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012521 City Council Meeting Packet    NEW HOPE CITY COUNCIL  MEETING AGENDA  January 25, 2021  7:00 p.m.  City Hall – Council Chambers  4401 Xylon Avenue North    Mayor Kathi Hemken  Council Member John Elder  Council Member Andy Hoffe  Council Member Michael Isenberg  Council Member Jonathan London    The City Council wants and encourages citizen participation at Council Meetings. Your input and  opinions count and are valuable. You are encouraged to bring forth your comments and issues at  the appropriate point on the agenda.     A 15‐minute maximum Open Forum is held at the beginning of each Council Meeting. At this time  any person may address the Council on any subject pertaining to City business not listed on this  agenda or scheduled as a future agenda item. The Council requests that you limit your presentation  to 3 minutes. Anyone wishing to address the City Council on a particular item should raise their  hand and be recognized by the Mayor. Approach the podium and speak into the microphone by  first stating your name and address. Also, please record your name on the roster at the table near  the door so that your name will be spelled correctly in the minutes.    Individuals should not expect the Mayor or Council to respond to their comments tonight; Council  may refer the matter to staff for handling or for consideration at a future meeting. You are welcome  to contact the city clerk at 763‐531‐5117 after the council meeting.    COUNCIL MEETING BROADCASTS AND STREAMING  Government Access channel 16 programming includes live/taped meeting replays  Live on‐line meetings and past meetings on‐demand are available through www.nwsccc.org.    www.newhopemn.gov New Hope Values and Vision City Mission Strong local government that is proactive in responding to the community needs and issues by delivering quality public service to all city residents, businesses, property owners, and organizations in a prudent and e cient manner. Values Excellence and Quality in the Delivery of Services We believe that service to the public is our reason for being and strive to deliver quality services in a highly professional and cost-e ective manner. Fiscal Responsibility We believe that fi scal responsibility and the prudent stewardship of public funds and city assets is essential if residents are to have confi dence in government. Ethics, Integrity and Professionalism We believe that ethics, integrity, and professionalism are the foundation blocks of public trust and confi dence and that all meaningful relationships are built on these values. Respect for the Individual We believe in the uniqueness of every individual, and welcome, appreciate, and respect diversity and the di ering of opinions. Open, Honest, and Respectful Communication We believe that open, honest, and respectful communication is essential for an informed and involved citizenry and to foster a positive environment for those interacting with our city. Cooperation and Teamwork We believe that the public is best served when all work cooperatively. Visionary Leadership and Planning We believe that the very essence of leadership is to be responsive to current goals and needs, and visionary in planning for the future. Vision e city is a great place to grow as a family, individual, or business. All within our city are safe and secure. Essential services will be those that promote a safe and healthy environment for all residents. Essential services and programs will be enhanced and streamlined, and will be provided in an economical manner and with measurable results. e city views residents as its greatest asset and seeks their input and participation. e city will meet the communication needs of citizens, elected o cials, and city sta . Strategic Goals e city will maintain and improve its infrastructure (water distribution, storm water, sewer, roads, parks, lighting, and city facilities). e city will use frugal spending and resourceful fi nancial management to maintain its fi scal health. e city will encourage maintenance, redevelopment, and reinvestment of existing properties to improve or enhance its tax base. e city will provide core services with a professional sta who are equipped with the necessary tools and equipment and given necessary direction. e city will facilitate and improve communications to promote e ective intergovernmental cooperation between sta , citizens, and Council. Adopted by the New Hope City Council, August 2006 Reaffirmed by the New Hope City Council, February 2019       CITY COUNCIL MEETING  City Hall, 4401 Xylon Avenue North  Monday, January 25, 2021  7:00 p.m.    Governor Walz has declared a peacetime emergency (Emergency Executive Order 20‐01). City Hall will be open to the  public for this meeting; however due to the current COVID‐19 pandemic, the city is conducting the council meeting by  electronic means in accordance with Minnesota Statutes section 13D.021. The public may participate in this meeting by  phone by calling 415‐655‐0001 and entering meeting/access code 177 355 6476 followed by the # sign. When prompted  for a password, simply press #. If you have comments about a matter on the agenda, please submit an email to  cityhall@newhopemn.gov. Anyone wishing to speak at Open Forum is encouraged to call the city clerk at 763‐531‐5117  in advance for instructions.      1. CALL TO ORDER AND PLEDGE OF ALLEGIANCE – January 25, 2021    2. ROLL CALL    3. APPROVAL OF MINUTES:   Work Session Minutes – January 19, 2021    4. OPEN FORUM     5. PRESENTATIONS     5.1 Motion accepting donations received for Shop with a Cop    6. CONSENT BUSINESS        6.2 Approval of financial claims through January 25, 2021   6.4 Approval of April 1, 2021, as date for the Local Board of Appeal and Equalization  Meeting   6.5 Resolution approving final payment to Omann Brothers, Inc. in the amount of $210.63  for the New Hope water tower driveway and restoration improvements (Improvement  Project No. 1008)    7. PUBLIC HEARING     7.1 Appearance by licensees regarding consequences for failing tobacco or liquor  compliance checks    8. DEVELOPMENT AND PLANNING     8.1 Resolution authorizing preparation of plans and specifications for Phase 1  improvements at the Public Works facility (Improvement Project No. 1039)    9. PETITIONS AND REQUESTS    10. ORDINANCES AND RESOLUTIONS     10.1 Resolution condemning the use of discriminatory covenants and approving participation  in Just Deeds coalition    11. UNFINISHED AND ORGANIZATIONAL BUSINESS    12. OTHER BUSINESS     12.1 Exchange of communication between members of the city council    13. ADJOURNMENT   Memorandum          To:  New Hope City Council  From: Kirk McDonald, City Manager  Date: January 21, 2021  Subject: Agenda Items for Monday, January 25, 2021       Open Forum  We are not aware of anyone who intends to address Council for the open forum.     Item 5.1  This item acknowledges the persons and companies who donated to the Shop with a Cop program. The  format of the event was changed due to the pandemic, but it was still very successful. Chief Hoyt would like  to express the department’s gratitude.     Items 6.1, 6.2, and 6.3  Item 6.1 – there are no new business license requests.  Item 6.2 ‐ involves routine financial claims.   Item 6.3 – there are no new liability claims to report.    Item 6.4  The city is asked to set its 2021 date for the local board of appeal and equalization meeting. The hearing must  be held between April 1 and May 31. Staff recommends Thursday, April 1, as the initial date and April 12  (6:30 pm prior to a regularly scheduled council meeting) as the reconvened meeting date. The law requires  that at least one voting member has completed the training within the past four years. Mayor Hemken’s  training is still valid, and Council Members Elder and London are planning to complete the training by  February 1.    Item 6.5  This item approves final payment of $210.63 to Omann Brothers, Inc. for completion of the north water  tower driveway and restoration project. Originally, the restoration work was to be completed by Rachel  Contracting (the contractor for the water tower bypass valve project) in 2018 but was removed from the  contract as Osseo Construction (the contractor responsible for painting the water tower) did not  complete their portion of the project until fall of 2019. Osseo Construction has agreed to assume  responsibility for the costs of driveway restoration costs beyond the original Rachel Contracting bid  amount. The final construction amount is $27,012.50 or $4,977.50 under the original quote of $31,990.  The underrun was primarily due to less topsoil borrow than estimated for the project. The project was  funded by the Joint Water Commission. Director Weber and I recommend approval.     Page 2  Item 7.1  A hearing has been scheduled for businesses that failed tobacco and liquor compliance checks on  December 23, 2020. The Police Department conducted checks at 16 businesses and there were seven  failures (six tobacco and one off‐sale liquor). All failures are considered first violations. The fine for  failing a tobacco compliance check for a first violation within 36 months is $300 plus a 3‐day  suspension. The fine for failing a liquor compliance check for a first violation within 24 months is $250  plus a 3‐day suspension. Businesses may elect identification training in lieu of the suspension. The city  charges $100 for the identification training. Council should call upon a representative of the business to allow  the licensees to admit or deny the allegation of the illegal sale. Following the hearing, the city clerk will mail a  notice containing instructions on payment of the fine and options for identification training or a suspension  period. A representative of the police department will be in attendance if Council has questions.    Item 8.1  A feasibility report was reviewed with Council on August 24, 2020, for improvements at the public  works facility. At the work session of January 19, 2021, staff presented a phased approach that included  phase 1 this year for $1,690,001 and phase 2 in 2024 for approximately $5.7 million. Implementing a  phased approach would allow Phase 1 to be completed without the need for bonding. Phase 1 could be  funded by the building reserve fund. The proposed 3,000 sf low temperature heated building will  provide immediate additional storage space within the existing facility. Council is being asked to  authorize preparation of plans and specifications for Phase 1 improvements at the public works facility.  Director Weber and I recommend approval.    Item 10.1  At the work session of January 19, 2021, staff reviewed the recently formed coalition “Just Deeds”  which is committed to acknowledging and addressing systemic racism in housing in Minnesota.  Council expressed support for the program. Council is asked to adopt the resolution disavowing and  condemning the past use of discriminatory covenants, prohibiting discriminatory covenants from being  used in the future, and directing city staff to participate in the work of the Just Deeds Coalition to  educate the community about this and other historically discriminatory housing practices.      If you have any questions regarding items in the agenda packet, I would appreciate a call before the  meeting so that I can research any issues and be prepared to respond at the meeting.  City Council Work Session January 19, 2021  Page 1   City of New Hope  4401 Xylon Avenue North  New Hope, Minnesota 55428    City Council Minutes  Work Session Meeting  January 19, 2021 Civic Center Conference Room Virtual Meeting via WebEx      CALL TO ORDER The New Hope City Council met in work session pursuant to due call and notice thereof; Mayor Hemken called the meeting to order at 6:30 p.m.    ROLL CALL Council present:    Kathi Hemken, Mayor  John Elder, Council Member (joined meeting at 6:40 p.m.)  Andy Hoffe, Council Member  Michael Isenberg, Council Member  Jonathan London, Council Member     Staff present:    Kirk McDonald, City Manager  Jeff Alger, Community Development Specialist  Dan Boyum, City Engineer  Josh Kunde, WMFR Assistant Chief  Sarah Larson, WMFR District Chief  Valerie Leone, City Clerk  Jeff Sargent, Director of Community Development  Bernie Weber, Director of Public Works    WMFRD UPDATE  Item 11.1    Mayor Hemken introduced for discussion item 11.1, Update from West Metro Fire‐ Rescue District.    Fire Chief Sarah Larson provided a quarterly update to the Council. She shared  information regarding calls for service, duty crew staffing that will be reduced after  firefighters receive the COVID‐19 vaccinations, outreach programs (Be a Santa to a  Senior and Birthday Brigade drive‐bys), promotion of apprentice firefighters, FEMA  public assistance grants, facility improvements that included an LED lighting project  at all three stations, and virtual fire prevention education programs.    Council Member London referred to a past StarTribune article about the ownership  change of North Ridge and the operational changes. He asked the fire chief if WMFR  District is handling more calls for lift assists than in past years. Ms. Larson stated she  will research the data and provide a response through the city manager.     Mr. Kunde responded to Council Member London’s inquiry about the funding sources  for the LED project (Xcel Energy rebate and a state grant).      Next Chief Larson and Assistant Chief Josh Kunde presented a report on options to  replace major apparatus. Chief Larson explained the history of the district’s current  four front‐line engines. She stated the fire engine is the work horse of any fire  department. She stated the decision to replace a vehicle is usually made based on age  and mileage. She pointed out there are many other factors that affect vehicle life. She  City Council Work Session January 19, 2021  Page 2   explained the American Public Works Association (APWA) has developed a point  system for vehicle replacement and includes factors such as age, miles/hours, type of  service, reliability, maintenance/repair, and body condition. Mr. Kunde reviewed the  point ranges and engine conditions with scores from 22 to 24 points. He stated  potential maintenance costs to retain an apparatus beyond 11 years would require the  district’s budget for repairs to increase nearly double (from $35,000 to $65,000). They  reviewed the seven different options that were developed for potential replacement of  the engines. Mr. Kunde spoke of the importance of maintaining standardization of  apparatus which would require replacing all four apparatus within a 12‐month  window. He stated the District’s Board of Directors’ recommendation is option 2 which  replaces two engines at 11 years and two engines at 12 years with leases commencing  in 2022 and 2023. He stated this would garner the lowest cost per engine, avoid  escalating maintenance costs and achieve the highest resale value per engine.    Mr. Kirk McDonald, city manager, explained that the fire board will make the final  decision on equipment but it desires Council’s input. He stated the major apparatus  report was shared with the city of Crystal last week. He stated the feedback received  from both city councils will be taken back to the February fire board meeting.     Mr. McDonald pointed out that Option 2 would equate to the lowest annual lease cost  per engine, it would avoid escalating maintenance costs for the existing engines, and  it would bring the highest resale value per engine (estimated between $125,000‐ $175,000 per engine).     Mr. McDonald stated similar to when the aerial ladder truck (tower) was acquired via  lease in 2017, the cost of the lease payment for the new engines would be incorporated  into the West Metro Fire‐Rescue District annual operating budget; the cities would not  have a large outlay of capital upfront as the cost would be spread over a number of  years.    He informed Council at its December meeting the board also voted to amend the  Capital Fund Policy to reserve the proceeds from the future sale of major apparatus to  purchase/lease new major apparatus or to pay down an existing lease. AEM has been  coordinating with the District to show how the proceeds from the sale of the engines  could be utilized to offset the cities capital fund contribution.     Mr. McDonald stated funds have been saved in the fire capital fund for the potential  future purchase of major fire apparatus and the balance of the fund as of September  30, 2020 was $767,336. If the acquisition of the new engines is by lease, the capital funds  could be used to “buy down” the impact of the new lease payments on the general  fund budget, saved for future major apparatus purchases and/or used for future capital  improvements to Station #3 that are the city’s responsibility (roof, boiler, etc.). It was  noted that squad 1 (heavy‐duty rescue) will be the next vehicle due for replacement.    Council expressed support for Option 2, replacing the engines with leases commencing  in 2022 and 2023.     Council thanked Sarah Larson and Josh Kunde for the informative report.    City Council Work Session January 19, 2021  Page 3   PUBLIC WORKS  FACILITY  EXPANSION  DISCUSSION  (IMPROVEMENT  PROJECT NO. 1039)  Item 11.2    Mayor Hemken introduced for discussion item 11.2, Discuss next steps related to Phase  1 Improvements at the Public Works Facility (Improvement Project No. 1039).    Mr. Dan Boyum, city engineer, indicated Bruce Paulson, architect with Stantec, is  attending the meeting in a virtual capacity for any questions from Council. He stated  the original feasibility study for a 20,000 square foot addition was presented to Council  on August 24, 2020.  He stated central garage services approximately 173 pieces of  equipment, 34 police vehicles, and several heavy‐duty trucks. There are 29 vehicles  and pieces of equipment that are always stored outside and 12 vehicles and pieces of  equipment that are stored outside when not in use. Mr. Boyum stated the building was  constructed in 1979 and a garage bay, additional storage and lift was added in 2000.  He illustrated the interior and exterior of the existing facility as well as the equipment.    Mr. Boyum stated a phased approach to the public works expansion is proposed. Phase  1 could occur in 2021 that would include a 3,000 square foot detached soil storage  building; renovations to the existing building; air conditioning and parts storage in the  mechanic’s bay; security improvements (fence gate and cameras); partial parking  lot/pavement improvements; and storm water treatment improvements. He noted  immediate storage space would be provided moving soil storage from the existing  facility. The estimated cost of phase 1 is $1,690,001 and would be paid by the building  reserve fund.     Mr. Boyum stated Phase 2 (proposed for 2024) would include a 20,000 square foot  addition and other improvements. He noted electronic vehicle charging stations would  be added. He stated phase 2 is estimated to cost $5.7 million and could be partially  funded by a state bonding bill.     Mr. Boyum stated a 30‐year replacement analysis was prepared to identify equipment  replacement savings associated with storing vehicles and equipment indoors versus  outside. He stated the estimated cost savings to the city by moving fleet vehicles inside  is $33,013 annually or $990,393 over 30 years.    Mr. Boyum reviewed past questions from Council. He reported that neighboring cities  have indoor storage for vehicles including the cities of Brooklyn Center, Brooklyn Park,  Coon Rapids, Crystal, Fridley, Golden Valley, Maple Grove, and Plymouth. Council  Member Elder noted that none of the cities have reverted back to outdoor storage of  vehicles/equipment.    Mr. Boyum stated the estimated operating costs are $1,900/year for air conditioning for  the mechanics bay (phase 1), and $21,000/year for lighting, power costs and heating  costs (phase 2).     Mr. Boyum stated the next step is authorization to prepare plans and specifications for  Phase 1. Staff was directed to present information at the January 25 Council Meeting.    Mr. McDonald inquired of the bidding environment this spring.    Mr. Boyum stated it is beneficial to seek bids as early in the year as possible.    Council thanked Mr. Boyum for the presentation.  City Council Work Session January 19, 2021  Page 4     GREENSTEP CITIES  PROGRAM UPDATE  Item 11.3    Mayor Hemken introduced for discussion item 11.3, Update on city’s participation in  the Minnesota GreenStep Cities Program.    Mr. Jeff Alger, community development specialist, stated the city has been involved  with the Minnesota GreenStep Cities Program since 2015. He stated New Hope has  attained step 3 of the program and has 91 completed best practice actions. The city was  presented with the Sustainable City Award in 2017 by the League of Minnesota Cities.  Mr. Alger reviewed the 2020 actions (energy efficient and environmentally friendly  technology, equipment and building material used in construction of new police  station/city hall; stormwater treatment and draintile system installed with parking lots  at new police station/city hall; water bottle filling stations at new police station/city  hall; employee initiated plastics recycling program at city hall; re‐use of appliances  from EDA acquired property; establishment of solar energy system regulations  allowing for roof and ground mounted solar energy systems.     He indicated steps 4 and 5 challenge cities to measure and report the aggregate and  quantitative results of multiple actions taken in an attempt to present the “state of  sustainability” achieved by a city. The purpose is to make cities accustomed to  gathering data annually and comparing the data over time. It gives cities the  opportunity to find out where they stand and compare to others. In order to receive  “Step 4” recognition, cities must record eight required core metrics selected by the  program and five metrics of choice selected by the city. Each metric contains multiple  metric elements, all of which must be completed. In order to receive “Step 5”  recognition, over the course of one year, cities must improve upon any three of the  eligible metric elements.    Staff does not believe all of the required core metric data is tracked and/or easily  attainable. It is estimated that it would take between 70‐100 hours of staff time to gather  and submit the required data. He stated staff will continue to utilize the program to  help the city achieve its sustainability goals through the implementation of the 29 best  practices.    Mr. Alger reported that New Hope ranks third of the 141 participating cities in total  number of best practice actions.     Council Member Isenberg inquired which of the cities that are in the lead. Mr. Alger  stated he believes Roseville and West St. Paul rank higher than New Hope.    Mr. Kirk McDonald, city manager, indicated the city will continue to track initiatives  and participate as time permits.    Council thanked Mr. Alger for the update.    JUST DEEDS  COALITION  DISCUSSION  Item 11.4    Mayor Hemken introduced for discussion item 11.4, Discuss Just Deeds coalition.    Mr. Kirk McDonald, city manager, stated the city was contacted in December of 2020  regarding this initiative and he asked Jeff Alger to research the matter.    City Council Work Session January 19, 2021  Page 5   Mr. Jeff Alger, community development specialist, stated the city of Golden Valley  recently formed the coalition, which “is committed to acknowledging and addressing  systemic racism in housing in Minnesota.” The cities of Golden Valley and Robbinsdale  have passed resolutions in support of the work and several western and southern  suburbs have expressed interest in joining the coalition.     In 2019, the Minnesota Legislature passed a law allowing property owners the ability  to renounce covenants on their properties. Just Deeds provides free legal and title  services to help property owners find discriminatory covenants and remove them from  their property titles. In October of 2020, Hennepin County’s Board of Commissioners  passed a resolution disavowing past practices of placing discriminatory covenants in  real estate titles.    In late 2020, staff with the University of Minnesota’s Mapping Prejudice initiative  determined that there are no know discriminatory covenants recorded for properties  in New Hope. The city attorney for the city of Golden Valley also confirmed that was  the case. The United States Supreme Court ruled in 1948 that the covenants could not  be enforced. Much of the housing stock in New Hope was constructed after that ruling,  in the 1950s and 1960s. As such, the legal and title services provided by Just Deeds  would not be applicable to properties in New Hope. Instead, representatives of Just  Deeds have recommended that New Hope’s involvement in the coalition be centered  on the educational components. Examples might include further exploring why the  practice never occurred in New Hope, how the absence of covenants impacted  development of the city, and what barriers the city has faced, despite the absence of  covenants.    Mr. Alger indicated the New Hope Human Rights Commission discussed the topic at  their January 4, 2021, meeting and expressed support for the initiative. It was  recommended that New Hope participate in the coalition. The City Council has the  option of passing a resolution in support of the work and agreeing to have the New  Hope logo included on Just Deeds’ website, which is currently under development.    Council Member London pointed out he was not able to find any materials on‐line for  the coalition. Mr. Alger stated the website is being developed. Mayor Hemken noted  the realtors association is supportive of the coalition.    Mr. Alger requested Council’s feedback on the topic.     Council directed staff to prepare a resolution in support of the coalition for adoption  at the January 25 Council Meeting.     ADJOURNMENT The meeting was adjourned at 7:55 p.m. as there was no further business to come  before the Council at its work session.    Respectfully submitted,     Valerie Leone, City Clerk    I:\RFA\POLICE\Shop with a Cop\5.1 Q ‐ Donations for 2020 Shop with a Cop.docx    Request for Action  January 25, 2021    Approved by: Kirk McDonald, City Manager  Originating Department: Police  By: Tim Hoyt, Chief of Police    Agenda Title  Motion accepting donations received for Shop with a Cop  Requested Action  Staff recommends that the City Council acknowledge the generous donations for the Shop with a Cop  program which took place on December 16th and December 17th, 2020.  Background  In the past, Shop with a Cop has literally been just that ‐ going out to a store and shopping with police  officers during the holiday season. Due to the global pandemic, the structure was changed to assure the  safety of the families. Parents provided Christmas lists to Community Relations Officer Brad Kallio, who then  did the shopping for them. The families were invited to city hall, Northwood Conference Room, one‐by‐one  for approximately 45 minutes each. There was a half hour between each family to clean and disinfect the  room. Four families were hosted on December 16th, and four on December 17th. In total, 21 children between  the ages of 2 years and 16 years old received gifts. The parents also received Hy‐Vee, Target and Chik‐Fil‐A  gift cards.    Amazingly, the costs for this event were taken care of 100% by donations. The following gift cards and cash  were received by the city of New Hope Shop With A Cop:    Organization Donated Items Contact Funds  Received  Toy Fest Gift Cards and Cash Mike & Allison Isenberg $1,770  New Hope Crime Prevention Cash Crime Fund Board $840.96  Frankies Pizza Meals for Every Family Kent Garbers $300  Chik‐Fil‐A Gift Cards for Meals Alex McLaughlin $375  Good Samaritan Cash Lodge of New Hope $200  New Hope P.D. Target Gift Cards Chief Hoyt & Officers $150    Attachment   Photos    Agenda Section Presentations Item Number  5.1  2020 Shop with a Cop Event G:\City Manager\AGENDA\6.2 R‐Approval of Claims Merge Doc.docx   Request for Action  January 25, 2021    Approved by: Kirk McDonald, City Manager  Originating Department: City Manager  By: Kirk McDonald, City Manager    Agenda Title  Approval of claims through January 25, 2021  Requested Action  Claims for services and commodities purchased through this period are listed on the Check Disbursement  Report  Attachments   Check Disbursement Report  Agenda Section Consent Item Number  6.2  I:\RFA\CITY MANAGER\2021\BD OF APPEAL ‐ SET MTG\6.4 Q ‐ BD OF APPEAL DATE.DOCX    Request for Action  January 25, 2021    Approved by: Kirk McDonald, City Manager  Originating Department: City Manager  By: Kirk McDonald, City Manager    Agenda Title  Approval of April 1, 2021, as date for the Local Board of Appeal and Equalization Meeting  Requested Action  Staff recommends the City hold the Local Board of Appeal and Equalization on Thursday, April 1, at 7:00 p.m.  Policy/Past Practice  The City Council serves as the Board of Appeal and Equalization in New Hope. The hearing provides an  opportunity for property owners to question their property valuations. Appeals may be made in person or in  writing. The Board must meet between April 1 and May 31.  Background  The County requests that the City schedule its Local Board of Appeal and Equalization Meeting dates as soon as  possible. After the initial meeting, the Board must reconvene within twenty calendar days. Staff recommends April  1, at 7:00 p.m. as the initial date and April 12, at 6:30 p.m. (prior to the Council Meeting) as the reconvened meeting  date.    The county assessors are willing to meet with the Council at a work session prior to the actual meeting if so desired  by the Council. In this past this has served as an opportunity to familiarize the Council with property valuations,  sales information, and the Council’s role as Board of Equalization.    Residents will be notified of the Board of Appeal and Equalization meeting in their tax statements and city  publications (newsletter article and “In the Pipeline” utility bill inserts). The law requires attendance at the  local board meeting by at least one voting member who has, within the last four years, attended the training  course, and New Hope meets the requirements (Kathi Hemken – certification effective until 7/1/21). On‐line  training is available until February 1 at https://www.revenue.state.mn.us/board‐appeal‐and‐equalization‐ training.  Attachment   Memorandum from Hennepin County Assessor    Agenda Section Consent Item Number  6.4  I:\RFA\PUBWORKS\2021\Council\1008 North Water Tower Painting\1‐25 Final Payment Omann   Request for Action  January 25, 2021    Approved by: Kirk McDonald, City Manager  Originating Department: Public Works  By: Bernie Weber, Director    Agenda Title  Resolution approving final payment to Omann Brothers, Inc. in the amount of $210.63 for the New Hope  water tower driveway and restoration improvements (Improvement Project No. 1008)  Requested Action  Staff recommends that the Council accept the Water Tower Driveway and Restoration project and authorize  final payment.  Policy/Past Practice  The City Council routinely considers public infrastructure improvement projects to extend the useful life of  the infrastructure and/or improve the level of service.   Background  The project consisted of the installation of a new driveway and associated restoration work at the north water  tower located at Aquila Avenue N and 47th Avenue N. Originally this work had been planned to be  constructed in 2018 by Rachel Contracting, the contractor for the 2018 North Water Tower Bypass Valve  project. The driveway installation was scheduled to occur in fall of 2018 after the North Water Tower Painting  project was completed. However, Osseo Construction Co. LLC, the contractor responsible for the water tower  painting, did not complete their portion of the project until the fall of 2019. Due to the extreme delay, the city  eliminated the driveway restoration work via change order from the Rachel Contracting project. They also  reviewed the issue with Osseo Construction and their responsibility to cover additional driveway restoration  costs beyond the original Rachel Contracting bid amount.    After discussions with Osseo Construction, the city obtained quotes from contractors to complete the  driveway restoration work. Omann Brothers was the lowest quote received with an original quote amount of  $31,990.00. The final construction amount is $27,012.50, or $4,977.50 under the original quote amount. This  underrun is primarily due to less topsoil borrow than estimated on the project.   Funding  The total cost of the quote project, $27,012.50, minus the original driveway restoration bid from Rachel  Contracting, $6,286, equals $20,726.50.  This amount will be deducted from the Osseo Construction final  payment which is scheduled to be brought for approval at the February 22, 2021 council meeting.     Attachments   Resolution   City Engineer’s Memorandum   Final Pay Request    Agenda Section Consent Item Number  6.5  City of New Hope  Resolution No. 21‐  Resolution approving final payment to Omann Brothers, Inc. in the amount of $210.63 for the  New Hope Water Tower Driveway and Restoration Improvements (Project No. 1008)    WHEREAS, the infrastructure improvement identified follow the pavement management  strategy adopted by the Council; and  WHEREAS, the city has entered into a contract with Omann Brothers, Inc. for  construction of the Water Tower Driveway and Restoration project; and  WHEREAS, staff is recommending that the Council adopt a resolution to accept this quote  project and approve final payment to Omann Brothers, Inc. in the amount of  $210.63; and  WHEREAS,     the city engineer has reported that all work and documentation has been  satisfactorily completed and recommends, along with staff, final payment be  made to Omann Brothers, Inc.     NOW, THEREFORE, BE IT RESOLVED,     1. That the City Council accepts the Water Tower Driveway and Restoration project from  Omann Brothers, Inc.    2. That the city manager is hereby directed to authorize the final payment in the amount of  $210.63.    Adopted by the City Council of the City of New Hope, Hennepin County, Minnesota, this  25th day of January, 2021.          Mayor   Attest:                   City Clerk     Stantec Consulting Services Inc. 733 Marquette Avenue Suite 1000, Minneapolis MN 55402-2309 January 7, 2021 File:193804156 Attention:Bernie Weber, Director of Public Works City of New Hope 4401 Xylon Avenue North New Hope, MN 55428 Dear Bernie, Reference: Final Payment Request No. 2 & Final – New Hope Water Tower Driveway and Restoration Quote City Project No. 1008 Enclosed find Payment Request No. 2 & Final for the above referenced project. The contractor, Omann Brothers, Inc., has completed the work in accordance with the quote package. Therefore, it is recommended that final payment of $210.63 is made and the City of New Hope accepts the project. The Final Construction Amount is $27,012.50, or $4,977.50 under the Original Quote Amount of $31,990.00. The underrun was primarily due to less topsoil borrow than estimated on the project. If you have any questions or require further information, please call me at (612) 712-2021. Regards, Stantec Consulting Services Inc. Dan D. Boyum, P.E. City Engineer Phone: 612 712 2021 dan.boyum@stantec.com Attachments:Pay Request No. 2 & Final c.Kirk McDonald, Valerie Leone, Dave Lemke, Shawn Markham, Mark Rowedder, Megan Hedstrom – New Hope; Stacy Woods – City Attorney; Ann Dienhart – Stantec. City of New Hope 4401 Xylon Ave N New Hope , MN 55428 Page 2 of 3 Client Project Number: Payment Number: 2 Payment Summary No. Up To Date Work Certified Per Request Amount Retained Per Request Amount Paid Per Request 1 2020-06-01 28212.5 1,410.63 26,801.87 2 2020-12-17 -1200 -1,410.63 210.63 Funding Category Name Funding Category Number Work Certified to Date Less Amount Retained Less Previous Payments Amount Paid this Request Total Amount Paid to Date City Funds 27,012.50 0.00 26,801.87 210.63 27,012.50 Accounting Number Funding Source Amount Paid this Request Revised Contract Amount Funds Encumbered to Date Paid Contractor to Date WaterMain Funds City Funds 210.63 31,990.00 $31,990.00 27,012.50 Contract Item Status Line Item Description Units Unit Price Contract Quantity Quantity This Request Amount This Request Quantity To Date Amount To Date 1 2021.501/00010 MOBILIZATION (P) LS 4,000.00 1 0 0.00 1 4,000.00 2 2105.501/00010 COMMON EXCAVATION (P) (P) CY 52.00 45 0 0.00 45 2,340.00 3 2211.501/00010 AGGREGATE BASE, CLASS 5 TN 30.00 55 0 0.00 65.7 1,971.00 4 2360.505/00001 TYPE SP 9.5 BITUMINOUS MIXTURE FOR DRIVEWAYS (2,B) TN 150.00 30 0 0.00 29.24 4,386.00 5 2574.507/00100 TOPSOIL BORROW CY 45.00 150 0 0.00 33.5 1,507.50 6 2575.604/00700 RESTORATION WITH SEED 25-131 SY 8.50 1500 -141.176 -1,200.00 1506.824 12,808.00 Base Bid Totals:$-1,200.00 $27,012.50 Project Category Totals Project Category Amount This Request Amount To Date 193804156 Base Quote -1,200.00 27,012.50 City of New Hope 4401 Xylon Ave N New Hope , MN 55428 Page 3 of 3 Client Project Number: Payment Number: 2 Contract Change Item Status CC CC# Line Item Description Units Unit Price Contract Quantity Quantity This Request Amount This Request Quantity To Date Amount To Date Contract Change Totals: $ $ Contract Total $27,012.50 Contract Change Totals Number Description Amount This Request Amount To Date Material On Hand Additions Line Item Description Date Added Comments Material On Hand Balance Line Item Description Date Added Used Remaining I:\RFA\City Manager\2021\compliance ck failures\7.1 Q ‐ tob and liq failures 01 25 21.docx    Request for Action  January 25, 2021    Approved by: Kirk McDonald, City Manager  Originating Department: City Manager  By: Kirk McDonald, City Manager  Agenda Title  Appearance by licensees regarding consequences for failing tobacco or liquor compliance checks  Requested Action  Staff requests that Council take action as required under City Code regarding penalties for failing a license  compliance check.  Background  Tobacco and liquor compliance checks were conducted on December 23, 2020, by the Police Department. Due to  the pandemic some restaurants holding on‐sale liquor licenses were closed and therefore were not included in  this round of compliance checks. A total of sixteen businesses were checked and there were six tobacco failures  and one off‐sale liquor failure.    In accordance with city code, the businesses that failed have been invited to the Council Meeting regarding the  alleged violation. The licensee must admit or deny the allegation. All alleged violations are considered first  violations relative to the fine schedule. The Council should call upon each business to address the Council. A  representative from the police department will be in attendance if any questions arise.   Business Address Violation  Now Mart 7201 Bass Lake Road Tobacco  New Hope Fuel & Wash 9400 49th Ave N Tobacco  Hy‐Vee Wine & Spirits 8202 42nd Ave N Tobacco and Liquor  New Hope Smoke Shop 2767 Winnetka Ave N Tobacco  Family Dollar 2733 Winnetka Ave N Tobacco  Big B’s BP Gas 7800 27th Ave N Tobacco    The fine for failing a tobacco compliance check for a first violation within 36 months is $300 plus a 3‐day  suspension (may elect training in lieu of suspension). The ordinance was last revised in August of 2020.    The fine for failing a liquor compliance check for a first violation within 24 months is $250 plus a 3‐day suspension  (may elect training in lieu of suspension).     The city charges $100 for the identification training.     Following the hearing, the city clerk will mail the businesses a notice containing instructions on payment of the  fine, identification training or the license suspension period.   Attachments   Notices of Initial Appearance and Incident Reports   City Code 8‐7 and 10‐23    Agenda Section Public Hearing Item Number  7.1  I:\RFA\PUBWORKS\2021\Council\1039 Public Works Expansion  Request for Action  January 25, 2021    Approved by: Kirk McDonald, City Manager  Originating Department: Public Works  By: Bernie Weber, Public Works Director    Agenda Title  Resolution authorizing preparation of plans and specifications for Phase 1 improvements at the Public  Works facility (Improvement Project No. 1039)    Requested Action  Staff is requesting that Council authorize the city engineer to proceed with preparation of plans and  specifications for the Phase 1 Improvements at the Public Works Facility.     Policy/Past Practice  It is a past practice of staff to request direction from the City Council on potential improvement projects or  expansions to city facilities. The cost of a central garage expansion was identified in the city’s 2018 Capital  Improvement Plan. After review of the city’s long‐term plan in late 2016, the City Council postponed any  action associated with the project until at least 2020 due to the police station/city hall and pool/park  improvement projects. The Council authorized the preparation of this feasibility report at the October 28, 2019,  council meeting.  The feasibility report was presented at the August 24, 2020 council meeting.  Public works  and engineering staff have given tours of the existing facility.  Staff has prepared updated information based  on past meeting discussions and the tours.    Background  The central garage is located at the city’s public works facility at 5500 International Parkway. Staff maintains  approximately 173 pieces of equipment, 34 police vehicles, and several heavy‐duty trucks. There are 29 vehicles  and pieces of equipment that are always stored outside and 12 vehicles and pieces of equipment that are stored  outside when not in use.    In 2016, the city solicited proposals for engineering and architectural services associated with developing a  concept plan and preparing construction plans. The request included several building and site improvements.  While the project did not move forward at that time, the present‐day space needs for the facility and site remain  unchanged. In order to store all vehicles and equipment indoors and allow for improved efficiency, the director  of public works and staff are recommending that the following building and site improvements be considered  in the feasibility report:     Public works facility expansion with approximately 20,000 square‐feet of new garage/equipment  storage   Renovation of the existing garage/equipment storage space to improve vehicle circulation and  equipment storage   Renovation of the existing parts/maintenance areas to expand/improve parts storage   Addition of air conditioning in mechanics work bay   Renovation of some of the existing offices   Replace parking lot and storage yard pavement    Agenda Section Development &  Planning Item Number  8.1   Provide a new fuel dispensing system for diesel fuel and unleaded gasoline adjacent to the new  garage/equipment storage   Provide a new detached 3,000 square‐foot low temperature heated building for dirt used in patching  water main breaks   Security improvements both inside and out at the building including a new security gate and cameras   Storm water improvements as approved by the watershed    At the August 24, 2020 council meeting, the Council requested more information regarding the 30‐year fleet  replacement analysis as it relates to extending the life of vehicles, examples, and explanation of the  calculations.  The Council also asked staff to provide the projected operating cost increases for the expansion.    The Council was encouraged to contact the public works director to take a tour of the public works facility.    Public works and engineering/architectural staff compiled more information to address these requests.  The  additional information is included in the engineering memo and summarized below:     30‐year fleet replacement analysis – the original analysis was revised to provide more detail on the  formulas used in the calculations.   Examples from other communities – the following examples discuss the increase in vehicle life  associated with storing vehicles inside versus outside.  Staff used 2.5 years in the analysis above.  o Town of Meredith, New Hampshire – Cost Benefit Analysis – Page 3 discusses 2.5 years more  life with storing vehicles indoors  o Town of Upton, Massachusetts – Public Works Facility Feasibility Study Presentation – Page 5  of 8 of the presentation discusses 3 years more life with storing vehicles indoors.   Operating Costs (can be updated after final design)  o Phase 1 – Air conditioning for mechanics bay = $1,900 per year.  o Phase 2 – Lighting, power costs (50% demand), and heating costs = $20,970.44 per year  o Total – Phase 1 + Phase 2 = $22,870.44 per year    As discussed in the feasibility report, a phased approach to the improvements is being recommended by staff.   Proceeding with the Phase 1 Improvements at this time will avoid bonding for improvements as discussed in  the funding section below.  Also, including the 3,000 square‐foot, low temperature heated building with the  Phase 1 Improvements will provide immediate storage space within the existing facility until such time as the  future Phase 2 Improvements are completed.      Funding  The feasibility report identified an estimated total project cost of $6,414,066.60.  The report also identified an  estimated total project cost for a reduced project scope of $1,632,852.00 (includes alternates).  Since the report  was prepared, the estimated project costs were increased by 3.5% per year to reflect construction of the Phase 1  improvements in 2021 and Phase 2 improvements in 2024.  The updated estimated project costs are  $1,690,001.83 for Phase 1 (includes alternates) and $5,767,592.89 for Phase 2 Improvements (including charging  stations).     The city started setting aside funds for public works building improvements through central garage charges in  2017 and continues to increase the amount set aside on an annual basis. It is anticipated that the reduced scope  public works building improvements (Phase 1) could be paid for with the funds currently saved for that  purpose along with utilizing central garage reserve funds. The availability of internal funding from the   temporary financing fund for the larger scope project will not be known until the Civic Center Park and pool  projects are completed. Funding for the improvements was discussed in a previous memo from AEM.  AEM     has calculated there will be $1,650,000 in the building replacement reserve at the end of 2021.  As discussed  above, the estimated pricing for the Phase 1 Improvements and alternates is $1,690,001.83.  Depending upon  the final pricing the city receives on the Phase 1 Improvements, some alternates may not be able to be accepted  or additional internal financing will need to be reviewed from the central garage reserve fund.       Attachments    Resolution   Engineering Letter – January 21, 2021   Proposal Letter – January 21, 2021   Engineering Memo – January 12, 2021   Feasibility Report   Updated Site plans – reduced scope (Phase 1) – elevations   Minutes – August 24, 2020 Council Meeting – Pages 2 and 3   AEM Memo – 8/19/2020   City of New Hope  Resolution No. 21 ‐    Resolution authorizing preparation of plans and specifications for Phase 1  improvements at the Public Works facility (Improvement Project No. 1039)    WHEREAS, the city of New Hope has funding in the central garage fund for the proposed  phase 1 improvements; and,    WHEREAS, the city engineer has presented a proposal for the creation of plans and  specifications for these improvements, and has presented this proposal to the  City Council for authorization.    NOW, THEREFORE, BE IT RESOLVED:    1. The Council authorizes the city engineer to prepare of plans and  specifications for the phase 1 Public Works facility improvements.       Adopted by the City Council of the city of New Hope, Hennepin County, Minnesota, this 25th  day of January, 2021.        Mayor    Attest:       City Clerk    Stantec Consulting Services Inc. 733 Marquette Avenue, Suite 1000 Minneapolis, MN 55402 January 21, 2021 File: 193804913 Attention: Bernie Weber, Director of Public Works City of New Hope 5500 International Parkway New Hope, MN 55428 Reference: Public Works Facility Expansion – Phase 1 Authorization to Prepare Plans and Specifications City Project No. 1054 Dear Bernie, A feasibility report was prepared and presented for this project at the August 24, 2020 Council Meeting. Following the presentation of the feasibility report, project costs and drawings were updated to reflect Phase 1 and Phase 2 Improvements in 2021 and 2024, respectively. Electric charging stations were added, and room revisions were made to the original feasibility report drawings based upon further Public Works Staff comments. Public Works and Engineering Staff also provided tours to Council members in the fall. The Council was updated on the project along with Phase 1 Improvements at the January 19, 2021 Council Work Session. Responses were provided to questions from the August 24, 2020 Council Meeting. There was discussion on the schedule and bidding climate as well as direction to have authorization to prepare plans and specifications for Phase 1 Improvements placed on the January 25, 2021 Council Meeting agenda. The attached proposal provides more detail into the Phase 1 improvements and design and bidding expenses. It also provides a proposed project schedule with approval of plans on April 5, receiving bids on May 6, and contract award on May 17, 2021. As discussed at the January 19, 2021 Work Session, it is difficult to say how contractor’s bids will compare to estimates. The project will be bid in the spring compared to the winter, and some contractors may have worked lined up that prevents them from bidding or affects pricing on the project. There also may be some changes in market pricing from what was seen or estimated in 2020. Having alternates provides flexibility to the Council as it relates to budget, and the design team will provide an updated opinion of probable costs at the April 5, 2021 meeting. Public Works and Engineering Staff have had preliminary discussions on construction observation and administration services from a budgetary standpoint. More detail on those services will be reviewed with the City Building Inspector and then Council prior to contract award. January 21, 2021 Mr. Bernie Weber Page 2 of 2 Reference:Public Works Facility Expansion – Phase 1 Authorization to Prepare Plans and Specifications The estimated total project cost for the Phase 1 Improvements is $1,690,001.83. The engineering and architectural scope of services for design and bidding phases is an hourly not-to-exceed fee of $147,921.00, with reimbursable expenses estimated at no more than $1,500.00. If Council chooses to move forward with this project, authorization to prepare plans and specifications could be given at the January 25, 2021 meeting. If you have any questions or require further information, please call me at (612) 712-2021. Sincerely, Stantec Consulting Services Inc. Dan D. Boyum, P.E. City Engineer dan.boyum@stantec.com Attachments: Design and Bidding Proposal Cc: Kirk McDonald, Valerie Leone, Andrew Kramer, Dave Lemke, Shawn Markham, Megan Hedstrom, Matt Rowedder – New Hope; Stacy Woods - Jensen Sondrall Persellin & Woods, P.A.; Bruce Paulson – Stantec. Stantec Architecture Inc. 733 Marquette Avenue, Suite 1000 Minneapolis, MN 55402 Design with community in mind January 21, 2021 File: 193804913 Mr. Bernie Weber City of New Hope 5500 International Parkway New Hope, MN 55428 Reference: New Hope Public Works Facility Phase 1 Renovation Design and Bidding Proposal Dear Bernie, Thank you for the opportunity to submit this proposal for the above-mentioned project. Based on plan set presented at the January 19, 2021 City Council work session, we understand this project will include the following: 1. Renovation and expansion of the existing Paint Storage Room into a Fitness Room. Provide new lighting and power outlets. Provide new heating, ventilation, and cooling system on a separate zone. 2. Addition of a new Storage Room adjacent to the new Fitness Room. Provide new lighting and power outlets. Provide new heating, and ventilation (no cooling) on a separate zone. 3. Renovation of the existing mezzanine storage space to add a new Office and Plan Storage Room. Provide new lighting, power, and data outlets. Provide heating, ventilation, and cooling system with a separate zone for each room. 4. Addition of a new roof-mounted air handling unit to provide heating, ventilation, and cooling for the mezzanine storage space, new Office, new Plan Room, Fitness Room and new Storage Room. Each of these spaces will be on a separate zone for the heating, ventilation, and cooling. 5. New Parts Storage Room with new mezzanine storage space. Relocate existing water heater in Vehicle Parking Area to new mezzanine. Provide heating and ventilation (no cooling) for these spaces. Provide lighting and power outlets. 6. New room for air compressor and new water service immediately south of new Parts Storage Room to accommodate expanded fire protection system when Phase 2 expansion is completed. Provide heating and ventilation (no cooling) for these spaces. Provide lighting and power outlets. Provide new receptacles on south face of south wall for relocated table saw and radial arm saw. 7. Add air conditioning system with ductwork for the Mechanics Bay and Mechanics office. 8. Renovate existing sand/gravel storage space at southeast corner of the existing building to vehicle parking space with trench drain and underground piping routed to existing trench drain system in Vehicle Parking Space. Install new CMU wall at north side of this space. 9. Replace damaged concrete and grating framing at both sand interceptors in Vehicle Parking Space. January 21, 2021 Mr. Bernie Weber Page 2 of 3 Reference: New Hope Public Works Facility Phase 1 Renovation Design and Bidding Proposal Design with community in mind 10. Expand parking lot at northwest side of building. Replace existing pavement at north and east sides of existing building. Replacement to include underground storm water detention storage system. 11. Provide security system upgrades to include new security gates with vertical pivot operators at north and south sides of building, new chain link security fence at new security gates, and twenty (2) new security cameras. Building security system will be upgraded to be compatible with new City Hall security system. 12. Provide a new detached 3,000 square building to contain sand, class 5, and topsoil. Building will have gas-fired in-floor or infrared heating system, electrical power, and lighting. 13. Add new upward acting sectional door in east wall of existing building. 14. Clean and repaint interior walls of Mechanics Bay. 15. Replace spalled concrete floor slab in Mechanics Bay, clean and prep concrete floor slab to receive new concrete floor coating system. The following items will be included in this project as alternates: 1. New Mechanics Bay parking spaces at southwest side of building. Provide new parking lot lighting fixtures with security cameras. 2. Add new translucent panel windows in north, east and south walls. 3. Re-face the existing kitchen cabinets to create more spaces for staff to securely store their personal items. 4. Replace vinyl flooring in the existing office areas. Design and Bidding Phases 1. Schedule a project kick-off meeting with City staff to review and confirm project scope and schedule. 2. Schedule a site visit to verify existing conditions and measurements. 3. Prepare construction documents including, but not limited to, drawings and specifications for the scope of work as noted above. 4. Schedule and facilitate meetings with City staff at 50% and 95% complete to review the plans, specifications, and project schedule. 5. Incorporate any changes to the plans and specifications based on the City staff meetings and issue the bidding documents via QuestCDN. 6. Schedule and facilitate a pre-bid meeting. 7. Respond to bidder questions and issue addenda if necessary. 8. Attend the bid opening and review all bids for compliance with contract documents. References will be contacted and documented. January 21, 2021 Mr. Bernie Weber Page 3 of 3 Reference: New Hope Public Works Facility Phase 1 Renovation Design and Bidding Proposal Design with community in mind 9. Prepare a bid tabulation and letter of recommendation for contract award. Based on the scope of services defined above for the Design and Bidding Phases, Stantec will perform this work on an hourly not-to-exceed fee of $147,921.00. Reimbursable expenses will include mileage and printing/reproduction costs and are estimated to be no more than $1,500.00. We will submit a proposal for construction phase services after the bids have been received and the project award scope has been determined. Proposed Project Schedule City Council approval to proceed with design January 25, 2021 City Council approval to issue project for bidding April 5, 2021 Receive Bids May 6, 2021 City Council Contract award May 17, 2021 Construction start June 7, 2021 Substantial Completion October 29, 2021 Final Completion November 19, 2021 If you have questions, need additional information, or wish to discuss this matter in greater detail, please contact us. Thank you for the opportunity to provide these services. Regards, Stantec Architecture Inc. Bruce P. Paulson Philip J. Caswell, PE Senior Associate, Architect Senior Associate, Structural Engineer 612-712 -2108 (612) 712-2029 Bruce.paulson@stantec.com Phil.caswell@stantec.com c. File                           January 12, 2021     Engineering Memo   Fleet Replacement      Cost Estimate   Vehicle Life Examples      Memo bd v:\1938\active\193804913\communications\correspondence\weber_boyum_memo_question_responses_and_update__shortened_draft_2021_01_12.docx To:Bernie Weber From:Dan D. Boyum New Hope Public Works Director New Hope City Engineer File:City Project No. 1039 Date:January 12, 2021 Reference: Public Works Building Expansion The Public Works Building Expansion Feasibility Report was presented at the August 24, 2020 Council Meeting. At that meeting and prior to the next discussion of the work at the building, the Council requested further information on the following items: 1. Estimated operational costs for the future building expansion and air conditioning in mechanic’s bay. 2. Breakdown of calculations for the 30-year fleet replacement cost estimate. 3. Provide more examples of vehicle life analysis. Public Works Staff has also reviewed the layout of the proposed improvements within the existing building and requested some adjustments to the layouts presented at the August 24, 2020 Council Meeting. Those items are as follows: 4. Vehicle charging stations. 5. Adjustment to room layout. The following sections provide additional feedback and details on the items listed above as well as a more detailed breakdown on estimated architectural and engineering indirect costs. Item 1 - Estimated Operational Costs for Future Building Expansion and Air Conditioning in Mechanics Bay · Estimated Lighting Costs per Year = $2,156.22 (48 fixtures, 6,153.6W, $0.08/KWH, 12 hours/day) · Estimated Power Costs per year (Depends on how the building is operated, so see range below) Unit 25% Demand – 6 HRs Per Day 50% Demand – 12 HRs Per Day 75% Demand – 18 HRs Per Day 100% Demand – 24 HRs Per Day KW 36 36 36 36 $/KWH $ 0.08 $ 0.08 $ 0.08 $ 0.08 $/Hr $ 2.88 $ 2.88 $ 2.88 $ 2.88 $/Day $17.28 $ 34.56 $ 51.84 $ 69.12 $/Year $6,307.20 $12,614.40 $18,921.60 $25,228.80 · Heating per Year = $6,200 (gas). · Cooling for Mechanics Bay = $1,900/year (electric) January 12, 2021 Bernie Weber Page 2 of 3 Reference: Public Works Building Expansion bd v:\1938\active\193804913\communications\correspondence\weber_boyum_memo_question_responses_and_update__shortened_draft_2021_01_12.docx · Total = $2,156.22 + $12,614.22 (Assume 50% demand) + $6,200 + $1,900 = $22,870.44. It should be noted this cost does not include any water related costs if the City chooses to irrigate green space areas with the building expansion. Item 2 - Breakdown of Calculations for the 30-year Fleet Replacement Cost Estimate Appendix B in the feasibility report contained the breakdown of how Public Works Staff calculated the 30-year Fleet Replacement Cost Estimate. That attachment is included with this memo. Item 3 - Vehicle Life Examples Attached to this memo are two examples of vehicle life analysis related to storing vehicles inside versus outside. The first example uses an increase in life expectancy of 2.5 years per vehicle. The second example discusses a 3-year increase in life expectancy. Public Works used 2.5 years in their calculation under Item 2 above. Item 4 – Vehicle Charging Stations Public Works Staff anticipates that with the new building expansion, 6 electric vehicle charging stations would be recommended. The estimated costs presented in the report were updated to reflect those charging stations as well as grouping the project into a Phase 1 and Phase 2 improvements as shown below: Option 2020 Report - Opinion of Probable Cost 2021 Opinion of Probable Cost 2024 Opinion of Probable Cost - With Charging Stations Comment Option 1 - Large Building Expansion $6,414,066.60 Option 2 - Reduced Scope Project - Base $1,532,449.00 $1,586,084.72 Increase by 3.5% per year for 1 year Option 2 - Reduced Scope Project - Alternates (1)$100,403.00 $103,917.11 Increase by 3.5% per year for 1 year Option 2 - Total $1,632,852.00 $1,690,001.83 Increase by 3.5% per year for 1 year Option 3 - Phase 1 - Reduced Scope Total in 2021 N/A $1,690,001.83 Option 3 - Phase 2 - Building Expansion in 2024 N/A $5,767,592.89 Increase by 3.5% per year for 4 years and include 6 charging stations Notes: (1) Alternates include new mechanics bay parking spaces, new translucent wall panels, reface kitchen cabinets / countertops, and replace vinyl flooring. January 12, 2021 Bernie Weber Page 3 of 3 Reference: Public Works Building Expansion bd v:\1938\active\193804913\communications\correspondence\weber_boyum_memo_question_responses_and_update__shortened_draft_2021_01_12.docx Item 5 - Adjustment to Room Layout Public Works Staff met in December 2020 to discuss the Phase 1 room layout. Based on that meeting, some adjustments have been made to the Phase 1 room layout. Those adjustments are shown on the attached drawings. Both Bruce Paulson and I can be present at upcoming meetings to discuss this memo as well as other aspects of the project with the Council and Staff. Stantec Dan Boyum ,P.E. City Engineer Phone: 612 712 2021 Fax: 651 636 1311 Dan.Boyum@stantec.com Attachment:30-year Fleet Replacement Cost Estimate, Vehicle Life Examples (2), Updated Drawings c. Bruce Paulson, Kirk McDonald APPENDIX B - Revised PROJECT: New Hope Public Works Facility Expansion Feasibility Study - Revised PROJECT NO: 193804913 CLIENT: City of New Hope, MN DATE: January 13, 2021 PAGE TITLE: Vehicle Replacement Schedule30 Year Fleet Replacement Cost Estimate Ford Pickup 1 2002 $25,237 $40,652 Ford Pickup 8 2002 $31,347 $50,493 Sterling Dump Truck 9 1999 $131,447 $228,638 Ford Dump Truck 15 1997 $29,931 $54,027 Ford F 550 17 2016 $42,968 $51,872 Sterling Dump Truck 19 1999 $100,530 $174,862 Sterling Dump Truck 20 2006 $85,767 $123,269 Ford 1 Ton Dump 21 2003 $32,407 $51,042 Tractor 5105 M 29 2009 $67,704 $83,124 Sterling Dump Truck 31 2000 $104,438 $175,725 Ford Tractor 33 1972 $7,000 $48,501 Ford Pickup 35 1999 $25,478 $44,317 Ford 1 Ton Tump 39 2010 $28,275 $69,258 Ford Pickup - Utilities 204 2008 $20,056 $26,990 Tractor 4720 226 2012 $31,062 $66,053 Ford Pickup - Streets 227 2012 $27,287 $40,481 New Holland Tractor 236 2013 $182,103 $226,490 Flail Mower 238 2014 $39,400 $48,222 Subtotal $1,012,435.64 $1,604,014.28 Trailer Roller 12 1998 $3,923 $7,437 Vermeer Chipper 14 2015 $53,100 $73,113 Trailer 22 1999 $4,225 $7,349 Trailer 23 1999 $4,225 $7,349 AgriMetal Aerator 41 2001 $5,458 $8,931 Stepp Hot Box 42 2010 $35,865 $47,655 Jon Boat 44 2012 $400 $505 Trailer 62 2001 $1,966 $6,635 Trailer 63 2001 $1,966 $6,635 Bobcat Trailer 66 2001 $4,975 $9,135 Vehicle #Model Year Original Purchase Price Estimated 2020 Replacement Cost*ITEM ITEM Vehicle #Model Year Original Purchase Price Estimated 2020 Replacement Cost* Vehicles Equipment 1 of 3 PROJECT: New Hope Public Works Facility Expansion Feasibility Study - Revised PROJECT NO: 193804913 CLIENT: City of New Hope, MN DATE: January 13, 2021 PAGE TITLE: Vehicle Replacement Schedule30 Year Fleet Replacement Cost Estimate Vehicle #Model Year Original Purchase Price Estimated 2020 Replacement Cost*ITEM Grader 69 2001 $8,147 $13,331 Pothole Patch Step Trailer 70 2007 $1,968 $2,750 Fertilizer Spreader 82 2014 $4,895 $6,740 Trailer Cement Forms 83 1987 $2,500 $6,375 Top Dresser 89 2016 $7,500 $9,464 Arrow Board 99 2000 $7,075 $11,904 Saw Trailer 200 2008 $2,605 $3,506 Grapple for #64 207 2010 $12,564 $15,177 Trailer for #68 209 2008 $5,949 $8,006 Stump Chipper 217 1989 $10,722 $25,060 Trailer - Utilities 224 2013 $17,165 $26,436 Message Board 228 2012 $17,580 $25,834 Mixer Trailer 235 2013 $5,272 $6,557 Bobcat Attachments 258 2018 $20,094 $21,078 Subtotal $240,138 $356,964 Total Vehicle 2020 estimated cost $1,604,014 Total Equipment 2020 estimated cost $356,963.70 Total Cost of all Fleet Stored Outside $1,960,978 Average Life of Fleet Stored Indoors (yr)13.5 Average Life of Fleet Store Outdoors (yr)11 30 Year Replacement Cost of Fleet if Stored Indoors $4,357,729 30 Year Replacement Cost of Fleet if Stored Outdoors $5,348,122 (30 years / average life of fleet if stored outdoors) * total cost of all fleet stored outside (30 years / 11 years) * $1,960,978 Based on average life of fleet stored outdoors (11 years) + the observed extended life of vehicles stored indoors (2.5 years) for an average life of fleet stored indoors of 13.5 years. (30 years / average life of fleet if stored indoors) * total cost of all fleet stored outside (30 years / 13.5 years) * $1,960,978 2 of 3 PROJECT: New Hope Public Works Facility Expansion Feasibility Study - Revised PROJECT NO: 193804913 CLIENT: City of New Hope, MN DATE: January 13, 2021 PAGE TITLE: Vehicle Replacement Schedule30 Year Fleet Replacement Cost Estimate Vehicle #Model Year Original Purchase Price Estimated 2020 Replacement Cost*ITEM Cost Savings by Moving Fleet Indoors over 30 Years $990,393 ` Cost Savings by Moving Fleet Indoors / year (over 30 years)$33,013 *Estimated 2020 cost based on either A) amount currently budgeted in the CIP for replacement if information is available or B) Original purchase price adjusted for inflation + 10% contingency 3 of 3 Town of Meredith, New Hampshire Cost Benefit Analysis for Storing Vehicle and Equipment Inside versus Outside Summary: There is always significant discussion on whether to store DPW vehicles in a minimally heated space or store them outside. From the perspective of employee safety and responsiveness there is no question that interior storage is the best method. Exterior storage of vehicles is particularly difficult during the winter where vehicles need to be cleaned and the engines warmed up prior to performing work. During winter months, the sander bodies have a tendency to freeze up if exposed to the elements, which can damage the spreader. Leaving the vehicles outside also leads to additional maintenance on these vehicles and decreases their useful life. During the winter months, even with block engine heaters, the vehicles require increased warm-up times, producing more exhaust and noise. The cold temperatures also lead to incomplete fuel combustion which creates excessive amounts of exhaust and noise. The larger amounts of exhaust, and noise, have a negative impact on the environment, as well as the adjacent neighbors. In addition to these reasons, it is cost effective in the long run to store vehicles inside as opposed to outside. The cost of storing vehicles outside and saving the money to build and operate the facility is offset by the additional costs associated with storing the vehicles outside. There are several costs for storing vehicles outside, including, additional cost to maintain those vehicles, the cost of replacing vehicles sooner, the cost of non-productive labor due to vehicle preparation and non-starts, the cost of building and maintaining the parking area, and the costs of operating the parking area including electrical costs for engine block heaters. The following analysis outlines the costs of building and operating a new building to house the vehicles and the costs associated with storing the vehicles outside. Cost Impacts to Store Vehicles Indoors 1.Cost to Construct the Facility - $1,675,000 This cost includes a base cost of $1,287,455 on a 20-year bond at 2.75% 2.Cost to Operate and Maintain the Facility - $17,503 per year There has been no energy model performed for this 8,665 square foot space, so we have taken previous energy models and extracted a cost for electric and gas usage. We believe that the cost to operate will be $1.67/sf (minimally heated 45 degrees) ·Lexington $117,000 (gas+ electric)/ 70,000 sf (mezzanine not included) = $1.67 ·Tisbury $57,500 (gas + electric)/ 16,000 sf (mezzanine not included) = $3.59 ·Though the average is $2.63 we feel that the lower estimate would be more accurate, though conservative, due to the space being only minimally heated. ·We have reviewed the cost to maintain this facility, which is minimal due to the durable products selected and the type of space. We believe that the cost to maintain will be approximately $.35/sf or $3,032.75 per year. ·The cost to operate and maintain is 1.67 + .35 x 8,665 sf =$17,503 3.Total Cost to Build and Operate the Building for 30 Years - 2,200,090 Cost Impacts to Store Vehicles Outdoors 1.Cost to Construct the Parking Area - $224,256.47 ·Costs include sitework, paving, lighting and security (fence and gate) ·Cost Estimated at 8665 sf x+ (12/sf parking + 3/sf lighting + 2/sf security) x 17% cont. and escalation= $172,346.85 ·Based on a 20-year bond at 2.75% 2.Cost to operate and maintain the parking area = $4,332.50 per year ·Costs include electricity for site lighting, and gate and painting and patching $0.50/sf 3.Cost to purchase and operate block engine heaters = $1,050 + $1,310 = $2,360 ·Average Cost of Block heater and timer $75.00, estimated at 14 = $1,050 ·Average Wattage for block heater 1,250 ·Average length of operation - 4 hours ·Cost per Kwh .17 ·$11.90 per day to operate 14 vehicles x 110 days= $1,310 per year Items of note o Heaters would be required to be hooked up to emergency generator, which would lead to a larger generator size and cost, not included in estimated costs o The area needs to be secured so vandals would not unplug heaters overnight - the addition of cameras would be ideal and an additional cost. 4.Non-productive labor spent to prepare vehicles stored outside for operations on winter days = $922,500 ·Days below 32 degree, approximately 140 (including 17 with snow) ·Estimate 110 days due to weekends or low temperatures not sufficient to require excessive preparation. ·We estimate that it takes an additional 22 minutes to get a vehicle prepared for service during winter conditions. This includes warming the vehicles up using block heaters, scraping ice from windshields and mirrors, removing snow, downtime for vehicles that will not start in the conditions and need to be brought inside. o (22 minutes per day for 14 vehicles) x 110 days = 565 hours spent in non- productive time per year ·In addition, it is estimated that it takes an average of an additional 15 minutes to hook up plows that are stored outside compared to those stored inside. This estimate is based on times when there is no discernible difference in time to the times when employees bring hot water outside to de-ice the connections required to hook the plow up. Though there is an average of 17 snow events plows are hooked up more frequently due to potential events. We estimate this to total 20 time per year. o (15 minutes per event for 10 vehicles) x 20 events = 50 hours spent in non- productive time per year ·An hourly rate of $50.00 is used, which includes social security and benefits. ·Estimate that it costs $30,750 in non-productive labor per year to house vehicles outside. ·Estimated that it costs $922,500 in non-productive labor for 30 years to house vehicles outside. 5.Non-Productive Labor for securing equipment = $937.50 per year ·Equipment that is stored on vehicles outside that either cannot be outside or is expensive, needs to be stored inside. The time associated with removing the equipment after the shift is over and putting back on the vehicle at the beginning of the next shift, when comparing it to vehicles that are already stored inside, has a cost. ·Number of times per year is estimated at 73. ·Non-productive time at beginning and end of day 15 minutes ·73 x .25 minutes x $50.00 per hour = $937.50 6.Cost of decreased Vehicle Life Span = $459,596 ·It is estimated that storing vehicles outside reduces the vehicles productive life by an average of 2.5 years. The average life span of a vehicle housed inside is §13.5 years and the average cost of the Town's vehicles is $65,000. ·By projecting that a vehicle will last 2.5 years longer, and with a fleet of 14 §vehicles over 30 years. ·30 years/ 13.5 years per vehicle x 14 vehicles x $65,000 = $2,022,222 ·30 years/ 11 years per vehicles x 14 vehicles x $65,000 = $ 2,481,818 ·Saving of $459,596 over 30 years. ·It should be noted that the cost of $65,000 used in this estimate is the average cost of the existing vehicles used by the Town of Deerfield. This means replacing the vehicle with a used piece of equipment of like size and model. If the estimate included replacing the vehicles with new vehicles the number would be significantly higher as a new dump truck can cost in excess of $100,000. 7.Additional Maintenance Costs = $16,800 per year ·There is an additional maintenance cost for storing vehicles outside. This is due to the faster degrading of vehicle parts such as, electrical systems, windshield wipers, brake lines, body repairs, air systems, and hoses. ·We estimate $1200.00 per vehicle per year for these repairs, blending the higher costs required for old vehicles with the lower costs for newer vehicles. ·$1200/vehicle x 14 vehicles = $16,800 per year COST ANALYSIS 30 YEARS 1. Cost to Construct the Facility $1,675,000 2. Cost to Operate + Maintain the Facility $774106 Total Cost of Interior Storage $2,449,106 1.Cost to Construct the Parking Area $172,346.85 2. Cost to operate and maintain the parking area $191,614 3. Cost to purchase and operate block engine heaters $62,937 4. Non-productive labor for winter days $1,359,981 5. Non-Productive Labor for securing equipment $41,463 6. Cost of decreased Vehicle Life Span $459,596 7. Additional Maintenance Costs $743,014 Total Cost of Exterior Storage $3,030,924 Total Cost Difference $581,818 The above costs include a conservative annual increase in cost of 2% per year, except for vehicle life span, due to the difficulty in predicting when the vehicles would be replaced and how the compound escalation would be assessed. Weston & SampsonTown of UptonPublic Works Facility Feasibility StudyUpdate PresentationAugust 28, 2018 Weston & SampsonWhy put the vehicles and equipment indoors…..1. Employee Safety2. Public Safety 3. Protection of Equipment4. Stormwater Pollution Control5. Cost Effective Operations6. Efficient OperationsEmployee safety is compromised when trying to clear off large equipment in inclement weather conditions as shown aboveTown of Upton Public Works Facility Weston & SampsonWhy put the vehicles and equipment indoors…..Vehicles which are covered by snow or ice may take longer to respond to the needs of the community which could result in unsafe conditions for the public1. Employee Safety2. Public Safety 3. Protection of Equipment4. Stormwater Pollution Control5. Cost Effective Operations6. Efficient OperationsTown of Upton Public Works Facility Weston & SampsonWhy put the vehicles and equipment indoors…..Outdoor storage contributes to accelerated equipment deterioration1. Employee Safety2. Public Safety 3. Protection of Equipment4. Stormwater Pollution Control5. Cost Effective Operations6. Efficient OperationsTown of Upton Public Works Facility Weston & SampsonWhy put the vehicles and equipment indoors…..Case Study for increased vehicle life expectancy associated with storage of equipment indoors•Town of Wayland purchased three large dump trucks•Town only had room to store one indoors•Remaining two vehicles were stored outdoors•Two vehicles stored outdoors were removed from service early due to equipment deterioration. Equipment conditions were so poor that they were sold as scrap.•The vehicles which was stored indoors remained in service for three more years and was in suitable condition when it reached its service life that it was able to be sold at auctionOnly room to store one (1) new dump truck indoorsTwo (2) vehicles stored outdoors due to limited availability of covered storage Weston & SampsonWhy put the vehicles and equipment indoors…..1. Employee Safety2. Public Safety 3. Protection of Equipment4. Stormwater Pollution Control5. Cost Effective Operations6. Efficient OperationsAny drips or spills from vehicles stored inside will be collected in a closed floor drain system preventing them from reaching the environmentTown of Upton Public Works Facility Weston & SampsonWhy put the vehicles and equipment indoors…..1. Employee Safety2. Public Safety 3. Protection of Equipment4. Stormwater Pollution Control5. Cost Effective Operations6. Efficient OperationsCost to Construct Storage Garage•Construction•Maintenance•OperationCost Associated with Exterior Storage•Increased Vehicle Maintenance•Decrease in Vehicle Life Expectancy•Non-Productive Labor•Operational impacts•Employee Safety & Environmental VERSUSTown of Upton Public Works Facility Weston & SampsonWhy put the vehicles and equipment indoors…..Town of Upton Public Works FacilityVehicle starting outdoors results in increased exhaust emissions due to cold start conditions                           Feasibility Report   2 Stantec Architecture Inc. 733 Marquette Avenue, Suite 1000, Minneapolis, MN 55402 August 24, 2020 File: 193804913 Mr. Bernie Weber City of New Hope 5500 International Parkway New Hope, MN 55428 Reference: Summary Report – Expansion Feasibility Study City of New Hope Public Works Facility Dear Bernie, Stantec is pleased to present this Executive Summary Report of the New Hope Public Works Facility Expansion Feasibility Study. The existing Public Works Facility has had several additions with the latest being the Mechanic’s Area which was completed in 2001. Since that time, the needs of the departments housed within the Public Works Facility have grown and it is anticipated these departments will continue to grow into the future. In June of 2016, the Public Works department submitted a Request for Action to the City Council. Included in this request were the following items for the existing Public Works Facility: 1. Removal and replacement of all Public Works Facility asphalt surfaces. 2. Repair shop floors and coatings, concrete is spalling, coatings have lifted, repair, reseal or resurface. 3. Replace tile flooring; high wear in many areas, repairs are required at minimum. 4. Cleaning/repainting of Public Works Facility interior walls regarding accumulated soot and paint peeling. 5. Public Works Facility, garage doors and replacement of worn out overhead doors as well to increase efficiency of building. 6. Barrier walls for spoils storage area to store materials in an organized method and to keep contained per storm water runoff standards. 7. Installation of irrigation at Public Works Facility; esthetically appearance should be contiguous of the industrial area. Also included in this Request for Action was a Public Works Facility expansion to fully house Public Works equipment inside the facility to increase longevity and reduce weathering, with upgrades to increase efficiency of staff, including relocating/upgrading fuel tank and dispensing system. The proposed building expansion size was 20,000 square feet with a 3,000 square foot outbuilding with barrier walls for storage of sand, gravel, and topsoil. 3 Per our proposal dated October 4, 2019 and follow-up meetings with Public Works staff, the items from the 2016 Request for Action were revised to include the following: 1. Public Works Facility expansion with approximately 20,000 square feet of new garage/equipment storage. 2. Renovation of the existing garage/equipment storage space to improve vehicle circulation and equipment storage. 3. Renovation of the existing Parts/Mechanics Bay areas to expand/improve parts storage. 4. Addition of air conditioning in Mechanics Work Bay. 5. Renovation of some of the existing offices (expanded to include re-facing all of the kitchen cabinets and renovation/expansion of the existing Storage Room into a new Fitness Room). 6. Replace parking lot and storage yard pavement. 7. Provide a new fuel dispensing system for diesel fuel and unleaded gasoline adjacent to the new garage/equipment storage. 8. Provide a new detached 3,000 square low-temperature heated storage building with concrete barrier walls for sand, gravel, and topsoil storage. 9. Security improvements both inside and outside the building including a new security gate and cameras. 10. Storm water improvements as required by the watershed district. Stantec performed an assessment of the existing Public Works Facility to document the current condition of the building, and identify any critical deficiencies needing immediate attention and improvement. Should you have any questions regarding this report or need further detail or explanation, please contact me at (612) 712-2108 or via email at bruce.paulson@stantec.com. Respectfully Submitted, STANTEC ARCHITECTURE INC. Bruce P. Paulson, RA Senior Project Manager/Architect Phone: (612) 712-2108 Mobile: (651) 492-9089 Bruce.Paulson@stantec.com 4 Table of Contents 1.0 Introduction and Approach ....................................................................................................... 5 2.0 Current Conditions ........................................................................................................................ 6 3.0 Expansion Feasibility Summary ................................................................................................... 8 4.0 Recommendations .................................................................................................................... 10 5.0 Expansion Feasibility Costs Summary ........................................................................................ 11 Appendix A – Opinion of Probable Project Costs – 2020 Appendix B – 30-Year Fleet Replacement Analysis Drawings 5 1.0 Introduction and Approach The City of New Hope contracted with Stantec to prepare an Expansion Feasibility Study for the Public Works Facility. This study included a Condition Assessment of the existing Public Works Facility via walk-through visual observations of the existing building envelope, structural systems, building systems, and roof condition to identify current deficiencies and potential needs of the building and structure. The Stantec assessment team consisted of an architect, structural engineer, mechanical engineer and electrical engineer performing the on-site facilities condition assessment to document the existing conditions through visual observation and photographs. During the on-site facilities condition assessment, we conferred with the City’s Public Works staff to identify known issues or unseen conditions within the building. Generally, the building and structure is in good condition, except as noted herein. It is the intent that the items identified and described in this report will provide guidance to improve the building and extend its’ useful life. 6 2.0 Current Conditions Public Works Facility Vehicle and Equipment Storage The current Public Works Facility does not have enough interior space to accommodate all of the city-owned vehicles and equipment. Material Storage Sand and gravel are currently stored inside the building in a space that could be better used as vehicle parking with the available power and heating contained within the building. Flooring The concrete floors in the Mechanics Bay and Vehicle Parking areas have areas that have spalled and need repair. The spalled areas create a trip hazard and are showing further signs of deterioration and wear. The vinyl composition tile in the hallways, some office spaces, and lunchroom is showing signs of wear from foot traffic. Interior Walls The exterior of the building was repainted in 2013. The interior walls of the Vehicle Parking spaces have not been repainted and are in need of cleaning and repainting. Overhead Doors The exterior service doors and frames in the Vehicle Parking spaces are showing signs of wear with rust visible on the doors and frames. Staff have indicated the overhead doors in the Vehicle Parking spaces are also showing signs of wear with not operating as quickly as they used to. Mechanics Bay Staff have indicated the current Mechanics Bay Parts Room is undersized for the inventory they need to keep stocked for the variety of vehicles and equipment serviced. The Mechanics Bay needs to keep the overhead doors closed to maintain building security. In summer months this is an issue as the Shop does not have air conditioning. The air compressor that serves the Mechanics Bay as well as the Vehicle Parking spaces is very noisy. It has been moved a few times trying to make it less annoying, without any real success. Ancillary Spaces The current fitness area is located on the mezzanine above the Parks Department space. Staff have requested this function be relocated to the main level to allow more staff access to the equipment. The current Kitchen base cabinets, wall cabinets, and countertops are showing their age. Staff have requested these be replaced and re-sized to allow each employee their own wall or base cabinet for storage of personal food/eating items. 7 Electrical The existing electrical service to the New Hope Public Works Facility is a 1200A, 208Y/120 Volt, Three Phase service from the electric utility. There is an existing 100kW generator and automatic transfer switch that is used to feed the whole building when power from the utility is disrupted. Stantec reviewed one year of utility bills and found that the existing facility is currently using approximately 66kVA (183A @ 208Y/120V). Outdoor Yard Topsoil Storage The current outdoor yard includes an area for topsoil storage that is not covered. This allows the soil to become water-logged as well as run-off during heavy rain events. Relocation of the soil spoils and topsoil storage from outdoor to inside the low- temperature heated storage building will clean up the outdoor storage area as well as eliminate the potential for soils to get into the storm drainage system during rain events. Fuel Dispensing System The current fuel dispensing system and underground fuel tanks are inside the security fence south of the existing building. The building expansion will require the fuel dispensing system to be relocated. Public Works is recommending the fueling station be relocated outside of the security fence area for the following reasons: 1. Security gate malfunctions have affected access to the fueling station in the past, forcing police officers to re-fuel their work vehicles at local gas stations at a higher fuel cost. 2. Security gate malfunctions have led to the gate remaining open after normal work hours compromising site security. 3. West Metro Fire Department would be able to use the fuel dispensing system in the new location outside of the security fence. 4. Public Works would be able to meet security protocols with fewer vehicles accessing their secured site. Asphalt Pavement The existing asphalt pavement on this site is over 20 years old, deteriorating and needs replacement. Site The turf areas on this site are not currently irrigated. 8 3.0 Expansion Feasibility Summary This Expansion Feasibility Study was requested by City staff to review existing conditions at the Public Works Facility and determine the need and feasibility of expanding the Public Works Facility. A kickoff meeting with department heads was held to review the proposed improvements from the 2016 Request for Action, as well as the updated list of improvements included in our proposal dated October 4, 2019. At this meeting, known issues within the existing building were also discussed. Council Questions and Follow-up Based on some of the questions by Council related to the expansion, one of the first tasks performed by City staff was to check with the Public Works Departments of neighboring cities to understand where they store their city-owned vehicles and equipment. The table below reflects Staff’s findings. City Vehicles/Equipment Storage Other Comments Brooklyn Center All vehicles and equipment stored inside except the garbage truck Brooklyn Park All vehicles except supervisors vehicles stored inside. Most equipment stored inside except plow wings during the summer. Coon Rapids All vehicles, trailers and some other equipment stored outside. Proposing next year to build new cold storage area to store all equipment inside Crystal All vehicles and equipment stored inside. Fridley All vehicles and equipment stored inside. Recently built new facility. Has underbody spray system, idea they got from Elk River. They predict it has an increase of 15% on liftime of vehicle. Offered tour if interested. Golden Valley All vehicles and equipment stored inside. Maple Grove Most vehicles stored inside, some seasonal and trailers stored outdoors. Have drive through wash for vehicles. Plymouth Everything Stored inside except plow wings stored outside during the summer. 9 City Council members asked if canopies could be used in lieu of an enclosed building to save costs while offering cover and flexibility. City staff reviewed the city zoning requirements and conferred with the city planner regarding the possibility. The public works facility is located in the Governmental, Park & Open Space (GPO) zoning district and is positioned within an industrial park. While the GPO district allows the city some flexibility, staff recommends applying the City’s industrial district standards, including the New Hope Design Guidelines. An open-air canopy would not meet the City’s architectural standards for an accessory building nor would it meet the façade requirements for parking structures in any zoning district. Additionally, use of an open-air canopy would still allow snow to blow in and onto city vehicles and equipment and would not protect either from colder temperatures. Thus, there would still be costs associated with non-productive labor and equipment to access and use those vehicles in the winter. As an example, the two trucks that are used year-round for water main breaks have diesel engines and are currently parked outside. Depending on the weather conditions, there are times during the winter months when it will require up to two hours to get either vehicle cleaned off, started, and loaded with the necessary equipment kept inside the building before they can depart to address the water main break. Electrical System Capacity Stantec reviewed the existing switchgear and found space for nine (9) 100A breakers in the existing switchgear P1, and it appears there is space for a future 600A breaker in the existing switchgear P1 as well below the existing 400A and 600A breakers. These spaces can be used to feed the proposed work described above. It is expected that the new work would add an estimated 36kVA (100A @208Y/120V) of load. This additional load can be added to both the electrical service and the existing generator. The existing electrical service has both the spare amperage capacity and the capacity to add breakers in the existing switchgear to feed the expansion work described in this report. New 100A or 200A breakers would be provided in the existing switchgear P1 to feed the expansion. The expansion would be supported by the existing generator in the event of a utility company power disruption. Fleet Replacement Costs Another Council question was related to the costs and equipment replacement savings associated with storing vehicles and equipment inside versus outside. City Staff prepared a 30-year replacement analysis in Appendix B to address these questions. Appendix B includes a 30-year fleet replacement cost estimate and looks at the vehicle replacement costs for vehicles stored outside versus vehicles stored inside. The estimated costs savings to the City by moving fleet vehicles inside is $33,013.00 per year for a total estimated savings of $990,393.00 over 30 years. 10 4.0 Recommendations The recommendations provided below are from the comments in Section 2.0 Current Conditions Assessment and are listed in order of importance. Estimated costs can also be found in Appendix A at the back of this report. 1. Expand the existing Public Works Facility with a 20,000 square foot addition to accommodate existing vehicles and equipment that cannot currently be parked and/or stored inside during inclement weather and winter months. 2. The existing Closed Circuit TV (CCTV) system including all cameras, wiring, and head end equipment should be removed and a new Closed Circuit TV (CCTV) system be installed that is compatible with the new City Hall security system. 3. Relocate the fuel dispensing system and underground fuel storage tanks to the west side of the new addition with access from International Parkway without having to go through the security fence. 4. Add a new 3,000 square foot soils storage building to accommodate sand, class 5 gravel, and topsoil. This will clean up the outdoor storage yard and will also reduce the potential of getting soils into the storm drainage system. 5. Replace the existing pavement for the entire site. Reconstruct to current New Hope standard section. 6. Add air conditioning to the Mechanics Bay. 7. Add a new Mechanics Supervisor office and expand the Parts Storage Room with a new mezzanine above to accommodate additional storage. 8. Add a new Compressor Room to contain the air compressor and its’ noise. Relocation of the compressor moves it to be centrally located within the building for the new expansion. 9. Renovate the existing Paint Storage Room into the relocated Fitness Room and provide heating and air conditioning. 10. Replace the overhead and service doors into the Vehicle Parking spaces. 11. Add new translucent window panels in the exterior walls of the Vehicle Parking spaces to bring in more natural light. 12. Clean and repaint the interior walls of the Vehicle Parking spaces. 13. Repair/replace areas of spalled concrete floors in the Mechanics Bay and Vehicle Parking spaces. Clean all concrete floors in these areas and apply new concrete floor sealer. 14. Replace the south two-thirds of the trench drain and sand interceptor in the main Vehicle Parking area. 15. Renovate the current sand/gravel storage space into a new Truck Storage Space. Remove the concrete push walls and floor slab, install a new sloped floor slab with trench drain connected to the existing trench drain in the main Vehicle Parking area. 16. The vinyl composition tile in the hallways, some office spaces, and lunchroom, are in need of replacement. 17. The Kitchen cabinets in the lunchroom should be re-faced and the countertops be replaced. 18. The exterior turf areas should have an irrigation system. 11 5.0 Expansion Feasibility Costs Summary As mentioned previously, the Public Works Facility is in generally good condition. The items identified in this report have been reviewed with the Public Works staff to understand the need and the summary of costs for the items included herein are as follows: 5.1 Summary of Opinion of Probable Project Costs An opinion of probable construction and project costs is itemized in Appendix A, based on 2020 construction costs. Recommendations are described and an opinion of probable construction cost is provided for each recommendation. Below is the total opinion of probable construction and project costs for the recommendations provided: Public Works Addition $ 3,140,000.00 Security System $184,300.00 Fiber Optic Relocation $20,000.00 Fuel Dispensing System $262,000.00 Soils Storage Building $270,000.00 Pavement Replacement $734,846.00 Mechanics Bay Air Conditioning $75,000.00 Parts/Mechanics Bay Renovation $89,375.00 Relocated Fitness Room $21,900.00 Re-face Kitchen Cabinets/New Countertops $11,840.00 Replace Garage Doors/Add new windows $120,100.00 Clean/Repaint Interior Walls $71,900.00 Repair Shop Floors/New concrete sealer $147,050.50 Truck Storage Space Renovation $72,590.00 New Trench Drain $59,716.00 Replace Vinyl Tile Flooring $22,113.00 New Irrigation System $37,325.00 Subtotal Estimated Opinion of Probable Construction Cost $5,320,055,50 10% Contingency $532,005.55 10% Indirect $532,005.55 Construction Testing $30,000.00 Total Estimated Opinion of Probable Project Cost $6,414,066.60 Please note: Each line item listed in Appendix A has an opinion of probable construction cost just for that item. The costs will vary depending on how the recommended scope of work is packaged for this project. Projected Project Costs (based on 3.5% annual inflation rate) Year Total Estimated Project Cost 2021 $6,638,558.93 2022 $6,870,908.49 2023 $7,111,390.29 2024 $7,360,288.95 12 5.2 Summary of Opinion of Probable Project Costs – Reduced Project Scope An opinion of probable construction and project costs is itemized in Appendix A, based on 2020 construction costs. Recommendations are described and an opinion of probable construction cost is provided for each recommendation. Below is the total opinion of probable construction and project costs for the reduced project scope recommendations provided: 2020 (Phase 1) 2021 (Phase 1 with 3.5% inflation) Security System $184,300.00 $190,750.50 New Soils Storage Building $270,000.00 $279,450.00 Pavement Replacement $498,515.00 $515,963.03 Mechanics Bay Air Conditioning $75,000.00 $77,625.00 Parts/Mechanics Bay Renovation $89,375.00 $92,503.13 Relocated Fitness Room $21,900.00 $22,666.50 New Overhead Garage Door $11,000.00 $11,385.00 Clean/Repaint Interior Walls of Mechanics Bay $21,280.00 $22,024.80 Repair Mechanics Bay Floor/New concrete sealer $24,747.50 $25,613.66 Truck Storage Space Renovation $72,590.00 $75,130.65 Subtotal Estimated Opinion of Probable Construction Cost $1,268,707.50 $1,313,112.26 10% Contingency $126,870.75 $131,311.23 10% Indirect $126,870.75 $131,311.23 Construction Testing $10,000.00 $10,350.00 Total Estimated Opinion of Probable Project Cost $1,532,449.00 $1,586,084.72 Please note: Each line item listed in Appendix A has an opinion of probable construction cost just for that item. The costs will vary depending on how the recommended scope of work is packaged for this project. Potential Alternates for the Reduced Project Scope New Mechanics Bay Parking Spaces $51,450.00 $53,250.75 New Translucent Wall Panels $15,000.00 $15,525.00 Re-face Kitchen Cabinets/New Countertops $11,840.00 $12,254.40 Replace Vinyl Flooring $22,113.00 $22,886.96 $100,403.00 $103,917.11 Total - Base + Alternates $1,632,852.00 $1,690,001.83 APPENDIX A PROJECT: New Hope Public Works Facility Expansion Feasibility Study PROJECT NO: 193804913 CLIENT: City of New Hope, MN DATE: August 24, 2020 PAGE TITLE: Preliminary Opinion of Probable Construction Costs Total Item Unit Quantity Per Unit Total New public works facility building expansion SF 20,000 $125.00 $2,500,000.00 New mechanical systems SF 20,000 $15.00 $300,000.00 New plumbing systems SF 20,000 $5.00 $100,000.00 New electrical systems SF 20,000 $12.00 $240,000.00 Subtotal $3,140,000.00 New security gates - vertical pivot operators EA 2 $35,000.00 $70,000.00 New chain link security fence LF 220 $65.00 $14,300.00 New security cameras EA 20 $5,000.00 $100,000.00 Subtotal $184,300.00 LS 1 $15,000.00 $15,000.00 LS 1 $175,000.00 $175,000.00 New concrete pavement at fuel dispensing system SF 9,000 $8.00 $72,000.00 Subtotal $262,000.00 New soils storage building; 22' clear to bottom of roof trusses SF 3,000 $80.00 $240,000.00 SF 3,000 $4.00 $12,000.00 Electrical power and lighting SF 3,000 $6.00 $18,000.00 Subtotal $270,000.00 Infrared gas-fired heating system ITEM Remove existing fuel dispensing system, concrete island, and underground fuel storage tanks New fuel dispensing system for diesel and unleaded gasoline; concrete island with bollards; and (2) 10,000 gallon underground fuel storage tanks; (2) fuel dispensers with two hoses per dispenser; card reader controller for fuel dispensing; fuel tank monitoring system; all necessary electrical conduits and wiring; all necessary underground plumbing piping and vents New Soils Storage Building Security System Improvements Public Works Facility Building Expansion New Fuel Dispensing System 1 of 4 PROJECT: New Hope Public Works Facility Expansion Feasibility Study PROJECT NO: 193804913 CLIENT: City of New Hope, MN DATE: August 24, 2020 PAGE TITLE: Preliminary Opinion of Probable Construction Costs Total Item Unit Quantity Per Unit TotalITEM LS 1 $26,300.00 $26,300.00 SY 12,422 $3.00 $37,266.00 LF 702 $10.00 $7,020.00 LF 200 $80.00 $16,000.00 LS 1 $262,500.00 $262,500.00 CY 1,450 $20.00 $29,000.00 SY 1,776 $2.00 $3,552.00 CY 890 $25.00 $22,250.00 LS 1 $3,750.00 $3,750.00 Ton 1,757 $25.00 $43,925.00 Ton 1,720 $85.00 $146,200.00 Ton 1,290 $90.00 $116,100.00 Gallon 710 $3.50 $2,485.00 LF 2,258 $1.00 $2,258.00 LF 702 $20.00 $14,040.00 LF 2,200 $1.00 $2,200.00 Subtotal $734,846.00 EA 1 $75,000.00 $75,000.00 Subtotal $75,000.00 Remove existing Parts and Parks Department spaces SF 990 $2.50 $2,475.00 New Mechanics Bay Office/Parts Storage with mezzanine SF 1,580 $55.00 $86,900.00 Subtotal $89,375.00 SF 292 $75.00 $21,900.00 Subtotal $21,900.00 Bituminous Mastic New pavement markings Relocated Fitness Room Renovate and expand the existing Storage Room 120 into the Relocated Fitness Room 120; remove existing CMU wall and install new structural beam; add new CMU walls; add three translucent window panels; paint walls and ceiling; provide rubber sports flooring; add heating and cooling; add new lighting and power receptacles Pavement Replacement Bituminous removal Mobilization Shape Aggregate Base Mechanics Bay Office/Parts Storage Renovation Curb and Gutter Bituminous Tack Bituminous Base Aggregate Base Bituminous Wear New air conditioning unit with ductwork Common Excavation (P) Geotextile Fabric Select Granular Borrow (CV) New Air Conditioning System for Mechanics Bay Remove Curb and Gutter Storm Sewer Pipe and Structures Storm Sewer Chamber 2 of 4 PROJECT: New Hope Public Works Facility Expansion Feasibility Study PROJECT NO: 193804913 CLIENT: City of New Hope, MN DATE: August 24, 2020 PAGE TITLE: Preliminary Opinion of Probable Construction Costs Total Item Unit Quantity Per Unit TotalITEM Re-face Kitchen cabinets LF 86 $100.00 $8,600.00 Replace Kitchen countertops LF 45 $72.00 $3,240.00 Subtotal $11,840.00 Remove existing garage doors and frames EA 6 $50.00 $300.00 Remove existing overhead doors, tracks, and motor operators EA 10 $600.00 $6,000.00 Install new garage doors and frames EA 6 $2,800.00 $16,800.00 Install new overhead doors, tracks and motor operators EA 10 $7,500.00 $75,000.00 Install new overhead door, track and motor operator in east wall EA 1 $11,000.00 $11,000.00 Install new translucent window panels EA 11 $1,000.00 $11,000.00 Subtotal $120,100.00 Clean interior walls SF 28,760 $0.75 $21,570.00 Re-paint interior walls SF 28,760 $1.75 $50,330.00 Subtotal $71,900.00 Replace spalled concrete floor slab SF 2,775 $18.00 $49,950.00 Clean/prep concrete floor slabs SF 27,743 $2.00 $55,486.00 Install new concrete floor coating SF 27,743 $1.50 $41,614.50 Subtotal $147,050.50 CY 84 $325.00 $27,300.00 SF 860 $1.50 $1,290.00 LF 23 $350.00 $8,050.00 SF 2,262 $10.00 $22,620.00 SF 860 $15.50 $13,330.00 Subtotal $72,590.00 Truck Storage Space Renovation Remove existing concrete push walls and floor slab Install new trench drain with pipng to existing sand interceptor Install new 8" CMU north divider wall Remove existing north wall Install new concrete floor slab over compacted backfill Replace Garage Doors, Overhead Doors, and add new Translucent Wall Panels Clean/Repaint Interior Walls of Mechanics Bay and Vehicle Parking Repair Shop Floors and Coatings Re-face Kitchen cabinets/new countertops 3 of 4 PROJECT: New Hope Public Works Facility Expansion Feasibility Study PROJECT NO: 193804913 CLIENT: City of New Hope, MN DATE: August 24, 2020 PAGE TITLE: Preliminary Opinion of Probable Construction Costs Total Item Unit Quantity Per Unit TotalITEM SF 1,887 $11.00 $20,757.00 LF 103 $250.00 $25,750.00 SF 1,887 $7.00 $13,209.00 Subtotal $59,716.00 Remove existing vinyl tile flooring SF 2,106 $2.50 $5,265.00 Install new vinyl tile flooring SF 2,106 $8.00 $16,848.00 Subtotal $22,113.00 Install new irrigation system SF 14,930 $1.50 $22,395.00 Site restoration SF 14,930 $1.00 $14,930.00 Subtotal $37,325.00 Subtotal Estimated Opinion of Probable Construction Cost $5,320,055.50 10% Contingency $532,005.55 10% Indirect Costs $532,005.55 Construction Testing $30,000.00 Total Estimated Opinion of Probable Construction Cost $6,414,066.60 Note: Shingle Creek Watershed District will provide $50,000.00 towards the costs for the storm sewer chamber. Projected Project Costs (based on 3.5% annual inflation rate) Install Irrigation System Replace Vinyl Tile Flooring Install new concrete slab to 8' away from trench drain New Trench Drain in Existing Building Install new trench drain with new sand interceptor Remove existing trench drain and sand interceptor; remove existing concrete slab to 8' away from trench drain 2023 $7,111,390.29 2024 $7,360,288.95 Year Estimated Total Project Cost 2021 $6,638,558.93 2022 $6,870,908.49 4 of 4 PROJECT: New Hope Public Works Facility Expansion Feasibility Study PROJECT NO: 193804913 CLIENT: City of New Hope, MN DATE: August 24, 2020 PAGE TITLE: Preliminary Opinion of Probable Construction Costs-Reduced Project Scope V2 Total Item Unit Quantity Per Unit Total New security gates - vertical pivot operators EA 2 $35,000.00 $70,000.00 New chain link security fence LF 220 $65.00 $14,300.00 New security cameras EA 20 $5,000.00 $100,000.00 Subtotal $184,300.00 New soils storage building; 22' clear to bottom of roof trusses SF 3,000 $80.00 $240,000.00 SF 3,000 $4.00 $12,000.00 SF 3,000 $6.00 $18,000.00 Subtotal $270,000.00 LS 1 $26,300.00 $26,300.00 SY 5,647 $3.00 $16,941.00 LF 120 $10.00 $1,200.00 LF 200 $80.00 $16,000.00 LS 1 $262,500.00 $262,500.00 CY 660 $20.00 $13,200.00 SY 1,776 $2.00 $3,552.00 CY 405 $25.00 $10,125.00 LS 1 $3,750.00 $3,750.00 Ton 800 $25.00 $20,000.00 Ton 783 $85.00 $66,555.00 Ton 587 $90.00 $52,830.00 Gallon 324 $3.50 $1,134.00 LF 1,028 $1.00 $1,028.00 LF 120 $20.00 $2,400.00 LF 1,000 $1.00 $1,000.00 Subtotal $498,515.00 EA 1 $75,000.00 $75,000.00 Subtotal $75,000.00 Infrared gas-fired heating system Electrical power and lighting ITEM Security System Improvements New Soils Storage Building Pavement Replacement Mobilization Bituminous removal Remove Curb and Gutter Storm Sewer Pipe and Structures Storm Sewer Chamber Common Excavation (P) Geotextile Fabric Select Granular Borrow (CV) Shape Aggregate Base Aggregate Base Bituminous Base Bituminous Wear Bituminous Tack Bituminous Mastic Curb and Gutter New pavement markings New Air Conditioning System for Mechanics Bay New air conditioning unit with ductwork 1 of 4 PROJECT: New Hope Public Works Facility Expansion Feasibility Study PROJECT NO: 193804913 CLIENT: City of New Hope, MN DATE: August 24, 2020 PAGE TITLE: Preliminary Opinion of Probable Construction Costs-Reduced Project Scope V2 Total Item Unit Quantity Per Unit TotalITEM Remove existing Parts and Parks Department spaces SF 990 $2.50 $2,475.00 New Mechanics Bay Office/Parts Storage with mezzanine SF 1,580 $55.00 $86,900.00 Subtotal $89,375.00 SF 292 $75.00 $21,900.00 Subtotal $21,900.00 Install new overhead door, track and motor operator in east wall EA 1 $11,000.00 $11,000.00 Subtotal $11,000.00 Clean interior walls SF 8,512 $0.75 $6,384.00 Re-paint interior walls SF 8,512 $1.75 $14,896.00 Subtotal $21,280.00 Replace spalled concrete floor slab SF 600 $18.00 $10,800.00 Clean/prep concrete floor slabs SF 3,985 $2.00 $7,970.00 Install new concrete floor coating SF 3,985 $1.50 $5,977.50 Subtotal $24,747.50 CY 84 $325.00 $27,300.00 SF 860 $1.50 $1,290.00 LF 23 $350.00 $8,050.00 SF 2,262 $10.00 $22,620.00 SF 860 $15.50 $13,330.00 Subtotal $72,590.00 Truck Storage Space Renovation Remove existing concrete push walls and floor slab Remove existing north wall Install new trench drain with pipng to existing sand interceptor Install new concrete floor slab over compacted backfill Install new 8" CMU north divider wall Relocated Fitness Room Clean/Repaint Interior Walls of Mechanics Bay Repair Mechanics Bay Floor and Coatings Mechanics Bay Office/Parts Storage Renovation Renovate and expand the existing Storage Room 120 into the Relocated Fitness Room 120; remove existing CMU wall and install new structural beam; add new CMU walls; add three translucent window panels; paint walls and ceiling; provide rubber sports flooring; add heating and cooling; add new lighting and power receptacles New Overhead Door 2 of 4 PROJECT: New Hope Public Works Facility Expansion Feasibility Study PROJECT NO: 193804913 CLIENT: City of New Hope, MN DATE: August 24, 2020 PAGE TITLE: Preliminary Opinion of Probable Construction Costs-Reduced Project Scope V2 Total Item Unit Quantity Per Unit TotalITEM Subtotal Estimated Opinion of Probable Construction Cost $1,268,707.50 10% Contingency $126,870.75 10% Indirect Costs $126,870.75 Construction Testing $10,000.00 Total Estimated Opinion of Probable Construction Cost $1,532,449.00 3 of 4 PROJECT: New Hope Public Works Facility Expansion Feasibility Study PROJECT NO: 193804913 CLIENT: City of New Hope, MN DATE: August 24, 2020 PAGE TITLE: Preliminary Opinion of Probable Construction Costs-Reduced Project Scope V2 Total Item Unit Quantity Per Unit TotalITEM POTENTIAL ALTERNATES LS 1 $5,000.00 $5,000.00 SY 525 $5.00 $2,625.00 LF 70 $12.00 $840.00 CY 270 $20.00 $5,400.00 SY 525 $2.00 $1,050.00 CY 180 $25.00 $4,500.00 LS 1 $1,000.00 $1,000.00 Ton 425 $25.00 $10,625.00 Ton 106 $85.00 $9,010.00 Ton 85 $90.00 $7,650.00 Gallon 100 $5.00 $500.00 LF 500 $1.00 $500.00 LF 124 $20.00 $2,480.00 LF 180 $1.50 $270.00 Subtotal $51,450.00 Install new translucent window panels EA 15 $1,000.00 $15,000.00 Subtotal $15,000.00 Re-face Kitchen cabinets LF 86 $100.00 $8,600.00 Replace Kitchen countertops LF 45 $72.00 $3,240.00 Subtotal $11,840.00 Remove existing vinyl tile flooring SF 2,106 $2.50 $5,265.00 Install new vinyl tile flooring SF 2,106 $8.00 $16,848.00 Subtotal $22,113.00 New pavement markings Aggregate Base Bituminous Wear Bituminous Tack Bituminous Mastic Curb and Gutter Common Excavation (P) Geotextile Fabric Select Granular Borrow (CV) Shape Aggregate Base Add New Translucent Wall Panels Re-face Kitchen cabinets Replace Vinyl Tile Flooring New Mechanic's Bay Parking Spaces Mobilization Bituminous removal Remove Curb and Gutter Bituminous Base 4 of 4 APPENDIX B PROJECT: New Hope Public Works Facility Expansion Feasibility Study PROJECT NO: 193804913 CLIENT: City of New Hope, MN DATE: July 8, 2020 PAGE TITLE: 30 Year Fleet Replacement Cost Estimate Vehicle/ Equipment No.Model Year Original Purchase Price Estimated 2020 Replacement Cost* Ford Pickup 1 2002 $25,237 $40,652 Ford Pickup 8 2002 $31,347 $50,493 Sterling Dump Truck 9 1999 $131,447 $228,638 Ford Dump Truck 15 1997 $29,931 $54,027 Ford F 550 17 2016 $42,968 $51,872 Sterling Dump Truck 19 1999 $100,530 $174,862 Sterling Dump Truck 20 2006 $85,767 $123,269 Ford 1 Ton Dump 21 2003 $32,407 $51,042 Tractor 5105 M 29 2009 $67,704 $83,124 Sterling Dump Truck 31 2000 $104,438 $175,725 Ford Tractor 33 1972 $7,000 $48,501 Ford Pickup 35 1999 $25,478 $44,317 Ford 1 Ton Tump 39 2010 $28,275 $69,258 Ford Pickup - Utilities 204 2008 $20,056 $26,990 Tractor 4720 226 2012 $31,062 $66,053 Ford Pickup - Streets 227 2012 $27,287 $40,481 New Holland Tractor 236 2013 $182,103 $226,490 Flail Mower 238 2014 $39,400 $48,222 Subtotal $1,012,435.64 $1,604,014.28 Vehicle/ Equipment No.Model Year Original Purchase Price Estimated 2020 Replacement Cost* Trailer Roller 12 1998 $3,923 $7,437 Vermeer Chipper 14 2015 $53,100 $73,113 Trailer 22 1999 $4,225 $7,349 Trailer 23 1999 $4,225 $7,349 AgriMetal Aerator 41 2001 $5,458 $8,931 Stepp Hot Box 42 2010 $35,865 $47,655 Jon Boat 44 2012 $400 $505 Trailer 62 2001 $1,966 $6,635 Trailer 63 2001 $1,966 $6,635 Bobcat Trailer 66 2001 $4,975 $9,135 Grader 69 2001 $8,147 $13,331 ITEM ITEM Vehicles Equipment 1 of 2 PROJECT: New Hope Public Works Facility Expansion Feasibility Study PROJECT NO: 193804913 CLIENT: City of New Hope, MN DATE: July 8, 2020 PAGE TITLE: 30 Year Fleet Replacement Cost Estimate Vehicle/ Equipment No.Model Year Original Purchase Price Estimated 2020 Replacement Cost*ITEM Pothole Patch Step Trailer 70 2007 $1,968 $2,750 Fertilizer Spreader 82 2014 $4,895 $6,740 Trailer Cement Forms 83 1987 $2,500 $6,375 Top Dresser 89 2016 $7,500 $9,464 Arrow Board 99 2000 $7,075 $11,904 Saw Trailer 200 2008 $2,605 $3,506 Grapple for #64 207 2010 $12,564 $15,177 Trailer for #68 209 2008 $5,949 $8,006 Stump Chipper 217 1989 $10,722 $25,060 Trailer - Utilities 224 2013 $17,165 $26,436 Message Board 228 2012 $17,580 $25,834 Mixer Trailer 235 2013 $5,272 $6,557 Bobcat Attachments 258 2018 $20,094 $21,078 Subtotal $240,138 $356,964 Total Vehicle 2020 estimated replacement cost $1,604,014 Total Equipment 2020 estimated replacement cost $356,964 Total Cost of all Fleet Stored Outside $1,960,978 Average Life of Fleet Stored Indoors (yr)**13.5 Average Life of Fleet Store Outdoors (yr) **11 30 Year Replacement Cost of Fleet if Stored Indoors $4,357,729 30 Year Replacement Cost of Fleet if Stored Outdoors $5,348,122 Cost Savings by Moving Fleet Indoors over 30 Years $990,393 Cost Savings by Moving Fleet Indoors / year (over 30 years)$33,013 ** Average Life of Fleet based on staff review of various Public Works Facility Studies * Estimated 2020 cost based on either A) amount currently budgeted in the CIP for replacement if information is available or B) Original purchase price adjusted for inflation + 10% contingency 2 of 2                           Updated   Reduced Scope  Site Plans   SHEET NUMBERDATENOSURVEYAPPROVEDDESIGNEDDRAWNPROJ. NO.WAS PREPARED BY ME OR UNDER MY DIRECT SUPERVISION I HEREBY CERTIFY THAT THIS PLAN, SPECIFICATION, OR REPORT AND THAT I AM A DULY LICENSED UNDER THE LAWS OF THE STATE OF PRINT NAME: SIGNATURE: DATE:LIC. NO.REVISIONCHECKEDPlot Date: 01/11/2021 - 1:28pmDrawing name: V:\1938\active\193804913\CAD\Dwg\193804913-C001.dwgXrefs:, PWF site plan, 193804913-BDR, PWF-X1XA THE CONTRACTOR SHALL VERIFY AND BE RESPONSIBLE FOR ALL DIMENSIONS. DO NOT SCALE THEDRAWING - ANY ERRORS OR OMISSIONS SHALL BE REPORTED TO STANTEC WITHOUT DELAY.THE COPYRIGHTS TO ALL DESIGNS AND DRAWINGS ARE THE PROPERTY OF STANTEC. REPRODUCTIONOR USE FOR ANY PURPOSE OTHER THAN THAT AUTHORIZED BY STANTEC IS FORBIDDEN. CITY OF NEW HOPE, MINNESOTA PUBLIC WORKS FACILITY EXPANSION FEASIBILITY STUDY 193804913733 Marquette Avenue, Suite 1000 Minneapolis, MN 55402 www.stantec.com MINNESOTA JANUARY 19, 2021C001EXISTING SITE PLAN ????BSBSG-METER??21 PARKING SPACES7 PARKINGSPACES7 PARKINGSPACESSHEET NUMBERDATENOSURVEYAPPROVEDDESIGNEDDRAWNPROJ. NO.WAS PREPARED BY ME OR UNDER MY DIRECT SUPERVISION I HEREBY CERTIFY THAT THIS PLAN, SPECIFICATION, OR REPORT AND THAT I AM A DULY LICENSED UNDER THE LAWS OF THE STATE OF PRINT NAME: SIGNATURE: DATE:LIC. NO.REVISIONCHECKEDPlot Date: 01/11/2021 - 1:40pmDrawing name: V:\1938\active\193804913\CAD\Dwg\193804913-C103.dwgXrefs:, 193804913-XSXT, 193804913-XA1XA, 193804913-XSXV, 193804913-XSNO, 193804913-XA1NA, 193804913-BDR, 193804913-XB1NA THE CONTRACTOR SHALL VERIFY AND BE RESPONSIBLE FOR ALL DIMENSIONS. DO NOT SCALE THEDRAWING - ANY ERRORS OR OMISSIONS SHALL BE REPORTED TO STANTEC WITHOUT DELAY.THE COPYRIGHTS TO ALL DESIGNS AND DRAWINGS ARE THE PROPERTY OF STANTEC. REPRODUCTIONOR USE FOR ANY PURPOSE OTHER THAN THAT AUTHORIZED BY STANTEC IS FORBIDDEN. CITY OF NEW HOPE, MINNESOTA PUBLIC WORKS FACILITY EXPANSION FEASIBILITY STUDY 193804913733 Marquette Avenue, Suite 1000 Minneapolis, MN 55402 www.stantec.com MINNESOTA JANUARY 19, 2021C103SITE PLAN WITH PROPOSED PHASE 1 RENOVATIONS 190'-0"1EXISTING FLOOR PLAN04'8'16'UP166'-0"VEST.101LOBBY102CONF.ROOM 2105DIRECTOR106OFFICE108OFFICE109OFFICE110OFFICE111VEST.112HALLWAY113HALLWAY107COPY104CLERICAL103WORKROOM115FILEROOM116PRINTROOM117HALLWAY124LUNCHROOM125CONF.ROOM127HALLWAY 114 OFFICE118STORAGE120HALLWAY119WOMEN121MEN122CENTRAL GARAGEOFFICE/STORAGE133LOCKERS123JAN.128WOMEN129MEN130ADATOILET131HALLWAY132KITCHEN126MECHANICSBAY134STORAGE135ELECROOM137PARTSROOM138STAIR139VEHICLEPARKING136VEHICLEPARKING142PARKSDEPT140SAND/GRAVELSTORAGE143VACTORROOM14170'-0"80'-0"12'-0"12'-0"42'-0"14'-0"46'-0"140'-0"26'-0"34'-0"16'-0"8'-0"12'-0"11'-8 1/2"AA2011AA2012AA2013AA2014SHEET NUMBERDATENOSURVEYAPPROVEDDESIGNEDDRAWNPROJ. NO.WAS PREPARED BY ME OR UNDER MY DIRECT SUPERVISION I HEREBY CERTIFY THAT THIS PLAN, SPECIFICATION, OR REPORT AND THAT I AM A DULY LICENSED UNDER THE LAWS OF THE STATE OF PRINT NAME: SIGNATURE: DATE:LIC. NO.REVISIONCHECKEDPlot Date: 01/11/2021 - 12:18pmDrawing name: V:\1938\active\193804913\CAD\Dwg\193804913-AA001.dwgXrefs:, 193804913-BDR, 193804913-XA1XA THE CONTRACTOR SHALL VERIFY AND BE RESPONSIBLE FOR ALL DIMENSIONS. DO NOT SCALE THEDRAWING - ANY ERRORS OR OMISSIONS SHALL BE REPORTED TO STANTEC WITHOUT DELAY.THE COPYRIGHTS TO ALL DESIGNS AND DRAWINGS ARE THE PROPERTY OF STANTEC. REPRODUCTIONOR USE FOR ANY PURPOSE OTHER THAN THAT AUTHORIZED BY STANTEC IS FORBIDDEN. CITY OF NEW HOPE, MINNESOTA PUBLIC WORKS FACILITY EXPANSION FEASIBILITY STUDY 193804913733 Marquette Avenue, Suite 1000 Minneapolis, MN 55402 www.stantec.com MINNESOTA JANUARY 19, 2021AA001EXISTING FLOOR PLAN PUBLIC WORKS FACILITY BPPBPPARCHITECT MINNESOTA BRUCE P. PAULSON 20910 VEST.LOBBY CONF. ROOM 2 DIRECTOR OFFICE OFFICE OFFICE OFFICE VEST. CLERICAL WORK ROOM FILE ROOM PRINT ROOM LUNCH ROOM CONF. ROOM KITCHEN STORAGE ELEC VEHICLE PARKING CENTRAL GARAGE OFFICE/STORAGE LOCKERS WOMEN MEN OFFICE FITNESS ROOM PARTS ROOM COMPRESSOR ROOM HALLWAY ADA TOILET 190'-0"7'-4"14'-0"16'-0"3'-4"12'-0"14'-0"14'-0"14'-0"14'-8"14'-0"12'-8"14'-0"8'-8"3'-4"8'-0"14'-0"6'-0"COPY HALLWAY HALLWAYHALLWAY JAN. WOMEN MEN HALLWAY HALLWAY STAIR 'A' 1 PROPOSED EXISTING RENOVATION FLOOR PLAN 0 4'8'16' 19'-0"8" 44'-4"16'-0"72'-4"41'-8"8"4'-0"8'-8"8"3'-4"UP 166'-0" 72'-4"33'-0"4'-0"6'-8"4'-0"6'-8"4'-0"12'-0" 27'-4"8" AA202 1 AA202 2 AA202 6 AA202 4 MECHANICS BAY VEHICLE PARKING VEHICLE PARKING VEHICLE PARKING NEW TRENCH DRAIN8"OFFICE STORAGE 16'-0" 10'-0"8"10'-8"8"4'-0"3'-4" 4'-0"3'-4"4'-0"12'-0"SHEET NUMBER DATENO SURVEY APPROVED DESIGNED DRAWN PROJ. NO.WASPREPAREDBYMEORUNDERMYDIRECTSUPERVISIONIHEREBYCERTIFYTHATTHISPLAN,SPECIFICATION,ORREPORTANDTHATIAMADULYLICENSEDUNDERTHELAWSOFTHESTATEOFPRINTNAME:SIGNATURE:DATE:LIC.NO.REVISION CHECKED PlotDate:01/11/2021-11:31amDrawingname:V:\1938\active\193804913\CAD\Dwg\193804913-AA106.dwgXrefs:,193804913-BDR,193804913-XA1NATHECONTRACTORSHALLVERIFYANDBERESPONSIBLEFORALLDIMENSIONS.DONOTSCALETHEDRAWING-ANYERRORSOROMISSIONSSHALLBEREPORTEDTOSTANTECWITHOUTDELAY.THECOPYRIGHTSTOALLDESIGNSANDDRAWINGSARETHEPROPERTYOFSTANTEC.REPRODUCTIONORUSEFORANYPURPOSEOTHERTHANTHATAUTHORIZEDBYSTANTECISFORBIDDEN.CITYOFNEWHOPE,MINNESOTAPUBLICWORKSFACILITYEXPANSIONFEASIBILITYSTUDY193804913MINNESOTAAUGUST24,2020AA106 PROPOSEDEXISTINGRENOVATIONFLOORPLANPUBLICWORKSFACILITYBPP BPPARCHITECTBRUCEP.PAULSON20910 190'-0" 7'-4"14'-0"16'-0"3'-4"12'-0"14'-0"14'-0"14'-0"14'-8"14'-0"12'-8"14'-0"8'-8"3'-4"8'-0"14'-0"6'-0" 26'-8"4'-0"12'-8"4'-0"24'-0"4'-0"24'-8"4'-0"23'-4"4'-0"31'-4"4'-0"23'-4"1PROPOSED EXISITNG MEZZANINE RENOVATION FLOOR PLAN04'8'16'19'-0"8"30'-0"4'-0"8'-0"13'-8"8'-8" 8"3'-11"DN47'-4"4'-0"8'-0"4'-0"28'-0"4'-0"8'-0"4'-0"AA2021AA2022AA2026AA20244'-0"9'-4"10'-0"18'-0" 3'-11"DNUP4'-0"4'-0"8'-0"4'-0"30'-8"47'-4"OFFICE205PLANSTORAGE206STORAGEROOM201PARTSMEZZANINE203STAIR 'A'204UPPER SPACE OFVEHICLE PARKING136UPPER SPAC E OF VEHICLE PARKING143UPPER SPACE OFVEHICLE PARKING142UPPER SPACE OFVEHICLE PARKING144UPPER SPACE OFMAINTENANCE SHOP134MEZZANINE202UPPER SPACE OFELEC ROOM137SHEET NUMBERDATENOSURVEYAPPROVEDDESIGNEDDRAWNPROJ. NO.WAS PREPARED BY ME OR UNDER MY DIRECT SUPERVISION I HEREBY CERTIFY THAT THIS PLAN, SPECIFICATION, OR REPORT AND THAT I AM A DULY LICENSED UNDER THE LAWS OF THE STATE OF PRINT NAME: SIGNATURE: DATE:LIC. NO.REVISIONCHECKEDPlot Date: 01/11/2021 - 11:56amDrawing name: V:\1938\active\193804913\CAD\Dwg\193804913-AA107.dwgXrefs:, 193804913-BDR, 193804913-XA2NA THE CONTRACTOR SHALL VERIFY AND BE RESPONSIBLE FOR ALL DIMENSIONS. DO NOT SCALE THEDRAWING - ANY ERRORS OR OMISSIONS SHALL BE REPORTED TO STANTEC WITHOUT DELAY.THE COPYRIGHTS TO ALL DESIGNS AND DRAWINGS ARE THE PROPERTY OF STANTEC. REPRODUCTIONOR USE FOR ANY PURPOSE OTHER THAN THAT AUTHORIZED BY STANTEC IS FORBIDDEN. CITY OF NEW HOPE, MINNESOTA PUBLIC WORKS FACILITY EXPANSION FEASIBILITY STUDY 193804913733 Marquette Avenue, Suite 1000 Minneapolis, MN 55402 www.stantec.com MINNESOTA JANUARY 19, 2021AA107PROPOSED EXISTING MEZZANINE RENOVATION FLOOR PLAN PUBLIC WORKS FACILITY BPPBPPARCHITECT BRUCE P. PAULSON 20910 1EXISTING NORTH ELEVATION04'8'16'2EXISTING WEST ELEVATION04'8'16'3EXISTING SOUTH ELEVATION04'8'16'4EXISTING EAST ELEVATION04'8'16'SHEET NUMBERDATENOSURVEYAPPROVEDDESIGNEDDRAWNPROJ. NO.WAS PREPARED BY ME OR UNDER MY DIRECT SUPERVISION I HEREBY CERTIFY THAT THIS PLAN, SPECIFICATION, OR REPORT AND THAT I AM A DULY LICENSED UNDER THE LAWS OF THE STATE OF PRINT NAME: SIGNATURE: DATE:LIC. NO.REVISIONCHECKEDPlot Date: 01/11/2021 - 1:14pmDrawing name: V:\1938\active\193804913\CAD\Dwg\193804913-AA201.dwgXrefs:, 193804913-BDR, 193804913-XAEXA THE CONTRACTOR SHALL VERIFY AND BE RESPONSIBLE FOR ALL DIMENSIONS. DO NOT SCALE THEDRAWING - ANY ERRORS OR OMISSIONS SHALL BE REPORTED TO STANTEC WITHOUT DELAY.THE COPYRIGHTS TO ALL DESIGNS AND DRAWINGS ARE THE PROPERTY OF STANTEC. REPRODUCTIONOR USE FOR ANY PURPOSE OTHER THAN THAT AUTHORIZED BY STANTEC IS FORBIDDEN. CITY OF NEW HOPE, MINNESOTA PUBLIC WORKS FACILITY EXPANSION FEASIBILITY STUDY 193804913733 Marquette Avenue, Suite 1000 Minneapolis, MN 55402 www.stantec.com MINNESOTA JANUARY 19, 2021AA201EXISTING EXTERIOR ELEVATIONS PUBLIC WORKS FACILITY BPPBPPARCHITECT BRUCE P. PAULSON 20910 1RENOVATED NORTH ELEVATION04'8'16'2RENOVATED WEST ELEVATION04'8'16'3RENOVATED SOUTH ELEVATION04'8'16'4RENOVATED EAST ELEVATION04'8'16'SHEET NUMBERDATENOSURVEYAPPROVEDDESIGNEDDRAWNPROJ. NO.WAS PREPARED BY ME OR UNDER MY DIRECT SUPERVISION I HEREBY CERTIFY THAT THIS PLAN, SPECIFICATION, OR REPORT AND THAT I AM A DULY LICENSED UNDER THE LAWS OF THE STATE OF PRINT NAME: SIGNATURE: DATE:LIC. NO.REVISIONCHECKEDPlot Date: 01/11/2021 - 1:24pmDrawing name: V:\1938\active\193804913\CAD\Dwg\193804913-AA203.dwgXrefs:, 193804913-BDR, 193804913-XAENA THE CONTRACTOR SHALL VERIFY AND BE RESPONSIBLE FOR ALL DIMENSIONS. DO NOT SCALE THEDRAWING - ANY ERRORS OR OMISSIONS SHALL BE REPORTED TO STANTEC WITHOUT DELAY.THE COPYRIGHTS TO ALL DESIGNS AND DRAWINGS ARE THE PROPERTY OF STANTEC. REPRODUCTIONOR USE FOR ANY PURPOSE OTHER THAN THAT AUTHORIZED BY STANTEC IS FORBIDDEN. CITY OF NEW HOPE, MINNESOTA PUBLIC WORKS FACILITY EXPANSION FEASIBILITY STUDY 193804913733 Marquette Avenue, Suite 1000 Minneapolis, MN 55402 www.stantec.com MINNESOTA JANUARY 19, 2021AA203RENOVATED EXTERIOR ELEVATIONS PUBLIC WORKS FACILITY BPPBPPARCHITECT BRUCE P. PAULSON 20910 4'-0"50'-0"60'-0" 1'-0"18'-8"1'-0"18'-8"1'-0"18'-8"1'-0"1'-0"1'-0"3'-0"14'-0"6'-0"14'-0"6'-0"14'-0"3'-0"1PROPOSED SOILS STORAGE BUILDING04'8'16'23452PROPOSED WEST ELEVATION04'8'16'3PROPOSED SOUTH ELEVATION04'8'16'4PROPOSED EAST ELEVATION04'8'16'5PROPOSED NORTH ELEVATION04'8'16'5'-0"8'-0"14'-0"124PREFINISHED METWALL PANELSUPWARD ACTINGSECTIONAL DOORSCONCRETE WALL W/SMOOTH FORM FINISHPREFINISHED METROOF PANELS5'-0"8'-0"16'-0"124PREFINISHED METWALL PANELSCONCRETE WALL W/SMOOTH FORM FINISHPREFINISHED METROOF PANELS2'-0"ROOF TRUSS BEARINGROOF TRUSS BEARING6'-0" HIGH CONCRETEWALL6'-0" HIGH CONCRETEWALLLEGENDPROPOSED NEWSTORAGE BUILDINGSHEET NUMBERDATENOSURVEYAPPROVEDDESIGNEDDRAWNPROJ. NO.WAS PREPARED BY ME OR UNDER MY DIRECT SUPERVISION I HEREBY CERTIFY THAT THIS PLAN, SPECIFICATION, OR REPORT AND THAT I AM A DULY LICENSED UNDER THE LAWS OF THE STATE OF PRINT NAME: SIGNATURE: DATE:LIC. NO.REVISIONCHECKEDPlot Date: 01/11/2021 - 1:26pmDrawing name: V:\1938\active\193804913\CAD\Dwg\193804913-AB101.dwgXrefs:, 193804913-XB1NA, 193804913-BDR, 193804913-XBENA THE CONTRACTOR SHALL VERIFY AND BE RESPONSIBLE FOR ALL DIMENSIONS. DO NOT SCALE THEDRAWING - ANY ERRORS OR OMISSIONS SHALL BE REPORTED TO STANTEC WITHOUT DELAY.THE COPYRIGHTS TO ALL DESIGNS AND DRAWINGS ARE THE PROPERTY OF STANTEC. REPRODUCTIONOR USE FOR ANY PURPOSE OTHER THAN THAT AUTHORIZED BY STANTEC IS FORBIDDEN. CITY OF NEW HOPE, MINNESOTA PUBLIC WORKS FACILITY EXPANSION FEASIBILITY STUDY 193804913733 Marquette Avenue, Suite 1000 Minneapolis, MN 55402 www.stantec.com MINNESOTA JANUARY 19, 2021AB101FLOOR PLAN AND ELEVATIONS PROPOSED SOILS STORAGE BUILDING BPPBPPARCHITECT BRUCE P. PAULSON 20910                           August 24, 2020  Council Minute   Exerpts  New Hope City Council August 24, 2020 Page 2 removed for discussion. Mr. Kirk McDonald, city manager, reviewed the consent items. BUSINESS LICENSE(S) Item 6.1 Approval of business licenses(s). FINANCIAL CLAIMS Item 6.2 Approval of financial claims through August 24, 2020. MOTION Item 6.4 Motion approving appointment of Malloy, Montague, Karnowski and Radosevich MMKR) to perform 2020 city audit. MOTION Item 6.5 Motion approving three-year contract renewal with AEM for professional financial management services for years 2021-2023. RESOLUTION 2020-83 Item 6.6 Resolution approving Change Order No. 10 in the amount of $22,744.05 with Donlar Construction Company for the pool construction project (Improvement Project No. 995). Council Member London requested an update on the pool budget. City Manager McDonald indicated the financial information will be distributed to Council. RESOLUTION 2020-84 Item 6.7 Resolution authorizing the purchase of equipment and appropriation of funds in the amount of $8,673 for the purchase of batteries for the 2012 Zamboni by Midwest Industrial Battery, Inc. for the Ice Arena. MOTION Consent Items Motion was made by Council Member Elder, seconded by Council Member Hoffe, to approve the Consent items. All present voted in favor. Motion carried. PUBLIC WORKS FACILITY EXPANSION IMPROVEMENT PROJECT NO. 1039) Item 8.1 Mayor Hemken introduced for discussion Item 8.1, Presentation of feasibility report for the Public Works Facility Expansion (Improvement Project No. 1039). Mr. Dan Boyum, city engineer, along with Bruce Paulson, architect with Stantec, presented the feasibility report for the public works facility expansion. They described storage needs, illustrated a proposed 20,000 square foot addition, a 3,000 square foot soils storage building, addition of air conditioning to the mechanics bay and fitness room, a new security system to tie into the city hall system, relocation of the fuel dispensing system, addition of a mechanics supervisor office and expansion of the parts storage room, new compressor room to contain the compressor noise, replace overhead and service doors into the vehicle parking spaces, repair and clean concrete floors, replace the south two-thirds of the trench drain and sand interceptor, add irrigation system, and renovations to lunchroom and hallway flooring. Mr. Boyum stated a 30-year replacement analysis was prepared to identify equipment replacement savings associated with storing vehicles and equipment indoors versus outside. He stated the estimated cost savings to the city by moving fleet vehicles inside is $33,013 annually or $990,393 over 30 years. New Hope City Council August 24, 2020 Page 3 The funding for a building expansion is estimated at $6.4 million and a reduced scope project is $1.5 million. It was noted that since 2017 funds have been set aside through central garage charges for the project and the reduced scope improvements could be paid for with current funds as well as central garage reserves. The potential for internal financing from the temporary financing fund for the larger building expansion project will not be known until the Civic Center Park and Pool projects are completed. Mr. Boyum recommended continuing discussions regarding a reduced scope project at a future work session. Mr. McDonald acknowledged that Council is reluctant to issue bonds at this time due to the recent city hall and pool projects and that a larger public works expansion project will have to be postponed. He asked Council to accept the report and encouraged council members to schedule a tour of the existing facility this fall. Council Member London requested more information regarding the 30-year replacement analysis. He noted the garage at the new police facility will extend the life of police vehicles. He asked staff to provide the projected opera ting cost increase (for central garage charges) for the expansion. Mr. McDonald reported that calculations can be prepared and distributed. Discussion ensued regarding the location of the facility gates and the need for increased security. Council thanked staff for the report. MOTION Item 8.1 Motion was made by Council Member Elder, seconded by Council Member Frazier, to accept the report. All present voted in favor. Motion carried. WMFRD 2021 BUDGET Item 10.1 Mayor Hemken introduced for discussion Item 10.1, Resolution approving West Metro Fire-Rescue District 2021 Budget. Mr. Kirk McDonald, city manager, stated West Metro’s 2021 budget is $2,674,050 and New Hope’s share is $1,352,363 (an increase of $54,673 over last year for salaries, PERA, workers comp insurance, motor fuels, equipment repairs, communications and financial services). He stated the budget was reviewed with Council at its August 17 work session. He stated the Fire Board approved the budget at their July 8 board meeting, and the Crystal City Council approved it at their August 18 Council Meeting. He stated Fire Chief Larson is available for any questions. RESOLUTION 2020-85 Item 10.1 Council Member Elder introduced the following resolution and moved its adoption: “RESOLUTION APPROVING WEST METRO FIRE-RESCUE DISTRICT 2021 BUDGET.” The motion for the adoption of the foregoing resolution was seconded by Council Member Frazier, and upon vote being taken thereon, the following voted in favor thereof: Hemken, Elder, Frazier, Hoffe , London; and the following voted against the same: None; Abstained: None; Absent: None; whereupon the resolution was declared duly passed and adopted, signed by the mayor which was attested to by the city clerk.                           August 19, 2020  AEM Memo  I:\RFA\City Manager\2021\Just Deeds\10.1 Q ‐ Just Deeds 01‐25‐21.docx   Request for Action  January 25, 2021    Approved by: Kirk McDonald, City Manager  Originating Department: Community Development  By: Jeff Alger, Community Development Specialist;   Kirk McDonald, City Manager  Agenda Title  Resolution condemning the use of discriminatory covenants and approving participation in Just Deeds  coalition  Requested Action  Staff requests that the City Council adopt a resolution disavowing and condemning the past use of  discriminatory covenants, prohibiting discriminatory covenants from being used in the future, and directing  city staff to participate in the work of the Just Deeds Coalition to educate the community about this and  other historically discriminatory practices.  Policy/Past Practice  The city has pursued programs that promote equity and benefit the overall community in the past.  Background  The City Council directed staff to prepare a resolution in support of the Just Deeds coalition at the January  19, 2021, work session. The coalition “is committed to acknowledging and addressing systemic racism in  housing in Minnesota.” As stated in Just Deeds’ mission statement, goals of the coalition include the  following:  1. Educating Minnesotans about the racist practices perpetrated by developers, real estate agents,  lawyers, and local, state and federal governments to establish segregated housing and keep wealth  and opportunity away from communities of color.  2. Educating Minnesotans so that they understand who has directly and indirectly benefitted from  historically racist practices and how those practices have shaped access to property, homeownership  and wealth over time.  3. Taking action to dismantle the racist systems that perpetuate inequality and devoting resources to  create equity for communities of color.    In 2019, the Minnesota Legislature passed a law allowing property owners the ability to renounce covenants  on their properties. Just Deeds provides free legal and title services to help property owners find  discriminatory covenants and remove them from their property titles. There are no known discriminatory  covenants recorded for properties in New Hope. As such, the legal and title services provided by Just Deeds  would not be applicable to properties in New Hope.  Recommendation  Staff recommends that the City Council pass a resolution disavowing and condemning the past use of  discriminatory covenants, prohibiting discriminatory covenants from being used in the future, and directing  city staff to participate in the work of the Just Deeds Coalition to educate the community about this and  other historically discriminatory practices.  Agenda Section Ordinances &  Resolutions Item Number  10.1    Request for Action, Page 2    Attachments   Resolution   Just Deeds Mission Statement    Please refer to the report included with the January 19, 2021, City Council packet for additional information.    RESOLUTION NO. 2021-___ RESOLUTION CONDEMNING THE USE OF DISCRIMINATORY COVENANTS AND APPROVING PARTICIPATION IN JUST DEEDS COALITION BE IT RESOLVED by the City Council of the City of New Hope as follows: WHEREAS, discriminatory covenants were tools used by real estate developers to prevent BIPOC and non-Christian individuals from buying or occupying property in certain areas, and they were common throughout the United States from the early 1900s to the 1960s; and WHEREAS, the purpose of discriminatory covenants was to racially and religiously homogenize communities by excluding BIPOC and non-Christian individuals from surrounding communities. These tools segregated the metro area and built a hidden system of apartheid; and WHEREAS, in 2016, the University of Minnesota founded Mapping Prejudice to expose the racist practices that shaped the landscape of the metro area. Mapping Prejudice researched restrictive covenants in Hennepin County and created the first-ever comprehensive map of racial covenants in an American city. The project mapped 24,131 covenants in Hennepin County; and WHEREAS, the map shows no such language for properties in New Hope; and WHEREAS, restrictive covenants are no longer enforceable. Legal efforts to eliminate Discriminatory Covenants include Shelley v. Kraemer, 334 U.S. 1 (1948), in which the United States Supreme Court prohibited courts from enforcing Discriminatory Covenants and the Minnesota legislature in 1953 enacted statutes that prohibited new covenants, but existing covenants were still legal in Minnesota until 1962; and WHEREAS, as a result of these judicial and legislative actions, today, Minnesota law and federal law prohibit discrimination in the sale or lease of housing based on race, color, creed, religion, national origin, sex, marital status, status with regard to public assistance, disability, sexual orientation, or familial status and those state and federal prohibitions extend to the refusal to sell or to circulate, post or cause to be printed, circulated, or posted, any limitation, specification, or discrimination as to race, color, creed, religion, national origin, sex, marital status, status with regard to public assistance, disability, sexual orientation, or familial status; and WHEREAS, in 2019, the Minnesota Legislature passed a law authorizing property owners to individually discharge or renounce discriminatory covenants by recording a discharge form in the county property records; and WHEREAS, discriminatory covenants promoted and established residential racial segregation, which historically and currently has impacted property ownership, accumulation of wealth, property transfers, mortgage eligibility, rental eligibility, property values, property tax base, internet access, and more. Discriminatory covenants fortified systemic racism and compounded economic divestment in specific communities within Hennepin County; and WHEREAS, discriminatory covenants benefitted White communities. For example, homes that were racially covenanted are still predominantly owned by White people and are worth approximately 15% more today than non-covenanted properties; and WHEREAS, the State of Minnesota, including the city of New Hope, recognizes the harm that Discriminatory Covenants, and the racial, religious, and other discriminatory practices that they represent, cause to society in general and to the individuals who are adversely affected by racial, religious, and other discrimination through the presence of discriminatory covenants in the public land records. NOW, THEREFORE, BE IT RESOLVED that the New Hope City Council disavows and condemns the past use of discriminatory covenants and prohibits discriminatory covenants from being used in the future and directs city staff to participate in the work of the Just Deeds Coalition to educate the community about this and other historically discriminatory practices. Dated the 25th day of January, 2021. ____________________________________ Kathi Hemken, Mayor Attest: __________________________ Valerie Leone, City Clerk Mission Statement Just Deeds is a coalition of community stakeholders committed to acknowledging and addressing systemic racism in housing in Minnesota. Coalition members provide free legal and title services to help property owners find discriminatory covenants and remove them from their property titles and will provide the foundation of education and acknowledgement necessary to pursue reconciliation and anti-racist solutions. We represent organizations and entities who share responsibility for creating and correcting systemic racism in housing. We acknowledge the racist systems created and perpetuated within communities, and we will work toward dismantling these systems. Members of the Just Deeds coalition are committed to working toward meaningful and lasting change in Minnesota. Coalition members will achieve this goal by: 1. Educating Minnesotans about the racist practices perpetrated by developers, real estate agents, lawyers, and local, state and federal governments to establish segregated housing and keep wealth and opportunity away from communities of color. 2. Educating Minnesotans so that they understand who has directly and indirectly benefitted from historically racist practices and how those practices have shaped access to property, homeownership and wealth over time. 3. Taking action to dismantle the racist systems that perpetuate inequality and devoting resources to create equity for communities of color. All members of the Just Deeds Coalition recognize the following truths and principles: • Systemic racism in housing occurs today. Black, Indigenous, and other communities of color continue to face discrimination and lack of access to affordable housing and home ownership. • Continued denial of opportunities to build general wealth through home ownership perpetuates inequity within our communities. • We will not erase or deny history. We will acknowledge it and learn from it. • We are dedicated to honesty about institutional roles (public and private) in building and perpetuating systemic racism. • We commit to begin and participate in hard conversations within our communities and institutions about our shared history of discrimination and systemic racism. • We pledge to examine the current policies and practices of our institutions to prevent future racist actions. • When we identify racism in our institutions and processes, we will actively work to remove it. S:\January 25, 2021 City Council Meeting\12.1 Q ‐ Upcoming Events.docx   Request for Action  January 25, 2021    Approved by: Kirk McDonald, City Manager  Originating Department: City Manager  By: Kirk McDonald, City Manager    Agenda Title  Exchange of communication between members of the city council  Upcoming meetings and events:  Jan. 27   3:15 p.m. – District 281 Partnership Meeting (Virtual)     Jan. 30  9:30‐11 a.m. – Legislative Breakfast at Crystal City Hall or Virtual    Feb. 1  4 p.m. – Blue Line Coalition Meeting (Virtual)      7 p.m. – Human Rights Commission Meeting (Virtual)    Feb. 2   7 p.m. – Planning Commission Meeting (Virtual via WebEx)    Feb. 3   8:30 a.m. – Business Networking Group Meeting, featuring State of the City     Presentation (Virtual)      1:30 p.m. – Joint Water Commission Meeting (Virtual)    Feb. 8  7 p.m. – City Council Meeting (Virtual)    Agenda Section Other Business Item Number  12.1