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Home My WebLink About20250813 - Arts & Culture Commission PacketHastings Arts and Culture Commission Agenda Wednesday,August 13, 2025 6:00 p.m. –City Hall Volunteer Room 1.Call to Order 2.Approval of Agenda 3.Approval of Minutes –July 9, 2025 4.Bills/Budget 5.Business a.Arts Roundtable Recap b.Arts Event Grant Program application –River Valley Community Orchestra 6.Reports + Information a.Civic Arena mural update 7.Adjourn Page 1 of 2 Hastings Arts &Culture Commission Meeting Minutes Wednesday, July 9, 2025 –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 Maner, McNeally and Wagner; Economic Development Coordinator Menke Absent: Kapping, McCoy 2.Approval of Agenda Vice Chair Read motioned to approve the; Commissioner Wagner seconded. Motion carried. 3.Approval of Minutes –June 11, 2025 Regular Meeting Commissioner Wagner motioned to approve minutes as presented; Vice Chair Read 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 Staff presented the draft agenda and proposed questions for the August 6th roundtable discussion with local arts non-profit groups. Discussion was had surrounding the intended outcomes and possible question changes. 6.Reports + Information a.Classical Actors Ensemble performance The Classical Actors Ensemble performance was held Sunday June 29th with a performance of “All’s Well That Ends Well”. The location was good for the performance and there were around 90 people in attendance. b.Civic Arena mural update Menke provided an update on the status of the Civic Arena mural project. 7.Adjourn Vice Chair Read motioned to adjourn at 6:32 p.m. Seconded by Commissioner McNeally. Motion carried. Arts and Culture Commission July 9, 2025 Minutes Page 2 of 2 The next Arts and Culture Commission meeting will be held on Wednesday, August 13th,at 6:00 p.m.in the Volunteer Room at City Hall. 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 1,000$ RVB Committed 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$ paid Total Projected ACC Spend 48,698$ Total Actual ACC Spend 30,824$ Total Max GF Loan Request 38,000$ secured 2025 Budget (loan included)86,698$ Total Projected Spend 86,698$ Remainder 55,874$ Cultural Event Grant Program City of Hastings Arts and Culture Commission PROGRAM INFORMATION,GUIDELINES AND APPLICATION INSTRUCTIONS City of Hastings 101 4th Street East,Hastings,MN 55033 T:651-480-2350 www.hastingsmn.gov HASTINGS ARTS AND CULTURE COMMISSION CULTURAL EVENT GRANT PROGRAM 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. 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. 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 CULTURAL EVENT GRANT PROGRAM APPLICATION SECTION 1:GROUP CONTACT INFORMATION Organization Name:River Valley Community Orchestra (RVCO),an ensemble under the fiscal sponsorship of the Friends of the Hastings Arts Center,a non-profit organization Organization Description:A community orchestra based in Hastings and composed of musicians primarily from the MN/WI St.Croix-Mississippi River Valley area Organization Site Address:Hastings Arts Center,216 4th St.E.,Hastings,MN,55033 Primary Application Contact Person:Cheryl Read,RVCO Chair Primary Contact Person Phone:763-228-9071 Primary Contact Person Email:rivervalleyco.mn@gmail.com Secondary Contact Person:Kathy Sommer,RVCO Finance Committee Secondary Contact Person Email:rivervalleyco.mn@gmail.com SECTION 2:PROJECT OVERVIEW Proposed Event Date:Sunday,October 26,2025 Event Site Reservation:$740 Hastings High School Auditorium rental &fees Rehearsal Site Reservation:$420 Hastings High School Orchestra Room rental,7 rehearsals at $60 each Insurance:$80 Entertainer/Artist Fees:$500 Conductor Materials: $255 Music $150 Publicity &Programs Total Costs:$2145 SECTION 3:PROJECT DESCRIPTION Please provide a brief summary of the proposed event and how it will contribute to creating a more robust community: The RVCO will perform the following Halloween-inspired musical selections for a concert in late October: ●Curse of the Rosin Eating Zombies from Outer Space ●March to the Scaffold ●Midnight at the Mausoleum ●In the Hall of the Mountain King ●Highlights from Harry Potter ●Selections from Phantom of the Opera ●This is Halloween from A Nightmare Before Christmas The concert will also feature readings and visual elements from artists local to the Hastings area. The concert will be free,open to the public,and advertised online,in public schools,community meeting and gathering places,and by word-of-mouth.RVCO’s goal is to attract people of all ages to our concerts in order to expose them to orchestral music,which many in our area have not had an opportunity to experience in person.We believe orchestral music has the ability to entertain and inspire people in a unique way and stir positive emotions,which increase the potential for spreading kindness and joy in the community. Please describe how these funds will impact your event. These funds will be immensely helpful in assisting RVCO,a brand new organization in Hastings,in paying the increased rental fee for using spaces in the Hastings Public Schools,as our initial funding source will be musician membership dues.This grant award will also help RVCO in motivating businesses and community members to donate matching funds,and in supporting our mission to bring the joy of making and listening to orchestral music to the greater River Valley Community. 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 additional information as may be requested by the City of Hastings and Arts and Culture Commission. APPLICATION SIGNATURE: PRINTED NAME &TITLE:Cheryl Read,RVCO Chair DATE:31 July 2025 SECTION 6:NOTICES OF DATA PRACTICES Notice of Data Practices THE MINNESOTA DATA PRACTICESACT requires that we inform you of your rights about the private data we are requestingon this form.Private data is available to you,but notto 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 providethe data;however,refusing supply thedata may causeyour 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 orSocial 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 canbe shared by Hastings CityStaff,the State of Minnesota Driver License Section,Dakota County Auditor,Bureau of Criminal Apprehension,andDakotaCounty Warrant Office.Your signature on this application indicates you understandthese rights.Yourresidence address and telephone number will be considered public data unless you request this information to be privateandprovideanalternateaddressandtelephonenumber.Please sign below to indicate you haveread this notice: Signature _____________________________________________________Date:31 July 2025 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 ___________________