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112221 City Council Meeting Packet    NEW HOPE CITY COUNCIL  MEETING AGENDA  November 22, 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 2021       CITY COUNCIL MEETING  City Hall, 4401 Xylon Avenue North  Monday, November 22, 2021  7:00 p.m.  Regular Session      1. CALL TO ORDER AND PLEDGE OF ALLEGIANCE – November 22, 2021    2. ROLL CALL    3. APPROVAL OF MINUTES:   Council Meeting Minutes – November 8, 2021   Work Session Minutes – November 15, 2021    4. OPEN FORUM     5. PRESENTATIONS    6. CONSENT BUSINESS        6.2 Approval of financial claims through November 22, 2021  6.4 Resolution approving change order to Abdo Financial Solutions contract for consultation  on FEMA and ARPA funding  6.5 Resolution designating polling places in the city of New Hope  6.6 Motion approving appointment of Malloy, Montague, Karnowski and Radosevich  (MMKR) to Perform 2021 City Audit  7. PUBLIC HEARING    8. DEVELOPMENT AND PLANNING     8.1 Resolution awarding contract to Northwest Asphalt for construction of public  improvement project no. 1037 (culvert improvement at Meadow Lake and golf course)    9. PETITIONS AND REQUESTS    10. ORDINANCES AND RESOLUTIONS     10.1 Ordinance No. 21‐05, an ordinance amending Sections 4‐2(b) and 4‐3(b) of the New Hope  City Code related to accessory structures; Ordinance No. 21‐06, an ordinance amending  Section 4‐2(b) of the New Hope City Code related to tutorial uses; and Ordinance No. 21‐ 08, an ordinance amending Section 4‐17(d) of the New Hope City Code related to  allowable uses in the City Center district; and summary ordinance for publication  purposes   10.2 Ordinance No. 21‐07, an ordinance amending Section 3‐33(c) of the New Hope City Code  related to responsibility for securing the BUCO    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: November 18, 2021  Subject: Agenda Items for Monday, November 22, 2021    Open Forum  Staff is not aware of anyone planning to address the Council for the Open Forum.    Item 6.1  There are no new business license requests.    Item 6.2  This item involves routine financial claims.    Item 6.3  There are no new liability claims to report.    Item 6.4  This item approves a change order to the contract with Abdo for $25,000 to cover the additional consultation  work related to the city’s FEMA and ARPA funding. The change order can be funded by ARPA funds and  the change order would remain effective through December 31, 2024. This was reviewed at the November 15  work session and Council was supportive. I recommend approval.    Item 6.5  A law was passed during the 2017 legislative session requiring municipalities to adopt a resolution  designating election polling places on an annual basis. The resolution designates the same polling places that  were utilized for the 2020 election cycle. City Clerk Leone and I recommend approval.     Item 6.6  Council is asked to approve the appointment of MMKR to perform the 2021 city audit, CAFR  preparation, and a federal single audit for a total of $44,595. The engagement letter presented to  Council is consistent with the pricing that was listed in the three‐year proposal approved by Council in  2019. Funds are budgeted for the annual audit. AEM and I recommend approval.    Item 8.1  Staff recommends undertaking improvements to the culvert area between the golf course pond and Meadow  Lake in conjunction with the Meadow Lake drawdown. The proposed work includes adjusting the flared  end of the culvert with a storm structure, stabilizing the shoreline (rock from city hall parking lot will be  repurposed for this use), and installing access gates for easier maintenance access in the future. Bids were  received on November 17, and the low bid was submitted by Northwest Asphalt for $70,054. The project will  be funded by the storm water capital improvement plan. Director Weber and I recommend approval.     Item 10.1  The Planning Commission recommends approval of three ordinance amendments related to accessory  structures, tutorial uses, and allowable uses in the City Center district. Ordinance No. 21‐05 amends the  definition of a carport and modifies language regarding garages. Ordinance No. 21‐06 amends the definition  of on‐site service businesses to include specialty schools or tutoring centers. Ordinance No. 21‐08 clarifies the  allowed use of on‐site service businesses within the City Center district. The Codes and Standards committee  of the Planning Commission reviewed the text amendments in August of 2021, and the Planning  Commission considered the amendments at its November 2 meeting and recommended approval by a 7‐0  vote. Director Sargent and I recommend approval of the ordinance amendments and the summary  ordinance for publication purposes.    Item 10.2  This ordinance amendment makes the property owner solely responsible for filing a Business Use Certificate  of Occupancy (BUCO) with the city. Previously the responsibility was both the property owner and lessee.  This change will help with compliance especially at multi‐tenant office buildings. Director Sargent and I  recommend approval.    Item 12.1  Mayor Hemken will review upcoming meetings and events.    EDA #4  This item approves an amendment to the loan origination agreement with the Center for Energy and  Environment (CEE). The current agreement expires on December 31, 2021, and the resolution would  renew a revised three‐year contract. Some of the fees have increased and exact costs will depend on the  number of loans issued. Also, the annual administration fee is increasing from $500 to $2,500. Funds are  available in the EDA budget for extending the CEE contract to offer housing loan/grants to New Hope  residents. Director Sargent and I recommend approval.    EDA #5  This item approves a purchase agreement for the acquisition of 4215 Nevada Avenue North for  $206,000 plus partial closing costs as part of the scattered site housing program. Staff believes the  property is a good candidate for a demolition and rebuilt project. Earlier this year the city attempted to  acquire 3611 Louisiana Avenue North but was unsuccessful. The 2021 budget for scattered site projects  is $250,000, and there would be a shortfall of $38,355 for the 4215 Nevada Avenue North project.  However, funds from the 2022 budget could offset the cost. Director Sargent and I recommend  approval.      EDA #6  Staff recommends purchase of 5306 Rhode Island Avenue North for $213,000 plus partial closing costs  as part of the scattered site housing program. A recent appraisal estimated the value at $227,000. Staff  believes the property is a good candidate for a demolition and rebuilt project. After selling the lot the  estimated net loss is $164,733. The project would be funded by the 2022 budget that contains $500,000  for scattered site housing projects. Director Sargent and I recommend approval.      If you have any questions regarding items in the agenda packet, please call the city clerk or me  before the meeting so that staff can research any issues and be prepared to respond at the meeting.    New Hope City Council  November 8, 2021  Page 1   City of New Hope  4401 Xylon Avenue North  New Hope, Minnesota 55428    City Council Minutes November 8, 2021  Regular Meeting City Hall, 7:00 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 7:00 p.m.    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  Andy Hoffe, Council Member  Michael Isenberg, Council Member  Jonathan London, Council Member    Kirk McDonald, City Manager  Valerie Leone, City Clerk  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 October 18, 2021.  Voted in favor thereof: Hemken, Elder, Hoffe, Isenberg, London; and the following  voted against the same: None; Abstained: None; Absent: None. Motion carried.    Motion was made by Council Member Isenberg, seconded by Council Member  Elder, to approve the regular meeting minutes of October 25, 2021. Voted in favor  thereof: Hemken, Elder, Hoffe, Isenberg, London; and the following voted against  the same: None; Abstained: None; Absent: None. Motion carried.    OPEN FORUM    There was no one present desirous of addressing the council.  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.    FINANCIAL CLAIMS  Item 6.2    Approval of financial claims through November 8, 2021.  RESOLUTION 2021‐102  Item 6.4  Resolution approving 2022 maintenance agreement with Embedded Systems, Inc.  for tornado/civil defense siren maintenance in the amount of $1,660.32.  New Hope City Council  November 8, 2021  Page 2     MOTION  Consent Items  Motion was made by Council Member Elder, seconded by Council Member  Isenberg, to approve the Consent items. All present voted in favor. Motion  carried.    PUBLIC HEARING  USE OF BOND  PROCEEDS  SERIES 2017A  Item 7.1    Mayor Hemken introduced for discussion Item 7.1, Supplemental resolution  authorizing use of proceeds of $18,435,000 general obligation capital improvement  plan bonds, Series 2017A.    Mr. Kirk McDonald, city manager, stated in 2017 the City Council approved a  capital improvement plan for the construction of a new police station/city hall  facility. Preliminary approval was given for the issuance of general obligation  capital improvement plan bonds at the September 25, 2017, Council Meeting. A  five‐year plan was prepared by Ehlers & Associates, Inc. with expenditures in 2017  and 2018. In December of 2017 the city issued $18,435,000 in general obligation  capital improvement bonds. He explained on the day of the bond sale, the city  accepted a premium on the bonds which provided additional funds for the project.  Also, at the time the project commenced, the city had saved $600,000 in the city  hall capital fund.      Mr. McDonald stated as of September 30, 2021, the remaining amount of the 2017  bond proceeds is approximately $1,250,000. He indicated the funds will be drawn  down to reimburse city hall CIP for $600,000; to fund remaining security measures  $67,000; to fund technical improvements in meeting rooms $77,000, and for final  payments to contractors $106,000, which brings the remaining bond proceeds to  $400,000. He stated action by the City Council is necessary to redistribute the  $400,000. He explained that the city’s bond counsel was consulted and reallocating  the remaining funds is allowed by law. Staff and AEM is recommending the excess  proceeds be applied to the public works facility improvements.    He stated on May 24, 2021, phase 1 of the public works facility improvement  project was awarded in the amount of $2,314,000. The project will be funded  internally and phase 2 will occur in a couple of years. He stated since the original  CIP plan did not list the public works facility improvements, it is necessary to  conduct a new public hearing and adopt a resolution approving the updated plan  and authorize use of the excess funds.     Mr. McDonald noted the remaining funds could also be utilized to “pay down”  the debt service on the original city hall bonds. He explained if the funds were used  for this purpose, the debt service levy would need to be increased in subsequent  years to bring it back up to the original level before “pay down”. Mr. McDonald  stated both options were discussed with the City Council at the August 16, 2021  work session and the Council was in agreement with the recommendation from  AEM and staff to utilize the funds for the public works facility. At the October 11  Council Meeting, a resolution was adopted scheduling the public hearing for  November 8, 2021.    Mr. McDonald stated after conducting the public hearing, Council is asked to  adopt the resolution which approves the updated Capital Improvement Plan to  include the public works facility improvements for 2021 and authorizes the use of  New Hope City Council  November 8, 2021  Page 3   excess funds for the additional projects. Mr. McDonald stated Council will be  asked to adopt a subsequent resolution (agenda Item 8.1) to formally transfer the  $400,000 remaining bond proceeds from the city hall construction fund to the  public works facility fund.    Mayor Hemken opened the floor for comments for the public hearing. There was  no one present desirous of addressing the Council on the issue.    CLOSE HEARING  Item 7.1  Motion was made by Council Member Elder, seconded by Council Member Hoffe,  to close the public hearing. All present voted in favor. Motion carried.     Council Member London commented that he does not believe paying down the  debt service on the original city hall bonds would result in higher taxes or a higher  debt service levy. He expressed his opinion that the $400,000 could be saved  elsewhere in the budget, and stated he is not in favor of reappropriating the funds.    RESOLUTION 2021‐103  Item 7.1  Council Member Elder introduced the following resolution and moved its  adoption: “SUPPLEMENTAL RESOLUTION AUTHORIZING USE OF  PROCEEDS OF $18,435,000 GENERAL OBLIGATION CAPITAL  IMPROVEMENT PLAN BONDS, SERIES 2017A.” 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; and the following voted against the same: London; 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.    BOND PROCEEDS  TRANSFER  Item 8.1  Mayor Hemken introduced for discussion Item 8.1, Resolution approving the  transfer of unspent bond proceeds from the City Hall Construction Fund to the  Public Works Facility Fund (Project No. 1039).    RESOLUTION 2021‐104  Item 8.1  Council Member Elder introduced the following resolution and moved its  adoption: “RESOLUTION APPROVING THE TRANSFER OF UNSPENT  BOND PROCEEDS FROM THE CITY HALL CONSTRUCTION FUND TO THE  PUBLIC WORKS FACILITY FUND (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; and the following voted against the same: London;  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.    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  Elder, 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 7:12 p.m.  Respectfully submitted,  New Hope City Council  November 8, 2021  Page 4     Valerie Leone, City Clerk    City Council Work Session November 15, 2021  Page 1   City of New Hope  4401 Xylon Avenue North  New Hope, Minnesota 55428    City Council Minutes  Work Session Meeting  November 15, 2021 Northwood Conference Room     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  Andy Hoffe, Council Member  Michael Isenberg, Council Member  Jonathan London, Council Member     Staff present:    Kirk McDonald, City Manager  Dan Boyum, City Engineer  Vicki Holthaus, Abdo  Rich Johnson, Director of HR/Admin Services  Valerie Leone, City Clerk  Shawn Markham, Contract Manager/Forester  Walker MacBeath, HR Coordinator  Susan Rader, Director of Parks & Recreation  Jeff Sargent, Director of Community Development  Blake Torbeck, Abdo  Bernie Weber, Director of Public Works     Also present: Sarah Larson, WMFRD Chief  Adam Wodtke, WMFRD Assistant Chief    DIALOGUE WITH  PERSONNEL BOARD  Item 11.1    Mayor Hemken introduced for discussion item 11.1, Dialogue with Personnel Board.    Mr. Rich Johnson, Director of HR/Admin Services and staff liaison of the Personnel  Board, was recognized.  He noted the Personnel Board’s last dialogue with the Council  was held in January of 2020. He stated Eric Galstad currently chairs the commission  and the other two members are Anthony Brown and Wendy Brostrom.     Director Johnson stated over the past 22 months the Personnel Board has assisted the  city with 22 recruitments, has reviewed and updated various job descriptions, and was  instrumental with two position upgrades.     At Mayor Hemken’s request, members of the Personnel Board provided a brief  summary of their human resources backgrounds.    Chair Galstad explained the recruitment/hiring process of city employees.     Council asked the Personnel Board if they are aware of anything in their profession  that the city should consider changing in terms of hiring, employee retention, and  City Council Work Session November 15, 2021  Page 2   employee recognition. The Board was also asked to address wages and the effects of  the pandemic.     Mr. Brown commented that the city has a good employee recognition program. He  emphasized the apparent high satisfaction of employees as shown by employee  retention which is a result of good working relationships, team environment, and city  council support. He noted the city was able to adapt during COVID‐19 by offering  telecommuting opportunities.     Ms. Brostrom commented on the city’s good reputation especially in the police  department. She explained wages are rapidly increasing in the market and some  businesses perform salary surveys quarterly rather than annually. She stated she  believes the city should strive to be within 3‐5% of the average salary ranges of  comparable cities to remain competitive.    Mr. Galstad indicated the supervisor/employee relationship is important. He  concurred that competitive salaries prevent employees from seeking jobs elsewhere.    Mr. Kirk McDonald, city manager, pointed out over the last 16 months the Personnel  Board has certified 35 employees for various positions. He explained the civil service  recruitment process is very thorough and entails several interviews. He indicated the  Personnel Board provides an invaluable service, and the city has a successful  recruitment track record.    Council thanked the Personnel Board for their service and the update.    EMERALD ASH  BORER UPDATE  Item 11.2    Mayor Hemken introduced for discussion item 11.2, Emerald Ash Borer update by  forester.    Mr. Shawn Markham, contract manager/forester, was recognized. He noted due to the  pandemic he did not provide an update last year.    Mr. Markham reviewed activity of the Emerald Ash Borer program. He stated the  Emerald Ash Borer was first identified in New Hope in 2019 and now all areas of the  city have been confirmed to contain the disease. He stated in 2020 there were 126 trees  removed (112 ash trees and 14 other tree species). A total of 99 trees were planted in  2020 (51 in the parks and 48 on residential boulevards).     Mr. Markham indicated in 2021 there were 162 trees removed (148 ash trees and 14  non‐ash trees). He stated a total of 42 trees were planted. He stated fall planting was  suspended mainly due to the drought and low supply of trees. He noted the trees not  planted this fall will be planted in the spring of 2022.    Mr. Markham reported on recent grant opportunities through Hennepin County and  the Department of Natural Resources. He stated the city was awarded a total of $50,000  ($15,000 for tree replacement and $35,000 for tree removal). He also thanked the  Council for approving an additional $50,000 in the 2022 budget for the Emerald Ash  Borer Removal/Replacement Program.    City Council Work Session November 15, 2021  Page 3   Discussion ensued regarding the recently planted trees on the boulevard along  Winnetka Avenue north of 42nd Avenue. Mr. Markham stated the trees are a smaller  variety and required planting by hand due to the number of utilities in the boulevard.  He stated Hennepin County planted the trees and will maintain them.     Council reported a large limb near 42nd and Ensign avenues that needs trimming.    Council thanked Mr. Markham for the update.    WMFRD DAYTIME  SERVICE MODEL  AND STAFFING  Item 11.3    Mayor Hemken introduced for discussion item 11.3, Discussion regarding WMFRD  Daytime Service Model and Staffing.    Mr. Kirk McDonald, city manager, reported a joint New Hope/Crystal city council/fire  board work session was conducted on October 27 to discuss the fire departments  application for a Staffing for Adequate Fire and Emergency Response (SAFER) grant  for three additional full‐time firefighter employees. He stated at the conclusion of the  joint session it was decided that each council would discuss the matter further at their  work sessions in November and provide direction to the city managers.    He stated the SAFER grant would fund the wages for the first three years, but there  would be other costs. He stated the district has agreed to contribute some reserves to  offset the initial cost of the new employees and split the additional cost 50/50 between  the fire district and the cities for the first three years. He stated in the fourth year (2026)  the cities would absorb the full cost of the three additional full‐time employees. Mr.  McDonald reported many cities are applying for the grant.     Mr. McDonald noted that two council members were not in attendance at the October  27 special meeting and may have questions.    Ms. Sarah Larson, WMFRD chief, explained that the district is a paid on call fire  department with seven full‐time staff. She stated it has become challenging to get paid‐ on call firefighters to respond to daytime fires, and the full‐time staff fill the duty crew.  She stated additional staff would help make the paid‐on call model more sustainable.      Chief Larson explained the grant was created to help fire departments increase or  maintain the number of trained firefighters to meet the 1720 standards established by  NFDA in 2001. She stated in New Hope the 1720 standard requires a minimum of 15  firefighters to respond to a structure fire within nine minutes. She stated even with  mutual aid the district does not meet this minimum of 90% of calls between 6:00 a.m.  and 6:00 p.m. Chief Larson acknowledged that the district would not likely meet the  standard but would get closer to doing so by having three additional daytime  firefighters. She noted the district oftentimes meets the firefighter numbers but not the  response time.    She indicated the annual cost per household would be approximately $23.    Chief Larson noted the district is unique in that many tasks are performed in‐house  such as human resources, information technology, accounts payable, and equipment  repairs. She stated an additional three staff members would assist with logistics and  training.  City Council Work Session November 15, 2021  Page 4     Council Members London and Hoffe requested clarification on whether the district is  operating in an unsafe manner and the reason for a large increase from seven staff to  ten staff.     Chief Larson explained the situation with decreasing firefighter response during  daytime and how the daytime staff has been assuming more fire calls.     Mr. Adam Wodtke, assistant chief of operations, stated including kitchen fires, the  district responds to 70 to 80 fires per year. He stated approximately 30 of the fires are  structure fires that require fire hose operation.    Chief Larson stated the purpose of the grant is to try to meet the 1720 standards and  the grant would likely not be awarded if the request was for only one or two people.    Council Member Isenberg spoke of the importance of public safety and noted it  appears the district has reached its tipping point with struggles to find paid‐on call  daytime response and requiring many extra hours to be worked by district staff. He  indicated the SAFER grant essentially funds nine years of salaries (by funding wages  of three new staff for three years).    Mayor Hemken pointed out the first step is to apply for the grant but the district/city  is not obligated to accept the grant. The majority of Council supported the grant  application.    Chief Larson thanked the Council for their support of the grant submission.    ADMINISTRATIVE  CITATIONS   Item 11.4    Mayor Hemken introduced for discussion item 11.4, Discuss increase in fee schedule  for Administrative Citations.    Mr. Jeff Sargent, director of community development, explained the three levels of  administrative citations and corresponding fines. He stated staff compared New  Hope’s code enforcement fine structure to other cities and is recommending changes.  He stated the recommended changes include increasing level 2 and level 3 fines,  changing some violations from a level 1 to a level 2 category, and adding other  miscellaneous code violations.    He pointed out that corrective action notices do not include a fine. He stated he  occasionally waives fines based on unique circumstances and the program contains an  appeal process.    Council Member London stated higher citations may prevent recurring offenses.  Council expressed support for the recommended changes.    Mr. Sargent indicated the fines will be presented for consideration at the December 13  Council Meeting as part of the 2022 Fee Schedule.    2021 PERFORMANCE  MEASURES  Item 11.5  Mayor Hemken introduced for discussion item 11.2, Review 2020 performance  measures survey results.    City Council Work Session November 15, 2021  Page 5    Mr. Kirk McDonald, city manager, relayed that the data was compiled by Brandon Bell,  community development assistant. He stated there were 663 responses, and the ratings  were similar to past years. He noted the ratings for the condition of county roads and  city roads both increased significantly (likely due to improvements at railroad  crossings). He stated 82% of respondents rated the new Civic Center Park, including  the new Aquatic Park, as either excellent or good.     Mr. McDonald stated the survey data will be incorporated in the 2022 budget  presentation and will be posted on the city’s website. He also noted a professional  survey is proposed for 2022.     PUBLIC WORKS SOIL  STORAGE BUILDING  (IMPROVEMENT  PROJECT NO. 1039)  Item 11.6    Mayor Hemken introduced for discussion item 11.6, Discuss next steps related to the  soil storage building at the Public Works Facility (Improvement Project No. 1039).    Mr. Bernie Weber, director of public works, stated the city engineer will provide the  latest recommendation for construction of the soil storage building at public works.    Mr. Dan Boyum, city engineer, explained that due to poor soils at the site, two options  for the soil storage building were discussed including the construction of oversized  slab footings or helical anchors, but both options were costly. He stated a different  approach is to construct a wood‐framed building versus a masonry block structure and  include an asphalt floor similar to the salt storage building. He stated the interior walls  would be precast versus poured in place concrete and the exterior would contain  engineered wood lap siding. He illustrated the proposed structure and stated the cost  of this type of building should be less expensive than the original plan for a masonry  building.     Mr. Weber stated staff will update Council on pricing after information is obtained  from the contractor.    2022‐2031 PAVEMENT  MANAGEMENT  PLAN  Item 11.7    Mayor Hemken introduced for discussion item 11.7, Update and discussion regarding  the 2022‐2031 Pavement Management Plan/Strategy.    Mr. Dan Boyum, city engineer, reviewed the pavement management philosophy and  pavement rating system. He stated a more aggressive approach has shown significant  progress in road conditions. He reported approximately 34.7 miles of streets have been  improved of the entire 65 miles of local and MSA streets. He stated currently the city  has 3.76 miles or 5.8% rated as “poor condition” or worse. He stated the average  pavement ratings for local streets improved from 80.06 (2020) to 81.43 (2021). He  identified water main break history and stated a full street reconstruction is performed  on streets that have significant water main breaks and/or sewer issues. He noted over  the past 16 years the water break trend has been declining as a result of focusing on  areas with extreme history of breaks. Mr. Boyum stated the plan contains projects and  associated costs for years 2022 through 2031. He stated improvements are planned for  all streets within the 10‐year pavement management plan. Mr. Boyum stated all the  estimated costs have been reviewed with the city’s finance consultant and staff strives  to keep the costs within the parameters of the estimated revenue stream.    Mr. Boyum explained that the city is seeing a longer life with seal coats and fog  seals.  Public works and engineering staff are evaluating an adjustment to the schedule  City Council Work Session November 15, 2021  Page 6   for local/lower traffic MSA streets. He stated maintenance improvements with seal coat  and fog seals would be completed at 5 and 8 years (no more than twice between  structural improvements). Mill and overlay and reclamation would be shifted from 18  to 20 years.  These adjustments would result in full reconstruction being shifted from  every 72 to 80 years.  Adjustments are also being considered to eliminate seal coats/fog  seals on higher traffic Municipal State Aid (MSA) streets due to stripping of seal coats.      Council Member London commented on the benefits of a 10‐year pavement  management plan. He noted it also provides a tool for residents.    Mr. McDonald stated the plan will be posted on the city’s website.    Council thanked staff for the presentation.    LONG‐TERM  FINANCIAL PLAN  Item 11.8    Mayor Hemken introduced for discussion item 11.8, Review updated draft long‐term  financial plan with Abdo.    Ms. Vicki Holthaus, Abdo, commented on the positive collaboration between the  pavement management plan and the long‐term financial plan.     Ms. Holthaus reported the 2021‐2031 long‐term plan contains several assumptions and  is to be used as a planning tool. She reviewed assumptions with future action:   Fire Capital Fund 9010 may implement a $100,000 levy in 2023 to build reserves  for future capital outlay needs. A comprehensive CIP for this fund will be  proposed in March 2022.   City Hall Capital Fund 9202 may implement a $100,000 levy in 2023 to build  reserves for future building and major capital expenditure needs. A projected  $400,000 in unspent bond proceeds from the 2017A GO Bonds may be transferred  to the Public Works Facility Project.   Swimming Pool Capital Fund 9204 may implement a $100,000 levy in 2023 to build  reserves for future capital outlay needs.   Park Infrastructure Capital Fund 9233 will increase the levy for capital by 5%  annually. In addition it is assumed that $500,000 will be levied each year to support  Ice Arena capital and debt service obligations through 2031.   Ice Arena Fund 9303 will continue to receive an annual transfer of levy dollars  from the Park Infrastructure Capital Fund.   Golf Course Enterprise Fund 9302 capital outlay needs will be monitored and  adjusted based on operating performance of the facility and available cash  reserves.   Street Infrastructure Capital Fund 9203 will increase the levy for capital by 5%  annually.   Sewer Fund 9300 has planned average annual capital expenses of $654,526 over  the life of the long‐term plan.   Water Fund 9301 will receive a $1,500,000 payment from the Joint Water  Commission in 2023 to offset project costs related to the repainting of the south  water tower.   Storm Water Fund 9304 will receive a repayment from the Shingle Creek  Watershed related to the Meadow Lake Draw Down project which is contemplated  in 2021.  City Council Work Session November 15, 2021  Page 7    Street Light Fund 9305 plans to incur costs related to the Boone Signal Replacement  for $400,000.   Central Garage 9402 assumes transfers in of unspent bond proceeds from the  2017A GO Bonds, CARES funds and ARPA funds totaling $4,253,980 from 2021‐ 2023.   Park and Pool Improvement Fund 9234 is assumed to transfer remaining funds out  of the fund on 12/31/21.   General Fund 9001 reflects the transfer out of $1,641,664 of Coronavirus Relief  Fund intergovernmental revenue in 2021 to the Central Garage Fund 9402.   No new debt issuance has been modeled in the long‐term plan.    Ms. Holthaus also reviewed the property tax projections, the city’s debt position (from  $51 million in 2020 to $10 million in 2031), and cash flow for street infrastructure  projects. She also illustrated cash flows for Central Garage Fund 9402 including fund  transfers.     Ms. Holthaus reviewed utility fund cash positions. She also reviewed enterprise fund  cash position.     Ms. Susan Rader, director of parks and recreation explained that a 2022 CIP item for  the ice arena is replacement of dasherboards and glass at the north rink. She stated the  item was budgeted at $210,000 which will be insufficient. She emphasized the  importance of getting materials ordered as soon as possible and stated her intention of  placing the item on the December 13 Council Meeting agenda.     Lastly, Ms. Holthaus illustrated the city’s tax capacity rates and debt per capita.    Council thanked Ms. Holthaus for the report.    CHANGE ORDER  ABDO FINANCIAL  SOLUTIONS  Item 11.9    Mayor Hemken introduced for discussion item 11.9, Discuss change order proposal  with Abdo Financial Solutions for consultation of FEMA and ARPA funding.    Mr. Kirk McDonald, city manager, explained that the city received CARES funding last  year and a change order was approved with Abdo in September of 2020.     He stated over the next two years the city will be receiving $2,195,235 in American  Rescue Plan Act (ARPA) funds and possibly additional FEMA funds. He explained the  city has a three‐year contract in place with Abdo Financial Solutions for years 2021‐23  for financial consultation of routine city operations. Abdo has presented a change order  of $25,000 to cover the additional consultation work through December 31, 2024 that is  required for consultation of the city’s FEMA and ARPA funding. The change order can  be paid for with ARPA funds.    Council expressed support for the change order. Mr. McDonald indicated it would be  placed on the November 22 agenda for consideration.    2022 BUDGETS  Item 11.10  Mayor Hemken introduced for discussion item 11.10, Continue discussion on 2022  budgets.    City Council Work Session November 15, 2021  Page 8   Mr. Kirk McDonald, city manager, requested feedback from Council regarding the  proposed powerpoint document on the 2022 budget for the December 6 budget  meeting. He stated the presentation contains information regarding utility rates,  performance measures and tax levy information. He stated information from the  county assessor was recently received and has been distributed tonight.    Council expressed support for the presentation.     2022 COUNCIL AND  COMMISSION  APPOINTMENTS  Item 11.11    Mayor Hemken introduced for discussion item 11.11, Discuss council and commission  appointments for 2022.    Ms. Valerie Leone, City Clerk, stated there are several persons on city commissions  with terms expiring December 31 who may be interested in being considered for re‐ appointment. She indicated a resolution will be prepared for adoption at the December  13 council meeting, and vacancies will be advertised.    Mr. McDonald noted based on rotation, it is Council Member Hoffe’s turn to serve as  mayor pro tem in 2022.    Mayor Hemken commented on the large number of vacant seats on the planning  commission and encouraged Council to direct any interested persons to the city clerk  for an application.    ADJOURNMENT The meeting was adjourned at 8:34 p.m. as there was no further business to come  before the Council at its work session.    Respectfully submitted,     Valerie Leone, City Clerk    G:\City Manager\AGENDA\6.2 R‐Approval of Claims Merge Doc.docx   Request for Action  November 22, 2021    Approved by: Kirk McDonald, City Manager  Originating Department: City Manager  By: Kirk McDonald, City Manager    Agenda Title  Approval of claims through November 22, 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\Chg Order Abdo\CM 112221\6.4 Q ‐ Change Order Abdo Financial Solutions FEMA and ARPA Funding.docx    Request for Action  November 22, 2021    Approved by: Kirk McDonald, City Manager  Originating Department: City Manager  By: Kirk McDonald, City Manager    Agenda Title  Resolution approving change order to Abdo Financial Solutions contract for consultation on FEMA and  ARPA funding  Requested Action  Staff recommends that the City Council approve the attached resolution approving change order to Abdo  Financial Solutions contract for consultation on FEMA and ARPA funding for consultation, reporting and  grant administration. The City Council discussed the change order at the November 15 work session and was  supportive of the change order to the contract due to additional consultation required for expense  reimbursement.   Policy/Past Practice  The City Council provides direction to city staff regarding how funds acquired by the city should be  expended within the parameters of the regulations and guidelines provided. The city has not experienced a  pandemic in the past and the continuity of city operations during this event has presented challenges and  some additional unanticipated expenditures. The city has been eligible for various federal and state funds in  the past and the Council has approved change orders for projects that require additional work.   Background  At the council meeting of August 23, 2021, the city accepted the American Rescue Plan Act funds. Over the  next two years the city will be receiving $2,195,235. The city may also receive additional funding through  FEMA.    The city has a three‐year contract in place with Abdo Financial Solutions for years 2021‐23 for financial  consultation of routine city operations. Abdo has presented a change order of $25,000 to cover the additional  consultation work through December 31, 2024 that is required for consultation of the city’s FEMA and ARPA  funding. The change order can be paid for with ARPA funds. The change order covers the following tasks:    FEMA   Collection and manipulation of additional expense data eligible for reimbursement;   Coordination with FEMA to amend first request for reimbursement including: additional project budget  submission, grant reimbursement request with supporting documentation, communication with FEMA as  needed to finalize application;   Submit second application for funding of additional expenses incurred during the COVID‐19 pandemic;   Interim and final reporting to FEMA;   Preparing for and assisting the City with the single audit;   Policy revisions as needed to comply with Federal standards.        Agenda Section Consent Item Number  6.4    Request for Action, Page 2    ARPA   Researching and determining eligibility of possible projects;   Performing various calculations to determine eligibility of possible projects, including possible revenue  loss calculation;   Researching and using best practices for accounting of funds and expenses;   Researching and using best practices for interim and final reporting to State and Federal government;   Preparing for and assisting the City with the single audit;   Policy revisions as needed to comply with Federal standards.    In September of 2020 a change order of $25,000 was approved to the 2018‐2020 contract for consultation on  CARES funds.   Summary  The change order to the service agreement would be effective through December 31, 2024. Generally, it is  mutually understood that when special projects or tasks are undertaken that require a significant amount of  additional time and effort that an amendment or change order to the agreement may be considered for  additional compensation.  Attachments   Resolution   Change Order Proposal dated November 1, 2021    City of New Hope    Resolution No. 2021‐    Resolution approving change order to Abdo Financial Solutions   contract for consultation on FEMA and ARPA funding      WHEREAS, the City Council approved a three‐year contract with AEM Financial Solutions, LLC for  professional financial management services for years 2021‐2023 at the August 24, 2020  council meeting; and    WHEREAS, the major component of the contract was for finance director services, including cash and  investment monitoring, monthly/quarterly reporting, annual reporting, audit preparation  and annual budget preparation; and    WHEREAS, it is mutually understood that when special projects or tasks are undertaken that require  a significant amount of additional time and effort that an amendment or change order to  the agreement for additional compensation may be considered; and    WHEREAS, in March 2020, the COVID‐19 pandemic started to significantly impact the United States  and the Federal Government approved the Federal Coronavirus Aid, Relief and  Economic Security (CARES) Act and established the Coronavirus Relief Fund (CRF) and  the City Council approved a change order with AEM in 2020 to assist with the  administration of those funds; and    WHEREAS, in January 2021, the Federal Government approved additional funding via ARPA  (American Rescue Plan Act) to assist with lost revenues and infrastructure improvements  and New Hope will receive $2,195,235 in funding over the next two years; and    WHEREAS, the city has also been contacted by FEMA (Federal Emergency Management Agency) and  encouraged to submit additional COVID related expenses for reimbursement; and    WHEREAS, AEM has submitted a change order to the agreement to include consultation for the city’s  FEMA and ARPA Act funding in the amount of $25,000; and    WHEREAS, the fee will cover grant consultation and reporting for ARPA through December 31, 2024,  and it will cover grant consultation and reporting for FEMA through June 30, 2022; and     WHEREAS, the cost of the change order and other administrative expenses are eligible for  reimbursement with ARPA funding; and    WHEREAS, the City Council reviewed and discussed the change order at the November 15, 2021  work session and was supportive.      NOW, THEREFORE, BE IT RESOLVED, by the City of New Hope City Council:    1. That the change order to the AEM contract in the amount of $25,000 for consultation for the  ARPA/FEMA funding is approved.    Adopted by the City Council of the city of New Hope, Hennepin County, Minnesota, this 22 day of  November, 2021.       Mayor    Attest:      City Clerk    Proposed By: 5201 Eden Avenue, Ste 250 Edina, MN 55436 P 952.835.9090 F 952.835.3261Lighting the path forward Victoria Holthaus, CPA Partner | Abdo victoria.holthaus@abdofs.com Direct Line 952.715.3069 Change Order Proposal for 4401 Xylon Avenue New Hope,Minnesota 55428 City of New Hope November 1, 2021 Lighting the path forward AbdoSolutions.com Kirk McDonald, City Manager City of New Hope 4401 Xylon Avenue New Hope,Minnesota 55428 November 1, 2021 Proposed by Abdo Financial Solutions Change Request: Per request of the City of New Hope (the City) we are expanding / modifying the agreement to include consultation for the City’s FEMA and ARPA funding. The additional investment is needed in order to provide consultation which may include:revenue loss calculation for ARPA application, review project accounting ledgers for COVID-19 related expenditures, application for State and Federal funding, including the ARPA funding and FEMA, required reporting to the State and Federal government until the FEMA and APRA funds are spent, and additional support for the single audit. Reason for requiring the change order: COVID-19 pandemic has opened up additional Federal and State funding opportunities Nature of work to be performed:Consultation and reporting Contract extended to: Terms and conditions from agreement dated July 24, 2020 apply Estimated cost of change/ additional work: Fixed fee of $25,000 will cover grant consultation and reporting for ARPA through December 31, 2024. In addition, it will cover grant consultation and reporting for FEMA through June 30, 2022. Change order will be invoiced within 10 days of execution of this contract. 3 APPROVED City of New Hope 4401 Xylon Avenue New Hope, Minnesota 55428 Name Title Name Title Date Abdo Financial Solutions, LLC 5201 Eden Ave. Suite 250 Edina, Minnesota 55436 Name Title Partner Date November 1, 2021 REJECTED I do not want Abdo Financial Solutions to perform the additional services required. I will be responsible for ensuring that our personnel will provide the requested assistance. City of New Hope 4401 Xylon Avenue New Hope, Minnesota 55428 Name Title Date I:\RFA\City Manager\2021\polling place designation\6.5 Q&R ‐ polling place designation.docx   Request for Action  November 22, 2021    Approved by: Kirk McDonald, City Manager  Originating Department: City Manager  By: Valerie Leone, City Clerk/Treasurer    Agenda Title  Resolution designating polling places in the city of New Hope  Requested Action  Staff recommends adoption of the resolution designating polling places.  Policy/Past Practice  The city must follow state statutes relative to election law.  Background  M.S.§204B.16 requires each municipality to adopt a resolution annually by December 31 to designate polling  places for each election precinct. If a polling place needs to be changed, all affected households within that  precinct must be notified.    In 2020 the polling place for precinct 6 was changed to City Hall due to COVID‐19. Staff recommends utilizing  City Hall again in 2022. It is anticipated that the city may resume using the former polling place, North Ridge  Health and Rehab at 5500 Boone, in future elections.     PRECINCT NUMBER    POLLING PLACE POLLING PLACE ADDRESS  2290 NEW HOPE P‐1 Spanish Immersion at Sunny  Hollow   8808 27th Avenue North  2295 NEW HOPE P‐2 Sonnesyn Elementary School 3421 Boone Avenue North  2300 NEW HOPE P‐3 St. Joseph Catholic Church 8701 36th Avenue North  2310 NEW HOPE P‐4 New Hope Learning Center 8301 47th Avenue North  2315 NEW HOPE P‐5 Holy Nativity Church 3900 Winnetka Avenue North  2320 NEW HOPE P‐6 New Hope City Hall 4401 Xylon Avenue North  2330 NEW HOPE P‐7 Meadow Lake Elementary School 8525 62nd Avenue North  2335 NEW HOPE P‐8 House of Hope Lutheran Church 4800 Boone Avenue North    A copy of the adopted resolution will be provided to Hennepin County Elections Division.  Attachments   Resolution   MS §204B.16    Agenda Section Consent Item Number  6.5      City of New Hope    Resolution No. 2021‐    Resolution designating polling places  in the city of New Hope      WHEREAS,  MS.§204B.16 requires each municipality to adopt a resolution annually by  December 31 of each year to designate polling places for each election precinct.     NOW THEREFORE BE IT RESOLVED that the city hereby designates the following polling     places for New Hope elections:    PRECINCT NUMBER    POLLING PLACE POLLING PLACE ADDRESS  2290 NEW HOPE P‐1 Spanish Immersion at Sunny  Hollow   8808 27th Avenue North  2295 NEW HOPE P‐2 Sonnesyn Elementary School 3421 Boone Avenue North  2300 NEW HOPE P‐3 St. Joseph Catholic Church 8701 36th Avenue North  2310 NEW HOPE P‐4 New Hope Learning Center 8301 47th Avenue North  2315 NEW HOPE P‐5 Holy Nativity Church 3900 Winnetka Avenue North  2320 NEW HOPE P‐6 New Hope City Hall 4401 Xylon Avenue North  2330 NEW HOPE P‐7 Meadow Lake Elementary School 8525 62nd Avenue North  2335 NEW HOPE P‐8 House of Hope Lutheran Church 4800 Boone Avenue North    Adopted by the City Council of the City of New Hope, Hennepin County, Minnesota, this 22nd  day of November, 2021.             ____________________________         Mayor     Attest: ______________________________             City Clerk      204B.16 POLLING PLACES; DESIGNATION.​ Subdivision 1.Authority; location.(a) By December 31 of each year, the governing body of each​ municipality and of each county with precincts in unorganized territory must designate by ordinance or​ resolution a polling place for each election precinct. The polling places designated in the ordinance or​ resolution are the polling places for the following calendar year, unless a change is made:​ (1) pursuant to section 204B.175;​ (2) because a polling place has become unavailable;​ (3) because a township designates one location for all state and federal elections and one location for​ all township only elections; and​ (4) pursuant to section 204B.14, subdivision 3.​ (b) Polling places must be designated and ballots must be distributed so that no one is required to go to​ more than one polling place to vote in a school district and municipal election held on the same day. The​ polling place for a precinct in a city or in a school district located in whole or in part in the metropolitan​ area defined by section 200.02, subdivision 24, shall be located within the boundaries of the precinct or​ within one mile of one of those boundaries unless a single polling place is designated for a city pursuant to​ section 204B.14, subdivision 2, or a school district pursuant to section 205A.11. The polling place for a​ precinct in unorganized territory may be located outside the precinct at a place which is convenient to the​ voters of the precinct. If no suitable place is available within a town or within a school district located outside​ the metropolitan area defined by section 200.02, subdivision 24, then the polling place for a town or school​ district may be located outside the town or school district within five miles of one of the boundaries of the​ town or school district.​ Subd. 1a.Notice to voters.If the location of a polling place has been changed, the governing body​ establishing the polling place shall send to every affected household with at least one registered voter in the​ precinct a nonforwardable mailed notice stating the location of the new polling place at least 25 days before​ the next election. The secretary of state shall prepare a sample of this notice. A notice that is returned as​ undeliverable must be forwarded immediately to the county auditor. This subdivision does not apply to a​ polling place location that is changed on election day under section 204B.175.​ Subd. 2.[Repealed, 1994 c 607 s 7]​ Subd. 3.Designation effective until changed.The designation of a polling place pursuant to this section​ shall remain effective until a different polling place is designated for that precinct. No designation of a new​ or different polling place shall become effective less than 90 days prior to an election, including school​ district elections or referenda, and no polling place changes may occur during the period between the state​ primary and the state general election, except that a new polling place may be designated to replace a polling​ place that has become unavailable for use.​ Subd. 4.Prohibited locations.No polling place shall be designated in any place where intoxicating​ liquors or nonintoxicating malt beverages are served or in any adjoining room. No polling place shall be​ designated in any place in which substantial compliance with the requirements of this chapter cannot be​ attained.​ Subd. 5.Access by elderly and persons with disabilities.Each polling place shall be accessible to and​ usable by elderly individuals and individuals with disabilities. A polling place is deemed to be accessible​ and usable if it complies with the standards in paragraphs (a) to (f).​ Official Publication of the State of Minnesota​ Revisor of Statutes​ 204B.16​MINNESOTA STATUTES 2021​1​ (a) At least one set of doors must have a minimum width of 32 inches if the doors must be used to enter​ or leave the polling place.​ (b) Any curb adjacent to the main entrance to a polling place must have curb cuts or temporary ramps.​ Where the main entrance is not the accessible entrance, any curb adjacent to the accessible entrance must​ also have curb cuts or temporary ramps.​ (c) Where the main entrance is not the accessible entrance, a sign shall be posted at the main entrance​ giving directions to the accessible entrance.​ (d) At least one set of stairs must have a temporary handrail and ramp if stairs must be used to enter or​ leave the polling place.​ (e) No barrier in the polling place may impede the path of persons with disabilities to the voting booth.​ (f) At least one parking space for persons with disabilities, which may be temporarily so designated by​ the municipality for the day of the election, must be available near the accessible entrance.​ The doorway, handrails, ramps, and disabled parking provided pursuant to this subdivision must conform​ to the standards specified in the State Building Code for accessibility by persons with disabilities.​ A governing body shall designate as polling places only those places which meet the standards prescribed​ in this subdivision unless no available place within a precinct is accessible or can be made accessible.​ Subd. 6.Public facilities.Every statutory city, home rule charter city, county, town, school district, and​ other public agency, including the University of Minnesota and other public colleges and universities, shall​ make their facilities, including parking, available for the holding of city, county, school district, state, and​ federal elections, subject to the approval of the local election official. A charge for the use of the facilities​ may be imposed in an amount that does not exceed the lowest amount charged to any public or private group.​ Subd. 7.Appropriate facilities.The facilities provided in accordance with subdivision 6 shall be​ sufficient in size to accommodate all election activities and the requirements of subdivision 5. The space​ must be separated from other activities within the building. The local election official may approve space​ in two connecting rooms for registration and balloting activities. Except in the event of an emergency making​ the approved space unusable, the public facility may not move the election from the space approved by the​ local election official without prior approval. In addition to the requirements of subdivision 5, the public​ facility must make remaining parking spaces not in use for regularly scheduled activities available for voters.​ History: 1981 c 29 art 4 s 16; 1983 c 124 s 4; 1984 c 471 s 5; 1985 c 307 s 1; 1987 c 266 art 1 s 25;​ 1991 c 227 s 12,13; 1991 c 349 s 36,37; 1992 c 474 s 1; 1993 c 223 s 10; 1997 c 147 s 29,30; 2000 c 467​ s 16; 2004 c 293 art 2 s 18; 2005 c 56 s 1; 2005 c 156 art 6 s 35,36; 2008 c 244 art 1 s 11; 2017 c 92 art 1​ s 14; art 2 s 8; 1Sp2021 c 12 art 4 s 8​ Official Publication of the State of Minnesota​ Revisor of Statutes​ 2​MINNESOTA STATUTES 2021​204B.16​   I:\RFA\City Manager\2021\Audit\11.22.21\6.6 Q ‐ MMKR 112221.docx   Request for Action  November 22, 2021    Approved by: Kirk McDonald, City Manager  Originating Department: City Manager  By: Kirk McDonald, City Manager    Agenda Title  Motion approving appointment of Malloy, Montague, Karnowski and Radosevich (MMKR) to Perform 2021  City Audit  Requested Action  Staff recommends that the City Council approve a motion to appoint MMKR to perform the independent  audit of the city’s financial records for 2021.   Policy/Past Practice  The City Council annually approves a motion appointing a professional firm to complete an audit of the citys  financial transactions and records. The city has utilized the services of MMKR in past years to complete the  annual audit. The City Council has approved four, three‐year audit proposals from MMKR in the past for  fiscal years 2011/2012/2013, 2014/2015/2016, 2017/2018/2019 and 2020/2021/2022. For each of the years  included in the three‐year proposals, a specific engagement letter is presented to the council for approval for  that year.  Background  At the October 28, 2019 council meeting the City Council approved a three‐year audit proposal from MMKR  for the fiscal years ending December 31, 2020, 2021 and 2022. The cost for the auditing services in the  proposal are outlined as follows:    Year Ending  December 31,    Basic Audit  Alternative Bid  CAFR Preparation    Total  2020 $34,230 $4,500 $38,730  2021 $34,745 $4,600 $39,345  2022                  $35,265                                    $4,700                                $39,965____  Total $104,240 $13,800 $118,040    This engagement letter is consistent with the pricing in the three‐year proposal, however a single audit will  also be necessary because the city has received Federal grant funds via the American Rescue Plan Act  (ARPA). The additional cost for the single audit is $5,250.    Staff also recommends accepting the alternate bid for the preparation of the Comprehensive Annual Financial  Report in the amount of $4,600. The preparation of this report was removed from the AEM contract to  enhance the audit timeline and to save of report preparation costs. AEM continues to facilitate preparation of  the statistical section of the CAFR and oversee the application to the Government Finance Officers  Association Excellence in Financial Reporting award.      Agenda Section Consent Item Number  6.6      Request for Action, Page 2      The total cost of the 2021 audit proposal is $44,595, as outlined below:    $34,745 Basic Audit  4,600 Comprehensive Annual Financial Report  __5,250 Single Audit  $44,595     Funding  There are funds budgeted in the 2022 budget for the preparation of the 2021 audit.    Attachments   Letter of Engagement from MMKR    AEM correspondence RE: Letter of Engagement    September 27, 2019 MMKR three‐year audit proposal      I:\RFA\PUBWORKS\2021\Council\1037 Culvert Improvement Meadow Lake Golf    Request for Action  November 22, 2021    Approved by: Kirk McDonald, City Manager  Originating Department: Public Works  By: Bernie Weber, Director    Agenda Title  Resolution awarding contract to Northwest Asphalt for construction of public improvement project no. 1037  (culvert improvement at Meadow Lake and golf course)  Requested Action  Staff recommends that the Council pass a resolution awarding contract to Northwest Asphalt for construction  of culvert improvements at Meadow Lake/Golf Course (Improvement Project No. 1037)  Policy/Past Practice  The city needs to do periodic maintenance on their storm sewer piping as well as areas around the flared end  section near ponds and other water bodies.  The Meadow Lake drawdown provides an opportunity to do  improvements to the culvert area between the golf course pond and Meadow Lake.   If work is delayed and  done when the water is not lowered, the improvement costs would increase.   Background  The existing culvert between the golf course pond and Meadow Lake was placed in 1995.  Since that time,  there have been changes in the shoreline area at the inlet and outlet of the culvert.  Due to the soils in the  area, some material appears to be migrating into the pond and leaving a hump over the top of the culvert.    In reviewing with staff, the hump did not appear for some time after the original pipe was placed.  Staff  initially thought the pipe was moving and not flowing as it was originally designed.  After further  investigation, the piping still flows north and has not changed its elevation at the golf course pond.  Thus,  stabilizing the shoreline with rock is recommended.  The rock used for stabilization will be the material that  was initially placed in the islands at the City Hall and Pool parking lots.      In reviewing the work with the adjacent property owner on Meadow Lake, the property owner discussed  how the outlet of the culvert is now lining up with the bank to the north.  Adjusting the flared end to a  northwesterly direction was discussed to address this issue.  A storm structure will be needed to accomplish  that adjustment, and this work is included in the quote package.  Also, access gates will be added to the chain  link fence to allow for easier maintenance access in the future.  The location for the access gates were  discussed with the property owner to work better with his existing landscaping.     Proceeding with this work in conjunction with the Meadow Lake drawdown allows for easier construction of  the improvements.    Quotes were received on November 17, 2021.  Three bids were submitted and reviewed. Below is a summary  of the bid results.      Agenda Section Development &  Planning Item Number  8.1  Contractor Base Quote  Northwest Asphalt $70,054.00  S.R. Weidema, Inc. $84,276.95  Valley Rich Co., Inc. $85,752.00    The lowest base bid was Northwest Asphalt at $70,054. This cost compares favorably to the engineer’s  estimate of $75,318.00.    The proposed project schedule is:   Award Contract                                     November 22, 2021   Start Construction                                 Winter 2021/2022   Substantial Completion                        March 15, 2022  Final Completion                                   April 15, 2022   Funding  Each year, $100,000 is available in the CIP for storm water projects.  Costs associated with the Meadow  Lake/Golf Course Culvert Improvement will be funded by TMDL funds available in the CIP. This funding is  dedicated to fund projects that help address total maximum daily load issues. The golf course pond drains  into Upper Twin Lake, which is listed by the MPCA with a nutrients TMDL. This project will correct the  eroding pond slopes and address the excess nutrients entering from the shoreline of the golf course pond.     Attachments   Resolution   Engineer’s Memo – Quote Tabulation    Culvert Improvements Figure 3                                             City of New Hope  Resolution No. 21‐    Resolution awarding contract to  Northwest Asphalt for construction of public improvement project no. 1037  (culvert improvement at Meadow Lake and golf course)      WHEREAS, city staff has identified the need for culvert improvements specified in the capital  improvement plan; and    WHEREAS, a quote package for the Culvert Improvement at Meadow Lake/Golf Course Improvement  Project No. 1037 have been prepared by the consultant engineers, Stantec; and    WHEREAS, the city has received acceptable bids and the City Council does hereby determine to  proceed with the Culvert Improvement at Meadow Lake/Golf Course; and    WHEREAS, the total quote of $70,054.00 from Northwest Asphalt is the lowest responsible quote  submitted; and    WHEREAS, funding is available from the storm water capital improvement plan.    NOW, THEREFORE, BE IT RESOLVED,   1. That the contract of Improvement Project No. 1037, for improvements at Meadow  Lake/Golf Course, is awarded to Northwest Asphalt.   2. That the city manager is authorized and directed to sign the same.    Adopted by the City Council of the City of New Hope, Hennepin County, Minnesota, this 22nd day of  November, 2021.            Mayor  Attest:                 City Clerk       Stantec Consulting Services Inc. 733 Marquette Avenue, Suite 1000 Minneapolis MN 55402 November 17, 2021 Honorable Mayor and City Council City of New Hope 4401 Xylon Avenue North New Hope, MN 55428 Re:Culvert Improvement Meadow Lake/Golf City Project No. 1037 Stantec Project No. 193805235 Quote Results Dear Honorable Mayor and City Council: Quotes were opened for the Culvert Improvement Meadow Lake/Golf project on November 17, 2021. Transmitted herewith is a copy of the Quote Tabulation for your information and file. Copies will also be distributed to each contractor who submitted a quote once the Project has been awarded. There was a total of 3 Quotes. The following summarizes the results of the Quotes received: Contractor Total Base Quote Low Northwest Asphalt $70,054.00 #2 S.R. Weidema, Inc.$84,276.95 #3 Valley Rich Co., Inc.$85,752.00 The low Quoter on the Project was Northwest Asphalt with a Total Base Quote Amount of $70,054.00. This compares to the Engineer’s Opinion of Probable Costs of $75,138.00. If the City Council wishes to award the Project to the low Quoter, then Northwest Asphalt should be awarded the Project based on the Total Base Quote Amount of $70,054.00. Should you have any questions, please feel free to contact me. Sincerely, STANTEC CONSULTING SERVICES INC. Dan Boyum, P.E. Enclosure (Quote Tabulation) Project Name: City Project No.:Stantec Proj. No.: Quote Deadline:Owner: Dan Boyum, P.E. License No. 23451 QUOTE TABULATION Item Num Item Units Qty Unit Price Total Unit Price Total Unit Price Total BASE QUOTE - GOLF COURSE CULVERT IMPROVEMENTS 1 MOBILIZATION LS 1 $13,950.00 $13,950.00 $4,200.00 $4,200.00 $5,000.00 $5,000.00 2 SALVAGE AND REINSTALL FLARED END SECTION EA 1 $700.00 $700.00 $5,000.00 $5,000.00 $2,000.00 $2,000.00 3 SALVAGE AND REINSTALL SHRUBS EA 5 $300.00 $1,500.00 $250.00 $1,250.00 $150.00 $750.00 4 SALVAGE AND REINSTALL WOOD DUCK HOUSE ON POLE EA 1 $200.00 $200.00 $250.00 $250.00 $500.00 $500.00 5 REMOVE CHAINLINK FENCE LF 170 $10.00 $1,700.00 $10.00 $1,700.00 $10.00 $1,700.00 6 PLANT AND MUCK EXCAVATION AND REMOVAL (LV)CY 145 $55.00 $7,975.00 $40.00 $5,800.00 $60.00 $8,700.00 7 SPREAD CITY PROVIDED CLAY COMMON BORROW (CV)CY 44 $25.00 $1,100.00 $35.00 $1,540.00 $30.00 $1,320.00 8 GEOTEXTILE FABRIC, TYPE IV SY 213 $3.00 $639.00 $7.00 $1,491.00 $10.00 $2,130.00 9 SPREAD CITY PROVIDED RANDOM RIPRAP TON 144 $35.00 $5,040.00 $55.00 $7,920.00 $30.00 $4,320.00 10 INSTALL CHAIN LINK FENCE (MATCH EX. HEIGHT)LF 146 $30.00 $4,380.00 $115.00 $16,790.00 $60.00 $8,760.00 11 CHAIN LINK FENCE DOUBLE SWING GATE (6' X 2 SECTIONS/GATE = 12' TOTAL GATE WIDTH OPENNING)EA 2 $1,500.00 $3,000.00 $2,500.00 $5,000.00 $7,000.00 $14,000.00 12 18" RC PIPE, CLASS 5 LF 8 $75.00 $600.00 $115.00 $920.00 $250.00 $2,000.00 13 48" DIA. STORM MANHOLE EA 1 $3,000.00 $3,000.00 $7,500.00 $7,500.00 $5,000.00 $5,000.00 14 CONNECT TO EX. STORM PIPE EA 3 $1,000.00 $3,000.00 $1,750.00 $5,250.00 $1,000.00 $3,000.00 15 TOPSOIL BORROW, MNDOT 3877.2B (LV)CY 57 $80.00 $4,560.00 $78.00 $4,446.00 $50.00 $2,850.00 16 TEMPORARY HYDROMULCH SY 489 $5.00 $2,445.00 $3.50 $1,711.50 $12.00 $5,868.00 17 SEEDING, INCLUDING SEED MIXTURE 25-121 AND EROSION CONTROL BLANKET, CAT. 3 SY 83 $10.00 $830.00 $4.15 $344.45 $12.00 $996.00 18 SOD, TYPE LAWN SY 489 $15.00 $7,335.00 $16.00 $7,824.00 $22.00 $10,758.00 19 LANDSCAPE FUND (SEE NOTE BELOW)LS 1 $3,500.00 $3,500.00 $3,500.00 $3,500.00 $3,500.00 $3,500.00 20 BIO-LOG, TYPE WOOD FIBER LF 40 $8.00 $320.00 $8.00 $320.00 $20.00 $800.00 21 SILT FENCE, MACHINE SLICED LF 40 $12.00 $480.00 $8.00 $320.00 $20.00 $800.00 22 ORANGE SAFETY FENCING LS 1 $3,800.00 $3,800.00 $1,200.00 $1,200.00 $1,000.00 $1,000.00 TOTAL $70,054.00 $84,276.95 $85,752.00 Valley Rich Co., Inc. 147 Jonathan Blvd. N. Chaska, MN, 55318 Phone:763-428-9110 952-448-3002  Email:JGylland@nwasphalt.net aburke@srweidema.com john@valleyrich.com Signed By:Jeremy Gylland Andy Burke John Miklya I hereby certify that this is an exact reproduction of Quotes received. City of New Hope, Minnesota Culvert Improvement Meadow Lake/Golf 1037 Wednesday, November 17, 2021 3:00 P.M. 193805235 Contractor Name and Address: Northwest Asphalt 1451 Stagecoach Rd. Shakopee, MN 55379 Northwest Asphalt (952) 445-1003 S.R.Weidema, Inc. 17600 113th Ave. N. Maple Grove, MN 55369 S.R. Weidema, Inc. Quoter No. 1 Quoter No. 2 Valley Rich Co., Inc. Quoter No. 3 193805235_culvert_quote_tab.xlsm QT-1 48" MH WITH SOLID LID RIM: 896.01 INV: 892.43 18" S & NW INSTALL RIPRAP AS PER DETAIL. SHORELINE ROCK TO BE INSTALLED PER DETAIL. ROCK MATERIAL WILL BE PROVIDED BY CITY AND STOCKPILED ON-SITE N 0 20 40 DATE PROJ. NO.PlotDate:11/12/2021-12:59pmDrawingname:R:\client\municipal\new_hope_ci_mn\Projects\2020\MeadowLakeDraw-down\CulvertReplacementQuote\StormCulvertReplacement.dwgXrefs:733 Marquette Avenue, Suite 1000 Minneapolis, MN 55402 www.stantec.com CULVERT IMPROVEMENTS CITY OF NEW HOPE CULVERT IMPROVEMENTS MEADOW LAKE/GOLF - CITY PROJECT NO. 1037 11/12/2021 FIGURE:3 193805235 SPREAD AND COMPACT CITY SUPPLIED CLAY TO RAISE AREA TO COVER HEAVED PIPE, TEE BOX AREA TO BE HIGHER THAN ADDED SHORELINE ROCK APPROXIMATE LOCATION OF CITY SUPPLIED ROCK FOR SHORELINE IMPROVEMENTS AND FES RIPRAP MATERIAL PLACE ~150 LF GALVANIZED STEEL CYCLONE FENCING IN-KIND TO EXISTING IN HEIGHT AND CONSTRUCTION. REINSTALL SALVAGED FES WITH RIP RAP AND ADDITIONAL SHORELINE ROCK STABILIZATION ALONG BOTH SIDES NOTES: 1. ALL DISTURBED AREAS NORTH OF FENCE SHALL BE RESTORED USING 6" PREMIUM TOPSOIL AND SEED WITH BLANKET. RESTORE DISTURBED AREAS ON GOLF COURSE WITH 6" DEPTH PREMIUM TOPSOIL AND SOD. 2. WATERING SHALL BE THE RESPONSIBILITY OF THE PROPERTY OWNER AND GOLF COURSE. 3. STREET SWEEPING IS CONSIDERED INCIDENTAL TO THE PROJECT. ANY TRACKING ON PUBLIC ROADS SHALL BE SWEPT BEFORE END OF EACH DAY AS APPLICABLE. 4. THE CITY WILL BE PROVIDING: 4.1.GRANITE ROCK TO BE USED ALONG BOTH SHORELINES AS PART OF THE SHORELINE RE-ESTABLISHMENT AS PER STANDARD DETAIL. 4.2.CLAY FILL TO BE USED TO SMOOTH OUT TEE BOX AREA WHERE EXISTING 18" RCP HAS HEAVED. EXPECTED FILL DEPTH 1 FT. 5. EXISTING 18" RCP PIPE TO BE JETTED CLEAN PRIOR TO COMPLETION OF WORK. 6. COORDINATE WITH CITY FOR ACCESS THROUGH EXISTING GATE. 7. ALL NEW FENCING SHALL BE IN-KIND TO EXISTING IN HEIGHT, MATERIAL AND POST SPACING. 8. ALL NEW FENCE GATE OPENINGS SHALL BE DOUBLE SWING AND FURNISHED WITH SALVAGED AND REINSTALLED PRIVACY SCREENING ON THE NORTHERN FENCELINE. DOUBLE SWING ACCESS GATE WEST OF PIPE ON BOTH SIDES OF TRAIL. MATCHING EXISTING ACCESS GATE LOCATED TO THE WEST BETWEEN PARK AND GOLF COURSE REMOVE AND SALVAGE EX. 18" FES. PLACE 8 LF - 18" RCP AND MATCH EX. SLOPE I:\RFA\COMM DEV\2021\City Council\11‐22‐21 Ordinance Amendments\10.1 Q ‐ PC 21‐09, 21‐10, 21‐11 Text Amendments 11‐22‐21.docx   Request for Action  November 22, 2021    Approved by: Kirk McDonald, City Manager  Originating Department: Community Development  By: Jeff Alger, Community Development Specialist;   Jeff Sargent, Director of Community Development  Agenda Title  Ordinance No. 21‐05, an ordinance amending Sections 4‐2(b) and 4‐3(b) of the New Hope City Code related  to accessory structures;  Ordinance No. 21‐06, an ordinance amending Section 4‐2(b) of the New Hope City Code related to tutorial  uses;  Ordinance No. 21‐08, an ordinance amending section 4‐17(d) of the New Hope City Code related to allowable  uses in the City Center district; and  Summary Ordinance for publication purposes  Requested Action  Staff requests that the City Council approve three ordinance amendments related to accessory structures,  tutorial uses, and allowable uses in the City Center district.  Policy/Past Practice  It is a past practice of the city to amend ordinances to accommodate the changing needs of the community.  Background  Several potential text amendments to the City Code were reviewed with the Codes and Standards Committee  in August of 2021. Three amendments related to accessory structures, tutorial uses, and allowable uses in the  City Center district were recommended for approval.    Accessory Structures  The draft ordinance amends the definition of a carport to clarify that it is considered an accessory structure.  Carports, even when connected to a garage, would be treated as independent accessory structures. Setback  requirements and limits for garages would apply. The draft ordinance also restricts the types of materials  that could be used in the construction of a carport. This includes prohibiting materials such as sheet metal,  scrap metal, corrugated metal; plywood or scrap wood; canvas, nylon, or other non‐rigid material; or cast‐ off, secondhand, or other materials not originally intended to be used for constructing an accessory  structure.     The draft ordinance also modifies language in the City Code to state that garages with more than one stall  cannot be eliminated or reduced to one stall unless additional garage space is added elsewhere on the  property. At least two garage stalls are required for the construction of new homes.    Tutorial Uses  The draft ordinance amends the definition of on‐site service businesses to include specialty schools or  tutoring centers offering one‐on‐one instruction of students. Such uses are permitted in commercial zoning  districts, including the Community Business and City Center districts. They are permitted in the Residential  Business district but cannot exceed 4,000 gross square feet of floor area without a conditional use permit.     Agenda Section Ordinances &  Resolutions Item Number  10.1    Request for Action, Page 2    Allowable Uses in City Center District  The draft ordinance specifies the types of service businesses that are allowed in the City Center zoning  district. “Service Business – Off‐site” refers to businesses that provide useful labor, maintenance, repair and  activities incidental to business production or distribution where the service is provided at the customer’s  location. This includes services such as delivery services, catering, plumbing services and other uses of  similar character. “Service Business – On‐site” refers to an establishment that provides useful labor,  maintenance, repair and activities incidental to business production or distribution where the customer  patronizes the location of operation. Examples of these types of operations include banks, copy centers,  barber/beauty salons, laundromats, dry cleaners, funeral homes, animal clinics, appliance repair, tailor  shops and other uses of similar character. The purpose of the City Center zoning district is to encourage a  mixture of residential, commercial, office, and civic uses in the city center area to enhance its function as the  heart of the community. Off‐site service businesses do not fit the design goals of the district. The draft  ordinance allows for on‐site service businesses and prohibits off‐site service businesses in the City Center  district.  Recommendation  The Planning Commission considered the three ordinance amendments and recommended approval by a 7‐0  vote. Staff recommends that the City Council adopt the proposed ordinances and summary ordinance for  publication.  Attachments   Ordinance 21‐05   Ordinance 21‐06   Ordinance 21‐08   Summary ordinance   Planning Commission minutes (November 2, 2021)    Please refer to the report included with the November 2, 2021, Planning Commission packet for additional  information.    ORDINANCE NO. 21-05 AN ORDINANCE AMENDING SECTIONS 4-2(b) AND 4-3(b) OF THE NEW HOPE CITY CODE RELATED TO ACCESSORY STRUCTURES THE CITY COUNCIL OF THE CITY OF NEW HOPE ORDAINS: Section 1. Section 4-2(b), Definitions is hereby amended to add the underlined text as follows: Carport means an accessory building that is a canopy constructed of metal or other material supported by posts either ornamental or solid and completely or partially open on more than one side. Section 2. Section 4-3(b), General building requirements is hereby amended to repeal the stricken text and add the underlined text as follows: (6) Accessory buildings, uses and equipment. An attached garage or attached accessory building shall be considered an integral part of the principal building. Attached garages and attached accessory buildings shall meet all required building setbacks of the applicable zoning district. Detached garages and accessory buildings must comply with the location, setback, size and area restrictions of this section. and may not be constructed with sheet metal, scrap metal, corrugated metal; plywood or scrap wood; canvas, nylon, or other non-rigid material; or cast-off, secondhand, or other materials not originally intended to be used for constructing an accessory structure. a. Permitted locations and setbacks. Accessory garages and buildings, both attached and detached, are permitted in side yards and rear yards. Detached structures are also subject to the following setback conditions: 1. Side yard interior .....5 feet 2. Side yard abutting a street .....20 feet 3. Side yard abutting a collector or arterial street .....30 feet 4. All rear yards—Accessory buildings .....5 feet 5. All rear yards—Garages and carports .....10 feet e. Garages for single-family and two-family lots. Every single-family and two-family dwelling unit hereafter erected shall be so located on the lot so that garage space for at least two vehicles, either attached or detached, can be located on said lot. The elimination of private garage space or conversion of a garage space into living space shall require the construction and/or availability of private garage space for at least two passenger automobiles on the premises. Off-street parking for any residential use shall be in accordance with subsection 4-3(e) of this Code. 2 Section 3. Effective Date. This ordinance shall be effective upon passage and publication. APPROVED by the New Hope City Council this 22nd day of November, 2021. Kathi Hemken, Mayor ATTEST: Valerie Leone, City Clerk P:\Attorney\SAS\1 Client Files\2 City of New Hope\99-82105 Accessory structures - 4-2(b) and 4-3(b)\PC 21-09 Ordinance 21-05 Accessory Structures.docx ORDINANCE NO. 21-06 AN ORDINANCE AMENDING SECTION 4-2(b) OF THE NEW HOPE CITY CODE RELATED TO TUTORIAL USES THE CITY COUNCIL OF THE CITY OF NEW HOPE ORDAINS: Section 1. Section 4-2(b), Definitions is hereby amended to repeal the stricken text and add the underlined text as follows: Commercial use means the principal use of land or buildings for the sale, lease, rental or trade of products, goods, and services, including, but not limited to, the following: (13) Service business–On-site means an establishment that provides useful labor, maintenance, repair and activities incidental to business production or distribution where the customer patronizes the location of the operation, such as banks (not including drive-through facilities), copy centers, barber/beauty salons, laundromats, dry cleaners, funeral homes and mortuaries, animal clinics, appliance repair, tailor shops, travel bureaus., and specialty schools or tutoring centers offering only one-on-one instruction of students. Section 2. Effective Date. This ordinance shall be effective upon passage and publication. APPROVED by the New Hope City Council this 22nd day of November, 2021. Kathi Hemken, Mayor ATTEST: Valerie Leone, City Clerk P:\Attorney\SAS\1 Client Files\2 City of New Hope\99-82106 Commercial Use - tutorial - 4-2(b)\Ordinance No. 21-06.docx ORDINANCE NO. 21-08 AN ORDINANCE AMENDING SECTION 4-17(d) OF THE NEW HOPE CITY CODE RELATED TO ALLOWABLE USES IN THE CITY CENTER DISTRICT THE CITY COUNCIL OF THE CITY OF NEW HOPE ORDAINS: Section 1. Section 4-17(d), Uses is hereby amended to repeal the stricken text and add the underlined text as follows: The following table 4-17(d)-1 indicates permitted, conditional, temporary, and administrative uses in the district: TABLE 4-17(d)-1 Use Permitted Cond- itional Temporary Admin Permit Residential Uses Multi-family housing (10-50 units per acre, net) C Live-work building C Mixed-use, residential and commercial P PUD, residential C Residential care facility (7-16 persons) C Licensed day care facility C Senior/disabled housing C Civic and Public Uses Community centers P Government buildings P Essential services P Farmers' markets, festivals T A Park and ride facility, structured P Public parks and playgrounds P Recreation facilities, public P Commercial Uses Appliance and furniture sales <10,000 SF P Brewery with taproom C Brewpub P Clinic P Conference center P Daycare and adult daycare C Financial services and other fine finance P Grocery, supermarkets P Health clubs, under 5,000 SF P Health clubs, over 5,000 SF C Hospitality business P Hotel P Internet publishing, broadcasting P Microdistillery with cocktail room C Office business P Personal service businesses P Printing, publishing, engraving, SF P 2 PUD, Commercial C Recreational business, under 10,000 SF P Recreational business, over 10,000 SF C Restaurant, bakery, coffee shop P Retail business P Service business Service business – On-site P Sports training centers, under 5,000 SF P Sports training centers, over 5,000 SF C Structured parking facility P Studios - dance, health, art P Theatre P Trade schools, under 5,000 SF P Trade schools, over 5,000 SF C Veterinary clinic C Accessory Uses Auto parking P Drive-thru service lane A Entertainment, live, as accessory to restaurant C Home occupations, permitted P A Newsstand P Off-street loading P Open/outdoor sales, seasonal products T A Outdoor dining, patio A Outdoor dining, rooftop A Radio and television receiving antennas P Section 3. Effective Date. This ordinance shall be effective upon passage and publication. APPROVED by the New Hope City Council this ____ day of _____________, 2021. Kathi Hemken, Mayor ATTEST: Valerie Leone, City Clerk P:\Attorney\SAS\1 Client Files\2 City of New Hope\99-82108 City Center Allowable Uses\Ordinance 21-08 City Center Allowable Uses.docx SUMMARY OF ORDINANCE NOS. 21-05, 21-06, 21-08 ORDINANCES AMENDING SECTIONS 4-2, 4-3 & 4-17 OF THE NEW HOPE CITY CODE RELATED TO ACCESSORY STRUCTURES, TUTORIAL USES, AND ALLOWABLE USES IN THE CITY CENTER DISTRICT Ordinance No. 21-05 defines carports as accessory structures and restricts the types of materials that can be used in their construction and specifies that garages with more than one stall cannot be eliminated or reduced to one stall unless additional garage space is added elsewhere on the property. Ordinance No. 21-06 amends the definition of on-site service businesses to include specialty schools and tutoring centers offering one-on-one instruction of students. Ordinance No. 21-08 allows on-site service businesses and prohibits off-site service businesses in the City Center zoning district. All of the above Ordinances were adopted by the New Hope City Council on November 22, 2021, and shall become effective upon publication. Valerie Leone City Clerk (Published in the New Hope – Golden Valley Sun Post on December 2, 2021) CITY OF NEW HOPE 4401 XYLON AVENUE NORTH NEW HOPE, MINNESOTA 55428 PLANNING COMMISSION MINUTES November 2, 2021 City Hall, 7:00 p.m. CALL TO ORDER The New Hope Planning Commission met in regular session pursuant to due call and notice thereof; Chair Hanson called the meeting to order at 7:00 p.m. ROLL CALL Present: Jim Brinkman, Chris Hanson, Heather Koshiol, Roger Landy, Matt Mannix, Michael Redden, Tom Schmidt Absent: None Also Present: Jeff Sargent, Director of Community Development; Jeff Alger, Community Development Specialist; Al Brixius, City Planner; Stacy Woods, Assistant City Attorney; Jessi Weber, Recording Secretary NEW BUSINESS None PUBLIC HEARING Planning Case 21-09, 21- 10, 21-11 Items 4.1, 4.2, 4.3 Chair Hanson introduced the three planning cases. Item 4.1, Planning Case 21-09, text amendment to sections 4-2(b) and 4-3(b) of the New Hope City Code related to accessory structures. Item 4.2, Planning Case 21-10, text amendment to section 4-2(b) of the New Hope City Code related to tutorial uses. Item 4.3, Planning Case 21-11, text amendment to section 4- 17(d) of the New Hope City Code related to allowable uses in the City Center district. Mr. Jeff Alger, Community Development Specialist, gave background information on the three Planning Cases. PC 21-09; the proposed text amendment defines a carport as an accessory structure. Carports, even when connected to a garage, would be treated as independent accessory structures. Setback requirements and limits for garages would apply. The zoning code restricts lots in the R-1 and R-2 zoning districts to no more than two accessory buildings, including an attached garage. Accessory structures are also limited to a combined total area of 1,400 feet. The ordinance also restricts the types of material that could be used in the construction of a carport. The second portion of the draft ordinance modifies language in the City Code to state that once constructed, a two-stall garage cannot be eliminated or reduced to one- stall, unless garage space is added elsewhere on the property. PC 21-10; The draft ordinance amends the definition of on-site service businesses to include specialty schools or tutoring centers offering only one-on-one instruction of students. Such uses are permitted in commercial zoning districts, including the Community Business and City Center districts. They are permitted in the Residential Business district, but cannot exceed 4,000 gross square feet of floor area without a conditional use permit. 2 Planning Commission Meeting November 2, 2021 PC 21-11; The draft ordinance amends the code to remove “Service Business” as an allowable commercial use, and specifically adds “Service Business – On-Site” as allowable commercial use instead. This is defined as an establishment that provides useful labor, maintenance, repair, and activities where the customer patronizes the location of operation. “Service Business – Off-Site” is not an allowed use and is defined as an establishment that provides useful labor, maintenance, repair, and activities where the service is provided at the customer’s location. Commissioner Redden asked if other areas of the current city code addressed instruction for two-on-two or one-on-many, since the code amendment only addresses one-on-one. Mr. Brixius said the code amendment was drafted the way shown in order to limit bringing other assembly-type uses into the commercial zoning district. Motion by Commissioner Landy, seconded by Commissioner Redden, to open the Public Hearing. All present voted in favor. Motion carried. No one was present to address the commission. Motion by Commissioner Landy, seconded by Commissioner Mannix, to close the Public Hearing. All present voted in favor. Motion carried. Chair Hanson asked if any of the commissioners had any questions. No commissioners had questions. Motion Item 4.1, 4.2, 4.3 Motion by Commissioner Landy, seconded by Commissioner Schmidt, to approve Planning Case 21-09, text amendment to sections 4-2(b) and 4- 3(b) of the New Hope City Code related to accessory structures. Planning Case 21-10, text amendment to section 4-2(b) of the New Hope City Code related to tutorial uses. Planning Case 21-11, text amendment to section 4-17(d) of the New Hope City Code related to allowable uses in the City Center district. Voting in favor: Brinkman, Hanson, Koshiol, Landy, Mannix, Redden, Schmidt Voting against: None Absent: None Motion approved: 7-0 Chair Hanson stated the case will be brought to the November 22, 2021 City Council meeting. COMMITTEE REPORTS Design and Review Committee Item 5.1 The next potential meeting is on November 18, 2021. If an application is submitted, staff will notify commissioners of the meetings. Codes and Standards There currently is no meeting scheduled. 3 Planning Commission Meeting November 2, 2021 Committee Item 5.2 NEW BUSINESS Chair Hanson announced his resignation from the Planning Commission at the end of his term, which is December 31, 2021. Mr. Sargent thanked Chair Hanson for his six years of service on the Planning Commission. He also announced that Commissioner Schmidt has submitted his resignation at the end of December, as he will be moving out of the city. Mr. Sargent thanked Commissioner Schmidt for his 17 years of service. At the end of the year, there will be four vacancies if any commissioners have recommendations to fill the open spots. It was discussed and agreed upon that the chair assignments would take place at the next meeting. OLD BUSINESS Approval of Minutes Item 7.1 Motion by Commissioner Landy, seconded by Commissioner Redden, to approve the Planning Commission minutes of June 1, 2021. Motion carried. ANNOUNCEMENTS Mr. Sargent explained since the Governor’s Peace Time Emergency plan has expired, there is a change to the open meeting laws. If a member of the commission would be attending the meeting virtually that included a public hearing, that commissioner would need to be in a public space to allow anyone from the public to provide feedback if they so desired. Ms. Woods will be drafting a memo for all the commissioners explaining the new guidelines. ADJOURNMENT The Planning Commission meeting was unanimously adjourned at 7:21 p.m. Respectfully submitted, Jessi Weber, Community Development Administrative Specialist I:\RFA\COMM DEV\2021\City Council\11‐22‐21 Ordinance Amendments\Ord 21‐07 BUCO\10.2 Q ‐ Business Use Certificate of Occupancy 11‐22‐21.docx   Request for Action  November 22, 2021    Approved by: Kirk McDonald, City Manager  Originating Department: Community Development  By: Brandon Bell, Community Development Assistant;   Jeff Sargent, Director of Community Development  Agenda Title  Ordinance No. 21‐07, an ordinance amending Section 3‐33(c) of the New Hope City Code related to  responsibility for securing the BUCO  Requested Action  Staff requests that the City Council approve and ordinance making the responsibility of acquiring a Business  Use Certificate of Occupancy (BUCO) the sole responsibility of the property owner.  Policy/Past Practice  It is a past practice of the city to amend ordinances to accommodate the changing needs of the community.  Background  The purpose of the BUCO is to ensure compliance with chapters 3 and 4 of the City Code. The current City  Code states that the property owner and the lessee shall be responsible for securing a BUCO. City staff will  occasionally conduct surveys to see if there are new businesses in the city that need to submit a BUCO. A lot  of the businesses found that do not submit BUCOs, are located in the multi‐tenant office buildings.     City staff proposes changing the current ordinance so that sole responsibility of obtaining a BUCO for a new  business in the city is that of the property owner. Doing this would accomplish two things. One, it would put  the onus of obtaining the BUCO on a single entity instead of two, which would make enforcement of the City  Code easier for staff. This would also hopefully get the larger multi‐tenant office buildings in the habit of  ensuring BUCOs are filed for their new tenants. Second, there are a lot of times when a new business’ first  experience with the city ends up being a notice letter that they need to fill out a BUCO. This is not an optimal  means for the city to have its first communication with a new business that just moved in to the city.  Recommendation  Staff recommends that the City Council adopt the proposed ordinance.  Attachments   Ordinance 21‐07        Agenda Section Ordinances &  Resolutions Item Number  10.2  ORDINANCE NO. 21-07 AN ORDINANCE AMENDING SECTION 3-33(c) OF THE NEW HOPE CITY CODE RELATED TO RESPONSIBILITY FOR SECURING THE BUCO THE CITY COUNCIL OF THE CITY OF NEW HOPE ORDAINS: Section 1. Section 3-33(c), Responsibility is hereby amended to repeal the stricken text and add the underlined text as follows: (c) Responsibility. Both tThe property owner and the lessee shall be responsible for securing the business use certificate of occupancy required by this section Section 2. Effective Date. This ordinance shall be effective upon passage and publication. APPROVED by the New Hope City Council this ___ day of _____________, 2021. Kathi Hemken, Mayor ATTEST: Valerie Leone, City Clerk P:\Attorney\SAS\1 Client Files\2 City of New Hope\99-82107 BUCO\Ordinance 21-07 Business Use Certificate of Occupancy.docx   S:\November 22, 2021 Council Meeting\12.1 Q ‐ Upcoming Events.docx   Request for Action  November 22, 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:  Nov. 25 Thanksgiving Holiday, City Offices Closed    Nov. 26  Thanksgiving Holiday, City Offices Closed    Dec. 1  8:30 a.m. – Business Networking Group Meeting, hosted by Kathy Peterson of Opus     Music Academy    1:30 p.m. – Joint Water Commission Meeting    Dec. 6  4 p.m. – Blue Line Coalition Meeting    7 p.m. – Human Rights Commission Meeting    7 p.m. – Budget Public Hearing    Dec. 7  No Planning Commission Meeting    Dec. 8  6:30 p.m. – West Metro Fire‐Rescue District Board Meeting at Station #3, 4251 Xylon  Avenue North    Dec. 9  12:30 p.m. – Shingle Creek Watershed Management Commission Meeting at Brooklyn     Park    Dec. 13  7 p.m. – City Council Meeting  Agenda Section Other Business Item Number  12.1