IV.7. Joint Powers Agreement with the City of Minnetonka for Youth Advisory Board and ACE Programs; Imihy Bean
CITY OF HOPKINS
City Council Report 2023-140
To: Honorable Mayor and Council Members
Mike Mornson, City Manager
From: PeggySue Imihy Bean, AICP, Special Projects and Initiatives Manager
Date: 12/19/2023
Subject: Joint Powers Agreement with the City of Minnetonka for the Youth
Advisory Board and ACE Programs
_____________________________________________________________________
RECOMMENDED ACTION
MOTION TO Enter into a Joint Powers Agreement (JPA) with the City of Minnetonka for
the Youth Advisory Board and ACE Programs for a period of five years ending December
31, 2029.
OVERVIEW
For 25 years, the City of Hopkins in partnership with the City of Minnetonka, Three Rivers
Park District and the Hopkins Public School district have operated an 18-member Youth
Advisory Board (YAB) which creates events and programming for high school aged
students within the community. This program was previously overseen by a full-time
Youth Programs Coordinator employed by the City of Hopkins and supervised by a City
of Minnetonka employee. This position has been vacant since April 2023 and has
remained as such while the partners of the YAB work to set a new course for the Depot
building. In 2022, the City of Hopkins ran a pilot version of the ACE Program, which
provides internships within the City to young adults aged 16-24 who have faced some
barrier to employment. In 2023, the City of Minnetonka joined this program as an
employment partner and hosted their first intern. As this program grows, it has become
necessary to have more staff time dedicated to recruitment, employer and supervisor
engagement and general administrative work.
In considering the programs and the desire from both communities to have a higher level
of teen and young adult focused programming, the cities have agreed to enter into a Joint
Powers Agreement (JPA) which funds programming and staff time for both initiatives. The
City of Minnetonka has agreed to contribute $60,000 annually for a period of five years,
matching the $60,000 budgeted by the City of Hopkins, $50,000 by the Hopkins School
District, and Three Rivers Park District who covers the associated capital costs of
maintaining the building in addition to a contribution of $19,500. Following the execution
of a JPA, the cities will work together to hire a Young Adult Programs Specialist which will
oversee the programs and by employed by the City of Hopkins.
SUPPORTING INFORMATION
• Joint Powers Agreement with the City of Minnetonka on the Youth Advisory Board and
ACE Programs
Administration
COOPERATIVE AGREEMENT REGARDING
PARTNERSHIP IN YOUTH PROGRAMMING
This Agreement is made as of _________, 2023, the date of execution notwithstanding, by
and between City of Hopkins, a Minnesota municipal corporation (“Hopkins”) and the City
of Minnetonka, a Minnesota municipal corporation ("Minnetonka"), referred to collectively as
“the Parties”
Recitals
A. Hopkins has designed and implemented a youth employment program known as
the Advanced Career Employment Program (“ACE Program”). The Program
focuses on youth participants, ages 14-24, who traditionally face barriers to
employment and/or are traditionally underserved in the workforce (“Intern(s)”).
Through internships with participating cities, the ACE Program provide Interns with
an opportunity to gain professional and leadership skills.
B. The Parties, with the support of the Hopkins School District and Three Rivers Park
District, operate a Youth Advisory Board (“Board") which meets at the Depot
Coffeehouse (9451 Excelsior Boulevard, Hopkins MN 55343) (the “YAB Program”).
The YAB Program provides community networking, outreach, events, and
engagement for high school aged students in a chemical-free environment. The
Board consists of up to 18 students in grades 9-12, who either (1) attend schools in
the Hopkins Public School District or Minnetonka Public School District, or (2) are
residents of Hopkins or Minnetonka or reside in adjacent cities and have a strong
connection to either Hopkins or Minnetonka. The YAB Program hosts youth led
events serving youth from all over the region. (The ACE Program and YAB Program
are collective called “the Programs”.)
C. Minnetonka desires to participate in the Programs and to host Interns according to
the terms of this Agreement.
Terms and Conditions
1. Obligations of both parties
a. The Parties agree to equally share financial responsibility for any deficit
incurred by the Program under this Agreement. Regular financial updates
will be given to all partners and decision making regarding the annual
budget and goals for the program will be shared among the partners.
2. Hopkins obligations.
a. Hopkins is responsible for screening ACE Program applicants, selecting
applicants to accept into the ACE Program as Interns, and assigning
Interns to work in Minnetonka. Before assigning the Intern, Hopkins will
consult with Minnetonka to ensure that the Intern’s areas of interest and
Minnetonka’s available areas of work are reasonably aligned.
b. Hopkins will oversee supervision of the Program and provide regular
financial updates regarding the Program.
c. Hopkins will be responsible for grant applications and grant administration
processes on behalf of the ACE Program.
d. Hopkins will conduct workforce readiness trainings and conduct recruitment
activities on behalf of the ACE Program.
e. Hopkins will provide on-going annual reports to track the success of the
ACE Program.
f. Hopkins will oversee the Board and provide support to the Board for their
meetings and events.
g. Hopkins will continue to oversee the lease of the Depot Coffeehouse and
cover fiscal items related to the Depot including insurance coverage,
heating, electrical and any other items necessary for continuing young adult
programming.
3. Minnetonka obligations.
a. Minnetonka agrees to pay $60,000 annually, each year on January 1, to
Hopkins to fund the Programs and agrees to a 3.0% annual increase for the
length of the agreement.
b. Minnetonka shall be the employer of the Interns assigned to it and shall
provide the Interns with their wages, benefits (including expense
reimbursement, as applicable), payroll services, worker's compensation
coverage, and any human resource needs or accommodations as may be
applicable under Minnetonka’s employment policies or applicable law.
c. Minnetonka will pay any necessary work expenses for any Interns hosted
by Minnetonka. Necessary work expenses may include, but are not limited
to, uniforms, PPE, bus passes, or specialized equipment.
d. Minnetonka will work with the Interns to develop a work plan which will
include assigned work location and work schedule.
e. Minnetonka will assign job duties to the Interns that are suitable to the
Interns’ experience and education level and reasonably consistent with the
Interns’ stated areas of interest. Minnetonka will provide a staff person to
act as the Interns’ workplace supervisor, who will be responsible for making
job assignments, answering any questions the Interns may have, and
overseeing the Intern’s Program experience while assigned to Minnetonka.
f. Minnetonka will provide Interns with a safe work site and will provide
appropriate information, training, and safety equipment with respect to any
hazardous substances or conditions to which they may be exposed at the
work site.
g. Minnetonka shall provide Hopkins with regular updates on the Interns’
activities as well as report any concerns regarding the Interns’
performance.
h. Minnetonka may appoint up to five (5) youth members to the YAB Board.
i. Minnetonka may use the Programs to engage students and seek feedback
from teens and young adults within their community.
4. Data practices. Minnetonka’s Data Practices policy shall apply with respect to data
the Interns receive from or create for Minnetonka, and Hopkins’ Data Practices
policy shall apply with respect to data the Interns receive from or create for Hopkins;
provided, however, that the provisions of Minn. Stat. § 13.05, subd. 6 shall apply to
any exchanges of data between Minnetonka and Hopkins as necessary to perform
this Agreement.
5. Term. This Agreement is effective for the term commencing on the date written
above and ending on December 31, 2028.
6. Revenues. Minnetonka agrees that any revenues paid to Hopkins as part of the
lease of the Depot will be used to pay the existing deficit of the Depot and fund the
Board.
7. Audit Disclosure. Under Minn. Stat. § 16C.05, subd. 5, the parties’ books, records,
documents, and accounting procedures and practices relevant to this Agreement
are subject to examination by the other party and/or the State Auditor or Legislative
Auditor, as appropriate, for a minimum of six years after the termination of this
Agreement.
8. Equal Opportunity. Each party agrees not to discriminate against any employee,
applicant for employment, or participant in a program provided under this
Agreement by reason of any characteristic or classification protected by state or
federal law.
9. Electronic signatures. The parties agree that this Agreement may be electronically
signed by one or both parties. The parties agree that electronic signatures
appearing on this Agreement are the same as handwritten signatures for the
purposes of validity and admissibility.
10. Governing Law. This Agreement will be controlled by the laws of the State of
Minnesota, without regard to conflict of law provisions.
11. Entire Agreement. This Agreement shall constitute the entire agreement between
Minnetonka and Hopkins and supersedes any other written or oral agreements
between the parties. This Agreement can only be modified in writing signed by both
parties.
CITY OF HOPKINS
Date:_______________ By_____________________________
Patrick Hanlon, Mayor
Date:_______________ By_____________________________
Mike Mornson, City Manager
CITY OF MINNETONKA
Date:_______________ By_____________________________
Brad Wiersum, Mayor
Date:______________ By_____________________________
Mike Funk, City Manager