CR 97-76 Staffing Hopkins Center
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April 11, 1997
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Council Report 97-76
Staffina for the Hopkins Center for the Arts
Proposed Action
Staff recommends approval of the following motion: Motion to approve a proposal for staffina of the
Hopkins Center for the Arts as recommended bv the Facility Desion Committee.
The Committee recommends that the Council adopt a staffing proposal from the Hopkins Public Works
Department. The Department's proposal would create a Facilities Manager position responsible for both the
Pavilion and the Center for the Arts; an Arts Center Coordinator position; and seasonal/part-time positions at
the Center for the Arts. The Committee recommends that the Council seek to hire the Facilities Manager as
soon as possible, and that the Committee and the planned Center for the Arts Operations Board be involved
in the implementation of the proposal so that Committee members' concem about keeping the focus on the
arts can be addressed.
Overview
With direction from Steve Stadler, Public Works employees Ray Vogtman and Jay Strachota analysed the
staffing plan for the Center for the Arts and made a proposal to staff the Center through Public Works. Jay
Strachota would apply for the position of Facilities Manager for both the Pavilion and the Center for the Arts.
The proposal addresses a weakness of the previous staffing plan, which did not show clearly how the Center
~OUld be staffed during evening, weekend, and holiday hours when tenant activities are planned. Although
the Public Works proposal increases the personnel expense for the Center, budget savings in insurance and
other areas were found. The savings nearly offset the increase, such that the Public Works annual operating
budget projection for the Center is at $209,800 only 5% higher than the previous projection.
The job description for the Arts Center Coordinator position has not been fully defined. The position will
include both facility management work including hands-on operations, and user group contact and
administration. The Facilities Manager would be responsible for the successful operation of the Hopkins
Center for the Arts.
After careful consideration, the Facility Design Committee endorsed the Public Works staffing proposal with a
positive recommendation.
Primary Issues to Consider
· Is the recommended staffing plan the best altemative given budget constraints and facility hours?
· Can concerns about facility management and arts user group administration be addressed?
. What is the role of the Operations Board in the implementation of the staffing plan?
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ssistant to the City Manager
Primary Issues to Consider
.
Is the recommended staffing plan the best alternative given budget constraints and facility
hours?
The Facility Design Committee compared the previous staffing plan and Public Works proposal in
detail in its review. The committee, which includes representatives of the major tenants, had
in1994-95 moved away from the idea of staffing the Center with tenant staff and volunteers, and
moved toward the idea of staffing the Center with City employees. The previous plan was to add
2 full-time employees: an arts center manager and a custodian. The Public Works plan shows a
total of 2.7 full-time-equivalent employees (FTE's) in the Center. The Committee agreed with
Public Works' schedule analysis, which showed that 2 FTE's would be inadequate to staff the
Center. Committee members concluded that the recommended plan gives the Center a sounder
footing on its path to success.
· Can concerns about facility management and arts user group administration be
addressed?
Facility Design Committee members expressed concern that the Arts Center Coordinator
position be described to include marketing, promotion, and scheduling with arts user groups.
That position would likely be filled in the fall; there should be time for this item to be addressed.
.
What is the role of the Operations Board in the implementation of the staffing plan?
The Facility Design Committee feels that it is important for the Operations Board to be formed and
to begin to formulate operational plans and policies for the Center. (The Committee is nearly
done with its work and will likely be dissolved sometime between now and grand opening.) While
there is a need to fill the proposed Facilities Manager soon so that that person can observe the
construction of the facility, there is time for the Operations Board to start up and for it to formulate
the plans and procedures that will impact the staffing of the facility. It may be that Operations
Board members would be invited to actively assist in the interviewing and selection of a person for
the Arts Center Coordinator position.
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