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Memo - Hopkins Activity Center Revenue I . . Hopkins Activity Center Memo To: Honorable Mayor and Members of the City Council From:Susan Newville, Hopkins Activity Center Coordinator CC: Jay Strochota Date: 9/5/2002 Re: Hopkins Activity Revenue . At the scheduled City Council work session on Tuesday, September 10, 2003 the Hopkins Activity Center staff will be presenting information on the following: . Current partnership with the City of Minnetonka for the Senior newsletter, day trips, and Senior club. . Proposed plan for Hopkins to do their own Senior newsletter, day trips, and Senior club . Activity Center fee schedule . Frequent user card program . Program successes Thank you for the opportunity to update you on activities at the Hopkins Activities. . Present costs paid to the City of Minnetonka . $8,645.00/year for Personnel (Cindy Olson) and Programming Steve Pieh, Minnetonka Senior Program Director, infonned me that this is the Hopkins share of the personnel cost in 3 areas, This cost is di vided equally among the 3 areas, . Senior Script newsletter Editor $2,882 . Day Tours (not extended day tours) $2,882 . Senior Club Advisor and programming $2,882 S>7,879,OO/year for 1,000 Senior Script newsletters - printing and postage (collating, labeling and preparing mailing bundles are done by volunteers with Cindy Olson coordinating) $656,OO/month for 1000 newsletters Current costs: Total paid to the City of Minnetonka per year: $16,524 Historically, these 3 areas were actually part of the Hopkins Minnetonka Recreation Services program. . At one time the cost of these areas were rolled into the cost of the joint recreation costs, but in recent years has been billed separately as "senior program" to the City of Hopkins, . I Explanation and Recommendations for the "Senior Script Newsletter" . Senior Script A monthly newsletter delivered by mail to individuals or hand delivered by volunteers to individuals in large apartment complexes. Seniors in Hopkins and Minnetonka may receive their publication free to their home upon request. Those who live outside of Hopkins or Minnetonka may receive the newsletter at a cost of$7.50 per year. 4,143 individuals receive this publication, with just less than 1000 of this number being Hopkins residents. The Hopkins Activity Center staff prepares its 5 camera-ready pages and delivers it to editor, Cindy Olson, each month. Cindy does not have to do anything to these 5 pages, but to hand them to the printer. Cindy must prepare other pages that would be of interest to Hopkins residents such as the front-page news, Recreation Services trips, and the Senior Center Dining page. Cindy is responsible for coordinating volunteers to collate, fold, label, bundle for the post office and distributing our approximately 1,000 Senior Scripts. Current costs: 1000 newsletters, 5 pages each . Personnel: $2,880/year - $240,00 per month - .24/5 page newsletter/month . Printing and postage: $7,879/year - $657/month - .66/5 page newsletter/month (postage: 1,000 newsletters = $2,796/year - $233/month - ,233/newsletter/month) (printing: 1,000 newsletters -" $5,083/year - $424/month - .42/newsletter/month) Current totals paid to Minnetonka for personnel, printing, and postage for one thousand 5-page e Senior Script newsletters each month . $10,759/year . $897/month . .90/5 pages Recommendation: Hopkins publishes and distributes its own newsletter. Staff has researched the cost of publishing its own newsletter. The newsletter would be 8 pages, two ! colors on 60# white paper. Please see attached samples of the current newsletter and the proposed newsletter. We researched publishing 2000 newsletters, rather than the current 1000, after speaking with Robbinsdale Area Senior Program. They purchased a mailing list and distributed their newsletter to all area seniors on that Ii st. Their numbers of participants doubled. It is our goal to have every person 60 years and older in Hopkins and a 3 mile radius receive our newsletter at least 3 times a year, while those subscribing to the newsletter receive it monthly. Costs of recommendations: 2000 newsletters, 8 pages each (note 2000 as opposed to the current 1000) . Personnel: $ 1200/year - $1 OO/month - .OS/newsletter Staff already prepares 5 pages of the current publication. We would add 3 additional pages that would include day trips, more community news (pavilion, aris center, Depot, schools, faith . community, etc,) that would be of interest to older adults, as well as additional space for our o\Vll programs and activities. The personnel costs of preparing 3 additional pages would be offset by not having to travel to Milmetonka to deliver our pages and increase in participants due to being 2 ,- able to have additional space to highlight our programs and activities, as well as community . events. The above personnel cost is to coordinate volunteers to prepare for distribution. . Printing and postage: $13,992/year - $1166/month - .58/ 8 page newsletter/month (printing: 2000 newsletters = $700/month or .35 per newsletter) (postage: 2000 newsletters = $466/111onth or .233 per newsletter) . $15,192/year . $1266/month . .63/newsletter/month The above is based on volunteers collating, folding, labeling, bundling for mailing, and delivery to the post office. However, we recommend that the printer collate, fold, label, bundle for mailing, and deliver to the post office at an additional .09 per newsletter rather than staff supervising volunteers to do these things. . $2220.00/year . $ 185.00/month . .09/newsletter/month Total costs of personnel, printing, postage for two thousand 8-page newsletters . Recommendations total costs for the senior newsletter Total if Hopkins Activity Center published and distributed two thousand 8-page newsletters each month: . $16,212/year . $1,351/month . .68/newsletter/month . 3 Explanation and Recommendations for the "Day Tours" . Approximately 2-day trips are planned each month. Cindy Olson is responsible for planning, advertising, as well as escorting or securing volunteer escorts for each trip, Recreation Services takes calls for reservations. Current totals paid to Minnetonka for personnel: . $240.00 per month no matter how many trips is planned. Recommendations: I.Hopkins implements 1-2 trips per month entirely on its own. Or 2.Sunounding communities or organlzations implement their own trips and adver1ise these trips in each other's newsletters, If a community advertises a trip in another's newsletter, they mLlst also provide a stop in that community. Pat1icipants would make reservations and payment to the city implementing the trip. (Hopkins accepts cash, check or VISA/Mastercard) There will be pick-ups in Hopkins and Minnetonka. Note: The city of Edina has no problem filling their trips. The Edina Senior Program does have a membership of$15,OO per person or $25.00 per couple. Those with a membership do have priority when making reservations, . Recommendations total costs for day trips All costs to implement day trips would be passed on to trip participants through additional money paid ($2-$3) per trip. . 4 Explanation and Recommendation for the "Senior Clubs" . In the 70s and 80's and early 90's the recreation department facilitated 3 popular senior clubs in Hopkins: Hopkins Club, Leisure Club and 5th A venue Club. Each club had memberships of over 100 senior citizens, The lack of popularity of social clubs caused the three clubs to eventually merge into one clLtb Hopkins Club. The Hopkins Club just celebrated their 50th Anniversary. The Hopkins Club meets twice a month at the Hopkins Activity Center. Recreation Services provides an advisor to the club, Cindy Olson, Cindy attends the meetings, September - May, to update the membership on upcoming recreation trips and assist them as needed to conduct their business, Recreation Services also provides the Hopkins Club $325.00 per year for programming. When there were 3 clubs, each club received $325.00 per year also, but when the other 2 clubs disbanded, the Hopkins Club did not receive any additional funds for programming. Current totals for programming: $325.00/year Current totals paid to Minnetonka for personnel: . $2,557/yeat' . $284/month (9months) . $1421meeting (9 months, 2 meetings/month, @ 1.75 hours/meeting) . $81/hour . Recommendation: The Hopkins Activity Center staff acts as advisors to the Hopkins Club. The club already meets at the Activity Center and the staff is already assisting them in physically preparing for their meetings and additional activities (Christmas Party, summer picnic), The Activity Center staff feels that the club functions on its own very well. The Activity Center staff would be available to the club as the club felt they needed them. The Hopkins Club would function as an activity under the Hopkins Activity Center Program. Recommended totaJ costs for the senior cJub: No additional cost, but a savings of $2,552 of personneJ per year for the City of Hopkins. We would continue to provide $352 per year for programming, . 5 Final thouehts . Recommended costs to the City of Hopkins when taking over the 3 areas that we nOW pay Milmetonka to provide is $16,212 per year. Weare not actually saving money by securing these 3 area from Milmetonka, however, it will be the pivotal point to help the Hopkins Activity Center implement fees at the center to generate additional revenue in the future. The Hopkins Activity Center can use the newsletter and the day trips (only if they did their own) as an incentive for individuals to purchase their "Frequent User Card". Activity Center has little or no say in the newsletter or trips. It states in the Sellior Script newsletter: "The Senior Script is published monthly by Hopkins-Minnetonka Recreation Services for Hopkins- Minnetonka residents age 55 and above, Senior programs are sponsored by one or more ofthe following: City of Minnetonka, City of Hopkins, and Senior Community Services". ( 1 sl appeared as written September 2000) Issues: . Is Senior Community Services contributing financially to the Senior Scrip!? . . Would it make sense to have their own section of the newsletter as the Hopkins Activity Center and Minnetonka Senior Services do? It also states in the Senior Script newsletter: "Recreation Services trips are plalmed for seniors of Hopkins and Milmetonka who are given first preference at registration time. Others may registers on the second day of registration if there is room on the bus. Listed bus pickup locations and times are tentative depending on actual registration. Registrants will be notified only if changes are necessary." Issues: . Trips have been opened up to Plymouth residents. Is Hopkins residents still assured priority?6 . Senior Community Services trips are on the "Hopkins-Minnetonka Recreation Services Tour and Adventures" page. SCS serves many communities in the west metro. Do Hopkins residents get any priorities? . We are advertising Plymouth tfips in our newsletter. Are they doing the same for LIS? . SCS plans trips and Plymouth plans trips that are advertised in the Senior Script. If the Hopkins Activity Center planned a trip would they get to adveliise their trip on the "Tour and Adventures" page? Note: When we began our Branson Adventures in 1997, which we use as a fundrai ser and . marketing tool, we were scrutinized for doing it. Senior Community Services said we were competing with them and suggested that we discontinue offering our adventures. We have profited from doing our adventures both financially as well as additional pmiicipants in our 6 ,- everyday program at the Hopkins Activity Center. Our adventures are open to anyone over the . age of 18 years old. . In both June and August 2002, Hopkins was dropped as a pick up point for trips, Hopkins residents had to go to Minnetonka Community Center to load the bus. Some Hopkins residents had no transportation available for them to get to the Minnetonka community Center. We got calls wondering what was going on from both those people who did have transpOliation and those that did not have transportation to the Minnetonka Community Center. The pickup point in Hopkins is Maetzold Field. This is a convenient location for Hopkins residents as there is ample parking for those that drive and those that do not drive they can take Hop-A-Ride to this location. Even though the clubs are sponsored by the Hopkins-Minnetonka Services the Hopkins Activity Center places the Hopkins Senior Club announcements on the Hopkins Activity Center pages under Community News. . Would it make sense to have the Hopkins Activity Center place this club under its umbrella of activities as long as they are advertising the club on their Senior Script pages? 1fnot, . Take this off of the Hopkins Activity Center page and adveliise it along with the Milmetonka senior club as a Recreation Services activity. . . 7 . Hopkins Activitv Center Memberships - proposed plan Frequent User Card 1 year - prorated $ 12.00/year - residents $18.00/year non-residents Volunteers - all ages, all area residents (need to volunteer at least 4hours per month) $10.00/year Businesses, Civic/Charitable/Public Service Groups, Organized neighborhood groups, Athletic groups with majority Hopkins residents $25.00/year Businesses, Civic/Charitable/Public Service Groups, Organized neighborhood groups, Athletic groups with majority non-residents $50.00/year Teens: 7-12 grades $10.00/year Benefits: . Senior newsletter (50+ only) . Priority on travel adventures . Discount on activities and services that there is a charge . . Discount on rentals To really make a membership plan work, staff feels we need to do our own newsletter and work in cooperation with surrounding communities in providing travel opportunities. Activities Recreational Senior Bowling Men's 55+ Basketball Senior Golf Senior Volleyball Senior Tennis Senior Softball Educational Defensive Driving Watercolor Computer Kindergarten Intelmediate Computer E-mail/Interent Health Wise . Lifetime Learners Financial Fitness . Special Interest A.A.R.P. Before and After Computers Birthday Celebration Book Club Great Books Travel Adventures Branson Mackinaw Casino Community Helpers Movie Discussion Group Cards and Games Bingo Bridge Cribbage Dominoes 500 Yahtzee Musical Activities . Community Dances Jazzberries Golden Swinger Square Dancing Round Dancing Toupl'e Orchestra Hopkins Westwind Concert Band Series Line Dancing Fitness Activities Happy Hoofer Walkers Soft Aerobics Exercise Aerobics with Sandy Cyclers Let's Walk Club Crafters Bookmakers Card makers Helping Hands Primitive Rug Hooking Scrapbooking The Raspberry Patch . Friday Crafters . Growth Groups Alcoholic Anonymous Men's Gathering TOPS Vision Loss Services Apartment Guide Blood Pressure Computer Lab Flu Clinic Food Shelf Foot Care Insurance Counseling Notary Public Massage Nail Care Senior Dining Tax Assistance Typewriter Senior Script Newsletter . Volunteer Opportunities Youth Programs Friday Evening Teen Program Rentals Community Users Adult Basketball Birthday, Wedding, Anniversary, and Funeral Gathering . . RECREA TIONAL On site planned and implemented by HAC Basketball Partnership - Hands on - plan and implement with outside group/offsite activity Bowling w/ Tuttle bowling Golf wiThe Bunker Partnership - Hands off - planned and implemented by another organization with an invitation from them for Hopkins residents to participate Softball w/ Edina Volleyball w/ Edina Golfw/ Hennepin County Parks/Glen Lake Golfw/ Meadowwoods Golf Course Tennis w/Senior Tennis Players Club of the Twin Cities SPECIAL INTEREST On site - planned and implemented by HAC Before and After Computers . Birthday Celebration Book Club Computer Station Planning Team Partnership - Hands on - plan and implement with outside group/onsite activity Antiquing Senior Networking Council Partnership - Hands on - plan and implement with outside group/offsite activity Branson Adventure Casino Adventure Partnership Hands off - planned and implemented by another organization with an invitation from them for Hopkins residents to participate. AAR.P SERVICES On-site Apartment Guide Blood Pressure Screening Food Shelf . Insurance Counseling . . Notary Public Typewriter Volunteer opportunities Partnership Hands on - plan and implement with outside group to volunteer to provide the service Flu clinic Legal Consultation Senior Dining Tax Assistance Pm1nership - Hands on - plan and implement with outside group to contract to provide the service Foot Care Massage Senior Script EDUCATIONAL ACTIVITIES On-Site - planned by the HAC staff with area professionals volunteering their service Lifetime Learners Health- Wise Financial Fitness . Computer Classes: Computer Kindergarten, Intennediate Computer, e-maillinternet On-site - planned by the HAC staff with instructors hired to teach the activity Defensive Driving Watercolor Stronger Bones CARDS AND GAMES On-site Bingo Bridge Cribbage Dominoes 500 Yahtzee MUSICAL ACTIVITIES On-site - Hands on - planned & implemented by the HAC staff and volunteer pm1icipants Community Dances On-site - Hands on/off - planned by the HAC staff and now implemented by the groups participants Golden Swinger Square Dancers . Toupl'e orchestra . On-Site - Hands Off - Planned and implemented by another organization with an open invitation to Hopkins residents to participate Round Dancing Partnership - Hands on - plan and implement with outside group/onsite activity - Off-Site Hopkins Westwind Concert Band Series FITNESS ACTIVITIES On site - planned and implemented by HAC Happy Hoofers Walkers Soft Aerobics Let's Walk Club On-site ~ planned by the HAC staff with instructors hired to teach the activity Aerobics with Sandy Strength, Flexibility & Stretching Off-Site - planned and implemented by HAC but held off-site Cyc1 ers CRAFTERS . On-Site - planned and implemented by HAC Bookmakers Cardmakers Helping Hands Scrapbooklng Raspberry Patch On site -planned and implemented by an organization with an open invitation for Hopkins residents to participate Primitive Rug GROWTH GROUPS On-site - planned and implemented by HAC Men's Gathering On-site - planned and implemented by an organization with an open invitation for Hopkins residents to participate Alcoholic Anonymous TOPS Vision Loss . . FEE SCHEDULE A City of Hopkins Sponsored . Police Department, Fire Department, Recreation Service, Depot Coffee House, Pavilion, and Center for the Arts, etc. . Meetings, training, open houses open to the public where there are no charges to the participant AA. City of Hopkins Sponsored . Meetings, training, open hOllses open to the public where there is a charge to the participant B. Community Use Hopkins residents, Hopkins Civic Organizations, and Community Service Organizations (Jaycees, Rotary, Lions, Legion, VFW, Elks, Raspbeny Festival, Scouts, Library, Homeowner Associations. A.A,R.P" Hopkins School District #270. Hopkins Library, AA, West Suburban Women's Club, Migral11e Association. Epilepsy Association, MS Society, YMCA, Hennepin County Conmmnity Health Department, Hopkins Royal Boys & Girls Basketball Assoc" Hopkins Dynamo Soccer Club, Hopkins Lacrosse Club, etc.) . Meetings and training open to the residents of Hopkins where there are no charges to the participant . A family (parent/guardian and their immediate family members) recreation time . Community Service Organizations might not be based in Hopkins, but reaching out to service Hopkins residents and there are no charges to pat1icipants attend the activity, . BB. Community Use Hopkins residents, Hopkins Civic Organizations, Community Service Organizations . Meetings, training and events open to residents of Hopkins and there is a charge to the participant . Family or membership social gatherings, birthday party, weddlng, funeral, or anniversary receptions C. Hopkins School District Boundaries (Residents, Faith Community, Educational Agencies) . Meetings, training, and events open to the public where there is no charge to the participant. Youth and Adult Sports Practices and Games . Teams that are not underwritten by a business or organization . Non-Hopkins based teams/leagues D. Other (Businesses, Non-Resident, etc.) . Using the facility to promote or make a profit for themselves or others . Private rentals by non-Hopkins School District residents . 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