10 28 19 EDA MinutesEDA Meeting
Page 1 October 28, 2019
City of New Hope
4401 Xylon Avenue North
New Hope, Minnesota 55428
EDA Minutes October 28, 2019
Regular Meeting City Hall
CALL TO ORDER President Hemken called the meeting of the Economic Development Authority to
order at 7:50 p.m.
ROLL CALL Present:
Absent:
Kathi Hemken, President
Cedrick Frazier, Commissioner
Andy Hoffe, Commissioner
Jonathan London, Commissioner
John Elder, Commissioner
Staff Present:
Kirk McDonald, City Manager
Jeff Alger, Community Development Specialist
Dan Boyum, City Engineer
Tim Fournier, Police Chief
Rich Johnson, Director of HR/Administrative Services
Valerie Leone, City Clerk
Jeff Sargent, Director of Community Development
Bernie Weber, Director of Public Works
Stacy Woods, Assistant City Attorney
APPROVAL OF
MINUTES
Item 3
Motion was made by Commissioner Hoffe, seconded by Commissioner London,
to approve the minutes of September 23, 2019. All present voted in favor. Motion
carried.
SNOW REMOVAL
AND
MAINTENANCE
SERVICES
Item 4
President Hemken introduced for discussion EDA Item 4, Resolution approving
renewal of contract with Kenlawn Co. for snow removal and maintenance
services.
Mr. Jeff Alger, community development specialist, stated this item approves a
contract with Kenlawn Company for snow removal and maintenance services for
the streetscape area along Xylon Avenue between 42nd and 45th avenues for
$32,937. He explained the Public Works department does not have the staff to
manage all aspects of the city center streetscape area and the city has utilized
outside contractors since 2016.
Mr. Alger explained that the contract includes snow removal from the sidewalk
on the west side of Xylon, between city hall and the fire station, around the civic
center plaza area and the areas around benches, bike racks, and trash receptacles;
picking up litter; sweeping of general debris; trimming, pruning, and replacement
of dead plants, shrubs, and trees; and installation of wood chips annually (cost of
plantings and wood chips to be billed separately).
EDA Meeting
Page 2 October 28, 2019
Mr. Alger stated Kenlawn Company began servicing the area in November of
2018, and has provided a high quality of work. He recommended renewing the
contract for November 1, 2019, through October 31, 2020, at a cost of $32,937 which
is an increase of $525 (which reflects a 3% increase for the snow removal portion
of the contract). He explained that a significant portion of the area must be
shoveled by hand rather than utilizing snow removal equipment. He stated funds
are available in the EDA budget for this expenditure.
Commissioner London expressed his preference to have the area maintained by
staff due to the high cost of outsourcing the work.
Mr. Jeff Sargent, director of community development, explained that the
contractor has the necessary snow removal equipment and labor to properly
maintain the area. He stated Kenlawn provides quality work.
Mr. Alger pointed out the contract covers snow removal regardless of the number
of snowfalls or service trips. It also covers hauling the snow off site. He noted
HyVee removes snow from the boulevard adjacent to their property.
Mr. Kirk McDonald, city manager, commented that the city has a large investment
on the Xylon Avenue streetscape and it is necessary to adequately maintain the
area.
RESOLUTION 2019-10
Item 4
Commissioner Frazier introduced the following resolution and moved its
adoption “RESOLUTION APPROVING RENEWAL OF CONTRACT WITH
KENLAWN CO. FOR SNOW REMOVAL AND MAINTENANCE SERVICES”.
The motion for the adoption of the foregoing resolution was seconded by
Commissioner Hoffe, and upon vote being taken thereon, the following voted in
favor thereof: Hemken, Frazier, Hoffe; and the following voted against the same:
London; Abstained: None; Absent: Elder; whereupon the resolution was declared
duly passed and adopted, signed by the president which was attested to by the
executive director.
HOLIDAY LIGHTS
Item 5
President Hemken introduced for discussion EDA Item 5, Motion to approve low
bid from Kenlawn Co. for installation, maintenance, and removal of holiday lights
on trees along Xylon Avenue North, between 42nd and 45th avenues, in the
amount of $5,480 per year for the next three years.
Mr. Jeff Alger, community development specialist, requested the EDA to award a
three-year contract to Kenlawn Company for installation, maintenance, and
removal of holiday lights on the 49 trees along Xylon Avenue North (between
42nd and 45th avenues) for $5,480 per year. He stated the city has been lighting
the trees in the city center area since 2016.
Mr. Alger explained that staff solicited bids from four vendors and received bids
from two companies. Kenlawn, the company the city has utilized for Xylon
Avenue maintenance services, was the low bidder. He stated Kenlawn will be able
to monitor the lights and address issues since they will already be on site for snow
removal purposes. He stated funds are available in the EDA budget for this
expenditure.
EDA Meeting
Page 3 October 28, 2019
Mayor Hemken stated she receives many positive comments regarding the
holiday lights of tree along Xylon Avenue.
MOTION
Item 5
Motion was made by Commissioner Frazier, seconded by Commissioner Hoffe, to
approve the low bid from Kenlawn Co. for installation, maintenance, and
removal of holiday lights on trees along Xylon Avenue North, between 42nd
and 45th avenues, in the amount of $5,480 pe r year for the next three years. All
present voted in favor. Motion carried.
ADJOURNMENT Motion was made by Commissioner Frazier, seconded by Commissioner London,
to adjourn the meeting. All present voted in favor. Motion carried. The New Hope
EDA adjourned at 8:08 p.m.
Respectfully submitted,
Valerie Leone, City Clerk