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Home My WebLink AboutVIII-17 Approve Arts Event Grant - River Valley BandCity Council Memorandum To:Mayor Fasbender and City Council From:Alex Menke, Economic Development Coordinator Date:June 16, 2025 Item:Arts Event Grant Program Application Approval –River Valley Band Council Action(s)Requested: 1)Adopt Resolution approving grant funding for River Valley Band. A simple majority is necessary for action. History River Valley Band has applied for the newly created Arts Event Grant Program, seeking funding assistance to put on two concerts in 2025. These concerts are scheduled for November 9th and December 7th. The funds will be used to pay for auditorium rental fees, director fees, music scores, and publicity. Budget The Applicant estimates that both concerts will cost a total of $2,000. The grant would fund up to half of that, with a maximum of $1,000.00. These funds would come out of the Arts and Culture Commission’s budget. Commission Discussion At the June 11th meeting of the Arts and Culture Commission, the application was reviewed and discussed, with the Commission recommending approval by the Council on a 4-0 vote in the affirmative. Commissioner Kapping abstained from the vote given her position on the Board for River Valley Band. Attachments -Resolution –Arts Event Grant Program –River Valley Band -Arts Event Grant Program Application –River Valley Band This instrument drafted by: City of Hastings 101 East 4thStreet Hastings, MN 55033 HASTINGS CITY COUNCIL RESOLUTION NO.______ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HASTINGS APPROVING ARTS EVENT GRANT PROGRAM GRANT FOR RIVER VALLEY BAND WHEREAS, On May 5th, 2025 Hastings City Council adopted an Arts Event Grant Program; and WHEREAS, an application was received from Daniel Retka, representing River Valley Band (“Applicant”)to support two concert events planned for the year 2025; and WHEREAS, the total eligible expenses for the proposed events have a projected cost of $2,000.00 (“Expected Cost”); and WHEREAS, the City recognizes that there may be changes in the Expected Cost and the final cost (“Final Event Cost”); and WHEREAS, the Arts Event Grant Program requires a 1:1 match of private dollars to any grant dollars provided by the City up to the maximum amount allowed by the City; and WHEREAS, grant dollars shall be disbursed in a reimbursement fashion once the Applicant has completed each event; and WHEREAS, the Applicant shall submit receipts for reimbursement within (3) three months of the latest event dates or face forfeiture of the grant funds in their entirety unless an extension is requested and approved by the City; and NOW THEREFORE BE IT RESOLVED, That the City Council of the City of Hastings approves of an arts event program grant to River Valley Band in the amount of one-half of the Final Event Cost up to a maximum of $1,000. ADOPTED BY THE HASTINGS CITY COUNCIL THIS 16TH DAY OF JUNE 2025. Mary Fasbender, Mayor Kelly Murtaugh, City Clerk VIII-17 VIII-17 HASTINGS ARTS AND CULTURE COMMISSION ARTS EVENT GRANT PROGRAM APPLICATION SECTION 1:GROUP CONTACT INFORMATION 7 Primary Application Contact Person(s): Primary Contact Person(s)Phone:^y/— Primary Contact Person(s)Email:Co*- Secondary Contact Person Email (if applicable): SECTON 2:PROJECT OVERViEW - Proposed Event Date:*^y Site Reservation: Entertainer/Artist Fees: Materials:$/^> 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 VIII-17 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 VIII-17MGmSilDanRetka<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. VIII-17Finallyandtobeclear,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] VIII-17 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 VIII-17'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 VIII-17Page1of1 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 VIII-17JOURNALWP.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 VIII-17GraphicDesignhie. 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 VIII-17GraphicDesignInc. 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