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03 23 20 City Council MinutesNew Hope City Council March 23, 2020 Page 1 City of New Hope 4401 Xylon Avenue North New Hope, Minnesota 55428 City Council Minutes March 23, 2020 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. Due to the COVID-19 pandemic, some members of the Council, city staff, and consultants participated remotely. PLEDGE OF ALLEGIANCE Mayor Hemken announced that the Pledge would not be recited since the meeting is not being held in the council chambers. ROLL CALL Council present: Staff present: Kathi Hemken, Mayor John Elder, Council Member (exited meeting at 7:16 pm) Cedrick Frazier, Council Member Andy Hoffe, Council Member Jonathan London, Council Member Kirk McDonald, City Manager Dan Boyum, City Engineer Tim Fournier, Director of Police Rich Johnson, Director of HR/Admin. Services Sarah Larson, WMFRD Chief Valerie Leone, City Clerk Susan Rader, Director of Parks and Recreation Jeff Sargent, Director of Community Development Bernie Weber, Director of Public Works Stacy Woods, Assistant City Attorney APPROVAL OF MINUTES Motion was made by Council Member Hoffe, seconded by Council Member Frazier, to approve the work session minutes of February 18, 2020, and the regular meeting minutes of March 9, 2020. All present voted in favor. Motion carried. OPEN FORUM There was no one present desirous of addressing the Council for the Open Forum. ROTATING VOTES Please note that votes taken on each agenda item are called by the secretary on a rotating basis; however, the written minutes always list the mayor’s name first followed by the council members’ in alphabetical order. CONSENT AGENDA Mayor Hemken introduced the consent items as listed for consideration and stated that all items will be enacted by one motion unless requested that an item be removed for discussion. Mr. Kirk McDonald, city manager, reviewed the consent items. New Hope City Council March 23, 2020 Page 2 FINANCIAL CLAIMS Item 6.2 Approval of financial claims through March 23, 2020. GFOA AWARD Item 6.4 Motion accepting certificate of achievement of excellence in financial reporting. RESOLUTION 2020-29 Item 6.5 Resolution approving a contract with Warning Lites of Minnesota, Inc. for New Hope’s 2020 street paint striping/marking services. RESOLUTION 2020-30 Item 6.6 Resolution approving a contract with Reliakor Services, Inc. for 2020 street sweeping services. RESOLUTION 2020-31 Item 6.7 Resolution approving a contract with Reliakor Services, Inc. for disposal of debris collected during the spring 2020 street sweeping operation. RESOLUTION 2020-32 Item 6.8 Resolution authorizing the appropriation of funds in the amount of $18,449.44 to rebuild the ice compressors and replace shaft seals at the New Hope Ice Arena. RESOLUTION 2020-33 Item 6.9 Resolution authorizing the appropriation of funds in the amount of $4,957.46 for the replacement of the nine system relief valves which are part the refrigeration system at the New Hope Ice Arena. MOTION Consent Items Motion was made by Council Member Elder, seconded by Council Member Hoffe, to approve the Consent items. All present voted in favor. Motion carried. IMP. PROJECT 1034 Item 8.1 Mayor Hemken introduced for discussion Item 8.1, Resolution awarding contract to Northwest Asphalt, Inc. for construction of public improvement project no. 1034 (2020 Infrastructure Improvement Project). Mr. Dan Boyum, city engineer, explained the project generally consists of a full street reconstruction with the replacement of water main and storm sewer utility on both Northwood Parkway and 36 ½ Circle between Boone and 36th avenues. Additionally this project includes pavement work on many streets in the neighborhood between Boone Avenue and Highway 169, and 36th and 27th avenues. He stated plans and specifications were approved at the council meeting of February 10, 2020. He stated the city received four bids at the March 12 bid opening. The low bid contractor for the base bid was Valley Paving, Inc. with a total base bid amount of $2,370,338.47. The second low bid for the base bid was Northwest Asphalt, Inc. with a total base bid amount of $2,383,800.70. He explained there were also four alternate bids, and by adding the alternates to the base bid, then Northwest Asphalt, Inc. is the low bid contractor with a total adjusted base bid of $2,889,365.98. He stated Northwest Asphalt has worked in the city previously on street and storm sewer work next to Cooper High School along Virginia Avenue. Mr. Boyum reported that if the contract is awarded, project construction would begin in the spring of 2020 and all major project work would be complete by fall of 2020. He explained the project will be funded by the street infrastructure fund, utility funds (water, sewer, storm water), and assessments. New Hope City Council March 23, 2020 Page 3 Council Member London commented on the need for communication with residents impacted by the project so that residents are provided a contact person with any issues. Mr. Boyum stated a project update will be mailed to property owners in the project area in the near future. RESOLUTION 2020-34 Item 8.1 Council Member Frazier introduced the following resolution and moved its adoption: “RESOLUTION AWARDING CONTRACT TO NORTHWEST ASPHALT, INC. FOR CONSTRUCTION OF PUBLIC IMPROVEMENT PROJECT NO. 1034 (2020 INFRASTRUCTURE IMPROVEMENT PROJECT).” The motion for the adoption of the foregoing resolution was seconded by Council Member Hoffe, and upon vote being taken thereon, the following voted in favor thereof: Hemken, Frazier, Hoffe, London; and the following voted against the same: None; Abstained: None; Absent: Elder; whereupon the resolution was declared duly passed and adopted, signed by the mayor which was attested to by the city clerk. IMP. PROJECT 1048 Item 8.2 Mayor Hemken introduced for discussion Item 8.2, Resolution approving plans and specifications and authorizing to advertise for bids for the proposed 2020-2021 Sanitary Sewer Lining project (Improvement Project No. 1048). Mr. Dan Boyum, city engineer, explained that the city’s 2020 capital improvement program (CIP) includes $350,000 for the lining of deteriorating areas of the sanitary sewer network. Similarly, there is $350,000 in the 2021 CIP budget. Staff is recommending that these two years of work be combined under one contract to save engineering costs and to obtain favorable bids. He stated both projects include lining on streets near Liberty Park in the northwest corner of the city. This area was identified in the city’s inflow and infiltration (I&I) study that was performed in 2019 to identify areas where I&I could be reduced by lining. Mr. Boyum stated if Council chooses to move forward with this project, bids could be received on April 16 and would be brought to the Council for review at the April 27 Council Meeting. Approximately half of the work would occ ur in 2020 and the remainder of the work would be completed in 2021. Council Member London questioned when the city began the I&I program and whether the results have been tracked to justify the expenditures. Mr. Bernie Weber, director of public works, stated the program to reduce inflow and infiltration in the sanitary sewer system began in the fall of 2003. Initiatives completed by the city to date include replacement of open hole sanitary sewer manhole covers, roof vent and foundation drain inspection of apartments and commercial buildings, televised inspection of sanitary sewer pipe, and the implementation of the annual sanitary sewer lining program. He stated the city targets the areas where I&I is most severe. He stated the improvements have significantly reduced I&I. New Hope City Council March 23, 2020 Page 4 Council Member London stated he would like a report of the annual improvements and benchmarks. RESOLUTION 2020-35 Item 8.2 Council Member Hoffe introduced the following resolution and moved its adoption: “RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND AUTHORIZING TO ADVERTISE FOR BIDS FOR THE PROPOSED 2020-2021 SANITARY SEWER LINING PROJECT (IMPROVEMENT PROJECT NO. 1048).” The motion for the adoption of the foregoing resolution was seconded by Council Member Frazier, and upon vote being taken thereon, the following voted in favor thereof: Hemken, Frazier, Hoffe, London; and the following voted against the same: None; Abstained: None; Absent: Elder; whereupon the resolution was declared duly passed and adopted, signed by the mayor which was attested to by the city clerk. IMP. PROJECT 1040 Item 8.3 Mayor Hemken introduced for discussion Item 8.3, Resolution approving plans and specifications and authorizing advertisement of bids for playground improvement site work at Begin Park (Improvement Project No. 1040). Mr. Dan Boyum, city engineer, stated Begin Park is located at 5407 Wisconsin Avenue North, and the equipment was last replaced in 1996. He stated the existing playground equipment is from Landscape Structures and it will be th e city’s first project for the equipment refurbishment program. He noted in addition to the playground equipment, the project includes replacement of the container, entrance ramp, sidewalk and concrete pads for two benches and a picnic table . He stated the neighborhood input has been solicited regarding playground design and color schemes, and a final plan will be presented to Council in April . Mr. Boyum stated the site work, playground equipment, and indirect costs are estimated at $198,398 and funding of $200,000 is available in the Park Infrastructure Fund. RESOLUTION 2020-36 Item 8.3 Council Member Frazier introduced the following resolution and moved its adoption: “RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND AUTHORIZING ADVERTISEMENT OF BIDS FOR PLAYGROUND IMPROVEMENT SITE WORK AT BEGIN PARK (IMPROVEMENT PROJECT NO. 1040).” The motion for the adoption of the foregoing resolution was seconded by Council Member London, and upon vote being taken thereon, the following voted in favor thereof: Hemken, Frazier, Hoffe, London; and the following voted against the same: None; Abstained: None; Absent: Elder; whereupon the resolution was declared duly passed and adopted, signed by the mayor which was attested to by the city clerk. IMP. PROJECT 1046 Item 8.4 Mayor Hemken introduced for discussion Item 8.4, Resolution approving plans and specifications and authorizing advertisement of bids for the basketball court replacement at Northwood Park (Improvement Project No. 1046). Mr. Dan Boyum, city engineer, stated staff is requesting Council’s approval of plans and specifications and authorization to advertisement for bids for the basketball court replacement at Northwood Park. The court is over 25 years old and in need of replacement along with new hoops and bases. The estimated cost New Hope City Council March 23, 2020 Page 5 of the project is $77,667.85, including indirect costs, and there is $80,000 designated in the 2020 CIP for the project. He stated in an effort to reduce costs, the project will be bid with the Begin Park playground project. He stated a bid opening of April 16 is proposed, and bids will be presented to Council on April 27. Council Member London commented that the cost seems excessive for an asphalt court surface. Mr. Boyum explained that the project involves equipment mobilizati on, removal of the existing court, installation of the new court, surface color and striping, and installation of new basketball hoops and footings. He stated the quotes may be lower than the estimate. RESOLUTION 2020-37 Item 8.4 Council Member Frazier introduced the following resolution and moved its adoption: “RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND AUTHORIZING ADVERTISEMENT OF BIDS FOR THE BASKETBALL COURT REPLACEMENT AT NORTHWOOD PARK (IMPROVEMENT PROJECT NO. 1046).” The motion for the adoption of the foregoing resolution was seconded by Council Member Hoffe, and upon vote being taken thereon, the following voted in favor thereof: Hemken, Frazier, Hoffe, London; and the following voted against the same: None; Abstained: None; Absent: Elder; whereupon the resolution was declared duly passed and adopted , signed by the mayor which was attested to by the city clerk. IMP. PROJECT 995 Item 8.5 Mayor Hemken introduced for discussion Item 8.5, Resolution approving Change Order No. 7 in the amount of $54,106.49 with Donlar Construction Company for the pool construction project (Improvement Project No. 995). Mr. Dan Boyum, city engineer, reported that Council reviewed the proposed change order for the pool construction project at the March 16 work ses sion. He stated change order number 7 is $54,106.49 and includes costs for thicker grade beam at the shade structure, CenterPoint utility delay costs, and costs for rainfall and delay costs (as negotiated). The change order increases the contract amount to $11,471,955.84; and the remaining construction contingency after this change order is $112,893.51. RESOLUTION 2020-38 Item 8.5 Mayor Hemken introduced the following resolution and moved its adoption: “RESOLUTION APPROVING CHANGE ORDER NO. 7 IN THE AMOUNT OF $54,106.49 WITH DONLAR CONSTRUCTION COMPANY FOR THE POOL CONSTRUCTION PROJECT (IMPROVEMENT PROJECT NO. 995).” The motion for the adoption of the foregoing resolution was seconded by Council Member Frazier, and upon vote being taken thereon, the follow ing voted in favor thereof: Hemken, Frazier, Hoffe, London; and the following voted against the same: None; Abstained: None; Absent: Elder; whereupon the resolution was declared duly passed and adopted, signed by the mayor which was attested to by the city clerk. PURCHASE TRAILERS Item 10.1 Mayor Hemken introduced for discussion Item 10.1, Resolution authorizing the purchase of equipment and appropriation of funds in the amount of $24,235.67 for the purchase of three Towmaster trailers from RDO Equipment. New Hope City Council March 23, 2020 Page 6 Mr. Bernie Weber, director of public works, stated the request is for the purchase of three trailers from RDO Equipment for $24,235.67. He stated the trailers would replace trailers that are 19 to 20 years old and in poor condition. The trailer s are used regularly for transporting equipment to perform maintenance activities and to accommodate set up of special events. The replacement fund has $22,405.77 dedicated for the purchase and the difference of $1,829.90 would be funded by the central garage replacement fund. He also noted the three old trailers may be auctioned which would help fund the shortfall. Council Member London inquired whether the funds are available in the capital improvement program. Mr. Weber responded affirmatively. RESOLUTION 2020-39 Item 10.1 Council Member Hoffe introduced the following resolution and moved its adoption: “RESOLUTION AUTHORIZING THE PURCHASE OF EQUIPMENT AND APPROPRIATION OF FUNDS IN THE AMOUNT OF $24,235.67 FOR THE PURCHASE OF THREE TOWMASTER TRAILERS FROM RDO EQUIPMENT.” The motion for the adoption of the foregoing resolution was seconded by Council Member London, and upon vote being taken thereon, the following voted in favor thereof: Hemken, Frazier, Hoffe, London; and the following voted against the same: None; Abstained: None; Absent: Elder; whereupon the resolution was declared duly passed and adopted, signed by the mayor which was attested to by the city clerk. PURCHASE F350 TRUCK Item 10.2 Mayor Hemken introduced for discussion Item 10.2, Resolution authorizing the purchase of equipment and appropriation of funds in the amount of $66,198.74 for the purchase of a 2020 Ford F350 cab/chassis including dump body with ancillary equipment. Mr. Bernie Weber, director of public works, recommended the purchase of a 2020 F350 dump truck for the street department. He explained the existing street department truck (year 2010) would be transferred to the golf course which would enable the golf course truck (year 2001) to be sent to the auction. The purchase would be made through the state cooperative purchasing venture. The cost of the cab and chassis is $33,064.74; the dump box, ancillary equipment, set up and installation costs are estimated at $33,13 4 making the total cost of the dump truck $66,198.74. He stated the vehicle replacement fund has $69,257.78 dedicated for the purchase. RESOLUTION 2020-40 Item 10.2 Council Member London introduced the following resolution and moved its adoption: “RESOLUTION AUTHORIZING THE PURCHASE OF EQUIPMENT AND APPROPRIATION OF FUNDS IN THE AMOUNT OF $66,198.74 FOR THE PURCHASE OF A 2020 FORD F350 CAB/CHASSIS INCLUDING DUMP BODY WITH ANCILLARY EQUIPMENT.” The motion for the adoption of the foregoing resolution was seconded by Council Member Hoffe, and upon vote being taken thereon, the following voted in favor thereof: Hemken, Frazier, Hoffe, London; and the following voted against the same: None; Abstained: None; Absent: Elder; New Hope City Council March 23, 2020 Page 7 whereupon the resolution was declared duly passed and adopted , signed by the mayor which was attested to by the city clerk. PURCHASE TORO MOWER Item 10.3 Mayor Hemken introduced for discussion Item 10.3, Resolution authorizing the purchase of equipment and appropriation of funds in the amount of $13,867.99 for the purchase of a 2020 Toro 6000 series mower, model 72947 with ancillary equipment from Minnesota Equipment, Inc. Mr. Bernie Weber, director of public works, recommended the purchase of a Toro 6000 series mower to replace a five-year old Toro mower. He stated the cost of the mower and ancillary equipment is $13,867.99 through the state cooperative purchasing agreement. The mower is used to maintain the city’s parks and public property. It is recommended to auction the 2015 mower. He stated the equipment replacement fund has $14,788 dedicated for the purchase. RESOLUTION 2020-41 Item 10.3 Council Member Frazier introduced the following resolution and moved its adoption: “RESOLUTION AUTHORIZING THE PURCHASE OF EQUIPMENT AND APPROPRIATION OF FUNDS IN THE AMOUNT OF $13,867.99 FOR THE PURCHASE OF A 2020 TORO 6000 SERIES MOWER, MODEL 72947 WITH ANCILLARY EQUIPMENT FROM MINNESOTA EQUIPMENT, INC.” The motion for the adoption of the foregoing resolution was seconded by Council Member Hoffe, and upon vote being taken thereon, the following voted in favor thereof: Hemken, Frazier, Hoffe, London; and the following voted aga inst the same: None; Abstained: None; Absent: Elder; whereupon the resolution was declared duly passed and adopted, signed by the mayor which was attested to by the city clerk. COVID-19 PANDEMIC Item 10.4 Mayor Hemken introduced for discussion Item 10.4, Resolution declaring a local emergency due to COVID-19 health Pandemic. Mr. Kirk McDonald, city manager, recommended the Council adopt the resolution to enable the city to take necessary steps and to receive any financial assistance or reimbursements for potential lost revenue. Mr. McDonald stated Council Member London had inquired of the estimate of revenue losses. He stated the estimate is $400,000 for golf course and ice arena facilities based on March through July. RESOLUTION 2020-42 Item 10.4 Council Member Frazier introduced the following resolution and moved its adoption: “RESOLUTION DECLARING A LOCAL EMERGENCY DUE TO COVID-19 HEALTH PANDEMIC.” The motion for the adoption of the foregoing resolution was seconded by Council Member Hoffe, and upon vote being taken thereon, the following voted in favor thereof: Hemken, Frazier, Hoffe, London; and the following voted against the same: None; Abstained: None; Absent: Elder; 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. New Hope City Council March 23, 2020 Page 8 Mayor Hemken reported on upcoming events. ADJOURNMENT Motion was made by Council Member Frazier, seconded by Council Member Hoffe, to adjourn the meeting, as there was no further business to come befor e the Council. All present voted in favor. Motion carried. The New Hope City Council adjourned at 7:58 p.m. Respectfully submitted, Valerie Leone, City Clerk