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CR 96-178 Actions Concerning Depot Conference• • Y 0 November 6, 1996 ° ay Council Report 96 -178 P K \ ACTIONS CONCERNING THE DEPOT COFFEEHOUSE: PHASE 1 Proposed Actions Staff recommends the following motion: Move to 1) Approve and authorize Phase 1 of the renovation of The Depot Coffeehouse to enclose the building; 2) Approve deferral of completion of required parking lot paving and related exterior improvements to Spring, 1997; and 3) Approve an additional $5,000 contribution to start -up funds for The Depot Coffeehouse. Overview The Depot Coffeehouse partners and board have reached the end of the planning stage of the development of the student coffeehouse. With over $60,000 on hand and fundraising efforts under way, the Depot Coffeehouse board and Project Coordinator Nancy Scheibe propose to start renovation of the depot building as soon as possible. Commitments from Mortenson Construction, the Glen Lake Optimists Club, and others mean that half of the $88,000 cash /in -kind value of Phase 1 will be donated. The Depot Coffeehouse board would have to raise about $50,000 to complete Phase 2. On -going fundraising is called for to meet equipment and operational cash needs. Finally, the Depot Coffeehouse would raise $86,247 worth of cash and in -kind donations to complete Phase 3 in the first half of 1997. Starting the renovation would give a tangible boost to the Depot Coffeehouse project, and would galvanize support for subsequent phases. The Depot Coffeehouse board now has the resources to complete Phase 1. Primary Issues to Consider o How long will planning stage funding last? o What will the City's additional $5,000 be used for? o What other City involvement, financial or otherwise, is proposed? Supporting Documents o Project Summary o Phasing Approach for Renovation, spreadsheet F • Plan and Site Plan 411 1 , 4,L4fra,t-a,.. iim Pa sons ssistant to the City Manager Primary Issues to Consider How long will planning stage funding last? The Depot Coffeehouse board has planning funds on hand to pay Depot Project Coordinator Nancy Scheibe through the end of 1996. The completion of Phase 1 is expected by Dec. 31, 1996. What will the City's additional $5,000 be used for? The additional funds will be used to extend the project coordinator position through the end of Phase 2, at which point the Depot Coffeehouse will begin operation. The Depot Coffeehouse is expected to open on March 31, 1997. o What other City involvement, financial or otherwise, is proposed? As a partner to the Depot Coffeehouse project, the City of Hopkins has agreed to perform these roles: * Ensure the health, safety and welfare of the people working on the project; * Leasing the property; * Fiscal issues such as insurance; * Maintenance of the building including heating and electrical; * Maintenance of the grounds. Other areas of possible City involvement were identified in the budget estimate for the Depot Coffeehouse done by Mortenson Construction Company. They are: Utilities. The water and sewer service lines may need to be replaced. New road off Excelsior Boulevard. The City may coordinate a new road past the Depot site to access Supervalu. Traffic control at Excelsior Boulevard. These are the areas of City involvement in the Depot Coffeehouse that have been agreed on or identified to date. 2 —Hopkins City- Council presentation - Nov 6,1996 • Update on accomplishments of this project • Behind the scenes a lot of hard work has been done on this project, considering this is a part-time endeavor for everyone it is phenomenal. Students have taken on adult responsibilities and are doing very well. We would like to thank you for your generous support to date The following is an update which will include our accomplishments, answers to the three most often asked questions about the project, and an overview of our phasing approach. • We have a student volunteer list of over 250 and an adult volunteer list of over 60. These volunteers are involved at varying degrees. New students attend each committee meeting. • The Depot project has been presented at the 1996 State Mayors Conference in Grand Rapids, at the U of M Northland Project in Eveleth, and at the "Healthy Communities in the Making" seminar sponsored by the Minnesota Community Education Association. Our project will also be presented at the Upcoming National League of Cities Convention • We have published 4 publications of our newsletter, The Boarding Pass. • Business plan that outlines the operations of this project completed. • Student survey and market research piece completed last spring. • Events The Depot has participated in: Spring Thing, Hopkins MainStreet Days, Raspberry Festival Town Picnic, Hopkins Open House, and our Garage Sale. • Successful fundraising. Brick deed sales have exceeded $10,000 and continue to climb Our major financial contributors to date include: The Foundation HealthSystem Minnesota, General Mills Foundation, M. A. Mortenson Company, Beim Foundation, Hopkins School District, City of Hopkins, Hopkins JayCees, Caring Youth Grant, TwinWest Foundation, Charitable Bowling - Hopkins Family Bowl. A detailed list of financial donors is coming out in our next newsletter. Grants are pending from McKnight Foundation, Prevention and Intervention, Drug Prevention, and Super Yalu. We continue to develop plans and write grants to fund this project so it will eventually be self sufficient and put as in a position of not having to come to the city for further funds. Our current fundraiser is our coffee bean and cookie sale. We have also recently sent a letter to all of the parents in the school district outlining the project and its needs and are receiving a warm response. • We have developed floor plans for our project that meet our varied needs. See attached. The three questions most often asked about this project are: 1. What is the Structure of the project? 2. Who gets to use the building? 3. When will you open? • What is the structure of the project. This project by Board consisting of 13 members, 10 students with a minimum of 2 students from each grade level 10 - 12 and 3 adults, the coordinator, one civic /community leader, and one finance/business leader. The coordinator is the only position that is paid, and that is a part time position. The overall direction of the project comes from the board, which meets weekly. Under the board are a number of committees that work diligently to keep the project moving. The coffee shop- will - have an adult manager and supervisor, and student employees. All of these positions will be paid. The students will work in a mentoring position with the manager and supervisor. All major decisions will be brought to the Board . There will be volunteer security staff over the age of 21 on at all times. • • Who will get to use the building? A simple answer to that is everyone, but the students will always have seniority, because it is our project and our creation. Eligible students are those attending Hopkins High School in grades 10 - 12. In the middle of their 9th grade year, 9th graders will be invited to come as part of their beginning the transition to high school. Friends of HHS students will be welcome if they are with a HHS student. . The community will have access to the facility in a number of ways. The building is designed so the coffee house will be accessible during all open hours to the general public. There will be times as well that the rest of the building will be available, and portions can be reserved by organizations in the community. • When will you open? We hope to open in the first quarter of next year. We are asking the council to consider three things. 1. A grant of $5000 for ongoing operational expenses. 2. A wavier on the parking lot. 3. Permission to proceed with renovation. • Grant in the amount of $5,000 to be used for operational expenses, used coordinators salary. At the onset of this project the exact scope of the project was unclear and it was believed that we could do everything required within a year. However, we have learned this project is much broader than imagined. We are doing things such as land development, building restoration, program development, fundraising and starting up a business - all on a part time basis. Because of this broad scope the project is taking longer than anticipated. The coordinator was hired part time for year - and that year is up. • A wavier on the parking lot. To immediately make the parking lot meet city codes is a hardship for the project. We ask that we can delay that portion of renovation until latter. In the mean time a gravel lot will be constructed for parking • Permission to proceed with renovation. The cost of this project has fluctuated a great deal from the beginning. The initial estimates did not include things such as the parking lot, and were made without a clear knowledge of the cost of ADA requirements, the poor condition of the building or the existing environmental issues (asbestos and lead paint in building). The current estimate is still not firm, it is conservative and on the high side The estimator at Mortenson anticipates we can bring down the overall cost of the project when more of the detail work is done by architects. Three Phase Approach With assistance of Mortenson, our construction contractor and Ellerbe Becket our architects, we have developed a Three Phase approach for the project Phase 1 will enclose the building, Phase 2 will bring us to where we can open - given we acquire the waiver on the parking lot - and Phase 3 are individual projects that can be done as funding is acquired. We have the needed funding to complete Phase 1($60,000 in hand) and would like to begin and continue fundraising for the next phase. There is a possibility that once Phase 1 is completed the building may sit for a short time while we complete fundraising for Phase 2. Our current funds will carry over into Phase 2, but more fundraising is required. We also anticipate that more donations of materials and labor will be acquired. See attached graph. dcpuLPbascA A THE DEPT es ee wsa e Phasing Approach for Renovation 10/27/96 Funds Required Anticipated Labor Donation Confirmed Materials Donation Anticipated Materials Donation Total Phase Value Phase A Asbestos Abetment 4,930.00. 0.00 0.00 0.00 1 B. Site Work 13,943.00 805.00 0.00 6,543.00 Enclose C. Demolition 5,621.00 7,297.00 0.00 900.00 Building 1). Roof,DoorsYYmdows, Brick Restoration 19,078.00 9,6I7.00 13,39400 5,967.00 TOTAL v. 43,572.00 17,719.00 13,394.00 — 13,410.00 — 88,095.00 Phase A Underground/Mechanical 3 ,3I9.00 400.00 0.00 700.00 2 After ComPlehon °Mation of Coffee Rouse Begins B. Electrical/Wall Framing 25,976.00 8,963.00 .. 0.00 20,456.00 C. Interior Fini Kitchen . 40 6,240.00 358.00 10,704.00 TOTAL 69,518.00 15,603.00 358.00 31,860.00 117,339.00 Phase 3 Individnvl Projects Completed After Opening A Stage &.Pan* 3,106.00 1,698.00 0.00 3,234.00 B. Exterior Deck 8,261.00 1,932.00 0.00 1,500.00 C. Site Paving/Sidewalk 26,1(X.00 6,240.00 0.00 0.00 U. Site - Improvement/Landscaping 7,536.00 800.00 0.00 7,840.00 E. Final Masonry Restoration 16,094.00 900.00 0.00 1,000.00 TOTAL 61,103.00 11,570.00 0.00 13,574.00 86,247.00 Project Total 174,193.00 44,89100 13,752.00 58,844.00 291,681.00 dcpuLPbascA A THE DEPT es ee wsa e Phasing Approach for Renovation 10/27/96 � �: - . �'� �`� ��III r��° �;� � ` ��'� � ��; - � �,,,�„� - __ ��' ` � � � f`�/1 � wn �� ' ��µ `�.�: :� �. - - .�`�. � � � � u I . �-��i�� _ ,���.A�� �� ��I t..' � ( I �� p r �''' t 1�, ^�°�� � ' �• . � �-� . � � hq� �.�., �r 'f ���� �� Iw��l �ttA�nl�tn ��Ml�i��4��►J � � .� �►���1�� ::�,,. ��,�; �..�r�,...... �....'i�....�...�i. 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