12 21 20 Work Session Minutes
City Council Work Session December 21, 2020
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City of New Hope
4401 Xylon Avenue North
New Hope, Minnesota 55428
City Council Minutes
Work Session Meeting
December 21, 2020
Civic Center Conference Room
CALL TO ORDER The New Hope City Council met in work session pursuant to due call and notice thereof;
Mayor Hemken called the (virtual) meeting to order at 6:33 p.m.
ROLL CALL Council present:
Kathi Hemken, Mayor
John Elder, Council Member
Cedrick Frazier, Council Member
Andy Hoffe, Council Member
Jonathan London, Council Member
Staff present:
Kirk McDonald, City Manager
Dan Boyum, City Engineer
Megan Hedstrom, Stormwater Specialist
Rich Johnson, Director of HR/Admin. Services
Valerie Leone, City Clerk
Bernie Weber, Director of Public Works
STORM WATER
ORDINANCE
Item 11.1
Mayor Hemken introduced for discussion item 11.1, Discuss Storm Water Ordinance
Update.
Ms. Megan Hedstrom, stormwater specialist/project coordinator, reviewed proposed
updates to the city’s storm water ordinance. She explained the changes are necessary
to comply with MPCA and local watershed districts guidelines as well as the city’s
Surface Water Management plan. She stated the updates include new language in the
zoning and subdivision/platting sections of the city code primarily relating to grading,
erosion, and sediment control regulations.
Council Member Elder recommended proceeding with the changes as they meet best
practices across the state.
Mr. Kirk McDonald, city manager, pointed out that since some of the changes impact
the zoning code, a review by the planning commission is necessary. It was noted that
a public hearing before the planning commission will take place on February 2, 2021,
before the ordinance amendment is presented to the Council on February 22, 2021.
2020 AND 2021
CONSTRUCTION
PROJECTS
Item 11.2
Mayor Hemken introduced for discussion item 11.2, Update regarding 2020 and 2021
construction projects.
Mr. Bernie Weber, director of public works, and Mr. Dan Boyum, city engineer,
updated the Council regarding 2020 and 2021 construction projects:
Meadow Lake Management Plan (Improvement Project Nos. 1037 and 1053)
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Mr. Boyum explained the Meadow Lake Management Plan is a long‐term project
focused on improving water quality in Meadow Lake. The Watershed and city
were unable to obtain a DNR permit to complete the drawdown this year primarily
due to the wildlife impacts of the drawdown. He noted these impacts can be
avoided by beginning the drawdown in early September of 2021. He reviewed the
three phases of the plan: 1) drawdown to consolidate sediments, kill invasive plant
species and fathead minnows; 2) follow up fish and aquatic vegetation monitoring
and treatment if necessary; and 3) alum treatments in two doses in successive
years. He explained the plans for pump setup for the drawdown.
Signal Replacement at Boone and 42nd Avenue (Improvement Project No. 1029)
and upcoming MnDOT bridge replacement projects
Mr. Boyum reported the replacement of the signal at Boone and 42nd Avenues was
placed on hold earlier this year. He stated the project is a 50/50 cost share between
the county and city. He noted the signals are the oldest in the county and are too
close to the travel lanes. The signals, posts, wiring and cabinet all need to be
replaced and left turns added. An accessible pedestrian signal (APS) and
pushbutton will be incorporated with the signal improvements. A hydrant was
relocated in 2019 to make room for the new signals. Mr. Boyum reported that
COVID financial impacts are affecting funding levels and the county is reviewing
funding in their 2022‐2026 CIP. He stated the county plans to reconstruct 42nd
Avenue between Gettysburg and Xylon Avenues in 2023. The city and county have
discussed delaying the signal replacement to 2023 which would reduce overall cost
for both parties.
Council Member London stated if the improvements are delayed until 2023, the
county should be asked to paint the southwest corner pole as it was damaged from
a car accident. Mr. Weber stated he will notify the county.
Regarding the 42nd Avenue bridge replacement, Mr. Boyum reported that MnDOT
plans to replace the 42nd Avenue bridge at Highway 169 in 2023 and switch the
interchange to a folded diamond. This would align with the county’s
reconstruction of 42nd Avenue. He stated MnDOT plans to replace the 36th Avenue
bridge crossing Highway 169 in 2025. The pedestrian bridge recently installed at
this location will be left in place.
2020 Infrastructure Improvement Project (Improvement Project Nos. 1034, 1035
and 1044)
Mr. Boyum illustrated the project area. He stated the 2020 Infrastructure
Improvement Project began in April, and the project was substantially completed
in September of 2020. Staff worked diligently with the contractor and the residents
on the full reconstruction streets to develop COVID protocols and digital
communication whenever possible. He stated final wear course paving will be
installed in spring of 2021.
Council Member London requested that staff ensure that grass is properly restored
in the project areas.
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Green Infrastructure Grant and 2020/2021 Sanitary Sewer Lining Project
(Improvement Project No. 1021 and 1048)
Mr. Boyum reported the Green Infrastructure Grant of $50,000 was obtained in
2018 and later amended to study I/I reduction in the northwest corner of New
Hope. He stated flow monitoring identified I/I hotspots and led to the 2020/2021
Sanitary Sewer Lining Project. He stated once the 2021 lining work is completed,
the city will perform additional flow monitoring and analysis on I/I reduction.
Mr. Boyum explained that bids for the 2020 sanitary sewer lining project came in
less than anticipated which allowed the city to add additional lining work to the
2020 project. He stated staff will obtain quotes for the 2021 sewer lining for the
northwest part of the city. He indicated the city has a total of 377,178 feet of sanitary
sewer pipe and to date 68,423 feet (or 18.07%) have cured in place pipe (CIPP)
lining. He reported on the benefits of lining to reduce I/I, extend pipe life, and
obtain credits from Met Council.
Pedestrian ramp at Winnetka and Terra Linda Drive
Mr. Boyum stated the city has discussed pedestrian improvements with the county
about pedestrian crossing improvements at Winnetka and Terra Linda Avenue.
He stated during the Winnetka Avenue watermain improvement project, staff
worked with county staff on a proposed solution which involved widening the
center island on Winnetka Avenue and installing pedestrian ramps to create a safer
crossing. This plan relied on CenterPoint Energy removing a portion of the center
island which was originally identified on their gas replacement plans.
Unfortunately, CenterPoint Energy did not end up needing to remove the center
island to place their new pipe, so the pedestrian improvements have not been
installed at this time. He stated Hennepin County staff is reviewing if they can
construct the proposed improvements as part of an ADA project in 2021. They are
reviewing internally and will provide an update to the city in January 2021. Also,
city staff are reviewing with county staff about striping and placement of a
rectangular rapid flashing beacon at the crosswalk.
Upcoming 2021 joint projects with the City of Crystal
Mr. Boyum stated in 2021 the city of Crystal plans to reconstruct a portion of
Louisiana Avenue north of 36th Avenue. This part of Louisiana Avenue is a shared
Crystal/New Hope road. The city engineer and public works director have been
working with the city of Crystal on reviewing the design of the reconstruction. In
addition, a shared portion of 38th Avenue just east of Louisiana Avenue is
proposed to be milled and overlayed as part of the 2021 infrastructure
improvement project.
Mr. Bernie Weber noted that agreements will be prepared for the shared projects.
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EDUCATIONAL
ASSISTANCE
PROGRAM
Item 11.3
Mayor Hemken introduced for discussion item 11.3, Discussion regarding the city’s
educational assistance program.
Mr. Kirk McDonald, city manager, stated Council had previously requested review of
the program. He indicated Director Johnson will review the program and seek
Council’s feedback.
Mr. Rich Johnson, director of human resources/administrative services, reported the
city’s educational assistance program has been in place for many years. He stated the
program is offered to full‐time and regular part‐time employees working 20 or more
hours per week. The reimbursement is a total of 75% for full‐time employees and 40%
for part‐time employees. He noted criteria of the program such as city approval before
enrollment in classes, availability of funds in the approved annual budget, and that the
education is job‐related. Mr. Johnson stated since 2015 the city has expended
approximately $55,000 ($11,000 per year) for the program. He stated ten people
participated during this period and seven of the employees are still employed with the
city. Mr. Johnson also noted three employees of these seven have received internal
promotions. He pointed out the program is a benefit that attracts new employees,
makes employees more effective, and prepares employees for advancement. He stated
the majority of personnel utilizing the program have been in the police department.
Mr. Johnson stated discussions have taken place regarding requiring the employee to
repay education assistance if the employee voluntarily leaves the city’s employment
within a short period after receiving the benefit. He shared Crystal’s policy that
requires a loan agreement for repayment if separation occurs before 24 months’ after
completion.
Mr. Johnson discussed the negative consequences that a repayment requirement could
present if an employee desired to leave the city’s employment but felt forced to stay
for financial reasons. He also commented that any program modifications would
impact union negotiations.
Council Member Elder commented on the success and his support of the program. He
noted advanced education benefits the employee both personally and professionally.
Council Member Frazier spoke in favor of requiring a repayment provision if an
employee voluntarily leaves the city after receiving the benefit. He stated it is an
employee retention tool and is legal as long as the notice is given in advance and the
document is signed such as a promissory note.
Council Member London supported Crystal’s policy language. He commented that if
an employee desired to change employment, the loan repayment obligation could be
negotiated with the new employer.
Council expressed support for the educational assistance policy. Council directed staff
to modify the program effective January 1, 2023, to include a repayment plan if an
employee voluntarily leaves the city’s employ after receiving funding towards their
education. Employees participating in the program prior to January 1, 2023 will be
grandfathered and will not be required to enter into a repayment agreement.
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Staff was directed to amend the program with a payback provision and to grandfather
in the employees currently utilizing the program. Mr. Johnson indicated the
modification will be part of negotiations in 2022 with all three bargaining groups and
become effective commencing with 2023 collective bargaining agreements.
CITY MANAGER’S
2020 PERFORMANCE
EVALUTION
Item 11.4
Mayor Hemken introduced for discussion item 11.4, City Manager’s 2020 Performance
Evaluation.
Mayor Hemken explained the performance review will include a review of the city
manager’s 2020 goals and accomplishments. She noted after conducting the
performance, the city manager will be excused from the meeting while the Council
considers a potential salary increase.
Council reviewed the city manager’s 2020 goals and accomplishments and discussed
redevelopment, completion of police station/city hall and Civic Center Park amenities,
2020 elections, infrastructure improvements, public safety, staff transitions, finance
and IT contractual arrangements, operations during coronavirus pandemic,
communications with staff and Council, and grant revenue received by the city.
Council commended the city manager for achieving the majority of the goals,
continuing city operations during the COVID‐19 pandemic, and maintaining good
communication.
Mr. McDonald stated he has drafted his proposed goals for 2021 and welcomes
Council’s input. Council Member London requested the District 281 bus garage site be
added to the proposed redevelopment activities. Mr. McDonald stated he will
incorporate the change and the final goals will be placed on the January 11 agenda for
formal approval.
Mr. McDonald excused himself from the meeting to allow the Council opportunity to
privately discuss his employment agreement.
The Council reviewed the city manager’s salary and compared it to New Hope’s 12
comparable cities.
Council supported the previously approved 3% COLA and approved a 2% merit wage
increase based on 2020 performance for a base salary of $180,017 effective for calendar
year 2021.
Staff was directed to have the city attorney prepare an employment agreement
addendum for consideration at the January 11, 2021, Council Meeting.
ADJOURNMENT The meeting was adjourned at 8:00 p.m. as there was no further business to come
before the Council at its work session.
Respectfully submitted,
Valerie Leone, City Clerk
City Council Work Session December 21, 2020
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