CR 97-109 Job Descriptions Hopkins Center for the Arts
May 28, 1997
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Council Report 97-109
Approve Job Descriptions for the HaDkins Center for the Arts
Proposed Action
Staff recommends approval of the following motion: Motion ta approve iab descriptions for the
Facilities Manaaer and Arts Center Coordinator. and for volunteer Operations Board members. for the
HOPkins Center far the Arts as recommended bv the Facilitv Desian Committee.
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The Committee recommends that the Council approve job descriptions for 2 positions related tgthe
Hopkins Center for the Arts. Per the staffing plan approved by the HRA, there will be a Facilities Manager
who will be responsible for both the Pavilion and the Center for the Arts. There will also be an Arts denter
Coordinator, who will report to the Facilities Manager. The Committee recommends that the attached job
descriptions be approved by the HRA. The Committee further recommends that the attached description of
the position of volunteer Operations Board member be approved.
Overview
The Facility Design Committee has done a careful review of the job descriptions for the two positions
related to the Hopkins Center for the Arts. Committee members made numerous specific changes to the job
descriptions. The descriptions have also been read by Assistant City Manager Jim Genellie.
The Facilities Manager would be responsible for the successful operation of the Hopkins Pavilion and
..the Hopkins Center for the Arts. That person would oversee budgets and personnel, and implement policies
wand procedures at the two facilities. He or she would be responsible for keeping the facilities well-maintained
and busy with users, and for generating enough revenue to offset operational expenses.
The Arts Center Coordinator would be responsible for bringing high quality diverse arts programs to
the Center and for assisting in the operation of the Center. Major areas of work would include both facility .
management work including hands-on operations, arts group promotion and marketing, and fundraising.
The description for the volunteer Operations Board member was reviewed by the Facility Design
Committee and based on material from the Minnesota Attorney General's office.
Staff has contacted arts organizations for their job descriptions - see sheet.
Primary Issues to Consider
. Do the job descriptions clearly define the roles and responsibilities of the Facilities Manager and Arts
Center Coordinator, separately and in relation to one another?
. Do the job descriptions balance the need to have a well-run, well-maintained facility with the objective of a
multi-disciplinary, diverse, high quality arts center?
Supportina Documents
· Draft job descriptions for Facilities Manager, Arts Center Coordinator, and Operations Board Member.
. Sheet on jOb descriptions from other organizations.
Parsons, Assistant to the City Manager
.primary Issues to Consider
. Do the job descriptions clearly define the roles and responsibilities of the Facilities
Manager and Arts Center Coordinator, separately and in relation to one another?
The job descriptions use the same outline, so that duties can be compared directly. In general,
the Arts Center Coordinator reports to the Facilities Manager. The two positions have
overlapping responsibilities, and the two individuals will work closely together. The Facilities
Manager is the senior position, and is the position responsible for the overall success of the
facilities, measured in dollars and in quality of programs.
· Do the job descriptions balance the need to have a well-run, well-maintained facility with
the objective of a multi-disciplinary, diverse, high quality arts center?
The Facility Design Committee was concerned that the job descriptions reflect the Committee's
emphasis on having an arts center with diverse, high quality art programs. The Arts Center
Coordinator job description addresses this concern by placing responSibility for promotion,
fundraising, and public relations for the Hopkins Center for the Arts on the Arts Center
Coordinator.
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Position Title:
FACILITIES MANAGER Hopkins Center for the Arts/Hopkins Pavilion
Reports To:
Salary Range:
INTRODUCTION
Under the supervision of the Public Works Director, supervises personnel and schedules
programs and maintenance for the Hopkins Center for the Arts and Hopkins Pavilion
which will utilize the facilities to their maximum potential and generate adequate revenue
to offset the cost of operations. The Facilities Manager also works with the Center for the
Arts operations board to develop goals, policies, and procedures for the facility.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
A. FACILITIES MANAGEMENT
1. Supervise maintenance procedures and personnel to accomplish operation,
administration and maintenance of the facilities.
2. Develop plans and schedule use of the facilities to maximize potential of the facilities
and to generate revenue while minimizing operating costs.
3. Supervise and perform routine and emergency maintenance and repair as
needed/required. Emergencies may require unscheduled overtime and/or call back.
Routine maintenance and normal programming operations will require modified
working schedules at various times.
4. Facilitate setting up and taking down of furniture and equipment to meet needs for
various room arrangements.
B. USER GROUP AND COMMUNITY RELATIONS
1. Oversee activities regarding leases with major tenants, user groups, and occasional
users. Oversee the Meet-and-Confer process among major tenants.
2. Supervise scheduling of the facilities, seeing that contracts are appropriately executed
and fees collected are accounted for.
3. Prepare and implement all performance, program and administrative contracts. Work
with booking agents in negotiation and development of contract terms and riders,
rental and lease agreements.
4. Coordinate with the major tenants and user groups, various civic organizations and
other city departments to attain mutual goals. Promote harmonious relations with other
departments and the public.
5. Market the facilities to potential user groups.
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Facilities Manager Job Description
May 19, 1997
C. ARTS PROGRAM MANAGEMENT
1. Provide supervision and support to key staff in the development of an arts program
plan for the Center for the Arts. Supervise implementation of the plan.
2. Report to Center Operations Board on arts program plan.
D. SUPERVISION
1. Supervise staff and volunteers including: monitor and approve timecards, attendance,
overtime, vacations, holidays, sick leave, leaves of absence, etc. Evaluate and
investigate complaints against employees.
2. Document employee performance and conduct formal performance appraisal review
with employees. Recommend promotions, disciplinary actions, and terminations for
employees.
E. FISCAL ADMINISTRATION
1. Estimate and recommend annual levels of expenditure for planned maintenance.
Develop a capital improvement plan and an annual operations budget.
2. Requisition supplies, recommend specifications for purchasing supplies and
equipment. Monitor line item budgeted expenditures.
F. POLICIES AND PROCEDURES
1. Propose and implement policies and procedures with regard to the following aspects of
the facilities:
o Scheduling 0 User priorities 0 Maintenance
o Rental fees 0 Security
2. Maintain records as established by procedures and/or as readily apparenUneeded.
Perform administrative duties as required. Communicate effectively, orally and in
writing.
3. Serve as ex-officio non-voting member of Center for the Arts operations board; support
and implement the work of the operations board.
G. GENERAL DUTIES
1. Provide support to the operations board, and supervision to key staff, in the
development of a fundraising plan for implementation of arts and entertainment
projects and to augment other funding sources for the Hopkins Center for the Arts.
2. Ensure the safety of all users of the facilities.
3. Ensure the security of the facilities, including machinery and equipment, works of art,
and public, organizational and personal property on site.
4. Inform supervisor promptly on all important matters and recommend appropriate
action.
5. Perform skilled work and operate equipment in facilities if personnel are absent, or if
the work load or skill level requires it.
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Facilities Manager Job Description
May 19, 1997
MINIMUM QUALIFICATIONS: EDUCATION AND EXPERIENCE:
. Bachelor's degree in Public Administration, Facility Management, Arts or Business
Administration, or equivalent post-secondary certification in a related field.
· Three (3) years of progressively responsible experience in facility, theater, auditorium,
or convention center management. Experience must have included staff supervision.
· Three (3) years of experience in establishing and maintaining effective working
relationships with people, e. g., artists, community groups, organizations, other
employees, and in dealing with the public courteously and tactfully.
· One (1) year of experience in working with machinery and mechanical systems.
. Possession of a valid Minnesota drivers license.
HIGHLY DESIRABLE QUALIFICATIONS:
· Post-secondary certification in business administration or accounting, or three (3)
years of responsible experience in those fields.
· Three (3) years of experience in public relations and marketing of arts facilities,
auditoriums, or theaters.
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Facilities Manager Job Description
May 19, 1997
Positioll "itle:
ARTS CEN,.ER COORDINATOR
Reports To:
Salary Range:
Facilities Manager - Hopkins Center for the Arts/Hopkins Pavilion
INTRODUCTION
Under the direction of the Facilities Manager, the primary responsibilities of the Arts
Center Coordinator are to bring high quality diverse arts programs to the Hopkins
Center for the Arts and to assist in the orderly operation of the Center. Tasks related to
these responsibilities include coordination with tenants, user groups, arts
organizations, community groups and the public; as well as supervision of employees
and the public, set-up and take-down in public areas, building security, and assistance
to the Facilities Manager in administrative functions including marketing to user groups
and arts organizations.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
A. FACILITIES MANAGEMENT
1. Assist the Facilities Manager in the operation, administration and maintenance of
the Center.
2. Collaborate in the planning and scheduling of use of the Center; suggest cost-
effective ways to generate revenue and maximize the potential of the Center.
3. Assist the Facilities Manager with routine and emergency maintenance and repair
as needed. Emergencies may require unscheduled overtime and/or call back.
Normal operations and maintenance may require modified work schedules,
including evening, weekend and holiday work assignments.
4. Assist in setting up and taking down room arrangements as needed.
5. Utilize good housekeeping practices.
6. Assist Facilities Manager in estimation of equipment and supplies needed for
special events.
7. Recognize preventative maintenance and safety issues.
B. USER GROUP AND COMMUNITY RELATIONS
1. Collaborate with and report to the Facilities Manager to conduct activities regarding
leases with major tenants, user groups, and occasional users. Assist the Facilities
Manager with the Meet-and-Confer process.
2. Assist the Facilities Manager in scheduling of the Center, seeing that contracts are
appropriately executed and fees collected are accounted for.
3. Assist the Facilities Manager in the preparation and implementation of all
performance, program and administrative contracts. Work with booking agents in
negotiation and development of contract terms and riders, rental and lease
agreements.
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Arts Center Coordinator
May 19, 1997
4. Communicate with the major tenants and user groups, various civic organizations
and other city departments to attain mutual goals. Promote harmonious relations
with other departments and the public.
5. With the collaboration and approval of the Facilities Manager, market the facilities to
potential user groups. Develop and implement a creative cost-effective marketing
plan.
6. With the collaboration and approval of the Facilities Manager, develop and
implement a public relations and media relations plan for the Center, e.g., publish a
regular Hopkins Center for the Arts newsletter.
C. ARTS PROGRAM MANAGEMENT
1. Coordinate and collaborate with tenants to maximize their arts programs in the
facility and to optimize their satisfaction with the facility.
2. Under the supervision of the Facilities Manager, develop and implement an arts
program plan to assure a wide range of activities that foster community involvement
in the Center for the Arts.
3. Work with professional artists, avocational artists, community groups and others to
bring to the Center a high level of diverse, high quality arts and cultural programs
and activities in all areas of the arts.
4. Provide consultation to the Facilities Manager, Center operations board, and other
parties regarding improvements to arts programming in the facility.
5. Function in a responsible position during paid admission events and other large
events.
D. SUPERVISION
1. Under the direction of the Facilities Manager, organize and direct the work of part-
time and volunteer personnel, including training in basic operations.
E. FISCAL ADMINISTRATION
1. Assist the Facilities Manager in the development of a capital improvement plan and
annual operations budget.
2. Develop program-related budget requests for submittal to Facilities Manager.
3. Prepare necessary documents for the reservation and rental of time at the facility.
4. Maintain necessary records and prepare accurate reports as required.
5. Assist the Facilities Manager in accounting for daily operations including daily
receipts, building security, and daily programming.
6. Perform administrative duties as assigned.
F. POLICIES AND PROCEDURES
1. Assist the Facilities Manager in implementation of policies and procedures
regarding scheduling, user priorities, maintenance, rental fees and security.
2. Maintain records and communicate effectively orally and in writing.
3. Under the supervision of the Facilities Manager, present policy and procedural
options relating to arts programming and operational issues to the Center
Operations Board.
4.
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Arts Center Coordinator
May 19, 1997
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GENERAL DUTIES
1. Suggest and implement ways to improve arts programs in the Center.
2. With the collaboration and approval of the Facilities Manager and the operations
board, develop and implement an on-going fundraising plan for the Hopkins Center
for the Arts.
3. Deal courteously and confidently with the major tenants and the public. Exercise
tact, patience and firmness in enforcing the policies, rules and regulations of the
Center.
4. Establish and maintain effective working relationships with a wide variety of
customers, user groups, and city employees.
5. Show initiative, responsibility and good judgment in performing duties.
6. Understand and complete oral and written assignments without close supervision.
Work independently after general work assignments have been completed.
7. React quickly, calmly and effectively in emergencies.
MINIMUM QUALIFICATIONS
1. Bachelor's degree in Arts Administration or related field, or equivalent combination
of post-secondary education and experience.
2. Demonstrated ability to communicate clearly, orally and in writing.
3. Two years' of relevant work experience demonstrating the ability to do the following:
. Deal courteously and confidently with the major tenants and the public. Exercise
tact, patience and firmness in enforcing the policies, rules and regulations of the
Center.
. Establish and maintain effective working relationships with a wide variety of
customers, user groups, and city employees.
. Show initiative, responsibility and good judgment in performing duties.
. Understand and complete oral and written assignments without close supervision.
Work independently after general work assignments have been completed.
. React quickly, calmly and effectively in emergencies.
HIGHLY DESIRABLE QUALIFICATIONS:
. Two years of program development experience in an arts facility.
. One year of arts or other fund raising experience.
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Arts Center Coordinator
May 19, 1997
HOPKINS CENTER FOR THE ARTS
OPERATIONS BOARD
BOARD MEMBER JOB DESCRIPTION
POSITION TITLE: Board Member, Operations Board
Hopkins Center for the Arts
PUrDose of the ODerations Board: The Operations Board of the Hopkins Center for
the Arts sets the policies and procedures by which the Center operates. The board
approves the program plan and recommends the budget. With representation from the
major tenants of the Center, the Operations Board addresses issues of concern to user
groups and to the City of Hopkins. The board works with the Facilities Manager and
staff to promote the success of the Center, including fund-raising. The board informs
the Hopkins City Council on matters of Center policy and operation from time to time.
SDecific Duties:
. Attend board meetings (regular monthly meetings).
. Attend board retreats.
. Participate actively in meetings and board functions.
. Evaluate reports, read newsletters and minutes, review budgets.
. Duties may include attendance at Center for the Arts functions, as well as Hopkins
City Council meetings.
. Contribute time, talent and support to the Hopkins Center for the Arts.
. Serve as a representative of the Center to the broader community in Hopkins and
elsewhere.
Leaal Duties
. Care for the Center via participation, committee work, record keeping, and
investigating or reporting any warnings of theft or mismanagement.
. Protect, preserve and manage the Center's property in a manner consistent with
legal requirements.
. Be loyal to the Center, e.g., by avoiding using membership on the board in a way
which would result in monetary gain for the board member or any member of the
board member's family.
. Disclose any conflicts of interest per written Center policies.
. Protect the Center against any action that would threaten the Center's tax-exempt
status.
. Carry out the mission of the Center, observe its bylaws, rules and regulations, and
follow all applicable state and federal laws.
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General Duties of the Operations Board
. Establish and maintain a clear organizational mission.
. Ensure that resources are utilized in a well-planned manner to carry out the
mission; monitor financial reports to ensure compliance with the fiscal policies and
practices of the City of Hopkins.
. Plan for the future financial development of the Center; assist the Center in
fundraising and other efforts.
. Ensure that the board's infrastructure of orientation, meetings, committees, work
plan, and evaluation is functioning properly.
. Participate with the City Manager and staff in the hiring, evaluating and supporting
of the Facilities Manager and other staff.
. Monitor and evaluate current programs, including scheduling via the Meet-and-
Confer process.
. Develop and adopt policies addressing a range of organizational issues, including
security, occasional users, rental fees and priorities, and bylaws.
. Monitor procedures in the areas of security, maintenance, and scheduling.
. Foster a productive organizational climate.
Reauirements
. Three of the nine seats on the board are to be filled by the major tenants: Child's
Play Theatre Company, Hopkins School District 270, and Hopkins Area Arts
Association. Board members and executive staff of the major tenants may not hold
any of the six non-tenant seats on the board.
. For the six non-tenant seats, residence within the boundaries of Hopkins School
District 270 is required.
. Residence within the boundaries of the City of Hopkins is preferred.
. The term for a member of the initial board may be one, two or three years in length.
Subsequent terms will be three years long.
. A board member may serve no more than two consecutive terms.
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HOPKINS CENTER FOR THE ARTS
Job Descriptions for Facilities Manager and Arts Center Coordinator
Contact Person Phone Notes
1 F. Scott Fitzgerald Theater 290-1200 LM 5/5, 5/13, 5/28
2 Jewish Community Center Ruth Ann Weiss 377-8330 LM 5/5, 5/13
note below
3 Phipps Center for the Arts John Potter 715/ LM 5/5, 5/13; busy 5/28
386-8409 Steve Barberio contact
4 Southern Theater Sandy Moore 340-0155 LM 5/5, 5/13
ex!. 11 note below
5 State and Orpheum Theaters Sandy Hamel 339-0075 LM 5/5, 5/6, 5/28
6 Resources and Counseling Joan Raise (sp?) 292-4381 LM 5/28
for the Arts ex!. 2
7 Landmark Center Amy Wallgrave 292-3228 LM 5/28
8 Hennepin Center 332-4478 Busy 5/28
for the Arts
9 Child's Play Theatre Steve Barberio 931-2290 LM 5/28
LM = left message
Ruth Ann Weiss is to send descriptions (called 5/21).
Sandy Moore said 5/28 that, because staff have been there so long, they do not have written
job descriptions. She is to check back files to see if any samples exist from some time ago.
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