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04 15 21 City Council MinutesNew Hope City Council April 15, 2021 Page 1 City of New Hope 4401 Xylon Avenue North New Hope, Minnesota 55428 City Council Minutes April 15, 2021 Regular Meeting City Hall, 5:30 p.m. CALL TO ORDER The New Hope City Council met in regular session pursuant to due call and notice thereof; Mayor Hemken called the meeting to order at 5:30 p.m. This meeting was originally scheduled for April 12, 2021, and was re-scheduled to April 15, 2021, due to a 7 p.m. curfew set on April 12, 2021, resulting from civil unrest in Brooklyn Center, Minnesota. PLEDGE OF ALLEGIANCE The City Council and all present stood for the Pledge of Allegiance. ROLL CALL Council present: Staff present: Kathi Hemken, Mayor John Elder, Council Member (arrived at 5:35 p.m.) Andy Hoffe, Council Member Michael Isenberg, Council Member Jonathan London, Council Member Kirk McDonald, City Manager Dan Boyum, City Engineer Brandi Hearn, Police Admin. Specialist Rich Johnson, Director of HR/Admin. Services Valerie Leone, City Clerk Susan Rader, Director of Parks & Recreation Bernie Weber, Director of Public Works Stacy Woods, Assistant City Attorney APPROVAL OF MINUTES Motion was made by Council Member Hoffe, seconded by Council Member Isenberg, to approve the work session meeting minutes of March 15, 2021. All present voted in favor. Motion carried. Motion was made by Council Member Isenberg, seconded by Council Member London, to approve the regular meeting minutes of March 22, 2021. All present voted in favor. Motion carried. OPEN FORUM There was no one present desirous of addressing the Council for the Open Forum. ROTATING VOTES Please note that votes taken on each agenda item are called by the secretary on a rotating basis; however, the written minutes always list the mayor’s name first followed by the council members’ in alphabetical order. CONSENT AGENDA Mayor Hemken introduced the consent items as listed for consideration and stated that all items will be enacted by one motion unless requested that an item be removed for discussion. Mr. Kirk McDonald, city manager, reviewed the consent items. Item 6.9 was removed for discussion. New Hope City Council April 15, 2021 Page 2 FINANCIAL CLAIMS Item 6.2 Approval of financial claims through April 12, 2021. MOTION Item 6.4 Motion accepting certificate of achievement for excellence in financial reporting. RESOLUTION 2021-40 Item 6.5 Resolution proclaiming April 18-24, 2021, to be the “Great Shingle Creek Watershed Cleanup Week”. RESOLUTION 2021-41 Item 6.6 Resolution proclaiming April 18-24, 2021, as National Crime Victims’ Rights Week in the city of New Hope. RESOLUTION 2021-42 Item 6.7 Resolution proclaiming the month of May, 2021, as Arbor Month in the city of New Hope. RESOLUTION 2021-43 Item 6.8 Resolution proclaiming the month of May 2021 as Building Safety Month in the city of New Hope. RESOLUTION 2021-44 Item 6.10 Resolution approving renewing the agreement with Solution Builders to provide information technology support services for the city effective May 1, 2021 to April 30, 2022. RESOLUTION 2021-45 Item 6.11 Resolution authorizing the purchase and appropriation of funds in the amount of $2,950 for the cleaning, crack repair and repainting of the basketball court at Corner Park by C & H Sport Surfaces, Inc. RESOLUTION 2021-46 Item 6.12 Resolution authorizing the statewide public works mutual aid pact and equipment loan agreement. RESOLUTION 2021-47 Item 6.13 Resolution in support of three Hennepin Youth Sports Program grant applications. MOTION Consent Items Motion was made by Council Member Elder, seconded by Council Member Hoffe, to approve the Consent agenda with the exception of item 6.9 which was removed for discussion. All present voted in favor. Motion carried. REMOVED FOR DISCUSSION: Public Works Week Item 6.9 Resolution proclaiming May 16-22, 2021, as National Public Works Week in the city of New Hope. Council Member Elder commended the New Hope Public Works Department for their year-round good work including snowplowing roads, mowing parks and repairing water main breaks. He noted he receives much positive feedback from the community and asked Director Weber to relay the Council’s appreciation to all public works staff. RESOLUTION 2021-48 Item 8.1 Council Member Elder introduced the following resolution and moved its adoption: “RESOLUTION PROCLAIMING MAY 16-22, 2021, AS NATIONAL PUBLIC WORKS WEEK IN THE CITY OF NEW HOPE.” The motion for the adoption of the foregoing resolution was seconded by Council Member Hoffe, and New Hope City Council April 15, 2021 Page 3 upon vote being taken thereon, the following voted in favor thereof: Hemken, Elder, Hoffe, Isenberg, 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. PUBLIC WORKS PHASE 1 (IMPROVEMENT PROJECT NO. 1039) Item 8.1 Mayor Hemken introduced for discussion Item 8.1, Resolution approving plans and specifications and authorizing bids for Phase 1 Improvements at the Public Works Facility (Improvement Project No. 1039). Mr. Dan Boyum, city engineer, explained that the central garage facility is at capacity and preparation of plans and specifications for Phase 1 improvements were authorized on January 25, 2021. He stated phase 1 includes a new security system (cameras and gates), a 3,000 square-foot detached soils storage building and renovations to the existing soil storage area, partial lot pavement replacement and storm treatment chamber, mechanics bay improvements (air conditioning, parts storage room renovations, repaint wall, additional parking spaces), relocated fitness room; trench drain corrections; and new garage doors. The new estimated cost for Phase 1 is $2,059,681. The original estimate for Phase 1 was $1,690,001, and the increase of $369,680 is due to building material cost increases and changes made during the design changes. The design changes include construction of the soil storage building with block walls instead of metal siding as metal siding does not meet the city’s design standards, replacement of the trench drain in the garage floor instead of spot repairs (due to its deteriorated condition), including the mechanics bay parking spaces in the base bid instead of bidding as an alternate, and renovations to the mezzanine for plan storage and office space for temporary staff. Mr. Boyum explained in addition to the base bid, there will be five alternate bids for wall panels, flooring, lunchroom improvements, and garage doors for the dirt room. He illustrated the proposed improvements. Phase 1 will be funded by the central garage building replacement fund and reserves, without the need for bonding. Phase 2 is estimated at $5.7 million and would occur in 2024 or later. Mr. Boyum reviewed the proposed schedule for Phase 1. He stated bids would be presented to Council on May 24, 2021. Council Member Elder commented on the current high construction material costs and inquired of the cost to solicit bids. Mr. Boyum stated bid solicitation is approximately $2,000 as it involves distribution of plans and conducting a pre-bid meeting. He noted there is a relatively low amount of lumber required for the project and therefor the bids may be favorable. Other questions of Council included the length of time it would take to repay an interfund loan, the projected cost of increased operational costs, the amount of indirect funds for engineering oversight, and the amount of equipment currently stored outside that needs to be stored indoors. Director Weber noted new equipment is larger than older equipment (such as tractors with snowblower attachments and trucks with tandem axels). He stated some equipment that is stored outside, such as dump trucks, is used for emergency situations such as water main breaks. New Hope City Council April 15, 2021 Page 4 Mr. Boyum explained the indirect costs for Stantec’s oversight. He stated he would provide responses to the city manager regarding the remaining questions of Council. RESOLUTION 2021-49 Item 8.1 Council Member Elder introduced the following resolution and moved its adoption: “RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND AUTHORIZING BIDS FOR PHASE 1 IMPROVEMENTS AT THE PUBLIC WORKS FACILITY (IMPROVEMENT PROJECT NO. 1039).” The motion for the adoption of the foregoing resolution was seconded by Council Member Isenberg, and upon vote being taken thereon, the following voted in favor thereof: Hemken, Elder, Hoffe, Isenberg, 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. ICE ARENA SKYLIGHT REPLACEMENT (IMPROVEMENT PROJECT NO. 1058) Item 8.2 Mayor Hemken introduced for discussion Item 8.2, Resolution authorizing the purchase and appropriation of funds in the amount of $162,304 for the replacement of the skylight at the New Hope Ice Arena by W.L. Hall Company (Improvement Project No. 1058). Mr. Dan Boyum, city engineer, stated at the February 22 Council Meeting, Council awarded the roof replacement for the south roof at the ice arena to Jackson & Associates. The skylight replacement was bid as an alternate, and staff believed a lower pricing could be obtained if the skylight replacement was done as a stand- alone project. Since that time staff solicited quotes for the skylight replacement. During the process it was determined that the new skylight frame will need to be raised two to three inches to avoid the existing sprinkler heads. This change requires the roof contractor to perform additional EFIS work above the skylight. The cost for the work is $30,650 and will be presented as a change order. Mr. Boyum illustrated the current barrel style skylight and the profile of the recommended 45 degree design. He stated staff recommends awarding the bid with W.L. Hall Company for $162,304 for the skylight. The company is a leader in the skylight installation industry in the twin cities. Council Member London noted the barrel style skylight was part of the original architectural design of the ice arena. He questioned the aesthetics using the 45 degree skylight. Mr. Boyum and Director Rader acknowledged the skylight replacement will have a different appearance but emphasized it will provide a better design and decrease snow hazards. RESOLUTION 2021-50 Item 8.2 Council Member Isenberg introduced the following resolution and moved its adoption: “RESOLUTION AUTHORIZING THE PURCHASE AND APPROPRIATION OF FUNDS IN THE AMOUNT OF $162,304 FOR THE REPLACEMENT OF THE SKYLIGHT AT THE NEW HOPE ICE ARENA BY W.L. HALL COMPANY (IMPROVEMENT PROJECT NO. 1058).” The motion for the adoption of the foregoing resolution was seconded by Council Member Hoffe, and upon vote being taken thereon, the following voted in favor thereof: Hemken, New Hope City Council April 15, 2021 Page 5 Elder, Hoffe, Isenberg, 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. ICE ARENA ROOF CHANGE ORDER NO. 1 (IMPROVEMENT PROJECT NO. 1058) Item 8.3 Mayor Hemken introduced for discussion Item 8.3, Resolution approving change order no. 1 with Jackson & Associates for roof improvements at the New Hope Ice Arena (Improvement Project No. 1058). Mr. Dan Boyum, city engineer, stated during the preconstruction meeting for the new roof, the slippery texture of the new roof was discussed. Because staff accesses the roof several times a month for equipment maintenance, it was determined that roof walkway pads should be added to routes that are used by staff. The cost of the walkway is $12,000 and it will have a 25-year warranty similar to the roof. Mr. Boyum stated the cost of the EIFS modifications above the skylight that were discussed during Item 8.2 total $30,650. He stated Change Order No. 1 for the walkway pads and EIFS modifications totals $42,650 and increases the contract with Jackson & Associates from $194,000 to $236,650. He stated the budget estimate for the roof was recently reduced from $750,000 to $500,000, and the total for both the roof and skylight replacement projects is $435,954. Council Member Isenberg requested an opportunity to see the detail of the fire sprinklers. Mr. Boyum stated he would email the drawings to Council. RESOLUTION 2021-51 Item 8.3 Council Member Elder introduced the following resolution and moved its adoption: “RESOLUTION APPROVING CHANGE ORDER NO. 1 WITH JACKSON & ASSOCIATES FOR ROOF IMPROVEMENTS AT THE NEW HOPE ICE ARENA (IMPROVEMENT PROJECT NO. 1058).” The motion for the adoption of the foregoing resolution was seconded by Council Member Hoffe, and upon vote being taken thereon, the following voted in favor thereof: Hemken, Elder, Hoffe, Isenberg, 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. LMCIT INSURANCE PREMIUMS Item 11.1 Mayor Hemken introduced for discussion Item 11.1, Motion approving renewal of insurance premiums for general liability, property damage, employee bond and worker’s compensation for the period April 20, 2021 through April 20, 2022 through the League of Minnesota Cities Insurance Trust (LMCIT). Mr. Kirk McDonald, city manager, explained the city clerk coordinates renewal of the general liability insurance, and the director of human resources and administrative services handles the workers’ compensation insurance renewal. Mr. McDonald stated the premium for the property/liability coverage increased from $189,767 to $210,795 or $21,028 from last year (primarily due to the pool, bathhouse/mechanical building, outdoor theatre, and picnic pavilion). Mr. McDonald stated the workers’ compensation premium increased from $232,755 to $281,733 or $41,978 from last year. He stated the increase is due to several factors including increased payroll, increased premiums, and a change in New Hope City Council April 15, 2021 Page 6 deductible. He stated staff is recommending the city change to a zero deductible for workers’ compensation insurance this year. Mr. McDonald stated the total insurance expense is $492,528 which is below the 2021 budgeted amount of $492,528. Mr. Rich Johnson, director of human resources and administrative services, explained the rationale for changing from a $5,000 deductible to a zero deductible for workers’ compensation insurance. He stated the city will continue to strive for a low number of claims. The deductible amount will be re-examined prior to next year’s insurance premium renewal. MOTION Item 11.1 Motion was made by Council Member London, seconded by Council Member Isenberg, approving renewal of insurance premiums for general liability, property damage, employee bond and worker’s compensation for the period April 20, 2021 through April 20, 2022 through the League of Minnesota Cities Insurance Trust (LMCIT). All present voted in favor. Motion carried. LMCIT STATUTORY LIMITATIONS Item 11.2 Mayor Hemken introduced for discussion Item 11.2, Motion to accept statutory limitations of $500,00 for individual claimant recovery for insurance provided by League of Minnesota Cities Insurance Trust (LMCIT). Mr. Kirk McDonald, city manager, recommended the Council take action similar to prior years to accept the statutory limitation for individual claimant recovery. He stated that if the city waived the statutory tort limits, a single claimant could potentially recover up to $2,000,000 per occurrence compared to $500,000. MOTION Item 11.2 Motion was made by Council Member Isenberg, seconded by Council Member London, to accept statutory limitations of $500,000 for individual claimant recovery for insurance provided by League of Minnesota Cities Insurance Trust (LMCIT). All present voted in favor. Motion carried. EXCHANGE OF COMMUNICATION Item 12.1 Mayor Hemken introduced for discussion Item 12.1, Exchange of communication between members of the City Council. Mayor Hemken reported on upcoming events. ADJOURNMENT Motion was made by Council Member Isenberg, seconded by Council Member London, to adjourn the meeting, as there was no further business to come before the Council. All present voted in favor. Motion carried. The New Hope City Council adjourned at 6:30 p.m. Respectfully submitted, Valerie Leone, City Clerk