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Memo- Hokins Center for the Arts Update MEMORANDUM To: FROM: DATE: Honorable Mayor and Members of the City Council Jay Strachota, Facilities Director Susan Hanna-Bibus, Executive Arts Director Lynn Anderson, Membership and Volunteer Manager March 17, 2008 SUBJECT: Art Center Update Work Session, April 22, 2008 The transition of the nonprofit Hopkins Center for the Arts, Inc., to the Friends of the Hopkins Center for the Arts, has taken place since we last met. At the April 22, 2008 work session staff will give the City Council a restructuring! transition update, current year programming and board update, and a look at what's in the works for future programming. Attached you will find an outline of those discussion items and supporting information for discussion. Hopkins Center for the Arts Arts Center Update Hopkins City Council Work Session April 22, 2008 Jay Strachota, Facilities Director Susan Hanna Bibus, Executive Arts Director Lynn Anderson, Membership & Volunteer Manager Facilities Alterations · The reconfiguration of the two administrative offices on the second floor is now complete. The offices have been reconfigured to create a Facility Management Office (Room 206) and a Friends Office (Room 205). The Facility Management Office houses the Facility Director and Arts Center Scheduling Coordinator. The Friends Office houses the Executive Arts Director and the Membership and Volunteer Manager. Functionally, and aesthetically, this is quite an improvement. · The movable information desk in the first floor lobby is still in place but will be replaced with a permanent information desk that will provide the home base for Art Center Supervisors and volunteers as well as replace the kiosk as an information source. Regular employees will also take shifts in this space so that it is staffed during key times to better serve the public. This desk will have a computer station connected to our computer network. Having finished the second floor offices, this is the next project to tackle. The goal is to complete this project within the next 5-6 weeks. · Storage space continues to present a challenge. We intend to bring in a donated 12' x 8' storage bin for the month of July to store the artwork crates and supplies necessary for the Velocity: The Art of Motion exhibition at the Center. Staffing While sales may be the basis for success in the for-profit world, nonprofits rely on voluntary giving as their foundation and, to a large extent, measure of health. Competition for contributed dollars today is extremely fierce. For small organizations to compete, they need to be able to dedicate the resources necessary to develop a loyal band of financial supporters, play out organized campaigns just like the big.guys and stay focused on fundraising goals. As a means to this end, the Arts Center has hired Lynn Anderson as our new Membership and Volunteer Manager. Lynn is an artist, graduate of MCAD, and has experience in non-profits and fundraising. She started work on March 3, works 25 hours per week, and is planning on maintaining office hours Tuesdays, Wednesdays, and Thursdays. Over 40 people applied for the position and 6 were interviewed. Nonprofit Board of Directors Transition The nonprofit board of Hopkins Center for the Arts, Inc resigned on December 31, 2007. The new board assumed responsibility for the nonprofit, Friends of the Hopkins Center for the Arts, on January 1,2008. Attached are two board related documents - Roles and Responsibilities of the Board and a Board Member Job Description. The board is currently focused on fundraising activities and recruiting two additional board members. Transition Plan The transition of Hopkins Center for the Arts, Inc. to Friends of the Hopkins Center for the Arts is complete in the eyes of the public but there remain a few behind the scenes items to accomplish to callthe transition complete. See the attached Transition Plan for details. Current Year Programming and Project Update Susan and Lynn will review the current programming and board project status with the Council at the work session on April 22. Looking ahead - Next Season and Beyond Staff continues to look for opportunities to create new events, programming, and partnerships within and outside the walls of the Arts Center. Staff and volunteers are incorporating a community project outreach approach to new large event programming. This approach works under the premise that community outreach with on-going reoccurring events will build brand loyalty, have the aid of tradition in marketing, build community pride, and increase the base of resources for the Arts Center and community. Community projects planned or in discussion: . Velocity: The Art of Motion, Mainstreet Jazz Festival . Arts Crawl . Raspberry Saturday big event - A larger budget premier performance event. . Use of Downtown Park Friends of the Hopkins Center for the Arts BOARD OF DIRECTORS ROLES AND RESPONSIBILITIES OF THE BOARD Board members of the Friends of the Hopkins Center for the Arts fulfill jointly the following five roles and hold jointly the following responsibilities: TRUSTEE · The Board holds fiduciary responsibility for the Friends organization. It pledges to manage the assets/resources of the organization in a prudent and effective fashion. · The Board has the responsibility of stewardship, seeing that the organization's assets are used for the greatest good and to serve the organization's mission. SPONSOR · The Board ensures that there are adequate resources to support both the operations of the nonprofit Friends organization and the programmatic goals of the Center. Each Board member pledges to make a [mancial commitment to the organization and to encourage such support from others. · The Board, jointly and as individuals, lend their name and reputation in support of the organization. ADVOCATE · The Board works to enhance the organization's and Center's public image. Each member speaks out on behalf of the organization and Hopkins Center for the Arts. · The Board has a commitment to advocate for the broader arts community. · The Board consistently and persistently acknowledges the benefits of the arts to the community . GOVERNOR . The Board determines the Friend's mission and bylaws and ensures that the organization's activities and services address that mission. . The Board ensures effective organizational planning. . The Board sets policy in line with the organization's mission and values. . The Board is self-perpetuating, self.:goveming and self-evaluating. . The Board serves as a court of appeal. P ARTICIP ANT . The Board supports the programs of the Hopkins Center for the Arts by attending activities and events. . The Board supports fundraising events of the Friends through attendance. _ . The Board, jointly and as individuals, contributes its time to serve the organization and Hopkins Center for the Arts. Friends of the Hopkins Center for the Arts BOARD OF DIRECTORS BOARD MEMBER JOB DESCRIPTION Title: Reports to: Term: Director Board Chairperson 3 years (maximum of2 consecutive terms) Purpose: To serve as a voting member of the volunteer governing board ofthe Friends; to work with other board members to meet the responsibilities outline in the attached Roles and Responsibilities of the Board; to fulfill the following individual responsibilities and duties Responsibilities and Duties of Individual Board Members · Review, understand and carry out the mission and bylaws of the organization, and follow all applicable state and federal laws · Understand the responsibilities of being a board member · Attend monthly board meetings as well as board retreats and other special meetings deemed necessary by the board as a whole · Participate actively in board deliberations and functions · Review and evaluate reports, minutes and other distributed materials pertinent to the organization; be well-informed on agenda items in advance of a meeting · Contribute time, talents, expertise, ideas and financial support to the organization . Participate actively in fund raising · Serve as a representative of the organization to the broader community and promote the Hopkins Center for the Arts within the community . Promote volunteerism at the Hopkins Center for the Arts · Educate yourself about the needs of the people you serve . Disclose any conflicts of interest Expected Commitment from Individual Board Members · Each board member will commit an average of 6 hours per month to board and committee activities . Each board member pledges to miss no more than three regularly scheduled board meetings each fiscal year . Each board member will serve on at least one committee · Each board member will support the Friends and Hopkins Center for the Arts by joining the membership program and by contributing to the annual campaign as well as through volunteer hours · Each board member will actively demonstrate a commitment to the organization, to the arts and to the community TRANSITION PLAN Hopkins Center for the Arts, Inc. to Friends of the Hopkins Center for the Arts updated 4/10/08 HCA Board/Staff Actions Required Obtain City Council approval to continue to use name & logo; dissolve Cooperative Agreement Rewrite Bylaws [Nelson Berg will do pro bono] Revise Articles of Incorporation - Board: - approved Bylaws - approved revised mission/vision statement - approved revised board job description - approved amended Articles - approved revision of Article IX of by-laws to conform to amended Articles 9/18/07 9/18/07 9/18/07 2/12/08 2/12/08 File Articles change with Secretary of State (filing accepted and dated 3/17/08 by State of Minnesota) Notify IRS - name change; request for revised 501 (c)(3) letter 3/7/08 called 4/9/08 mailed. paperwork 4/10/08 IRS - change of fiscal year (can be done with tax filing) Notify Minnesota Department of Revenue Notify MN Attorney General's Office (need Articles, IRS 501 (c)(3) and 990 to do this) Prepare for Friends governance - approve one-year plan for Friends 11/13/07 - approve first-year budget for Friends 11/13/07 - develop media plan for informing public 11/13/07 - hire Membership & Volunteer Manager 3/3/08 - recruit new board members - started 12/11/07 -ongoing - open checking account for Friends 4/11/08 - set up bookkeeping system (staff) - transfer assets from HCA, Inc. to Friends - revise webstore bank routing Notify all vendors of correct billing name (either Friends or HCA) - ongoing Press releases & other communications