HomeMy WebLinkAbout20250409 - Arts & Culture Commission PacketHastings Arts and Culture Commission Agenda
Wednesday, April 9, 2025
6:00 p.m. – City Hall Volunteer Room
1. Call to Order
a. Oath of Office: Ryan McCoy
b. Oath of Office: Molly Kapping
2. Approval of Agenda
3. Approval of Minutes – February 12, 2025
4. Bills/Budget
5. Business
a. Election and Appointment of Officers
b. Arts + Culture Grants discussion
c. Classical Actors Ensemble discussion
6. Reports + Information
7. Adjourn
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Hastings Arts & Culture Commission Meeting Minutes
Wednesday, February 12, 2024 – 6:00 PM
Hastings City Hall – Volunteer Room
1. Call Meeting to Order
Meeting called to order at 6:03 p.m.
Present: Chair Hollenbeck; Vice Chair Read; Commissioners McNeally and Wagner; Economic
Development Coordinator Menke, Councilmember Vihrachoff
Absent: Commissioners Maner and McCoy
Commissioner McNeally took his Oath of Office to begin her new term. With Commissioner
McCoy absent, his Oath of Office will be performed at the April meeting.
2. Approval of Agenda
Vice Chair Read motioned to approve agenda as presented; Commissioner Wagner seconded.
Motion carried.
3. Approval of Minutes – January 8, 2024 Regular Meeting
Commissioner Wagner motioned to approve minutes as presented; Commissioner McNeally
seconded.
Motion carried.
4. Bills/Budget
Menke provided an update on the 2025 budget as it stands along with the projected budgets
going forward to 2030 to account for paying back any inter-fund loans for the Civic Arena
mural project
5. BUSINESS
a. Election and Appointment of Officers
Given that not all commissioners were present, it was decided to table the election of
officers until the next meeting. This was motioned by Vice Chair Read and seconded by
Commissioner Wagner. It passed 4-0.
b. Civic Arena Mural Discussion
Menke provided an update on the status of the project, including the plan for
requesting an inter-fund loan from the General Fund with a maximum amount of
$38,000 and a payback structure coming from outlays of future annual budgets.
Additionally, Menke presented the increased costs associated with increasing the size
of the trading cards by 25%. Commissioners also discussed changing some of the
trading cards to add in two prominent female skaters from Hastings, Amanda Truax
and Erica McKenzie, and the Hastings Hockey Day logo.
Vice Chair Read motioned to approve the design changes of increasing the trading card
sizes and replacing card designs to include female skaters from Hastings and the
Arts and Culture Commission February 12, 2025 Minutes
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Hockey Day Minnesota logo. It was seconded by Commissioner McNeally. It passed 4-
0.
c. Arts + Culture Grants Discussion
Menke presented a draft of the Arts Events Grant Program, which will be like the
Cultural Events Grant Program, and sought discussion and feedback from the
Commissioners. There was overall approval of the grant with discussion around
including a matching fund requirement and ensuring that any funded events are open
to the public. Staff will take the feedback and update the program and bring it back to
the Commission for review/recommendation to the Council for approval.
6. Reports + Information
a. March Meeting Cancellation
Staff proposed that the March meeting of the Arts and Culture Commission be
cancelled with Menke traveling out of the country and there being no pressing items
that would require meeting. This was agreed to by the Commission.
7. Adjourn
Vice Chair Read motioned to adjourn at 6:40 p.m. Seconded by Commissioner McNeally.
Motion carried.
The next Arts and Culture Commission meeting will be held on Wednesday, April 9th, at 6:00
p.m. in the Volunteer Room at City Hall.
2024 Budget Remainder 28,698$
2025 Budget 20,000$
Total 48,698$
2025 Projected Spend
Ice Arena Mural 71,810$
Phase 1 28,724$ Paid
Phase 2 (ACC)9,474$ ACC Fund Balance
Phase 2 (GF)12,069$ General Fund
Phase 3 21,543$ General Fund
Contingency 4,388$ General Fund
Arts Grant Program 3,000$
Cultural Grant Program 3,000$
Arts Microgrant Program 500$
Dale Lewis Lease 4,000$
Total Projected ACC Spend 48,698$
Total Max GF Loan Request 38,000$ secured
Total Projected Spend 86,698$
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 and require a 1:1 match.
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 Arts Event Grant Program shall be limited to non-profit groups with a focus on
the arts and are residing within the City of Hastings.
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 ___________________