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CR 98-116 Acceptance of Grant for the Depot Coffee HouseJuly 16, 1998 Proposed Action Staff recommends approval of the following motion: Adoptign of Resolution 98 - 047 to accept a arant for the Depot Coffee House. The grant is from The Hopkins Family Services Cgllaborative in the amount of $10,000. The arant is to be split evenly between renovation and operation dollars. Overview The Depot Coffee House applied for this grant in April and was awarded $10,000. The money will got to finishing up the renovation as well as purchasing initial inventory for the coffee house. Previously, the Hopkins Family Services Collaborative awarded the Depot $20,000 in January of 1998. Primary Issues to Consider None Supporting Documents Copy of grant Heather Burgess; Operations Manager Acceptance of grant for The Depot Coffee House Council Report 98 -116 agent; CITY OF HOPKINS, MINNESOTA RESOLUTION NO. 98-047 ACCEPTING THE HOPKINS FAMILY SERVICES COLLABORATIVE GRANT ON BEHALF OF THE DEPOT COFFEE HOUSE WHEREAS, the City of Hopkins is acting as The Depot Coffee House's fiscal NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HOPKINS (THE "CITY") AS FOLLOWS: 1. The City accepts the $10,000 grant from The Hopkins Family Services Collaborative. 2. The City will divide the money equally between operations funding and renovation funding. Attest: City Clerk Approved by the City Council of the City of Hopkins this 21st day of July, 1998. CITY OF HOPKINS, MINNESOTA Mayor Hopkins Family Services Collaborative Hopkins School District Community Education Eisenhower Community Center, Rm. 127 1001 State Highway 7 Hopkins, MN 55305 April 14, 1998 Dear Hopkins Collaborative Members, We would like to thank you for your support of the Depot Coffee House. Your generous grant earlier this year has helped us further our goals and come closer than ever to opening The Depot and providing much needed counseling, mentoring and tutoring services to Hopkins youth at risk as well as providing a chemically -free and safe space for students to gather and socialize. We are enclosing another request for your review with this letter. Even though we have come very far with this project, there is still more to do. We need to finish up the renovation of our historical building this spring. We are requesting $5,000 to reach that goal and to purchase the necessary labor and materials the building needs to be fully operational. We are also requesting an additional $15,000 for general operating funds. We need to make initial purchases of supplies for the teen center and items for sale for the coffee house. The students and the partners have contributed large amounts of time and money to see this project through and we have had amazing support from the Hopkins community. This project is a welcomed addition to the other programs and services offered by the school district and city. The Depot fills a unique need - a place that is chemically free, safe and supportive of students who are battling peer pressure and past addictions. The Depot will be a haven for students who want to socialize and have fun but stay sober! We would like to thank you for your consideration for this funding. If you have any questions or would like to request any additional materials, please feel free to call Operations Manger Heather Burgess at 827 -4521. Sincerely, April Duffey Heather Burgess Chairperson, Depot Board Operations Manager PLANNING HOPKINS FAMILY SERVICES COLLABORATIVE Grant Application Form 1. Title and description of the project; proiect partners. THE DEPOT COFFEE HOUSE. The Depot Coffee House is to be a student -run gathering place for Hopkins High School students in grades 9 -12. The Depot Coffee House will provide a safe, drug -free, alcohol -free, tobacco free teen center as an alternative to chemical use. The teen center programs will consist of outreach to youth at risk, peer counseling and tutoring, a resource center, student - initiated programming, and a clearinghouse for volunteer, internship, and employment opportunities for youth in th Hopkins School District community. The Depot Coffee House partners are the Depot Coffee House Board of Directors, representing the Hopkins High School student body, Hopkins School District ISD 270, the Foundation HealthSystem Minnesota, the City of Hopkins, the Hopkins - Minnetonka Recreation Services Department, the Hopkins Police Department, and the Hopkins School District's community including parents, businesses and adult volunteers. See partners list on page 11 for names and phone numbers. 2. Evidence of the need for the Depot Coffee House. In 1994, a forum was conducted by the Chemical Health Commission of the City of Hopkins in order to learn the substance use and abuse situation at Hopkins High School. Thirteen chemically -free student panelists presented their stories to an audience of 250 community members: some students had never used, some were in recovery, one admitted she was straight today, but could not make promises about tomorrow. At the conclusion of the evening, the situation became very obvious. There was no chemically -free place for high school kids to gather nearby that was visible, safe, and somewhere they could call their own. The question was then posed by one student panelist to the audience of parents, elected officials, police officers, counselors, social workers, teachers, the faith, business, and health communities ... "Can you help us ?" From there the Depot Coffee House project was born. 3. What are the consequences of not addressing the need? If we do not address this need we will see rising drug and alcohol use by our students leading to more crime, more skipped class hours and a lessened ability for our schools to produce productive, educated young people who will have a strong future and become productive members of the community. 4. Who is the target population? The Depot seeks to serve the Hopkins High School student body, which numbers 2,200 students in grad s 9 -12 with a special focus on students who are at risk for drug and alcohol abuse. 5. Who else in your community is working with you on this issue? The creation of the Depot Coffee House has required consistent collaboration and coordination among the students of Hopkins High School, the City of Hopkins, Hopkins School District 270, Hopkins - Minnetonka Recreation Services, the Hopkins Police Department and the Foundation HealthSystem Minn sota. Also many parents, businesses and individuals have supported the Depot project. 1 Further it is an objective of the Depot to collaborate with the Hopkins School District's chemical health programs including YES, and the peer tutoring program. By providing an attractive alternative to ch mical use, the Depot will reinforce the Hopkins Family Service Collaborative's objectives of improving student behavior, attendance and achievement, particularly for students at risk. GOALS AND OBJECTIVES 1. What are the short and Iona term goals of the Depot? Currently we are focused on the final stages of the renovation and hiring the professional Teen Center Coordinator. The long term goals of the Depot are to reach at risk high school students and steer them away from drug and alcohol abuse. We will do that by implementing peer tutoring and counseling, by providing a safe, chemically free space for students to go and socialize, and we will hire a full time professional Teen Center Coordinator to focus on reaching out to the students and increasing awareness about the Depot and what it can do for youth. 2. How does the Depot meet with the Asset Building in Youth priority area? Th Depot Coffee House fits perfectly into the Collaborative's Asset Building In Youth priority. Like the Collaborative, the Depot strives to support and create opportunities and structure that students need to complete high school without using drugs or alcohol. How the Depot fulfills one or more of the six assets will be described on question three of the action plan. ACTION PLAN 1. How do vou plan to implement this proiect? We plan on using our professional employees to manage the Coffee House and work with the school to reach at risk youth. We will have a student board who will give direction to the Coffee House staff so that the voice of the students is always a major consideration in decisions. We will give volunteer opportunities to students in business management, peer tutoring, peer counseling and program planning. We will work with the greater community and the partners in this project to ensure that the Depot continues to offer services that are not available anywhere else. 2. How are vou working with the partners involved in this project? The Depot is a project with many partners and over the past 3 years the partners have delegated the responsibilities and tent their specific area of expertise to the project. We will continue to involve all the project partners and continue to learn from the experience that each one brings to the project. Please see page 11, which lists all the partners, a contact person and their role in the project. 3. How does the Depot promote Asset Building in Youth? The Depot promotes the building of these external assets for youth: Caring, supportive community environment Empowerment - youth are running the Depot project Clear boundaries about behavior and chemical use are set in Depot policies • Positive peer influence youth are standing up for chemically -free choices After school and on weekends, when youth can go places of their choosing, many will choose the Depot as an alternative to choices that involve chemical use. 2 The Depot promotes the building of these intemal ass is in youth: The peer tutoring, study carrel, resource center, and teen center programs will bolster students' educational attainment The Depot values equality among students, refraining from chemical use, and standing up for these values in school and in the community Students involved in the Depot continue to gain impressive, real -world competence in planning, decision - making, negotiation, team - building and other social skills The Depot students' accomplishments have built pride and a sense of purpose in dozens of youth. 3a. Describe how this protect meets one or more of the six focus areas. i) Community support of teens. Community support of students via the Depot Coffee House has been outstanding. The attached list of donors shows the support within the community for our project. iii) Community expectations of common values including responsibility, respect, honesty, justice and equality. Students have stood up for their convictions about drug and alcohol use by becoming involved in the Depot Coffee House. The Depot's student board places a high value on equality among students at the Depot, and has a policy calling for inclusion of all students. iv) Youth mentoring. The Depot will seek to build educational assets in students by providing a study carrel /computer work station for homework. The Depot will provide numerous creative opportunities for the existing peer tutoring program at Hopkins High School to expand its reach. Mentoring by adults and students of students at the Depot takes place at the board and partnership levels, where adults have worked very hard to bring the project about as a student - run oroiect. v) Peer support. The Depot seeks to provide a welcoming place for all teens to gather and socialize. The teen center in the Depot will operate peer tutoring and peer counseling programs in collaboration with the Hopkins School District. vi) A school environment that nurtures youth. Involvement in the Depot Coffee House has empowered many youth, because youth have built the project from the ground up. The Depot will be part of a nurturing environment fostered by Hopkins High School. 3b. How youth are involved in plannina, activities, and evaluation of this protect? Hopkins High School students initiated the Depot Coffee House, form the large majority of its board, and are intensely involved in the planning and operation of the project. Project activities have ranged from undertaking the renovation of a 95-year-old, 1,800 square foot train depot to writing a business plan to raising thousands of dollars in funds and in -kind donations. Students have made presentations on the Depot to local, state and national organizations. Students form the base for evaluation of the project, via student surveys and focus groups. 3c. How manv youths and adults will be involved and what is the age of the youth served by the protect? The Depot seeks to serve the Hopkins High School student body, which numbers 2,200 students in grades 9 -12. The Depot's business plan projects average daily attendance of 66 students. Numerical goals for the Depot teen center programs are noted under question 6 below. Adults will fill the coffee house manager and teen center coordinator positions planned for the Depot, and will continue to serve on the board and as volunteers. 3 4. How will organizations re-d skin systems /s rvic s to support youth better? The Hopkins School District will re -align several programs to continue the district's collaboration with the Depot Coffee House partnership. These include the existing peer tutoring program, YES programs, and the Hopkins High School chemical health program, directed by Sharon MacDonald. Also, the district's Business Education department plans to take advantage of opportunities for apprenticeships , for - credit course work, and Life Lab experiences for students during the construction and operation of the Depot. The City of Hopkins has allocated resources in its Public Works Department to maintain the Depot building and grounds on an on -going basis, including snow plowing and lawn mowing. The City will continue to pay the insurance costs of the Depot, and has provided staff supervision and support through its Recreation Services Dept. (jointly with the City of Minnetonka), and grant - writing assistance. Du in part to its experience as a Depot partner, the City of Hopkins has integrated youth and family concerns into its strategic plan for economic development. Students from the Depot board have begun discussions with the Hennepin County Trails Department about enhancing the biking and walking trails in the vicinity of the Depot, and improving the trail connections with parks in other areas. The students have also secured a park and ride lot with Metro Transit. There will be a park -and -ride lot, a bus turn- around and bus schedule information available at the D pot within the first year of operations. 5. How will volunteers be involved with the Depot? The Depot wilt use student volunteers to do peer counseling, peer tutoring, mentoring, event planning, creation of our web site, help finish the renovation process, entertainment planning, and to sit on the D pot's Board of Directors. Adult volunteers will help with the renovation and there are three seats allocated on the Board of Directors for adult volunteers from the community. Also, we will bring in adult volunteers to work on projects where the students have requested an adult presence. BUDGET 1. Include a detailed bpdoet for the Depot Coffee House. Please find a copy of our budget on page 6 of this packet. 2, How will these funds be used for the Depot? The Depot requests $20,000 from the Hopkins Family Services Collaborative: $5,000 for renovation, $15,000 for operations. These funds will be used to finish the renovation of the building and to operate the Depot Coffee House. The operating funds will go into our general operating budget and offset costs for supplies, salaries for the Teen Center and Coffee House staff, Depot promotions, training of peer counselors, and to purchase our initial inventory. The renovation funds will go toward purchasing the n cessary materials and labor to complete the building. 3&5 Who has funded the Depot? Please find a comprehensive list of all grants, donors, and in -kind donations on pages 7 -9 of this pack t. 4. How will the Depot be funded in the future? The Depot Coffee House is supported by a mix of funding sources: individual and organizational donations, corporate and foundation grants, donations in cash and in kind from businesses, and cash and in -kind contributions from public agencies. These sources will be augmented by income from sales of coffee and other items once the Depot commences operation. The operation of the teen center component of the Depot relies on corporate, foundation and government funding. 4 EVALUATION 1. What evaluation criteria has the Depot used to measure its success 80 far? The Depot has been able to gauge its success based on a number of factors. We have received numerous donations from the Hopkins community and an outpouring of support for this project. We have also been able to watch a very physical measure of our success- the renovation of our building. Each week we near closer completing the renovation phase of this project and are on schedule to open this June. We can also measure our success based on the students we have touched with this project. Each year we say good -bye to a large number of graduating seniors who speak very fondly and passionately about their time with the Depot and we continue to work with and create positive experiences for a numb r of underclassmen who also feel passionately about their commitment to this project. 2. How and who will determine whether the Depot is working and if it accomplishes its purpose? The greater community, the students attending Hopkins High School and the students who use the many s rvices the Depot has to offer them will be the people who will determine whether the Depot Coffee House is meeting it's goals through focus groups and surveys. 3. What evaluation tools will we use to evaluate the Depot? D pot staff will collect information from at least three sources to evaluate the effect of the Depot on teen chemical use: a) Anonymous exit surveys of Depot visitors, b) Anonymous information from students using the peer counseling and peer tutoring services, c) Focus groups of Depot visitors. Information on students' chemical use and on their use of Depot services should allow staff to relate trends in chemical use to the frequency of individual students' use of the Depot and its services. The Depot will conduct an annual survey of community members to determine in what ways the Depot Coffee House has created a more positive perception of youth in the broader community. The Depot Coffee House requests $20,000 ($15,000 for operations, $5,000 for capitol) from the Hopkins Family Services Collaborative for 1998 operating expenses for the teen center component of the project and final renovation expenses for the building. Requested by Tom Myers, Hopkins High School senior and Vice- Chairperson of the Depot Coffee House Board of Directors. The Depot Coffee House 1010 First Street South Hopkins, MN 55343 Phon : 939 -8399 For further information about the Depot Coffee House, please contact Operations Manager Heather Burgess at 827 -4159. 5 Renovation and Operation Budget Renovation Budget Sources of Funds /1n kind Donations Phase I donations received Renovation cash on hand Superintendent, in -kind Materials donated Labor donated Postponed Family Services Collaborative Additional sources $ 53,984 $ 76,661 $ 3,960 $ 41,571 $ 50,465 $ 30,000 $ 5,000 $ 57,886 Total $ 319,527 1998 Proiected Operations Budget Sources of Funds Sales of food and beverages Sales of souvenir items Facility rental income MN Department of Children, Families and Learning Hopkins Family Services Collaborative (granted) Hopkins Family Service Collaborative (requested) Other fundraising efforts- please see attached list of donors Foundation HealthSystems Minnesota Total $ 140,000 $ 2,496 $ 1,000 $ 48,000 $ 20,000 $ 15,000 $ 5,000 $ 20,000 $ 251,496 Operating surplus (deficit) $ 2,893 Use of Funds Phase 1: Demolition, roofing, basement fill, new windows & doors Phase 11: Underground mechanical electrical, wall framing, kitchen bathrooms, masonry, interior finish Phase 10: Deck, stage, paving, sidewalks, landscaping, storm water retention, interior overhead doors Use of Funds Cost of goods sold Utilities/Telephone Coffee house staff salary /benefits Teen center staff salary /benefits Teen center equipment & supplies Training peer counselors Promotions Office Supplies Maintenance /cleaning; delivery Depreciation of equipment Legal and audit Insurance and miscellaneous Rent Total Notes: The teen center staff operates the programs of outreach, peer counseling, peer tutoring and the resource center at the Depot. The coffee house staff operates the sales counter and kitchen and manages the facility. Projected sales of food and beverages were decreased because the opening date was moved to June. $ 90,698 $ 200,200 $ 28,629 $ 319,527 $ 92,248 $ 5,340 $ 74,182 $ 40,035 $ 14,500 $ 4,000 $ 4,004 $ 3,000 $ 2,888 $ 1,125 $ 1,900 $ 5,380 $ 1 $ 248,603 6