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Memo- Kosovo Refugee Fundraiser At Hopkins Center For the Arts . I Office of the City Manager I Memorandum To: Honorable Mayor and Members of the City Council From: Steven C. Mielke, City Manager Date: April 20, 1999 Subject: Kosovo Refugee Fundraiser at Hopkins Center for the Arts Barbara and Seamus Rea have approached the City of Hopkins with a request that the City sponsor a fundraiser for Kosovo refugees. They have developed a fund raising concept that would involve use of the arts center as a location for one or more bands to perform at the center, with donations being made to benefit refugees from the Kosovo region of Yugoslavia. . They have preliminarily selected Sunday, May 16 at or around 7 p.m. to hold this event. The funds would be donated to an international relief organization, (to be determined). May 16 is a Sunday night and is currently not booked at the arts center, There is an afternoon play by Stages Theatre and Sunday evening is the earliest the facility could be available on that date, Barbara Rea has indicated that if this date does not work, it may be possible to push the date further out in order to accommodate all needs. With the operations of the center, there are two specific cost areas involved with a rental. The first is the specific rental charge of the facility that pays for the operational costs of the center. The rate for the theater is $200 per hour. There is also a technical assistance charge by Stages Theatre Company for technical assistance of the production. I believe that cost is $35 per hour. There currently is no clear policy developed for free use of the facility for this type of event, and in fact, it is better stated that there is no free use of the facility. There are, however, other means in which to obtain access to the facility through tenants and owners of the facility. For instance, both Stages Theatre Company and the School District have additional hours that they could dedicate to a facility usage like this if they were inclined to do so. In doing so, they are giving up some of their leased hours in response to this use request. There also is an existing approved policy by the operations board, allowing for e free use of the facility for official City of Hopkins administrative business functions. . In response to this request and considering the existing policies, it appears feasible that the City of Hopkins could sponsor this event as an official City of Hopkins event and allow free use of the facility, based upon a Council action declaring the function to be a City of Hopkins function. If the facility is limited to 4-5 hours tIme, the cost to the City in rental fee terms would be $800 to $1000. Since the facility is not currently booked and would likely not be booked by May 16, those rental fees are likely not to be collected anyway. Additionally, the actual cost of running this event would be less than the above stated amount, and the costs would be limited to staff time and facility overhead. If the Council is inclined to sponsor this event, staff would ask for a motion approving such an action. It is also suggested that a policy should be developed surrounding this type of request and agreed to by both the City and the operations board for future similar requests. mayorcckosovofu ndraise . . 22:13 512'3791103 ARTS CENTER PAGE 02 04/19/1999 . HOPKINS CENTER FOR THE ARTS .--- OPERA TIONS BOARD Unofficial Meeting Minutes - May 12. 1998 Members Present: Lesley Ackerberg, Steve Barberio, Tom Hessel, Rick Brausen, Bill Metz, Linda Flynn Staff members: Jay Strachota Members Absent: Marcia Marcus, Bill Beard, Donna Leviton L CALL TO ORDER The meeting was called to order at 6:35 p.m. by Linda Flynn. II. APPROVAL OF THE MINUTES - April 14, 1998 Steve Barberio moved to approve the Apri/14, 1998 minutes. Leslie Ackerberg seconded the motion. Jay Strachota amended the minutes. All were in favor. III. No action items . IV. STRATEGIC PLANNING PRIORITY REPORTS A By Laws. The By Laws were reviewed by the Board. Steve Barberio explained the Articles and Sections. Leslie Ackerberg suggested that directors should be limited to two (2) consecutive terms. One (1) nominee from each of the major tenant organizations has a position on the board, but the board shall elect said nominee. This would be the same for City nominees. Only one (1) office shall be held by the same person. Steve Barberio made a resolution to "adopt the By Laws as a draft and operate under them as governing polices until such time as the Council can approve them". Seconded by Bill Metz. Motion defeated. Linda Flynn moved that "the By Laws be adopted as a draft with changes as interim operating principals". Seconded by Steve Barberio. Passed unanimously. 8. Plaza Art. No update. C. Marketing Plan. Leslie Ackerberg reported that Rebecca Sabot would author the marketing plan with approval by the Board. D. Establishing Board as 501(c) 3. Bill Metz reported on his meeting with Steve Mielke and Jay Strachota. Steve Mielke had suggested several reasons why a 501 (c)3 status may be beneficial to the city, for example, greater discretion .,. . in users, better for fundraising opportunities. Steve Mielke suggested that the Board formulate an outline for why we want to incorporate as 501 (c)3. Bill Metz said he would be responsible for formulating this outline and running it by the City Attorney. ARTS CENTER PAGE 03 04/1'3/1'3'3'3 22:13 512'37'31103 . . E. Standards/Policies for Selection of Art Tom Hessel wUl gather information at the LOCAL meeting (Officers of Arts organizations and Art Centers) - at HCA on Wednesday, May 13, 1998. Jay Strachota suggested that this issue should be a staff initiative and he will also be working on standards for artwork and what the staff's needs are on this issue. V_ UNFINISHED BUSINESS A. Increasing the number of board members. Linda said we got a favorable response from the City Council when the idea was presented. Linda Flynn said she would review the Council minutes to confirm the number of city appointees to the Operations Board. Steve pointed out that we need to fill the empty board seats. Lesley Ackerberg read Susan Saunders lads resume' to the board. Steve Barberio moved to nominate Susan Saunders Zodis to the board as a Operations Board appointee. Bill Matz seconded the motion. All were in favor. S. Rate Structure. Jay Strachota proposed that the HCA wifl not charge for a rental fee for use of the HCA for official City of Hopkins administrative business functions. This is based upon availability of space after the meet '. and confer process with major tenants. Motion seconded by 8m Metz. Vote: 3 Yes, 3 No, Motion defeated. A new motion was formulated with the stipulation that the Operations Board reserves the right to re-evaluate within six (6) months. Motion reads: The HCA will not charge a room rental fee for the use of the HCA for official City of Hopkins administrative business functions. The Operations Board reserves the right to re-evaluate the impact of this motion within six (6) months, Lynn Flynn seconded the motion. All were in favor. VI. NEW BUSINESS Election of Board Officers. Steve Barberio motioned that by the next meeting the nomination committee recommend a slate of officers and assignment of directors specific terms. Seconded by Tom Hessel. Vote passed. VII. HCA UPDATE See Activity Report. VIII. SCHEDULE OF NEXT MEETING ,,- Next meeting: June 9, 1998,8:30 - 8:30 p.m., HCA Conference Room . IX. ADJOURNMENT At 8:30 p.m. the meeting was adjourned.