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Agenda . I . AGENDA CITY COUNCIL WORK SESSION Tuesday, February 25, 2003 6:30 p.m. Raspberry Room 6:30 pm City Council Work Session called to order . 6:35 pm Success Is; Mielke 8:30 pm Other 8:45 pm Adjourn . . Agenda Success is... Meeting Febnmry 25, 2003 6:30 - 9:00 pm Hopkins City Hall - Raspberry Rooms Meeting Purpose: To review, discuss and prioritize potential actions, which will lead toward the accomplishment of "Success Is.. . " 1. Call to Order, Mayor Maxwell 2. We1con1e and Introductions - Mayor Maxwell . 3. Background Review, City Manager Mielke a. Joint Success is... Statement b. ReA Budget Review, Sources and Uses c. Task Force(s) Charge 4. Task Force Reports - (discuss for understanding) a. Progranlllling and Rentals, Committee Member b. Finance and Marketing, Committee Member c. Facility, Conm1ittee Member 5. Prioritize Reconunendations 6. Next Steps a. Responsibility and Timeframe for each prioritized action. . 7. Adjourn . Success is: A Vision shared by all parties: Tenants, Partners, Staff, Councilr users, Community, etc. Final Report Summary of "Success Is" Task Force Meetings February 25, 2003 Programming I Rentals Success Indicators (Original) 1. "Balance" between tenants and community, providing more time and variety of programming for the community 2. A youth arts group (club/organization) and serious youth arts initiative beyond current groups exists. 3. Concert series is expanded to other areas of entertainment such as lectures, comedy. 4. Center is, and perceived to be, open to art at all levels of expertise. 5. There is greater use of the Center as a place for business activities. 6. Rental opportunities are maximized. 7. Leases are flexible enough to promote maximum usage of the Center. . Success Indicators Revised 1. Ongoing communication and cooperation between Center partners/users 2. Involve menU access by currently underserved groups such as: 0 Pre-school market 0 Youth and young adults 0 People in poverty and new immigrants 3. (Two) high profile events per year that draw a large audience, increase visibility of the Center and provide needed dollars 4. Maximized Center usage 5. Plan is in place to deal with future space/facility needs PROGRAMMING RECOMMENDATIONS/ACTION ITEMS 1. All partners work to continue to grow and refine existing programs 2. Maintain periodic meetings of all Center partners to facilitate communication 3. Be responsive to the community including currently underserved groups, paralleling the school district's goal to "leave no child behind" 4. Support establishment of a charter school based at the Center 5. Develop high profile, "cash cow" events (HCA, Inc.) 6. Actively market business rentals for daytime use . 7. Plan for facility remodel and expansion to support current and future programming . Finance & Marketing Success indicators 1. Have an annual fund raiser with involvement of all community. 2. The Arts Center is available/affordable to community groups/users. 3. The City does not have to subsidize the Arts Center 4. The City, Tenants, and Partners are financially successful. FINANCE & MARKETING RECOMMENDATIONS/ACTION ITEMS 1. Invite the HBCA into the Art Center's leadership. 2. Communicate with Civic, Fraternal, and business group leadership to foster support of the Arts Center. 3. Educate the Community. Through community meetings, the State of the City address, and written communications the public is educated in the state of the Arts Center's finances as well as the benefits the Arts Center brings to the community. . 4. Annual Fundraiser recommendations: 0 The appeal for the fundraiser should be very broad 0 An annual fundraiser can take on any form - concert, party, raffle, etc. 0 The leadership and volunteers for this fundraiser are representative of a broad cross section of the community. 0 Clear goals and objectives are established for this event 5. Explore the possibility of sharing facility evening and weekend building supervisory responsibilities with Stages Theatre Company. 6. If the City loses the $50,000 state aid, the City should move forward with a food and beverage tax. 7. Efforts are increased to include broader representation on the HCA, Inc. Marketing Committee 8. Schedule a forum of community supporters and representatives to discuss perceptions about the Art Center and how to engage the community 9. Develop a cohesive and comprehensive marketing and public relations plan for the Arts Center as a whole to increase public awareness, involvement, and support of the Arts Center . . . Facility Success Indicators 1 . Improve exterior signage and advertising 2. Facility changed / renovated to improve it's usability and effectiveness for multiple uses 3. HCA has a welcoming atmosphere with directional signage/equipment in the lobby, and a "concierge/greeter" on the first floor 4. Less sterile and uninviting spaces including multi-purpose rooms 5. There is a comfortable place for people to relax and/or gather FACILITY RECOMMENDATIONS/ACTION ITEMS 1. The committee agreed on the following objectives as new exterior signage is created: 0 The signage should look professional and polished 0 The signage should be illuminated . 0 Have the ticketing phone number shown just once on the signage 0 Keep the sign's content basic - Title, Date, Time 0 The purpose of the signage is to spark interest and demonstrate the Arts Center is an active, vibrant facility. The exterior signage is not a primary advertising piece 0 It is very important to all sign presenters to have the signage be affordable to produce. 0 It is important that the signage is easy to change 0 It would be desirable to have the signage indicate what room location of the advertised activity - Mainstage Theater, JC Studio, Gallery.... 2. Invest in permanent, retractable black curtains for the JC Studio. 3. Install identification signage over the Gallery, JC Studio, and Elevator, similar to the lettering over the Box Office window. 4. Add cafe tables and bent wood chairs to the lobby 5. Invest in a new information desk in the lobby that is designed for the space. 6. One or both of the display cases in front of the gallery be removed and an informational kiosk inserted into the space(s). 7. Add warmer colors in the non-gallery areas 8. Work with a consultant on adding color and functionality to the entrance and lobby .