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Memo Performing Arts Center If. ,':l' . CITY OF HOPKINS MEMORANDUM DATE: December 10, 1993 TO: Honorable Mayor ,and City Council FROM: T H . 1'rt , . t l' t' t om armen1ng, Commun1 y Deve opmen Dlrec or SUBJECT: PERFORMING ARTS CENTER I. Pur~ose of Discussion On December 7, 1993 a petition with 514 signatures was submitted to the City Council requesting a referendum be held regarding the construction of a "theater complex." At that time the city 'Council indicated it would study the matter further and refer the issue to the ci.ty Attorney for input. . The City Attorney has reviewed this matter and has determined the referendum as proposed represents an "advisory referendum." The City Attorney has found that undertaking an advisory referendum is ill advised and/or illegal. Due to the inability and/or inadvisability of undertaking an advisory referendum, staff. wishes to discuss with the City Council a possible alternative method for obtaining public' input. Staff feels this alternative method represents a more thorough and accurate means of assessing public opinion and feelings regarding the project. Please note that the process which staff has outlined in this memo is preliminary in nature and certainly subject to potential improvements or changes. .~ -. ..-..... ---- - II. Proposed Process In lieu of an advisory referendum staff is proposing the City Council consider undertaking a process of assessing the pUblic's opinions and concerns relative to the construction of an arts facility. This process, which is outlined later in this report, involves the use of focus groups as a means . to discuss with the community in great detail issues relative to the proposed project. ,~, "- ." Honorable Mayor and City Council - Page 2 In conjunction with the focus group activities, staff is . also suggesting that steps be undertaken to assess the arts needs and interests in the community.. Undertaking this step is commonly done during the formative stages of planning an arts related facility. The goals of this overall process would be as follows: 0 Serve as a response to the petition submitted to the City Council requesting a referendum. 0 Gauge public opinion regarding the construction of an arts related facility. Determine existing perceptions or areas of concern regarding such a project. 0 Keeping in mind certain assumptions, i.e., work completed to date, tenant needs, etc., assist with design considerations for Phase I of an arts facility (assuming the project proceeds). 0 Identify potential users for Phase I of an arts facility, and their programming needs (assuming project proceeds). 0 Identify potential users, programming, and facility needs for future phases (assuming project proceeds). . 0 Inventory community's cultural resources/activities and facilities. 0 Educate and develop community "ownership" in the facility. I have attached proposals from two firms which staff would recommend be retained to assist with undertaking this process. A brief summary of the steps which would be taken as part of the public opinion/assessment process include: 0 The City of Hopkins and the newly formed Arts Board would undertake the assessment process as a collaborative effort. 0 Outside parties/professionals would-assist-~ith the process. This assistance would include structuring and facilitating the meetings as well as preparing a report summarizing the findings of the process. Currently, staff is working with Bill Morris from Decision Resources and Barbara Davis from Resources and Counseling for the Arts as two organizations which would assist with this process. ' Bill Morris would primarily be responsible for soliciting public opinion . and feelings regarding a project. Barbara Davis would II'C , <", ~ , :r '..... Honorable Mayor and City Council Page 3 . be responsible for assessing specific arts related needs and issues in the community. 0 Potential activities include: - Four focus group sessions would be undertaken by Bill Morris primarily for the purpose of gauging public opinion about the project. as well as identify issues. These sessions could also be used to compile information regarding specific arts related questions. Each focus group session would involve approximately twelve to fifteen participants. The persons involved in these focus group sessions would include: * One focus group would be made up of randomly selected persons which signed the petition requesting the referendum. * Two focus group sessions would be held with citizens randomly selected from the community. * One focus group session would be held with representatives of businesses randomly . selected from the community. - Approximately 15-20 meetings would be held with various groups and individuals in the community for the purpose of specifically determining arts needs, interests, potential users and other related matters to assist with future design aspects of an arts facility, if one should be constructed. Barbara Davis would be primarily responsible for these activities. The Arts Board could also be of assistance. - Develop and circulate reports summarizing findings. - Present findings at city Council meeting. It is anticipated the overall process would take.,,-.... approximately six to eight weeks to complete. Based upon the proposal submitted, the approximate cost to complete this effort is estimated to be roughly $7,500. The source of funds to undertake the assessment would come from a non-general fund economic development account. Upon completion of the process staff anticipates the Council would then determine the next appropriate course of action. . It was mentioned by Mr. Bren at the City Council meeting that a referendum should also be held on the Tait's grocery ,;'A .... ~ ., Honorable Mayor and City Council Page 4 store expansion project. Please note that it may be . possible to incorporate questions relative to this project as part of the focus group sessions. staff is exploring this question further with Mr. Morris. III. SummarY/Comments Due to the inability of undertaking an advisory referendum, staff felt it necessary to outline a potential process to still allow for public opinion to be expressed. However, it is staff's opinion the proposed process is not a less effective means of assessing public opinion regarding the project as compared to a referendum. On the contrary, based upon the use of the focus group tool, it is staff's feeling the proposed process will in fact provide for a more thorough and in depth analysis of the pUblic's opinion regarding the project, and issues or concerns which they might have. The process which staff is suggesting does not ask one specific question as would a referendum. Rather, it involves personal meetings with the community involving a series of questions regarding the proposed project. As a result, it is a much more qualitative approach to assessing public opinion regarding the project versus a quantitative . approach which seems to be represented by a referendum. TH12093B - ,- ~.-"~.~_. - ~ . -- '""'3.' 12-08-1993 04:47PM FROM RESOURCES & COUNSELING TO 99351834 P.01 ,,,"SOURCES AND COUNSELING FOR THE ARTS 429 landmark Centort 15 West 5th Street-St. 'oul, 1M 55102!r 612-292-4381 December 8. 1993 Tom Harmening City of Hopkins 1010 First Street South Hopkins MN 55343 Dear Tom: Please consider this a proposal for my participation in the assessment process for a pe.rforming arts facility in Hopkins. My role in this process would be to SUlVey the space needs of potential users of such a facility. The communities to be surveyed include area arts groups, school groups, and business and community groups. The work would begin on December 21 and conclude on Friday, February 18. . My method would be to conduct individual interviews, following a standard interview fonnat, with a number of people connected with the above communities, and to write a repon summarizing their comments. Spec;ific taSks include: . develop an interview fonnat and have it reviewed by you and someone from the Hopkiris Arts Board (see attachment for specific types of questions) . identify interview subjects and schedule appointments . conduct interviews, in person where possible . summarize fmdings in writing . meet as needed with you and the focus group consultant to develop recommendations for the city regarding the proposed facility My fees are: for inteIView development, $150 for identification of subjectS and scheduling of interviews, $1 SO for inteIViews in person, $100 each for report writing, $200 for meeting to develop joint recommendations, $150 As you can see, the total cost of the project depends heavily on the number of inteIViews to be conducted. My initial suggestion would be: . school groups: at least two interviews, one with Carol Sirrine, the fme arts coordinator, and one with another person to be identified by her . business groups: one interview with the president and/or staff of the HBCA . . neighborhood groups: one interview with Mike Miller, president of the Neighborhood Advisory board, and a second interview with someone to be identified by him -- - ---- - -------~~-----_._--------------------~ - ----------------- ----------- ----- ~ 12-08-1993 04:48PM FROM RESOURCES & COUNSELING TO 99351834 P.02 '\~"~, ,\" '" '. ' ,. . December 8,1993 Tom Harmening Page Two . senior dtizen groups: one interview with Susan Newville and a second interview with someone to be identified by het . arts groups: I have identified 14 nonprofit ans groups located in and around Hopkins. There are probably several for-profit groups, especially dance and music schools. I am sure the leaders of the Hopkins Arts Board could help me find them. Therefore, I suggest ,at least eight interviews in this area. This would be a total of 15 interviews, for a fee of $1.500. Thus my total fee for the project would be: $2,150. I would also charge for mileage outside the cities of MinneapolisMSaint Paul. Our, standard mileage rate is 28.5~ a mile. I am enclosing a copy of my resume and a list of references. Please call if you need more infonnation. Sincel'ely, \ ' ~~ .0tuJ(/1 . Barbara H. Davis Executive Director P.S. There is another option for the interviews. I could ask members of the Hopkins Arts Board to volunteer to conduct some of the intelViews without me. This would reduce your costs and also help the Ans Board make some connections that might be useful to them in the future. . . -,- ': 12-08-1993 04:48PM FROM RESOURCES & COUNSELING TO 99351834 P.03 -. Attachment to City of Hopkins proposal, December 8.1993 Types of facility use$ to be explored (this list can ~ revised as requested): performances (dance. music. theater) media presentations (film and video) lectures and readings exhibits classes and worIc.shops meetings (or more than SO people T~f to tie covered in interviews..:. · :' what is your current level of activity (in the areas listed above)? · ~'Vi1\ai.racilities do you now use? · t~lit"yBb.t current facilities (including equipment) adequate? If not, how are they inadequate ? . what kinds of additional or different space would you use. if it were available? . how often during a typical year would you use such a space? . how much would you be willing to pay to use such a space? (each subject will be giY,~n a list of possible charges and will be asked to choose the highest one they could ~y) , , - .. . . '- ..... 04:49PM j 12-08-1993 FROM RESOURCES & COUNSELING TO 99351834 P.04 . BARBARA H. DAVIS Resources and Counseling for the Arts 317 Hamline Avenue South 75 West Fifth SLt #429 Saint Paul MN 55105 Saint Paul MN 55102 612-698-1668 612-292-3213 EXPERIENCE May 1983 - Resources and CounseUng for the Arts: Ex. Dir. present . consult with nonprofit arts organizations on management . organize and present workshops on nonprofit management . supervise staff of four; administer budget of $200.000 March 1980- B. Davis &: Associates, Minneapolis: owner May 1983 . provided management consulting to nonprofit healtht social service and arts organizations; specialized in fundraising. board development and long-range planning · taught fundraising workshops throughout Upper Midwest . reviewed grant proposals for the McKnight Foundation January 1979 - Minnesota Dance Theatre: Development Director FebrulU}' 1980 . coordinated fundraising from individual, corporate, foundation and government sources · worked with volunteer support groups . assisted artistic staff with project planning and budgeting . June 1977 - Southwest Minnesota Arts and Humanities Council, January 1979 Marshall: Development Director . managed annual fund, including preparation of materials, training of volunteers and record k.eeping . worked with community arts leaders and organizations · produced promotional slide. tape show Other work experience includes: . technical writing in the fields of engineering. computer , technology and health care . historical research in a major collection of family papers at the State Historical Society of Wisconsin · editing repons, newsletters and other publications PROFESSIONAL & VOLUNTEER ACTIVITIES . Minneapolis Am Commission. 1980-1983 (Chair, 1983) . Board of Directors, Management Assistance Project, 1987-present PUBLICA nONS "A generation's gifts: the history of cultural organizations in the Saint Paul area from 1955. to 1985", in From. GenerQtion to GeneraTion, with Timothy Glines, the Saint Paul Foundation, 1990. . "Am to not threaten social-service funding" (editorial), Minneapolis Star and Tribune, 4/13/83 "How and why to hire a consultant", Grantsmanship Center News. MarchlApril1983 ..... .. -:;. 12-08-1993 04:49PM FROM RESOURCES & COUNSELING TO 99351834 P.05 f/jSOURCES AND COU~$E:L1 NG FOR THE ARTS 429 Lllndmllrk unter, 75 1m 511I StrH'. St. Pllul, MI 55102 'l:r 612.292-4381 REFERENCES for Barbara Davis John Montilino illusion Theater Richard Cook 528 Hennepin Avenue Park Square Theater Minneapolis MN 55403 253 E 4th 612-339-4944 Saint Paul MN 55101 612-290-9670 Joan Lounsbery Bel Canto Chorus Eleanor Fenton . 144 Wells Street E 36 Eagle Ridge Road Milwaukee WI 53202 North Oaks MN 55127 414-226-8800 612-484-4623 Aileen Okersrrom Craig Dunn Friends of the Minneapolis Very Special Arts MN Public Library 528 Hennepin A venue South 300 Nicollet Mall Minneapolis MN 55403 Minneapolis MN 55401 612-332-3888 612-372-6667 . . 612-929-6166 DECISION RESOURCES 170 P02 DEC 09 '93 18: 16 .1111 Decision .11. Resources Ltd. December 8, 1993 Mr.. Tom Ha'rmeninq Economic Development Oirector Hopkins city Hall 1010 First street Hopkins, Minnesota 55343-7573 Dear Mr. Harmening: Decision Resources, Ltd., is pleased to present this proposal for qualitative research for 'the Hopkins performing arts facility need assessment process. It is based upon my meetings with you, council members, and other members of the city staff. I believe the proposal below provides the information the City of Hopkins will need in both an efficient and cost~effective manner. All of the focus group research will investigate the current . perceptions, needs, and reactions to proposals held by various stakeholders in the community. The question items will be con- structed in such a way that respondents will be able to generate their concerns and ideas as well as react to those of others. This qualitative research will be provide the city with a system- atic examination of current feelings about the project, informa- tion deficits and needs, and general reaction to ,various project possibilities. A series of four two-hour focus groups will be convened at a convenient public facility within the community, selected and secured by the city of Hopkins. participants will be chosen through a telephone-based random sampling with appropriate screening process. Each group will contain between twelve and fifteen participants. Focus group partic::ipantswill be compen- sated $20.00 for the session. Refreshments will be provided. ., .--.---- oiscussion guides will be developed jointly by Decision Resourc- es, Ltd., and the city. The sessions will be facilitated by Ms. Diane Traxler; I ,will act as recorder for the session. Detailed notes will be taken of each discussion and a report discussing similarities and differences will be prepared for'the Management conunittee. Each session will follow the same qeneraloutline, to insure . comparability. Time will be spent on three distinct issue areas: A. Awareness of the Project/Current state of Knowledge 612-929-6166 DECISION RESOURCES 170 P03 DEC 09 '93 18: 16- B. Reaction to specific scenarios 1. Like Most/Like Least e 2. Changes/Improvements 3. Further needed information 4. Overall general reaction c. concluding Comments The scenarios will be jointly developed with the city of Hopkins. A structured question guide will be developed to provide a better '1 flow" for t.he sessions. The four focus groups will contain different groups of individU- als. The following roster explains the general composition of each session: One session will be composed of a random sample of HopKins business co~unity members. Two sessions will be composed of a random sa~ple of city residents. One session will be composed of a random sample of referen- dum petition signers. The focus groups will be held between January 3, 1994, and Febru- ary 7, 1994. The order in which the focus groups will be con- vened will be jointly agreed upon by DRL and the city of Hopkins. e The cost of each focus group, assuming comparable discussion guides for each session, would be $1000.00. Incentives for par- ticipants would cost a maximum of $1200.00. The overall cost of this component would be $5,200.00. Company policy requires the payment of one-half the total cost of the focus groups and all of the incentive funds prior to any fieldwork; the remainder is due on presentation of the final report. A report of the findings from each group, as well as comparisons and conclusions based upon the four sessions, would be made to t.he city of Hopkins no later than February 15, 1994. As part of the report process, we would coordinate and int.egrate our find- ings with those of the Needs Analysis conducted by Ms. Barbara Davis. I hope t.his proposal adequately covers the information --you re- quire to make a decision. We look forward to the opportunity to work with you on this project. sincerely, ~~ William o. Morris, Ph.D. . President 2 N~,._^"'-""~,,,,,,,,,,,,,,,,,,,,~;,,;,~~,,,,,, " ,~,-,..,.""'" '.< ,,-..... ~"..', .... ~~." ~." 9;:'" ~ .~.;.; 12-138-1993 134: 47PM FROM RESOURCES & COUNSELING TO 99351834 P.!31 .ESOURCES AND COUNSELING FOR THE ARTS 4U landmark (em",1S Wm 5th Str"t. St. Paul, JIM 55102!f 6)20297-4381 December 8.1993 Tom Hannening City of Hopkins 1010 First Street South Hopkins MNS5343 Dear Tom: Please consider this a proposal for my participation in the assessment process for a performing ans facility in Hopkins. . My role in this process would be to survey the space needs of potential users of such a facility. The communities to be surveyed include area arts groups. school groups, and business and community groups. The work would begin on December 21 and conclude on Friday, February 18. '~-'. My method would be to conduct individual interviews, following a standard interview format. with a number of people connected with the above communities, and to write a repon summarizing their comments. Specific tasks include: · develop an interview fonnat and have it reviewed by you and 'someone from the Hopkiris Arts Board (see attachment for specific types of questions) · identify interview subjects and schedule'appointments · conduct interviews, in person where possible · .summarize fmdings in writing · meet as needed with you and the focus group consultant to develop recommendations for the city regarding the proposed facility My fees are: for interview development. $150 . for identification of subjecrs and scheduling of interviews, $150 for interviews in person, $100 each - - ~ .,."'"'",,", for report writing, $200 for meeting to develop joint recommendations. $150 As you can see, the total cost of the project depends heavily on the number of interviews to be conducted. My initial suggestion would be: . school groups: at least two interviews, one with Carol Sirrine, the [me arts coordinator, and one with another person to be identified by her . business groups: one interview with. the president and/or staff of the HBCA . . neighborhood groups: one interview with Mike Miller, president of the Neighborhood Advisory board. and a second interview with someone to be identified bhim y . 12-08-1993 04:48PM FROM RESOURCES & COUNSELING TO 99351834 P.03, , . \.:.... :.;, . ~ ' :~ December 8.1993 0 Tom Harmening Page Two . senior dtizen groups: one interview with Susan Newville and a .second interview with someone to be identified by her . arts groups: I have identified 14 nonprofit ans groups located in and around Hopkins. There are probably several for-profit groups, especially dance and music schools. I am sure the leaders of the Hopkins Arts Board could help me find memo Therefore, I suggest ,at least eight interviews in this area. This would be a total of 15 interviews, for a fee of $ tSOO. Thus my total fee for the project would be: $2,150. I would also charge for mileage outside the cities of Minneapolis-Saint Paul. Our, stalldard mileage rate is 28.5~ a mile. I am enclosing a copy of my resume and a list of references. Please call if you need more information. Sincerely, bw01 ~~ Barbara H. Davis 0 Executive Director P.S. There is another option for the interviews. 1 could ask members of the Hopkins Arts Board to vohmteer to conduct some of the interviews without me. This would reduce your costs and also help the Ans Board make some connections that might be useful to them in the future. ,."~.- 0 . , , ... 12-08-1993 04:48PM FROM RESOURCES & COUNSELING TO 99351834 P.03 . Attachment to City of Hopkins proposal, December 8.1993 !):pes of facility use~ to be exnlored (this list cag ~ revimd as reQuested): performances (dance. music, theater) media presentations (f1lm and video) lectureS and readings exhibits dasses and workshops meetings for morc than SO people l'Ppicf to be covered in interviews · :' wh~~ is your current level of activity (in the areas listed above)? · ;""l\atfacilities do you now use? · : are"ygur current facilities (including equipment) adequate? If not. how are they inadequate ? . what kinds of additional or different space would you use. if it were available? . how often during a typical year would you use such a space? . how much would you be willing to pay to use such a space? (each subject will be ~~:n a list of possible charges and will be asked to choose the highest one they could ~y) , , - " . . 12-08-1993 04:49PM FROM RESOURCES & COUNSELING TO 99351834 P.04. BARBARA H. DAVIS Resources and Counseling for the Arts G 317 Hamline Avenue South 75 West Fifth St.t #429 Saint Paul MN 55105 Saint Paul MN 55102 612-698-1668 612-292-3213 EXPERIENCE May 1983- Resources and Counseling for the Arts: Ex.. Dir. present · consult with nonprofit arts organizations on management · organize and present workshops on nonprofit management . supervise staff of four; administer budget of $200.000 March 1980- B. Davis & Associates, Minneapolis: owner May 1983 · provided management consulting to nonprofit health, social service and arts organizations; specialized in fundraising. board development and long-range planning · taught fundraising workshops throughout Upper Midwest · reviewed grant proposals for the McKnight Foundation January 1979 - :Minnesota Dance Theatre: Development Director February 1980 · coordinated fundraising from individual. corporate, foundation and government sources · worked with volunteer support groups · assisted artistic staff with project planning and budgeting June 1977 - Southwest Minnesota Arts and Humanities Counal, 9 January 1979 Marshall: Development Director · managed annual fund, including preparation of materials, training of volunteers and record k.eeping · worked with community arts leaders and organizations · produced promotional slide-tape show Other work experience includes: · technical writing in the fields of engineering, computer . technology and health care · historical research in a major collection of family papers at the State Historical Society of Wisconsin · editing repons, newsletters and other publications PROFESSIONAL & VOLUNTEER ACTnnTffiS · Minneapolis Am Commission. 1980-1983 (Chair, 1983) · Board of Directors, Management Assistance Project, 1987-present PUBLICA nONS "A generation's gifts: the history of cultural organizations in the Saint Paul area from 1955, to 1985". in From Generation to Generation, with Timothy Glines. the Saint Paul Foundation, 1990. "Arts to not threaten social-service funding" (editorial), . Minneapolis Star and Tribune, 4/13/83 "How and why to hire a consultant". Grantsmt11JShip Center News. MarcbJApril1983 '" ' .. 12-08-1993 04:49PM FROM RESOURCES & COUNSELING TO 99351834 P.05 tJESOURCES AND COU~SELlNG FOR THE ARTS 429 Landmark ulIte" 7S Wll$f 5th Sir"'. SI. Paul, Mil 55102 ~ 612-297-4381 REFERENCES for Barbara Davis John Montilino illusion Theater Richard Cook 528 Hennepin Avenue Park Square Theater Minneapolis MN 55403 253 E 4th 612-339-4944 Saint Paul MN 55101 612-29Q..9670 Joan Lounsbery Bel Canto Chorus Eleanor Fenton . 144 Wells StreeI E 36 Eagle Ridge Road Milwaukee WI 53202 North Oaks MN 55127 414-226-8800 612-484-4623 Aileen Okers[I'om Craig Dunn Friends of the Minneapolis Very Special Arts MN Public Library 528 Hennepin A venue South 300 Nicollet Mall Minneapolis MN 55403 Minneapolis MN 55401 612-332-3888 612-372-6667 .~-. . .