CR 01-048 Approval Of the Hopkins Center For the Arts Community Use Policy
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April 17, 2001
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Council Report 2001-48
APPROVAL OF THE HOPKINS CENTER FOR THE ARTS
COMMUNITY USE POLICY
Proposed Action
Staff recommends adoption of the following motion: Move to adopt Resolution 2001-22.
aoprovina the Hopkins Center for the Arts Community Use Policy.
Overview
The Arts Center was developed for the purpose of providing access to the Arts to the
entire community. From time to time events of lIcommunity wide purpose and
significance", which are appropriate to the mission of the Arts Center, are proposed but
not able to pay the normal room rental rate. The Hopkins Center for the Arts
Community Use Policy has been developed to provide an opportunity for this type of
event to gain access to the Arts Center at a lower rental rate.
Primary Issues to Consider
. How will the Community Use Policy affect Art Center revenues and
expenses? The discounted rental rate revenue will be sufficient enough to
cover the direct expenses associated with the event.
. How will the Community Use Policy affect the usage of the Arts Center? The
Community Use Policy will make the Arts Center more accessible to small
non-profit organizations and will aid in maximizing usage of the Arts Center
on dates that are generally considered less marketable for major events. By
encouraging greater usage through the Community Use Policy the Arts
Center will also increase it's customer base.
Supportina Information
. Policy #5-G Community Use of the Hopkins Center for the Arts
. Council Resolution 2001-22
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. y R. Strachota
Facilities Director
Financial Impact: $ 0 Budgeted: Y/N Source:
Related Documents (CIP, ERP, etc.):
Notes: Discounted rates revenue will cover direct expenses associated with each
Community Use event.
POLICY #5-G
Community Use of the Hopkins Center for the Arts
1.0 PURPOSE
1.01 The purpose of this policy is to set forth the basic rules and regulations on
the City and Community Use of the Hopkins Center for the Arts (Art
Center)
2.0 GENERAL
2.01 The Art Center's Mission Statement states, "The mission of the Hopkins
Center for the Arts is to build community through the arts by fostering
creative expression and providing artistic and educational opportunities for
people of all ages".
2.02 The organizational structure of the Art Center relies upon the non-profit
HCA, Inc. to perform the programming and fundraising functions for the
Art Center; city staff to formulate operational policies, administration of
tenant leases and space rental; and the City Council to approve the
proposed operational budget and to provide direction to the staff on
operational policies.
2.03 The City Council of Hopkins is ultimately responsible for the fiscal stability
of the Art Center and provides policy direction to staff through the
budgeting process, major tenant leases, and city department support.
3.0 SCHEDULING POLICIES
3.01 The Art Center is available to all on a "first come - first serve" basis after
the annual "Meet and Confer" process.
3.02 Staff is responsible for scheduling facility space and securing occasional
users/tenants as per the lease agreements.
3.03 Facility hours that are unclaimed by major tenants, HCA, Inc., and Art
Center staff through the "Meet and Confer" process are then available for
lease by the general public.
4.0 COMMUNITY USE POLICIES
4.01 The Art Center was developed for the purpose of providing access to the
Arts to the entire community. From time to time events of "community-
wide purpose and significance", which are appropriate to the mission of
the Art Center, are proposed but not able to pay the normal room rental
rate. In those cases, it is the policy of the City to waive the normal room
rental rate. A room rental rate shall be charged to the user in an amount
that covers minimal costs to the Art Center. The City Council will establish
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the charge, but in no case will the charge be more than 500/0 of the normal
room rental rate.
4.02 Staff shall establish a "Community Use Application", for approval by the
City Council, to guide the types and/or number of events that are allowed
under this section, and to ensure compliance with previous agreements
including tenant leases and the HCA, Inc. Cooperative Agreement.
4.03 The facility staff shall administer the implementation of the "Community
Use Policy". Applications meeting the guidelines will be approved on a
first-come first-served basis. Applications must be submitted on forms
developed by the facility staff that outlines the policy criteria. The facility
staff shall not act on a request until an application is submitted outlining
the nature, purpose, and details of the activity or event.
4.04 Once the application is submitted, staff shall make follow up contact with
the applicant, if needed, to clarify details of the event, and allow the
applicant to make changes in the application if there are specific items in
the application that do not fit the "Community Use Policy" criteria.
4.05 The City reserves the right to reject any application that is considered
ineligible for community usage under this policy. The criteria for.ineligibility
will be outlined in the application process. The City also reserves the right
to reject any application due to circumstances not recognized in this
policy. Applicants that are rejected will receive a letter stating that the
application was rejected.
5.0 HOPKINS RASPBERRY FESTIVAL
5.01 The Hopkins Raspberry Festival Association shall be afforded up to 60
hours of available of room rentals, in the Art Center for festival activities
during the annual festival. The Junior, Senior, and Queen's coronations,
and the Queens Fashion Show events will be scheduled during the Meet
and Confer. The balance of the hours will be on a "first come - first served"
basis, after the Meet and Confer process is complete. The festival
association shall pay 400/0 of the normal room rental rates for the hours
scheduled.
6.0 FINANCIAL REPORTING
The Art Center financial reports will reflect the number of hours provided
under section 4 and 5, and will show the revenue estimates for the space,
had it been rented.
Communityusepolicy#5-G
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City of Hopkins
Hennepin County, Minnesota
RESOLUTION NO. 2001-22
WHEREAS, the City Council of the City of Hopkins has approved a document entitled
the Legislative Policy Manual to provide uniform guidelines on City policies
so that actions taken are consistent and fair; and
WHEREAS, the City of Hopkins supports the mission of the Hopkins Center for the Arts
to "build community through the arts by fostering creative expression and
providing artistic and educational opportunities for people of all ages"; and
WHEREAS, Legislative Policy 5-G supports the mission of the Hopkins Center for the
Arts; and
WHEREAS, Legislative Policy 5-G sets forth the basic rules and regulations on the City
and Community Use of the Hopkins Center for the Arts, and
WHEREAS, the City Council of the City of Hopkins is ultimately responsible for the
fiscal stability of the Hopkins Center for the Arts, and the City Council
provides policy direction for the Hopkins Center for the Arts,
NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Hopkins
hereby adopts the attached Legislative Policy 5-G for the Community Use
of the Hopkins Center for the Arts.
Adopted by the City .Council of the City of Hopkins this 17th day of April 2001.
By
Gene Maxwell, Mayor
ATTEST:
Terry Obermaier, City Clerk