Memo- Depot Coffee House
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Administrative Services Department
Office of the City Manager
Memorandum
To:
From:
Date:
Subject:
Honorable Mayor and Members of the City Council
Steven C. Mielke, City Manager
March 10, 2000
Depot Coffee House-City Relationship
The Depot Coffee House is a unique project. The project was initiated through efforts
of the Chemical Health Commission in concert with youth from the Hopkins High
School. The intent of the organization was to operate as a student run project with
many assets of both educational and recreational concerns. Prior to the Coffee House
opening, a partnership agreement (attached) was developed to outline the relationship
between the various players in this collaborative effort. Over time, the relationship has
matured between the various players and, as such, it is wise to reflect upon the current
status of the relationship between Hopkins and the Depot to ensure that the City
Council is comfortable with the City's role relative to this facility.
In many ways, the City of Hopkins has assumed the primary responsibility for many
legal issues. For example, the staff members at the Depot are technically employees of
the City of Hopkins, under the direction of the City Manager. The City has assumed the
lease for the facility and, as such, has responsibility for the activities that are conducted
on site. The City has also taken on the financial accounting responsibilities. Finally,
the facility falls under the City's blanket insurance policies.
While the Depot is technically a partnership with many partners, the financial risks lie
primarily with the City of Hopkins.
Staff looks forward to discussing these issues with the City Council and to obtain
direction as to the relationship between the City and the Depot.
mayorccdepotrelation
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Depot Coffee House Project
Partnership Advisory Team - Mission Statement
The Mission of the Depot Partnership Advisory Team, (P AT) is to ensure continuity
between the partners, provide direction to the project in those areas that require
partnership involvement and to act as a conduit between the project and the organizations
involved.
This mission will be accomplished by holding regular meetings to discuss and determine
action in the following areas:
· Issues/problems which need solving.
. Information which needs sharing.
· The overall Vision of the project and to track progress.
. How to achieve the overall Mission of the project.
. How the partners can bring resources to the project.
. Structure of and within the partnership.
p AT involvement revolves around both the Coffee House Business and the Teen Center
Activities.
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Draft 1/19/1999
Partnership Agreement
. This partnership agreement is being entered into for the clarification of roles of the various parties
who are collaborating in The Depot Coffee House project. The partners are:
The Student Board - representing the larger student body
The City of Hopkins
Hopkins School District 270
HopkinsIMinnetonka Recreation Services
The Hopkins Police Department
The Foundation HealtbSystem Minnesota
The Community
It is the intent of this agreement to create a working relationship between the parties that will keep
things running smoothly and facilitate a successful project that is a positive experience for everyone
involved.
The basic understanding from which all parties operate is as follows: No party can make a decision
that affects the other parties unless the other parties are in agreement. For example, decisions
cannot be made by the students' that affects the City without the City's consent, and the City cannot
make a decision that affects the students without the student's consent. Everyone must be in
agreement on decisions as they affect the primary responsibilities of each party. A secondary
responsibility for each party is to facilitate the project as needed to support its success.
Primary responsibilities are as follows.
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The Student Board
The Board is responsible for the project as a whole, and for achieving the overall goals of The
Depot Coffee House. Primary responsibilities are those areas that affect the operation and decisions
relating to the Coffee House. The more specific responsibilities include: operation, fundraising,
general use of building, community netWorking, outreach efforts, music, and decoration.
City of Hopkins
Primary responsibilities of the City fall under these general categories: ensure health, safety, and
welfare of the people working on the project. The more specific responsibilities include: the lease,
administrative issues, such as insurance coverage, maintenance of the physical building, including
heating and electrical, exterior grounds maintenance.
Hopkins/Minnetonka Recreation Senices
Primary responsibilities of the Recreation Services: budget management assistance, scheduling use
of the facility (a policy will be developed by a committee which includes a representative from the
recreation services, and the student board), insuring that decisions are given appropriate amount of
time, and to offer staff time - within the given available resources.
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Hopkins School District 270
The School District's primary responsibility is promoting and supporting student participation in
planning and operation of The Depot Coffee House and to ensure that the student policies of the
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school district are respected. This policies specifically include: safety of students, academics as a
priority, and assurance that diversity and inclusion issues are supported.
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Hopkins Police Department
The police department's primary responsibilities are to: ensure the safety of persons at The Depot,
and to act as counsel and resource in regards to security issues.
The Foundation HealthSystem Minnesota
The Foundation HealthSystem Minnesota's primary responsibility is to assist students in their
fundraising efforts, publicity needs, mentoring students with the varied areas this project
encompasses, and providing connections to needed resources.
The Community
Every effort will be made to incorporate feedback from the COiin1Juuiiy-at-large by all parties in
regard to decisions made, and to ensure that the needs of the greater community are met.
ConOid Resolution
If conflict should arise between the parties a representative from each party will meet to work out
the difficulties. Those not directly involved with the conflict will assist in the resolution process by
acting as a negotiator, if needed.
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Amendments and RevisioDs
This agreement is subject to renewal bi-annually.
eement is entered into on March 1, 1997
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K ly Sl r
&Board Chair
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Earl Johnson if
Hopkins Police Chief
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Dave JohJ" on
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Colleen C. Simpson
Director of Community Services & Operations
The Foundation HealthSystem Minnesota
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HealthSystem Minnesota