2025-024 Resolution Amending Legislative Policy ManualCITY OF HOPKINS
HENNEPIN COUNTY, MINNESOTA
RESOLUTION 2025-024
RESOLUTION AMENDING LEGISLATIVE POLICY MANUAL
WHEREAS, the City Council of the City of Hopkins has approved a document entitled
the Legislative Policy Manual to provide uniform guidelines on City policies so that
actions taken are consistent and fair; and
WHEREAS, the City Council of the City of Hopkins has determined the existing policy
manual needs to be amended to include various changes related to City Council
meetings.
NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Hopkins
hereby adopts the revisions to the Legislative Policy Manual Chapters 5, 6 and 7
Adopted by the City Council of the City of Hopkins on this 15'h day_-of,Aprit.2025.
By -
Patrick Hanlon, Mayor
AT ST: L&A
Amy Domeier, City Clerk
POLICY 5-I
SIDEWALK CAFE POLICY
1. PURPOSE AND GOALS
1.01 Outdoor cafe seating for businesses provides multiple benefits to the City. The Goals of
the Sidewalk Caf6 program are to do the following:
• Support Local Business — Outdoor seating attracts the attention of pedestrians and
increases their stay. Not only does outdoor seating promote the adjacent business, but
increases other businesses' visibility when customers choose to be seated outside.
• Continue City's Art Culture — It fosters a creative and innovative spirit that furthers
the identity of the area as an Art destination and city.
• Encourage Human Interaction — The aesthetically pleasing and nontraditional
setting provides an additional option where pedestrians can relax, enjoy, and interact
with their fellow community members.
• Create Public Space on Mainstreet — By repurposing city on -street parking spaces
into outdoor seating, it addresses the need for additional public space. It promotes and
reinvents new views on the urban landscape.
• Encourage walking — Outdoor seating encourages more pedestrian activity by
livening up the street, creating more things to look at, and making the businesses
appear more active.
2. PERMIT REQUIRED
2.01 Any qualifying business wishing to add a Sidewalk Caf6 must obtain_a Sidewalk Caf6
Permit. To qualify for a Sidewalk Caf6, the business shall not have private opportunities
for outdoor seating in the front of building or street side.
2.02 Applications for the Sidewalk Cafe Permit will be available at the City Clerk's office,
and if approved, shall become part of the permit. Incomplete applications will be
returned.
2.03 The permit fee shall accompany the application.
2.04 The permit is only valid from May 1 through October 15. The City reserves the right to
change the permitted dates based upon emergency or weather related conditions.
2.05 Applicants are required to apply each year for a new permit.
2.06 Starting in 2017, Applicants will be eligible to apply for a renewal permit if there are not
significant changes to the original application submittal.
2.07 Approval of the Sidewalk Caf6 Permit does not indicate approval of a business license,
liquor license, or other required licenses or permits.
3. PERMIT REVIEW PROCESS
3.01 Qualifying business submits a Special Event Permit Application. The application
includes the following:
a. City of Hopkins Application Form
b. Certificate of Liability Insurance
c. Proof of Workers Compensation Insurance Form
d. Site Plan
1. A drawing showing the layout and dimensions of the existing sidewalk area
and adjacent property, existing utilities, including fire hydrants, and public
improvements such as benches, trash receptacles and landscaping, and the
proposed location, size and number of tables, chairs, planters, umbrellas or
other objects related to the sidewalk cafe, location of doorways and the
pedestrian circulation path.
2. Photographs, drawings or manufacture's brochures fully describing the
appearance of all proposed building materials, tables, chairs, umbrellas, trash
receptacles, exterior lighting, portable heaters or other objects related to the
sidewalk cafe.
3. Lighting Plan.
4. Landscaping Plan.
3.02 Application is submitted to City Clerk and reviewed by:
a. Planning and Economic Development Department
b. Public Works
c. City Engineer
d. Police Department
e. Fire Department
f. City Manager
3.03 The Permit is administratively approved subject to conditions as approved in this policy.
Any significant changes to these conditions will require review and approval by the City
Council.
3.04 An inspection and final approval by Public Works.
4. PUBLIC OUTREACH
4.01 Applicant must notify businesses immediately adjacent to the proposed Sidewalk Cafe
area. Notification must include a layout and duration for the outdoor seating.
4.02 Additional outreach to business associations and/or neighborhood associations may also
be required.
5. CONDITIONS OF APPROVAL
5.01 Site Specifications:
• Sidewalk Cafes are limited to restaurants and brewpubs between 7rh Avenue and 43P'
Avenue Shady Oak Road. Business must either front Mainstreet or front a right of
way located within half block from Mainstreet. To qualify for a Sidewalk Cafe, the
business shall not have private opportunities for outdoor seating on Mainstreet.
• Sidewalk Cafe area shall be limited to the public right of way abutting the business to
which it is attached.
• Sidewalk Cafe may not block access to a bus stop.
• Sidewalk Cafe must be located at least 20 feet from any fire hydrants.
• Sidewalk Cafe must not block site lines at intersections as determined by the City
Engineer.
• The City maintains the right to review and make final determination as to whether or
not a Sidewalk Cafe would be allowed based on the unique circumstances related to
each business. Factors that will be considered would include, but not be limited to,
public safety, location, impacts to vehicular and pedestrian traffic circulation, and
impacts to parking.
5.02 Design Specifications:
• If the operating business serves alcoholic beverages, a decorative barrier or railing
between 32 and 42 inches in height is required around the sidewalk cafe area. Treated
lumber is not an acceptable building material.
• Lighting must be sufficient to promote public safety, directed downward, and
compatible with the surrounding area.
• Annual/perennial flowers shall be used to enhance the streetscape aesthetics
• Canopies/umbrellas shall be used for sun protection
• Sidewalk Cafe area must meet ADA (American Disability Act) requirements
• Design consideration must include architectural and characteristics of area
• No commercial signage may be placed on the sidewalk cafe area, only directional
signage.
• A minimum clear passage zone for pedestrians of at least five feet shall be maintained
at all times.
• Umbrellas extending into the pedestrian clear passage zone or pedestrian aisle shall
have a minimum head clearance of seven feet.
• If a temporary walkway structure that bumps out into the roadway is used:
o The structure shall be constructed of metal or composite material or other
weather resistant, long lasting, high quality material. Treated lumber is not an
acceptable building material.
o Maximum width shall not exceed 8 feet
o Maximum length shall not exceed 40 feet, or the length of the frontage of the
business to which it is attached, whichever is smaller.
o No supports or brackets may extend onto the walkway where they might cause
tripping hazards or otherwise interfere with people using the walkway.
o Decorative barriers between 36 inches and 42 inches in height are required
separating the pedestrian walkway from the roadway.
o Reflective bollards or strips must be located at either end of any portion of the
structure located within the roadway and be affixed and incorporated into the
structure.
o Directional signage shall be used to assist pedestrians in utilizing the
walkway.
o Surface of structure must be leveled with sidewalk surface (up to 1/4
clearance).
o No more than a''/2 inch gap between the structure and curb is permitted.
o Structure may not impede water flow and drainage.
5.03 Management Specifications:
• A minimum clear passage zone for pedestrians of at least five feet shall be maintained
at all times. The exits from the walkways must be clear at all times. Signs, chairs,
etc. shall not be placed so as to interfere with pedestrians exiting the walkways in
order to continue on the City sidewalk.
• The furniture associated with the Sidewalk Cafe shall be moveable, washable,
constructed of metal or composite or other high quality material, and maintained in a
safe and sanitary condition.
• The Sidewalk Caf6 area shall be controlled and monitored continuously during the
hours of operation and unruly patrons shall be removed immediately.
• Patrons shall not leave the premises with a drink nor can drinks be taken onto a public
sidewalk that is outside of the Sidewalk Caf6 area.
• The Sidewalk Caf6 area must be included in the required liquor liability insurance for
the premises.
• Hours of operation of the Sidewalk Caf6 shall be limited to between 10:00 am and
11:00 pm.
• Permitee shall not allow smoking within the Sidewalk Caf6 area.
• Alcoholic beverages may only be brought into the Sidewalk Caf6 area by a server.
• Permitee shall pick up litter within 100 feet of the Sidewalk Cafe area on a daily
basis. Appropriate receptacles for rubbish, garbage, etc. must be provided.
• The Sidewalk Cafe area must be free of debris, litter, and soil surrounding and
underneath any structure platform.
• No electronically amplified outdoor music, intercom, audio speakers, or other such
noise generating devices shall be allowed in the Sidewalk Caf6 area.
6. ADDITIONAL REQUIREMENTS
6.01 Insurance. Applicant must provide the City with a Certificate of Insurance showing proof
of general liability insurance, automobile liability insurance (if applicable) and liquor
liability insurance (if applicable) meeting the following minimum requirements:
• Applicant shall procure and maintain for the duration of the permit commercial
general liability insurance protecting it from claims for damages for bodily injury and
property damage which may arise from or in connection with the event's operation
and use of the City's property in the minimum amount of $1,000,000 per occurrence.
• If alcohol will be sold or served, Applicant must have liquor liability (dram shop)
insurance in the minimum amount of $1,000,000 per occurrence.
• The City shall be endorsed as an additional insured on all liability
policies. Applicant's insurance shall be primary.
• The City reserves the right to modify these insurance requirements depending on the
nature and scope of the permit.
6.02 Claims. Applicant agrees to defend and hold the City harmless from claims, demands,
actions or causes of actions, of any nature of character, arising out of, or by reason of
conduct of the event authorized by such premise extension, including attorney fees and
all expenses.
6.03 Damages. Applicant will indemnify the City for all damages that may result to City
property as a result of an event.
6.04 The City reserves the right to request at any time that the structure be removed for any
utility work that needs to be performed in the City right-of-way. Additionally, the City
may require the permit holder to remove the structure for emergency purposes or as
deemed necessary.
Established: 02/21 /2017
Revised: 4/ 15/2025
City of Hopkins
POLICY 54
MOBILE FOOD UNITS
1. PURPOSE
1.01 This section is intended to require an establishment preparing and serving food from a
self-contained readily moveable vehicle to obtain a license from the City and to regulate
the conditions from which the registered establishment operates with the City for the
promotion of business within the City and for the protection of existing businesses,
customers and the general public. This policy is designed to permit the reasonable use of
mobile food units while preventing any adverse consequences to residents, businesses
and public property.
2. DEFINITIONS
2.01 "Mobile food unit" as used in this section, means: (1) A self-contained food service
operation, located in a readily movable motorized wheeled or towed vehicle that is ready
movable without disassembling and that is used to store, prepare, display or serve food
intended for individual portion service; or (2) A mobile food unit as defined in Minnesota
Statutes, Section 157.15, Subdivision 9.
3. REGISTRATION REQUIRED
3.01 Any qualifying mobile food unit vendor wishing to conduct sales in Hopkins must
register with the City Clerk. A Mobile Food Unit Permit allows operations in the City for
up to 12 days of each calendar year. A qualifying vendor must provide proof of
Department of Health Licensing upon request. Vendors must follow all Department of
Health Licensing regulations.
4. SALES TO PUBLIC ON PUBLIC PROPERTY
4.01 Sales on public property are permitted with the City's approval. Public property includes
City Hall, parks, schools, City -owned parking facilities, The Depot, Hopkins Public
Works, Hopkins Center for the Arts, Hopkins Pavilion and Hopkins Activity Center and
LRT Station properties.
4.02. Permission required by the City.
4.03 Mobile food unit operator must work with City staff to register for event.
4.04 Mobile food units cannot locate within 100' of the property line of a restaurant or bar that
serves food. Exceptions may be made for Special Events approved by the City.
4.05 Mobile food units may be parked in a public right-of-way if the right-of-way is closed -as
authorized by the City.
5. SALES TO THE PUBLIC ON PRIVATE PROPERTY
5.01 The mobile food unit operator shall have written permission from the property owner to
operate on their property. The property/business owner must register the mobile food unit
with the City Clerk.
5.02 Only one mobile food unit is allowed per event unless part of a Special Event Permit.
5.03 Mobile food units may locate on nrivate nronerty abuttine the Artery (8t' Avenue) on a
permanent basis. Said Mobile Food Units locatingon ro zty abutting the Artery are
exempt from Section 10.01 and Section 10.17 of this policy but must meet all other
applicable requirements. Additionally, power sunnly to the mobile food unit must be
from a nrivate connection, and generators are prohibited.
6. SALES TO THE PUBLIC ON RESIDENTIAL PROPERTY
6.01 Mobile food units are not permitted to sell to the public on property that is zoned
residential. Such sales would violate home occupation rules.
7. PRIVATE USE OF MOBILE FOOD UNITS ON RESIDENTIAL PROPERTY
7.01 Mobile food units are allowed to provide food for private events in residential areas, for
example: weddings, graduation parties, etc. The food unit is essentially acting as a caterer
and sales to the general public are not allowed.
7.02 The mobile food unit must be located on the residential property and not within the City
right-of-way.
7.03 No overnight parking of a mobile food unit on residential property is allowed.
8. SALES AT FESTIVALS AND OTHER COMMUNITY EVENTS
8.01 Mobile food units are permitted to operate during pre -approved festivals and community
events provided it is approved as part of a festival and community events permit. Pre -
approved festivals and community events are listed in the Special Event Policy 5-D.
8.02 There shall be no limit on the number of mobile food units allowed per event.
9. SALES TO EMPLOYEES ON PRIVATE PROPERTY
9.01 Mobile food unit sales are allowed to employees of any business on private property.
10. PERFORMANCE STANDARDS
10.01 A mobile food unit that is licensed may not operate within the City for more than a total
of 12 days per calendar year.
10.02 No mobile food unit sales or operations between 10:00 p.m. and 7:00 a.m.
10.03 Mobile food units cannot locate within 300' from the perimeter of any preapproved
festival, sporting event or civic event unless a license is issued to be part of the festival or
event.
10.04 Operators must clean around their unit at the end of each day.
10.05 Operators cannot call attention to themselves by crying out, blowing a horn, ringing a bell
and playing music or other noise discernable beyond the unit.
10.06 Units must be kept in good repair and have a neat appearance.
10.07 Proof of the Department of Health Licensing must be provided upon request.
10.08 Units must follow all Department of Health Licensing regulations.
10.09 A mobile food unit must dispose of its gray water daily. Gray water may not be drained
into City storm water drains.
10.10 Liquids from a mobile food unit cannot be drained onto public property.
10.11 Electrical cords and hookups to public utilities are not permitted.
10.12 The mobile food unit may have a maximum bumper to bumper length of no more than 30
feet.
10.13 A mobile food unit is not required to obtain a sign permit from the City. However, no
additional signage is permitted beyond that which is on the mobile food unit unless it
meets the following requirements:
• One ( 1) single sandwich board style sign is permitted per mobile food unit;
• The maximum sign size is eight (8) square feet;
• The sign must be placed on the ground within ten (10) feet of the mobile food unit;
• The sign must not be placed within the public right- of -way except with the express
• written permission of the City; and
• The sign cannot project from the mobile food unit or be mounted to the roof of the
• mobile food unit.
10.14 A mobile food unit licensee must comply with all laws, ordinances, regulations, parking
zones and posted signs.
10.15 A mobile food unit must provide an independent power supply that is screened from
public view. Generators must be self-contained and not exceed 70 decibels 10 feet away
from the source.
10.16 Operator is responsible for daily removal trash, litter, recycling and refuse. Public trash
cans shall not be used to dispose of water generated by the operation. The operator shall
provide a garbage receptacle with a tight fitting lid. The receptacle shall be easily
accessible for customer use and located within 5 feet of the unit.
10.17 Units cannot be left unattended nor remain at an authorized operation location
outside allowed hours of operation.
10.18 The unit shall not have a drive-thru.
10.19 Building permit required if customers enter trailer during the conduct of business.
10.20 Only food and non-alcoholic beverages may be sold unless the mobile food unit is part of
a catered event and the caterer holds a state issued caters license to serve alcohol. The
other exception is for businesses that hold a City issued liquor license. Businesses that
hold a City issued liquor license may dispense from a beverage cart or trailer on their
premise only.
10.21 A mobile food unit licensee that is locating on City property must provide the City with a
Certificate of Insurance showing proof of general liability insurance meeting the
following minimum requirements:
• Applicant shall procure and maintain for the duration of the event commercial general
liability insurance or equivalent special event coverages protecting it from claims for
damages for bodily injury and property damage which may arise from or in
connection with the event' s operation and use of the City' s property in the minimum
amount of $1,000,000 per occurrence.
• If automobiles will be used during the event, Applicant shall provide automobile
liability insurance with a minimum combined single limit of $1,000, 000 per
occurrence. Coverage shall include liability for owned, non -owned and hired
automobiles.
• The City shall be endorsed as an additional insured on all liability policies.
Applicant's insurance shall be primary.
• The City reserves the right to modify these insurance requirements depending on the
nature and scope of the event.
10.22 Registrants agree to defend and hold the City harmless from claims, demands, actions or
causes of actions, of any nature of character, arising out of, or by reason of conduct of the
event authorized by such premise extension, including attorney fees and all expenses.
10.23 Registrants will indemnify the City for all damage that may result to City property as a
result of an event.
Established: 2/29/2016
Revised: 2/n�4/15/20 5
City of Hopkins
LEGISLATIVE POLICY 6-F
PUBLIC PURPOSE EXPENDITURES
1. PURPOSE
1.01 Every City of Hopkins expenditure must be valid based upon the public purpose for which
it is purchased and the specific or implied authority for the expenditure found in the City
Charter and state statutes.
1.02 The following items are deemed to meet the Council definition of public purpose
expenditures, i.e. an expenditure authorized by law which is reasonably necessary and
convenient in accomplishing the functions of the City.
2. MEALS AND REFRESHMENTS.
2.01 The City Council recognizes that situations in which City business needs to be discussed
can and do occur during meal hours (e.g. luncheon meetings). In addition, there are public
and employee meetings and events in which reasonable refreshments may add to the
success of the meeting and/or event and create a more productive work force. The
following items are deemed to meet the Council definition of public purpose expenditures
in regard to food and meals.
U. At C#d vnZ. �nnos thathave oumase e f discussing t. CJaY issues.and these
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b:a. When they are part of a breakfast/lunch/dinner meeting for official city business when
it is the only practical time to meet and when it involves non -city employee
participants (i.e. business developers or business representatives). Only the expenses
incurred by city employee(s) may be reimbursed. The City Manager may allow
exceptions when deemed in the interest of the City.
e:b.During non -routine, official meetings and special events of the City Council,
Commissions_, e Committees taskforces or bodies similar in nature. when the fnee r .
does iiet allow intervaptions for- meal bFeaks or- must be held ever t-ypieal meal per-i
d c. When they are part of the structured agenda for a conference, workshop, seminar, or
meeting in which the City Manager or a department director has authorized the
employee to attend (this does not include routine staff meetings).
e-A.For department -sponsored meetings, conferences or workshops where the majority of
invited participants are not city employees.
€e. At department -sponsored events where registration fees are charged and the majority of
invited participants are not city employees.
gf. At meetings consisting primarily of city employees when the refreshment and/or meals
are an integral part of the event and are necessary to sustain the flow of the meeting
and to retain the captive audience, and if the meeting is one of the following:
i. A department division or city-wide annual/quarterly staff meeting for all
employees;
ii. A non -routine staff or organizational meeting;
iii. To welcome new employee(s).
Legislative Policy Manual -- Chapter 6-F
iv. Planned employee engagement and structured training sessions approved by
Department Directors.
v. When a meeting is scheduled to last 4 hours or more or must be held over a
meal period and does not allow interruptions for a break.
,
beafds/eem * * d task fones, when they afe ef a non fetaine basis or- Wh
speeial events are held (i.e. as retirements er- rveeofiefi).
i-.g_Snacks and a dinner meal to be allowed for staff during performance of election related
duties on Election Day.
j-. Lunch for all members of interview panels for candidate interviews held over a meal
period.
k-.i_Department or City Leadership Staff Meetings and yearly staff retreat- food costs for
meals and occasionally lodging if held out of area.
hLEmergency Response Team -food and beverage during training once a month.
Emergency personnel related trainings or emergencies where its is required to perform
for extended periods of times where refreshments are important to duty performance,
firefighters, police officers and other emergency response personnel may be provided
refreshments or food when it is deemed appropriate by the City Manager or
Department Director to assure the delivery of quality emergency response service.
3. COMMUNITY RECOGNITION EVENTS/PURCHASES.
3.01 Community Image Awards (Plaque and gift certificate) - As part of its ongoing efforts and
redevelopment, the City has undertaken a program to recognize residents and businesses
that make significant improvements to their properties. These property owners are awarded
a plaque and a gift certificate.
3.02 The purchase of small nominal gift cards or prizes for the purpose of encouraging public
engagement and/or incentivize participation, or as a gratitude or hospitality. The City
Manager or their designee shall determine these gifts and amount.
4. EMPLOYEE RECOGNITION EVENTS/PURCHASES.
4.01 The City of Hopkins City Council recognizes the hard work and service performed by the
employees of the City through a formal Employee Recognition Program. The City
Council believes the benefits of attracting, retaining and motivating employees through an
Employee Recognition Program support employee job satisfaction, which in turn impacts
cooperation and productivity. The result is to provide excellent public and customer
service to better serve the interests of the residents of the community.
4.02 The Employee Recognition Program is considered "additional compensation" for work
performed by employees but is entirely dependent on receiving funding from year-to-year.
No provisions of this policy, or its administration, shall be subject to review under the
grievance or arbitration provisions of any collective bargaining agreement. These items are
approved annually by the City Council as a part of the overall budget approval process
which includes a public hearing on the proposed budget.
Legislative Policy Manual -- Chapter 6-F 2
a. As refreshments for recognition or special one-time or once -per -year events when
provided at modest level with prior City Manager approval, such as:
1) Annual Employee Picnic
2) Aa-mual u liday n„-ty
3)'LAnnual Employee Recognition Celebration
4431—Police Department Recognition dinner. Includes meals for all HPD
employees and a guest, City Manager or designee, Mayor and City Council.
b. Annual Employee Recognition Awards
Yeaars of service awards for regular full and part-time employees are
recognized at 5-year intervals and are awarded at the Annual Recognition
Event. Recognition gift purchases must be at a nominal cost not to exceed
$2250.00 depending on the number of years an employee has been with the
City.
iL
5. VOLUNTEER RECOGNITION EVENTS
a. City Board and Commission Recognition - Expenditures include food and simple gifts.
b. Police Reserve Dinner includes meals for reserve and a guest, coordinators, City
Manager or designee, Mayor and Council. Associated costs for awards that are
presented.
6. SPECIAL EVENTS
a. Such as Raspberry Festival, National Night Out, and other events that involve or invite
participation by the general public.
b. Expenditures for meals and participation fees are allowed, and representative staff
members may participate in events that directly benefit the marketing of the City. Such
expenditures will be approved by the Hopkins Redevelopment Authority as Public
Relations Expenditures pursuant to Minnesota Statute 469.101, Subd. 16.
7. TRAIININGAND SEMINARS
7.01 Expenditures are allowed for reasonable registration, tuition and travel expenses for
conferences, seminars, workshops, tuition and approved City employment -related course
work in accordance with City of Hopkins Personnel Policy.
7.02 Expenditures are allowed for reasonable registration and travel expenses for City Council
conferences, seminars, and workshops, in accordance with City Legislative and Personnel
Policies.
8. EMPLOYEE WELLNESS PROGRAM
8.01 The City Council recognizes the importance of employee fitness and health as it relates to
the overall work and life satisfaction of the employee and the overall impact on the City's
health insurance program. As such, the City Council supports the Employee Engagement
and Wellness Program, which has been designed to educate employees on fitness/health,
engagement and wellness.
Legislative Policy Manual -- Chapter 6-F 3
8.02 The cost of the Employee Engagement & Wellness will be included as a separate line item
in the City Budget approved annually by the City Council as a part of the overall budget
approval process which includes a public hearing on the proposed budget.
9. MEMBERSHIPS AND DUES
9.01 The City Council has determined that the City will fund memberships and dues in
professional organizations and City social and community organizations when the purpose
is to promote, advertise, improve or develop the City's relationships, resources and
advantages and not for personal interest or gain.
9.02 The cost of memberships/dues is included in the departments' memberships/dues line -item
in the Hopkins Budget. These line items are approved annually by the City Council as a
part of the overall budget approval process which includes a public hearing on the
proposed budget.
10. CLOTHING AND OTHER ITEMS
10.01 Employees may receive T-shirts, and other sundry items of nominal value ($5.00) when
these items are made available to the general public or if these items are determined by the
City Manager to be important to the successful involvement of employees in special city -
sponsored or city -supported events (i.e. National Night Out, Raspberry Festival, etc.).
Employees may be supplied with unifeFms, elething, beets and ether- gear- neeessar-y fe
10.02 Employees may be supplied with uniform, clothing, boot and other gear necessary for their
job.
IL ALCOHOLIC BEVERAGES
11.01 The purchase of alcoholic beverages is not allowed.
12. EDUCATION REIMBURSEMENT
12.01 The Personnel Policy contains guidelines for an education reimbursement program. Job
related advanced education meets the public purpose guidelines of this policy. The amount
available for this program shall be considered annually.
Established 12/3/2002
Revised 1 /2/2024
Revised 4/1/2025
City of Hopkins
Legislative Policy Manual -- Chapter 6-F 4
POLICY 7-I
PUBLIC ART POLICY
1. PURPOSE AND VALUE OF PUBLIC ART
1.01 The City of Hopkins recognizes the value that the arts play in a vibrant community and
supports public art programs and activities that meet the following objectives:
• To provide meaningful aesthetic and cultural experiences for Hopkins residents,
business owners and employees, and visitors, adding to the vibrancy of the community
• To attract new residents and new visitors, including but not limited to cultural tourists
• To showcase and/or collect artwork that demonstrates the creativity and innovation
practiced in the arts, stimulates discussion and exchange of ideas, honors the history
and heritage of Hopkins, and/or reflects the character and diversity of Hopkins
2. PURPOSE OF THIS POLICY
2.01 The objectives of this policy are to:
• Provide uniform procedures for the review and acceptance of gifts and loans of works
of art for the City of Hopkins
• Provide policies and procedures relating to the commissioning of artwork, purchase of
artwork from ArtStreet or other instances of the City of Hopkins initiating the
acquisition of works of art
• Maintain high artistic standards in works of art displayed in public areas of the City of
Hopkins
• Advise the appropriate staff with the responsibilities to administer public art initiatives
• Advise on the planning for the placement, maintenance, and funding of works of art on
City property
• Define guidelines for the retention and possible deaccession of public artworks
• Facilitate appropriate recognition of artists and donors of works of art to the City of
Hopkins
• Direct the use of monetary donations including art dedication payments
3. DEFINITIONS
3.01 For the purposes of this policy, Public Art is defined as permanent, fixed,
temporary, or portable artistic expressions. This may include elements integral to
a public site or building indoors or outdoors; landscape elements designed as
part of an architectural design; objects and amenities used in a public site that are
designed by a professional artist such as but not limited to benches, lighting, tree
surrounds, railings, architectural ornament, etc.; or original works of fine art by
artists not associated with any building project. Examples of the latter include:
sculpture (free-standing, wall -supported, suspended, kinetic, electronic,
mechanical, etc.); murals; paintings; collage; earthworks; neon; glass; fiber;
mosaics; clay; wood; photographs; prints; literary arts; calligraphy; film;
holographic images; video; computer projections; drawings; or any
hybrids/mixed media. Civic undertakings such as historical markers, memorials
and monuments may fall under these guidelines if created by a professional
artist. Time -based artworks such as musical performances, theater, dance created
by a professional artist or team may also fall under these guidelines. For the
purposes of these guidelines, the following shall be excluded from the definition
of Work of Art: mass produced objects, fountains, playground constructions,
landscape elements and park amenities that are of standard design and not
designed by a professional artist. Also excluded from this policy are directional
or functional elements such as signage, maps and graphics that are not designed
by professional artists.
4. HOPKINS PUBLIC ART ADVISORY COMMITTEE
4.01 The City of Hopkins' public art program shall be advised by a Committee made up of
representatives of the Planning, Public Works, and Hopkins Center for the Arts staff,
community volunteers, business owners, and artists. The Committee shall be responsible
for providing the community voice for the public art programs and projects undertaken
by the City of Hopkins including planning, grant writing, communication, acquiring
public art, and maintenance of such artworks. The Committee shall meet as needed to
achieve the goals of the Public Art program as determined by the Hopkins City Council.
4.02 The Committee shall be composed of seven members comprised of:
• Two practicing artists and/or art professionals (minimum)
• Two Hopkins business owners and/or residents (minimum)
• One staff representative each from Public Works, Economic Development, and
Hopkins Art Center
4.03 Volunteers shall serve staggered three-year terms. A volunteer may serve up to three
consecutive terms, excluding the staff representatives. Volunteers shall be appointed to
the Committee by the City Council. Staff representatives from Economic Development
and Hopkins Art Center shall serve as staff liaisons to the Committee.
4.04 The Committee may also assemble smaller ad -hoc subcommittees for specific public art
projects. These subcommittees may include other stakeholders and non -committee
members as appropriate.
4.05 Every committee member has a responsibility to act ethically in serving the City of
Hopkins and its public art program. This includes but is not limited to: (1) obedience to
the law, (2) loyalty to the program and faithfulness to its mission, (3) confidentiality, (4)
respect for others, and (5) disclosure of potential conflicts of interest.
4.06 No Committee member will use their position, or the knowledge gained therefrom, in
such a manner that a conflict between the interest of the Hopkins public art program or
this Committee and their personal interests arises. If a Committee member has a
significant financial or professional interest in a proposed transaction with the program,
or has an active contract with the City, or is involved in any stage of negotiations for a
City contract or is applying to show a work of art in the public art program, they must
make full disclosure to the Committee of such interest. Any Committee member who is
aware of a potential conflict of interest shall not participate in any discussion or vote
related to the potential conflict of interest.
5. ACQUISITION OF ARTWORK
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5.01 The City of Hopkins may acquire artwork through its own initiatives (ArtStreet,
commissioning of work, etc.) or through the donation of artwork. Artwork purchased by
the City of Hopkins should demonstrate community support including but not limited to
being the result of a People's Choice or Children's Choice award for Hopkins ArtStreet, or
commissioned artwork resulting from community input. The following sections detail the
procedures and policies for the donation of artwork.
6. DONATION OF ARTWORK
6.01 Procedures for Making a Donation
• Any person, group of people or organization may request the City to accept a donation
of artwork. The potential Donor should review the Donor's Guidelines for Works of Art
and sample application form on the City website and will be given to anyone interested
in donating artwork to the City. Durability, longevity, and required maintenance will be
primary metrics when considering donations.
6.02 Acceptance Process
The purpose of this process is to ensure an equitable system for accepting or rejecting
proposed donations of artwork, to ensure that a high level of artistry is consistently
achieved, and to work with donors and artists to ensure that artwork meets maintenance
standards and is placed appropriately. The process is:
1. A designated staff representative of the City meets with the potential donor to discuss
the gift and review the Donor's Guidelines for Works of Art. Donor then completes the
application form.
2. The application is referred to the Public Art Advisory Committee for review. The
committee may choose to meet with the donor to clarify any issues. The Committee
may also meet with business owners, neighborhood associations, or other interested
parties as potential sites are considered. The Committee then makes a recommendation
to the City Council as to whether or not they feel the donation should be accepted. This
recommendation should include site placement and a maintenance plan as well as
information on the work of art.
3. The City Council may accept the gift, deny the gift, or ask the Committee for further
review. If an artwork is accepted, the City Council makes a resolution to accept the
donation. If the donor holds a title to the work, that title should be conveyed to the City
of Hopkins. If such a title does not exist, the donor should provide a signed letter clearly
stating the work of art is their ownership and is being given to the City in perpetuity
and that the donor relinquishes all control over the artwork.
4. The Committee and designated staff schedule the installation of the artwork, ensure the
donor is recognized for the gift at the installation site, and send a letter of thanks to the
donor on behalf of the City. The Committee is responsible for advising on the
maintenance plan for the artwork, and if it should arise, determining if an artwork
should be moved, repaired or deaccessioned.
6.03 Selection Criteria
The assessment of artwork can be a rather subjective endeavor. The Committee should adhere
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to the following basic criteria to make the process as fair as possible and to ensure a quality
public art program:
• High aesthetic level (evidence of the artist's mastery of the medium; impact on the viewer;
contributes to a diverse and high -quality collection of artwork)
• Appropriateness to the site (size, theme, historical or cultural significance, etc.)
• Impact, positive or negative, on property use and on adjacent property owners
• Practical maintenance burden (time, materials, cost)
• Safety to passersby, children, the disabled, and the environment (including but not limited
to projections, materials, noise, light, and odor)
• Undue susceptibility to vandalism or theft
• In no instance should the work depict subjects that are trademarked or commercially
licensed
• The donor has clear title/ownership of the work donated
7. COMMISSIONING OR PURCHASING OF ARTWORK
7.01 The most common way in which the City of Hopkins purchases artwork is through the project,
ArtStreet. Each year, the Committee has the option, but not the obligation, of purchasing one or more
pieces of art from the current round The Committee will decide if any pieces in the current round are
deemed appropriate for purchase. Results ofthe People's Choice and Children's Choice voting shall be
an important factor in making this determination. The basic criteria listed above shall also be employed.
7.02 The pricing of the artwork in relationship to the purchase fund is another key factor. If the
Committee decides to purchase a piece, a Hopkins staff person will handle the transaction.
In some cases, a third party may contribute to the purchase and will be recognized at the
site of installation and sent an acknowledgement.
7.03 There may be an instance when the City of Hopkins wishes to commission an artwork for
a specific site or purpose. In most such cases, a request for proposals or request for
qualifications will be disseminated to public artists. These will be reviewed by the
Committee and staff and shared with the City Council.
8. IDENTIFICATION OF ARTWORK
8.01 Unless a donor asks to remain anonymous, individuals or groups will be recognized for
their donation of public art through a small plaque near the donated work. Likewise,
unless the donor prefers to be anonymous, in all cases the artist of the work will be
recognized on the plaque along with the year in which the artwork was completed and the
medium. All design and text of this plaque must be approved by the Hopkins Public Art
Advisory Committee. If an artwork is for sale, such as through the ArtStreet initiative,
this will be communicated through a brochure, the City's website, and through QR codes
on the piece if available.
9. INSTALLATION AND MAINTENANCE OF ARTWORK
9.01 The City of Hopkins is responsible for installing and maintaining all pedestals, concrete
pads and securing mechanisms to be used for public art. The installation of the actual
artwork shall be arranged on a case -by -case basis but in general it will be handled as
follows. Any exceptions must be reviewed and approved by the Hopkins Public Art
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Advisory Committee.
9.02 In the case where public artwork is coming directly from an artist, that artist and staff are
responsible for overseeing the installation of the work by the City of Hopkins and holds all
liability for loss or damage during transport and installation of the work. In the case of a
short-term loan by an Artist (ex. ArtStreet), the artist is responsible for any repairs or
maintenance required during the term of the loan. In addition, the artist is responsible for
delivering the artwork properly prepared for installation per project guidelines or
agreement (ex. steel mounting plate secured to artwork).
9.03 When public art is coming from a third -party donor, the donor is responsible for the
transport of the artwork to its installation site and assumes all liability for loss or damage
during transport. The City of Hopkins is responsible for installation of artwork and
maintenance thereafter.
9.04 Artwork that does not conform to the specifications detailed in the program or project
guidelines will not be installed unless otherwise approved by the Hopkins Public Works
Department representative. At the discretion of the Hopkins Public Art Advisory
Committee, plans for installations of art may be sent to the City's Inspection Department
for a review of safety and security (i.e. very tall artwork). The Public Art Advisory
Committee is responsible for advising on a maintenance plan and schedule for all public
art in Hopkins and seeing that proper maintenance and repairs are carried out.
9.05 The City of Hopkins will maintain insurance on public art other than short-term loans or
temporary works. It may arise that very costly artworks may require an insurance rider.
This will be determined by the City Finance Director.
9.06 All public art that is owned by the City of Hopkins will be installed on public property.
Temporary installations, such as through ArtStreet and the mural program, may occur on
private property if agreed to in writing by the owner of the property on which the art is
installed.
9.07 Ten percent of commissions collected from the sale of Hopkins ArtStreet work will be
deposited in a Public Art maintenance fund. An art dedication payment is not a requirement
associated with any City approval for a development project but shall be accepted as a
donation to the City's Public Art Program. It is the responsibility of the donor to provide
directions as to how the proceeds are to be used in accordance with all City policies. If
there is not a public art project associated with the development for which the fee was
donated, that fee will be applied to the Public Art Maintenance Fund, unless otherwise
directed by the City Council.
10. RETENTION, RELOCATION, AND DEACCESSION OF ARTWORK
10.01 All artwork has a life span. The City of Hopkins is cognizant that a policy must be in a place to deal with
artwork reaching the end of its life span or in which artwork has become irrelevant or no longer useful in
serving the public art goals of the City. The City of Hopkins retains the right to relocate or permanently
remove an artwork from public display for any reason, at the sole discretion of the City. The City may
do so forreasons such as increased hazardto public health and safety, unsightly or deteriorated conditions
of the artwork, the need to access and maintain public facilities, in the interest of improving the quality
of the collection, etc. In general, if such donations do not apply, artwork will be retained in the public art
collection so long as:
• The artwork continues to be relevant and useful for the purposes and activities of the City, it is not
redundant or a duplicate that no longer has value as part of the collection as a whole
• An appropriate site for public display is available
• A public safety problem is not created by the project and no adverse environmental effects are
created
• The authenticity, attribution or genuineness of the work is not determined to be false or fraudulent
• Its condition remains good and represents no more than natural and proper aging of the work
• The artwork withstands exposure to the natural elements and/or public use
• The artwork can be properly and cost-effectively stored, maintained, preserved and/or used
• The item is located in an area where jurisdiction will not be transferred to another entity or made
inaccessible to the public
10.02 If an artwork is to be deaccessioned, the artist shall be contacted (if possible) and have
the option of reacquiring title and possession of the artwork upon permanent removal by
the City.
10.03 Donated items will be deaccessioned only at the direction of the City Council, which shall
consider the recommendations of the Hopkins Public Art Advisory Committee, City staff,
and public comment. The City will contact the donor and artist (if known) and will
determine the method and manner of deaccessioning with preference given to public sale.
Deaccessioned items may be disposed of by means of public sale; private sale; exchange
for another work; gifting to a tax-exempt public institution; recycling or destruction.
Destruction may be considered the viable alternative where the physical condition of the
work is severely deteriorated or will be irreparably damaged by deinstallation.
Established 4/15/2025
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