requirements. d. Automobile Liability Insurance, with a combined single limit of $1,000,000 for each person and $1,000,000 for each accident.
Consultant shall furnish the City with certificates of insurance, which shall include a provision that such insurance shall not be canceled without written notice to the City. The City shall be named as an additional insured on the General Liability Insurance policy.
12. OWNERSHIP OF DOCUMENTS. Professional documents, drawings, and specifications
prepared by the Consultant as part of the Services shall become the property of the City when Consultant has been compensated for all Services rendered, provided, however, that Consultant shall have the unrestricted right to their use. Consultant shall retain its rights in its standard drawing details, specifications, databases, computer software, and other
proprietary property. Rights to proprietary intellectual property developed, utilized, or
modified in the performance of the Services shall remain the property of the Consultant. 13. NOTICES. Notices shall be communicated to the following addresses:
If to City: City of Hastings
101 4th Street East Hastings, MN 55033 Attention: City Administrator
Or emailed: DWietecha@hastingsmn.gov
If to Consultant: Lili Lennox 2508 Sumter Avenue South St. Louis Park, MN 55426
Or emailed: lili@gildedlili.com 14. INDEPENDENT CONTRACTOR STATUS. All services provided by Consultant, its officers, agents and employees pursuant to this Agreement shall be provided as employees
of Consultant or as independent contractors of Consultant and not as employees of the City
for any purpose.
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15. ARTWORK DEPICTIONS. Contractor shall obtain any necessary permission or consent to use trade names, trademarks, service marks, logos or the name, image and likeness of
any individual used in connection with the Services provided under this Agreement as may
be required by applicable local, state or federal law. If such permission is required, Contractor shall provide written documentation to the City of such permission being granted before Contractor may perform any Services under this Agreement.
16. GENERAL PROVISIONS.
a. Assignment. This Agreement is not assignable without the mutual written agreement of the parties.
b. Amendments. Any modification or amendment to this Agreement shall require a
written agreement signed by both parties. c. Waiver. A waiver by either City or Consultant of any breach of this Agreement shall be in writing. Such a waiver shall not affect the waiving party’s rights with respect to
any other or further breach.
d. Governing Law. This Agreement shall be construed in accordance with the laws of the State of Minnesota and any action must be venued in Dakota County District Court.
e. Severability. If any term of this Agreement is found be void or invalid, such invalidity shall not affect the remaining terms of this Agreement, which shall continue in full force and effect.
f. Data Practices Compliance. All data collected by the City pursuant to this
Agreement shall be subject to the Minnesota Government Data Practices Act, Minnesota Statutes, Chapter 13. g. Entire Agreement. This Agreement constitutes the entire agreement of the parties
and supersedes all prior communications, understandings and agreements relating
to the subject matter hereof, whether oral or written.
[The remainder of this page is intentionally left blank]
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CITY OF HASTINGS
By: Mary Fasbender, Mayor
By:
Kelly Murtaugh, City Clerk Date:
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LILI LENNOX (“CONSULTANT”)
By: Date:
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MURAL CONCEPT FOR HASTINGS CIVIC ARENA
Lili Lennox
Lead Artist
2508 Sumter Ave S
St. Louis Park, MN
612-220-4152
lili@gildedlili.com
lililennox.com
Niko Alexander
Assisting
320-223-9803
niko@nikoalexander.com
nikoalexander.com
WITH
EXHIBIT A IX-01 (a,b)
Lili Lennox, Hastings Civic Arena Mural Concept
WHERE HISTORY MEETS HOCKEY
This vibrant mural concept serves as an energetic and colorful greeting to
both residents and visitors, celebrating Hasting’s unique blend of rich
heritage and love for the game of hockey through stylized hockey cards.
Utilizing bold colors, dynamic imagery, and historical references, the mural
captures the essence of your community—its past, present, and future.
From the town’s early beginnings and iconic landmarks to the modern-day
pride in its thriving hockey program, this mural intertwines history and
sport, symbolizing the strong spirit of teamwork, resilience, and unity. It
invites all who pass by to connect with the deep roots of the town and the
passion for hockey that lives within the Civic Arena and the greater
Hastings community today.
In this hand-painted mural, a nearly 16-foot-tall Raiders hockey player
anchors the mural, flanked by 10 hockey cards offering a glimpse into the
pride of both Hastings History and Raiders Hockey. The welcome message,
Where History Meets Hockey, stands proudly above welcoming the viewer
to the community.
Below are scale renderings of the mural as it would be installed on the
side of the Arena. The total mural area spans 106 feet.
Important Feature: This mural is
expandable! New cards can be added for
important events, future NHL draftees,
and other important figures that capture
the pride of Hastings and the Raiders.
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Lili Lennox, Hastings Civic Arena Mural Concept
IX-01 (a,b)
Lili Lennox, Hastings Civic Arena Mural Concept
The mural spans 106 feet and is 15’6” at the tallest point
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Lili Lennox, Hastings Civic Arena Mural Concept
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Lili Lennox, Hastings Civic Arena Mural Concept
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Lili Lennox, Hastings Civic Arena Mural Concept
ENLARGED VIEW OF CENTER MURAL
Dimension: 27’ wide by 15’6” tall
A Raiders Hockey player follows through on a slapshot, the puck flying into
the goal net created by the Hastings Bridge. The former Dakota County
Courthouse / current City Hall connects to local history. Large text signals
the Civic Arena, and the message “Where History Meets Hockey”
welcomes the viewer to Hastings.
NOTE: If this welcome message is not direct enough or does not express what the
Committee intends for the mural, we are happy to re-word the text with
Committee feedback.
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Lili Lennox, Hastings Civic Arena Mural Concept
HASTINGS HISTORY CARDS
Card Dimensions: 5’ wide x 7’ tall
These five “Hastings History” cards present important elements of
Hasting’s History.
• Hastings’ position on the Mississippi River and Vermillion River
• The Historic Downtown Commerce District on East 2nd Street with the
cupola from City Hall
• The Civic Arena as the Home of Raiders Hockey, with a nod to the Girls
Hockey program
• The Spiral Bridge and Big Blue Bridge, both replaced by the current
Hastings Bridge
• The C.A. Lund Company, maker of Northland Hockey Sticks- once a major
supplier of hockey sticks to the NHL
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Lili Lennox, Hastings Civic Arena Mural Concept
HASTINGS HOCKEY CARDS
Card Dimensions: 5’ wide x 7’ tall
These five hockey cards present the Hastings players that advanced to the
NHL. Each card presents a team they played for, their position, and dates
active in league.
NOTE: We realized our mistake of including NHL branding and will revise these
designs to remove and replace those specific elements.
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Lili Lennox, Hastings Civic Arena Mural Concept
FABRICATION AND INSTALLATION
The entirety of the mural will be comprised of panels of aluminum
composite material (ACP). ACP is extremely durable. It consists of two thin
layers of aluminum bonded to a plastic core, making it resistant to
weather conditions, corrosion, UV rays, and fading. This durability is
essential for outdoor murals that need to withstand Minnesota weather.
Further, ACP panels are relatively lightweight compared to other materials.
This makes installation easier, especially for large-scale murals, and
reduces the structural demands on the wall supporting the mural.
The mural will be hand-painted with a combination of high-quality exterior
commercial acrylics and artist’s acrylics (formulated for murals). The
panels will be coated with two coats of a UV protectant to keep the colors
looking vibrant for years to come.
The panels will be mounted to the wall using low-profile rails installed in
sections along the mural and painted to blend with the concrete. The
mural panels will be bolted to the rails via the back to ensure no visible
surface hardware.
This rail installation also allows for easy adjustments, rearrangements, and
the addition of future cards.
This installation method was advised by and would be carried out by
SignArt of Mendota Heights. www.signartusa.com
This diagram provided by SignArt details the rail
mounting system suggested for the mural, frequently
used for cut-out letter signage.
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Lili Lennox, Hastings Civic Arena Mural Concept
BUDGET
Item Description Estimate
Materials Aluminum Panels 2000
Primer 100
Paint 1100
UV Clearcoat 600
Tools/Sundries 1500
Renderings/Pounces Printing 500
Assistant Painting Labor 230 hours @ $30/hr 7000
Design, Painting + Project Management Fee Lili Lennox 15000
Assistant Design + Painting Fee Niko Alexander 10000
Space Rental + Utilities Warehouse space 4600
Installation + permits SignArt 15000
Contingency
2000
Total Estimated Cost 59,400
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Lili Lennox, Hastings Civic Arena Mural Concept
We are thrilled to have been selected as finalists for this project. We
believe our mural offers a vibrant concept, featuring bold colors that will
enhance the Civic Arena wall, with the added advantage of easy expansion
in the future. We are also true collaborators and are happy to continue
revising and resolving this mural concept with input and feedback from
the Committee. It is our desire that the final mural be the best
representation possible of Hastings and Raiders Hockey.
Lili Lennox and Niko Alexander
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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
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--
Muralist | Fine Artist
www.lililennox.com
612-220-4152
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