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03 16 20 Work Session MinutesCity Council Work Session March 16, 2020 Page 1 City of New Hope 4401 Xylon Avenue North New Hope, Minnesota 55428 City Council Minutes Work Session Meeting March 16, 2020 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: Council Absent: Kathi Hemken, Mayor John Elder, Council Member Andy Hoffe, Council Member Jonathan London, Council Member Cedrick Frazier, Council Member Staff present: Kirk McDonald, City Manager Dan Boyum, City Engineer Tim Fournier, Director of Police Rich Johnson, Director of HR/Admin. Services Sarah Larson, WMFRD Fire Chief Valerie Leone, City Clerk Walker MacBeath, HR Coordinator Susan Rader, Director of Parks & Recreation Mark Severson, Recreation Facilities Manager Stacy Woods, Assistant City Attorney AGENDA REVISED Mr. Kirk McDonald, city manager, reported that items 11.2, 11.3, and 11.5 will be delayed to a future work session. LOCAL BOARD OF APPEAL AND EQUALIZATION MEETING DISCUSSION Item 11.1 Mayor Hemken introduced for discussion item 11.1, Discussion with representatives from county assessor’s office regarding Local Board of Appeal and Equalization meeting. Mr. Kirk McDonald, city manager, explained that the city’s meeting is scheduled for Thursday, April 2, 2020. Mayor Hemken introduced Jim Atchison, county assessor. Mr. Atchison reviewed the primary function of the assessor’s office, assessment process, property classification, training of appraisers, appeals process, and the responsibility of the local board of appeal and equalization. He reported that each year the estimated market values are analyzed along with sales data from the market. A recalculation of land and building values was made to all property types. He stated the city has a total market value of approximately $2,242,405,200 which includes $20,381,600 in new construction improvements. The overall value increase for all property types in the city is 6.20%. He indicated the median market value of a single- family home is $257,000. City Council Work Session March 16, 2020 Page 2 Due to the COVID-19 pandemic, Mr. Atchison stated all assessors are working remotely, and property reviews will be handled by phone and photos rather than in - person. Mr. McDonald reported that the Board of Appeal and Equalization meeting will likely be held via Webex to allow residents to participate remotely. Mr. Atchison responded to questions from Council Member London regarding valuations. He stated every neighborhood meets the standards (95% ratio). He stated the assessed values must be compared to the sales data. He pointed out a mass undervaluation in one neighborhood would push taxes onto other properties. Council thanked Mr. Atchison for the update. EMERALD ASH BORER PROGRAM UPDATE Item 11.2 Mayor Hemken introduced for discussion item 11.2, Discussion of New Hope’s Emerald Ash Borer program including an update on efforts made in 2019. Item was postponed until future work session. I/I PROGRAM AND GREEN GRANT UPDATE Item 11.3 Mayor Hemken introduced for discussion item 11.3, Update and discussion regarding the sanitary sewer Inflow and Infiltration (I/I) program and Green Grant project. Item was postponed until future work session. POOL/CIVIC CENTER PARK/CITY HALL LANDSCAPING PROJECTS UPDATE (IMPROVEMENT PROJECT NOS. 995/941/994) Item 11.4 Mayor Hemken introduced for discussion item 11.4, Update on Pool/Civic Center Park/City Hall Landscaping projects by Stantec Engineering (Improvement Project Nos. 995/941/994). Mr. Dan Boyum, city engineer, stated the contractor for the green contract is meeting with city staff to provide an update on their schedu le for installation of the safety bollards, monument sign and flagpole lights. The work remaining for the rest of the city hall landscaping, park landscaping, trail, pool parking lot, and park items will resume in the April. At the 50-meter pool, the wheel chair ramp, steps, and railings were poured recently. In the bathhouse, the pool contractor is done with the floors on the north side of the building. The ticket windows are all installed, toilet partitions installed, and toilet accessories are mostly installed. Plumbing vents have been installed through the ceiling and sealed. In the mechanical building, the contractor has completed installation of pool equipment. Labeling of piping is currently being done. Lights have been installed inside and outside of the building and the electrician is 75% completed with other electrical items. The roofing steel has been completed up to the location of the slide deck columns. These columns will be arriving on March 13, 2020, and installation will begin as soon as the weekend of March 14, 2020. Column and staircase work for the slides will begin the week of March 16, 2020. The main drain for the zero depth pool was poured on March 10, 2020. Other concrete placement and additional exterior site improvements will start up again this spring. The contractor will continue on interior work in the bathhouse and mechanical building. City Council Work Session March 16, 2020 Page 3 Ms. Susan Rader, director of parks and recreation, explained the negotiation process that has taken place between the city and Donlar since the initial $267,509 claim. She stated a change order for $54,106 will be presented at the March 23 Council Meeting to include: $671 for thicker grade beam at shade structure; $34,814 for rainfall and delay costs; and $18,620 for CenterPoint utility delay. She recommended delaying a decision for costs associated with extended general conditions due from previous delays (part D). Mr. McDonald commented that Donlar is a quality contractor and is doing a good job. He stated the items under negotiation have been reviewed with the city attorney. He pointed out the negotiated amount is one-fourth of the original claim. Council Member London called attention to the field reports and noted it is the contractor’s responsibility to manage subcontractors and project schedules. Discussion ensued regarding potential litigation. Ms. Stacy Woods, assistant city attorney, stated it is best to avoid litigation if possible due to the added expense and construction delays. Ms. Woods stated the contract does contain language for liquidated damages. The majority of the Council stated they supported a change order. Ms. Rader shared a concept of offering the $50,000 construction incentive on a pro - rated basis (up to 21 days past June 5) to encourage earlier completion. Council Member London stated he would oppose such action. Mr. McDonald stated at this time staff is not asking for a decision on the incentive proposal. PARKS AND REC AND PUBLIC WORKS CIP Item 11.5 Mayor Hemken introduced for discussion item 11.5, Discussion regarding the city’s capital improvement program (CIP) for parks and recreation and public works departments for 2020-2029. Item was postponed until future work session. HEYDAY EVENT Item 11.6 Mayor Hemken introduced for discussion item 11.6, Discuss HeyDay Event. Mr. Kirk McDonald, city manager, asked Council to briefly discuss the HeyDay event being planned for July 11 to replace the Duk Daze festival. He stated the Lions Club is interested in holding bingo in the truck bay area of fire station #3 and the beer tent on the front apron of the fire station. He stated Fire Chief Larson and Police Chief Fournier do not support the location as beer sales at the fire station sends the wrong message to the public. He stated staff would prefer the Lions find an alternate location such as Winnetka Shopping Center wh ere the annual corn feed is held. City Council Work Session March 16, 2020 Page 4 Chief Larson commented on liability issues if anyone became impaired if the beer tent was at the fire station. She stated although the Lions Club is very generous to the city, alcohol consumption at the fire station is not in the city’s best interest. Mr. McDonald also advised Council that the Lions would like to host the annual softball tournament the weekend of July 16-19 at a few city parks with a food tent at Victory Park. He stated the event coordinators are also interested in having Pub42 sell beer at Victory Park and possibly Northwood Park. Council did not support bingo/beer tent at the fire station but were receptive to allowing temporary food/beer sales at Victory and Northwood Parks if proper permits were obtained. Chief Fournier stated compliance checks would be conducted as usual and the police would discuss necessary security measures with the Lions Club. It was noted that the Lions Club is interested in using Civic Center Park for the HeyDay event in 2021. Director Rader stated the city will need to discuss the concept before next summer. POLICE SUCCESSION PLANNING Item 11.7 Mayor Hemken introduced for discussion item 11.7, Discussion regarding police succession planning. Mr. Rich Johnson, director of HR & admin Services, was recognized. He reviewed past retirement incentive packages offered to employees. He stated if a program is offered for sworn law enforcement officers in 2020 with eligibility defined as at least 50 years of age with 20 years of service for police plan members, there would be seven eligible employees. Discussion ensued regarding upper management in the police department and the need for succession planning. Mr. Kirk McDonald, city manager, noted a chief and captain retired near the same time about ten years ago and the city should try to avoid a recurrence. Chief Fournier stated that many police personnel have been attending command school in preparation of advancement. He noted it would be in the city’s best interest to allow job knowledge transfer to occur between incumbents and successors. Discussion included the wages of positions and payback period of incentive. Council requested financial data. Mr. Johnson indicated he will prepare a summary of current salaries, projected salaries and payback. Mayor Hemken suggested an illustration based on the impact of one or two employees accepting the retirement incentive. COVID-19 PANDEMIC Mr. Kirk McDonald, city manager, stated the management team held a special meeting today to discuss the COVID-19 pandemic and related implications, and the majority recommended that city offices/operations be shut down for the safety of employees and residents. He noted the city of Golden Valley has closed all of its facilities. He stated many employees have laptops and the ability to work from home. He indicated city inspectors and public works personnel are no longer entering residence s City Council Work Session March 16, 2020 Page 5 and park and recreation programs have been cancelled. He stated council meetings could be conducted electronically. He also reported the EOC has been partially activated. Mr. Rich Johnson, director of HR & admin services, stated there is much uneasiness among staff. He stated finance staff are equipped to process payroll and accounts payable remotely. He also reported a budgetary code has been assigned to track costs associated with COVID-19 for possible reimbursement by the federal or state government. It was noted that essential employees would continue to work. Council Member Elder reported that only essential staff are on duty for the city of Minneapolis. Chief Fournier reported on the steps the police department has already taken such as not responding to routine medical calls. Council directed staff to close city hall operations and recreational facilities effective March 18 with a tentative re-open date of April 6 with the understanding that all employees would continue to receive their regular compensation. Mr. McDonald stated the management team will remain in communication, and the city’s website will be updated. ADJOURNMENT The meeting was adjourned at 8:33 p.m. as there was no further business to come before the Council at its work session. Respectfully submitted, Valerie Leone, City Clerk