Memo- Process & Criteria for Appt of Board Members to the Hopkins Center for the Arts Operations Board
I Office of the City Manager I
Memorandum
To:
From:
Date:
Subject:
Honorable Mayor and Members of the City Council
Steven C. Mielke, City Manager P
May 30, 1997
Process and Criteria for Appointment of Board Members to the
Hopkins Center for the Arts Operations Board
At the May 6 Council meeting, the City Council discussed a proposed process for the
appointment of operations board members by the City Council. Along with that discussion
was a discussion of the criteria which the Council would use in determining its preferred
candidates for appointment to the operations board.
The Council decided to delay a decision on this issue until it could be discussed at a future
work session.
Attached is the proposed process for appointment of operations board members by the City
Council.
The following are topics which were discussed as potential criteria for determining which
candidates would be appointed by the Council:
. Background in the arts
. Background in arts programming
. Residency in the City of Hopkins
. Residency in the Hopkins School District
. Three year staggered terms with initial terms of one year, two years, and three
years
. Preference to Hopkins residents for longer initial terms
. Preference to Hopkins residents
. Preference to candidates not on another board or commission
The Council needs to give direction to staff on both the process for appointment of board
members, as well as any criteria which should be included in the advertisement, so that
candidates are aware of the criteria the Council will use in determining the appointments.
Also attached is a copy of the current draft of the board member job description. This job
description is being reviewed by the facilities committee, with an anticipation that a
recommended description will be forthcoming soon.
mayorcchcacriteriabdmem
April 22, 1997
Discussion Outline
Process for Appointment of Operations Board
Hopkins Center for the Arts
1. Prepare/approve job description for board members
2. Advertise 3 vacancies for appointment by City Council
(Minimum of 2-3 weeks for application period)
3. Establish date{s) for 10 minute interviews of applicants and schedule
appointments
4. Council interviews of applicants
5. Council reduces list to top 3 candidates and appoints by majority vote
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HOPKINS CENTER FOR THE ARTS
OPERATIONS BOARD
BOARD MEMBER JOB DESCRIPTION
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POSITION TITLE: Board Member, Operations Board
Hopkins Center for the Arts
PUrPose of the Operations 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.
Specific 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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General Duties of the Ooerations 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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