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082420 City Council Meeting Packet NEW HOPE CITY COUNCIL MEETING AGENDA August 24, 2020 7:00 p.m. City Hall – Council Chambers 4401 Xylon Avenue North Mayor Kathi Hemken Council Member John Elder Council Member Cedrick Frazier Council Member Andy Hoffe 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 2019 CITY COUNCIL MEETING City Hall, 4401 Xylon Avenue North Monday, August 24, 2020 7:00 p.m. Regular Session 1. CALL TO ORDER – August 24, 2020 2. ROLL CALL 3. APPROVAL OF MINUTES:  Council Meeting Minutes – August 10, 2020  Canvassing Board Minutes – August 14, 2020 4. OPEN FORUM 5. PRESENTATIONS 6. CONSENT BUSINESS 6.1 Approval of business license(s) 6.2 Approval of financial claims through August 24, 2020 6.4 Motion approving appointment of Malloy, Montague, Karnowski and Radosevich (MMKR) to perform 2020 city audit 6.5 Motion approving three-year contract renewal with AEM for professional financial management services for years 2021-2023 6.6 Resolution approving Change Order No. 10 in the amount of $22,744.05 with Donlar Construction Company for the pool construction project (Improvement Project No. 995) 6.7 Resolution authorizing the purchase of equipment and appropriation of funds in the amount of $8,673 for the purchase of batteries for the 2012 Zamboni by Midwest Industrial Battery, Inc. for the Ice Arena 7. PUBLIC HEARING 8. DEVELOPMENT AND PLANNING 8.1 Presentation of feasibility report for the Public Works Facility Expansion (Improvement Project No. 1039) 9. PETITIONS AND REQUESTS 10. ORDINANCES AND RESOLUTIONS 10.1 Resolution approving West Metro Fire-Rescue District 2021 Budget 10.2 Ordinance No. 20-08, An ordinance regulating the sale of tobacco and related devices and products within the city of New Hope and summary ordinance 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: August 20, 2020 Subject: Agenda Items for Monday, August 24, 2020 Note: the meeting will take place in the Chambers. Social distancing will occur by seating the mayor at the public podium, four council members at the dias, and staff at side tables and/or Northwood Room. Audience chairs will have limited seating. Open Forum Staff is not aware of anyone planning to address the Council for the Open Forum. Item 6.1 There is one business license request for a new owner of the gas station at 36th and Winnetka. Staff has made the owner aware of the potential tobacco ordinance changes. Item 6.2 Involves routine financial claims. Item 6.3 There are no new liability claims to report. Item 6.4 Council is asked to approve the appointment of MMKR to perform the 2020 city audit, CAFR preparation, and a federal single audit for a total of $43,730. It should be noted that MMKR will be undertaking the CAFR preparation instead of AEM (cost savings of $200 and improved timeline). The engagement letter presented to Council is consistent with the pricing that was listed in the three-year proposal approved by Council last fall. Funds are budgeted for the annual audit. This item was reviewed at the August 17 work session and Council supported the appointment. AEM and I recommend approval. Item 6.5 The city has utilized the financial services of AEM since December 2008 and has been pleased with the arrangement. Staff is requesting renewal of a three-year contract for years 2021-2023. The contract includes fees for the finance director services, preparation of TIF reports and cash flows, preparation of long-term plan, and budget preparation including wage analysis and central garage allocations. The annual increase is approximately 3%. A small decrease in costs were realized by moving preparation of the CAFR to MMKR as explained in item 6.4. This item was reviewed at the August 17 work session and Council supported the appointment. I recommend approval. Item 6.6 Staff recommends approval of change order no. 10 with Donlar Construction for $22,744.05 for extended general conditions due from previous delays. The original request was $49,207 but staff has met with Donlar on several occasions and negotiated reductions. At the August 17 work session Director Rader and City Engineer Boyum reviewed the pool and park projects including the components of change order no. 10. Overall staff has been very pleased with the quality of workmanship on the aquatic complex. A summary of all the park/pol project expenses is included, per Council’s request. Director Rader and I recommend approval. Item 6.7 This item authorizes the purchase of batteries for the ice arena Zamboni from Midwest Industrial Battery for $8,673. Funds are available in the ice arena budget for the expenditure. Director Rader and I recommend approval. Item 8.1 In the fall of 2019 Council authorized the preparation of a feasibility report for potential improvements to and expansion of the public works facility. Increased indoor storage would extend vehicle and equipment life and improve reliability of vehicles by avoiding the extreme temperatures. The city engineer will review the report including a reduced scope and estimated construction costs. At this time Council is only asked to accept the report. It is anticipated that the reduced scope public works building improvements could be paid for with the funds currently saved and utilizing reserve funds from the central garage fund. Director Weber and I recommend acceptance of the report. Item 10.1 This item approves West Metro’s 2021 budget of $2,674,050 of which New Hope’s share is $1,352,363. Chief Larson reviewed the budget with the Council at its August 17 work session. The budget increase from last year is $99,800, and the increase to New Hope is $54,673. The cost of fire services is included in the city’s general fund budget. The increases are for salaries, PERA, workers comp insurance, motor fuels, equipment repairs, communications and financial services. The Fire Board unanimously recommended approval of the budget at their July 8 board meeting. The joint powers agreement requires both cities to approve West Metro’s budget by August 31. The Crystal City Council approved the budget at their August 18 Council Meeting. I recommend approval. Item 10.2 This item pertains to the ordinance changing the city code as it relates to tobacco products. Subsequent to the adoption of Ordinance 20-08 on May 26, the ordinance amendment was reconsidered to allow for a one-month notice to tobacco licensees. A hearing was held on July 27 at which time several persons commented on the proposed ordinance. Council held a closed session on August 17 and directed the city attorney to make revisions to the original ordinance amendment. The revised ordinance includes increasing the age for legal sales of tobacco products to age 21 (per federal law), prohibiting the sale of all flavored tobacco products with the exception of menthol, mint and wintergreen with an exemption for 21 and over tobacco products shops which are permitted to sell all flavored tobacco products, restrict the distribution of samples to the 21 and over tobacco produc ts shops, and sets the minimum clerk age of 18 for selling tobacco products. The ordinance change will not restrict pharmacies from selling tobacco products. Also at Council’s recommendation, the section regarding compliance monitoring states that violators will be subject to more frequent checks. I recommend approval of the proposed ordinance and summary ordinance for publication purposes. If the ordinance is adopted, all tobacco licensees will be notified of the action and will be given until October 31 for compliance. Item 12.1 Mayor Hemken will review upcoming meetings and events. 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 August 11, 2020 Page 1 City of New Hope 4401 Xylon Avenue North New Hope, Minnesota 55428 City Council Minutes August 10, 2020 Regular Meeting City Hall, 7:00 p.m. Virtual Meeting via WebEx 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 Pledge was not recited since the meeting was not held in the council chambers. ROLL CALL Council present: Staff present: Kathi Hemken, Mayor John Elder, Council Member Cedrick Frazier, Council Member Andy Hoffe, Council Member Jonathan London, Council Member Dan Boyum, City Engineer Steve Ellingson, Athletic Supervisor Megan Hedstrom, Stormwater Specialist Valerie Leone, City Clerk 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 Elder, to approve the regular meeting minutes of July 27, 2020. Voted in favor thereof: Hemken, Elder, Frazier, Hoffe, 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. Jeff Sargent, Director of Community Development, reviewed the consent items. FINANCIAL CLAIMS Item 6.2 Approval of financial claims through August 10, 2020. RESOLUTION 2020-80 Item 6.4 Resolution approving the Sandburg Learning Center Facility Use Agreement New Hope City Council August 11, 2020 Page 2 Council Member Elder inquired if the city was the only user in the building when the building supervisor fees are in effect. Mr. Steve Ellingson, athletic supervisor, stated there are users in the building simultaneously and the fee is shared among the users. Council Member London asked whether the gymnastics program is self- sustaining. Mr. Ellingson responded that all expenses are covered by program fees. 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. PUBLIC HEARING POTENTIAL MEADOW LAKE DRAWDOWN PROJECT #1053 Item 7.1 Mayor Hemken introduced for discussion Item 7.1, Public Hearing to consider the potential Meadow Lake Drawdown project (Improvement Project No. 1053) Mayor Hemken explained that following the presentation, the floor will be opened to public comments. She asked that callers introduce themselves and limit their comments to three minutes. Ms. Megan Hedstrom, stormwater specialist/project coordinator, introduced Diane Spector of Wenck Engineering. Ms. Spector explained the purpose of the hearing is to share information regarding the proposed Meadow Lake drawdown and provide an opportunity for comments from the community. She noted that no decision is being requested on the project at this time. She stated a watershed commission public hearing is scheduled for September 10. Ms. Spector explained how a drawdown would occur and the related impacts. She also shared information regarding the Meadow Lake Management Plan. The following persons spoke in support of the drawdown: Jodi Taitt, Al and Michelle Stano, and Zachary Snabes. Mr. Kris Cotts and Abby Nash indicated they do not have a problem with the pump being located in their backyard. Mr. Cotts requested more information as details become clearer regarding the impact on wildlife. Mayor Hemken indicated the city received written comments from Daniel Stauner, 8424 Meadow Lake Road East, regarding the project. Mayor Hemken encouraged residents to contact city staff if they have questions or comments regarding the proposed project. 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. EXCHANGE OF COMMUNICATION Mayor Hemken introduced for discussion Item 12.1, Exchange of communication between members of the City Council. New Hope City Council August 11, 2020 Page 3 Item 12.1 Mayor Hemken reported on upcoming events. ADJOURNMENT Motion was made by Council Member Frazier, 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 7:36 p.m. Respectfully submitted, Valerie Leone, City Clerk CITY OF NEW HOPE 4401 XYLON AVENUE NORTH NEW HOPE, MINNESOTA 55428 Approved City Council/ August 14, 2020 Canvassing Board Minutes City Hall, 5:00 p.m. Virtual by WebEx CALL TO ORDER Pursuant to due call and notice thereof, the City Council of the Ci ty of New Hope met as the Canvassing Board at the New Hope City Hall on Friday, August 14, 2020 at 5 p.m. ROLL CALL Present: Hemken, Frazier, London Absent: Elder, Hoffe Staff Present: Leone The City Clerk distributed the official results summary o f the City Council Election of August 11, 2020, and noted that voter turnout was 35%. The total number of voters was 4,553 and the total voter registration count was 12,878 (including election day and absentee voter registration). Discussion was held regarding the high number of absentee ballots due to COVID-19. The City Council reviewed the results of the city council election: Mayor Kathi Hemken Jonathan D. London Daniel W. Stauner 2,418 1,163 525 Council Member (two seats) Andy Hoffe Michael Isenberg Austin Berger Ron Stoffel Reid Johnson Zachary Snabes Jim Miller 1,676 941 931 844 814 725 544 RESOLUTION 20-81 Council Member London introduced the following resolution and moved its adoption: “RESOLUTION CERTIFYING RESULTS OF THE CITY COUNCIL ELECTION OF AUGUST 11, 2020.” 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, London; and the following voted against the same: None; Abstained: None; Absent: Elder, Hoffe; whereupon the resolution was declared duly passed and adopted, signed by the mayor which was attested to by the city clerk. ADJOURNMENT Motion was made by Council Member Frazier, seconded by Council Member London, to adjourn the meeting as there was no further business to come before the Canvassing Board. All voted in favor. The Canvassing Board adjourned at 5:06 p.m. Respectfully submitted, Valerie Leone City Clerk I:\RFA\City Manager\2020\6.1 Business Licenses\6.1 Q-Business Licenses 082420.docx Request for Action August 24, 2020 Approved by: Kirk McDonald Originating Department: City Manager By: Valerie Leone, City Clerk-Treasurer Agenda Title Approval of business license(s) Requested Action In accordance with Chapter 8 of the New Hope Code, all applications for business licenses must be presented to the City Council for consideration. Staff recommends approval of all listed requests. Background All required paperwork and fees have been received for the following businesses: Eid LLC., d.b.a. Winnetka Fuel 3535 Winnetka Avenue North Service Station and Tobacco Agenda Section Consent Item Number 6.1 I:\RFA\City Manager\2020\Audit\082420 CM\6.4 - Q-MMKR 082420.docx Request for Action August 24, 2020 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 2020 City Audit Requested Action Staff requests that the City Council approve a motion to appoint MMKR to perform the independent audit of the city’s financial records for 2020. The City Council discussed this appointment at the August 17 Council work session and was in agreement with the recommendation. 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, 2014/2016/2016, 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 will be receiving Federal grant funds via the CARES Act for pandemic expenses incurred. The proposal includes an alternative quote for Comprehensive Annual Financial Report (CAFR) preparation and production, which is currently included in the contract with AEM Financial Solutions. MMKR has proposed a 1.5% annual increase in their pricing for the basic audit and 2.2% annual increase in their pricing for preparation of the city’s annual financial report. Any services beyond the basic audit (including a Federal single audit) would be priced separately. A separate single audit for $5,000 will be required for 2020 because federal funding will be received from the CARES/FEMA funding. Agenda Section Consent Item Number 6.4 Request for Action, Page 2 As discussed last fall, AEM requested a proposal from MMKR to prepare the city’s CAFR to improve the audit and financial reporting timeline. The city has traditionally scheduled its internal “cut-off” date for year-end payables on March 1 and audit fieldwork the last week in March. That provided a condensed timeframe to wrap audit preparation and draft the city’s CAFR. In partnering with MMKR to prepare the CAFR, the audit timeline will be enhanced and the city will save a small amount on preparation. AEM will continue to facilitate preparation of the statistical section of the city’s CAFR and oversee the city’s application to the Governmental Finance Officers Association Excellence in Financial Reporting award. The current three-year contract for services with AEM Financial Solutions (2018-2020) includes preparation of the CAFR. AEM prepared the city’s 2019 CAFR in 2020 at a cost of $4,700 per their contract. The CAFR preparation fee has been eliminated from AEM’s three-year proposal for services beginning in 2021 (CAFR preparation for year-ending December 31, 2020) to allow for MMKR to prepare the CAFR at a rate of $4,500 (a $200 savings). Per AEM, MMKR has worked with the city for several years and is very familiar with the city’s finances and processes. The firm completed the audit in a timely, professional manner and the audit engagement staff assigned to the city’s audit are knowledgeable and efficient. It is AEM and staff’s recommendation that the city accept the letter of engagement from MMKR to perform the 2020 audit and complete the CAFR in the amount of $43,730, including the single audit for the federal CARES funding received. The funds to pay for the audit are included in the 2021 budget. Attachments  Letter of Engagement from MMKR  AEM correspondence RE: Letter of Engagement  September 27, 2019 MMKR three-year audit proposal August 11, 2020 Mr. Kirk McDonald City Manager City of New Hope 4401 Xylon Avenue North New Hope, MN 55428 Dear Mr. McDonald: We appreciate the opportunity to be of service to the City of New Hope and believe this letter accurately summarizes the significant terms of our engagement. If you have any questions, please let us know. If you agree with the terms of our engagement as described in this letter, please sign and return to mmkr@mmkr.com. In order to provide documentation that certain required communications included in the engagement letter have been received by governance, please note that we are requesting the letter be signed by a representative of the City Council in addition to management. Please do not hesitate to contact me if you believe the letter should be modified or if you have any questions. Sincerely, MALLOY, MONTAGUE, KARNOWSKI, RADOSEVICH & CO., P.A. William J. Lauer, CPA Principal WJL:wls Enclosures C E R T I F I E D A C C O U N T A N T S P UBLIC PRINCIPALS Thomas A. Karnowski, CPA Paul A. Radosevich, CPA William J. Lauer, CPA James H. Eichten, CPA Aaron J. Nielsen, CPA Victoria L. Holinka, CPA/CMA Jaclyn M. Huegel, CPA Kalen T. Karnowski, CPA Malloy, Montague, Karnowski, Radosevich & Co., P.A. 5353 Wayzata Boulevard • Suite 410 • Minneapolis, MN 55416 • Phone: 952-545-0424 • Fax: 952-545-0569 • www.mmkr.com Standard Letterhead-r2.qxp_167639 Letterhead-RV1 9/7/18 6:34 PM Page 1 August 11, 2020 To the City Council and Management of the City of New Hope 4401 Xylon Avenue North New Hope, MN 55428 We are pleased to confirm our understanding of the services we are to provide the City of New Hope (the City) for the year ended December 31, 2020. We will audit the financial statements of the governmental activities, the business-type activities, each major fund, and the aggregate remaining fund information, including the related notes to the financial statements, which collectively comprise the basic financial statements of the City as of and for the year ended December 31, 2020. Accounting standards generally accepted in the United States of America provide for certain required supplementary information (RSI), such as management’s discussion and analysis, to supplement the City’s basic financial statements. Such information, although not a part of the basic financial statements, is required by the Governmental Accounting Standards Board (GASB), who considers it to be an essential part of financial reporting for placing the basic financial statements in an appropriate operational, economic, or historical context. As part of our engagement, we will apply certain limited procedures to City’s RSI in accordance with auditing standards generally accepted in the United States of America. These limited procedures will consist of inquiries of management regarding the methods of preparing the information and comparing the information for consistency with management’s responses to our inquiries, the basic financial statements, and other knowledge we obtained during our audit of the basic financial statements. We will not express an opinion or provide any assurance on the information because the limited procedures do not provide us with sufficient evidence to express an opinion or provide any assurance. The following RSI is required by U.S. generally accepted accounting principles and will be subjected to certain limited procedures, but will not be audited: 1.Management’s discussion and analysis 2.GASB-required pension and other post-employment benefits information We have also been engaged to report on supplementary information other than RSI that accompanies the City’s financial statements. We will subject the following supplementary information to the auditing procedures applied in our audit of the financial statements and certain additional procedures, including comparing and reconciling such information directly to the underlying accounting and other records used to prepare the financial statements or to the financial statements themselves, and other additional procedures in accordance with auditing standards generally accepted in the United States of America, and we will provide an opinion on it in relation to the financial statements as a whole in a separate written report accompanying our auditor’s report on the financial statements OR in a report combined wit h our auditor’s report on the financial statements: 1.Combining and individual fund statements and schedules 2.Schedule of Expenditures of Federal Awards C E R T I F I E D A C C O U N T A N T S P UBLIC PRINCIPALS Thomas A. Karnowski, CPA Paul A. Radosevich, CPA William J. Lauer, CPA James H. Eichten, CPA Aaron J. Nielsen, CPA Victoria L. Holinka, CPA/CMA Jaclyn M. Huegel, CPA Kalen T. Karnowski, CPA Malloy, Montague, Karnowski, Radosevich & Co., P.A. 5353 Wayzata Boulevard • Suite 410 • Minneapolis, MN 55416 • Phone: 952-545-0424 • Fax: 952-545-0569 • www.mmkr.com Standard Letterhead-r2.qxp_167639 Letterhead-RV1 9/7/18 6:34 PM Page 1 City of New Hope Page 2 August 11, 2020 The following other information accompanying the financial statements will not be subjected to the auditing procedures applied in our audit of the financial statements, and our auditor’s report will not provide an opinion or any assurance on that other information. 1.Introductory section 2.Statistical tables We will perform the required State Legal Compliance Audit conducted in accordance with U.S. generally accepted auditing standards and the provisions of the Legal Compliance Audit Guide, promulgated by the Office of the State Auditor pursuant to Minnesota Statutes § 6.65 and will include such tests of the accounting records and other procedures we consider necessary to enable us to conclude that, for the items tested, the City has complied with the material terms and conditions of applicable legal provisions. We will also prepare a management report for the City Council and administration. This report will communicate such things as our concerns regarding accounting procedures or policies brought to our attention during our audit, along with recommendations for improvements. The report will also contain certain financial comparisons and analysis, and other information of interest. Audit Objectives The objective of our audit is the expression of opinions as to whether your financial statements are fairly presented, in all material respects, in conformity with U.S. generally accepted accounting principles and to report on the fairness of the supplementary information referred to in the second paragraph when considered in relation to the financial statements as a whole. The objective also includes reporting on: •Internal control over financial reporting and compliance with provisions of laws, regulations, contracts, and award agreements, noncompliance with which could have a material effect on the financial statements in accordance with Government Auditing Standards. •Internal control over compliance related to major programs and an opinion (or disclaimer of opinion) on compliance with federal statutes, regulations, and the terms and conditions of federal awards that could have a direct and material effect on each major program in accordance with the Single Audit Act Amendments of 1996 and Title 2 U.S. Code of Federal Regulations Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance). The Government Auditing Standards report on internal control over financial reporting and on compliance and other matters will include a paragraph that states that (1) the purpose of the report is solely to describe the scope of testing of internal control and compliance and the results of that testing, and not to provide an opinion on the effectiveness of the City’s internal control or on compliance, and (2) the report is an integral part of an audit performed in accordance with Government Auditing Standards in considering the City’s internal control and compliance. The Uniform Guidance report on internal control over compliance will include a paragraph that states that the purpose of the report on internal control over compliance is solely to describe the scope of testing of internal control over compliance and the results of that testing based on the requirements of the Uniform Guidance. Both reports will state that the report is not suitable for any other purpose. City of New Hope Page 3 August 11, 2020 Our audit will be conducted in accordance with auditing standards generally accepted in the United States of America; the standards for financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; the Single Audit Act Amendments of 1996; and the provisions of the Uniform Guidance, and will include tests of accounting records, a determination of major program(s) in accordance with the Uniform Guidance, and other procedures we consider necessary to enable us to express such opinions. We will issue written reports upon completion of our Single Audit. Our reports will be addressed to the City Council and management of the City. We cannot provide assurance that unmodified opinions will be expressed. Circumstances may arise in which it is necessary for us to modify our opinions or add emphasis-of-matter or other-matter paragraphs. If our opinions are other than unmodified, we will discuss the reasons with you in advance. If, for any reason, we are unable to complete the audit or are unable to form or have not formed opinions, we may decline to express opinions or issue reports, or we may withdraw from this engagement. Audit Procedures – General An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements; therefore, our audit will involve judgment about the number of transactions to be examined and the areas to be tested. An audit also includes evaluating the appropriateness of acc ounting policies used and the reasonableness of significant accounting estimates made by management, as well as evaluating the overall presentation of the financial statements. We will plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material misstatement, whether from (1) errors, (2) fraudulent financial reporting, (3) misappropriation of assets, or (4) violations of laws or governmental regulations that are attributable to the City or to acts by management or employees acting on behalf of the City. Because the determination of waste and abuse is subjective, Government Auditing Standards do not expect auditors to perform specific procedures to detect waste or abuse in financial audits nor do they expect auditors to provide reasonable assurance of detecting waste or abuse. Because of the inherent limitations of an audit, combined with the inherent limitations of internal control, and because we will not perform a detailed examination of all transactions, an unavoidable risk exists that some material misstatements or noncompliance may exist and not be detected by us, even though the audit is properly planned and performed in accordance with U.S. generally accepted auditing standards and Government Auditing Standards. In addition, an audit is not designed to detect immaterial misstatements or violations of laws or governmental regulations that do not have a direct and material effect on the financial statements or on major programs. However, we will inform the appropriate level of management of any material errors, any fraudulent financial reporting, or misappropriation of assets that come to our attention. We will also inform the appropriate level of management of any violations of laws or governmental regulations that come to our attention, unless clearly inconsequential. We will include such matters in the reports required for a Single Audit. Our responsibility as auditors is limited to the period covered by our audit and does not extend to any later periods for which we are not engaged as auditors. Our procedures will include tests of documentary evidence supporting the transactions recorded in the accounts, and may include tests of the physical existence of inventories, and direct confirmation of receivables and certain other assets and liabilities by correspondence with selected individuals, funding sources, creditors, and financial institutions. We will request written representations from your attorneys as part of the engagement, and they may bill you for responding to this inquiry. At the conclusion of our audit, we will require certain written representations from you about your responsibilities for the financial statements; Schedule of Expenditures of Federal Awards; federal award programs; compliance with laws, regulations, contracts, and grant agreements; and other responsibilities required by generally accepted auditing standards. City of New Hope Page 4 August 11, 2020 Audit Procedures – Internal Controls Our audit will include obtaining an understanding of the City and its environment, including internal control, sufficient to assess the risks of material misstatement of the financial statements and to design the nature, timing, and extent of further audit procedures. Tests of controls may be performed to test the effectiveness of certain controls that we consider relevant to preventing and detecting errors and fraud that are material to the financial statements and to preventing and detecting misstatements resulting from illegal acts and other noncompliance matters that have a direct and material effect on the financial statements. Our tests, if performed, will be less in scope than would be necessary to render an opinion on internal control and, accordingly, no opinion will be expressed in our report on internal control issued pursuant to Government Auditing Standards. As required by the Uniform Guidance, we will perform tests of controls over compliance to evaluate the effectiveness of the design and operation of controls that we consider relevant to preventing or detecting material noncompliance with compliance requirements applicable to each major federal award program. However, our tests will be less in scope than would be necessary to render an opinion on those controls and, accordingly, no opinion will be expressed in our report on internal control issued pursuant to the Uniform Guidance. An audit is not designed to provide assurance on internal control or to identify significant deficiencies or material weaknesses. Accordingly, we will express no such opinion. However, during the audit, we will communicate to management and those charged with governance internal control related matters that are required to be communicated under the American Institute of Certified Public Accountants (AICPA) professional standards, Government Auditing Standards, and the Uniform Guidance. Audit Procedures – Compliance As part of obtaining reasonable assurance about whether the financial statements are free of material misstatement, we will perform tests of the City’s compliance with provisions of applicable laws, regulations, contracts, and agreements, including grant agreements. However, the objective of those procedures will not be to provide an opinion on overall compliance and we will not express such an opinion in our report on compliance issued pursuant to Government Auditing Standards. The Uniform Guidance requires that we also plan and perform the audit to obtain reasonable assurance about whether the auditee has complied with federal statutes, regulations, and the terms and conditions of federal awards applicable to major programs. Our procedures will consist of tests of transactions and other applicable procedures described in the Office of Management and Budget Compliance Supplement (OMB Compliance Supplement) for the types of compliance requirements that could have a direct and material effect on each of the City’s major programs. For federal programs that are included in the OMB Compliance Supplement, our compliance and internal control procedures will relate to the compliance requirements that the OMB Compliance Supplement identifies as being subject to audit. The purpose of these procedures will be to express an opinion on the City’s compliance with requirements applicable to each of its major programs in our report on compliance issued pursuant to the Uniform Guidance. City of New Hope Page 5 August 11, 2020 Other Services We will also assist in preparing the financial statements, Schedule of Expenditures of Federal Awards, and related notes of the City in conformity with U.S. generally accepted accounting principles and the Uniform Guidance based on information provided by you. These nonaudit services do not constitute an audit under Government Auditing Standards and such services will not be conducted in accordance with Government Auditing Standards. We will perform the services in accordance with applicable professional standards. The other services are limited to the financial statements, Schedule of Expenditures of Federal Awards, and related notes services previously defined. We, in our sole professional judgment, reserve the right to refuse to perform any procedure or take any action that could be construed as assuming management responsibilities. Management Responsibilities Management is responsible for (1) designing, implementing, establishing, and maintaining effective internal controls relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error, including internal controls over federal awards, and for evaluating and monitoring ongoing activities to help ensure that appropriate goals and objectives are met; (2) following laws and regulations; (3) ensuring that there is re asonable assurance that government programs are administered in compliance with compliance requirements; and (4) ensuring that management and financial information is reliable and properly reported. Management is also responsible for implementing systems designed to achieve compliance with applicable laws, regulations, contracts, and grant agreements. You are also responsible for the selection and application of accounting principles; for the preparation and fair presentation of the financial statements, Schedule of Expenditures of Federal Awards, and all accompanying information in conformity with U.S. generally accepted accounting principles; and for compliance with applicable laws and regulations (including federal statutes) and the provisions of contracts and grant agreements (including award agreements). Your responsibilities also include identifying significant contractor relationships in which the contractor has responsibility for program compliance and for the accuracy and completeness of that information. Management is also responsible for making all financial records and related information available to us and for the accuracy and completeness of that information. You are also responsible for providing us with (1) access to all information of which you are aware that is relevant to the preparation and fair presentation of the financial statements, including identification of all related parties and all related -party relationships and transactions, (2) access to personnel, accounts, books, records, supporting documentation, and other information as needed to perform an audit under the Uniform Guidance, (3) additional information that we may request for the purpose of the audit, and (4) unrestricted access to persons within the government from whom we determine it necessary to obtain audit evidence. Your responsibilities include adjusting the financial statements to correct material misstatements and confirming to us in the management representation letter that the effects of any uncorrected misstatements aggregated by us during the current engagement and pertaining to the latest period presented are immaterial, both individually and in the aggregate, to the financial statements of each opinion unit as a whole. City of New Hope Page 6 August 11, 2020 You are responsible for the design and implementation of programs and controls to prevent and detect fraud, and for informing us about all known or suspected fraud affecting the City involving (1) management, (2) employees who have significant roles in internal control, and (3) others where the fraud could have a material effect on the financial statements. Your responsibilities include informing us of your knowledge of any allegations of fraud or suspected fraud affecting the City received in communications from employees, former employees, grantors, regulators, or others. In addition, you are responsible for identifying and ensuring that the City complies with applicable laws, regulations, contracts, agreements, and grants. Management is also responsible for taking timely and appropriate steps to remedy fraud and noncompliance with provisions of laws, regulations, contracts, and grant agreements, that we report. Additionally, as required by the Uniform Guidance, it is management’s responsibility to evaluate and monitor noncompliance with federal statutes, regulations, and the terms and conditions of federal awards; take prompt action when instances of noncompliance are identified including noncompliance identified in audit findings; promptly follow up and take corrective action on reported audit findings; and prepare a summary schedule of prior audit findings and a separate corrective action plan. The summary schedule of prior audit findings should be available for our review at the scheduled time of our audit. You are responsible for identifying all federal awards received and understanding and complying with the compliance requirements and for the preparation of the Schedule of Expenditures of Federal Awards (including notes and noncash assistance received) in conformity with the Uniform Guidance. You agree to include our report on the Schedule of Expenditures of Federal Awards in any document that contains and indicates that we have reported on the Schedule of Expenditures of Federal Awards. You also agree to include the audited financial statements with any presentation of the Schedule of Expenditures of Federal Awards that includes our report thereon OR make the audited financial statements readily available to intended users of the Schedule of Expenditures of Federal Awards no later than the date the Schedule of Expenditures of Federal Awards is issued with our report thereon. Your responsibilities include acknowledging to us in the written representation letter that (1) you are responsible f or presentation of the Schedule of Expenditures of Federal Awards in accordance with the Uniform Guidance; (2) you believe the Schedule of Expenditures of Federal Awards, including its form and content, is stated fairly in accordance with the Uniform Guidance; (3) the methods of measurement or presentation have not changed from those used in the prior period (or, if they have changed, the reasons for such changes); and (4) you have disclosed to us any significant assumptions or interpretations underlying the measurement or presentation of the Schedule of Expenditures of Federal Awards. You are also responsible for the preparation of the other supplementary information, which we have been engaged to report on, in conformity with U.S. generally accepted accounting principles. You agree to include our report on the supplementary information in any document that contains, and indicates that we have reported on, the supplementary information. You also agree to include the audited financial statements with any presentation of the supplementary information that includes our report thereon OR make the audited financial statements readily available to users of the supplementary information no later than the date the supplementary information is issued with our report thereon. Your responsibilities include acknowledging to us in the written representation letter that (1) you are responsible for presentation of the supplementary information in accordance with GAAP; (2) yo u believe the supplementary information, including its form and content, is fairly presented in accordance with GAAP; (3) the methods of measurement or presentation have not changed from those used in the prior period (or, if they have changed, the reasons for such changes); and (4) you have disclosed to us any significant assumptions or interpretations underlying the measurement or presentation of the supplementary information. City of New Hope Page 7 August 11, 2020 Management is responsible for establishing and maintaining a process for tracking the status of audit findings and recommendations. Management is also responsible for identifying and providing report copies of previous financial audits, attestation engagements, performance audits, or other studies related to the objectives discussed in the Audit Objectives section of this letter. This responsibility includes relaying to us corrective actions taken to address significant findings and recommendations resulting from those audits, attestation engagements, performance audits, or studies. You are also responsible for providing management’s views on our current findings, conclusions, and recommendations, as well as your planned corrective actions, for the report, and for the timing and format for providing that information. You agree to assume all management responsibilities relating to the financial statements, Schedule of Expenditures of Federal Awards, and related notes, and any other nonaudit services we provide. You will be required to acknowledge in the management representation letter our assistance with preparation of the financial statements, Schedule of Expenditures of Federal Awards, and related notes and that you have reviewed and approved the financial statements, Schedule of Expenditures of Federal Awards, and related notes prior to their issuance and have accepted responsibility for them. Further, you agree to oversee the nonaudit services by designating an individual, preferably from senior management, with suitable skill, knowledge, or experience; evaluate the adequacy and results of those services; and accept responsibility for them. Engagement Administration, Fees, and Other The assistance to be supplied by your personnel, including the preparation of schedules , account analysis, preparation of confirmations we request, and locating of invoices or other documentation we select for testing, will be discussed and coordinated with you. At the conclusion of the engagement, we will complete the appropriate sections of the Data Collection Form that summarizes our audit findings. It is management’s responsibility to electronically submit the reporting package (including financial statements, Schedule of Expenditures of Federal Awards, summary schedule of prior audit findings, auditor’s reports, and corrective action plan) along with the Data Collection Form to the federal audit clearinghouse. We will coordinate with you the electronic submission and certification. The Data Collection Form and the reporting package must be submitted within the earlier of 30 calendar days after receipt of the auditor’s reports or nine months after the end of the audit period. We will provide copies of our reports to the City; however, management is responsible for distribution of the reports and the financial statements. Unless restricted by law or regulation, or containing privileged and confidential information, copies of our reports are to be made available for public inspection. The audit documentation for this engagement is the property of Malloy, Montague, Karnowski, Radosevich & Co., P.A. (MMKR) and constitutes confidential information. However, subject to applicable laws and regulations, audit documentation and appropriate individuals will be made available upon request and in a timely manner to the City or its designee, a federal agency providing direct or indirect funding, or the U.S. Government Accountability Office for purposes of a quality review of the audit, to resolve audit findings, or to carry out oversight responsibilities. We will notify you of any such request. If requested, access to such audit documentation will be provided under the supervision of MMKR personnel. Furthermore, upon request, we may provide copies of selected audit documentation to the aforementioned parties. These parties may intend, or decide, to distribute the copies or information contained therein to others, including other governmental agencies. City of New Hope Page 8 August 11, 2020 The audit documentation for this engagement will be retained for a minimum of five years after the report release date or for any additional period requested by regulatory agencies. If we are aware that a federal awarding agency, pass-through entity, or auditee is contesting an audit finding, we will contact the party(ies) contesting the audit finding for guidance prior to destroying the audit documentation. We expect to begin our audit shortly after the end of the fiscal year and to issue our report no later than June 30, 2021. William J. Lauer, CPA, is the engagement partner and is responsible for supervising the engagement and signing the reports or authorizing another individual to sign them. Our fees for these services will be based on the actual time spent at our standard hourly rates. We will also bill you for travel and other out-of-pocket costs such as report production, typing, and postage. Our standard hourly rates vary according to the degree of responsibility involved and the experience level of the personnel assigned to your audit. Our invoices for these fees will be re ndered each month as work progresses and are payable upon presentation. Unless additional work is requested, or circumstances require additional work, our estimated fees for the services described above are as follows: Audit of Basic Financial Statements 34,230$ CAFR Preparation 4,500 Single Audit of Federal Awards Expenditures 5,000 Total 43,730$ In accordance with our firm policies, work may be suspended if your account becomes 60 days or more overdue and may not be resumed until your account is paid in full. If we elect to terminate our services for nonpayment, our engagement will be deemed to have been completed upon written notification of termination, even if we have not completed our report. You will be obligated to compensate us for all time expended and to reimburse us for all out-of-pocket costs through the date of termination. These fees are based on anticipated cooperation from your personnel and the assumption that unexpected circumstances will not be encountered during the audit. If significant additional time is necessary, we will discuss it with you and arrive at a new fee estimate before we incur the additional costs. If additional services are requested by the City, those services will be billed at our standard hourly rates. Additional audit procedures might be required for certain accounting issues or events, such as new contractual agreements, transactions and legal requirements of new bond issues, new funds, major capital projects, new tax increment districts, if there is an indication of misappropriation or misuse of public funds, or if significant difficulties are encountered due to the lack of accounting records, incomplete records, or turnover in the City’s staff. During the year, you might request additional services such as routine advice, assistance in implementing audit recommendations, review of your projections or budgets, and other similar projects. Independence standards allow us to perform these routine services; however, it is important that you understand that we are not allowed to make management decisions, perform management functions, nor can we audit our own work or provide nonaudit services that are significant to the subject matter of the audit. Our audit engagement ends on delivery of our audit report. Any follow-up services that might be required will be a separate, new engagement. The terms and conditions of that new engagement will be governed by a new, specific engagement letter for that service. City of New Hope Page 9 August 11, 2020 Please be aware that e-mail is not a secure method of transmitting data. It can be intercepted, read, and possibly changed. Due to the large volume of e-mails sent daily, the likelihood of someone intercepting your e-mail is relatively small, but it does exist. We will communicate with you via e-mail, if you are willing to accept this risk. To ensure that MMKR’s independence is not impaired under the AICPA Code of Professional Conduct, you agree to inform the engagement principal before entering into any substantive employment discussions with any of our personnel. With regard to the electronic dissemination of audited financial statements, including financial statements published electronically on your website, you understand that electronic sites are a means to distribute information and, therefore, we are not required to read the information contained in these sites or to consider the consistency of other information in the electronic site with the original document. If you intend to publish or otherwise reproduce the financial statements, such as in a bond statement, and make reference to our firm name, you agree to provide us with printers’ proofs or masters for our review and approval before printing. You also agree to provide us with a copy of the final reproduced material for our approval before it is distributed. If a dispute occurs related in any way to our services, our firm and the City agree to discuss the dispute and, if necessary, to promptly mediate in a good faith effort to resolve it. We will agree on a mediator, but if we cannot, either of us may apply to a court having personal jurisdiction over the parties for appointment of a mediator. We will share the mediator’s fees and expenses equally, but otherwise will bear our own attorney fees and costs of the mediation. Participation in such mediation shall be a condition to either of us initiating litigation. To allow time for the mediation, any applicable statute of limitations shall be tolled for a period not to exceed 120 days from the date either of us first requests in writing to mediate the dispute. The mediation shall be confidential in all respects, as allowed or required by law, except that our final settlement positions at mediation shall be admissible in litigation solely to determine the identity of the prevailing party for purposes of the awarding of attorney fees. We both recognize the importance of performing our obligations under this agreement in a timely way and fully cooperating with the other. In the event that either of us fails to timely perform or fully cooperate, the other party may, in its sole discretion, elect to suspend performance or terminate the agreement regardless of the prejudice to the other person. We agree we will give 10 days’ written not ice of an intent to suspend or terminate, specifying the grounds for our decision, and will give the other an opportunity to cure the circumstances cited as grounds for that decision. In the event of suspension or termination, all fees and costs are immediately due on billing. We agree that it is important that disputes be discussed and resolved promptly. For that reason, we agree that, notwithstanding any other statutes of limitations or court decisions concerning them, all claims either of us may have will be barred unless brought within one year of the date the complaining party first incurs any damage of any kind, whether discovered or not, related in any way to acts or omissions of the other party, whether or not the complaining party seeks recovery for that first damage and whether or not we have continued to maintain a business relationship after the first damage occurred. Notwithstanding anything in this letter to the contrary we agree that regardless of where the City is located, or where thi s agreement is physically signed, this agreement shall have been deemed to have been entered into at our office in Hennepin County, Minnesota, and Hennepin County shall be the exclusive venue and jurisdiction for resolving disputes related to this agreement. This agreement shall be interpreted and governed under the laws of Minnesota. City of New Hope Page 10 August 11, 2020 When requested, Government Auditing Standards require that we provide you with a copy of our most recent external peer review report and any letter of comment, and any subsequent peer review reports and letters of comment received during the period of the contract. Our most recent peer review report accompanies this letter. We appreciate the opportunity to be of service to the City and believe this letter accurately summarizes the significant terms of our engagement. If you have any questions, please let us know. If you agree with the terms of our engagement as described in this letter, please sign the enclosed copy and return it to us. Sincerely, MALLOY, MONTAGUE, KARNOWSKI, RADOSEVICH & CO., P.A. William J. Lauer, CPA Principal WJL:wls Response: This letter correctly sets forth the understanding of the City of New Hope. City Council Representative City Management Representative By: ______________________________ By: _______________________________ Title: ______________________________ Title: _______________________________ Date: ______________________________ Date: _______________________________ MEMO TO: KIRK MCDONALD FROM: VICKI HOLTHAUS, AEM FINANCIAL SOLUTIONS, LLC SUBJECT: ENGAGEMENT FOR 2020 AUDIT SERVICE DATE: AUGUST, 11 2020 BACKGROUND In 2019, the City Council accepted a multi-year proposal from MMKR for audit services. The pricing for the 2020, 2021 and 2022 audits are set and include a 1.5% annual increase. The following audit fees do not include any services beyond the basic audit (including a Federal single audit, which would be priced separately). RECOMMENDATIONS On August 11, MMKR submitted its annual Engagement Letter for the 2020 audit. The audit is priced at $34,230 as set forth in the multi-year proposal received in 2019. In addition, the Comprehensive Annual Financial Report (CAFR) preparation is priced at $4,500, which is consistent with the multi-year proposal. Due to the City’s award of Federal CARES Act and FEMA funding, it is anticipated that a Federal single audit will be required for 2020. MMKR has estimated the Federal single audit cost at $5,000. The City has worked with MMKR for several years and the Firm is very familiar with the City’s finances and processes. The Firm completes the audit in a timely, professional manner and the audit Engagement staff assigned to the City’s audit are knowledgeable and efficient. It is our recommendation that the City approve the Engagement with MMKR for audit services for the 2020 fiscal year. Year Ending December 31,Basic Audit 2020 34,230$ 2021 34,745 2022 35,265 Total 104,240 I:\RFA\City Manager\2020\AEM Contract Renewal\082420 CM\6.5 Q-AEM contract renewal 082420.docx Request for Action August 24, 2020 Approved by: Kirk McDonald, City Manager Originating Department: City Manager By: Kirk McDonald, City Manager Agenda Title Motion Approving Three-Year Contract Renewal with AEM for Professional Financial Management Services for Years 2021-2023 Requested Action Staff recommends approval of a motion approving a three-year contract renewal (2021-2023) with AEM Financial Solutions, LLP. The current contract expires on December 31, 2020. The cost for the service is included in the 2021 budget and is offset by savings in personnel costs. The City Council discussed this matter at the August 17 work session and was in agreement with the extension. Policy/Past Practice The city enters into contracts for professional services on an as needed basis. Background The city has utilized the financial management services of AEM since December 2008 when the finance manager and several other finance department positions were vacated. The contract has been renewed on a two or three year basis since that time. The current amount for contracted services in 2020 is $130,050 and includes preparation of the Comprehensive Annual Financial Report. The cost of the CAFR preparation is $4,700, so the 2020 contract cost without the CAFR would have been $125,350. AEM has prepared a new three-year contract for council consideration with a term from January 1, 2021 through December 31, 2023. The proposed cost and percentage increase is as follows: Year Cost Without CAFR % Increase 2020 $125,350 2021 $129,150 3.03% 2022 $133,200 3.14% 2023 $137,250 3.04% Due to the fact that the current contract with AEM includes the cost of the CAFR preparation ($125,350 + $4,700 = $130,050), the proposed 2021 contract price of $129,150 is slightly less than the 2020 contract cost. The proposed 2021 contract cost has been included in the preliminary 2021 budget. As the council is aware, AEM was successful in getting the city’s finance department back on sound footing after several staffing changes took place in 2008-2009. Several accomplishments have been achieved since the implementation of AEM’s services, including quarterly budget/investment reports, significant improvements to the budget format, updating the investment policy, overall better understanding of the city funds, accurate audit information, upgrading the city’s credit rating by Standard & Poors, development of ten year financial Agenda Section Consent Item Number 6.5 Request for Action, Page 2 plan and improvements to the CIP budget. The city has also received the excellence in financial reporting certificate from the Government Finance Officers Association for the past ten years (2009-2018), and an application has been submitted for 2019. These certificates would not have been possible without AEM’s work on behalf of the city. As has been discussed in the past, This is a unique approach to contract for financial oversight services but the advantage has been that AEM can provide a broad spectrum of services. AEM is aware that sometime in the future the city may decide to hire a finance director and other finance personnel and they are agreeable to assisting the city with that process. However, in the near term, the city manager is recommending the city continue our working relationship with AEM so we can continue to improve our efficiencies, address budget challenges and continue to improve the financial condition of the city. Over the past several years, West Metro Fire-Rescue District and the city of Crystal have both started utilizing the services of AEM. Attachment  July 24, 2020 AEM Proposal I:\RFA\P&R\Pool and Civic Center Pk Projects\2020\Change Orders\Pool Change Order 10 - 8.24.20\Q&R - Pool Change Order No. 10.docx Request for Action August 24, 2020 Approved by: Kirk McDonald, City Manager Originating Department: Parks & Recreation By: Susan Rader, Director Agenda Title Resolution approving Change Order No. 10 in the amount of $22,744.05 with Donlar Construction Company for the pool construction project (Improvement Project No. 995) Requested Action Staff requests that the City Council approve change order no. 10 to the contract for the pool construction project (improvement project no. 995) in the amount of $22,744.05. The City Council discussed the change order details at the August work session. Dan Boyum will be in attendance to respond to any questions regarding the change order. Policy/Past Practice The City Council considers change orders when unforeseen circumstances arise or changes are recommended for a city project. Background The City Council awarded a construction contract to Donlar Construction Company at the March 25, 2019 council meeting in the amount of $11,350,275. Stantec Engineers are providing oversight and regular construction updates are being presented to Council. Since the start of the project, the following change orders have been approved: Change Order Date Item Amount Change Order #1 – 5/28/19 Risk Insurance, Proposal Request 1 $11,618 Change Order #2 – 7/22/19 MN Department of Health Pool code review items (additional exit ladder, transition tile stripe near ramp, floor anchor and cement work near drop slide) $ 6,297 Change Order #3 – 8/26/19 Perimeter fence gates; cemetery fence and gate; bathhouse door closures $11,866 Change Order #4 – 10/14/19 Department of Labor & Industry Review changes (adding downspout storm drainage piping and fittings around the bathhouse and testing, resizing some hot water pipe sizes, replacing some fittings, and resizing some vent pipes) $24,431 Change Order #5 – 10/28/19 Water connections for the concession building; a recirculation line in the bathhouse building $8,535 Change Order #6 – 1/13/20 Concrete footings for added umbrellas; damper access panel; network control cabinet; tree stump removal; delete handholes and data raceway $4,827.35 Agenda Section Consent Item Number 6.6 Request for Action, Page 2 Change Order #7 – 3/23/20 Thicker grade beam at shade structure; rainfall and delay costs; CenterPoint utility delay $54,106.49 Change Order #8 – 5/26/20 Power to condensers; addition of stanchions and ropes near the water slides; elimination of two rows of ice and snow guards; change from wet to dry fire system in the mechanical building $1,685 Change Order #9 – 7/27/20 Addition of Fire Code items; installation of hot and cold hose bibb; deduct of contractor responsible testing services and engineering services due to concrete deck repairs -$26,730 At the August work session, city engineer Boyum was present for the monthly update and discussed the items for change order no. 10, which total $22,744.05. Extended General Conditions: On March 23, 2020, the City Council approved Pool Change Order No. 7 which included rainfall and CenterPoint Utility delay costs and winter shelter/inefficiency costs. At that time, it was decided to wait to further discuss the Extended General Conditions costs and time extension. The Extended General Conditions costs and time extension were originally identified at $49,207.89 ($44,291.53 plus Overhead and Profit of $4,429.15 and Bond cost of $487.21). In July, Donlar updated the request amount to $44,991.10, a reduction of $4,216.79. The city engineer and staff reviewed the information provided by Donlar and met on several occasions to discuss. A meeting was held with Donlar on August 6, 2020, as part of negotiations related to their request. The negotiated amount is $22,744.05, a reduction of $22,247.05. Staff and the city engineer feel this is a reasonable compromise. Overall, staff have been very pleased with the quality of workmanship on the aquatic complex and the dedication to completing the project. Pool change order no. 10 includes the addition, as follows: Superintendent Costs $15,000 Add Project Manager Costs $4,500 Add Builders Risk Policy Extension $1,611 Add Superintendent Truck/Travel Costs $550 Add Contract Time Extension – Substantial Completion by July 10, 2020 $0 Overhead and Profit Costs $1,083.05 Add Total Pool Change Order No. 10 $22,744.05 Add The change order increases the contract amount from $11,446,910.84 to $11,469,654.89. Staff recommends approval of the resolution approving the change order. Request for Action, Page 3 Summary of Costs: Between all five of the project contracts (pool, park and city hall landscaping, performance center, skate park, and city hall demolition), staff estimates that we will have a shortfall of approximately $296,203 (project totals of $19,467,937 minus total funding of $19,171,734). The majority of the shortfall is due to an additional $270,000 that was spent on the removal of poor soils and importing of sand for the pool area. In November 2019, Vicki Holthaus provided a memo outlining various funding options for project overages. At the time, her recommendation was to record a one-time transfer from the Temporary Financing Fund to cover any overage on the projects. But she advised that the project overage should be recalculated at the end of the project and the transfer recorded at that time. The recommendation remains unchanged. Attachments  Resolution  Letter from Dan Boyum, City Engineer and Change Order No. 10  Extended General Conditions Costs City of New Hope Resolution No. 2020 - Resolution approving Change Order No. 10 in the amount of $22,744.05 with Donlar Construction Company for the pool construction project (Improvement Project No. 995) WHEREAS, the city has received the request for change order no. 10 from Stantec Consulting Services for Donlar Construction Company relating to the contract for the pool construction project (Improvement Project No. 995) in the amount of $22,744.05; and WHEREAS, the items in change order no. 10 includes the extended general conditions due to previous delays including superintendent and project manager costs, extension of the builders risk policy, superintendent vehicle and travel costs, contract time extension and overhead/profit costs; and WHEREAS, the City Council reviewed the change order with city engineer Dan Boyum at the August work session; and WHEREAS, due to the time constrictions, the fire code items were approved by City Manager McDonald and shared with the City Council via email on June 25, 2020. In the email it was noted that this change order would be placed on the July 27, 2020 agenda for formal approval; and WHEREAS, the original contract with Donlar Construction Company was in the amount of $11,350,275 and the Stantec budget included a $321,824.98 contingency; and WHEREAS, the City Council reviewed the change order item with city engineer Dan Boyum at the August work session; and WHEREAS, at the May 28, 2019 city council meeting change order no. 1 was approved in the amount of $11,618, which increased the contract amount to $11,361,893 and decreased the contingency to $310,206.98; and WHEREAS, at the July 22, 2019 city council meeting change order no. 2 was approved in the amount of $6,297, which increased the contract amount to $11,368,190 and decreased the contingency to $302,916.50; and WHEREAS, at the August 26, 2019 city council meeting change order no. 3 was approved in the amount of $11,866, which increased the contract amount to $11,380,056 and decreased the contingency to $291,050.50; and WHEREAS, at the October 14, 2019 city council meeting change order no. 4 was approved in the amount of $24,431, which increased the contract amount to $11,404,487 and decreased the contingency to $266,619.50; and WHEREAS, at the October 28, 2019 city council meeting change order no. 5 was approved in the amount of $8,535, which increased the contract amount to $11,413,022 and decreased the contingency to $258,084.50; and WHEREAS, at the January 13, 2020 city council meeting change order no. 6 was approved in the amount of $4,827.35, which increased the contract amount to $11,417,849.35 and decreased the contingency to $167,900; and WHEREAS, at the March 23, 2020 city council meeting change order no. 7 was approved in the amount of $54,106.49, which increased the contract amount to $11,471,955.84 and decreased the contingency to $112,893.51; and WHEREAS, at the May 26, 2020 city council meeting change order no. 8 was approved in the amount of $1,685, which increased the contract amount to $11,473,640.84 and decreased the contingency to $111,978.18; and WHEREAS, at the July 27, 2020 city council meeting change order no. 9 was approved as a decrease in the amount of $26,730, which decreased the contract amount to $11,446,910.84; and WHEREAS, change order no. 10 increases the contract amount by $22,744.05 to $11,469,654.89; and WHEREAS, Stantec Consulting Services and staff recommend approval of the change order. NOW, THEREFORE, BE IT RESOLVED by the City Council of the city of New Hope that change order no. 10 to the Donlar Construction Company contract is approved in the amount of $22,744.05 and that all other respects of the contract shall remain in full force and effect according to its terms. Adopted by the City Council of the City of New Hope, Hennepin County, Minnesota, this 24th day of August, 2020. ______________________________ Mayor Attest: ________________________ City Clerk August 19, 2020 File:193804337 Stantec Consulting Services Inc. 733 Marquette Avenue, Suite 1000 Minneapolis, MN 55402 Attention: Susan Rader Director of Parks and Recreation City of New Hope 4401 Xylon Avenue North New Hope, MN 55428 Reference: Change Order No. 10 – New Hope Outdoor Pool City Project No: 995 Dear Susan, Several future change orders were discussed at past work sessions including the August 17, 2020 City Council Work Session. The Extended General Conditions costs and time extension due from previous delays was previously discussed in March 2020. At the time of negotiations in March 2020, it was decided to wait to further discuss the Extended General Conditions costs and time extension which was identified at $49,207.89 ($44,291.53 plus Overhead and Profit of $4,429.15 and Bond cost of $487.21). In July 2020, Donlar updated their request amount to $44,991.10, a reduction of $4,216.79. We have prepared Change Order No. 10 to compensate Donlar Construction Company for the negotiated amount of $22,744.05 as shown below: Superintendent Costs $15,000 Add Project Manager Costs $4,500 Add Builders Risk Policy Extension $1,611 Add Superintendent Truck/Travel Costs $550 Add Contract Time Extension – Substantial Completion by July 10, 2020 $0 Overhead and Profit Costs $1,083.05 Add Total Pool Change Order No. 10 $22,744.05 Add August 19, 2020, Susan Rader Page 2 of 2 Reference: Change Order No. 10 – New Hope Outdoor Pool If you have any questions or require further information, please call me at (612) 712-2021. Sincerely, STANTEC CONSULTING SERVICES INC. Dan D. Boyum, P.E. Attachments: ·New Hope Outdoor Pool – Change Order No. 10 Cc: Kirk McDonald, Valorie Leone, Jeff Sargent, Bernie Weber – New Hope; Stacy Woods – City Attorney; Bruce Paulson, Jeff Ehleringer, Lucas Miller, Ann Dienhart – Stantec. Document G701™ – 2017 Change Order AIA Document G701™ – 2017.Copyright © 1979, 1987, 2000 , 2001 and 2017 by The American Institute of Architects. All rights reserved.The “American Institute of Architects,” “AIA,” the AIA Logo, and “AIA Contract Documents” are registered trademarks and may not be used without permission. This document was produced by AIA software at 12:35:12 ET on 08/19/2020 under Order No.3664291797 which expires on 02/05/2021, is not for resale, is licensed for one-time use only, and may only be used in accordance with the AIA Contract Documents® Terms of Service. To report copyright violations, e-mail copyright@aia.org. User Notes:(3B9ADA56) 1 PROJECT:(Name and address)CONTRACT INFORMATION:CHANGE ORDER INFORMATION: New Hope Outdoor Pool Contract For: General Construction Change Order Number: 010 4401 Xylon Avenue North New Hope, Minnesota 55428 Date: March 26, 2019 Date: August 19, 2020 OWNER:(Name and address)ARCHITECT:(Name and address)CONTRACTOR:(Name and address) City of New Hope Stantec Consulting Services Inc.Donlar Construction Co. 4401 Xylon Avenue North New Hope, MN 55428-4898 733 Marquette Avenue South Suite 1000 Minneapolis, MN 55402 550 Shoreview Park Road Shoreview, MN 55126 THE CONTRACT IS CHANGED AS FOLLOWS: (Insert a detailed description of the change and, if applicable, attach or reference specific exhibits. Also include agreed upon adjustments attributable to executed Construction Change Directives.) Change Order No. 10 provides for addiitonal compensation to Donlar Construction Co. for the extended project schedule due to unexpected project delays The original Contract Sum was $11,350,275.00 The net change by previously authorized Change Orders $96,635.84 The Contract Sum prior to this Change Order was $11,446,910.84 The Contract Sum will be increased by this Change Order in the amount of $22,744.05 The new Contract Sum including this Change Order will be $11,469,654.89 The Contract Time will be increased by Zero (0) days. The new date of Substantial Completion will be July 10, 2020 NOTE:This Change Order does not include adjustments to the Contract Sum or Guaranteed Maximum Price, or the Contract Time, that have been authorized by Construction Change Directive until the cost and time have been agreed upon by both the Owner and Contractor, in which case a Change Order is executed to supersede the Construction Change Directive. NOT VALID UNTIL SIGNED BY THE ARCHITECT, CONTRACTOR AND OWNER. Stantec Consulting Services Inc.Donlar Construction Co.City of New Hope ARCHITECT (Firm name)CONTRACTOR (Firm name)OWNER (Firm name) SIGNATURE SIGNATURE SIGNATURE Bruce P. Paulson, PM PRINTED NAME AND TITLE PRINTED NAME AND TITLE PRINTED NAME AND TITLE August 19, 2020 DATE DATE DATE Part D Analysis - Donlar - Pool Part D - Extended General Conditions due from previous delays (A)(B)(C)(D = B - C) Item Description 1/24/2020 Original Request 7/6/2020 Revised Request 8/6/2020 Negotiated Amount Difference from Original Request to Negotiated Request Comments on Negotitations 1 Superintendent Costs $ 16,000.00 $ 20,000.00 $ 15,000.00 5,000.00 Staff negotiated a 25% reduction in this requested time. The Superintendent has spent 5 additional weeks and continues coordination on remaining work. 2 Trailer Rental $ 387.10 $ 0.00 $ 0.00 0.00 Contractor used bathhouse after trailer left, so no longer a cost request. 3 Temporary Sanitation Facilities $ 793.43 $ 0.00 $ 0.00 0.00 Contractor used bathhouse after trailer left, so no longer a cost request. 4 Project Manager Costs $ 25,500.00 $ 18,000.00 $ 4,500.00 13,500.00 Staff negotiated a 75% reduction in this requested time. The contractor expressed the Project Management time and subcontractor coordinations related to developing a pool opening plan. Staff discussed costs associated with Construction Administration. 5 Builders Risk Policy Extension $ 1,611.00 $ 1,611.00 $ 1,611.00 0.00 This was not part of the original scope, so Staff agreed to 100% payment. 6 Superintendent Truck/Travel Costs $ 1,100.00 $ 550.00 550.00 Staff negotiated a 50% reduction in this requested time. 7 Telephone/Tablet Use $ 190.00 $ 0.00 190.00 Not part of past requests. 8 Incentive $ 0.00 0.00 Staff updated the contractor on past discussions. The contractor asked for some consideration of the Council on a portion of the $50,000 incentive. 9 Contract Time Extension This Time Extension extends the substantial completion date on the overall project to July 10th, 2020. SubTotal - Part D $ 44,291.53 $ 40,901.00 $ 21,661.00 19,240.00 Overhead and Profit costs $4,429.15 $4,090.10 $1,083.05 3,007.05 The contractor asked for a 10% O&H. Staff negotiated a reduction to 5%. Bond 1%$487.21 Bond 1% was not included in revised or negotiated amounts. Total - Part D $49,207.89 $ 44,991.10 $ 22,744.05 $ 22,247.05 I:\RFA\P&R\Central Garage\2020\Zamboni Batteries\Q&R - Zamboni Batteries.docx Request for Action August 24, 2020 Approved by: Kirk McDonald, City Manager Originating Department: Parks & Recreation By: Susan Rader, Director Agenda Title Resolution authorizing the purchase of equipment and appropriation of funds in the amount of $8,673 for the purchase of batteries for the 2012 Zamboni by Midwest Industrial Battery, Inc. for the Ice Arena Requested Action Staff requests that the City Council approve a resolution authorizing the purchase of one set of Zamboni batteries for $8,673. Policy/Past Practice The city develops a ten-year capital improvement program (CIP) for capital equipment, facility improvements, and infrastructure projects. Each year the CIP is reviewed, updated, and extended for another ten-year period. The batteries for the Zamboni’s are funded through Central Garage and the ice arena operating budget is charged an annual replacement cost for the equipment over its life expectancy. Background The batteries in the 2012 Zamboni were last replaced in 2014 and are in need of replacement. The current batteries are no longer able to charge completely. This affects ice arena operations since staff is not able to keep up with the number of ice resurfaces needed as ice use increases. The batteries typically have a life expectancy of 4 to 5 years, but with the daily battery monitoring and weekly battery maintenance practices, staff was able to extend the battery life to 6 years for this set. Staff received two quotes for the replacement. Company Quote Midwest Industrial Battery, Inc. $8,673 R&R Specialties of Wisconsin, Inc. $9,600 Staff recommends the low quote from Midwest Industrial Battery, Inc. They have previously provided batteries and staff has been pleased with the products and service. Funding The cost to purchase the set of batteries is $8,673. This set of batteries was originally identified as a 2019 purchase, but staff postponed the purchase until it was necessary. Funding is available in the Central Garage Replacement Fund, with the amount of $9,576 dedicated for this equipment purchase. The ice arena operating budget will be charged an annual Agenda Section Consent Item Number 6.7 Request for Action, Page 2 replacement cost for these batteries over the five year life expectancy. The operations costs will continue to be covered in the ice arena operating budget. Attachments  Resolution  Recreation Facilities Manager’s memo  Zamboni batteries quotation sheet City of New Hope Resolution No. 2020- Resolution authorizing the purchase of equipment and appropriation of funds in the amount of $8,673 for the purchase of batteries for the 2012 Zamboni by Midwest Industrial Battery, Inc. for the Ice Arena WHEREAS, the city of New Hope prepares a ten-year capital improvement program (CIP) as a guiding document for equipment acquisition and improvement projects to assist with preparation of each annual operating budget; and, WHEREAS, the CIP is not formally adopted as a budget document, nor does it authorize the acquisition of individual equipment and/or projects listed therein; and, WHEREAS, staff recommends the purchase of one set of Zamboni batteries from Midwest Industrial Battery, Inc.; and, WHEREAS, the funds for this equipment purchase are available within the Central Garage Equipment Replacement Fund. NOW, THEREFORE, BE IT RESOLVED by the City Council of the city of New Hope, Minnesota, that the appropriation of $8,673 from the Central Garage Equipment Replacement Fund for payment to Midwest Industrial Battery, Inc. for one set of Zamboni batteries is hereby authorized. Adopted by the City Council of the City of New Hope, Hennepin County, Minnesota, this 24th day of August, 2020. ______________________________ Mayor Attest: ________________________ City Clerk Memorandum To: Susan Rader-Director of Parks and Recreation From: Mark Severson-Recreation Facilities Manager Date: August 17, 2020 Subject: Zamboni batteries Staff is recommending the replacement of the batteries in the 2012 Zamboni. The batteries in this Zamboni were last replaced in 2014 and are now starting to fail. Because these batteries cannot completely charge, we will not be able to get the number of resurfaces needed from this machine to keep up operations as the number of hours of ice rentals increase in the next couple of weeks. The Zamboni batteries have a life expectancy of 4 to 5 years, but with our daily battery monitoring and weekly battery maintenance practices, we were able to extend the battery life to 6 years on this set. The city develops a ten-year capital improvement program (CIP) for capital equipment, facility improvements, and infrastructure projects. Each year the CIP is reviewed, updated, and extended for another ten-year period. The batteries for the Zamboni’s are funded through Central Garage and the ice arena operating budget is charged an annual replacement cost for the equipment over its life expectancy. Staff received two bids to have new batteries installed and the old ones recycled: Midwest Industrial Battery Inc.: $8,673.00 R&R Specialties of Wisconsin Inc.: $9,600.00 (Includes $585 to inspect electrical motors) Staff recommends the low bid from Midwest Industrial Battery Inc. This purchase is funded through Central Garage and has a balance of $9,576.12. I:\RFA\PUBWORKS\2020\Council\1039\8.24.20 Present Feasibility\RFA 1039 Present Feasibility Report PW Facility Expansion Request for Action August 24, 2020 Approved by: Kirk McDonald, City Manager Originating Department: Public Works By: Bernie Weber, Public Works Director Agenda Title Presentation of feasibility report for the Public Works Facility Expansion (Improvement Project No. 1039) Requested Action Staff is requesting that the Council receive a presentation by the city engineer regarding a proposed Public Works Facility Expansion (Improvement Project No. 1039) and provide direction on next steps to be taken. Policy/Past Practice It is a past practice of staff to request direction from the City Council on potential improvement projects or expansions to city facilities. The cost of a central garage expansion was identified in the city’s 2018 Capital Improvement Plan. After review of the city’s long-term plan in late 2016, the City Council postponed any action associated with the project until at least 2020 due to the police station/city hall and pool/park improvement projects. The Council authorized the preparation of this feasibility report at the October 28, 2019, Council Meeting. Background The central garage is located at the city’s public works facility at 5500 Interna tional Parkway. Staff maintains approximately 173 pieces of equipment, 34 police vehicles, and several heavy-duty trucks. The attached vehicle list from April 22, 2019, shows all vehicles and equipment that are maintained by city staff, most of which are stored at the central garage. The 29 vehicles and pieces of equipment that are always stored outside are denoted in red. The 12 vehicles and pieces of equipment that are stored outside when not in use are denoted in green. In 2016, the city solicited proposals for engineering and architectural services associated with developing a concept plan and preparing construction plans. The request included several building and site improvements. While the project did not move forward at that time, the present-day space needs for the facility and site remain unchanged. In order to store all vehicles and equipment indoors and allow for improved efficiency, the director of public works and staff are recommending that the following building and site improvements be considered in the feasibility report:  Public Works Facility expansion with approximately 20,000 square-feet of new garage/equipment storage.  Renovation of the existing garage/equipment storage space to improve vehicle circulation and equipment storage.  Renovation of the existing parts/maintenance areas to expand/improve parts storage.  Addition of air conditioning in mechanics work bay.  Renovation of some of the existing offices.  Replace parking lot and storage yard pavement. Agenda Section Development & Planning Item Number 8.1  Provide a new fuel dispensing system for diesel fuel and unleaded gasoline adjacent to the new garage/equipment storage.  Provide a new detached 3,000 square-foot low temperature heated building for dirt used in patching water main breaks.  Security improvements both inside and out at the building including a new security gate and cameras.  Storm water improvements as approved by the watershed. Funding The feasibility report identifies an estimated total project cost of $6,414,066.60. The report also looked at an estimated total project cost for a reduced project scope of $1,532,449.00. The city started setting aside funds for public works building improvements through central garage changes in 2017 and continues to increase the amount set aside on an annual basis. It is anticipated that the reduced scope public works building improvements could be paid for with the funds currently saved for that purpose along with utilizing central garage reserve funds. The availability of internal funding from the temporary financing fund for the larger scope project will not be known until the Civic Center Park and Pool projects are completed. Funding for the improvements is discussed further in the attached memo from AEM. A site visit to review the proposed improvements at the Public Works Building can be coordinated in the future for interested council members. Attachments  AEM Funding Memo  Feasibility Report  Site plan (aerial view)  Site plans – full project - elevations  Site plans – reduced scope - elevations  List of vehicles and equipment maintained by city staff (April 22, 2019)  Photos from 2019 1 Public Works Facility Expansion Feasibility Study City of New Hope Prepared for: City of New Hope 4401 Xylon Avenue North New Hope, MN 55428 Prepared By: Stantec Architecture Inc. 733 Marquette Avenue, Suite 1000 Minneapolis, MN 55402 Project No. 193804913 August 24, 2020 2 Stantec Architecture Inc. 733 Marquette Avenue, Suite 1000, Minneapolis, MN 55402 August 24, 2020 File: 193804913 Mr. Bernie Weber City of New Hope 5500 International Parkway New Hope, MN 55428 Reference: Summary Report – Expansion Feasibility Study City of New Hope Public Works Facility Dear Bernie, Stantec is pleased to present this Executive Summary Report of the New Hope Public Works Facility Expansion Feasibility Study. The existing Public Works Facility has had several additions with the latest being the Mechanic’s Area which was completed in 2001. Since that time, the needs of the departments housed within the Public Works Facility have grown and it is anticipated these departments will continue to grow into the future. In June of 2016, the Public Works department submitted a Request for Action to the City Council. Included in this request were the following items for the existing Public Works Facility: 1. Removal and replacement of all Public Works Facility asphalt surfaces. 2. Repair shop floors and coatings, concrete is spalling, coatings have lifted, repair, reseal or resurface. 3. Replace tile flooring; high wear in many areas, repairs are required at minimum. 4. Cleaning/repainting of Public Works Facility interior walls regarding accumulated soot and paint peeling. 5. Public Works Facility, garage doors and replacement of worn out overhead doors as well to increase efficiency of building. 6. Barrier walls for spoils storage area to store materials in an organized method and to keep contained per storm water runoff standards. 7. Installation of irrigation at Public Works Facility; esthetically appearance should be contiguous of the industrial area. Also included in this Request for Action was a Public Works Facility expansion to fully house Public Works equipment inside the facility to increase longevity and reduce weathering, with upgrades to increase efficiency of staff, including relocating/upgrading fuel tank and dispensing system. The proposed building expansion size was 20,000 square feet with a 3,000 square foot outbuilding with barrier walls for storage of sand, gravel, and topsoil. 3 Per our proposal dated October 4, 2019 and follow-up meetings with Public Works staff, the items from the 2016 Request for Action were revised to include the following: 1. Public Works Facility expansion with approximately 20,000 square feet of new garage/equipment storage. 2. Renovation of the existing garage/equipment storage space to improve vehicle circulation and equipment storage. 3. Renovation of the existing Parts/Mechanics Bay areas to expand/improve parts storage. 4. Addition of air conditioning in Mechanics Work Bay. 5. Renovation of some of the existing offices (expanded to include re-facing all of the kitchen cabinets and renovation/expansion of the existing Storage Room into a new Fitness Room). 6. Replace parking lot and storage yard pavement. 7. Provide a new fuel dispensing system for diesel fuel and unleaded gasoline adjacent to the new garage/equipment storage. 8. Provide a new detached 3,000 square low-temperature heated storage building with concrete barrier walls for sand, gravel, and topsoil storage. 9. Security improvements both inside and outside the building including a new security gate and cameras. 10. Storm water improvements as required by the watershed district. Stantec performed an assessment of the existing Public Works Facility to document the current condition of the building, and identify any critical deficiencies needing immediate attention and improvement. Should you have any questions regarding this report or need further detail or explanation, please contact me at (612) 712-2108 or via email at bruce.paulson@stantec.com. Respectfully Submitted, STANTEC ARCHITECTURE INC. Bruce P. Paulson, RA Senior Project Manager/Architect Phone: (612) 712-2108 Mobile: (651) 492-9089 Bruce.Paulson@stantec.com 4 Table of Contents 1.0 Introduction and Approach ....................................................................................................... 5 2.0 Current Conditions ........................................................................................................................ 6 3.0 Expansion Feasibility Summary ................................................................................................... 8 4.0 Recommendations .................................................................................................................... 10 5.0 Expansion Feasibility Costs Summary ........................................................................................ 11 Appendix A – Opinion of Probable Project Costs – 2020 Appendix B – 30-Year Fleet Replacement Analysis Drawings 5 1.0 Introduction and Approach The City of New Hope contracted with Stantec to prepare an Expansion Feasibility Study for the Public Works Facility. This study included a Condition Assessment of the existing Public Works Facility via walk-through visual observations of the existing building envelope, structural systems, building systems, and roof condition to identify current deficiencies and potential needs of the building and structure. The Stantec assessment team consisted of an architect, structural engineer, mechanical engineer and electrical engineer performing the on-site facilities condition assessment to document the existing conditions through visual observation and photographs. During the on-site facilities condition assessment, we conferred with the City’s Public Works staff to identify known issues or unseen conditions within the building. Generally, the building and structure is in good condition, except as noted herein. It is the intent that the items identified and described in this report will provide guidance to improve the building and extend its’ useful life. 6 2.0 Current Conditions Public Works Facility Vehicle and Equipment Storage The current Public Works Facility does not have enough interior space to accommodate all of the city-owned vehicles and equipment. Material Storage Sand and gravel are currently stored inside the building in a space that could be better used as vehicle parking with the available power and heating contained within the building. Flooring The concrete floors in the Mechanics Bay and Vehicle Parking areas have areas that have spalled and need repair. The spalled areas create a trip hazard and are showing further signs of deterioration and wear. The vinyl composition tile in the hallways, some office spaces, and lunchroom is showing signs of wear from foot traffic. Interior Walls The exterior of the building was repainted in 2013. The interior walls of the Vehicle Parking spaces have not been repainted and are in need of cleaning and repainting. Overhead Doors The exterior service doors and frames in the Vehicle Parking spaces are showing signs of wear with rust visible on the doors and frames. Staff have indicated the overhead doors in the Vehicle Parking spaces are also showing signs of wear with not operating as quickly as they used to. Mechanics Bay Staff have indicated the current Mechanics Bay Parts Room is undersized for the inventory they need to keep stocked for the variety of vehicles and equipment serviced. The Mechanics Bay needs to keep the overhead doors closed to maintain building security. In summer months this is an issue as the Shop does not have air conditioning. The air compressor that serves the Mechanics Bay as well as the Vehicle Parking spaces is very noisy. It has been moved a few times trying to make it less annoying, without any real success. Ancillary Spaces The current fitness area is located on the mezzanine above the Parks Department space. Staff have requested this function be relocated to the main level to allow more staff access to the equipment. The current Kitchen base cabinets, wall cabinets, and countertops are showing their age. Staff have requested these be replaced and re-sized to allow each employee their own wall or base cabinet for storage of personal food/eating items. 7 Electrical The existing electrical service to the New Hope Public Works Facility is a 1200A, 208Y/120 Volt, Three Phase service from the electric utility. There is an existing 100kW generator and automatic transfer switch that is used to feed the whole building when power from the utility is disrupted. Stantec reviewed one year of utility bills and found that the existing facility is currently using approximately 66kVA (183A @ 208Y/120V). Outdoor Yard Topsoil Storage The current outdoor yard includes an area for topsoil storage that is not covered. This allows the soil to become water-logged as well as run-off during heavy rain events. Relocation of the soil spoils and topsoil storage from outdoor to inside the low- temperature heated storage building will clean up the outdoor storage area as well as eliminate the potential for soils to get into the storm drainage system during rain events. Fuel Dispensing System The current fuel dispensing system and underground fuel tanks are inside the security fence south of the existing building. The building expansion will require the fuel dispensing system to be relocated. Public Works is recommending the fueling station be relocated outside of the security fence area for the following reasons: 1. Security gate malfunctions have affected access to the fueling station in the past, forcing police officers to re-fuel their work vehicles at local gas stations at a higher fuel cost. 2. Security gate malfunctions have led to the gate remaining open after normal work hours compromising site security. 3. West Metro Fire Department would be able to use the fuel dispensing system in the new location outside of the security fence. 4. Public Works would be able to meet security protocols with fewer vehicles accessing their secured site. Asphalt Pavement The existing asphalt pavement on this site is over 20 years old, deteriorating and needs replacement. Site The turf areas on this site are not currently irrigated. 8 3.0 Expansion Feasibility Summary This Expansion Feasibility Study was requested by City staff to review existing conditions at the Public Works Facility and determine the need and feasibility of expanding the Public Works Facility. A kickoff meeting with department heads was held to review the proposed improvements from the 2016 Request for Action, as well as the updated list of improvements included in our proposal dated October 4, 2019. At this meeting, known issues within the existing building were also discussed. Council Questions and Follow-up Based on some of the questions by Council related to the expansion, one of the first tasks performed by City staff was to check with the Public Works Departments of neighboring cities to understand where they store their city-owned vehicles and equipment. The table below reflects Staff’s findings. City Vehicles/Equipment Storage Other Comments Brooklyn Center All vehicles and equipment stored inside except the garbage truck Brooklyn Park All vehicles except supervisors vehicles stored inside. Most equipment stored inside except plow wings during the summer. Coon Rapids All vehicles, trailers and some other equipment stored outside. Proposing next year to build new cold storage area to store all equipment inside Crystal All vehicles and equipment stored inside. Fridley All vehicles and equipment stored inside. Recently built new facility. Has underbody spray system, idea they got from Elk River. They predict it has an increase of 15% on liftime of vehicle. Offered tour if interested. Golden Valley All vehicles and equipment stored inside. Maple Grove Most vehicles stored inside, some seasonal and trailers stored outdoors. Have drive through wash for vehicles. Plymouth Everything Stored inside except plow wings stored outside during the summer. 9 City Council members asked if canopies could be used in lieu of an enclosed building to save costs while offering cover and flexibility. City staff reviewed the city zoning requirements and conferred with the city planner regarding the possibility. The public works facility is located in the Governmental, Park & Open Space (GPO) zoning district and is positioned within an industrial park. While the GPO district allows the city some flexibility, staff recommends applying the City’s industrial district standards, including the New Hope Design Guidelines. An open-air canopy would not meet the City’s architectural standards for an accessory building nor would it meet the façade requirements for parking structures in any zoning district. Additionally, use of an open-air canopy would still allow snow to blow in and onto city vehicles and equipment and would not protect either from colder temperatures. Thus, there would still be costs associated with non-productive labor and equipment to access and use those vehicles in the winter. As an example, the two trucks that are used year-round for water main breaks have diesel engines and are currently parked outside. Depending on the weather conditions, there are times during the winter months when it will require up to two hours to get either vehicle cleaned off, started, and loaded with the necessary equipment kept inside the building before they can depart to address the water main break. Electrical System Capacity Stantec reviewed the existing switchgear and found space for nine (9) 100A breakers in the existing switchgear P1, and it appears there is space for a future 600A breaker in the existing switchgear P1 as well below the existing 400A and 600A breakers. These spaces can be used to feed the proposed work described above. It is expected that the new work would add an estimated 36kVA (100A @208Y/120V) of load. This additional load can be added to both the electrical service and the existing generator. The existing electrical service has both the spare amperage capacity and the capacity to add breakers in the existing switchgear to feed the expansion work described in this report. New 100A or 200A breakers would be provided in the existing switchgear P1 to feed the expansion. The expansion would be supported by the existing generator in the event of a utility company power disruption. Fleet Replacement Costs Another Council question was related to the costs and equipment replacement savings associated with storing vehicles and equipment inside versus outside. City Staff prepared a 30-year replacement analysis in Appendix B to address these questions. Appendix B includes a 30-year fleet replacement cost estimate and looks at the vehicle replacement costs for vehicles stored outside versus vehicles stored inside. The estimated costs savings to the City by moving fleet vehicles inside is $33,013.00 per year for a total estimated savings of $990,393.00 over 30 years. 10 4.0 Recommendations The recommendations provided below are from the comments in Section 2.0 Current Conditions Assessment and are listed in order of importance. Estimated costs can also be found in Appendix A at the back of this report. 1. Expand the existing Public Works Facility with a 20,000 square foot addition to accommodate existing vehicles and equipment that cannot currently be parked and/or stored inside during inclement weather and winter months. 2. The existing Closed Circuit TV (CCTV) system including all cameras, wiring, and head end equipment should be removed and a new Closed Circuit TV (CCTV) system be installed that is compatible with the new City Hall security system. 3. Relocate the fuel dispensing system and underground fuel storage tanks to the west side of the new addition with access from International Parkway without having to go through the security fence. 4. Add a new 3,000 square foot soils storage building to accommodate sand, class 5 gravel, and topsoil. This will clean up the outdoor storage yard and will also reduce the potential of getting soils into the storm drainage system. 5. Replace the existing pavement for the entire site. Reconstruct to current New Hope standard section. 6. Add air conditioning to the Mechanics Bay. 7. Add a new Mechanics Supervisor office and expand the Parts Storage Room with a new mezzanine above to accommodate additional storage. 8. Add a new Compressor Room to contain the air compressor and its’ noise. Relocation of the compressor moves it to be centrally located within the building for the new expansion. 9. Renovate the existing Paint Storage Room into the relocated Fitness Room and provide heating and air conditioning. 10. Replace the overhead and service doors into the Vehicle Parking spaces. 11. Add new translucent window panels in the exterior walls of the Vehicle Parking spaces to bring in more natural light. 12. Clean and repaint the interior walls of the Vehicle Parking spaces. 13. Repair/replace areas of spalled concrete floors in the Mechanics Bay and Vehicle Parking spaces. Clean all concrete floors in these areas and apply new concrete floor sealer. 14. Replace the south two-thirds of the trench drain and sand interceptor in the main Vehicle Parking area. 15. Renovate the current sand/gravel storage space into a new Truck Storage Space. Remove the concrete push walls and floor slab, install a new sloped floor slab with trench drain connected to the existing trench drain in the main Vehicle Parking area. 16. The vinyl composition tile in the hallways, some office spaces, and lunchroom, are in need of replacement. 17. The Kitchen cabinets in the lunchroom should be re-faced and the countertops be replaced. 18. The exterior turf areas should have an irrigation system. 11 5.0 Expansion Feasibility Costs Summary As mentioned previously, the Public Works Facility is in generally good condition. The items identified in this report have been reviewed with the Public Works staff to understand the need and the summary of costs for the items included herein are as follows: 5.1 Summary of Opinion of Probable Project Costs An opinion of probable construction and project costs is itemized in Appendix A, based on 2020 construction costs. Recommendations are described and an opinion of probable construction cost is provided for each recommendation. Below is the total opinion of probable construction and project costs for the recommendations provided: Public Works Addition $ 3,140,000.00 Security System $184,300.00 Fiber Optic Relocation $20,000.00 Fuel Dispensing System $262,000.00 Soils Storage Building $270,000.00 Pavement Replacement $734,846.00 Mechanics Bay Air Conditioning $75,000.00 Parts/Mechanics Bay Renovation $89,375.00 Relocated Fitness Room $21,900.00 Re-face Kitchen Cabinets/New Countertops $11,840.00 Replace Garage Doors/Add new windows $120,100.00 Clean/Repaint Interior Walls $71,900.00 Repair Shop Floors/New concrete sealer $147,050.50 Truck Storage Space Renovation $72,590.00 New Trench Drain $59,716.00 Replace Vinyl Tile Flooring $22,113.00 New Irrigation System $37,325.00 Subtotal Estimated Opinion of Probable Construction Cost $5,320,055,50 10% Contingency $532,005.55 10% Indirect $532,005.55 Construction Testing $30,000.00 Total Estimated Opinion of Probable Project Cost $6,414,066.60 Please note: Each line item listed in Appendix A has an opinion of probable construction cost just for that item. The costs will vary depending on how the recommended scope of work is packaged for this project. Projected Project Costs (based on 3.5% annual inflation rate) Year Total Estimated Project Cost 2021 $6,638,558.93 2022 $6,870,908.49 2023 $7,111,390.29 2024 $7,360,288.95 12 5.2 Summary of Opinion of Probable Project Costs – Reduced Project Scope An opinion of probable construction and project costs is itemized in Appendix A, based on 2020 construction costs. Recommendations are described and an opinion of probable construction cost is provided for each recommendation. Below is the total opinion of probable construction and project costs for the reduced project scope recommendations provided: Security System $184,300.00 New Soils Storage Building $270,000.00 Pavement Replacement $498,515.00 Mechanics Bay Air Conditioning $75,000.00 Parts/Mechanics Bay Renovation $89,375.00 Relocated Fitness Room $21,900.00 New Overhead Garage Door $11,000.00 Clean/Repaint Interior Walls of Mechanics Bay $21,280.00 Repair Mechanics Bay Floor/New concrete sealer $24,747.50 Truck Storage Space Renovation $72,590.00 Subtotal Estimated Opinion of Probable Construction Cost $1,268,707.50 10% Contingency $126,870.75 10% Indirect $126,870.75 Construction Testing $10,000.00 Total Estimated Opinion of Probable Project Cost $1,532,449.00 Please note: Each line item listed in Appendix A has an opinion of probable construction cost just for that item. The costs will vary depending on how the recommended scope of work is packaged for this project. Potential Alternates for the Reduced Project Scope New Mechanics Bay Parking Spaces $51,450.00 New Translucent Wall Panels $15,000.00 Re-face Kitchen Cabinets/New Countertops $11,840.00 Replace Vinyl Flooring $22,113.00 APPENDIX A PROJECT: New Hope Public Works Facility Expansion Feasibility Study PROJECT NO: 193804913 CLIENT: City of New Hope, MN DATE: August 24, 2020 PAGE TITLE: Preliminary Opinion of Probable Construction Costs Total Item Unit Quantity Per Unit Total New public works facility building expansion SF 20,000 $125.00 $2,500,000.00 New mechanical systems SF 20,000 $15.00 $300,000.00 New plumbing systems SF 20,000 $5.00 $100,000.00 New electrical systems SF 20,000 $12.00 $240,000.00 Subtotal $3,140,000.00 New security gates - vertical pivot operators EA 2 $35,000.00 $70,000.00 New chain link security fence LF 220 $65.00 $14,300.00 New security cameras EA 20 $5,000.00 $100,000.00 Subtotal $184,300.00 LS 1 $15,000.00 $15,000.00 LS 1 $175,000.00 $175,000.00 New concrete pavement at fuel dispensing system SF 9,000 $8.00 $72,000.00 Subtotal $262,000.00 New soils storage building; 22' clear to bottom of roof trusses SF 3,000 $80.00 $240,000.00 SF 3,000 $4.00 $12,000.00 Electrical power and lighting SF 3,000 $6.00 $18,000.00 Subtotal $270,000.00 Infrared gas-fired heating system ITEM Remove existing fuel dispensing system, concrete island, and underground fuel storage tanks New fuel dispensing system for diesel and unleaded gasoline; concrete island with bollards; and (2) 10,000 gallon underground fuel storage tanks; (2) fuel dispensers with two hoses per dispenser; card reader controller for fuel dispensing; fuel tank monitoring system; all necessary electrical conduits and wiring; all necessary underground plumbing piping and vents New Soils Storage Building Security System Improvements Public Works Facility Building Expansion New Fuel Dispensing System 1 of 4 PROJECT: New Hope Public Works Facility Expansion Feasibility Study PROJECT NO: 193804913 CLIENT: City of New Hope, MN DATE: August 24, 2020 PAGE TITLE: Preliminary Opinion of Probable Construction Costs Total Item Unit Quantity Per Unit TotalITEM LS 1 $26,300.00 $26,300.00 SY 12,422 $3.00 $37,266.00 LF 702 $10.00 $7,020.00 LF 200 $80.00 $16,000.00 LS 1 $262,500.00 $262,500.00 CY 1,450 $20.00 $29,000.00 SY 1,776 $2.00 $3,552.00 CY 890 $25.00 $22,250.00 LS 1 $3,750.00 $3,750.00 Ton 1,757 $25.00 $43,925.00 Ton 1,720 $85.00 $146,200.00 Ton 1,290 $90.00 $116,100.00 Gallon 710 $3.50 $2,485.00 LF 2,258 $1.00 $2,258.00 LF 702 $20.00 $14,040.00 LF 2,200 $1.00 $2,200.00 Subtotal $734,846.00 EA 1 $75,000.00 $75,000.00 Subtotal $75,000.00 Remove existing Parts and Parks Department spaces SF 990 $2.50 $2,475.00 New Mechanics Bay Office/Parts Storage with mezzanine SF 1,580 $55.00 $86,900.00 Subtotal $89,375.00 SF 292 $75.00 $21,900.00 Subtotal $21,900.00 Bituminous Mastic New pavement markings Relocated Fitness Room Renovate and expand the existing Storage Room 120 into the Relocated Fitness Room 120; remove existing CMU wall and install new structural beam; add new CMU walls; add three translucent window panels; paint walls and ceiling; provide rubber sports flooring; add heating and cooling; add new lighting and power receptacles Pavement Replacement Bituminous removal Mobilization Shape Aggregate Base Mechanics Bay Office/Parts Storage Renovation Curb and Gutter Bituminous Tack Bituminous Base Aggregate Base Bituminous Wear New air conditioning unit with ductwork Common Excavation (P) Geotextile Fabric Select Granular Borrow (CV) New Air Conditioning System for Mechanics Bay Remove Curb and Gutter Storm Sewer Pipe and Structures Storm Sewer Chamber 2 of 4 PROJECT: New Hope Public Works Facility Expansion Feasibility Study PROJECT NO: 193804913 CLIENT: City of New Hope, MN DATE: August 24, 2020 PAGE TITLE: Preliminary Opinion of Probable Construction Costs Total Item Unit Quantity Per Unit TotalITEM Re-face Kitchen cabinets LF 86 $100.00 $8,600.00 Replace Kitchen countertops LF 45 $72.00 $3,240.00 Subtotal $11,840.00 Remove existing garage doors and frames EA 6 $50.00 $300.00 Remove existing overhead doors, tracks, and motor operators EA 10 $600.00 $6,000.00 Install new garage doors and frames EA 6 $2,800.00 $16,800.00 Install new overhead doors, tracks and motor operators EA 10 $7,500.00 $75,000.00 Install new overhead door, track and motor operator in east wall EA 1 $11,000.00 $11,000.00 Install new translucent window panels EA 11 $1,000.00 $11,000.00 Subtotal $120,100.00 Clean interior walls SF 28,760 $0.75 $21,570.00 Re-paint interior walls SF 28,760 $1.75 $50,330.00 Subtotal $71,900.00 Replace spalled concrete floor slab SF 2,775 $18.00 $49,950.00 Clean/prep concrete floor slabs SF 27,743 $2.00 $55,486.00 Install new concrete floor coating SF 27,743 $1.50 $41,614.50 Subtotal $147,050.50 CY 84 $325.00 $27,300.00 SF 860 $1.50 $1,290.00 LF 23 $350.00 $8,050.00 SF 2,262 $10.00 $22,620.00 SF 860 $15.50 $13,330.00 Subtotal $72,590.00 Truck Storage Space Renovation Remove existing concrete push walls and floor slab Install new trench drain with pipng to existing sand interceptor Install new 8" CMU north divider wall Remove existing north wall Install new concrete floor slab over compacted backfill Replace Garage Doors, Overhead Doors, and add new Translucent Wall Panels Clean/Repaint Interior Walls of Mechanics Bay and Vehicle Parking Repair Shop Floors and Coatings Re-face Kitchen cabinets/new countertops 3 of 4 PROJECT: New Hope Public Works Facility Expansion Feasibility Study PROJECT NO: 193804913 CLIENT: City of New Hope, MN DATE: August 24, 2020 PAGE TITLE: Preliminary Opinion of Probable Construction Costs Total Item Unit Quantity Per Unit TotalITEM SF 1,887 $11.00 $20,757.00 LF 103 $250.00 $25,750.00 SF 1,887 $7.00 $13,209.00 Subtotal $59,716.00 Remove existing vinyl tile flooring SF 2,106 $2.50 $5,265.00 Install new vinyl tile flooring SF 2,106 $8.00 $16,848.00 Subtotal $22,113.00 Install new irrigation system SF 14,930 $1.50 $22,395.00 Site restoration SF 14,930 $1.00 $14,930.00 Subtotal $37,325.00 Subtotal Estimated Opinion of Probable Construction Cost $5,320,055.50 10% Contingency $532,005.55 10% Indirect Costs $532,005.55 Construction Testing $30,000.00 Total Estimated Opinion of Probable Construction Cost $6,414,066.60 Note: Shingle Creek Watershed District will provide $50,000.00 towards the costs for the storm sewer chamber. Projected Project Costs (based on 3.5% annual inflation rate) Install Irrigation System Replace Vinyl Tile Flooring Install new concrete slab to 8' away from trench drain New Trench Drain in Existing Building Install new trench drain with new sand interceptor Remove existing trench drain and sand interceptor; remove existing concrete slab to 8' away from trench drain 2023 $7,111,390.29 2024 $7,360,288.95 Year Estimated Total Project Cost 2021 $6,638,558.93 2022 $6,870,908.49 4 of 4 PROJECT: New Hope Public Works Facility Expansion Feasibility Study PROJECT NO: 193804913 CLIENT: City of New Hope, MN DATE: August 24, 2020 PAGE TITLE: Preliminary Opinion of Probable Construction Costs-Reduced Project Scope V2 Total Item Unit Quantity Per Unit Total New security gates - vertical pivot operators EA 2 $35,000.00 $70,000.00 New chain link security fence LF 220 $65.00 $14,300.00 New security cameras EA 20 $5,000.00 $100,000.00 Subtotal $184,300.00 New soils storage building; 22' clear to bottom of roof trusses SF 3,000 $80.00 $240,000.00 SF 3,000 $4.00 $12,000.00 SF 3,000 $6.00 $18,000.00 Subtotal $270,000.00 LS 1 $26,300.00 $26,300.00 SY 5,647 $3.00 $16,941.00 LF 120 $10.00 $1,200.00 LF 200 $80.00 $16,000.00 LS 1 $262,500.00 $262,500.00 CY 660 $20.00 $13,200.00 SY 1,776 $2.00 $3,552.00 CY 405 $25.00 $10,125.00 LS 1 $3,750.00 $3,750.00 Ton 800 $25.00 $20,000.00 Ton 783 $85.00 $66,555.00 Ton 587 $90.00 $52,830.00 Gallon 324 $3.50 $1,134.00 LF 1,028 $1.00 $1,028.00 LF 120 $20.00 $2,400.00 LF 1,000 $1.00 $1,000.00 Subtotal $498,515.00 EA 1 $75,000.00 $75,000.00 Subtotal $75,000.00 Infrared gas-fired heating system Electrical power and lighting ITEM Security System Improvements New Soils Storage Building Pavement Replacement Mobilization Bituminous removal Remove Curb and Gutter Storm Sewer Pipe and Structures Storm Sewer Chamber Common Excavation (P) Geotextile Fabric Select Granular Borrow (CV) Shape Aggregate Base Aggregate Base Bituminous Base Bituminous Wear Bituminous Tack Bituminous Mastic Curb and Gutter New pavement markings New Air Conditioning System for Mechanics Bay New air conditioning unit with ductwork 1 of 4 PROJECT: New Hope Public Works Facility Expansion Feasibility Study PROJECT NO: 193804913 CLIENT: City of New Hope, MN DATE: August 24, 2020 PAGE TITLE: Preliminary Opinion of Probable Construction Costs-Reduced Project Scope V2 Total Item Unit Quantity Per Unit TotalITEM Remove existing Parts and Parks Department spaces SF 990 $2.50 $2,475.00 New Mechanics Bay Office/Parts Storage with mezzanine SF 1,580 $55.00 $86,900.00 Subtotal $89,375.00 SF 292 $75.00 $21,900.00 Subtotal $21,900.00 Install new overhead door, track and motor operator in east wall EA 1 $11,000.00 $11,000.00 Subtotal $11,000.00 Clean interior walls SF 8,512 $0.75 $6,384.00 Re-paint interior walls SF 8,512 $1.75 $14,896.00 Subtotal $21,280.00 Replace spalled concrete floor slab SF 600 $18.00 $10,800.00 Clean/prep concrete floor slabs SF 3,985 $2.00 $7,970.00 Install new concrete floor coating SF 3,985 $1.50 $5,977.50 Subtotal $24,747.50 CY 84 $325.00 $27,300.00 SF 860 $1.50 $1,290.00 LF 23 $350.00 $8,050.00 SF 2,262 $10.00 $22,620.00 SF 860 $15.50 $13,330.00 Subtotal $72,590.00 Truck Storage Space Renovation Remove existing concrete push walls and floor slab Remove existing north wall Install new trench drain with pipng to existing sand interceptor Install new concrete floor slab over compacted backfill Install new 8" CMU north divider wall Relocated Fitness Room Clean/Repaint Interior Walls of Mechanics Bay Repair Mechanics Bay Floor and Coatings Mechanics Bay Office/Parts Storage Renovation Renovate and expand the existing Storage Room 120 into the Relocated Fitness Room 120; remove existing CMU wall and install new structural beam; add new CMU walls; add three translucent window panels; paint walls and ceiling; provide rubber sports flooring; add heating and cooling; add new lighting and power receptacles New Overhead Door 2 of 4 PROJECT: New Hope Public Works Facility Expansion Feasibility Study PROJECT NO: 193804913 CLIENT: City of New Hope, MN DATE: August 24, 2020 PAGE TITLE: Preliminary Opinion of Probable Construction Costs-Reduced Project Scope V2 Total Item Unit Quantity Per Unit TotalITEM Subtotal Estimated Opinion of Probable Construction Cost $1,268,707.50 10% Contingency $126,870.75 10% Indirect Costs $126,870.75 Construction Testing $10,000.00 Total Estimated Opinion of Probable Construction Cost $1,532,449.00 3 of 4 PROJECT: New Hope Public Works Facility Expansion Feasibility Study PROJECT NO: 193804913 CLIENT: City of New Hope, MN DATE: August 24, 2020 PAGE TITLE: Preliminary Opinion of Probable Construction Costs-Reduced Project Scope V2 Total Item Unit Quantity Per Unit TotalITEM POTENTIAL ALTERNATES LS 1 $5,000.00 $5,000.00 SY 525 $5.00 $2,625.00 LF 70 $12.00 $840.00 CY 270 $20.00 $5,400.00 SY 525 $2.00 $1,050.00 CY 180 $25.00 $4,500.00 LS 1 $1,000.00 $1,000.00 Ton 425 $25.00 $10,625.00 Ton 106 $85.00 $9,010.00 Ton 85 $90.00 $7,650.00 Gallon 100 $5.00 $500.00 LF 500 $1.00 $500.00 LF 124 $20.00 $2,480.00 LF 180 $1.50 $270.00 Subtotal $51,450.00 Install new translucent window panels EA 15 $1,000.00 $15,000.00 Subtotal $15,000.00 Re-face Kitchen cabinets LF 86 $100.00 $8,600.00 Replace Kitchen countertops LF 45 $72.00 $3,240.00 Subtotal $11,840.00 Remove existing vinyl tile flooring SF 2,106 $2.50 $5,265.00 Install new vinyl tile flooring SF 2,106 $8.00 $16,848.00 Subtotal $22,113.00 New pavement markings Aggregate Base Bituminous Wear Bituminous Tack Bituminous Mastic Curb and Gutter Common Excavation (P) Geotextile Fabric Select Granular Borrow (CV) Shape Aggregate Base Add New Translucent Wall Panels Re-face Kitchen cabinets Replace Vinyl Tile Flooring New Mechanic's Bay Parking Spaces Mobilization Bituminous removal Remove Curb and Gutter Bituminous Base 4 of 4 APPENDIX B PROJECT: New Hope Public Works Facility Expansion Feasibility Study PROJECT NO: 193804913 CLIENT: City of New Hope, MN DATE: July 8, 2020 PAGE TITLE: 30 Year Fleet Replacement Cost Estimate Vehicle/ Equipment No.Model Year Original Purchase Price Estimated 2020 Replacement Cost* Ford Pickup 1 2002 $25,237 $40,652 Ford Pickup 8 2002 $31,347 $50,493 Sterling Dump Truck 9 1999 $131,447 $228,638 Ford Dump Truck 15 1997 $29,931 $54,027 Ford F 550 17 2016 $42,968 $51,872 Sterling Dump Truck 19 1999 $100,530 $174,862 Sterling Dump Truck 20 2006 $85,767 $123,269 Ford 1 Ton Dump 21 2003 $32,407 $51,042 Tractor 5105 M 29 2009 $67,704 $83,124 Sterling Dump Truck 31 2000 $104,438 $175,725 Ford Tractor 33 1972 $7,000 $48,501 Ford Pickup 35 1999 $25,478 $44,317 Ford 1 Ton Tump 39 2010 $28,275 $69,258 Ford Pickup - Utilities 204 2008 $20,056 $26,990 Tractor 4720 226 2012 $31,062 $66,053 Ford Pickup - Streets 227 2012 $27,287 $40,481 New Holland Tractor 236 2013 $182,103 $226,490 Flail Mower 238 2014 $39,400 $48,222 Subtotal $1,012,435.64 $1,604,014.28 Vehicle/ Equipment No.Model Year Original Purchase Price Estimated 2020 Replacement Cost* Trailer Roller 12 1998 $3,923 $7,437 Vermeer Chipper 14 2015 $53,100 $73,113 Trailer 22 1999 $4,225 $7,349 Trailer 23 1999 $4,225 $7,349 AgriMetal Aerator 41 2001 $5,458 $8,931 Stepp Hot Box 42 2010 $35,865 $47,655 Jon Boat 44 2012 $400 $505 Trailer 62 2001 $1,966 $6,635 Trailer 63 2001 $1,966 $6,635 Bobcat Trailer 66 2001 $4,975 $9,135 Grader 69 2001 $8,147 $13,331 ITEM ITEM Vehicles Equipment 1 of 2 PROJECT: New Hope Public Works Facility Expansion Feasibility Study PROJECT NO: 193804913 CLIENT: City of New Hope, MN DATE: July 8, 2020 PAGE TITLE: 30 Year Fleet Replacement Cost Estimate Vehicle/ Equipment No.Model Year Original Purchase Price Estimated 2020 Replacement Cost*ITEM Pothole Patch Step Trailer 70 2007 $1,968 $2,750 Fertilizer Spreader 82 2014 $4,895 $6,740 Trailer Cement Forms 83 1987 $2,500 $6,375 Top Dresser 89 2016 $7,500 $9,464 Arrow Board 99 2000 $7,075 $11,904 Saw Trailer 200 2008 $2,605 $3,506 Grapple for #64 207 2010 $12,564 $15,177 Trailer for #68 209 2008 $5,949 $8,006 Stump Chipper 217 1989 $10,722 $25,060 Trailer - Utilities 224 2013 $17,165 $26,436 Message Board 228 2012 $17,580 $25,834 Mixer Trailer 235 2013 $5,272 $6,557 Bobcat Attachments 258 2018 $20,094 $21,078 Subtotal $240,138 $356,964 Total Vehicle 2020 estimated replacement cost $1,604,014 Total Equipment 2020 estimated replacement cost $356,964 Total Cost of all Fleet Stored Outside $1,960,978 Average Life of Fleet Stored Indoors (yr)**13.5 Average Life of Fleet Store Outdoors (yr) **11 30 Year Replacement Cost of Fleet if Stored Indoors $4,357,729 30 Year Replacement Cost of Fleet if Stored Outdoors $5,348,122 Cost Savings by Moving Fleet Indoors over 30 Years $990,393 Cost Savings by Moving Fleet Indoors / year (over 30 years)$33,013 ** Average Life of Fleet based on staff review of various Public Works Facility Studies * Estimated 2020 cost based on either A) amount currently budgeted in the CIP for replacement if information is available or B) Original purchase price adjusted for inflation + 10% contingency 2 of 2 Addition Wash Bay New Fuel Bay Existing Fuel Bay Existing Dirt Room New out-building & dirt rooms Proposed Public Works Addition Door Door 2 8 4 ’145’ LEGEND EXISTING FACILITY SHEET NUMBER DATENO SURVEY APPROVED DESIGNED DRAWN PROJ. NO.WASPREPAREDBYMEORUNDERMYDIRECTSUPERVISIONIHEREBYCERTIFYTHATTHISPLAN,SPECIFICATION,ORREPORTANDTHATIAMADULYLICENSEDUNDERTHELAWSOFTHESTATEOFPRINTNAME:SIGNATURE:DATE:LIC.NO.REVISION CHECKED PlotDate:08/17/2020-3:33pmDrawingname:V:\1938\active\193804913\CAD\Dwg\193804913-C001.dwgXrefs:,PWFsiteplan,193804913-BDR,PWF-X1XATHECONTRACTORSHALLVERIFYANDBERESPONSIBLEFORALLDIMENSIONS.DONOTSCALETHEDRAWING-ANYERRORSOROMISSIONSSHALLBEREPORTEDTOSTANTECWITHOUTDELAY.THECOPYRIGHTSTOALLDESIGNSANDDRAWINGSARETHEPROPERTYOFSTANTEC.REPRODUCTIONORUSEFORANYPURPOSEOTHERTHANTHATAUTHORIZEDBYSTANTECISFORBIDDEN.CITYOFNEWHOPE,MINNESOTAPUBLICWORKSFACILITYEXPANSIONFEASIBILITYSTUDY193804913MINNESOTAAUGUST24,2020C001 EXISTINGSITEPLAN LEGEND EXISTING FACILITY PROPOSED RENOVATED SPACES PROPOSED EXPANSION NEW PAVEMENT (ASPHALT OR CONCRETE) BS BS G-METER 21 PARKING SPACES 5 PARKING SPACES 7 PARKING SPACES 7 PARKING SPACES 7 PARKING SPACES 7PARKINGSPACESFUEL DEPOT W/ TWO PUMPS (2) 10,000 GALLON UNDERGROUND FUEL STORAGE TANKS SHEET NUMBER DATENO SURVEY APPROVED DESIGNED DRAWN PROJ. NO.WASPREPAREDBYMEORUNDERMYDIRECTSUPERVISIONIHEREBYCERTIFYTHATTHISPLAN,SPECIFICATION,ORREPORTANDTHATIAMADULYLICENSEDUNDERTHELAWSOFTHESTATEOFPRINTNAME:SIGNATURE:DATE:LIC.NO.REVISION CHECKED PlotDate:08/17/2020-3:44pmDrawingname:V:\1938\active\193804913\CAD\Dwg\193804913-C102.dwgXrefs:,193804913-XSXT,193804913-XA1XA,193804913-XSXV,193804913-XSNO,193804913-XA1NA,193804913-XB1NA,193804913-BDRTHECONTRACTORSHALLVERIFYANDBERESPONSIBLEFORALLDIMENSIONS.DONOTSCALETHEDRAWING-ANYERRORSOROMISSIONSSHALLBEREPORTEDTOSTANTECWITHOUTDELAY.THECOPYRIGHTSTOALLDESIGNSANDDRAWINGSARETHEPROPERTYOFSTANTEC.REPRODUCTIONORUSEFORANYPURPOSEOTHERTHANTHATAUTHORIZEDBYSTANTECISFORBIDDEN.CITYOFNEWHOPE,MINNESOTAPUBLICWORKSFACILITYEXPANSIONFEASIBILITYSTUDY193804913MINNESOTAAUGUST24,2020C102 SITEPLANWITHPROPOSEDEXPANSION 190'-0"1 EXISTING FLOOR PLAN 0 4'8'16' UP 166'-0" VEST.LOBBY CONF. ROOM 2 DIRECTOR OFFICE OFFICE OFFICE OFFICE VEST. HALLWAY HALLWAY COPY CLERICAL WORK ROOM FILE ROOM PRINT ROOM HALLWAY LUNCH ROOM CONF. ROOM HALLWAYOFFICE STORAGE HALLWAY WOMEN MEN CENTRAL GARAGE OFFICE/STORAGE LOCKERSJAN. WOMEN MEN ADA TOILET HALLWAY KITCHEN MECHANICS BAY STORAGE ELEC ROOM PARTS ROOM STAIR VEHICLE PARKING VEHICLE PARKING PARKS DEPT SAND/GRAVEL STORAGE VACTOR ROOM 70'-0"80'-0"12'-0"12'-0"42'-0"14'-0"46'-0"140'-0"26'-0"34'-0"16'-0"8'-0"12'-0"11'-8 1/2" AA201 1 AA201 2 AA201 3 AA201 4 LEGEND EXISTING FACILITY SHEET NUMBER DATENO SURVEY APPROVED DESIGNED DRAWN PROJ. NO.WASPREPAREDBYMEORUNDERMYDIRECTSUPERVISIONIHEREBYCERTIFYTHATTHISPLAN,SPECIFICATION,ORREPORTANDTHATIAMADULYLICENSEDUNDERTHELAWSOFTHESTATEOFPRINTNAME:SIGNATURE:DATE:LIC.NO.REVISION CHECKED PlotDate:08/17/2020-2:56pmDrawingname:V:\1938\active\193804913\CAD\Dwg\193804913-AA001.dwgXrefs:,193804913-BDR,193804913-XA1XATHECONTRACTORSHALLVERIFYANDBERESPONSIBLEFORALLDIMENSIONS.DONOTSCALETHEDRAWING-ANYERRORSOROMISSIONSSHALLBEREPORTEDTOSTANTECWITHOUTDELAY.THECOPYRIGHTSTOALLDESIGNSANDDRAWINGSARETHEPROPERTYOFSTANTEC.REPRODUCTIONORUSEFORANYPURPOSEOTHERTHANTHATAUTHORIZEDBYSTANTECISFORBIDDEN.CITYOFNEWHOPE,MINNESOTAPUBLICWORKSFACILITYEXPANSIONFEASIBILITYSTUDY193804913MINNESOTAAUGUST24,2020AA001 EXISTINGFLOORPLANPUBLICWORKSFACILITYBPP BPPARCHITECTMINNESOTABRUCEP.PAULSON20910 200'-0"68'-71/2"3'-41/2"RO128'-0"10'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"10'-0"4'-0"1 PROPOSED BUILDING EXPANSION PLAN 0 8'16'32' 100'-0" 32'-0"20'-0" 4'-0" 3'-4 1/2" RO 40'-7 1/2" 8'-0" 4'-0" 12'-0" 4'-0" 8'-0" 4'-0" 12'-0" 4'-0" 44'-0"94'-3"3'-41/2"RO96'-0"10'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"10'-0"4'-0"3'-41/2"RO3'-0"190'-0"7'-4"14'-0"16'-0"3'-4"12'-0"14'-0"14'-0"14'-0"14'-8"14'-0"12'-8"14'-0"8'-8"3'-4"8'-0"14'-0"6'-0"26'-8"4'-0"12'-8"4'-0"24'-0"4'-0"24'-8"4'-0"23'-4"4'-0"31'-4"4'-0"23'-4"LEGEND EXISTING FACILITY PROPOSED RENOVATED SPACES PROPOSED EXPANSION VEST. LOBBY CONF. ROOM 2 DIRECTOR OFFICE OFFICE OFFICE OFFICE VEST. CLERICAL WORK ROOM FILE ROOM PRINT ROOM LUNCH ROOM CONF. ROOM KITCHEN MECHANICS BAYSTORAGE ELEC VEHICLE PARKING VEHICLE PARKING VEHICLE PARKINGCENTRALGARAGEOFFICE/STORAGELOCKERS WOMEN MEN OFFICE FITNESS ROOM OFFICE PARTS ROOM COMPRESSOR ROOM VEHICLE PARKING HALLWAY ADA TOILET VEHICLE PARKING SHEET NUMBER DATENO SURVEY APPROVED DESIGNED DRAWN PROJ. NO.WASPREPAREDBYMEORUNDERMYDIRECTSUPERVISIONIHEREBYCERTIFYTHATTHISPLAN,SPECIFICATION,ORREPORTANDTHATIAMADULYLICENSEDUNDERTHELAWSOFTHESTATEOFPRINTNAME:SIGNATURE:DATE:LIC.NO.REVISION CHECKED PlotDate:08/17/2020-3:16pmDrawingname:V:\1938\active\193804913\CAD\Dwg\193804913-AA101.dwgXrefs:,193804913-BDR,193804913-XA1NATHECONTRACTORSHALLVERIFYANDBERESPONSIBLEFORALLDIMENSIONS.DONOTSCALETHEDRAWING-ANYERRORSOROMISSIONSSHALLBEREPORTEDTOSTANTECWITHOUTDELAY.THECOPYRIGHTSTOALLDESIGNSANDDRAWINGSARETHEPROPERTYOFSTANTEC.REPRODUCTIONORUSEFORANYPURPOSEOTHERTHANTHATAUTHORIZEDBYSTANTECISFORBIDDEN.CITYOFNEWHOPE,MINNESOTAPUBLICWORKSFACILITYEXPANSIONFEASIBILITYSTUDY193804913MINNESOTAAUGUST24,2020AA101 PROPOSEDEXPANSIONFLOORPLANPUBLICWORKSFACILITYBPP BPPARCHITECTMINNESOTABRUCEP.PAULSON20910 VEST.LOBBY CONF. ROOM 2 DIRECTOR OFFICE OFFICE OFFICE OFFICE VEST. CLERICAL WORK ROOM FILE ROOM PRINT ROOM LUNCH ROOM CONF. ROOM KITCHEN STORAGE ELEC VEHICLE PARKING CENTRAL GARAGE OFFICE/STORAGE LOCKERS WOMEN MEN OFFICE FITNESS ROOM OFFICE PARTS ROOM COMPRESSOR ROOM HALLWAY ADA TOILET 190'-0"7'-4"14'-0"16'-0"3'-4"12'-0"14'-0"14'-0"14'-0"14'-8"14'-0"12'-8"14'-0"8'-8"3'-4"8'-0"14'-0"6'-0"26'-8"4'-0"12'-8"4'-0"24'-0"4'-0"24'-8"4'-0"23'-4"4'-0"31'-4"4'-0"23'-4"COPY HALLWAY HALLWAYHALLWAY JAN. WOMEN MEN HALLWAY HALLWAY STAIR 'A' 1 PROPOSED EXPANSION FLOOR PLAN - NORTH 0 4'8'16' 19'-0"8" 30'-0"4'-0"6'-0"12'-0"59'-8"8"4'-0"1'-4"8"8'-8"8"3'-4"UP 166'-0" 47'-4"4'-0"8'-0"4'-0"41'-4"4'-0"8'-0"4'-0"8'-0"4'-0"6'-8"4'-0"6'-8"4'-0"12'-0" 27'-4"8" AA202 1 AA202 2 AA202 6 AA202 4 MECHANICS BAY NEW SAND INTERCEPTOR NEW TRENCH DRAIN NEW TRENCH DRAIN NEW CONC FLOOR SLAB LEGEND EXISTING FACILITY PROPOSED RENOVATED SPACES PROPOSED EXPANSION VEHICLE PARKING VEHICLE PARKING VEHICLE PARKING NEW TRENCH DRAIN4'-0"8"SHEET NUMBER DATENO SURVEY APPROVED DESIGNED DRAWN PROJ. NO.WASPREPAREDBYMEORUNDERMYDIRECTSUPERVISIONIHEREBYCERTIFYTHATTHISPLAN,SPECIFICATION,ORREPORTANDTHATIAMADULYLICENSEDUNDERTHELAWSOFTHESTATEOFPRINTNAME:SIGNATURE:DATE:LIC.NO.REVISION CHECKED PlotDate:08/17/2020-3:18pmDrawingname:V:\1938\active\193804913\CAD\Dwg\193804913-AA102.dwgXrefs:,193804913-BDR,193804913-XA1NATHECONTRACTORSHALLVERIFYANDBERESPONSIBLEFORALLDIMENSIONS.DONOTSCALETHEDRAWING-ANYERRORSOROMISSIONSSHALLBEREPORTEDTOSTANTECWITHOUTDELAY.THECOPYRIGHTSTOALLDESIGNSANDDRAWINGSARETHEPROPERTYOFSTANTEC.REPRODUCTIONORUSEFORANYPURPOSEOTHERTHANTHATAUTHORIZEDBYSTANTECISFORBIDDEN.CITYOFNEWHOPE,MINNESOTAPUBLICWORKSFACILITYEXPANSIONFEASIBILITYSTUDY193804913MINNESOTAAUGUST24,2020AA102 PROPOSEDEXPANSIONFLOORPLAN-NORTHPUBLICWORKSFACILITYBPP BPPARCHITECTBRUCEP.PAULSON20910 200'-0"68'-71/2"3'-41/2"RO128'-0"10'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"10'-0"4'-0"100'-0" 32'-0"20'-0"4'-0"3'-4 1/2" RO 40'-7 1/2" 8'-0"4'-0"12'-0"4'-0"8'-0"4'-0"12'-0"4'-0"44'-0"94'-3"3'-41/2"RO96'-0"10'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"10'-0"4'-0"3'-41/2"RO3'-0"VEHICLE PARKING 1 PROPOSED EXPANSION FLOOR PLAN - SOUTH 0 4'8'16' SLOPE 4" TO DRAIN SLOPE 4" TO DRAIN SLOPE4"TODRAINSAND INTERCEPTOR TRENCH DRAIN TRENCH DRAIN SAND INTERCEPTOR TRENCH DRAINSLOPE4"TODRAIN13'-0"TYPICAL2 7'-3 7/1 6" T Y PIC AL 1 5'-0" T Y PIC A L 47'-103/4"TYPICALAA202 4 AA202 5 AA202 3 LEGEND EXISTING FACILITY PROPOSED RENOVATED SPACES PROPOSED EXPANSION SHEET NUMBER DATENO SURVEY APPROVED DESIGNED DRAWN PROJ. NO.WASPREPAREDBYMEORUNDERMYDIRECTSUPERVISIONIHEREBYCERTIFYTHATTHISPLAN,SPECIFICATION,ORREPORTANDTHATIAMADULYLICENSEDUNDERTHELAWSOFTHESTATEOFPRINTNAME:SIGNATURE:DATE:LIC.NO.REVISION CHECKED PlotDate:08/17/2020-3:20pmDrawingname:V:\1938\active\193804913\CAD\Dwg\193804913-AA103.dwgXrefs:,193804913-BDR,193804913-XA1NATHECONTRACTORSHALLVERIFYANDBERESPONSIBLEFORALLDIMENSIONS.DONOTSCALETHEDRAWING-ANYERRORSOROMISSIONSSHALLBEREPORTEDTOSTANTECWITHOUTDELAY.THECOPYRIGHTSTOALLDESIGNSANDDRAWINGSARETHEPROPERTYOFSTANTEC.REPRODUCTIONORUSEFORANYPURPOSEOTHERTHANTHATAUTHORIZEDBYSTANTECISFORBIDDEN.CITYOFNEWHOPE,MINNESOTAPUBLICWORKSFACILITYEXPANSIONFEASIBILITYSTUDY193804913MINNESOTAAUGUST24,2020AA103 PROPOSEDEXPANSIONFLOORPLAN-SOUTHPUBLICWORKSFACILITYBPP BPPARCHITECTBRUCEP.PAULSON20910 200'-0"10'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"10'-0"4'-0"1 PROPOSED BUILDING MEZZANINE EXPANSION PLAN 0 8'16'32' 100'-0" 32'-0"20'-0" 8'-0" 4'-0" 12'-0" 4'-0" 8'-0" 4'-0" 12'-0" 4'-0" 44'-0"10'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"12'-0"4'-0"10'-0"4'-0"190'-0"7'-4"14'-0"31'-4"14'-0"14'-0"14'-0"14'-8"14'-0"12'-8"14'-0"20'-0"14'-0"6'-0"26'-8"4'-0"12'-8"4'-0"24'-0"4'-0"24'-8"4'-0"23'-4"4'-0"31'-4"4'-0"23'-4"LEGEND EXISTING FACILITY PROPOSED RENOVATED SPACES PROPOSED EXPANSION 48'-0" MEZZANINE UPPER SPACE OF MECHANICS BAY STORAGE ROOM UPPER SPACE OF VEHICLE PARKING PARTS MEZZANINE UPPER SPACE OF ELEC ROOM UPPER SPACE OF COMMPRESSOR ROOM UPPER SPACE OF VEHICLE PARKING UPPER SPAC E OF VEHICLE PARKING UPPER SPACE OF VEHICLE PARKING UPPER SPACE OF VEHICLE PARKING DN DN STAIR 'A' SHEET NUMBER DATENO SURVEY APPROVED DESIGNED DRAWN PROJ. NO.WASPREPAREDBYMEORUNDERMYDIRECTSUPERVISIONIHEREBYCERTIFYTHATTHISPLAN,SPECIFICATION,ORREPORTANDTHATIAMADULYLICENSEDUNDERTHELAWSOFTHESTATEOFPRINTNAME:SIGNATURE:DATE:LIC.NO.REVISION CHECKED PlotDate:08/17/2020-3:21pmDrawingname:V:\1938\active\193804913\CAD\Dwg\193804913-AA104.dwgXrefs:,193804913-BDR,193804913-XA2NATHECONTRACTORSHALLVERIFYANDBERESPONSIBLEFORALLDIMENSIONS.DONOTSCALETHEDRAWING-ANYERRORSOROMISSIONSSHALLBEREPORTEDTOSTANTECWITHOUTDELAY.THECOPYRIGHTSTOALLDESIGNSANDDRAWINGSARETHEPROPERTYOFSTANTEC.REPRODUCTIONORUSEFORANYPURPOSEOTHERTHANTHATAUTHORIZEDBYSTANTECISFORBIDDEN.CITYOFNEWHOPE,MINNESOTAPUBLICWORKSFACILITYEXPANSIONFEASIBILITYSTUDY193804913MINNESOTAAUGUST24,2020AA104 PROPOSEDEXPANSIONMEZZANINEFLOORPLANPUBLICWORKSFACILITYBPP BPPARCHITECTBRUCEP.PAULSON20910 190'-0"7'-4"14'-0"16'-0"3'-4"12'-0"14'-0"14'-0"14'-0"14'-8"14'-0"12'-8"14'-0"8'-8"3'-4"8'-0"14'-0"6'-0"26'-8"4'-0"12'-8"4'-0"24'-0"4'-0"24'-8"4'-0"23'-4"4'-0"31'-4"4'-0"23'-4"1 PROPOSED EXPANSION MEZZANINE FLOOR PLAN 0 4'8'16' 19'-0"8" 30'-0"4'-0"6'-0"27'-8"8'-8"8"3'-11"DN 47'-4"4'-0"8'-0"4'-0"28'-0"4'-0"8'-0"4'-0" AA202 1 AA202 2 AA202 6 AA202 4 LEGEND EXISTING FACILITY PROPOSED RENOVATED SPACES PROPOSED EXPANSION UPPER SPACE OF MECHANICS BAY MEZZANINE STORAGE ROOM UPPER SPACE OF VEHICLE PARKING UPPER SPAC E OF VEHICLE PARKING UPPER SPACE OF VEHICLE PARKING UPPER SPACE OF VEHICLE PARKING UPPER SPACE OF ELEC ROOM UPPER SPACE OF COMPRESSOR ROOM PARTS MEZZANINE STAIR 'A' 4'-0"9'-4"10'-0"34'-0"3'-11"DN UP SHEET NUMBER DATENO SURVEY APPROVED DESIGNED DRAWN PROJ. NO.WASPREPAREDBYMEORUNDERMYDIRECTSUPERVISIONIHEREBYCERTIFYTHATTHISPLAN,SPECIFICATION,ORREPORTANDTHATIAMADULYLICENSEDUNDERTHELAWSOFTHESTATEOFPRINTNAME:SIGNATURE:DATE:LIC.NO.REVISION CHECKED PlotDate:08/17/2020-3:23pmDrawingname:V:\1938\active\193804913\CAD\Dwg\193804913-AA105.dwgXrefs:,193804913-BDR,193804913-XA2NATHECONTRACTORSHALLVERIFYANDBERESPONSIBLEFORALLDIMENSIONS.DONOTSCALETHEDRAWING-ANYERRORSOROMISSIONSSHALLBEREPORTEDTOSTANTECWITHOUTDELAY.THECOPYRIGHTSTOALLDESIGNSANDDRAWINGSARETHEPROPERTYOFSTANTEC.REPRODUCTIONORUSEFORANYPURPOSEOTHERTHANTHATAUTHORIZEDBYSTANTECISFORBIDDEN.CITYOFNEWHOPE,MINNESOTAPUBLICWORKSFACILITYEXPANSIONFEASIBILITYSTUDY193804913MINNESOTAAUGUST24,2020AA105 PROPOSEDEXPANSIONMEZZANINEFLOORPLANPUBLICWORKSFACILITYBPP BPPARCHITECTMINNESOTABRUCEP.PAULSON20910 1 EXISTING NORTH ELEVATION 0 4'8'16' 2 EXISTING WEST ELEVATION 0 4'8'16' 3 EXISTING SOUTH ELEVATION 0 4'8'16' 4 EXISTING EAST ELEVATION 0 4'8'16' LEGEND EXISTING FACILITY SHEET NUMBER DATENO SURVEY APPROVED DESIGNED DRAWN PROJ. NO.WASPREPAREDBYMEORUNDERMYDIRECTSUPERVISIONIHEREBYCERTIFYTHATTHISPLAN,SPECIFICATION,ORREPORTANDTHATIAMADULYLICENSEDUNDERTHELAWSOFTHESTATEOFPRINTNAME:SIGNATURE:DATE:LIC.NO.REVISION CHECKED PlotDate:08/17/2020-3:27pmDrawingname:V:\1938\active\193804913\CAD\Dwg\193804913-AA201.dwgXrefs:,193804913-BDR,193804913-XAEXATHECONTRACTORSHALLVERIFYANDBERESPONSIBLEFORALLDIMENSIONS.DONOTSCALETHEDRAWING-ANYERRORSOROMISSIONSSHALLBEREPORTEDTOSTANTECWITHOUTDELAY.THECOPYRIGHTSTOALLDESIGNSANDDRAWINGSARETHEPROPERTYOFSTANTEC.REPRODUCTIONORUSEFORANYPURPOSEOTHERTHANTHATAUTHORIZEDBYSTANTECISFORBIDDEN.CITYOFNEWHOPE,MINNESOTAPUBLICWORKSFACILITYEXPANSIONFEASIBILITYSTUDY193804913MINNESOTAAUGUST24,2020AA201 EXISTINGEXTERIORELEVATIONSPUBLICWORKSFACILITYBPP BPPARCHITECTBRUCEP.PAULSON20910 1 RENOVATED NORTH ELEVATION 0 4'8'16' 2 RENOVATED/EXPANDED WEST ELEVATION - NORTH 0 4'8'16' 4 RENOVATED/EXPANDED SOUTH ELEVATION 0 4'8'16' 5 RENOVATED/EXPANDED EAST ELEVATION - SOUTH 0 4'8'16' 3 RENOVATED/EXPANDED WEST ELEVATION - SOUTH 0 4'8'16' 6 RENOVATED/EXPANDED EAST ELEVATION - NORTH 0 4'8'16'22'-0"6'-6"4'-4"4'-4"28'-6"4'-4"28'-6"4'-4"21'-0"7'-6"4'-4"28'-6"4'-4"28'-6"LEGEND EXISTING FACILITY PROPOSED RENOVATED SPACES PROPOSED EXPANSION SHEET NUMBER DATENO SURVEY APPROVED DESIGNED DRAWN PROJ. NO.WASPREPAREDBYMEORUNDERMYDIRECTSUPERVISIONIHEREBYCERTIFYTHATTHISPLAN,SPECIFICATION,ORREPORTANDTHATIAMADULYLICENSEDUNDERTHELAWSOFTHESTATEOFPRINTNAME:SIGNATURE:DATE:LIC.NO.REVISION CHECKED PlotDate:08/17/2020-3:29pmDrawingname:V:\1938\active\193804913\CAD\Dwg\193804913-AA202.dwgXrefs:,193804913-BDR,193804913-XAENATHECONTRACTORSHALLVERIFYANDBERESPONSIBLEFORALLDIMENSIONS.DONOTSCALETHEDRAWING-ANYERRORSOROMISSIONSSHALLBEREPORTEDTOSTANTECWITHOUTDELAY.THECOPYRIGHTSTOALLDESIGNSANDDRAWINGSARETHEPROPERTYOFSTANTEC.REPRODUCTIONORUSEFORANYPURPOSEOTHERTHANTHATAUTHORIZEDBYSTANTECISFORBIDDEN.CITYOFNEWHOPE,MINNESOTAPUBLICWORKSFACILITYEXPANSIONFEASIBILITYSTUDY193804913MINNESOTAAUGUST24,2020AA202 PROPOSEDRENOVATED/EXPANDEDEXTERIORELEVATIONSPUBLICWORKSFACILITYBPP BPPARCHITECTBRUCEP.PAULSON20910 4'-0"50'-0"60'-0"1'-0"18'-8"1'-0"18'-8"1'-0"18'-8"1'-0"1'-0"1'-0"3'-0"14'-0"6'-0"14'-0"6'-0"14'-0"3'-0"1 PROPOSED SOILS STORAGE BUILDING 0 4'8'16' 2 3 4 5 2 PROPOSED WEST ELEVATION 0 4'8'16'3 PROPOSED SOUTH ELEVATION 0 4'8'16' 4 PROPOSED EAST ELEVATION 0 4'8'16'5 PROPOSED NORTH ELEVATION 0 4'8'16'5'-0"8'-0"14'-0"12 4 PREFINISHED MET WALL PANELS UPWARD ACTING SECTIONAL DOORS CONCRETE WALL W/ SMOOTH FORM FINISH PREFINISHED MET ROOF PANELS 5'-0"8'-0"16'-0"12 4 PREFINISHED MET WALL PANELS CONCRETE WALL W/ SMOOTH FORM FINISH PREFINISHED MET ROOF PANELS 2'-0"ROOF TRUSS BEARING ROOF TRUSS BEARING 6'-0" HIGH CONCRETE WALL 6'-0" HIGH CONCRETE WALL LEGEND PROPOSED NEW STORAGE BUILDING SHEET NUMBER DATENO SURVEY APPROVED DESIGNED DRAWN PROJ. NO.WASPREPAREDBYMEORUNDERMYDIRECTSUPERVISIONIHEREBYCERTIFYTHATTHISPLAN,SPECIFICATION,ORREPORTANDTHATIAMADULYLICENSEDUNDERTHELAWSOFTHESTATEOFPRINTNAME:SIGNATURE:DATE:LIC.NO.REVISION CHECKED PlotDate:08/17/2020-3:32pmDrawingname:V:\1938\active\193804913\CAD\Dwg\193804913-AB101.dwgXrefs:,193804913-XB1NA,193804913-BDR,193804913-XBENATHECONTRACTORSHALLVERIFYANDBERESPONSIBLEFORALLDIMENSIONS.DONOTSCALETHEDRAWING-ANYERRORSOROMISSIONSSHALLBEREPORTEDTOSTANTECWITHOUTDELAY.THECOPYRIGHTSTOALLDESIGNSANDDRAWINGSARETHEPROPERTYOFSTANTEC.REPRODUCTIONORUSEFORANYPURPOSEOTHERTHANTHATAUTHORIZEDBYSTANTECISFORBIDDEN.CITYOFNEWHOPE,MINNESOTAPUBLICWORKSFACILITYEXPANSIONFEASIBILITYSTUDY193804913MINNESOTAAUGUST24,2020AB101 FLOORPLANANDELEVATIONSPROPOSEDSOILSSTORAGEBUILDINGBPP BPPARCHITECTBRUCEP.PAULSON20910 LEGEND EXISTING FACILITY SHEET NUMBER DATENO SURVEY APPROVED DESIGNED DRAWN PROJ. NO.WASPREPAREDBYMEORUNDERMYDIRECTSUPERVISIONIHEREBYCERTIFYTHATTHISPLAN,SPECIFICATION,ORREPORTANDTHATIAMADULYLICENSEDUNDERTHELAWSOFTHESTATEOFPRINTNAME:SIGNATURE:DATE:LIC.NO.REVISION CHECKED PlotDate:08/17/2020-3:33pmDrawingname:V:\1938\active\193804913\CAD\Dwg\193804913-C001.dwgXrefs:,PWFsiteplan,193804913-BDR,PWF-X1XATHECONTRACTORSHALLVERIFYANDBERESPONSIBLEFORALLDIMENSIONS.DONOTSCALETHEDRAWING-ANYERRORSOROMISSIONSSHALLBEREPORTEDTOSTANTECWITHOUTDELAY.THECOPYRIGHTSTOALLDESIGNSANDDRAWINGSARETHEPROPERTYOFSTANTEC.REPRODUCTIONORUSEFORANYPURPOSEOTHERTHANTHATAUTHORIZEDBYSTANTECISFORBIDDEN.CITYOFNEWHOPE,MINNESOTAPUBLICWORKSFACILITYEXPANSIONFEASIBILITYSTUDY193804913MINNESOTAAUGUST24,2020C001 EXISTINGSITEPLAN ? ?? ? BS BS G-METER ?? LEGEND EXISTING FACILITY PROPOSED RENOVATED SPACES NEW PAVEMENT (ASPHALT OR CONCRETE) PROPOSED EXPANSION 21 PARKING SPACES 7 PARKING SPACES 7 PARKING SPACES SHEET NUMBER DATENO SURVEY APPROVED DESIGNED DRAWN PROJ. NO.WASPREPAREDBYMEORUNDERMYDIRECTSUPERVISIONIHEREBYCERTIFYTHATTHISPLAN,SPECIFICATION,ORREPORTANDTHATIAMADULYLICENSEDUNDERTHELAWSOFTHESTATEOFPRINTNAME:SIGNATURE:DATE:LIC.NO.REVISION CHECKED PlotDate:08/17/2020-3:49pmDrawingname:V:\1938\active\193804913\CAD\Dwg\193804913-C103.dwgXrefs:,193804913-XSXT,193804913-XA1XA,193804913-XSXV,193804913-XSNO,193804913-XA1NA,193804913-BDR,193804913-XB1NATHECONTRACTORSHALLVERIFYANDBERESPONSIBLEFORALLDIMENSIONS.DONOTSCALETHEDRAWING-ANYERRORSOROMISSIONSSHALLBEREPORTEDTOSTANTECWITHOUTDELAY.THECOPYRIGHTSTOALLDESIGNSANDDRAWINGSARETHEPROPERTYOFSTANTEC.REPRODUCTIONORUSEFORANYPURPOSEOTHERTHANTHATAUTHORIZEDBYSTANTECISFORBIDDEN.CITYOFNEWHOPE,MINNESOTAPUBLICWORKSFACILITYEXPANSIONFEASIBILITYSTUDY193804913MINNESOTAAUGUST24,2020C103 SITEPLANWITHPROPOSEDPHASE1RENOVATIONS 190'-0"1 EXISTING FLOOR PLAN 0 4'8'16' UP 166'-0" VEST.LOBBY CONF. ROOM 2 DIRECTOR OFFICE OFFICE OFFICE OFFICE VEST. HALLWAY HALLWAY COPY CLERICAL WORK ROOM FILE ROOM PRINT ROOM HALLWAY LUNCH ROOM CONF. ROOM HALLWAYOFFICE STORAGE HALLWAY WOMEN MEN CENTRAL GARAGE OFFICE/STORAGE LOCKERSJAN. WOMEN MEN ADA TOILET HALLWAY KITCHEN MECHANICS BAY STORAGE ELEC ROOM PARTS ROOM STAIR VEHICLE PARKING VEHICLE PARKING PARKS DEPT SAND/GRAVEL STORAGE VACTOR ROOM 70'-0"80'-0"12'-0"12'-0"42'-0"14'-0"46'-0"140'-0"26'-0"34'-0"16'-0"8'-0"12'-0"11'-8 1/2" AA201 1 AA201 2 AA201 3 AA201 4 LEGEND EXISTING FACILITY SHEET NUMBER DATENO SURVEY APPROVED DESIGNED DRAWN PROJ. NO.WASPREPAREDBYMEORUNDERMYDIRECTSUPERVISIONIHEREBYCERTIFYTHATTHISPLAN,SPECIFICATION,ORREPORTANDTHATIAMADULYLICENSEDUNDERTHELAWSOFTHESTATEOFPRINTNAME:SIGNATURE:DATE:LIC.NO.REVISION CHECKED PlotDate:08/17/2020-2:56pmDrawingname:V:\1938\active\193804913\CAD\Dwg\193804913-AA001.dwgXrefs:,193804913-BDR,193804913-XA1XATHECONTRACTORSHALLVERIFYANDBERESPONSIBLEFORALLDIMENSIONS.DONOTSCALETHEDRAWING-ANYERRORSOROMISSIONSSHALLBEREPORTEDTOSTANTECWITHOUTDELAY.THECOPYRIGHTSTOALLDESIGNSANDDRAWINGSARETHEPROPERTYOFSTANTEC.REPRODUCTIONORUSEFORANYPURPOSEOTHERTHANTHATAUTHORIZEDBYSTANTECISFORBIDDEN.CITYOFNEWHOPE,MINNESOTAPUBLICWORKSFACILITYEXPANSIONFEASIBILITYSTUDY193804913MINNESOTAAUGUST24,2020AA001 EXISTINGFLOORPLANPUBLICWORKSFACILITYBPP BPPARCHITECTMINNESOTABRUCEP.PAULSON20910 VEST.LOBBY CONF. ROOM 2 DIRECTOR OFFICE OFFICE OFFICE OFFICE VEST. CLERICAL WORK ROOM FILE ROOM PRINT ROOM LUNCH ROOM CONF. ROOM KITCHEN STORAGE ELEC VEHICLE PARKING CENTRAL GARAGE OFFICE/STORAGE LOCKERS WOMEN MEN OFFICE FITNESS ROOM OFFICE PARTS ROOM COMPRESSOR ROOM HALLWAY ADA TOILET 190'-0"7'-4"14'-0"16'-0"3'-4"12'-0"14'-0"14'-0"14'-0"14'-8"14'-0"12'-8"14'-0"8'-8"3'-4"8'-0"14'-0"6'-0"26'-8"4'-0"12'-8"4'-0"24'-0"4'-0"24'-8"4'-0"23'-4"4'-0"31'-4"4'-0"23'-4"COPY HALLWAY HALLWAYHALLWAY JAN. WOMEN MEN HALLWAY HALLWAY STAIR 'A' 1 PROPOSED EXISTING RENOVATION FLOOR PLAN 0 4'8'16' 19'-0"8" 30'-0"4'-0"42'-8"12'-0"59'-8"8"4'-0"4'-0"8"8'-8"8"3'-4"UP 166'-0" 47'-4"4'-0"8'-0"4'-0"41'-4"4'-0"8'-0"4'-0"8'-0"4'-0"6'-8"4'-0"6'-8"4'-0"12'-0" 27'-4"8" AA202 1 AA202 2 AA202 6 AA202 4 MECHANICS BAY LEGEND EXISTING FACILITY PROPOSED RENOVATED SPACES VEHICLE PARKING VEHICLE PARKING VEHICLE PARKING NEW TRENCH DRAIN 4'-0"4'-0"8'-0"47'-4"8"1'-4"SHEET NUMBER DATENO SURVEY APPROVED DESIGNED DRAWN PROJ. NO.WASPREPAREDBYMEORUNDERMYDIRECTSUPERVISIONIHEREBYCERTIFYTHATTHISPLAN,SPECIFICATION,ORREPORTANDTHATIAMADULYLICENSEDUNDERTHELAWSOFTHESTATEOFPRINTNAME:SIGNATURE:DATE:LIC.NO.REVISION CHECKED PlotDate:08/17/2020-3:24pmDrawingname:V:\1938\active\193804913\CAD\Dwg\193804913-AA106.dwgXrefs:,193804913-BDR,193804913-XA1NATHECONTRACTORSHALLVERIFYANDBERESPONSIBLEFORALLDIMENSIONS.DONOTSCALETHEDRAWING-ANYERRORSOROMISSIONSSHALLBEREPORTEDTOSTANTECWITHOUTDELAY.THECOPYRIGHTSTOALLDESIGNSANDDRAWINGSARETHEPROPERTYOFSTANTEC.REPRODUCTIONORUSEFORANYPURPOSEOTHERTHANTHATAUTHORIZEDBYSTANTECISFORBIDDEN.CITYOFNEWHOPE,MINNESOTAPUBLICWORKSFACILITYEXPANSIONFEASIBILITYSTUDY193804913MINNESOTAAUGUST24,2020AA106 PROPOSEDEXISTINGRENOVATIONFLOORPLANPUBLICWORKSFACILITYBPP BPPARCHITECTBRUCEP.PAULSON20910 190'-0"7'-4"14'-0"16'-0"3'-4"12'-0"14'-0"14'-0"14'-0"14'-8"14'-0"12'-8"14'-0"8'-8"3'-4"8'-0"14'-0"6'-0"26'-8"4'-0"12'-8"4'-0"24'-0"4'-0"24'-8"4'-0"23'-4"4'-0"31'-4"4'-0"23'-4"1 PROPOSED EXISITNG MEZZANINE RENOVATION FLOOR PLAN 0 4'8'16' 19'-0"8" 30'-0"4'-0"8'-0"27'-8"8'-8"8"3'-11"DN 47'-4"4'-0"8'-0"4'-0"28'-0"4'-0"8'-0"4'-0" AA202 1 AA202 2 AA202 6 AA202 4 LEGEND EXISTING FACILITY PROPOSED RENOVATED SPACES UPPER SPACE OF MECHANICS BAY MEZZANINE STORAGE ROOM UPPER SPACE OF VEHICLE PARKING UPPER SPAC E OF VEHICLE PARKING UPPER SPACE OF VEHICLE PARKING UPPER SPACE OF VEHICLE PARKING UPPER SPACE OF ELEC ROOM UPPER SPACE OF COMPRESSOR ROOM PARTS MEZZANINE STAIR 'A' 4'-0"9'-4"10'-0"34'-0"3'-11"DN UP 4'-0"4'-0"8'-0"4'-0"30'-8"47'-4" SHEET NUMBER DATENO SURVEY APPROVED DESIGNED DRAWN PROJ. NO.WASPREPAREDBYMEORUNDERMYDIRECTSUPERVISIONIHEREBYCERTIFYTHATTHISPLAN,SPECIFICATION,ORREPORTANDTHATIAMADULYLICENSEDUNDERTHELAWSOFTHESTATEOFPRINTNAME:SIGNATURE:DATE:LIC.NO.REVISION CHECKED PlotDate:08/17/2020-3:26pmDrawingname:V:\1938\active\193804913\CAD\Dwg\193804913-AA107.dwgXrefs:,193804913-BDR,193804913-XA2NATHECONTRACTORSHALLVERIFYANDBERESPONSIBLEFORALLDIMENSIONS.DONOTSCALETHEDRAWING-ANYERRORSOROMISSIONSSHALLBEREPORTEDTOSTANTECWITHOUTDELAY.THECOPYRIGHTSTOALLDESIGNSANDDRAWINGSARETHEPROPERTYOFSTANTEC.REPRODUCTIONORUSEFORANYPURPOSEOTHERTHANTHATAUTHORIZEDBYSTANTECISFORBIDDEN.CITYOFNEWHOPE,MINNESOTAPUBLICWORKSFACILITYEXPANSIONFEASIBILITYSTUDY193804913MINNESOTAAUGUST24,2020AA107 PROPOSEDEXISTINGMEZZANINERENOVATIONFLOORPLANPUBLICWORKSFACILITYBPP BPPARCHITECTBRUCEP.PAULSON20910 1 RENOVATED NORTH ELEVATION 0 4'8'16' 2 RENOVATED WEST ELEVATION 0 4'8'16' 3 RENOVATED SOUTH ELEVATION 0 4'8'16' 4 RENOVATED EAST ELEVATION 0 4'8'16' LEGEND EXISTING FACILITY PROPOSED RENOVATED SPACES SHEET NUMBER DATENO SURVEY APPROVED DESIGNED DRAWN PROJ. NO.WASPREPAREDBYMEORUNDERMYDIRECTSUPERVISIONIHEREBYCERTIFYTHATTHISPLAN,SPECIFICATION,ORREPORTANDTHATIAMADULYLICENSEDUNDERTHELAWSOFTHESTATEOFPRINTNAME:SIGNATURE:DATE:LIC.NO.REVISION CHECKED PlotDate:08/17/2020-3:30pmDrawingname:V:\1938\active\193804913\CAD\Dwg\193804913-AA203.dwgXrefs:,193804913-BDR,193804913-XAENATHECONTRACTORSHALLVERIFYANDBERESPONSIBLEFORALLDIMENSIONS.DONOTSCALETHEDRAWING-ANYERRORSOROMISSIONSSHALLBEREPORTEDTOSTANTECWITHOUTDELAY.THECOPYRIGHTSTOALLDESIGNSANDDRAWINGSARETHEPROPERTYOFSTANTEC.REPRODUCTIONORUSEFORANYPURPOSEOTHERTHANTHATAUTHORIZEDBYSTANTECISFORBIDDEN.CITYOFNEWHOPE,MINNESOTAPUBLICWORKSFACILITYEXPANSIONFEASIBILITYSTUDY193804913MINNESOTAAUGUST24,2020AA203 RENOVATEDEXTERIORELEVATIONSPUBLICWORKSFACILITYBPP BPPARCHITECTBRUCEP.PAULSON20910 4'-0"50'-0"60'-0"1'-0"18'-8"1'-0"18'-8"1'-0"18'-8"1'-0"1'-0"1'-0"3'-0"14'-0"6'-0"14'-0"6'-0"14'-0"3'-0"1 PROPOSED SOILS STORAGE BUILDING 0 4'8'16' 2 3 4 5 2 PROPOSED WEST ELEVATION 0 4'8'16'3 PROPOSED SOUTH ELEVATION 0 4'8'16' 4 PROPOSED EAST ELEVATION 0 4'8'16'5 PROPOSED NORTH ELEVATION 0 4'8'16'5'-0"8'-0"14'-0"12 4 PREFINISHED MET WALL PANELS UPWARD ACTING SECTIONAL DOORS CONCRETE WALL W/ SMOOTH FORM FINISH PREFINISHED MET ROOF PANELS 5'-0"8'-0"16'-0"12 4 PREFINISHED MET WALL PANELS CONCRETE WALL W/ SMOOTH FORM FINISH PREFINISHED MET ROOF PANELS 2'-0"ROOF TRUSS BEARING ROOF TRUSS BEARING 6'-0" HIGH CONCRETE WALL 6'-0" HIGH CONCRETE WALL LEGEND PROPOSED NEW STORAGE BUILDING SHEET NUMBER DATENO SURVEY APPROVED DESIGNED DRAWN PROJ. NO.WASPREPAREDBYMEORUNDERMYDIRECTSUPERVISIONIHEREBYCERTIFYTHATTHISPLAN,SPECIFICATION,ORREPORTANDTHATIAMADULYLICENSEDUNDERTHELAWSOFTHESTATEOFPRINTNAME:SIGNATURE:DATE:LIC.NO.REVISION CHECKED PlotDate:08/17/2020-3:32pmDrawingname:V:\1938\active\193804913\CAD\Dwg\193804913-AB101.dwgXrefs:,193804913-XB1NA,193804913-BDR,193804913-XBENATHECONTRACTORSHALLVERIFYANDBERESPONSIBLEFORALLDIMENSIONS.DONOTSCALETHEDRAWING-ANYERRORSOROMISSIONSSHALLBEREPORTEDTOSTANTECWITHOUTDELAY.THECOPYRIGHTSTOALLDESIGNSANDDRAWINGSARETHEPROPERTYOFSTANTEC.REPRODUCTIONORUSEFORANYPURPOSEOTHERTHANTHATAUTHORIZEDBYSTANTECISFORBIDDEN.CITYOFNEWHOPE,MINNESOTAPUBLICWORKSFACILITYEXPANSIONFEASIBILITYSTUDY193804913MINNESOTAAUGUST24,2020AB101 FLOORPLANANDELEVATIONSPROPOSEDSOILSSTORAGEBUILDINGBPP BPPARCHITECTBRUCEP.PAULSON20910 City of New Hope Public Works - Vehicle List 1 02 Ford Pickup 35 99 Ford Pickup 72 02 Plate Tamper 3 19 Skyjack scissorlift 37 01 Cimline Saw keep 73 03 Conveyor 6 03 Sterling Water Tanker 39 10 Ford 1 Ton Dump 75 03 Zamboni 7 13 Int. Dump Truck 40 10 Int. Dump truck 76 07 Komatsu Forklift 8 02 Ford Pickup 41 01 AgriMetal Aerator 77 10 Ford Compr. Truck 9 99 Sterling Dump Truck 42 10 Stepp Hot Box 79 16 Ford F150 Shop 10 84 Bobcat Loader 43 15 Int. Dump Truck 80 14 Ford F350 Ser. Body 11 15 Ford Explorer Dave 44 12 Jon Boat 81 15 Advance Sweeper 12 98 Trailer Roller 45 14 Floor Scubber 82 14 Fert. Spreader 13 15 Toro Workman 46 15 Bobcat Toolcat 83 87 Trailer Cement Forms 14 15 Vermeer Chipper 47 11 Int. Dump Truck 84 11 Int. Dump Truck 15 97 Ford Dump Truck 48 02 Shark press wash arena 85 05 Shop Air Comp. 16 12 Ford Utility Truck 49 15 Bobcat Broom 87 06 Hyd. Broom 17 16 Ford F 550 52 15 Bobcat blower 89 16 Top Dresser 18 02 Litter Picker keep 53 00 Fert. Spreader 91 16 Kubota Mower 19 99 Sterling Dump Truck 54 01 Man Lift Fire station 93 07 Toro Workman 20 06 Sterling Dump Truck 55 07 Cat Generator PW.94 18 Cat hammer 21 03 Ford 1 Ton Dump 59 12 Ford Pickup Dave 95 18 Cat 420f2 22 99 Trailer 61 Cat Generator Utilities 96 91 Fire Station Gen. 23 99 Trailer 62 01 Trailer 97 90 Sidewalk Mill Mach. 24 15 Elgin Sweeper 63 01 Trailer 99 00 Arrow Board 25 98 Generator City Hall 65 14 Ford F350 Dump Trk. 27 15 Toro Zeroturn 66 01 Bobcat Trailer 28 01 1 Ton Dump Truck 67 16 Ford F350 29 09 Tractor 5105 M 69 01 Grader 30 15 Cat Excavator 70 07 Pothole Patch Step Trailer 31 00 Sterling Dump Truck 33 72 Ford Tractor Stored outside Seasonal Storage C:/Documents and Settings/tbies/Desktop/Public Works Vehicle List 1 10/4/2019 102 10 P.D. Speed Trailer 152 15 Ford Marked Utility 105 84 Chev Swat Van 154 16 Ford UnMarked Utilty 114 05 Chev Van - Crime 155 16 Ford UMarked Utilty 124 08 Chev Impala Unmarked 157 16 Ford Marked Utilty 125 09 Chev Impala Unmarked 158 16 Ford Marked Utilty 132 11 Chev Tahoe Sgt.159 17 Ford Police Interceptor 135 12 Dodge Animal Van 160 17 Ford Police Interceptor 137 13 Ford Sqd. Mrk. Res.161 17 Ford Police Interceptor 138 13 Ford Squad Marked 162 17 Ford Police Interceptor 139 13 Ford Squad Marked 163 17 Ford Police Interceptor 140 13 Ford Squad Chief 164 18 Ford Police Unmarked 142 13 Ford Squad Marked 165 18 Ford Police Interceptor 143 13 Ford Squad Marked 166 18 Ford Police Interceptor 144 14 Ford Unmrked Util.167 18 Ford Police Interceptor 145 15 Ford Unmarked inv 168 19 Ford f150 CSO 146 15 Ford Unmarked Inv 184 11 Ford Fusion 147 15 Ford Marked Utility 185 11 Ford Fusion 148 15 Ford Marked Utility 186 12 Ford Fusion 151 16 Chev Impala 187 18 Ford Fusion 200 08 Saw Trailer 232 13 Ford Pickup 202 10 Belos Sdwlk Plow 233 13 Parker Hyd. Crimper 203 10 Cat 924H Loader 234 13 Cat 924K Loader 204 08 Ford Pickup-Utilities 235 13 Mixer Trailer 205 08 Ford Pickup-Forester 236 13 New Holland Tractor 207 10 Grapple For #64 237 13 Int. Jetter 208 11 Belos Sidwalk Plow 238 14 Flail Mower 209 08 Trailer For # 68 239 14 Pronovost Snow Blower 210 08 Rotary Lift 240 13 Ford Toughbook 211 08 Ford Utility Truck 242 16 Rotary Smart Lift Hoist 214 16 Hotsy 1075sse Portable 243 16 Hotsy Shop Pressure Wshr 215 12 Aerial Truck 244 17 Ford F450 & Chassis 217 89 Stump Chipper 245 13 Brine Tank 218 08 Toro Workman 246 16 Maclean MV4 Tractor 219 10 Painter For #218 247 15 Ellis bandsaw 220 12 Ford Pickup 248 17 Ford Explorer 221 11 Cement Mixer 252 93 Toro Groundsmaster 223 11 CEMB Whl. Balancer 254 17 Hunter Auto 34 Tire Changer 224 13 Trailer Utilities 255 17 Ford F-350 1-cab & chassis 225 12 Ford 1 Ton Dump 256 17 Cat Asphalt roller 226 12 Tractor 4720 257 18 Bobcat s650 227 12 Ford Pickup John 258 18 Bobcat 72SDR 228 12 Message Board 259 18 Bobcat Snowpusher 120 229 12 John Deere Tiller 260 14 Aries Sewer Camera 230 11 Belos Hyd. Broom 261 14 Snapon Prolink EEHD84040 262 18 Snapon Verus EEMS330 270 96 Trailer W/Safety Box 280 14 Generator Lift Station 3 - Cat 281 15 Generator Lift Station 4 - Cat 282 16 Caterpillar g100 283 17 Caterpillar Southview Public Works Vehicles Parked Inside Very cramped, often must move a vehicle to get needed vehicle or equipment out. All possible space is being utilized, sometimes must park in driving aisle. Public Works Vehicles and Equipment Parked Outside Due to Lack of Room Inside Many issues related to storing outside - climate, starting, corrosion, breakage, employee safety, injury, and eyesore to neighbors I:\RFA\City Manager\2020\WMFRD\08.24.2020 CM\10.1 - Q&R - WMFRD Budget 082420.docx Request for Action August 24, 2020 Approved by: Kirk McDonald, City Manager Originating Department: City Manager By: Kirk McDonald, City Manager Agenda Title Resolution Approving West Metro Fire-Rescue District 2021 Budget Requested Action Staff recommends the City Council approve the attached resolution approving the 2021 West Metro Fire-Rescue District budget. The budget was unanimously approved by the Fire Board at their July 8 board meeting. The Council reviewed and discussed the budget at the August 17 work session with Chief Larson and was supportive of the budget request. Council Member Elder serves as the New Hope Council Representative on the board. The New Hope citizen representative position on the board is currently vacant and applicants have been sought. Policy/Past Practice West Metro Fire-Rescue District was formed in 1998 as a joint powers agreement between the cities of New Hope and Crystal. The agreement was updated and approved by both city councils in 2011, 2017 and July 2019. Article VIII of the agreement provides the budget timeline for the fire district budget request. It states “by no later than August 31 each council shall notify the board and the other council of its acceptance of the budget or its recommendations for changes to the budget.” The city manager from Crystal has indicated that the Crystal City Council approved the budget at their August 20 council meeting. Background The proposed 2021 budget is attached and includes maintaining seven full-time members serving as daytime duty crew (also responsible for department operations including inspections, public education, community outreach, finance/payroll, records management, IT, human resources, emergency management, CERT, apparatus/equipment maintenance and training) and maintaining up to 66 paid on call firefighters (WMFRD currently has 53 paid on call firefighters). The total 2021 budget is $2,674,050, which is a $99,800 increase of 3.88% over the 2020 budget of $2,574,250. The general operating budget increase is $89,800 or 4.42%, based on increases in salaries, PERA, workers comp insurance, motor fuels, equipment repairs, communications and financial services. There is a $20,000 increase to the capital plan to offset a future deficit and there is a $10,000 decrease to the special revenue insurance fund. The costs of the budget are split between the two cities based on a cost sharing formula that includes average number of calls over a five-year period, population, and taxable market value. Based on the 2021 budget. New Hope’s increase is $54,673.33 or 4.2%. New Hope’s share of the total budget is $1,352,363 or 50.5736%. Crystal’s share of the total budget is $1,321,686 or 49.4264%. Agenda Section Ordinances & Resolutions Item Number 10.1 Request for Action, Page 2 As the Council is aware, the WMFRD budget is incorporated into the city’s general fund budget. Staff believes this is a reasonable budget and recommends approval of the resolution approving the budget. The Crystal City Council approved the budget at their August 18 council meeting. Attachment  2021 West Metro Fire-Rescue District Budget City of New Hope Resolution No. 2020 - Resolution Approving West Metro Fire-Rescue District’s 2021 Budget WHEREAS, effective July 6, 1998, West Metro Fire-District commenced fire protection services for the cities of Crystal and New Hope; and WHEREAS, funding for the West Metro Fire-Rescue District will be provided as described in the updated Joint Powers Agreement approved by the city of New Hope and the city of Crystal; and WHEREAS, at the July 8, 2020 board meeting, the fire district board of directors unanimously recommended approval of the 2021 budget in the amount of $2,674,050; and WHEREAS, New Hope’s share of the 2021 budget is $1,321,686; and WHEREAS, the updated Joint Powers Agreement states that no later than August 31, each Council shall notify the board and other Council of its acceptance of the budget or its recommendations for changes to the budget. NOW, THEREFORE, BE IT RESOLVED that the city of New Hope approves the 2021 budget for the West Metro Fire-Rescue District. Adopted by the City Council of the City of New Hope, Hennepin County, Minnesota, this 24th day of August, 2020. ______________________________ Mayor Attest: ________________________ City Clerk I:I:\RFA\COMM DEV\2020\City Council\8-24-20 Tobacco Use Ordinance Amendment\10.2 Q- Tobacco Use Ordinance Amendment.docx Request for Action August 24, 2020 Approved by: Kirk McDonald, City Manager Originating Department: Community Development By: Brandon Bell, Community Development Assistant & Kirk McDonald, City Manager Agenda Title Ordinance 20-08, An ordinance amending Section 8-7 of the New Hope City Code regulating the sale of tobacco and related products and adoption of summary ordinance Requested Action Staff recommends that the City Council approve the attached ordinance regulating the sale of tobacco and related devices and products within the city of New Hope, Minnesota. Policy/Past Practice It is the past practice of the city to provide regulations to govern general and various activities and situations which actually or may occur or exist in the city, and which will or may affect the general welfare and safety of residents of the city; with the intention of promoting and protecting the health, safety and welfare of the citizens of the city. Background A tobacco use ordinance amendment was recently proposed at the July 27, 2020 City Council meeting. Due to a threat of potential litigation from a lawyer representing one of the tobacco license holders, Council decided to postpone a decision on the matter until it could be discussed at a closed work session meeting. After discussions at the closed work session, the following changes have been made to the original proposed tobacco use ordinance amendment: 1. Prohibiting the sale of all flavored tobacco products with the exception of menthol, mint and wintergreen with an exemption for 21 and over tobacco product shops which are permitted to sell all flavored tobacco products. 2. Pharmacies will be permitted to sell tobacco products. 3. Distribution of samples is permitted at the 21 and over tobacco products shops. The following is the complete list of changes in the proposed tobacco use ordinance amendment: 1. Many definitions have either been revised or added to provide a more modern verbiage. 2. Mirrored the newest federal regulations including raising the legal age required to purchase tobacco products, from 18 years of age to 21 years old. Also includes the ban on all flavored cartridge-based e- cigarettes (except for tobacco flavored). 3. Raised the age of those legally allowed to sell tobacco products as a clerk at a licensed retailer to 18. 4. Banned the sales of all flavored tobacco products except for mint, menthol and wintergreen; except within adult only tobacco stores. 5. Possession, use, and purchase laws have been removed that would punish people under the age of 21 who attempted to buy tobacco. Agenda Section Ordinances & Resolutions Item Number 10.2 Request for Action, Page 2 6. Put a cap on the number of tobacco licenses in the city to equal the total amount of licenses held at the beginning of 2021. The current amount is 21. 7. Change the age of those allowed to conduct compliance checks from 15-17 to 17-20 to align with new state policies. 8. Distribution of samples is permitted at the 21 and over tobacco products shops. Staff finds all of these proposed changes to be reasonable and to align with many of the changes that other cities in the area have made to their tobacco ordinances. Recommendation Staff recommends that the City Council approves the proposed tobacco use ordinance amendment. Attachments:  Memo from City Attorney  Ordinance 20-08, Tobacco Ordinance Amendment  Summary Ordinance MEMORANDUM Date: August 19, 2020 To: Kirk McDonald From: Stacy Woods File: 99.82008 Re: Tobacco Ordinance – Revisions from original draft The main purpose of the proposed Tobacco Ordinance is to modernize the tobacco provisions in the City Code to reflect the change in the federal law increasing the age for legal sale s of tobacco products to 21. The changes from the original draft of the Tobacco Ordinance are as follows:  Prohibiting the sale of all flavored tobacco products with the exception of menthol, mint and wintergreen with an exemption for 21 and Over Tobacco Products Shops which are permitted to sell all flavored tobacco products.  Pharmacies will be permitted to sell tobacco products.  Distribution of samples is permitted at the 21 and Over Tobacco Products Shops. The provision setting a minimum clerk age of 18 for selling tobacco products is still a provision in this Ordinance. ORDINANCE NO. 20-08 AN ORDINANCE AMENDING SECTION 8-7 OF THE NEW HOPE CITY CODE REGULATING SALE OF TOBACCO & RELATED PRODUCTS THE CITY COUNCIL OF THE CITY OF NEW HOPE ORDAINS: Section 1. Section 8-7, Tobacco and related products is hereby amended to repeal the strikeouts and add the underlined text as follows: (a) Definitions and interpretations. (1) Child-resistant packaging. Packaging that meets the definition set forth in Code of Federal Regulations, title 16, section 1700.15(b), as in effect on January 1, 2015, and was tested in accordance with the method described in Code of Federal Regulations, title 16, section 1700.20, as in effect on January 1, 2015. (2) Cigar. Any roll of tobacco that is wrapped in tobacco leaf or in any other substance containing tobacco, with or without a tip or mouthpiece, which is not a cigarette as defined in Minn. Stat. §297F.01, subd. 3, as may be amended from time to time. (3) Compliance checks. The system the city uses to investigate and ensure that those authorized to sell licensed products are following and complying with the requirements of this ordinance. Compliance checks involve the use of persons under the age of 21 who purchase or attempt to purchase licensed products. Compliance checks may also be conducted by the city or other units of government for educational, research, and training purposes or for investigating or enforcing federal, state, or local laws and regulations relating to licensed products. (4) Electronic delivery devices. Any product containing or delivering nicotine, lobelia, or any other substance, whether natural or synthetic, intended for human consumption through the inhalation of aerosol or vapor from the product. Electronic delivery device includes, but is not limited to, devices manufactured, marketed, or sold as e-cigarettes, e- cigars, e-pipes, vape pens, mods, tank systems, or under any other product name or descriptor. Electronic delivery device includes any component part of a product, whether or not marketed or sold separately. Electronic delivery device does not include any product that has been approved or certified by the U.S. Food and Drug Administration for sale as a tobacco-cessation product, as a tobacco-dependence product, or for other medical purposes, and is marketed and sold for such an approved purpose. (5) Flavored product. Any licensed product that contains a taste or smell, other than the taste or smell of tobacco, menthol, mint or wintergreen that is distinguishable by an ordinary consumer either prior to or during the consumption of the product, including, but not limited to, any taste or smell relating to chocolate, cocoa, vanilla, honey, fruit, or any candy, dessert, alcoholic beverage, herb, or spice. A public statement or claim, whether express or implied, made or disseminated by the manufacturer of a licensed product, or by any person authorized or permitted by the manufacturer to make or disseminate public statements concerning such products, that a product has or produces a taste or smell other than a taste or smell of tobacco will constitute presumptive evidence that the product is a flavored product. (6) Indoor area. All space between a floor and a ceiling that is bounded by walls, doorwa ys, or windows, whether open or closed, covering more than 50 percent of the combined surface area of the vertical planes constituting the perimeter of the area. A wall includes any retractable divider, garage door, or other physical barrier, whether temporary or permanent. (7) Licensed products. The term that collectively refers to any tobacco, tobacco-related device, electronic delivery device, or nicotine or lobelia delivery product. (8) Loosies. The common term used to refer to single cigarettes, cigars, and any other licensed product that have been removed from their original retail packaging and offered for sale. Loosies does not include premium cigars that are hand-constructed, have a wrapper made entirely from whole tobacco leaf, and have a filler and binder made entirely of tobacco, except for adhesives or other materials used to maintain size, texture, or flavor. (9) Moveable place of business. Any form of business that is operated out of a kiosk, truck, van, automobile or other type of vehicle or transportable shelter and not a fixed address store front or other permanent type of structure authorized for sales transactions. (10) Nicotine or lobelia delivery product. Any product containing or delivering nicotine or lobelia intended for human consumption, or any part of such a product, that is not a tobacco or an electronic delivery device as defined in this section. NICOTINE OR LOBELIA DELIVERY PRODUCT does not include any product that has been approved or otherwise certified for legal sale by the U.S. Food and Drug Administration as a tobacco-cessation product, a tobacco-dependence product, or for other medical purposes, and is being marketed and sold solely for that approved purpose. (11) Pharmacy. A place of business at which prescription drugs are prepared, compounded, or dispensed by or under the supervision of a pharmacist and from which related clinical pharmacy services are delivered. (12) Retail establishment. Any place of business where licensed products are available for sale to the general public. The phrase includes but is not limited to grocery stores, Tobacco Products Shops, convenience stores, gasoline service stations, pharmacies, bars, and restaurants. (13) Sale. Any transfer of goods for money, trade, barter or other consideration. (14) Self-service display. The open display of licensed products in any manner where any person has access to the licensed products without the assistance or intervention of the licensee or the licensee’s employee. The assistance or intervention shall entail the actual physical exchange of the licensed product between the customer and the licensee or employee. (15) Smoking. Inhaling, exhaling, burning, or carrying any lighted or heated cigar, cigarette, or pipe, or any other lighted or heated product containing, made, or derived from nicotine, tobacco, marijuana, or other plant, whether natural or synthetic, that is intended for inhalation. Smoking also includes carrying or using an activated electronic delivery device. (1)(16) Tobacco. Any product containing, made, or derived from tobacco that is intended for human consumption, whether chewed, smoked, absorbed, dissolved, inhaled, snorted, sniffed, or ingested by any other means, or any component, part, or accessory of a tobacco product including but not limited to cigarettes; cigars; cheroots; stogies; perique; granulated, plug cut, crimp cut, ready rubbed, and other smoking tobacco; snuff; snuff flour; cavendish; plug and twist tobacco; fine cut and other chewing tobaccos; shorts; refuse scraps, clippings, cuttings and sweepings of tobacco; and other kinds and forms of tobacco. Tobacco does not include any product that has been approved by the U.S. Food and Drug Administration for sale as a tobacco-cessation product, as a tobacco- dependence product, or for other medical purposes, and is being marketed and sold solely for such an approved purpose. (17) Tobacco products shop. A retail establishment that: a. Prohibits persons under 21 from entering at all times; b. Derives at least 90 percent of its gross revenues from the sale of licensed products; and c. Meets all of the following building or structural criteria: i. Shares no wall with, and has no part of its structure adjoined to any other business or retailer, unless the wall is permanent, completely opaque, and without doors, windows, or pass-throughs to the other business or retailer; ii. Shares no wall with and has no part of its structure directly adjoined to another licensed tobacco retailer; and iii. Is accessible by the public only by an exterior door. (18) Tobacco-related device. Any rolling papers, wraps, pipes, or other device intentionally designed or intended to be used with tobacco products. Tobacco-related device includes components of tobacco-related devices or tobacco products, which may be marketed or sold separately. Tobacco-related devices may or may not contain tobacco. (19) Vending machine. Any mechanical, electric or electronic, or other type of device that dispenses licensed products upon the insertion of money, tokens, or other form of payment directly into the machine by the person seeking to purchase the licensed product. (ba) License required. (1) License required. No person shall sell or offer to sell any licensed product without first having obtained a license to do so from the city pursuant to this ordinance. (2) Application. An application for a license to sell licensed products must be made on a form provided by the city. The application must contain the full name of the applicant, the applicant’s residential and business addresses and telephone numbers, the name of the business for which the license is sought, and any additional information the city deems necessary. Upon receipt of a completed application, the City Clerk will forward the application to the City Council for action at its next regularly scheduled meeting. If the City Clerk determines that an application is incomplete, it will be returned to the applicant with notice of the information necessary to make the application complete. directly, by coin machine, or otherwise, keep for retail sale, sell at retail, or otherwise dispose of, any cigarettes, cigarette wrapper, tobacco, or tobacco products at any place in the city unless he shall have obtained a license therefor as provided in section 8-2 of this Code. (3) Action. The City Council may approve or den y the application for a license, or it may delay action for a reasonable period of time to complete any investigation of the application or the applicant deemed necessary. If the City Council approves the application, the City Clerk will issue the license to the applicant. If the City Council denies the application, notice of the denial will be given to the applicant along with notice of the applicant’s right to appeal the decision. (4) Term. All licenses issued are valid through the end of the respective calendar year in which the license was issued. (5) Revocation or suspension. Any license issued may be suspended or revoked following the procedures set forth in subsection (j). (6) Transfers. All licenses issued are valid only on the premises for which the license was issued and only for the person to whom the license was issued. The transfer of any license to another location or person is prohibited. (7) Display. All licenses must be posted and displayed at all times in plain view of the general public on the licensed premises. (8) Renewals. The renewal of a license issued under this ordinance will be handled in the same manner as the original application. (9) Issuance as privilege and not a right. The issuance of a license is a privilege and does not entitle the license holder to an automatic renewal of the license. (10) Minimum clerk age. Individuals employed by a licensed retail establishment under this ordinance must be at least 18 years of age to sell licensed products. (11) Maximum number of licenses. The maximum number of licenses issued by the city at any time is limited to 21. When the maximum number of licenses has been issued, the city may place persons seeking licensure on a waiting list and allow them to apply on a first-come, first-served basis, as licenses are not renewed or are revoked. A new applicant who has purchased a business location holding a valid city license will be entitled to first priority, provided the new applicant meets all other application requirements in accordance with this ordinance. Pharmacies ineligible for licensure. No existing license will be eligible for renewal to any pharmacy, including any retail establishment that operates or contains an on-site pharmacy, and no pharmacy or any retail establishment that operates an on-site pharmacy will be granted a new license. (12) Smoking prohibited. Smoking is prohibited within the indoor area of any retail establishment licensed under this ordinance with the sole exception of smoking of samples only in Tobacco Products Shops. (13) Samples prohibited. No person shall distribute samples of any licensed product free of charge or at a nominal cost, except that Tobacco Products Shops may distribute samples for a reasonable cost.. (c) License fee. No license will be issued under this ordinance until the appropriate license fees are paid in full. The annual fee for such tobacco license shall be as set forth in the city's fee schedule and may be amended from time to time. (d) Basis for denial of license. (1) Grounds for denying the issuance or renewal of a license include, but are not limited to, the following: a. The applicant is under 21 years of age. b. The applicant has been convicted within the past five years of any violation of a federal, state, or local law, ordinance provision, or other regulation relating to licensed products. c. The applicant has had a license to sell licensed products suspended or revoked within the preceding 12 months of the date of application. d. The applicant fails to provide any of the information required on the licensing application, or provides false or misleading information. e. The retail establishment for which the license is requested is a moveable place of business. Only fixed-location businesses are eligible to be licensed. f. The applicant is prohibited by federal, state, or other local law, ordinance, or other regulation from holding a license. (2) Except as may otherwise be provided by law, the existence of any particular ground for denial does not compel the city to deny the license. (3) If a license is mistakenly issued or renewed to a person, it will be revoked upon the discovery that the person was ineligible for the license under this ordinance. The city will provide the license holder with notice of the revocation, along with information on the right to appeal. (eb) Prohibited ActsRestrictions. (1) In general. No person shall sell or offer to sell any licensed product: a. By means of any type of vending machine. b. By means of loosies as defined. c. Containing opium, morphine, jimson weed, bella donna, strychnos, cocaine, marijuana, or other deleterious, hallucinogenic, toxic, or controlled substances except nicotine and other substances found naturally in tobacco or added as part of an otherwise lawful manufacturing process. It is not the intention of this provision to ban the sale of lawfully manufactured cigarettes or other products subject to this ordinance. d. By any other means, to any other person, or in any other manner or form prohibited by federal, state, or other local law, ordinance provision, or other regulation. (2) Legal age. No person shall sell any licensed product to any person under the age of 21. a. Age verification. Licensees must verify by means of government-issued photographic identification that the purchaser is at least 21 years of age. Verification is not required for a person over the age of 30. That the person appeared to be 30 years of age or older does not constitute a defense to a violation of this subsection. b. Signage. Notice of the legal sales age and age verification requirement must be posted prominently and in plain view at all times at each location where licensed products are offered for sale. The required signage, which will be provided to the licensee by the city, must be posted in a manner that is clearly visible to anyone who is or is considering making a purchase. (1) Minors. No person shall sell, give away, or otherwise furnish any cigarette, cigarette paper, tobacco, or tobacco product to any person under the age of 18 years. (2) Narcotic drugs. No person shall keep for sale, sell, or dispose of any cigarette, or other tobacco product containing opium, morphine, jimson weed, belladonna, strychnia, cocaine, marijuana, or any other deleterious or poisonous drug, except nicotine. (3) Vending machine. No person shall sell or dispense any tobacco product through the use of a vending machine unless the vending machine is in a nonpublic area with no minor access as verified by a premises survey conducted by the police department. (34) Self-service merchandising. No person shall allow the sale of licensed products offer for sale or dispense any tobacco product by means of self-service displaymerchandising. All licensed products must be stored behind the sales counter, in a locked case, in a storage unit, or in another area not freely accessible to the general public. This section shall not apply to retail stores which derive at least 90 percent of their revenue from tobacco and tobacco-related products and which cannot be entered at any time by persons younger than 18 years of age. Prior to offering for sale any tobacco product by self-service merchandising, a licensee must file with the city clerk a statement from a certified public accountant that shows both total gross sales and total sales from tobacco or related products. Said statement must also be filed with the city clerk yearly on or before the renewal date of the license. (4) Flavored products. No person shall sell or offer for sale any flavored products. This prohibition does not apply to the sale of flavored products that contain a taste or smell of menthol, mint or wintergreen, distinguishable by an ordinary consumer either prior to or during the consumption of the product. This prohibition does not apply to Tobacco Products Shops. (5) Liquid Packaging. No person shall sell or offer to sell any liquid, whether or not such liquid contains nicotine, which is intended for human consumption and use in an electronic delivery service, in packaging that is not child-resistant. Upon request by the city, a licensee must provide a copy of the certificate of compliance or full laboratory testing report for the packaging used. (f) (5) ResponsibilityEmployee violations. Every licensee shall be responsible for the conduct of its employees in while on the licensed premises and regard to the any sale, offer to sell, and furnishing of licensed products on the licensed premises. The sale, offer to sell, or furnishing of any licensed product or other disposition of tobacco products by an employee to a person under 18 years of age shall be considered an act of the licensee for purposes of imposing an administrative fine, license suspension or revocation. Nothing in this section shall be construed as prohibiting the city from also subjecting the employee to any civil penalties that the city deems to be appropriate under this ordinance, state or federal law, or other applicable law or regulation. (6) Federal regulations. The Code of Federal Regulations, title 21, part 897.16(c) is incorporated by reference into this Code. Notwithstanding these regulations, all sales of tobacco products by vending machines and self-service merchandising must be in compliance with subsections (c) and (d) herein if said New Hope Code sections are inconsistent with the federal regulations. (c) License fee . The annual fee for such tobacco license shall be as set forth in the city's fee schedule. (d) Display of license. Every such license shall be openly displayed in the place of business for which it is issued. (ge) Compliance monitoring. The police department shall conduct unannounced compliance checks at least once each calendar year at each location where tobacco products licensed products are sold within the city. All licensed premises must be open to inspection by law enforcement officials during regular business hours. In accordance with state law, the city will conduct at least one compliance check that involves the participation of one person between the ages of 17 and 20 to enter licensed premises to attempt to purchase licensed products. Prior written consent is required for any person under the age of 18 to participate in a compliance check. Persons used for the purpose of compliance checks will be supervised by law enforcement or other designated personnel. Licensees and applicants shall be informed of this policy at the time of license application and renewal. Violators of these regulations will be subject to more frequent compliance monitoring than non-violating licensees. The police department shall make an annual report to the city council on the compliance checks conducted pursuant to this section. (h) Other prohibited acts. (1) Prohibited furnishing or procurement. It is a violation of this ordinance for any person 21 years of age or older to purchase or otherwise obtain any licensed product on behalf of a person under the age of 21. It is also a violation for any person 21 years of age and older to coerce or attempt to coerce a person under the age of 21 to illegally purchase o r attempt to purchase any licensed product. (2) Use of false identification. It is a violation of this ordinance for any person to use any form of false identification, whether the identification is that of another person or has been modified or tampered with to represent an age older than the actual age of the person using that identification. (i) Exceptions and defenses. (1) Religious, spiritual, or cultural ceremonies or practices. Nothing in this ordinance prevents the provision of tobacco or tobacco-related devices to any person as part of an indigenous practice or a lawfully recognized religious, spiritual, or cultural ceremony or practice. (2) Reasonable reliance. It is an affirmative defense to a violation of this ordinance for a person to have reasonably relied on proof of age as described by state law. (jf) Violations and penalties. In addition to being guilty of a misdemeanor, any person violating subsection (b) of this section shall be subject to the following penalties: (1) (1) Violations a. Notice. A person violating this ordinance may be issued, either personally or by mail, a citation from the city that sets forth the alleged violation and that informs the alleged violator of his or her right to a hearing on the matter and how and where a hearing may be requested, including a contact address and phone number b. Hearings. 1. Upon issuance of a citation, a person accused of violating this ordinance may request in writing a hearing on the matter. Hearing requests must be made within 10 business days of the issuance of the citation and delivered to the City Clerk or other designated city officer. Failure to properly request a hearing within 10 business days of the issuance of the citation will terminate the person’s right to a hearing. 2. The City Clerk or other designated city officer will set the time and place for the hearing. Written notice of the hearing time and place will be mailed or delivered to the accused violator at least 10 business days prior to the hearing. c. Hearing officer. The City Council will designate a hearing officer. The hearing officer will be an impartial employee of the city or an impartial person retained by the city to conduct the hearing. d. Decision. A decision will be issued by the hearing officer within 10 business days of the hearing. If the hearing officer determines that a violation of this ordinance did occur, that decision, along with the hearing officer’s reasons for finding a violati on and the penalty to be imposed, will be recorded in writing, a copy of which will be provided to the city and the accused violator by in-person delivery or mail as soon as practicable. If the hearing officer finds that no violation occurred or finds grounds for not imposing any penalty, those findings will be recorded and a copy will be provided to the city and the acquitted accused violator by in-person delivery or mail as soon as practicable. The decision of the hearing officer is final, subject to an appeal as described in subsection (j)(1)(f) of this section. e. Costs. If the citation is upheld by the hearing officer, the city’s actual expenses in holding the hearing up to a maximum of $1,000 must be paid by the person requesting the hearing. f. Appeals. Appeals of any decision made by the hearing officer must be filed in Hennepin County district court within 10 business days of the date of the decision. g. Continued violation. Each violation, and every day in which a violation occurs or continues, shall constitute a separate offense. h. Revocation. The city council has the authority to revoke any license as set out in section 8-2 of this Code notwithstanding the provisions of this section regarding violations. (2) Administrative civil penalties.: a. individuals. Any person who sells any tobacco product to a person under the age of 18 years is subject to an administrative penalty; and any person under the age of 18 years who attempts to purchase a tobacco product is subject to an administrative penalty. The city council may impose administrative penalties as follows: a. First violation. The city council shall impose a civil fine of at least $50.00 but not to exceed $500.00. b. Second violation. The city council shall impose a civil fine of at least $75.00 but not to exceed $750.00 for a second violation within 24 months of the initial violation. c. Third violation. The city council shall impose a civil fine of at least $100.00 but not to exceed $1,000.00 for a third violation within 24 months of the initial violation. d. Hearing required. No civil penalty shall take effect until the individual has received notice served personally or by mail, of the alleged violation and is given an opportunity for a hearing before a person authorized by the city council to conduct the hearing. A decision that a violation has occurred and a civil penalty is warranted must be in writing. In the event the individual is found to have violated the regulations of this Code, the cost of any hearing, including the hearing examiner's fees and the city's reasonable attorney's fees, shall be assessed against the individual in addition to the civil penalty. a. (2) Administrative civil penalties: Llicensees. If a licensee or an employee of a licensee is found to have sold tobacco to a person under the age of 18 years, violated this ordinance, the licensee shall be subject to the administrative sanctions described in the following matrix. In all cases the council shall select which days a suspension will be served. Other mandatory requirements may be imposed on the licensee, including, but not limited to, meetings with the police department to present a plan of action to assure that problems will not continue, mandatory education sessions involving all employees and employers with the police department or other actions that the city council deems appropriate. On a first and second violation, the licensee may elect training in proper identification procedures in lieu of the license suspension. The license suspension and training requirements shall be governed by and are subject to the conditions set out in subsection (jf)(2)b. of this section. Fine and License Suspension 1st Violation 2nd Violation (within 24 months of prior violation) 3rd Violation (within 24 months of two prior violations) 4th Violation (within 24 months of three prior violations) $300250.00 plus 3 days suspension $750.00 plus 15 days suspension $1,500.00 plus 30 days suspension Revocation a. Hearing required. No civil penalty shall take effect until the licensee has received notice, served personally or by regular mail, of the alleged violation and is given an opportunity for a hearing before a person authorized by the city council to conduct the hearing. A decision that a violation has occurred and a civil penalty is warranted must be in writing. In the event the licensee is found to have violated the regulations of this Code, the cost of any hearing, including the hearing examiner's fees and the city's reasonable attorney's fees, shall be assessed against the licensee in addition to the civil penalty. b. Training in lieu of suspension. After the first and second violation within a 24-month period, a licensee may request training from the New Hope Police Department in proper identification procedures. Said training shall be at the expense of the licensee, shall be in lieu of the entire three-day license suspension for a first violation and ten of the 15-day license suspension for the second violation required by subsection (jf)(2)a. of this section, and shall be conducted per the following conditions: 1. Training for all employees of a licensee must be completed within two training sessions at the discretion of the New Hope Police Department. 2. If more than one licensee is requesting the training, the New Hope Police Department retains control in deciding how many training sessions are necessary to accommodate the number of employees taking the training. 3. It shall be the responsibility of the licensee to make certain that all employees successfully complete the required training. Failure to do so means the licensee has failed to meet the "training in lieu of suspension" requirement of the administrative penalty and will be subject to the entire license suspension. 4. The licensee shall pay for all of the following costs for the training: supplies and materials, any facility costs, the personnel expenses for the trainer, all administrative costs of the training and any other costs staff deems necessary to conduct the training. Payment for the training must be made to the city clerk prior to the commencement of the training. Failure to make the payment will result in the cancellation of the training and the immediate imposition of the appropriate license suspension. (3) Other individuals. Individuals, other than persons under the age of 21 regulated by subsection j.(4) of this section, who are found to be in violation of this ordinance will be subject to an administrative penalty of $50.00. (4) Persons under the age of 21. Persons under the age of 21 who use a false identification to purchase or attempt to purchase licensed products may only be subject to non-criminal, non- monetary civil penalties such as tobacco-related education classes, diversion programs, community services, or another penalty that the city determines to be appropriate. The City Council will consult with court personnel, educators, parents, children and other interested parties to determine an appropriate penalty for persons under the age of 21 in the city. The penalty may be established by ordinance and amended from time to time. (5) Misdemeanor prosecution. Nothing in this section prohibits the city from seeking prosecution as a misdemeanor for any alleged violation of thi s ordinance by a person 21 years of age or older. (k) Severability. If any section or provision of this ordinance is held invalid, such invalidity will not affect other sections or provisions that can be given force and effect without the invalidated section or provision. (l) Effective date. This ordinance becomes effective on the date of its publication, or upon the publication of a summary of the ordinance as provided by Minn. Stat. § 412.191, subd. 4, as it may be amended from time to time, which meets the requirements of Minn. Stat. § 331A.01, subd. 10, as it may be amended from time to time. (3) Defense. It is a defense to the charge of selling tobacco to a person under the age of 18 years that the licensee or individual, in making the sale reasonably and in good faith relied upon representation of proof of age described in Minn. Stat. § 340A.503, subd. 6, par. (a). (4) Exemption. Only persons ages 16 or 17 years old may be enlisted to assist in the tests of compliance provided that written consent from the person's parent or guardian has been obtained and that the person shall at all times act only under the direct supervision of a law enforcement officer or an employee of the licensing department or in conjunction with an in-house program that has been preapproved by the police department. A person who purchases or attempts to purchase tobacco-related products while in this capacity is exempt from the penalties imposed by this section. (5) Revocation. The city council has the authority to revoke any license as set out in section 8-2 of this Code notwithstanding the provisions of this section regarding violations. Section 2. Effective Date. This ordinance shall be effective upon passage and publication. APPROVED by the New Hope City Council this 24th day of August, 2020. ATTEST Kathi Hemken, Mayor _____________________________________ Valerie Leone, City Clerk P:\Attorney\SAS\1 Client Files\2 City of New Hope\99-82008 Tobacco Ordinance\Ordinance No. 20-08 - Tobacco Ordinance Amendmentv2.docx 1 SUMMARY OF ORDINANCE NO. 20-08 AN ORDINANCE AMENDING SECTION 8-7 OF THE NEW HOPE CITY CODE REGULATING SALE OF TOBACCO & RELATED PRODUCTS Ordinance No. 20-08 amends Section 8-7 of the New Hope City Code to: (1) add electronic delivery devices to the regulations; (2) impose a maximum number of licenses of 21; (3) prohibit sales to persons under age of 21; and (4) prohibit all flavored tobacco products except for menthol, mint and wintergreen, among other revisions, except for tobacco products shops that restrict customers to be age 21 or over. The full version of Ordinance No. 20-08 is posted at www.newhopemn.gov and is available for inspection at the City Clerk’s office, 4401 Xylon Avenue North, New Hope, Minnesota. The above Ordinance was adopted by the New Hope City Council on August 24, 2020, and shall become effective upon publication. Valerie Leone City Clerk (published in the New Hope – Golden Valley Sun Post on September 3, 2020) S:\August 24, 2020 City Council Meeting\12.1 Q - Upcoming Events.docx Request for Action August 24, 2020 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: Aug. 29 9 a.m. to 1 p.m. – New Hope Community Farmers Market Sept. 1 No Planning Commission Meeting Sept. 2 1:30 p.m. – Joint Water Commission Meeting (Virtual) Sept. 5 9 a.m. to 1 p.m. – New Hope Community Farmers Market Sept. 7 Labor Day Holiday, All City Offices Closed Sept. 8 7 p.m. – Human Rights Commission Meeting 7 p.m. – Citizen Advisory Commission Meeting Sept. 10 12:30 p.m. – Shingle Creek Watershed Management Commission Meeting (Virtual) Sept. 12 9 a.m. to 1 p.m. – New Hope Community Farmers Market Sept. 14 7 p.m. – City Council Meeting Agenda Section Other Business Item Number 12.1