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HomeMy WebLinkAboutX-C-04 Approve Program - Art Event Program GrantCity Council Memorandum To:Mayor Fasbender and City Council From:Alex Menke, Economic Development Coordinator Date:May 5, 2025 Item:Approve the Creation of the Arts Event Grant Program and Cultural Event Grant Program Council Action(s)Requested: 1)Approve the creation of the Arts Event Grant Program. This program and its funds will be reviewed by the Arts and Culture Commission and recommend applications to City Council for approval and funding. A simple majority is necessary for action. 2)Approve the creation of the Cultural Event Grant Program. This program and its funds will be reviewed by the Arts and Culture Commission and recommend applications to City Council for approval and funding.A simple majority is necessary for this action. History In the creation of the 2025 Work Plan, the Arts and Culture Commission expressed an interest in pivoting from hosting events to financially supporting existing groups so that they can host events. The logic behind this is that the non-profit groups have more flexibility with event planning where the Commission is bound by the rules and regulations that all city commissions must follow. This led Staff to draft a set of grant programs that provide matching funds for arts and cultural non-profits to host events within Hastings.The Commission will review applications and provide recommendations to City Council for approval and funding. Budget Both the AEGP and CEGP have an annual budgeted amount of $3,000.00, with a maximum grant of $1,000.00. Both programs are matching grants, which means that for every $1.00 of requested grant funding, the non-profit must provide an additional $1.00 from a different source. This will allow at least six different organizations to host events within the City. The funds are subject to availability at the time of application submittal. Attachments -Draft of the Art Event Grant Program (AEGP) -Draft of the Cultural Event Grant Program (CEGP) 堭䌭〴 DRAFT Arts Event Grant Program City of Hastings Arts and Culture Commission PROGRAM INFORM ATI ON,GUIDELINES AND APPLI CATI ON INSTRUCTI ONS City of Hastings 101 4th Street East,Hastings,MN 55033 T:651-480-2350 www.hastingsmn.gov X-C-04 HASTINGS ARTS AND CULTURE COMMISSION ARTS EVENT GRANT PROGRAM DRAFT PROGRAM INFORMATION,GUIDELINES AND APPLICATION INSTRUCTIONS SECTION 1:GENERAL PROVISIONS A.Purpose 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. This is a matching grant which requires the Applicant to provide $1.00 of additional funding for every $1.00 of grant funding. 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 Arts Event Grant Program shall be limited to non-profit organizations with a mission of promoting and supporting the arts. 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 and City Council D.Location of Event The event must be located within Hastings’ city limits and be available to the public to attend. 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. 堭䌭〴 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.Event description including location, dates/times, and ticket costs (if applicable) d.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.The Arts and Culture Commission meets on the second Wednesday of every month. 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 recommendations. Applicants are encouraged to attend the meeting(s)to provide additional information and/or answer any questions from committee members.The Commission will vote on whether to recommend approval or denial by the City Council. D.Notice of Award/Denial of Application If the application is recommended for approval by the Arts and Culture Commission,and the City Council votes to approve the application,City Staff will notify the Applicant.The Grant Application shall serve as the grant agreement. 堭䌭〴 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. X-C-04 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 X-C-04 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 ofmy/our knowledge. I/We agree to provide any additional 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 ___________________ X-C-04 DRAFT Cultural Event Grant Program City of Hastings Arts and Culture Commission PROGRAM INFORM ATI ON,GUIDELINES AND APPLI CATI ON INSTRUCTI ONS City of Hastings 101 4th Street East,Hastings,MN 55033 T:651-480-2350 www.hastingsmn.gov X-C-04 HASTINGS ARTS AND CULTURE COMMISSION CULTURAL EVENT GRANT PROGRAM DRAFT PROGRAM INFORMATION,GUIDELINES AND APPLICATION INSTRUCTIONS SECTION 1:GENERAL PROVISIONS A.Purpose To create a more robust community within the City, the Cultural Event Grant Program (CEGP) enables cultural 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. This is a matching grant which requires the Applicant to provide $1.00 of additional funding for every $1.00 of grant funding. 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 Cultural Event Grant Program shall be limited to non-profit organizations with a mission of promoting and preserving cultural heritage. 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 and City Council D.Location of Event The event must be located within Hastings’city limits and be available to the public to attend. 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. 堭䌭〴 B.Application Format Applicants shall submit a CEGP application package consisting of the following: a.Completed CEGP Application form b.Cost estimates/quotes for expenses for the event c.Event description including location, dates/times, and ticket costs (if applicable) d.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 CEGP dollars. SECTION 4:REVIEW PROCESS A.Staff Review Staff shall 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.The Arts and Culture Commission meets on the second Wednesday of every month. 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 recommendations. Applicants are encouraged to attend the meeting(s)to provide additional information and/or answer any questions from committee members.The Commission will vote on whether to recommend approval or denial by the City Council. D.Notice of Award/Denial of Application If the application is approved by the Arts and Culture Commission, and the City Council votes to approve the application, City Staff will notify the Applicant.The Grant Application shall serve as the grant agreement. 堭䌭〴 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. X-C-04 HASTINGS ARTS AND CULTURE COMMISSION CULTURAL 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 creating a more robust community X-C-04 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 ofmy/our knowledge. I/We agree to provide any additional 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 ___________________ X-C-04