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CR 98-64 Composition of HCA Operations BoardApril 17, 1998 Proposed Action Overview Primary Issues to Consider Supporting Information \ S Y 0 0 P K COMPOSITION OF THE HCA OPERATIONS BOARD Council Report 98 -064 Staff recommends adoption of the following motions: (1) Move to approve the expansion of the HCA operations board from 9 members to 12 members. consisting of three major tenant members appointed by each major tenant: five members appointed by the City Council for staggered three -year terms: and four members appointed by the operations board to staggered three -year terms. (2) Move to appoint Majorie Hance to the Operations Board of the Hopkins Center for the Arts. Adoption of these motions will allow for a larger board size as requested by the operations board, and will fill the fourth of five Council- appointed seats for the operations board. The City Council has established a volunteer operations board, which sets the policies and procedures governing the operation of the Hopkins Center for the Arts. The operations board has been in place since the opening of the Center, and has identified and begun implementing operational policies and procedures for the Center. The board has concluded that a larger board would be preferable to the existing nine member board for various reasons, and is recommending an increase in the size of the board. Additionally, the board has interviewed candidates to fill at -large positions, and has identified a qualified candidate, whom they are recommending the City Council appoint as a Council appointment. Adoption of this action will leave one Council and one board appointment each to be made. Should the operations board membership be increased to twelve members? How should the additional operations board members be selected? How should the additional City Council representative(s) be appointed? Hopkins Center for the Arts Operations Board — Original outline Council Report 98 -064 Page 2 Primary Issues to Consider Should the operations board be increased to 12 members? A twelve- member board provides the following: Four officer members — chair, vice chair, secretary, and treasurer • Four chairs of standing committees — finance, marketing, fund raising, and nominating Four members available for ad hoc committees of the board, or assistance on standing committees • Even distribution of the 13 priorities set forth in the strategic plan At 12 members, the board will be at a size in which it can effectively function as a board, and accomplish the tasks and priorities required of the operations board The 12 member board brings more involvement and diversity from the community • How should the additional board members be selected The operations board and staff recommend that the membership of the board be established as follows: Five Hopkins resident members appointed by the Hopkins City Council to three -year staggered terms; maximum of two consecutive terms Three major tenant members, one representative from each of the three major tenants (CPTC, HSD, HAAA) • Four members appointed by the existing operations board to three -year staggered terms; maximum of two consecutive terms The structure of establishing the operations board is consistent with the original approved operations board structure, in that it gives the Hopkins City Council the ability to select at least one -half of the non - tenant members on the board. How should the additional City Council representatives be appointed? The operations board, during its search for members, identified two qualified individuals with only one opening at the time. Based on their selections, they are recommending the Council appoint Marjorie Hance of Hopkins, to one of the two Council positions. The Council would then have one additional spot to fill, as would the operations board. It would seem there are several options for filling that final seat, including using the previous applicants list from the original appointments, or authorize the Mayor to select an individual. The Council should provide direction on this issue. F:196 -0195\DOCS \OPERATE.IID HOPKINS CENTER FOR THE ARTS OPERATIONS BOARD The following structure and representation of the Operations Board is recommended for approval. It will form the foundation of Bylaws to be developed later. It will also allow the Operations Board to be created so that members can be chosen and its important work begun. The Board should be in place by the time staff are chosen so that they can work together to ensure the success of the Center. A. A nine person Board be established as follows: • Three Hopkins residents will be appointed as Community representatives by the Mayor with Council ratification. These representatives will be appointed for three year terms; staggered terms (one appointed each year); maximum of two terms. One representative will be appointed by each of the three major tenants (CPT, HSD, HAAA). • Three Board Members will be selected by the existing Board Members to provide desired expertise, skills and background. This will include areas such as arts, marketing, facility management, etc. They will be appointed for three year terms; staggered terms (one appointed each year); maximum of two terms. The facility manager will be a non - voting, staff liaison to the Board. A Hopkins City Council Member will serve at the discretion of the Council as a non - voting liaison between the Council and the Board. B. The Board will elect officers for one year terms, a limit of two consecutive terms in any office. C. Once the Council approves the structure of the Board, steps will begin immediately to appoint members and organize the Board. The structure will be included in Bylaws which will address many other issues regarding the organization of the Board. The Council will provide final approval of the Bylaws. D. The Board will be advisory in some aspects and authorized to establish policies in other aspects (see attached chart of Areas of Responsibility). E. The Operations Board should be in the place as soon as possible to assist the process of hiring staff. F. Some aspects of the Operations Board will need to develop over time. For example, after 6 -12 months, consideration should be given to the role of Board in ongoing fund- raising for the Arts Center, and whether an independent Board or Foundation will be necessary to fill that role. G. The City of Hopkins smoke -free policy should apply to this facility. H. The City of Hopkins should formulate a policy authorizing beer and wine to be served at activities in the facility.