03 16 20 Work Session MinutesCity Council Work Session March 16, 2020
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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
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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
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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.
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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
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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