Memo HCP Budget RequestAttached is a copy of HCP's 1992 budget and funding request.
Outlined below is a brief summary of the information provided by
HCP.
A. 1992 Funding Request -- $10,000.
B. 1992 Total Projected Expenditures -- $114,988.75. Proposed
expenditures for 1991 were $132,724. The major scheduled events
break down as follows:
DATE: November 20, 1991
TO: Mayor and City Council
FROM: Paul T. Steinman,
Community Development Specialist
SUBJECT: 1992 HCP Budget /Funding Request
1992 1991
Heritage Days $17,635 $17,100
Mainstreet Days $14,287 $21,455
o Market Place $14,000 NA
O Awards Breakfast $ 1,200 $ 1,000
Music in the Park $ 4,380 $ 5,382
o Membership Drive $ 2,188 $ 1,000
C. 1992 Total Projected Revenues -- $118,639. Proposed revenues
for 1991 were $133,593. 1992 revenues are projected to exceed
expenditures by $3,650.25. A breakdown of the proposed revenue
sources are as follows:
City of Hopkins
o Raspberry Festival
CITY OF HOPKINS
MEMORANDUM
1992
$10,000
$ 6,000
1991
$10,000
$ 7,000
o J.C.'s
o Memberships $12,000 $12,000
Business & Events Guide $ 3,500 $24,000
Events income $30,875 $53,178
D. Proposed Events
The following events are proposed for 1992:
Mainstreet Days
Heritage Days
Music in the Park
Silent Auction
Marketplace
1992 1991
$56,264 $56,889
The following events were included in 1991's budget but are no
longer a part of the proposed 1992 budget:
Raspberry Festival
Guatemala
Christmas in the Park
Golden Egg Hunt
Some of the activities within Mainstreet Days and Heritage Days
have been discontinued in the 1992 proposed budget. This was due
to the expense of the activities, and HCP's inability to continue
funding activities which don't produce any income.
E. Proposed Use of City Funds
The attached letter from HCP does not specify how the City funds
are proposed to be used In the past HCP, at the request of the
City, proposed to use City funding for activities rather than
operating costs.
F. Source of City Funds
The City's proposed 1992 budget contains a line item of $15,000
in the economic development account ( 204) for Hopkins Community
Promotions. The economic development account has been used in
the past to fund similar requests made by HCP.
G. Payment Schedule
In 1991, the City of Hopkins made a total of two payments to HCP,
with the first payment being made in January, and the second and
final payment being made in July. The attached letter from HCP
does not specify the method of payment. It should be noted
however, that prior to making two payments in one year, the City
made payments to HCP on a quarterly basis. At the request of the
City, the quarterly payment method was changed to the semi- annual
payment method to ease the workload on the City's finance
department associated with fulfilling this request. HCP also
felt this payment method would help their cash flow situation.
H. Issues to Be Considered
Items which the City Council may wish to specifically discuss
with HCP include:
o Proposed use of City funds. Since the proposed use of City
funds was not specified in the 1992 proposed budget, staff
recommends this item be discussed with HCP. In the past the City
has requested its funds be used specifically for events, rather
than operating costs.
o 1991 budget shortfall. HCP experienced a substantial budget
shortfall in 1991. This shortfall made it necessary for HCP to
make some dramatic changes in its operations throughout the rest
of 1991. Staff has a concern that some of the same issues which
affected HCP's 1991 . budget, may also affect their 1992 budget.
o Executive Director for the HCP. The 1992 proposed budget
outlines wages in the amount of $23,500 as a line item under
operating expenses. HCP presently does not have an executive
director. Staff is concerned that if an executive director for
HCP is not hired very soon into 1992, that some of the proposed
events will not be completed.
o Proposed payment schedule. HCP did not specify a method of
payment for next year's requested funds. Staff recommends if
request is approved, payment be made to HCP twice yearly, once in
January, and the second in July.
•
City Staff
City Council
To whom it may concern;
Thank you so much for your consideration,
Hopkins Community Promotions
November 15, 1991
City of Hopkins
1010 1st Street South
Hopkins, Minnesota 55343
1015 Mainstreet
Hopkins, Minnesota 55343
(612) 935 -8115
Per the attached proposed budget for Hopkins Community Promotions for calendar year 1992, we
respectfully submit our request for funding from the City of Hopkins.
We request funding in the amount of $10,000, the same level of funding as in calendar year 1991. We
have based our budget upon your graciously maintaining your support of our community efforts. Cuts in
the funding would severely hamper our ability to present the events listed. We have pledged as a Board to
strictly adhere to our 1992 budget and to practice strict financial responsibility.
We strongly feel our organization contributes a great deal to the Main Street feeling of Hopkins and hope
for your support in continuing our efforts.
Any questions regarding the budget should be directed to either Elly Barth, treasurer, or Mary
Vickerman, president, of Hopkins Community Promotions.
EllyK.Barth
for the Executive Board of Hopkins Community Promotions
The Raspberry Capitol of the World
1992 PROPOSED BUDGET
HOPKINS COMMUNITY PROMOTIONS
INCOME
Funding 72264.00
Membership 12000.00
Business & Events Guide (net) 3500.00
Events
Music in the Park 4760.00
Mainstreet Days/Art Fair 2300.00
Heritage Days/SoapBox Derby 4815.00
Silent Auction 5000.00
Marketplace 14000.00
TOTAL PROJECTED INCOME 11 8.639.00
1992 PROPOSED BUDGET
HOPKINS COMMUNITY PROMOTIONS
OPERATING EXPENSES
Wages (gross) 23500.00
Mileage 200.00
FICA 1797.75
FUTA/UC 526.00
Rent 21000.00
Postage 2350.00
Office Expenses 2625.00
Insurance 3115.00
Meeting Expenses 1050.00
Copy Machine 200.00
Legal & Accounting 600.00
Telephone 1875.00
Newsletter 2250.00
Petty Cash/Miscellaneous 750.00
TOTAL OPERATING EXPENSES 61.298.75
1992 PROPOSED BUDGET
HOPKINS COMMUNITY PROMOTIONS
Breakfast 450.00
Awards 750.00
Flowers QSK
AWARDS BREAKFAST
AWARDS BREAKFAST
Advertising
1992 PROPOSED BUDGET
HOPKINS COMMUNITY PROMOTIONS
MAINSTREET DAYS
Artscape 125.00
Mpls/St. Paul Magazine 777.50
City Pages 209.50
MN Suburban 1835.00
Jensen Posting 400.00
Central Screen Printing 570.00
Alan Sign 230.00
Art Fair Dollars 300.00
Entertainment
Hoopsnakes 0.00
2nd night band 1700.00
Robin of Ahhhs 450.00
Beacon Hill 300.00
Bates/Sound 300.00
ASCAP 100.00
Printing 500.00
Banner 15.00
Generator 650.00
Donuts/Coffee 100.00
Awards 225.00
Ice Cream Social 100.00
BFI 700.00
Skyway 4700.00
Summary Advertising 4447.00
Entertainment 2850.00
Operating 6990.00
TOTAL MAINSTREET DAYS 14287,00
Advertising
MN Suburban 1520.00
Keyline Supplement 75.00
Entertainment
1992 PROPOSED BUDGET
HOPKINS COMMUNITY PROMOTIONS
MUSIC IN THE PARK
6 nights @ $400.00 2400.00
Ope
Banner 15.00
Banner Painting 60.00
BFI 300.00
Summary Advertising 1595.00
Entertainment 2400.00
Operating 375.00
TOTAL MUSIC IN THE PARK
Advertising
Et_ tertainment
1992 PROPOSED BUDGET
HOPKINS COMMUNITY PROMOTIONS
HERITAGE DAYS
Mpls/St. Paul Magazine 775.00
City Pages 210.00
Weekly News 220.00
Jensen Posting 400.00
Central Screen Printing 590.00
Alan Sign f00.00
Hoopsnakes 2750.00
2nd night band 1700.00
Saturday Afternoon Band 2500.00
Sound 600.00
ASCAP 100.00
Printing 200.00
Banner 15.00
Generator 650.00
Donuts/Coffee 100.00
T -Shirts 275.00
Hoosier Stamping(wheels) 525.00
Buzz Tools (axles) 200.00
Justus (frames) 525.00
BFI 700.00
Skyway 4000.00
Summary Advertising 2795.00
Entertainment 7650.00
Operating 7190.00
TOTAL HERITAGE DAYS /SOAP BOX DERBY 17.635.00
1992 PROPOSED BUDGET
HOPKINS COMMUNITY PROMOTIONS
MARKETPLACE
Advertising
Skytracker 410.00
Signage 100.00
Program Printing 1550.00
Ad Placement 6640.00
Entertainment
To be determined 1800.00
Stage/Microphone 200.00
Exhibitors Party 100.00
tinQ
Building Rental/Security 900.00
Booths/Drapes 1500.00
Signage 500.00
Generator 100.00
Misc. 200.00
Summary Advertising 8700.00
Entertainment 2100.00
Operating 3200.00
TOTAL MARKETPLACE $14.000.04
•
1992 PROPOSED BUDGET
HOPKINS COMMUNITY PROMOTIONS
MEMBERSHIP DRIVE
Advertising
Coupon Book 1750.00
Entertainment
Donuts /Party 75.00
°Aerating
Decals 318.00
Awards 45.00
Summary Advertising 1750.00
Entertainment 75.00
Operating 363.00
TOTAL MEMBERSHIP DRIVE ;188.00