Memo-HCA,Inc Request
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. Administrative Services Department
Office of the City Manager
Memorandum
To: Honorable Mayor and Members of the City Council
From: Steven C. Mielke, City Manage~
Date: November 21 , 2003
Subject: HCA, Inc Request
A number of weeks ago the City received a letter of request from HeA, Inc. asking for
relief from having to make a payment to the City based upon fund raising efforts that
were conducted earlier this year.
Time has been set-aside on this week's Work Session for members of HeA, Inc. to
discuss their request with the City Council. Attached is the original letter from HCA, Inc.
. as well as my response to them.
mayorcchcareq
.
, City ojCJfopkins
1010 :First Street South -1f.opkjnsJ :M;}.[ 55343-7573 . Plione: 952-935-8474 · :Fa:(; 952-935-1834
<WeD atUress: www.fiopkjnsmn.com
August 26, 2003
Mary Jo Bartos, President
Hopkins Center for the Arts, Inc.
1111 Mainstreet
Hopkins, MN 55343
Re: Hopkins Center for the Arts Cooperative Agreement
Dear Mary Jo:
I am writing in reference to your August 11 letter wherein you asked for a
clarification of the calculation of "excess cooperative revenues" under the 2000
agreement.
I reviewed Section 5awhich includes a definition of cooperative revenues and
Section 5c which discusses the division of excess cooperative revenues and
have come to the conclusion that the agreement calls for Hopkins Center for the
Arts, Inc. to pay the City $8,448. I base this conclusion on the language in 5c
. that calls for an accounting at the end of each activity year, and dividing the
profits on a year-to-year basis.
In your letter you discuss the fact that you have more liabilities than assets. This
is true, inasmuch as the HCA Inc. has a loan payable to the City of Hopkins in
the amount of $17,000. Clearly, when the agreement was struck, it was
assumed in the agreement that there would be annual profits. While that has not
been the result, HCA Inc. should be congratulated for its efforts during the past
year.
While the agreement seems clear, it is also apparent that HCA Inc. would desire
relief frqm the agreement. This would require the attention and action of the City
Council. Should you wish to deviate from the agreement, my suggestion would
be a letter to the City Council asking for such relief. I can then place this item
before the City Council for their consideration.
Thank you for contacting me, and again, congratulations on this year's success.
Sincerely
~5~
. Steven C. Mielke
City Manager
partnering with. tfie Community to 'Enfiance tIU. QJtafity of Lift
+ Inspire + 'Educate + Invo[ve + Communuate +
... ~
HOPKINS CENTER FOR THE ARTS ~
BUILDING COMMUNITY THROUGH THE ARTS
August 11, 2003
Steve Mielke
City of Hopkins
1010 First Street South
Hopkins, MN 55343
RE: Hopkins Center for the Arts Cooperative Agreement
Dear Steve:
HCA, Inc. is reviewing our fmancial position as of the recent end. at our fiscal year. In
addition to preparing Form 990, the IRS Non-Profit Tax Return, we are considering
various options to work with the City on our mutual goal of ensuring necessary resources
for successful programming at the Center for the Arts in the future.
Our Finance Committee requests clarification of the calculation of "Excess Cooperative
Revenues" under the 2000 Agreement. Paragraph 5(c) of the Agreement refers to the
"cumulative total" of expenses over revenues. In prior years both our Forms 990 and our
Income and Expense Statements reflected net losses. The Income and Expense Statement
for Fiscal Year end June 30, 2003, shows net income of $16,896.46. As you may know,
this resulted from the receipt of grants in late FY2002-03 which are being used for artist
fees and marketing the 2003-04 Program Year. On the other hand, we still have more
liabilities than assets.
If the calculation of the "cumulative total" is to occur independently each fiscal year, then
we would owe the City $8,448. Ifhowever, "cumulative" has it's customary accounting
meaning, we would not owe the City because year-end losses in the prior two years
exceed the net income this year. We do not believe it was the City's intent to penalize
HCA for success under these circumstances. A fair consideration of the situation would
be to allow us to use the grants for their intended purpose to support a successful Program
Year, and to enable us to work toward eliminating our debt. We could have taken various
steps to avoid this result, including delaying (rather than accelerating) the receipt of grant
funds, or using different accounting procedures available to non-profit organizations.
We would like to resolve this issue at the earliest possible date, so that we can move on to
address future financial issues.
Sincerely,
. ~90~
Mary J 0 Bartos
President
cA
1111 MAINSTREET. HOPKINS, MINNESOTA 55343
(952) 979~ 1 100
The Hopkins Center for the Arcs is owned and operated by the City of Hopkins
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Hopkins Center for the Arts, Inc.
, Profit & loss Budget vs. Actual
08/13/03 ,
. July 2002 through June 2003
JuI'/)2 - Jun '/)3 Budget $ Over Bud... % of Budget
Income
EARNED INCOME
Membership Dues 8,540.00 7,200.00 1,340.00 118.6%
Fees 2,594.00 2,200.00 394.00 117.9%
.' Art Sales (net) 1,605.99 2,500.00 . -894.01 64.2%
Ticket Sales 52,631.77 54,250.00 -1,618.23 97.0%
Merchandise Sales 1,341.10 900.00 441.10 149.0%
Concession Sales 333.89 450.00 -116.11 74.2%
Fundraisers 5,646.51 5,647.00 -0.49 100.0%
Interest Income 3.76 10.00 -6.24 37.6%
Total EARNED INCOME 72,697.02 73,157.00 -459.98 99.4%
CONTRIBUTED INCOME
Individual Giving 8,587.80 6,000.00 2,587.80 143.1%
Corporate Grants 1,000.00 1,000.00 0.00 100.0%
Business Gifts 1,800.00 2,000.00 . -200.00 90.0%
Matching Gifts 30.00 100.00 -70.00 '30.0%
Sponsorships 24,500.00 11,500.00 13,000.00 213.0%
Foundation Grants 5,000.00 5,000.00 0.00 100.0%
Government Grants 5,961.00 4,753.00 1,208.00 125.4%
Total CONTRIBUTED INCOME 46,878.80 30,353.00 16,525.80 154.4% .
Miscellaneous Income 50.00
Total Income 119,625.82 103,510.00 16,115.82 115.6%
Expense
Uncategorized Expenses 0.00
Artist Fees
Literary Artist Fees 500.00 1,000.00 -500.00 50.0%
. Performance Fee 33,209.00 36,475.00 -5,266.00 86.3%
Visual 1,150.00 1,920.00 -770.00 59.9%
Travel.and Accommodations 1,784.14 2,680.00 -895.86 66.6%
Total Artist Fees 36,643.14 44,075.00 -7,431.86 83.1%
Advertising . 20,088.44 18,000.00 2,088.44 111.6%
Bank & Credit Card Fees 2,185.21 1,200.00 985.21 182.1 %
Contracted Services 1,720,00 2,534.00 -814.00 67.9%
Dues and Subscriptions 110.00 390.00 -280.00 28.2%
Equipment Rental 1,350.00 1,250.00 100.00 108.0% .
Fundraiser . 3,687.28 3,687.00 0.28 100.0%
Insurance - general liability 1,769.00 1,769.00 0.00 100.0%
Licenses and Permits 25.00 25.00 0.00 100.0%
Newsletter 5,656.60 8,764.00 -3,107.40 64.5%
Office Supplies 737.78 500.00 237.78 147.6%
Postage and Delivery 9,657.26 5,700.00 3,957.26 169.4%
Printing and Reproducth;m 10,920.12 8,300.00 2,620.12 131.6%
Rent 4,500.35 5,000.00 -499.65 90.0%
Supplies 3,470.59 . 2,500.00 970.59 138.8%
Miscellaneous 208.59 50.00 158.59 417.2%
Total Expense 102.729.36 103,744.00 -1,014.64 99.0%
Net Income 16,896.46 -234.00 17,130.46 -7,220.7%
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Hopkins Center for the Arts, Inc. .
08/13/03 Balance Sheet
. As of June 30, 2003
Jun 30, '03
ASSETS
Current Assets
Checking/Savings
Checking 8,931.12
Total Checking/Savings 8,931.12
Total Current Assets 8,931.12
TOTAL ASSETS 8,931.12
LIABILITIES & EQUITY
Liabilities
Current Liabilities
Other Current Liabilities
Loan Payable-City of Hopkins 17,000.00
. Sales Tax Payable 306.29
Total Other Current Liabilities 17,306.29
Total Current Liabilities 17,306.29
Total Liabilities .17,306.29
Equity
Opening Bal Equity -150.00
Retained Earnings -25,121.63
Net Income 16,896.46
Total Equity -8,375.17
. TOTAL LIABILITIES & EQUITY 8,931.12
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Hopkins Center for the Arts, Inc.
08/13/03 Profit & Loss Budget VS. Actual
July 2002 through June 2003
Jul '02 - Jun 'OJ Budget $ Over Bud... % of Budget .
-'- .-.
Income
EARNED INCOME
Membership Dues 8,540.00 7,200.00 1,340.00 118.6%
Fees 2,59400 2,200.00 394.00 117.9%
Art Sales (net) 1,605.99 2,500.00 -894.01 64.2%
Ticket Sales 52,631.77 54,250.00 -1,618.23 97.0%
Merchandise Sales 1,34110 900.00 44110 1490%
Concession Sales 333.89 450.00 -116 11 74.2%
Fundraisers 5,646.51 5,647.00 .0.49 100.0%
Interest Income 3.76 10.00 .6.24 37.6%
- - - --. -.. - -..- .-.'.
Total EARNED INCOME 72,697.02 73,157.00 -459.98 99.4%
CONTRIBUTED INCOME
Individual Giving 8,58780 6,000.00 2,587.80 143.1%
Corporate Grants 1,000.00 1,000.00 000 100.0%
Business Gifts 1,BOO.00 2,000.00 -200.00 90.0%
Matching Gifts 30.00 100.00 -70.00 30.0%
Sponsorships 24,50000 11,500.00 13,000.00 213.0%
Foundation Grants 5,000.00 5,000.00 0.00 100.0%
Government Grants 5,961.00 4,753.00 1,208.00 125.4%
-' -' ..-- - - ..._no
Total CONTRIBUTED INCOME 46,B78.80 30,353.00 16,525.80 154.4%
Miscellaneous Income 50.00
-' - - --.-
Total Income 119,625.82 103,510.00 16,11582 115.6%
Expense
Uncategorized Expenses 0,00
Artist Fees
Literary Artist Fees 500.00 1,000.00 -500.00 50.0%
Performance Fee 33,209.00 38,47500 -5,266.00 86.3% .
Visual 1,150.00 1,920.00 -770,00 59.9%
Travel and Accommodations 1,784.14 2,680.00 -895.86 66.6%
-- --. -' .- - . -
Total Artist Fees 36,643.14 44,075.00 -7.431.86 83.1%
Advertising 20,088.44 18,000.00 2,08844 111.6%
Bank & Credit Card Fees 2,185.21 1,200.00 98521 182.1%
Contracted Services 1,720.00 2,534,00 -814.00 67.9%
Dues and Subscriptions 110.00 390.00 -2BO.00 2B.2%
Equipment Rental 1,350.00 1,250.00 100.00 10B.0%
Fundraiser 3,687.28 3,687.00 0.28 100.0%
Insurance - generalliabilily 1,769.00 1,769.00 0.00 100.0%
Licenses and Permits 25.00 25.00 000 100.0%
Newsletter 5,656.60 8,764.00 -3,107.40 64.5%
Office Supplies 737.78 500.00 237.78 147.6%
Postage and Delivery 9,657.26 5,700.00 3,957.26 169.4%
Printing and Reproduction 10,920.12 8,300.00 2,620.12 131.6%
Rent 4,500.35 5,000.00 A99.65 90.0%
Supplies 3.47059 2,500.00 970.59 138.8%
Miscellaneous 208.59 50.00 158.59 417.2%
-' -- - -- -- -
Total Expense 102,729.36 103,744.00 -1,014.64 99.0%
-- -
Net Income 16,896.46 -234.00 17,130.46 -7,220.7%
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