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Memo - 2010 Budget - Selected FundsCITY OF HOPKINS MEMORANDUM Date: October 9, 2009 To: Mayor & City Council From: Christine Harkess, Finance Director Subject: 2010 Budget — Selected Funds At this work session we will be reviewing the following budgets: Depot Coffee House Special Revenue Fund Arts Center Special Revenue Fund Pavilion Enterprise Fund FINANCE DEPARTMENT Enclosed is a summary of each of those budgets with associated comments in addition to each funds summary budget by line item. Jay Strachota, Facilities Director will be present to provide insight to the Arts Center budget. The Depot and Pavilion budgets will be covered by Rick Steve and I. BUDGET DISCUSSION - 10 -13 -2009 Depot Coffee House Special Revenue Fund Total Revenues 110,000 Total Expenditures 113,495 Net Use of Fund Balance (3,495) Comments * Depot receives grants each year that cover multiple years. Budgeting to use fund balance indicates use of grant dollars received in previous years. * Part -time employees has been reduced as the Outreach Coordinator position is no longer being utilized. * Other line items are adjusted to reflect ongoing operations as programs change to meet the needs of the population served. * Capital items include: lighting for outside of building - $2,000; refrigeration replacement - $2,000; Sound and Video Upgrades - $4,000. Total for 2010 = $8,000 Arts Center Special Revenue Fund Total Revenues 810,021 Total Expenditures 776,376 Net Increase in Fund Balance 33,645 Comments * Rental income is down due to reduced hours by some of their largest renters and other regular renters choosing to keep their meetings on -site at their businesses. * Admissions (performance tickets) were increased due to new concerts and the Take Five Tuesdays * Donations, Foundations /Corporate Grants were both increased due to the Take Five Tuesday concert series. * Several expense line item were increased as a result of the Take Five Tuesdays concert series. This is a series of concerts with national acts booked through Sue McLean & Assoc. These acts have a higher artist fee and related costs resulting in higher expenses but also increasing income. Line items affected - Revenues: admissions, concessions, donations, Foundation /Corporate Grants. Expenses: office supplies, advertising, professional services, contractual services, equipment rentals and meals & lodging. Pavilion Enterprise Fund Total Revenues Total Expenditures Net Use of Fund Balance 346,650 411,141 (64,491) Comments * General Supplies was increased to reflect actual spending that has occurred in previous budgets. * Minor equipment was increased for the purchase of tables to be used for dry floor rentals. Partial payback is will be from fees collected from table rentals. The following is an overview of Depot activities prepared for Depot Partners and our supporters in the community. Included are statistical figures as well as some of the highlights of the first six months of 2009! By the Numbers: Mid - Year Report — January - June 2009 Numbers represent the total "visits' per month. No doubt many of our visits are by repeat customers. (For example, there were 16 chess class students who met 5 times) By the month: January The January highlights included our first -ever Hip Hop Residency with Kristoff Krane. This student - initiated (Mainstreet School Senior Aimee Renaud) series was funded by an outreach grant from The McKnight Foundation. The format was designed to give student artists an opportunity to perform original spoken word /hip hop material as well as to experience several well - known local artists each night ending with a "meet and greet" to continue the mentoring possibilities. A true sense of community emerged over the course of the month amongst the folks who attended. There are current grant requests in to have another winter residency in 2010. Starting in May the Friday evening schedule will include Hip Hop artists on the first Friday of every month. (Photo: Student participant Nelson Wedin: taken by Todd Cole) January February March April May June Open Mic /Tuesdays 143 136 118 71 103 92 Friday Live Music 423 305 340 263 345 290 Special Events 265- KK Res 12 - Wii 35 — HHS Comedy 80 - Chess 100- Earth Jam 14- Bike Scream The following is an overview of Depot activities prepared for Depot Partners and our supporters in the community. Included are statistical figures as well as some of the highlights of the first six months of 2009! By the Numbers: Mid - Year Report — January - June 2009 Numbers represent the total "visits' per month. No doubt many of our visits are by repeat customers. (For example, there were 16 chess class students who met 5 times) By the month: January The January highlights included our first -ever Hip Hop Residency with Kristoff Krane. This student - initiated (Mainstreet School Senior Aimee Renaud) series was funded by an outreach grant from The McKnight Foundation. The format was designed to give student artists an opportunity to perform original spoken word /hip hop material as well as to experience several well - known local artists each night ending with a "meet and greet" to continue the mentoring possibilities. A true sense of community emerged over the course of the month amongst the folks who attended. There are current grant requests in to have another winter residency in 2010. Starting in May the Friday evening schedule will include Hip Hop artists on the first Friday of every month. (Photo: Student participant Nelson Wedin: taken by Todd Cole) Also in January, Project Coordinator Ted Duepner and members of our Board were able to spend the long King holiday weekend on a retreat at Camp Ihduhapi where long range plans and governance changes were voted on. There was also ample opportunity to explore outdoors with a ropes course and other activities coordinated by camp staff. Our Board retreats are often some of the most memorable and significant experiences for many of our students. We hosted our first official Wii tournament organized by Ann Davy and Hopkins /Minnetonka Parks and Rec!! Our Wii system and games were provided through a Park Nicollet grant. February Some new additions this month include Saturday afternoon acoustic guitar music (Back Porch Trio) provided for customers' pleasure during coffee shop hours and complimentary chair massages on Thursday mornings! Resource Coordinator, Jo Clare Hartsig attended a Youth Development event sponsored by the Wilder Foundation. The Depot hosted the Hopkins High Comedy Sports team for two evenings of improv comedy. We said good -bye to Louise Miller as our Outreach Coordinator. Her work in teaching and "greening" our space and our programs is appreciated and will be continued. After evaluating the way outreach happens at the Depot, we decided to focus on diversity in programming. Our outreach grant from the McKnight Foundation was not renewed. Although Louise declined an offer to continue as program staff, she will be turning up from time to time behind the coffee counter as a DE (Depot Express) barista! March After trying several other ideas, we had great success with a Community Ed sponsored chess class series during the month of March. It was great to see pairs of intensely concentrating youngsters playing chess on a Sunday afternoon. Chess master Igor Rybakov has expressed interest in continuing this class in the future. As part of our commitment to the Arts, DE Ops Manager Lisa Clark hung the Hopkins Photo Contest entries in our space. She has been able to keep our interior walls lively with a regular rotation of art created by adults and students. The DE participated again in Taste of Hopkins before the State of the City event this spring. This year, instead of creating a "celebrity bowl" the Depot Board decided to donate proceeds from the Friday before Empty Bowls to the effort. Board Chair Patrick Williamson was able to deliver a check for $150 to Empty Bowls Coordinator, Barb Westmoreland. The Hip Hop Residency shows reach such an intimate level that I am sure would be impossible elsewhere because the Depot is chemical free. Even the performers are impressed with this; I remember a band member saying something like, "If I had a place like this growing up, I wouldn't have done so much dumb stuff ". The beauty of the Depot, for me, is the lack of dumb stuff. We're serious about community, art, education, and good coffee. The people that come to the Depot are just as serious. It makes for a perfect combination. Aimee Renaud, Depot Board, 2009 Hopkins Mainstreet School of the Performing Arts April Thanks to the creativity and expertise of our carpenter partners at Three Rivers Park District! And on the walls OUTSIDE the Depot we have added new signage (and cleared away the old) as part of our "branding" work. Plans are in the works for more outdoor progress (garbage "shelter ", shade structure for patio area, more storage, and new monument sign) in partnership with Three Rivers. The student designed sign that graced the roof of the building for many years was taken down... ...and transformed into fabulous tables for sittin' and sippin'. This is transition time for our Board of Directors. Many of our student leaders graduate from High School and no longer serve as Board Members. In order to capture the expertise of these people and add another layer of participation at the Depot, we have created a cadre of volunteers with specific training and responsibilities called Depot Event Corps. This option gives "retiring" Board members who stay in the area ways to maintain involvement and give back to a place that has meant a great deal to them. It also gives people (students and adults alike) a way to volunteer with The Depot in a flexible time frame that fits their schedules. Farewell and great thanks to: Patrick Williamson, Board Chair, Todd Cole, Vice Chair, Travis Wagman, Secretary, Linnea Bullion, Mike Johnson, and Alex Weir! June New Board members get "rooted" in Depot culture! New Student Board Members (Olivia Mested, Emily Nuckols, and Maddie Smart) participate in Board Member Orientation which included some planting chores at The Depot! May Adult Board member Rik Lundgren pots some petunias on the Depot deck. Our Board member selection process stays open all year so we are able to keep a full complement of members. Typically there are 10 -15 student members and 3 -5 adult members on the Depot Board. A great deal of recruitment success can be traced to social networking (Be our friend on Facebook!) and our beautiful and very useful web site that is hosted and administered by our City of Hopkins partners. Board member profiles are posted there: www.thedepotcoffeehouse.com. Bike trail traffic gets busier as the weather gets warmer. This year Depot staff and Board members led monthly "Bike Scream Sunday" rides to local ice cream venues. The events were advertised and administered by our partners at Minnetonka /Hopkins Parks and Recreation. Also in June, Board Members designed and hosted "Hip Hop Against Homophobia ", a special event to build awareness and to allow under age 21 patrons a place to celebrate during Pride Week! The Depot continues to be a safe and respectful place for the youth of our community to gather. The event launched an interesting discussion and actions to obtain legal clearance to make both Depot bathrooms gender - neutral. The Depot was the site of a Commuter Biking event where all kinds of information and encouragement were available to get more of us on our bikes and out of our cars! Our staff and Board continue to seek ways to emphasize this aspect of our program. Stay tuned.... Lnr6141; rr nka�.a tftGf1 Vii 1p7 :. ..., VVSVC AI I - For information about any of our upcoming programs, to make suggestions for something else we should be working on, or to be part of a Depot event, contact Jo Clare Hartsig JCHartsig @gmail.com and www.thedepotcoffeehouse.com . U U 00 N 69 64 69 69 69 69 0 0 0 0 0 0 0 0 0 0 0 O M kr O O M t� 01 N O O M t� O O M r+1 00 O V) 0 0 0 0 O O O CO O O O O O co O O O O O O in O O in O co CO t •--+ N O 00 c‘f N co" O O O O O O O O O v) O O oo v in N N O \p N N O 1 1 O\ 01 CO in in O in N N co oo t� t� N O r-- M O N •--- N N - - - t�0 • O ' M�r0. - • 00 O D\ •... M in O O Cl O in 00 N CO O M M O \p M N in in M 0 0 N 0 .0 .0 0 N O N in . 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