CR 95-61 Business and Civic Funding Request
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. April 13, 1995 Council Report 95-61
HOPKINS BUSINESS AND CIVIC ASSOCIATION FUNDING REQUEST
Proposed Action,
Staff recommends adoption of the following motion: Move to approve the $5,000 funding
request from HBCA for 1995 with the understanding that this amount will be provided from the
City's Economic Development Fund.
Overview,
In early 1993 the Hopkins Business Council and Hopkins Community Promotions merged into an
organization called Hopkins Business and Civic Association (HBCA). The mission of this
organization is to "....ensure a strong economic development climate, provide promotional
activities, encourage community involvement, and foster a sense of community involving both
individuals and businesses. It
For 1993 HBCA requested and received a $15,000 contribution from the City. In 1994 that
contribution was $10,000. In 1994 an additional $9,000 was provided from the City through
contributions we received from the Jaycees and Raspberry Fest. This current request of $5,000
e meets the funding schedule originally outlined by HBCA. HBCA also indicates in the attached
letter their intentions to continue to work with the City on joint programs for which they may
request additional funding this year.
Staff feels HBCA can continue to help the City accomplish its economic development goals,
including implementation of the Strategic Plan for Economic Development, as well as provide
other community benefits. For these reasons Staff is recommending approval of the motion as
noted above.
Primary Issues to Consider.
0 What activities are proposed to be undertaken by HBCA in 19957
0 What is HBCA's present financial situation?
0 What is HBCA's budget and proposed funding sources for 1995?
0 What are the conditions recommended by Staff regarding this funding request?
SUDPortin2 Documents.
0 Letter from HBCA.
0 HBCA Mission Statement and 1995 Business Plan.
. o /) Budget Summary.
J~I~~
P ul T. Steinman
Community Development Specialist
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Council Report 95-61
Page 2
. Primary Issues to Consider
0 What activities are proposed to be undertaken by HBCA in 1995?
What follows is a summary ofthe letter provided by HBCA which outlines a number of
proposed initiatives.
A. Economic Development --Focus is on business retention and recruitment,
design/project review and input, and various business programs.
1. Participation in completion of the Strategic Plan update.
2. Development of a business retention and recruitment strategy.
3. Continuation of the BEST Team (Business Emergency Support Team).
4. Plan for Marketplace 1996.
B. Promotions--Identifies and implements programs which enhance the overall image
of the Hopkins business community.
1. Produce the montWy newsletter.
2. Participate in cooperative advertising activities.
3. Publish the business and events guide (Community Guide).
. 4. Distribution of the Hopkins Cookbook as a fund raising initiative.
5. Provide press releases for local events and business related activities.
C. Community Relations--Involvement with Hopkins community organizations and
represent HBCA at the Neighborhood Advisory Board.
1. Plan and coordinate Music in the Park.
2. Plan and coordinate Holiday in Hoplcins--which includes Christmas in the Plaza.
D. Membership--Focuses on membership involvement as well as membership
recruitment throughout the year.
]. Plans to increase HBCA's total membership to more than 150 by end of 1995.
2. Intends to include programs designed to provide new members opportunities to
be involved in HBCA.
3. Members continue to have opportunities to have input on Hopkins public policy
Issues.
4. HBCA Board of Directors plans to continue developing position statements
based upon member input.
.
Council Report 95-61
Page 3
. 0 What is HBCA's present financial situation?
In 1994 HBCA funding request was in the amount of$19,000. Ten thousand dollars of
that amount was provided up front to HBCA with the understanding that the remaining
$9,000 would be provided only if contributions were made to the City, which did occur,
by civic organizations. HBCNs 1995 funding request is in the amount of$5,000, with an
anticipated funding request of zero dollars in 1996.
HBCA indicates that in 1994, in addition to the successful programs which were
implemented, they were able to retire over $6,000 in debt which had been inherited from
Hopkins Community Promotions, the preceding organization. Attached is a budget which
has been provided by HBCA. A summary of this budget is as follows.
. Total income $ 31,700
. Total expense 28.008
Projected profit: $ 3,692
0 What are the conditions recommended by Staff regarding this funding request?
. That funding be provided in one installment made in late May 1995. In past years
. funding has been provided in two equal semi-annual installments; however, due to time
considerations involved in HBCA's budget year, it would appear appropriate to provide
one total payment.
. HBCA should be requested to report periodically to the City on activities and progress
of the organization with particular regard to those items which are of specific interest
and concern to the City, such as the Strategic Plan for Economic Development
(Business Retention and Recruitment Strategy) and the Community Guide.
. This approval of funding is for 1995 only. Once again, it is anticipated HBCA will not
be making a funding request in 1996.
Alternatives
The City Council has the following alternatives regarding this matter:
1. Approve the action as recommended by Staff
2. Approve the action as recommended by Staff but change either the amount of dollars
to be provided and/or the timing of providing the dollars to HBCA.
3. Deny the request from HBCA.
. 4. Continue the matter for further information.
HOPKINS
~~S~N~~~
,\SS()(:I.\TIO~
April 10, 1995
Dear Mayor Redepenning and Members of the City Council,
Thank you for your time and consideration regarding funding for the Hopkins Business and
Civic Association. Attached you will find HBCA's 1995 Business Plan, as well as samples of
some of our recent projects.
This letter and collateral material are in support of HBCA's request for a contribution of $5,000
which will assist in funding continuing programs and defraying general operating costs through
December 1995. This request is consistent with our original proposal to the Council that our
requests for general funding would decrease from an origin.al contribution of $] 5,000 in 1993,
to $10,000 in 1994, $5,000 in 1995 and no contribution in 1996.
Background
We are very proud of our accomplishments in 1994 induding the publication of the improved
Hopkim; Business and Events Guide, the first publication and S,-i.cccsshJl fundraising of t.-:w
. Hopkins Cookbook, planning and orgar..izing our first Marketplace event, (the event was held
in February 1995, but the majority of planning and organization occurred betlv€en April and
December of 1994.)
In 1994 HBeA also completed the business survey and produced an analysis of the survey,
continued to publish a monthly nev\'sletter that is distributed to more than 1'00 businesses in
Hopkins, coordinated six successful Music in the Park concerts, hosted. Cluistmas in the Plaza,
held informative monthly membership meetings, and contlml€d to facilitate cooperati.,ce
advertising projects. In addition to a variety of successful programs HBCA also Ll1.creased
membership by more than 20% from the first year.
Probably the most notable accomplishment for HBCA in 1994 is that in addition to a year of
successful programs we were able to retire over $6,000 in debt that we had inherited from HCP,
the preceding organization.
Executive Summary
1. Economic Development
2. Community Relations
3. P.i"omotions
4. Membership Development
5. Public Policy Input
HBCA's Economic Development Committee focuses on business retention and recruitment,
e design/project review and input, strategic plan process and business programs. The primary
projects the committee plans to undertake in 1995 include participation in the completion of the
strategic plan update, development of a business retention and recruihnent strategy, continuation
of the BEST Team (Business Emergency Support Team,) and planning for lvlarketplace 1996.
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.
Our Community Relations Committee is involved in working with Hopkins community
organizations and has good representation at the Neighborhood Advisory Board. This
committee will coordinate Music in the Park and Holiday in Hopkins, (which includes Christmas
in the Plaza.)
The Promotions Committee identifies and implements programs that enhance the overall image
of the Hopkins business community. Specific programs include production of the monthly
newsletter, cooperative advertising opportunities, the publication of the Business and Events
Guide, press releases and distribution of the Hopkins Cookbook.
The Membership Development Committee will focus on membership involvement as well as
membership recruitment this year. The committee plans to increase HBCA's total membership
to more than 150 by year end through on-going recruitment as well as a membership blitz. The
committee also intends to include programs designed to get those new members involved in the
organization to help strengthen HBCA's efforts to build the strongest community possible.
HBCA members will continue to have the opportunity for input on Hopkins public policy issues
through general membership meetings and the Board of Directors plans to continue developing
position statements whenever appropriate and whenever possible based on member input.
HBCA has consistently increased the quality of programs while decreasing its debt and requiring
. less general fund contributions, without increasing membership dues. These are the signs of a
healthy organization and we expect to continue on the path of increased efficiency, better quality
and service to the business community in Hopkins. We appreciate the City's continued support
of HBCA through significant staff time and energy and financial support which has made the
success of the organization possible.
On behalf of HBCA I would like to respectfully request the approval of a $5,000 contribution to
support the programs and services our organization provides. Attached is a copy of om 1995
Business Plan and sample materials representing some of HBCA's recent accomplishments. For
your information, I would also like to make the Council aware that, similar to prior years, we
intend to work with City staff on some joint programs for which we may request City support
through staff time and/or financial participation on a fee for service basis. Thank you for your
time and consideration.
Sincerely,
.
.
HOPKINS BUSINESS AND CIVIC ASSOCIATION
Mission Statement
The Hopkins Business and Civic Association ensures a strong economic development climate,
provides promotional activities, encourages community involvement and fosters a sense of
community involving both individuals and businesses.
.
1995 Business Plan
The 1995 Business Plan is designed to serve as a guide for the Board of Directors as they oversee
the activities of the Hopkins Business and Civic Association during 1995. The activities listed
in this plan are suggestions based on previous years events and programs and includes some
new programs as well. New events or programs may be adopted by the Board of Directors
during the year as necessary.
.
. Administrative Division
Provides for the organizational needs of the Hopkins Business and Civic Association, assures the broad
base of financial support necessary to carry out programs and ensures long term stability of the
Association.
Board of Directors
An active Board of Directors with a geographic balance and broad representation of the Hopkins
business community will meet monthly to review progress of the Business Plan and initiate!
approve policies necessary to ensure success.
The Board of Directors, with input from the entire general membership, will undertake an
ongoing analysis of all programming including the documentation of: relationship to mission,
volunteer participation, development activities, other resources and financial benefits! costs.
The Board will also administer the contract for services with the TwinWest Chamber of
Commerce and continue to work on the reduction of debt associated with the previous
organization and evaluate current and proposed projects with respect to generating the income
to relieve that debt.
The Board will review public policy associated with the City of Hopkins with special emphasis
on economic development activities.
Executive Committee
An Executive Committee made up of the officers of the Board of Directors will represent the
. Board of Directors in the interim between monthly Board meetings, when necessary.
Economic Development Committee
Identify and implement programs which will assist in steady and balanced growth of business and
industry within Hopkins, ensure a strong development climate, provide information and services for the
specialized needs of the business and focus efforts on the retention and recruitment of businesses to
Hopkins.
Business Emergency Support Team (BEST)
BEST is made up of volunteer business people representing specific professional areas such as
finance, accounting, legal, insurance, etc. The purpose is to serve as a resource to any Hopkins
businesses in need of assistance due to an emergency or other critical situation.
Business Retention and Recruitment Strategy
Based on information gathered from the business survey and strategic plan update the
committee will develop a strategy and subsequent action plan for business retention and
recruitment. It is this committees responsibility to coordinate and! or carry out the action steps
in this plan and ensure solid programming in this area.
Design and Project Review
Review all projects presented by the City and recommend which projects require general
membership input and\or Board action. Encourage and facilitate business involvement in the
. planning and coordinating of redevelopment projects and continue to encourage business
members to attend City Council meetings when related business issues are being discussed.
. Marketplace
This committee will review Marketplace 1995 and discuss whether or not the event should be
held again, and if so, when. It is up to this committee to make a recommendation to the Board
of Directors on this program, the value of the program to the organization and the community
and to recommend action. It will be up to the Board of Directors to decide on the future of the
event.
Promotions Committee
Develop and implement programs to enhance the image of the business community in Hopkins and
provide opportunities for member businesses to participate in cooperative promotions.
Business and Events Guide
Oversee the production and distribution of the 1995-96 Business and Events Guide. Ensure
production of a quality piece that will represent HBCA and the Hopkins community as a whole.
Cooperative Advertising
Facilitate cooperative advertising through Minnesota Sun Publications and other opportunities
when possible.
Promotion
Ensure proper promotion of HBCA through the monthly newsletter, City of Hopkins,
community television opportunities etc.
. Promotional Events
Facilitate HBCA's involvement in promotional events such as sales events, Crazy Days, parades,
etc.
Community Relations Committee
Continue to expand the Hopkins Business and Civic Association's presence in the community by
maintaining and initiating programs and events that facilitate interaction between businesses, residents
and community organizations.
Christmas in the Plaza
Coordinate volunteer efforts and donations required to produce Christmas in the Plaza as a
community-wide event that kicks off the holiday season in Hopkins. Ensure appropriate
promotion of the event and ensure a financially self-supporting event.
Civic Involvement
Encourage and promote opportunities for HBCA members to get involved with civic
organizations and programs within the City of Hopkins such as the Jaycees, the Elks Lodge, etc.
Community Events
Continue to ensure HBCA's participation in community events within Hopkins. Such events will
include, but not be limited to, Mainstreet Days, Heritage Days, Raspberry Festival and other
related events.
.
. Community Line
Ensure the general use and updating of the Community Line to ensure proper promotion of
events and programs within Hopkins and to offer access to pertinent information.
Crime Fund Luncheon
Facilitate HBCA's involvement in the Crime Fund Luncheon to raise funds for the Hopkins
Police Department - Crime Prevention Fund. The funds go to support efforts by the Police
Department to provide the public with an avenue with which they can share information
anonymously and receive monetary rewards for their efforts.
Music in the Park
Coordinate the Music in the Park Series as in previous years as a community event which is
financially self-supporting and covers administrative costs associated with the event.
Neighborhood Liaisons
Ensure appropriate representation on the Neighborhood Advisory Board and associated groups
in order to promote a viable community through communication and cooperation.
Public Relations
Create a positive image within the City of Hopkins. Develop a strategies related to local
advertising, press releases and other possibilities that would be included in a public relations
campaign.
. Membership Committee
Develop programs to enhance membership growth, stabilize membership retention and opportunities for
membership involvement.
Membership Involvement
Facilitate member involvement through contact with new and inactive members. Promote
volunteer opportunities and encourage individual and professional development through
leadership positions within the organization.
Membership Retention
Develop strategies to retain existing members to maintain a stable membership base. Ensure
follow-up with delinquent members and efforts to keep membership roster current at all times.
Membership Recruitment
Coordinate ongoing membership recruitment efforts, plan and oversee an annual membership
campaign and encourage member involvement in the solicitation of new members. Develop a
strategy for promoting membership benefits throughout the Hopkins area.
.
I-iOPKINS
USINESS
C I V I C
.\SSOCIATION
INCOME 1995 B~dget
-.
MeInbershik Renewals 8,800
Ne\o1 Members 3,000
Contract Income 8,400
Miscelleneous Income 5,000
-
Program Income 6,500
TOTAL INCOME 31,700
EXPENSE 1995 Budget
Mmbrshps & Sbscrptns 100
NeWSletter/photos 4,000
Insurance 200
PlaCJ1.1es 200
--
. Admin Expense 250
Admin Contract 18,000
Interest Expense 58
Acct/Legal/Comp 250
Equip-Lease 200
Printing 150
Office Supplies 1,700
-
Postage 750
Flower Fund 100
-
Miscelleneous 150
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Board of Directors 300
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Promotions Cmt 300
-
Community ReI Cmt 300
Economic Dev Cmt 500
Membership Cmt 500
. TOTAL EXPENSE 28,008
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