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Home My WebLink About20250611 - Arts & Culture Commission PacketHastings Arts and Culture Commission Agenda Wednesday,June 11, 2025 6:00 p.m. –City Hall Volunteer Room 1.Call to Order 2.Approval of Agenda 3.Approval of Minutes –May 14, 2025 4.Bills/Budget 5.Business a.Arts Event Grant Program application –River Valley Band b.Arts + Cultural Organization Roundtable discussion 6.Reports + Information a.Classical Actors Ensemble performance b.Civic Arena mural update 7.Adjourn Page 1 of 2 Hastings Arts &Culture Commission Meeting Minutes Wednesday, May 14, 2024 –6:00 PM Hastings City Hall –Volunteer Room 1.Call Meeting to Order Meeting called to order at 6:00 p.m. Present: Chair Hollenbeck; Vice Chair Read; Commissioners Kapping, Maner, McCoy, McNeally and Wagner; Economic Development Coordinator Menke Absent: None 2.Approval of Agenda Vice Chair Read motioned to approve the; Commissioner Wagner seconded. Motion carried. 3.Approval of Minutes –April 9, 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 along with the projected and actual spend for the year. 5.BUSINESS a.Arts Organization Roundtable Discussion Commissioners provided a list of known arts groups and cultural organizations located in Hastings that could be invited to a roundtable discussion. The intent of this discussion is to understand the needs and desires of those organizations and what the Commission could do to help achieve those goals. A roundtable with local cultural organizations is tentatively scheduled for July and the arts roundtable is scheduled for August. There was additional discussion about whether these roundtables would be outside of the existing meeting time for the Commission. More discussion to come at the June meeting. 6.Reports + Information a.Arts + Culture Grants update Menke provided an update that the Arts Event Grant Program and Cultural Event Grant Program were approved by City Council and they are open and accepting applications. b.Classical Actors Ensemble performance The Classical Actors Ensemble performance is confirmed for Sunday June 29th with a performance of “All’s Well That Ends Well”. Vice Chair Read mentioned that there is interest in having a small musical ensemble perform before the play starts. c.Civic Arena mural update Arts and Culture Commission May 14, 2025 Minutes Page 2 of 2 Menke provided an update on the status of the Civic Arena mural project. The artist is making progress on the designs and is working through the logistics of construction before starting actual fabrication. 7.Adjourn Commissioner McCoy motioned to adjourn at 6:20 p.m. Seconded by Commissioner McNeally. Motion carried. The next Arts and Culture Commission meeting will be held on Wednesday, June 11th,at 6:00 p.m.in the Volunteer Room at City Hall. Budgeted Actual 2024 Budget Remainder 28,698$ 2025 Budget 20,000$ Total 48,698$ 2025 Projected Spend Actual Spend Ice Arena Mural 71,810$ Ice Arena Mural 71,810$ Phase 1 28,724$ Phase 1 28,724$ Paid Phase 2 (ACC)9,474$ ACC Fund Balance Phase 2 (ACC) Phase 2 (GF)12,069$ General Fund Phase 2 (GF) Phase 3 21,543$ General Fund Phase 3 Contingency 4,388$ General Fund Contingency Arts Grant Program 3,000$ Arts Grant Program -$ Cultural Grant Program 3,000$ Cultural Grant Program -$ Arts Microgrant Program 500$ Arts Microgrant Program -$ tabled to 2026 Dale Lewis Lease 4,000$ Dale Lewis Lease -$ Q4 2025 Classical Actors Ensemble 1,100$ Total Projected ACC Spend 48,698$ Total Projected ACC Spend 29,824$ Total Max GF Loan Request 38,000$ secured Total Max GF Loan Request 38,000$ Total Projected Spend 86,698$ Total Actual Spend 28,724$ HASTINGS ARTS AND CULTURE COMMISSION ARTS EVENT GRANT PROGRAM APPLICATION SECTION 1:GROUP CONTACT INFORMATION 7 Primary Application Contact Person(s): Primary Contact Person(s)Phone:^y/— Primary Contact Person(s)Email:Co*- Secondary Contact Person Email (if applicable): SECTON 2:PROJECT OVERViEW - Proposed Event Date:*^y Site Reservation: Entertainer/Artist Fees: Materials:$/^> Other (attach description)$/57? Total Costs$/&0£>.0<9 SECTION 3:PROJECT DESCRIPTION Please provide a brief summary of the proposed event and how it will contribute to the arts community in Please describe how these funds will impact your event. dprtryr TAaYor-^r&YAtiL-'.s-;&rt aJ/ OM-d/^jV^l&BM*^fTdfO—^^oa.^»Y//>^^0 a&f'J-we e^pens**-'rtv'Zrt&f* SECTION 4:AGREEMENT APPLICATION SIGNATURE: l/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 PRINTED NAME &TITLE:z^/ DATE: SECTION 6:NOTICES OF DATA PRACTICES Notice of Data Practices THE MINNESOTA DATA PRACTICES ACTrequiresthatwe inform you ofyourrights about the private data weare requesting onthis form.Private data is availabletoyou,but notto thepublic.We are requesting thisdatato determine your eligibilityfor a permitfrom the City ofHastings.Providingthe data may discloseinformationthatcouldcauseyourapplicationtobedenied.You arenot legally requiredto provide the data;however,refusing supply thedatamay cause your permitnottobeprocessed.UnderMS 270.72,theCity ofHastingsIs required to providethe Minnesota Department of Revenueyour MN Tax ID NumberorSocial Security Signature applicationindicates yk be private and provide Number.This information maybe usedto deny the issuance,renewal or transferof your license if you owe theMinnesota Department ofRevenuedelinquenttaxes,penalties,orinterest.The Departmentof Revenue may supplyinformation to the InternalRevenue Service.In addition,this datacan be shared by Hastings City Staff,theStateof MinnesotaDriverLicense Section,Dakota County Auditor,Bureau of Criminal Apprehension,and DakotaCounty Warrant Office.Your signature onthisaddressandtelephonenumberwillbeconsideredpublicdataunlessyourequestthisinformationto<*-Rieasesign below to indicateyouhaveread this notice: 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 M GmSil Dan Retka <danretka1@gmail.com> River Valley Band -Grant Submission Dan Retka <danretka1@gmail.com>Mon,Jun 2,2025 at 5:17 PMTo:Alex Menke <amenke@hastingsmn.gov>,Dan Retka <danretka1@gmail.com> Alex,I've forwarded the fee schedule to you under a separate email and include it again here. As for further rationale for other expenses (music,publicity) mentioned in our proposal,I offer the following: Hastings Middle School Auditorium rent:Our proposal mentioned that Community Ed has recently increased the facility rental fees substantially.As mentioned above,that new fee schedule is attached.I am providing an invoice from Community Ed for a recent concert which illustrates what we've paid in the past. Music:The River Valley Band has not yet set the program of music for the Veterans Day and Holiday concerts.This decision will be made later this summer.The value in our proposal of $100 for music is an estimate of what we typically spend on concerts based on past experience.Each arrangement we buy commercially is priced at between $80 and $100 and normally we end up buying one or two new arrangements for each concert.An invoice from music supplier JW Pepper is provided as an example of this expense. Publicity:The Band designs publicity posters for each concert and has them printed by Graphic Design here in Hastings.Posters cost around $75 per concert.Concert programs for the audience are printed by GD also which run about $100/concert.We also purchase an ad in the Hastings Journal to promote the concert which runs $225/concert.Invoices from Graphic Design and the Journal which illustrate these expenses from past concerts will be hand delivered to you for use at the June 11 Arts and Culture Commission meeting. Finally and to be clear,our proposal for $1000 is only requesting grant support for a portion of our expenses for the two concerts.The Band will cover all concert costs in excess of $1000 as part of the requirement for the matching grant. Thank you for the opportunity to provide additional information in support of our proposal. Regards, Dan Retka,Treasurer River Valley Band On Mon,Jun 2,2025 at 4:18 PM Alex Menke <amenke@hastingsmn.gov>wrote: [Quotedtext hidden] [Quoted text hidden] I Class II Class III Class IV ?3 *A V j i |I i ?1;t i gym (elem)! $10.00/per hour $20.00/per hour $50.00/per hour gym (MS)!; $15.00/per hour $30.00/per hour $60.00/per hour $70.00/per hourgym(HS) $17.00/per hour $35.00/per hour classroom (al(Ie ;j lecture hall vels) $6.00/per hour $10.00/per hour $20.00/per hour $15.00/per hour $20.00/per hour $25.00/perhourl $15.00/perhour]wrestling (MS) $5.00/per hour $10.00/per hour •;i ;; ’I H ;•jwrestling(HS) $10.00/per hour $20.00/per hour $25.00/per jhourj i :J!Miii;j -f J :1 !MNewISD200Rates-I perrriit fee $15 [5 •k 4 i f 1 <: i 1 1 i i }M ;y S ?4 •if commons (HS): $17.00/per hour $35.00/per hour $70.00/per hour cafeteria (MS &HS) $10.00/per hour $15.00/per hour $20.00/per hour pool $30.00/per hour $50.00/per hour $70.00/per hour turf ;j $40.00/per hour $100.00/per hour $225.00/per hour auditorium(MS) $15.00/per hour $50.00/per hour $115.00/per houd auditorium {HS) $25.00/per hour $75.00/per hour $130.0/perj hour; band/orch/choir (MS& HS)H $15.00/per hour $20.00/per hour $25.00/per!hour! stadiumlights p $10.00/per hour $15.00/per hour $20.00/per jhour) microphones $5.00 $10.00 i $15.00 pressbox $35.00 (official evertsonly)! portable bleachers $100.00 flat!es ! custodian OT 5 $50.00 perhoir kitchen OT j $50.00 perhour ! Light/SoundTech per txmtract trailer storage $5.00 per day (approv|lrequired) 1 'iHASTINGS ?:COMMUNITY EDUCATION RIVER VALLEY BANDDANRETKA Hastings Community Education 310 River St Hastings,MN 55033 (651)480-7670 ksill@isd200.org Invoice for 2425-696:River Valley Band -Concerts (03/02/2025 through 03/02/2025) j Location i Dates Times Hours Rate Amount j Middle School r » i 191 -Auditorium (Must 03/02/2025 11:00 AM -2:30 PM 3h 30m 52O.OO/Day $20.00 i also book 193,makeup i i j room) 191-Auditorium Foyer 03/02/2025 11:00 AM -2:30 PM 3h 30m $20.00/Day $20.00 1 193 -Makeup Room (only 03/02/2025 11:00 AM-2:30 PM 3h 30m i n/a $0.00 :backstage entrance to i auditorium) 1 194-Band Room 03/02/2025 11:00 AM-2:30 PM 3h 30m $15.00/Day $15.00 ]196 -Choir Room 03/02/2025 11:00 AM-2:30 PM 3h 30m n/a $0.00 Additional Charged t iISharedCustodialOT:03/02/2025 (5.0 x $20.00/Hour S 10^0^ j Light &Sound Technician:03/02/2025 (3.5 x $26.00/(1our)/$91.00 j II Total Due on March 31,2025 /$246.00 Pay Online ;?... You can make a payment online on qurwebsite (https://hastings.ce.eleyo.com)using your credit card or checking/savingsZ account./ t 4 Ur jU 3/6/25 3:54 PM Page 1 of 1 Page 1 of 1 Bill To: River Valiey Band 1499 PringleCt Hastings,MN 55033 Ship To: River Valley Band 1499 Pringle Ct Hastings,MN 55033 Invoice Date 11/20/24 INVOICE # 366983163 Terms 30 NET Due:12/20/24 Purchase Order # Ship Via G-BESTWAYGROUND Sold to:River Valley Band Sales Order #Sales Order Date Account#Contact Ship Whse ShipDate BillDate 4766035 11/20/24 876787 Reika,Dan 251SLC 11/20/24 11/20/24 1 #Description i j Ordered Quantity Billed Unit Price Extended Amount j 1 10460857,El GatoMontes-1 1 $85.00 $85.00 Pay by Credit Card at jwpepper.com *Standard shipping charges appear on the first invoice billed. You are not charged shipping for SUBTOTAL Tax Shipping/Handling* $85.00 $0.00 $12.99 Remit by Check {in USD) Provide your account and ePrint or digital items.Additional Fees TOTAL $0.00 $97.99 invoice numbers.Additional charges may apply for Payments/Credits $0.00 J.W.Pepper &Son,Inc. PO Box 786212Philadelphia,PA 19178-6212 expedited andiintemational shipments as well as shipments sent directly from the manufacturer. AMOUNT DUE $97.99 Pay by ACH/Wire See details at jwpepper.com/ help 1-800-345-6296 www.jwpepper.com billing@jwpepper.com JOURNALWP.O.BOX 4,PRESCOTT,Wl 54021 •715-273-8078 River Valley Band 1499 Pringle Ct.Hastings MN 55033 Advertiser Number:7522 Billing Date:5/28/2025 Amount Due:$225.00 Amount Paid;. Please detachtop portion arid return with your psy reni ’ UNPAID INVOICES AND DEBITS ; Journal j j jl Billing Date:5/28/2025Date|Ref No,i|Transaction!|jjDetails t <:|DueDate |Amount-|Paid Amount |Amount Due 5/1/2025 93787 'Invoice -:.....-5/272625 $225.00 $0.00 $225.00OrderNo.46647Display:Front Page i $225.00 Ads:1 4/24/2025 11 x2.5 HastingsJournal PAYMENTS AND CREDITS Date:May 01,2025 {-May 30,2025 Date River Valley Band Advertiser Number:7522 0 AGING i SUMMARY I Current 1-30 31-60 61 -90 91+I Amount Due:i $225.00I$225.00 $0.00 .$0.00 $0.00 $0.00 Please make checks payable to:The JournalForpaymentbycreditcard,call 651-829-3234 Ext0 or 715-273-8078 Ext 0 Graphic Design hie. 315 East Second Street PO Box 307 Hastings,MN 55033 Bill To River Valley Band1499PringleCourtHastings.MN 55033 Invoice date Invoice # 1/2^/2025i QB57711 P.O.No.Terms Project Diane Easton Net 30 Payments/Credits Quantity Description Rate i Amount 30 Job Number 267066 Poster -Midwinter ConcertEstimate#162728-1 CSR Cindy Foss GDI#:105509 !c >4 S3 2.16667 1 i r I 65.00 Invoice Total:$65.00 Balance 0ue $65.00 Phone # 651-437-6459 Graphic Design Inc. 315 East Second Street PO Box 307 Hastings.MN 55033 Bill To River Valley Band 1499 Pringle Court Hastings,MN 55033 invoice iDate Invoice # 2/25/2025 QB5S06I P.O.No.Terms !Project Diane Easton Net 30 Payments/Credits Quantity Description Rate Amount 200 Job Number 267340 Midwinter Concert Programs -17 x 1:1 fold to 8.5 x 1 1 Estimate#140048-3 CSR Cindy Foss GDI#:103192 0.45 90.00 invoice Total SQ0 00 Balance Due sw.oo Phone # 651-437-6459 5^3 jeans JOHN GRUDEN HASTINGS HISTORYHOMEOFTHERAIDERS 1=HASTINGSHISTORYNORTHLANDHOCKEYSTICKS DEAN TALAFOUS 1974-1981 DEREK STEPAN TAYLOR CHORNEYJEFFTAFFE 2002-2019 ERICA MCKENZIE 2004-2008 AMANDA TRUAX PERFORMER.COACH