Hopkins Center for the Arts - Year-end Report to the City of Hopkins
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Hopkins Center for the Arts, Inc.
YEAR-END REPORT TO THE CITY OF HOPKINS
FYE 6/30/01
INTRODUCTION
Since its incorporation on September. 12, 2000 and the.creation of the Cooperative Agreement on
October 26,2000, RCA, Inc. has concentrated on putting in place the organizational foundation
on which.tobuild a successful and fiscally sound arts program. Eight months later we can say
that, while much work remains to be done, we have accomplished a lot in a short time.
The Board of Directors, through the Governance Committee, created a board profile, clarified its
joh description and put in place an ongoing recruitment and orientation process. In addition, the
Board is currently developing a new strategic plan that notonly provides a long-term vision for
the organization but will result in useful operating plans for. each. of the next three years.
The Finance Committee has ensured that HCA, Inc. has moved to computerized bookkeeping
system and that financial reports are reviewed on a regular basis.. Budgets are being created in
conjunction .with the Strategic Planning process for the next three years.
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The third Board committee, the Fundraising Committee, concentrated on developing.afundraiser
model. On June 2, RCA, Inc. held its first fundraiser, An Evening in Paris, which set the
standard for future years. Unfortunately, we did not have the attendance we had anticipated and
while the event was well received it did not generate income.. In addition, we revised our
membership program, increasing the amount of a basic membership and adding additional levels
of support with associated benefits. Our membership is increasing, including the beginnings of a
corps of patrons . at higher level memberships.
Community advisory committees shaped the Performing Arts and Visual Arts schedules for the
past year as well as for the 2001-02 season.. Six performing arts events were held between
. September, 2000 and May,. 2001 and fourteen visual arts exhibitions organized for September,
2000-August, 2001. Perhaps the greatest accomplishment, however, was that the Performing
Arts Committee set the. 200 1-02 season in advance arid a season brochure, with season
subscription options, was distributed in July. Our goal is to program with enough advance lead
time to do an improvedjoh of marketing, to seek out collaborative opportunities and to secure
financial backing for events. At this point we have sold 75 season subscriptions.
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Our Marketing Committee began to address the challenge of audience development as well . as
with promoting aconsistent message and image to the community. To address the first concern,
this committee organized a joint meeting of the Board and Performing Arts Committee last
February,. facilitated by Patty Lynch. (Executive Director, O'Shaughnessy ), to discuss. audience
development issues. This will be followed up this coming fall when, with the help of an outside
consultant (paid for by a grant), we will develop specific audience development strategies. . In
preparation, we completed a member survey in March and are in the process of a year-long
survey of event audiences to learn more about those who are already on board.
The Marketing Committee has also reviewed our printed materials and with the assistance of
graphic designer Carol Evans-Smith has created a new look for HCA, Inc., reflected in our
season brochure and in future newsletters. Our goal is to provide attractive, consistent and
reader-friendly publications.
Other signs of progress include:
o memberships have increased from 187 in September, 2000to 309 in June, 2001
o volunteer hours have. quadrupled in the past year
o contributions have increased from $1,045 in 1999 to over $9,000
o we received our first three performing arts events sponsorships
The primary challenges as we move into our 2001-2001 season, are to increase both earned
support (memberships and especially event ticket sales) and contributed income (especially grant
and sponsorship support) to move us toa more fiscally sound position. Atthesame time we
address issues offundraisingandmarketing/audience development, we will work to increase the
quality and scope of our arts programming, making the.Hopkins.Center for the Arts. a premiere
arts destination in the western metro.
SPACE USAGE FEES" PAYABLE
Per the Cooperative Agreement, RCA, lnc.must provide itemized accounting for all events and
pay a usage fee of 5% of expenses for events in the main theater (all events in the past year were
heldin the main theater). Attached are event project budgets for the five performing arts events
held. after the Cooperative Agreement came into effect. Per the attached, HCA, Inc.. paid the
City $2,224 in theater usage fees forthe year.
In addition, RCA, lnc. must pay a space usage fee for all Fundraising Expenses of 10%
expen?es.Expenses for the June 2fundraiserwere$13,886.91 per the. attached budget. RCA,
Inc. thereforepaids the City $1,389 in space usage for this event.
EXCESSCOOPERA TIVE REVENUES
The. Cooperative Agreement states that ReA, Inc. and theCjty will split any Excess Cooperative
Revenues for the year 50/50. Per the attached financial statement as of June 30, 2001, RCA, Inc.
operated at a loss of$9,212 for the year. . (A net reserve of $9,000 from HAM offsets most of
this. ) Therefore, there are no Excess Cooperative Revenues to share.
OTHER
In February, 2001 RCA, Inc. requested a $5,000 cash flow loan from the City to provide the up-
front cash needed for the spring concerts. Repayment of this loan is due "April 24, 2002.
Copies ofour200 1 IRS 990 filing as well as our filing with the Attorney General of Minnesota
will be forwarded to the City when available fromour.accountant.
enc.
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HCA,lnc. Three-Year Budget
rev 7-20-01 00-01 Budget 00-01 Actual 01-02 Budget 02-03 Budget 03-04 Budget
(projected) (estimated) (estimated) (estimated)
INCOME
Earned Income
Membership Dues
Exhibition Fees
Art Sales (net)
Ticket Sales
JC Studio Events
Merchandise Sales (net)
Fundraiser (gross)
Interest
Total earned income
Contributed Income
Individual Giving
Foundation Grants
Corporate Grants
Business Gifts
Matching Gifts
Sponsorships
Govern ment. Grants
Total contributed income
TOTAL INCOME:
$6,570.00 $7,735.00 $10,000.00 $12,000.00 $14,500.00
$2,000.00 $2,045.00 $2,000.00 $2,200.00 $2,400.00
$1,552.00 $1,188.00li) $1,000.00 $1,100.00 $1,200.00
$35,428.00 $28,816.00 $41,654.00 $42,000.00 $45,000.00
$0.00 $0.00 $0.00 $500.00 $500.00
$389.00 $982.00 $1,000.00 $1,000.00 $1,000.00
$25,000.00 $16,846.00 $20,000.00 $25,000.00 $30,000.00
$39.00 $42.00 $50.00 $50.00 $50.00
$70,978.00 $57,654.00 $75,704.00 $83,850.00 $94,650.00
$4,040.00 $1,173.00(1) $8,500.00 $5,500.00 $6,000.00
$0.00 $0.00 $1,500.00 $2,000.00 $2,500.00
$0.00 $1,000.00 $2,000.00 $3,000.00 $4,500.00
$1,100.00 $100.00 $1,500.00 $1,500.00 $1,000.00
$350.00 $585.00 $600: 00 $600.00 $600.00
$3,500.00 $6,775.00 $12,000.00 $15,000.00 $17,000.00
$0.00 $5.00 $16,000.00 $8,000.00 $8,000.00
$8,990.00 $9,638.00 $42,100.00 $35,600.00 $39,600.00
$79,968.00 $67,292.00 $117,804.00 $119,450.00 $134,250.00
EXPENSES
Artist Fees
Performance
Visual
Travel/ Accommod.
Total Artist
Advertising
Bank/Card Fees
Contracted Services
Dues/Subscriptions
Equipment Rental
Fundraiser
Insurance
Licenses/Permits
Nwsltr/Season Broch
Office Supplies
Postage/Delivery
Printing
Space Usage Fees
Supplies
Board/staff Dev.
Misc.
TOTAL EXPENSES
EXCESS COOP. REVENUE
Payment to. City
Cash balance carried forward
CASH RESERVE
$23,675:00 $24,130.00 $38,450.00 $40,000.00 $42,000.00
$1,000.00 $1,000.00 $1,000.00 $1,000.00 $1,000.00
$745.00 $112.00 $1,525.00 $1,700.00 $1,900.00
$25,420.00 $25,242.00 $40,975.00 $42,700.00 $44,900.00
$13,193.00 $14,504.00 $16,500.00 $18,000.00 $20,000.00
$98.00 $328.00 $175.00 $200.00 $225.00
$7,128.00 $2,300.00 $2,000.00 $1,200.00 $1,500.00
$100.00 $180.00 $180.00 $200.00 $225.00
$1,560.00 $1,737.00 $2,000.00 $2,000.00 $2,500.00
$12,787.00 $16,679.00 $13,000.00 $15,000.00 $16,000.00
$1,396.00 $1,396.00 $1,500.00 $1,650.00 $1,800.00
$80.00 $80.00 $.105.00 $105.00 $105.00
$5,500.00 $2,274.00 $8,000.00 $8,000.00 $8,500.00
$987.00 $1,163.00 $1,000.00 $1,000.00 $1,000.00
$3,703,00 $3,638.00 $7,200.00 $7,500.00 $8,000.00
$5,070.00 $4,703.00 $6,500;00 $7,000.00 $7,500.00
$1,629.00 $0.00 $7,613.00 (,) $5,000.00 $6,000.00
$1,317.00 $2,137.00 $1,800.00 $1,900.00 $2,000.00
$0.00 $144.00 $200.00 $300.00 $300.00
$5,000 (3)
$79,968.00 $76,505.00 $113,748.00 $111,755.00 $120,555.00
($9,212.00) $4,056.00 $7,695.00 $13,695.00
$0.00 ($2,028.00) ($3,847.50) ($6,847.50)
$9,049.18 ($162.82) $1,865.18 $5,712.68
($162.82) $1,865.18 $5,712.68 $12,560.18
Notes:
(1) F01 budget includes an art sale expected in June but did not occur until July
(2) F01.budget includes a $5,000 gift expected in June but received 7/18/01
(3) cash flow loan from City payable by April, 2002
(4) includes space usage fees for F01 and F02