Memo - Depot Coffee House Discussion
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MEMORANDUM,
To:
FROM:
DATE:
SUBJECT:
Honorable Mayor and Members of the City Council
Jay Strachota, Facilities Director
February 2, 2005
Discussion of Depot Coffee House Staff and Finances
Summary
On January 18, 2005 the Depot Teen Coordinator, Vidya Rao, submitted a letter of resignation.
She will be working through Friday, March 4,2005. The Depot staff, volunteers, partners, and
customers will miss Vidya. She has done excellent work for the Depot.
The transition in hiring a Teen Coordinator creates an opportunity to look at the best model for
staffing the position. The Depot is currently transitioning to Hopkins School District staffing the
coffee house business side of the Depot project. This was done to put a partner's strengths to
work at the Depot, the school district having strength in food service through the Royal Cuisine.
The Teen Coordinator is responsible for youth leadership and development. It seems to follow
the same reasoning of utilizing strengths, to place that position with the YMCA whose mission
includes youth leadership and development and states "we build strong kids, strong families, and
strong communities""
It is the consensus of the Depot Board, City staff, and YMCA that if there is a transition in
employment of the Teen Coordinator it should happen quickly in order to minimize the need for
interim staffing of Friday nights at the Depot, as well as not placing any existing work on hold
due to lack of staffing.
Staff brings the concept of the YMCA employing the Teen Corrdinator to the Council for
discussion and direction as a Partner of the Depot Coffee House project.
Background
The organizational structure of the Depot Coffee House prior to 2003 consisted of a Coffee
House Manager, employed by the City of Hopkins, and a Teen Coordinator, employed by the
YMCA. When financial hardship hit the Depot in 2002 the Teen Coordinator left the Depot and
for a time the position was vacant due to lack of funding. Then a grant was received from the
Minnesota Department of Public Safety Juvenile Justice Program that funded a Teen Coordinator
position so the position was filled, recognizing the position's future was grant funding
dependent. When filling the position, the organizational structure was changed to create a Depot
Director who managed the project overall, and a Teen Coordinator who reported to the Depot
Director. This was done to improve communications between the positions and to create a
hierarchy of responsibility. This line of reporting required the two positions to be under the same
employer so the Teen Coordinator was hired as a City employee. This model was disassembled
this last fall as the Depot Director's position was an expensive and expansive position to
maintain for the Depot and the Depot Board wanted a position created that focused solely on the
coffee house business to try and make substantial improvements in the coffee shop profitability,
The Depot currently has a Coffee House Manager and a Teen Coordinator on equal level with no
direct report supervisory responsibilities to each other.
Financially, last years figures are not final, but projections show 2004 brought over $14,000 in
net profit. For 2005, the Depot budget is basically break-even and we will go over the budget in
more detail at the work session. For 2006 and beyond the Depot, and the staff positions, will be
dependent on the continuing lease levy by the school district and grants. The more coffee house
sales increase the less grant dependant the budget.
Budget - see attached.
Draft Teen Coordinator Job Description - See attached
The draft job description for the Teen Coordinator (updated after Depot Director stepped down
but yet to be Board approved) demonstrates that the position supports the Depot and the Depot
Board. The position would report to the City or YMCA as a condition of employment. There are
no other CityNMCA responsibilities
The YMCA employs the Teen Coordinator
There is no doubt the Depot project is expanding and prospering in many areas. A project that is
expanding needs to do so with an eye on the future and how to best structure itself for future
success with the resources available now and resources of the future. That is what this change of
employer for the Teen Coordinator addresses. It's about strengthening the organization through
better utilization of resources,
Here is a brief outline of what the Hopkins School District, The YMCA, and the City of Hopkins
will bring to the project under a change in Teen Coordinator employment:
HSD - Provides
o Coffee shop supervision/operations
o Business Class education through coffee shop
o Levy for Lease
o Advisory on Teen Center programming
YMCA - Provides
o Teen Coordinator supervision & training
o Collaborates with coffee shop & business classes as needed
o Advisory on Coffee Shop
City - Provides
o Administration - Budget, grants, insurance, lease, partners meetings
o Buildings and grounds maintenance, & improvements
Advisory on Teen Center and Coffee Shop
Strengths of division of responsibilities
. It places each partner in their area of expertise
. Facilitates use of each partners special resources in their special area of expertise
. Training opportunities increased
. Divides the responsibilities to level out work loads
. Creates clearer and more focused responsibilities
. It gives the partners a tangible reason to be actively involved
Challenges
. Communications
. Governance - Bringing the pieces together so each partner stays responsible to their
commitment
. Making sure all partners remain actively involved
. Handling all the current change at the Depot
Depot Board
From discussions with Depot Board members and Teen Coordinator the Depot Board is
primarily concerned with the following:
That the City embraces youth and is actively involved with the project
There is adequate staff supervision '
Successfully getting through this period of change
Moving quickly to fill the position
Final Key Points
If this position becomes a YMCA position it will be a contractual position in the Depot
budget
If the position goes to the YMCA it will become 35 hours per week (up from 30), be a
benefited position (which it is now), and would cost the Depot budget approximately
$1150 more for 260 additional staffing hours. The increases are due to YMCA personnel
policy.
The position will continue to be funding dependant
The YMCA is very willing to commitment to employing the Depot Teen Coordinator
In Conclusion
The employment of the Teen Coordinator by the YMCA is an organizational change that is
intended to strengthen the organization. The Depot project is a collaboration of the Depot Board
and Partners and whether the Teen Coordinator position is the YMCA or the City position much
of the success of the position relies the governance of the Depot organization and the
collaborative efforts of the Board and Partners.
Fund Balance December 31
$
1.127
$
1.127
$
(17,596)
$
(2,953)
Fund Balance
January
1
$
3,067
$
1
127
$
1
127
$ (17,596)
Net Profit (Loss)
$
(1,940)
$
$
(18,723)
$
14,643
$
2,116
$
12,527
Total Expenditures
Expenditures
Salaries & Benefits
Materials & Supplies
Equipment
$187,223
$ 70,487
$116,737
$ -
$ 205,003
$ 88,647
$111,564
$ 4,793
$198,392
$117,789
$ 80,603
$ -
$ 232,392
$139,288
$ 93,104
$ -
$ 220,294 $
$125,109
$ 95,185
$ -
$
$
$
12,098
14,179
(2,081)
Total
Revenues
Federal Grants
State Grants
Charges for Service
Rents
Lease
Concessions
Contributions & Donations
Miscellaneous
Transfers In - Operating
Revenues
$185,283
$
$
$
$
$ -
$104,884
$ 48,379
$ -
$ 780
11
-
10,000
800
9,441
$ 205,003
$
$
$
$
$
$
$
$
$
6,260
50,000
105,261
13,854
6,000
13,629
-
10,000
$179,669
$
$
$
$ 86,258
$ 31,825
$ 1,000
$
5,832
4,755
$247,035
$
$
$
$
$
$
$
$
$
54,000
16,000
9,881
7,786
50,000
94,387
14,900
83
$222,410
$ 54,000
$ -
$ 4,500
$ 7,550
$ 24,250
$108,500
$ 23,610
$
$
$ 24,625
$
$
$
$
$
$
$
$
$
25,750
(14,113)
(8,710)
83
-
16,000
5,381
236
Actual
2001
Actual
2002
$ 50,000
Actual
2003
Preliminary
Actual
2004
Budget
2004
Variance
Over (Under)
2004
CITY OF HOPKINS
DEPOT COFFEE FUND
COMPARATIVE INCOME STATEMENT
DRAFT
POSITION TITLE: Depot Coffee House Teen Center Coordinator
REPORTS TO: Works under the direction of the Depot Coffee House Board
INTRODUCTION:
This is a part-time position assigned to coordinate, maintain, and develop activities for the Teen
Center component of the Depot Coffee House.
ESSENTIAL DUTIES AND RESPONSIBILITIES
TEEN CENTER PROGRAMS:
Assist the Board in the development and coordination of policy, programs, and events for High
School Students at The Depot. Programs may include formal and informal academic tutoring and
non-academic peer counseling programs, special events, dances/bands, open mic nights, etc.
Develop and implement the promotions of all activities, programs and events occurring at The
Depot.
Develop and implement annual promotion and marketing plans to encourage 9th grade students
to come to The Depot during the final half of their freshman year.
Maintain a close, positive contact with parents, school officials, community agencies, youth
workers, police, volunteers, and other persons who directly affect the lives of youth.
Supervise facility, staff and volunteers during events.
TEEN CENTER ADMINISTRATION
Provide administrative and coordinating support to the Depot Coffee House Board. This will
include, but is not limited to, typing and correspondence, recording and distributing meeting
agendas and minutes, giving programming updates to the Student Board & Depot Partners
Advisory Board.
Represent The Depot to community organizations and committees, including Reduce the Use,
The Depot Partners, Schools and Communities In Part':lership Committee and any others as time
permits
Facilitate the regular publication of the Boarding Pass newsletter. Coordinate articles, printing
and distribution of the newsletter. ,
Maintain all demographic and results information for all youth involved in the program.
Assist in the reporting of goals and objectives to grant funders including tracking of participants
through survey's, pre and post tests and other evaluation measurements.
GENERAL DUTIES
Coordinate communication, collaboration, and cooperation between participants, staff, board and
project partners through written and oral communication.
. Work independently to meet goals, deadlines, and carry out planned objectives.
Serve as a role model for students, delegate responsibilities and promote the Depot Coffee
House on behalf of the students.
Perform other related duties as assignedlrequired
MINIMUM QUALIFICATIONS
High school graduate
2+ years experiance or higher education in youth development, counseling, and/or recreation.
o Demonstrated ability to communicate clearly, orally and in writing.
Willingness to work a flexible schedule that includes evening and weekend hours, and on-call
responsibilities.
Access to a vehicle to conduct daily business.
DESIRABLE QUALIFICATIONS
A strong respect for the opinions and ideas of youth and a belief in youth leadership.
Experience working with youth of different ethnic, cultural and socio-economic backgrounds.
Ability to motivate a team to achieve common goals.
The ability to coordinate simultaneous projects.
The ability to work independently and as part of a team.
Experience working with youth in a business or non-profit setting.
Knowledge of Search Institute's Developmental Assets and Framework.
Established 12/22/02
Revised 01/18/05