052223 City Council Meeting Packet
NEW HOPE CITY COUNCIL
MEETING AGENDA
May 22, 2023
7:00 p.m.
City Hall – Council Chambers
4401 Xylon Avenue North
Mayor Kathi Hemken
Council Member John Elder
Council Member Andy Hoffe
Council Member Michael Isenberg
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 2023
CITY COUNCIL MEETING
City Hall, 4401 Xylon Avenue North
May 22, 2023
7:00 p.m.
1. CALL TO ORDER AND PLEDGE OF ALLEGIANCE – May 22, 2023
2. ROLL CALL
3. APPROVAL OF MINUTES:
• Regular Meeting Minutes – May 8, 2023
• Work Session Minutes – May 15, 2023
4. OPEN FORUM
5. PRESENTATIONS
6. CONSENT BUSINESS
6.2 Approval of financial claims through May 22, 2023
6.4 Resolution approving transfers from Street and Park Infrastructure Funds to General
Fund for Emerald Ash Borer Program
6.5 Resolution approving $500,000 transfer from park infrastructure fund to ice arena
operating fund for debt service and capital improvements
6.6 Resolution approving agreement with CivicPlus for codification services
7. PUBLIC HEARING
8. DEVELOPMENT AND PLANNING
8.1 Resolution approving plans and specifications for the 2023 seal coat and fog seal
project and ordering advertisement for bids (Improvement Project No. 1099)
9. PETITIONS AND REQUESTS
10. ORDINANCES AND RESOLUTIONS
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: Tim Hoyt, Acting City Manager
Date: May 18, 2023
Subject: Agenda Items for Monday, May 22, 2023
Open Forum
We are not aware of anyone who intends to address Council for the open forum.
Items 6.1, 6.2, and 6.3
Item 6.1 – there are no new business license requests.
Item 6.2 ‐ involves routine financial claims.
Item 6.3 – there are no new liability claims to report.
Item 6.4
At the May 15 work session, staff discussed the significant increase in emerald ash borer infestations
throughout the city. Council supported a fund transfer of $300,000 from the Street Infrastructure Fund
and $100,000 transfer from the Park Infrastructure Fund into the General Fund for the Emerald Ash
Borer program. Directors Weber and Susan and I recommend approval.
Item 6.5
This resolution approves a transfer of $500,000 from the Park Infrastructure Fund to the ice arena
operating fund for debt service and capital improvements and is included in the 2023 budget and tax
levy. In 2017, the City Council reviewed the financial operations of the ice arena and agreed to increase the
park infrastructure tax levy to make annual transfers to the ice arena operating fund to provide for the
required debt service payments on the 2011A bonds and ongoing capital needs of the facility. The bonds
were refinanced in February 2021, to achieve a savings in interest costs, with the understanding that the debt
service would continue to be paid with a transfer from the park infrastructure fund to the ice arena operating
fund. Council discussed the transfer at the May 15, 2023, work session and was supportive. Director
Rader and I recommend approval.
Item 6.6
This item approves an agreement with CivicPlus for codification services. Since 2002 the city has
utilized the services of Municipal Code Corporation for maintaining the city’s code. The company
recently merged with CivicPlus. The software will continue to be supported but they are changing the
fee structure from a per page rate to a flat annual fee based on past usage. The contract will be $4,283.40
effective July 1, 2023. In the past the city has paid between $3,500 to $6,000, depending on the number
of ordinance amendments per year. Funds are budgeted in the City Manager’s budget for this service.
City Clerk Leone and I recommend approval.
Page 2
Item 8.1
This resolution approves plans and specifications for the annual seal coat and fog seal project and
orders advertisement for bids. The project area for 2023 includes the Liberty Park neighborhood, the
Dorothy Mary Park neighborhood, the West Broadway West neighborhood, the Begin Park neighborhood,
areas west of Holiday Park, the Northwood South area, the Quebec Avenue area between 49th and Winnetka
Avenue North, the Winpark Drive area, Nevada Avenue from 36th Avenue North to the city limits, and 49th
Avenue North from Boone to Winnetka Avenue North respectively. Bids will be presented to Council at
the June 26 meeting with work commencing this summer. The 2023 CIP contains $622,277.53 for seal
coat and fog seal work. Director Weber and I recommend approval.
Item 12.1
Mayor Hemken will review the list of upcoming events/meetings.
If you have any questions regarding items in the agenda packet, please contact me prior to the
meeting so that staff can research any issues and be prepared to respond at the meeting.
New Hope City Council May 8, 2023
Page 1
City of New Hope
4401 Xylon Avenue North
New Hope, Minnesota 55428
City Council Minutes May 8, 2023
Regular Meeting City Hall, 7:00 p.m.
CALL TO ORDER The New Hope City Council met in regular session pursuant to due call and notice
thereof; Mayor Hemken called the meeting to order at 7:00 p.m.
PLEDGE OF
ALLEGIANCE
The City Council and all present stood for the Pledge of Allegiance.
ROLL CALL Council present:
Staff present:
Kathi Hemken, Mayor
John Elder, Council Member
Andy Hoffe, Council Member
Michael Isenberg, Council Member
Jonathan London, Council Member
Tim Hoyt, Acting City Manager
Dan Boyum, City Engineer
Rich Johnson, Director of HR/Admin. Services
Valerie Leone, City Clerk
Susan Rader, Director of Parks & Recreation
Stacy Woods, City Attorney
APPROVAL OF
MINUTES
Motion was made by Council Member London, seconded by Council Member
Elder, to approve the work session meeting minutes of April 17, 2023. Voted in
favor thereof: Hemken, Elder, Hoffe, Isenberg, London; and the following voted
against the same: None; Abstained: None; Absent: None. Motion carried.
Motion was made by Council Member Elder, seconded by Council Member
London, to approve the regular meeting minutes of April 24, 2023. Voted in favor
thereof: Hemken, Elder, Hoffe, Isenberg, London; and the following voted against
the same: None; Abstained: None; Absent: None. Motion carried.
Motion was made by Council Member Elder, seconded by Council Member
Isenberg, to approve the special meeting minutes of May 2, 2023. Voted in favor
thereof: Hemken, Elder, Hoffe, Isenberg, London; and the following voted against
the same: None; Abstained: None; Absent: None. Motion carried.
OPEN FORUM
Mr. Ron Stoffel, 8004 55th Lane North, spoke regarding flag etiquette of flags at
half mast. He indicated the city’s state flag and the POW/MIA flag at the police
station should be lower than the American flag. Council thanked him for the
information.
New Hope City Council May 8, 2023
Page 2
Mr. Stoffel inquired regarding the status of the Shell Gas Station at 7900 Bass Lake
Road. Mr. Tim Hoyt, acting city manager, indicated he will ask the community
development director to contact Mr. Stoffel with a report.
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. Tim Hoyt, acting city manager, reviewed the consent
items.
BUSINESS
LICENSE(S)
Item 6.1
Approval of business license(s).
FINANCIAL CLAIMS
Item 6.2
Approval of financial claims through May 8, 2023.
RESOLUTION 2023‐66
Item 6.4
Resolution proclaiming May 25, 2023, as National Missing and Exploited
Children’s Day in the city of New Hope.
RESOLUTION 2023‐67
Item 6.5
Resolution approving agreement between the city of New Hope and Hennepin
County for Elevate Hennepin.
MOTION
Item 6.6
Motion waiving permit fees for temporary signs and tent for Can Do Woofaroo
walk and fundraising event on September 23, 2023.
RESOLUTION 2023‐68
Item 6.7
Resolution declaring adoption and implementation of State performance
measures.
RESOLUTION 2023‐69
Item 6.8
Resolution approving a contract with ABCities Consulting, LLC for city planning
services through 2024.
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.
LIGHTED BASEBALL
FIELD
(IMPROVEMENT
PROJECT NO. 1095)
Item 8.1
Mayor Hemken introduced for discussion Item 8.1, Resolution awarding contract
to New Look Contracting Inc. for $483,606.75 for field improvements at Lighted
Baseball Field (Improvement Project No. 1095).
Mr. Dan Boyum, city engineer, stated lighted baseball field is located at 8810 49th
Avenue North and was last rebuilt in 1995. He explained the scope of the work
includes regrading infield grass, leveling a portion of the outfield where there are
low spots, restoration with sod to allow play to resume in spring of 2024,
rebuilding the pitcher’s mound, fence replacement, gate replacement, replacement
of a bituminous trail and pedestrian ramp, and removal of the park shelter, walk,
and retaining wall. He stated the low bid was submitted by New Look Contracting,
Inc. for $249,762.25 (base bid). He reported that seven alternates were sought, and
New Hope City Council May 8, 2023
Page 3
staff recommends approval of Alternate 1 (full fence replacement for $123,257.50);
Alternate 4 (shade structure for $11,500); Alternate 6 (infield grading for $18,665);
and Alternate 7 (batting cage replacement or $80,422) for a total contract amount
of $483,606.75. He explained the batting cage was added during the bidding
process based on staff discussions.
Mr. Boyum stated the total estimated project cost with contingency and indirect
costs is $670,326. He reported the budgeted amount was $828,000 although some
of the funds were allocated to the lighting retrofit project. He stated a $10,000 grant
award was received for the project from the Twins Community Fund.
He reviewed the project schedule with construction substantially completed this
fall and final completion in spring of 2024. He recommended approval of a contract
for $483,606.75 to New Look Contracting, Inc. Mr. Boyum stated New Look
Contracting has performed work in the city in the past with good results.
Council Member London commented on the batting cage cost and asked whether
the netting will be removed each fall to extend its life.
Parks and Recreation Director Susan Rader confirmed that it is anticipated the
netting will be removed from the batting cage structure each fall. It was noted that
teams prefer the netting material compared to chain link fencing. Ms. Rader
reported on the various users of the field.
RESOLUTION 2023‐70
Item 8.1
Council Member Isenberg introduced the following resolution and moved its
adoption: “RESOLUTION AWARDING CONTRACT TO NEW LOOK
CONTRACTING INC. FOR $483,606.75 FOR FIELD IMPROVEMENTS AT
LIGHTED BASEBALL FIELD (IMPROVEMENT PROJECT NO. 1095)” The
motion for the adoption of the foregoing resolution was seconded by Council
Member Elder, and upon vote being taken thereon, the following voted in favor
thereof: Hemken, Elder, Hoffe, Isenberg, London; and the following voted against
the same: None; Abstained: None; Absent: None; whereupon the resolution was
declared duly passed and adopted, signed by the mayor which was attested to by
the city clerk.
CITY MANAGER
EMPLOYMENT
AGREEMENT
Item 10.1
Mayor Hemken introduced for discussion Item 10.1, Resolution appointing Reece
Bertholf as city manager for the city of New Hope effective June 12, 2023, and
approving employment agreement.
Mr. Rich Johnson, director of HR/Admin. Services, stated the recruitment firm
DDA Human Resources assisted the city in the city manager search. He explained
a tentative agreement has been reached with Reece Bertholf effective June 12, 2023.
Council expressed support for the appointment of Reece Bertholf.
RESOLUTION 2023‐71
Item 10.1
Council Member Hemken introduced the following resolution and moved its
adoption: “RESOLUTION APPOINTING REECE BERTHOLF AS CITY
MANAGER FOR THE CITY OF NEW HOPE EFFECTIVE JUNE 12, 2023, AND
APPROVING EMPLOYMENT AGREEMENT” The motion for the adoption of
the foregoing resolution was seconded by Council Member Isenberg, and upon
New Hope City Council May 8, 2023
Page 4
vote being taken thereon, the following voted in favor thereof: Hemken, Elder,
Hoffe, Isenberg, London; and the following voted against the same: None;
Abstained: None; Absent: None; whereupon the resolution was declared duly
passed and adopted, signed by the mayor which was attested to by the city clerk.
EXCHANGE OF
COMMUNICATION
Item 12.1
Mayor Hemken introduced for discussion Item 12.1, Exchange of communication
between members of the City Council.
Motion by Council Member Elder, seconded by Council Member Isenberg,
appointing Natalie Brown to the Planning Commission. All present voted in
favor. Motion carried.
Mayor Hemken reported on upcoming events.
ADJOURNMENT
Motion was made by Council Member Isenberg, 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 7:27 p.m.
Respectfully submitted,
Valerie Leone, City Clerk
City Council Work Session May 15, 2023
Page 1
City of New Hope
4401 Xylon Avenue North
New Hope, Minnesota 55428
City Council Minutes
Work Session Meeting
May 15, 2023
Northwood Conference Room
CALL TO ORDER The New Hope City Council met in work session pursuant to due call and notice thereof;
Mayor Hemken called the meeting to order at 6:30 p.m.
ROLL CALL Council present:
Council absent:
Kathi Hemken, Mayor
Andy Hoffe, Council Member
Michael Isenberg, Council Member
Jonathan London, Council Member
John Elder, Council Member
Staff present:
Tim Hoyt, Acting City Manager
Dan Boyum, City Engineer
Sarah Larson, WMFRD Chief
Valerie Leone, City Clerk
Susan Rader, Director of Parks & Recreation
Jeff Sargent, Director of Community Development
Bernie Weber, Director of Public Works
Also present: Bruce Paulson, Stantec
REVISED AGENDA Motion was made by Council Member Isenberg, seconded by Council Member Hoffe,
to approve the revised agenda adding Item 11.6, Discuss MnDOT Snowplow truck
lease program. All present voted in favor. Motion carried.
WMFR DISTRICT
UPDATE
Item 11.1
Mayor Hemken introduced for discussion item 11.1, Update from West Metro Fire‐
Rescue District.
Ms. Sarah Larson, WMFRD Chief, reported there were 392 calls for service in the first
quarter of year 2023 of which 226 were in the city of New Hope. She stated the district
held its 12th annual food drive on March 18 and collected nearly 1,300 pounds of food
and $5,404 in cash. She explained training programs, and provided an update on the
2022 recruits, emergency management, and apparatus. She stated the first new engine
will be delivered in May.
Chief Larson reported the district is planning an open house event on July 6 to celebrate
the district’s 25th anniversary.
She shared a letter sent by a resident complimenting the fire department on handling
a fire on March 25.
City Council Work Session May 15, 2023
Page 2
Ms. Larson reviewed the proposed 2024 budget of $3,364,500 which is funded as
$1,729,883 for New Hope and $1,634,617 for Crystal. The proposed budget is an
increase of $333,310 over the 2023 contribution or 11%. She explained the increase is
mainly due to the engine lease, one additional full‐time employee, and the pension
program.
Council Member London commented that large increases to budgets are not
sustainable long‐term.
Council thanked Chief Larson for the update.
EMERALD ASH
BORER PROGRAM
Item 11.2
Mayor Hemken introduced for discussion item 11.2, Discussion of New Hope’s
Emerald Ash Borer (EAB) program funding.
Ms. Susan Rader, director of parks and recreation, reported the city’s emerald ash borer
program began in 2010. She explained in 2023 staff has continued to see significant
increases in emerald ash borer infestations throughout the city affecting most of New
Hope’s public and private ash trees. In 2022 approximately 500 infested public ash
trees were removed, and the number is expected to be higher in 2023.
Director Rader stated the streets operating budget has $200,000 dedicated for tree
removal and replacement for public ash trees. She stated it is recommended that a
transfer of $300,000 from the Street Infrastructure Fund be made to the operating fund
to increase the amount allocated for the EAB program. She also stated the parks
operating budget contains $25,000 for the EAB program, and staff is seeking Council’s
support for a transfer of $100,000 from the Park Infrastructure Fund to the parks
operating budget to assist with tree removal/replacement in the parks. She noted the
$100,000 was budgeted in the 2023 Park Infrastructure CIP budget. Ms. Rader stated
the forester has recommended a variety of different species to replace the ash trees.
Ms. Rader commented the city has received $37,000 in grants for replacing park trees
in 2023 and the purchase of IT equipment for forestry fieldwork.
Mr. Bernie Weber, director of public works, commented the city is fortunate that the
tree contractor has not increased tree removal costs which average about $1,200 per
tree. The cost is approximately $650 to plant a new tree.
Council was supportive of the budget transfers and directed staff to place the item on
a future council meeting for formal approval.
PARK
INFRASTRUCTURE
FUND TRANSFER TO
ICE ARENA
OPERATING FUND
Item 11.3
Mayor Hemken introduced for discussion item 11.3, Discuss Transfer from Park
Infrastructure Fund to Ice Arena Operating Fund.
Ms. Susan Rader, director of parks and recreation, requested Council’s support for the
annual transfer from the park infrastructure fund to the ice arena operating fund for
debt service purposes. The $500,000 transfer was included in the 2023 tax levy and
budget. If the Council is supportive, a resolution authorizing the transfer would be
presented at the May 22 council meeting.
City Council Work Session May 15, 2023
Page 3
Council Member London questioned why the long‐term plan shows the transfer
through year 2032 when the bonds will be repaid in 2028.
Director Rader explained the intention of the transfer is to support the capital outlay
needs in addition to the debt, and staff can provide additional details when the
updated long‐term plan is presented to Council.
Council was supportive of the transfers and directed staff to place the item on a future
council meeting for formal approval.
STREETLIGHT
BANNERS
Item 11.4
Mayor Hemken introduced for discussion item 11.4, Discuss ordering additional
banners for new streetlights along 42nd Avenue North and streetlight banner designs.
Mr. Jeff Sargent, director of community development, stated staff requests to discuss
banners for the new streetlights to be installed along 42nd Avenue North between Xylon
and Gettysburg avenues.
He explained the streetlight banner design that is in place for the existing banners
along 42nd Avenue North between Louisiana and Xylon avenues and along Xylon
Avenue North between 42nd and 45th avenues was created by graphic design students
at Hennepin Technical College in 2015. The banners feature six unique designs and
taglines, including “A Great Place to” Grow, Learn, Live, Play, Shop, and Work.
The banners that are in place along 42nd Avenue North are about four years old. When
35 new streetlights were installed along 42nd Avenue North in 2019, the size of the
banners was reduced, and the taglines were translated into several different languages
to promote inclusiveness. These smaller banners were produced by Mainstreet Designs
and are generally expected to last three to five years. The fabric for these banners has
a “richer” look that is not as smooth as standard vinyl. The fabric is 11 ounces per yard
and printed on one side. Two pieces are then sewn together back‐to‐back, with a 10‐
ounce opaque block out layer in between to eliminate any transparence from sunlight.
The banners have a three‐year warranty to protect from fading and construction
defects. All banners are coated with a UV protectant to prevent fading and are double
folded for extra durability and protection to the pocket stitching.
The banners on Xylon Avenue North were produced by another vendor and are
comprised of standard vinyl. They were installed in 2016 and replaced with extras from
the order in 2020. There are seven streetlights with banners along Xylon Avenue North
and eight streetlights with hanging flower baskets.
As part of the 42nd Avenue North improvements taking place this summer, 11
additional streetlights will be added to the street between Xylon and Gettysburg
avenues. Banner arms have been ordered for these streetlights. Once installed, there
will be a total of 53 matching streetlights on 42nd Avenue North and Xylon Avenue
North that will be equipped for banners.
Mr. Sargent stated since the existing banners are nearing the end of their useful life and
new streetlights are being added to 42nd Avenue North, staff felt it was an appropriate
time to consider a redesign of the banners.
City Council Work Session May 15, 2023
Page 4
He asked for Council’s feedback on the theme which is about 10 years old. He stated
the city could use an outside vendor, work with the city’s communication coordinator
on concepts, solicit graphic design students to present concepts, organize a contest, or
continue using the current designs and order additional quantity.
Council supported continuing with the existing theme (A Great Place To…) and having
the banners printed in different languages. Council directed staff to contact the college
to determine if the students could assist with banner design options. Council also
expressed support of a public contest.
PUBLIC WORKS
PHASE 2 EXPANSION
(IMPROVEMENT
PROJECT NO. 1039)
Item 11.5
Mayor Hemken introduced for discussion item 11.5, Discuss Public Works facility
Phase 2 expansion (Improvement Project No. 1039).
Mr. Bernie Weber, director of public works, indicated Dan Boyum and Bruce Paulson
of Stantec are in attendance to answer questions. He explained in 2020 Council
approved a phased approach to the public works expansion, and Phase 1
improvements started construction in 2021. He stated Phase 2 improvements are
scheduled to begin construction in 2024 and include:
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.
Provide a new fuel dispensing system for diesel fuel and unleaded gasoline
adjacent to the new garage/equipment storage addition.
Security improvements both inside and out at the building expansion.
Pavement replacement and site improvements on the remaining areas not
addressed with the Phase 1 improvements.
City Engineer Dan Boyum highlighted the 2021 improvements that included a new lift
gate, bituminous, soils storage building, mechanics bay lift/flooring and ceiling
painting, trench grate/floor, new parking stalls, storage/exercise rooms, underground
infiltration basis, converted old soils storage area for parking, mechanics bay air
conditioning, security cameras, new parts storage area, and office in mezzanine.
Mr. Bruce Paulson of Stantec stated if Council supports phase 2 of the project, it is
necessary to prepare plans and specifications.
Mr. Boyum stated the estimated cost of phase 2 is $5,025,644 and with project
contingencies and indirect costs the total is $6,050,772. The central garage fund has a
balance of $5,767,592, and the remaining project cost will be funded with the building
replacement charge that was instituted in 2018.
Discussion ensued regarding security measures as well as cost savings to store
equipment and vehicles indoors. Mr. Weber indicated the dump truck batteries cost
$1,000 each and require annual replacement since the vehicles are parked outside.
Council Member London commented on the vehicle replacement policy and suggested
changes be made to extend the replacement schedule on city‐owned vehicles since they
are expected to last longer with indoor storage.
City Council Work Session May 15, 2023
Page 5
Council expressed support for Phase 2 of the public works facility expansion and
authorized Stantec to prepare plans and specifications.
Director Weber stated the plans and specifications will be presented at a future Council
meeting.
SNOWPLOWS
Item 11.6
Mayor Hemken introduced for discussion item 11.6, Discuss MnDOT Snowplow truck
lease program.
Mr. Bernie Weber, public works director, explained on May 12, 2023, staff learned
Minnesota Department of Transportation has received plow trucks and is unable to
take delivery due to insufficient funds. The plow truck inventory is being offered to
municipalities through TransLease, Inc. The city has the opportunity to lease two
tandem axle plow trucks (Western Star 4700/47X Chassis) for $6,194.40 per month (or
$74,332 annually) for each truck. They would be under warranty and include the
annual DOT inspection costs. After a year the city could evaluate whether to continue
the lease arrangement or not. The city could also purchase the equipment at the end of
the lease. The lease arrangement would guarantee having snowplows for the 2023‐24
winter season. After a year, staff is hopeful the market conditions and inventory will
improve for vehicle purchases.
Mr. Weber stated last November Council approved the purchase of a new plow truck
for $322,097 through the state cooperative purchasing agreement, but the order has not
been filled due to supply chain issues. The truck may not be available until 2025, and
the cost could be as high as $425,000.
Mr. Weber commented on the age of the city’s plow trucks and costly repairs. He also
noted Boyer Trucks would be willing to purchase the city’s 2013 and 2015 snowplows
for a good price.
Council inquired whether Abdo staff had reviewed the lease agreement. Mr. Weber
stated he had conversations with Erin Enstad of Abdo.
Council Member London recommended a buy versus lease analysis be performed by
Abdo in order to make a sound decision.
Mr. Weber commented on the need to make a decision very soon before the snow‐
plows are leased by other entities.
Council authorized Acting Chief Hoyt to enter into the lease(s) if the analysis proves
favorable.
OTHER BUSINESS Council Member Isenberg inquired regarding the status of the bridge work on T.H.
169/42nd Avenue.
Mr. Weber stated some contaminated soils have been discovered and there is more
ground water than expected. He stated the soils will be replaced and the bridge
contractor will need to place well points to draw down the water elevations before
placing the concrete bridge foundations.
City Council Work Session May 15, 2023
Page 6
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
G:\City Manager\AGENDA\6.2 R‐Approval of Claims Merge Doc.docx
Request for Action
May 22, 2023
Approved by: Tim W. Hoyt, Acting City Manager
Originating Department: City Manager
By: Tim W. Hoyt, Acting City Manager
Agenda Title
Approval of claims through May 22, 2023
Requested Action
Claims for services and commodities purchased through this period are listed on the Check Disbursement
Report
Attachments
Check Disbursement Report
Agenda Section
Consent
Item Number
6.2
Note: Payment amount may not reflect the actual amount due to data sequencing and/or data selection.
I:\RFA\P&R\FORESTRY\2023\EAB Transfers\CM\Q ‐ Emerald Ash Borer Fund Transfers.docx
Request for Action
May 22, 2023
Approved by: Tim Hoyt, Acting City Manager
Originating Department: City Manager
By: Tim Hoyt, Acting City Manager
Bernie Weber, Public Works Director
Susan Rader, Parks & Recreation Director
Agenda Title
Resolution approving transfers from Street and Park Infrastructure Funds to General Fund for Emerald Ash
Borer Program
Requested Action
Staff recommends that the City Council approve the attached resolution approving transfers from Street and
Park Infrastructure Funds to General Fund for Emerald Ash Borer Program. This matter was discussed at the
May 15 council work session.
Policy/Past Practice
The City of New Hope has continually sought opportunities to better the community at large, as well as make
the community a safer and better place. In the past the City of New Hope developed programs to help
manage invasive species in our community.
Background
Emerald Ash Borer:
In 2010, the New Hope City Council approved the creation and implementation of a city emerald ash borer
(EAB) program. The creation of the program included increased funding to fulfill goals related to control of
the EAB. Since 2010, the city’s primary focus has been the removal of public trees, including boulevard trees
and trees located in parks and public spaces, and replacement of removed ash trees with trees of greater
diversity to avoid problems associated with planting species monocultures.
Streets Operating Budget
In 2016, the City Council increased the trees removal/replacement budget from $125,000 to $150,000 in the
2017 budget and has been continued through 2021. In 2022, a budget increase of $50,000 was approved by the
City Council, for a total of $200,000 dedicated to tree removal and replacement with a primary focus on
public ash trees. In addition, in May of 2022 the City Council approved a transfer of $400,000 from the Street
Infrastructure Fund to provide additional funding.
In 2023, staff has continued to see significant increases in emerald ash borer infestations throughout the city,
now affecting most of New Hope’s public and private ash trees. Tree removals and replacement cost
estimates will again far exceed the 2023 budgeted amount of $200,000 dedicated for boulevard tree removal
and replacement. Tree removal, stumping and restoration averages about $1,200/tree. In 2023 tree planting
costs will go from $500 in 2022, to $650.
In 2022, city staff and city contractors removed just under 500 infested public ash trees. In 2023, the needed
trees removals are expected to exceed 2022 totals.
Agenda Section
Consent
Item Number
6.4
Request for Action, Page 2
Staff estimates, at a minimum, there are 300‐400+ Boulevard trees with severe infestations, that should/need
to be removed this year. ($360,000‐$480,000). The planting of trees has not been factored in additional needed
funding. Planting of replacement trees is completed as money is available. Currently there is a list of 200+
residents waiting to have replacement trees planted.
Parks Operating Budget
Staff also reported a significant increase in EAB infestations throughout the parks and facilities in 2023. In
2022, an inventory of all ash trees located in parks and golf course totaled approximately 860 trees that were
3” or larger. Since the inventory was completed, staff and the city’s contractor removed approximately 180
trees from parks and the golf course. Using the above estimates for removal and replacement (approximately
170 trees per year over 4 years), the costs will again far exceed the $25,000 budget dedicated for tree
removal/replacement in 2023.
Staff estimates that most of the ash trees located in city parks, golf course and ice arena have some level of
emerald ash borer infestation. All these trees, except for the six chemically treated trees at Hidden Valley
Park, will need to be removed in the next 2‐4 years. Currently, tree replacements are estimated at a 1:1
replacement for the majority of the non‐natural area trees. No new trees are currently scheduled for the
natural areas, however as more trees are removed, staff will look at planting seedlings later through a
Hennepin County tree planting initiative.
The estimated required tree work suggests an additional $100,000 is necessary for tree removal and
replacement of ash trees this year. This amount was budgeted in the 2023 Parks Infrastructure Fund budget,
which was approved by Council.
The city also received $37,000 in grants for replacing park trees in 2023 and the purchase of IT equipment for
forestry fieldwork.
Funding
Staff and Abdo are recommending $300,000 be transferred from the Streets Infrastructure Fund to the Streets
Operating budget. Project costs are adjusted on an annual basis, and it is anticipated that the deficit caused by
the transfer will be absorbed with future project adjustments.
As approved in the 2023 Parks Infrastructure Fund budget, a transfer of $100,000 will be made to the Parks
Operating budget to cover the expenses for the identified 2023 removals and replacements in the parks, golf
course and ice arena. Staff has budgeted $100,000 in the Park Infrastructure CIP budget over the next several
years to assist in the removals and replacements. As time permits each winter, staff will continue to remove
some trees in‐house. Each spring the remaining ash trees will be evaluated to determine the removals needed
for the year. Similar to the Streets Infrastructure Fund, future Parks Infrastructure projects may be adjusted to
allow for the additional tree removal and replacement expenses.
Staff discussed these recommendations with the Council at the May 15 work session and the Council was in
agreement with the recommendations. The attached resolution approves the transfers.
Attachments
Resolution
May 15, 2023, Abdo Memorandum re: EAB Transfers
City of New Hope
Resolution No. 2023 ‐
Resolution approving transfers from Street and Park Infrastructure
Funds to General Fund for Emerald Ash Borer Program
WHEREAS, in 2010 the city implemented an Emerald Ash Borer removal/replacement program to
remove and replace diseased tress in the city; and
WHEREAS, funding for the program is included in the General Fund budget and grants have also
been applied for and received to address the problem; and
WHEREAS, the 2023 General Fund budget has $200,000 dedicated to the program in the street
operating budget and funding of $25,000 is available in the park budget; and
WHEREAS, the disease is spreading quickly throughout the city on public boulevards and city parks
and the current budgeted funding is not adequate if the city wants to continue proactively
removing tress to prevent the spread; and
WHEREAS, staff recommended that $300,000 be transferred from the Street Infrastructure Fund to the
General Fund (streets budget) for the removal of the tress on public boulevards; and
WHEREAS, staff recommended that $100,000 be transferred from the Park Infrastructure Fund to the
General Fund (park budget) for the removal of the tress in parks and recreational spaces;
and
WHEREAS, the City Council discussed this recommendation at the May 15 work session and was in
agreement with the recommendations.
NOW, THEREFORE, BE IT RESOLVED that the New Hope City Council hereby approves the following:
A one‐time transfer from Street Infrastructure 9203 to General Fund 9001 in the amount of
$300,000;
A one‐time transfer from Park Infrastructure 9233 to General Fund 9001 in the amount of
$100,000;
Adopted by the City Council of the City of New Hope, Hennepin County, Minnesota, this 22nd day of
May, 2023.
______________________________
Mayor
Attest: ________________________
City Clerk
MEMO
TO: TIM HOYT
FROM: ERIN ENSTAD, ABDO FINANCIAL SOLUTIONS
SUBJECT: EMERALD ASH BORER PROGRAM
DATE: MAY 15, 2023
BACKGROUND
Annually, the City of New Hope appropriates funds for the removal and replacement of trees in public right-of-way, which
have been impacted by Emerald Ash Borer. In addition, the city must address the impacts of Emerald Ash Borer in its
municipal parks, recreational areas, and public boulevards. Management has identified that the impact of the Emerald
Ash Borer continues to grow, and an additional allocation is necessary to remedy the impacts of the disease.
Upon review of the 2023 Long-term Plan, the Street Infrastructure Fund 9203 has available cash to transfer to the General
Fund in support of mitigating the impacts of Emerald Ash Borer. A cash deficit is anticipated in 2028 as a result of this
transfer in the Street Infrastructure Fund; however, the capital plan for street infrastructure may be revised to remedy this.
Further, a one-year interfund loan may be used to remedy the deficit.
The Park Infrastructure Fund 9233 has budgeted $100,000 for this in 2023.
RECOMMENDATIONS
We recommend the City Council approve the proposed Resolution which will allow for a one-time transfer of $300,000
from Street Infrastructure (9203) and $100,000 from the Park Infrastructure (9233) to General Fund (9001) to assist with
the Emerald Ash Borer program.
I:\RFA\P&R\ARENA\2023\Fund Transfer\CM\Q ‐ Transfer from Park Infrastructure Fund to Ice Arena Operating Fund.docx
Request for Action
May 22, 2023
Approved by: Tim Hoyt, Acting City Manager
Originating Department: City Manager
By: Tim Hoyt, Acting City Manager and
Susan Rader, Parks & Recreation Director
Agenda Title
Resolution approving $500,000 transfer from park infrastructure fund to ice arena operating fund for debt
service and capital improvements
Requested Action
Staff is recommending that the City Council approve a resolution approving $500,000 transfer from park
infrastructure fund to the ice arena operating fund for debt service and capital improvements.
Policy/Past Practice
In 2017, the City Council reviewed the financial operations of the ice arena and agreed to increase the park
infrastructure tax levy to make annual transfers to the ice arena operating fund to provide for the required
debt service payments on the 2011A bonds and ongoing capital needs of the facility. The bonds were
refinanced in February 2021, to achieve a savings in interest costs, with the understanding that the debt
service would continue to be paid with a transfer from the park infrastructure fund to the ice arena operating
fund.
Background
Staff and Abdo are recommending that the Council approve a $500,000 transfer from the park infrastructure
fund to the ice arena fund for ice arena debt service and capital improvements. The long‐term financial plan
that was reviewed with the Council in November 2022 included annual transfers from the park infrastructure
fund to the ice arena fund to provide funding for the outstanding debt at the facility and ongoing capital
improvements. The 2023 budget and tax levy approved by the Council in December 2022 included the usual
5% increase in the park infrastructure tax levy and $500,000 for ice arena debt service. A transfer is
recommended so the funds can be transferred to the appropriate fund.
At the June 19, 2017 work session, staff and Abdo reviewed the financial operations of the ice arena and
reported that the current cash generated from ice arena operations was not adequate to provide for the
required debt service payments on the 2011A bonds or the ongoing capital outlay needs of the facility. It was
noted that many of the ice arenas in neighboring communities receive funding form internal transfer or tax
levies (Champlin, Coon Rapids, Maple Grove, Plymouth and Rogers). The recommendations presented
included considering increasing the park infrastructure and/or general fund tax levy so annual transfers
could be made and implementing a long‐term financing plan for all parks and recreation facilities/equipment.
The City Council agreed that the ice arena is an important community asset and a valuable recreational
facility, and supported making the needed capital improvements and adopting a plan to make the required
debt service payment to ensure the ongoing viability of the operation.
Beginning with the 2017 budget, the park infrastructure fund tax levy increased incrementally over five years
by $100,000 to achieve the goal of setting aside $500,000 per year for the required debt service and capital
Agenda Section
Consent
Item Number
6.5
Request for Action, Page 2
improvements. The final increase was implemented in 2021 reaching the $500,000 goal, so there is no
additional increase in the 2023 budget.
The Council discussed this transfer at the May 15 work session and was supportive. The attached resolution
authorizes the transfer and staff recommends approval of the resolution.
Attachments
Resolution
2023 Budget Excerpts
2022 Excerpt Long‐Term Financial Plan
City of New Hope
Resolution No. 2023 ‐
Resolution approving $500,000 transfer from park infrastructure fund
to ice arena operating fund for debt service and capital improvements
WHEREAS, the current cash generated from ice arena operations is not adequate to provide for the required
debt service payments on the 2021A bonds or the ongoing capital outlay needs of the facility;
and
WHEREAS, the financial operations and a long term plan to address the issue were discussed with the
Council in June 2017, and it was noted that many of the ice arenas in nearby communities
received funding from internal transfers or tax levies; and
WHEREAS, it was recommended that the Council consider increasing the park infrastructure tax levy so
that annual transfers could be made to the ice arena operating fund; and
WHEREAS, the City Council was in agreement that the ice arena is an important community asset and a
valuable recreational facility, and supported a plan to make needed capital improvements and
debt service payments to ensure the ongoing viability of the operation; and
WHERAS, the City Council has approved similar transfers that were included in the tax levy and budgets
in 2018‐2022; and
WHEREAS, the 2023 budget and tax levy approved by the City Council in December 2022 included $500,000
in the park infrastructure tax levy for the purpose of transferring the funds to the ice arena
fund.
NOW, THEREFORE, BE IT RESOLVED that the New Hope City Council herby approves a $500,000 transfer
from the park infrastructure fund to the ice arena operating fund for debt service and capital
improvements.
Adopted by the City Council of the City of New Hope, Hennepin County, Minnesota, this 22nd day of May,
2023.
______________________________
Mayor
Attest: ________________________
City Clerk
CITY OF NEW HOPE, MINNESOTA
LONG-TERM PLAN
Presented on November 21, 2022
Prepared by Abdo Financial Solutions
Assumptions with Future Action
Fire Capital Fund 9010 may implement a $100,000 levy in 2024 to build reserves for future capital outlay needs. A
comprehensive CIP for this fund was proposed in March 2022.
City Hall Capital Fund 9202 may implement a $100,000 levy in 2024 to build reserves for future building and major
capital expenditure needs. A comprehensive CIP for this fund was proposed in March 2022. Other significant
assumptions are as follows:
Swimming Pool Capital Fund 9204 may implement a $100,000 levy in 2024 to build reserves for future capital
outlay needs. A comprehensive CIP for this fund was proposed in March 2022.
Park Infrastructure Capital Fund 9233 will increase the levy for capital by 5 percent, annually. In addition, it is
assumed that $500,000 will be levied each year to support Ice Arena capital and debt service obligations through
2032. The Ice Arena levy is shown as a transfer out from the Park Infrastructure Capital Fund.
Ice Arena Fund 9303 will continue to receive an annual transfer of levy dollars from the Park Infrastructure Capital
Fund through 2032, other significant assumptions are as follows:
o Ice Arena Fund 9303 will utilize a total of $1,417,120 interfund loan from the Temporary Financing Fund in
from 2021-2023 to fund several large capital projects for the arena, including: replacement of the roof and
skylight on the south rink ($450,000) in 2021, replacement of north rink dasher boards and glass
210,000) in 2022, and re-cementing the floor and replacing the glass and boards at the south rink
757,120) in 2023. The long-term plan assumes a fifteen (15) year amortization and no interest on the
interfund loans.
Golf Course Enterprise Fund 9302 capital outlay needs will be monitored and adjusted based on operating
performance of the facility and available cash reserves. When possible, capital purchases will be delayed to
ensure adequate cash flow is available. As needed, temporary interfund loans may be used to provide cash flow
needed for capital acquisition and may be repaid in the subsequent year from operating revenue. As a result of
the COVID-19 pandemic, the Golf Course fund has seen a significant increase in sales in 2020 and 2021. Due to
these recent revenue trends future assumptions for this fund will need to be monitored. The addition of a golf
superintendent is built into the budget for 2023 along with the assumption of increased revenue due to the new
position.
Street Infrastructure Capital Fund 9203 will increase the levy for capital by 5 percent, annually. Other significant
assumptions are as follows:
o Franchise fee revenue of $705,000 will be allocated to the Street Infrastructure Capital Fund, with the
remaining revenue allocated to the General Fund. This is an increase of 265,000 annually for the proposed
increase in rates.
o Municipal State Aid revenue will be received for applicable projects.
o The interfund loan provided by the Temporary Financing Fund in 2016 to fund capital improvement
projects will be repaid based on the original amortization with taking cash flow needs into consideration,
with final payment expected to occur in 2026.
Sewer Fund 9300 has planned average annual capital expenses of $659,188 over the life of the long-term plan.
These expenses are projected to be paid with a pay-as-you-go methodology due to the projected growth in the
fund’s cash reserves.
Water Fund 9301 will receive a $2,500,000 payment from the Joint Water Commission in 2024 will offset project
costs related to the repainting of the south water tower. A full-time maintenance position is being budgeted for in
2023.
10
City of New Hope, Minnesota
Capital Improvement Plan - Parks Infrastructure Fund 9233
Schedule of Projected Revenue, Expenditures and Debt
2022 2023 2024
Estimated Estimated Estimated
Amounts Amounts Amounts
Revenues
Property taxes (5% increase annually)404,938$ 425,185$ 446,444$
Additional property tax levy for Ice 500,000 500,000 500,000
Grant revenues - - -
Interest on investments 14,893 15,402 3,174
Miscellaneous (Leases - cell and radio towers; developer revenue)52,702 54,648 56,691
Total Revenues 972,533 995,235 1,006,310
Expenditures
Capital outlay
Parks & Recreation 469,000 1,718,000 348,000
Total Expenditures 469,000 1,718,000 348,000
Excess (Deficiency) of Revenues
Over (Under) Expenditures 503,533 (722,765) 658,310
Other Financing Sources
Bond proceeds - - -
Transfers out (Ice Arena levy transfer)(500,000) (500,000) (500,000)
Total Other Financing Sources (500,000) (500,000) (500,000)
Net Change in Fund Balances 3,533 (1,222,765) 158,310
Fund Balances January 1 1,536,671 1,540,204 317,439
Fund Balances, December 31 1,540,204$ 317,439$ 475,748$
Capital Project Fund Projected Activity
32
City of New Hope, Minnesota
Capital Improvement Plan - Ice Arena Fund 9303
Statement of Cash Flows
2022 2023 2024
Estimated Estimated Estimated
Cash Flows from Operating Activities
Receipts from customers and users (enterprise assumption of 2.5% growth)962,117$ 986,170$ 1,010,824$
Payments to suppliers and employees (enterprise modified assumption of 2.5% growth)(889,738) (911,981) (934,781)
Net Cash Provided (Used) by Operating Activities 72,379 74,188 76,043
Cash Flows from Noncapital Financing Activities
Transfers in (levy, Park Infrastructure Fund)500,000 500,000 500,000
Transfers out (administrative charges)(11,314) (11,597) (11,887)
Net Cash Provided (Used) by Noncapital Financing Activities 488,686 488,403 488,113
Cash Flows from Capital and Related Financing Activities
Acquisition of capital assets (365,000) (1,338,100) (145,000)
Proceeds from bonds and notes issued or interfund loan 650,000 767,120 -
Existing Principal and interest paid on long-term debt (263,000) (275,550) (282,950)
Payment for refunding of bonds - - -
Interfund loan payments (from Temp Financing for 2021-2023 improvements)- (43,333) (94,475)
Net Cash Used by Capital and Related Financing Activities 22,000 (889,863) (522,425)
Cash Flows from Investing Activities
Investment earnings (1,941) 3,871 637
Net Increase (Decrease) in Cash and Cash Equivalents 581,124 (323,401) 42,368
Cash and Cash Equivalents, January 1 (194,063) 387,061 63,660
Cash and Cash Equivalents, December 31 387,061$ 63,660$ 106,029$
Enterprise Fund Projected Activity
46
I:\RFA\City Manager\2023\Codifying service\Q&R CivicPlus contract 05.22.23.docx
Request for Action
May 22, 2023
Approved by: Tim Hoyt, Acting City Manager
Originating Department: City Manager
By: Valerie Leone, City Clerk‐Treasurer
Agenda Title
Resolution approving agreement with CivicPlus for codification services
Requested Action
Staff recommends the Council adopt the resolution approving the quote with CivicPlus for code updates and
hosting the city code.
Background
In 2002 the city contracted with Municipal Code Corporation to convert the city’s code of ordinances into an
electronic format and to provide an online hosting platform. After ordinance amendments are adopted they are
emailed to the codifying service to update the city’s code. For the past 20+ years the city has paid for the service
based on the number of pages affected by the ordinance update. Municipal Code Corporation recently merged
with CivicPlus and they continue to support the Municode software; however, they are changing the billing
structure from a per page charge to an annual flat fee basis. The city could elect to stay with the per page rate
structure but would be subject to a 30% increase which potentially makes it higher than the flat rate. The annual
flat fee is based on an average of the costs incurred by the city between years 2019 through 2021.
The new annual fees are as follows:
Full service supplementation subscription $3,238.40
Online code hosting $1,045.00
Total $4,283.40
The contract would be effective July 1, 2023, and automatically renews with a 5% annual increase. An
administrative service fee of $399 would also be charged annually effective December 1, 2023.
The company handles all aspects of the code updates (text, charts, index, proofing, hosting), and the city has been
pleased with their services.
Funding
Funds are included in the City Manager’s budget for this service.
Attachment
Resolution
Scope of Services
Contract from CivicPlus
Agenda Section
Consent
Item Number
6.6
City of New Hope
Resolution No. 2023‐
Resolution approving contract
with CivicPlus for codification services
WHEREAS, the city has utilized Municode since 2002 for maintaining the city code of
ordinances; and
WHEREAS, Municipal Code Corporation recently merged with CivicPlus; and
WHEREAS, the company is changing its fee structure with customers; and
WHEREAS, it has been determined to be in the city’s best interest to enter into a contract with
CivicPlus to continue utilizing their services with Municode software.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of New Hope, Minnesota,
that the city approves a contract with CivicPlus for codification services and
authorizes the mayor and city manager to sign said agreement on behalf of the
city.
Adopted by the City Council of the City of New Hope, Hennepin County, Minnesota, this 22nd
day of May, 2023.
_________________________
Mayor
Attest:________________________
City Clerk
CivicPlus
302 South 4th St. Suite 500
Manhattan, KS 66502
US
Quote #:Q-36890-1
Date:1/30/2023 3:58 PM
Customer:NEW HOPE,
MINNESOTA
Product Name DESCRIPTION QTY TOTAL
Full-Service Supplementation
Subscription
Full Service Supplementation Subscription 1.00 USD 3,238.40
Online Code Hosting Online Code Hosting 1.00 USD 1,045.00
Annual Recurring Supplement Services - Initial Term USD 4,283.40
1. This Statement of Work (“SOW”) is between New Hope Minnesota (“Customer”) and CivicPlus, LLC (“CivicPlus”), the
acquirer and sole owner of Municode, LLC f/k/a Municipal Code Corporation, and incorporates and is subject to the terms
and conditions located at Addendum 1 attached to this SOW.
2. 2. This SOW shall begin on 7/1/2023 (“Effective Date”) and all the services provided to Customer listed in the above
line items (the “Services”) shall align to renew annually on each anniversary of the Effective Date (“Renewal Date”).
Unless terminated, Customer shall be invoiced for the Annual Recurring Services on each Renewal Date of each calendar
year subject to 5% annual increase. Customer will pay all invoices within 30 days of the date of such invoice.
V. PD 06.01.2015-0048
Page 1 of 4
Acceptance
By signing below, the parties are agreeing to be bound by the covenants and obligations specified in this SOW.
IN WITNESS WHEREOF, the parties have caused this SOW to be executed by their duly authorized representatives as of
the dates below.
Client
CivicPlus
By:
___________________________________
By:
Name:
___________________________________
Name:
Amy Vikander
Title:
___________________________________
Title:
Senior Vice President of Customer Success
Date:
___________________________________
Date:
___________________________________
V. PD 06.01.2015-0048
Page 2 of 4
Addendum 1
This agreement (“Agreement”) is explicitly agreed to by the
Customer listed on the Statement of Work. All terms used in this
Agreement that are not otherwise defined shall have the definition
ascribed to it in the Statement of Work.
1. Scope of Services. The Services provided to Customer under
this Agreement are set forth in the CivicPlus Statement of Work
signed by the parties (the “SOW”). Customer may purchase
additional services for additional cost at any time upon mutual
written consent of the Parties, including but not limited to updating
the frequency of Supplement updates, additional labor required
because of delays, errors or omissions on the part of Customer.
2. Limitations of Services. Annual Recurring Supplement Service
does NOT include:
a. Additional copies, reprints, binders and tab orders;
b. Documents drafted in InDesign or that contain form-based code
requirements, are subject to additional editorial fees;
c. Legal work, creation of fee schedules, gender neutral review/
implementation, external linking;
d. Codifying a newly adopted term change legislation. This may
be subject to a one-time additional editorial fee. Material to be
reviewed upon receipt;
e. Online Code hosting and online features, this is listed separately.
For services outside the scope of the Annual Recurring
Supplement Services, a per page rate of $23 will be applied.
3. Each document for processing should be its own individual
file, named by its ordinance number. Customer should send in all
documents to CivicPlus as MS WORD versions or a convertible
PDF version.
4. Term and Termination. This Agreement shall remain in full force
and effect for an initial period of one year commencing on the
Effective Date (“Initial Term”), at the end of the Initial Term, this
Agreement shall automatically renew for additional one-year terms
(each a “Renewal Term”). If either Party does not intend to renew
this Agreement, they shall provide sixty days prior notice to the end
of the then-current term. Either party may terminate this Agreement
for cause in the event the other party materially breaches any term
of this Agreement and does not substantially cure such breach
within thirty days after receiving notice of such breach. A delinquent
Customer account remaining past due for longer than 90 days
is a material breach by Customer and is grounds for CivicPlus
termination.
5. Compensation. Unless otherwise stated in an SOW signed by
the Customer, the Customer shall pay CivicPlus for the Services
annually at the start of each Renewal Term, within 30 days of the
date an invoice is sent.
6. Integration. This Agreement sets forth the entire agreement
between and among the parties with respect to the Services. This
Agreement supersedes all prior written or oral agreements between
the parties or their predecessors-in-interest with respect to all or
any part of the subject matter hereof.
7. Limitation of Liability. CivicPlus’ liability arising out of or related
to this Agreement, or any associated SOW, will not exceed five
times the amounts paid by Customer for the Services in the year
prior to such claim of liability. In no event will CivicPlus be liable
to Customer for any consequential, indirect, special, incidental,
or punitive damages arising out of or related to this Agreement.
If applicable law limits the application of the provisions of this
Limitation of Liability section, CivicPlus’ liability will be limited to the
maximum extent permissible.
8. Ownership. Customer shall own all right, title, and interest in and
to the code created under this Agreement. Customer is responsible
for providing all necessary and correct documentation, materials
and communication in a timely manner in order to enable CivicPlus
to perform the Services and acknowledges CivicPlus cannot begin
performance of the Services until all necessary documentation,
materials and communication is received.
9. Customer acknowledges that any legal analysis provided by
CivicPlus is provided to Customer for their use and direction.
However, Customer agrees the Services provided for herein do
not review legal codes for legal sufficiency, draw legal conclusions,
provide legal advice, opinions or recommendations about
Customer’s legal rights, remedies, defenses, options, selection of
forms, or strategies, or apply the law to the facts of any particular
situation or establish an attorney-Customer relationship. CivicPlus
is not a law firm and may not perform services performed by an
attorney, and the Services contemplated herein do not constitute a
substitute for the advice or services of an attorney.
10. In the event either party is unable to perform its obligations
under the terms of this Agreement because of acts of God, strikes,
damage or other causes reasonably beyond its control, such
party shall not be liable for damages to the other for any damages
resulting from such failure to perform or otherwise from such
causes.
V. PD 06.01.2015-0048
Page 3 of 4
Contact Information
*all documents must be returned: Master Service Agreement, Statement of Work, and Contact Information Sheet.
Organization URL
________________________________________________________________________________________________________________________
Street Address
________________________________________________________________________________________________________________________
Address 2
________________________________________________________________________________________________________________________
City State Postal Code
________________________________________________________________________________________________________________________
CivicPlus provides telephone support for all trained clients from 7am –7pm Central Time, Monday-Friday (excluding holidays).
Emergency Support is provided on a 24/7/365 basis for representatives named by the Client. Client is responsible for
ensuring CivicPlus has current updates.
________________________________________________________________________________________________________________________
Emergency Contact & Mobile Phone
________________________________________________________________________________________________________________________
Emergency Contact & Mobile Phone
________________________________________________________________________________________________________________________
Emergency Contact & Mobile Phone
________________________________________________________________________________________________________________________
Billing Contact E-Mail
________________________________________________________________________________________________________________________
Phone Ext. Fax
________________________________________________________________________________________________________________________
Billing Address
________________________________________________________________________________________________________________________
Address 2
________________________________________________________________________________________________________________________
City State Postal Code
________________________________________________________________________________________________________________________
Tax ID # Sales Tax Exempt #
________________________________________________________________________________________________________________________
Billing Terms Account Rep
________________________________________________________________________________________________________________________
Info Required on Invoice (PO or Job #)
________________________________________________________________________________________________________________________
Are you utilizing any external funding for your project (ex. FEMA, CARES): Y [ ] or N [ ]
Please list all external sources: _______________________________________________________________________________________________
Contract Contact Email
________________________________________________________________________________________________________________________
Phone Ext. Fax
________________________________________________________________________________________________________________________
Project Contact Email
________________________________________________________________________________________________________________________
Phone Ext. Fax
________________________________________________________________________________________________________________________
V. PD 06.01.2015-0048
Page 4 of 4
I:\RFA\PUBWORKS\2023\Council\1099 2023 Seal coat fog seal\RFA_1099 Seal Coat Approve Plans and Specs and Authorize Bids (003).docx
Request for Action
May 22, 2023
Approved by: Tim Hoyt, Acting City Manager
Originating Department: Public Works
By: Bernie Weber, Director
Agenda Title
Resolution approving plans and specifications for the 2023 seal coat and fog seal project and ordering
advertisement for bids (Improvement Project No. 1099)
Requested Action
Staff recommends approval of a resolution approving the 2023 seal coat and fog seal project plans and
specifications and ordering advertisement for bids. Once bids are received, they will be presented to Council
for consideration.
Policy/Past Practice
To maximize the life of the pavement on city streets, New Hope annually schedules crack repair, seal coating
and fog sealing of selected city streets. This is an activity that is critical to the city’s current pavement
management strategy. If delayed, maintenance costs increase and may also result in premature expenditures
for pavement overlays or reconstruction.
Background
The city’s street infrastructure management plan identifies and prioritizes street maintenance activities to
maximize the return on each dollar invested in maintenance. The city’s current pavement management plan
has all reconstructed roads being crack filled approximately every three years. We are transitioning from seal
coating and fog sealing every six years to eight years. This process is also used on city streets to help extend
pavement life until funds are available for an overlay or full reconstruction project. This process keeps
moisture out of the roadbed and preserves the roadway for a longer period.
This year, staff recommends various maintenance improvements in the Liberty Park neighborhood, the
Dorothy Mary Park neighborhood, the West Broadway West neighborhood, the Begin Park neighborhood,
areas west of Holiday Park, the Northwood South area, the Quebec Avenue area between 49th and Winnetka
Avenue North, the Winpark Drive area, Nevada Avenue from 36th Avenue North to the city limits, and 49th
Avenue North from Boone to Winnetka Avenue North respectively. The recommended streets can be seen on
the attached Location Plan.
The proposed project schedule is:
Approve Plans and Specifications May 22, 2023
Authorize Bids May 22, 2023
Receive Bids June 15, 2023
Award Contract June 26, 2023
Start Construction Summer 2023
Complete Construction Fall 2023
Agenda Section
Development &
Planning
Item Number
8.1
Request for Action, Page 2
Funding
The 2023 CIP listed $622,277.53 for roadway seal coat and crack filling. The engineer’s estimate for the 2023
crack repair and seal coat project base bid, Alternate 1, and Alternate 2, is listed as follows:
Total Cost Summary – Base Bid Estimated Cost
Base Bid ‐ Crack Repair, Seal Coat, Fog Seal $437,644.00
+ Contingency (10%) $43,764.40
Subtotal ‐ Construction $481,408.40
Indirect Costs $96,281.68
Total Estimated Project Costs – Base Bid $577,690.08
Total Cost Summary – Alternate 1 ‐ 55th Avenue Estimated Cost
Alternate 1 ‐ Seal Coat and Fog Seal $32,319.95
+ Contingency (10%) $3,232.00
Subtotal ‐ Construction $35,551.95
Indirect Costs $7,110.39
Total Estimated Project Costs – Alternate 1 ‐ 55th Avenue $42,662.34
Total Cost Summary – Alternate 2 ‐ Quebec Avenue Area Estimated Cost
Alternate 2 ‐ Crack Repair, Seal Coat, Fog Seal $47,832.04
+ Contingency (10%) $4,783.20
Subtotal ‐ Construction $52,615.24
Indirect Costs $10,523.05
Total Estimated Project Costs – Alternate 2 ‐ Quebec Avenue Area $63,138.29
Attachments
Resolution
City Engineer’s Memorandum
Location Plan
City of New Hope
Resolution No. 23‐
Resolution approving plans and specifications
for the 2023 seal coat and fog seal project and
ordering advertisement for bids
(Improvement Project No. 1099)
WHEREAS, funding is available in the 2023 street infrastructure fund for a crack repair, seal coat, and fog
seal project; and,
WHEREAS, this activity is an integral component of the city’s pavement management strategy; and,
WHEREAS, this activity is recommended for the area identified in the street infrastructure plan developed
by staff and engineering.
NOW, THEREFORE, BE IT RESOLVED:
1. Such plans and specifications are hereby approved.
2. The city clerk shall prepare and cause to be inserted in the official paper, an advertisement
for bids for the crack repair and seal coat projects in accordance with said specifications.
The advertisement shall state that the bids will be opened at 10:00 a.m. CDT for 2023 crack
repair and seal coat project on June 15, 2023, at the New Hope City Hall, 4401 Xylon
Avenue North, New Hope, Minnesota. Any bidder whose responsibility is questioned
during consideration of the bid shall be given an opportunity to address the City Council
on the issue of responsibility.
Adopted by the City Council of the city of New Hope, Hennepin County, Minnesota, this 22nd day of May,
2023.
Mayor
Attest:
City Clerk
Stantec Consulting Services Inc.
733 Marquette Avenue, Suite 100 Minneapolis MN 55402
May 17, 2023
Bernie Weber, Director of Public Works
City of New Hope
5500 International Parkway
New Hope, MN 55428
Re:2023 Crack Repair and Seal Coat
City Project No. 1099, Stantec Project No. 193806261
Approve Plans and Specifications
Dear Bernie:
The City of New Hope completes annual crack repair, seal coat, and fog seal application projects
to extend the useful life of streets throughout the city. The project streets this year were selected
for crack repair and seal coat based upon the current Pavement Management Strategy as well
as current street conditions.
This project involves approximately 12.17 miles of streets within the city. A project location is shown
in the attached location plan.
The base project cost estimate is shown in the table below. We included a 10% contingency and
also included some alternate areas to seal coat in case pricing comes in less than estimated. The
CIP Budget for crack and seal coating in 2023 is $622,277.53.
Total Cost Summary – Base Bid Estimated Cost
Base Bid - Crack Repair, Seal Coat, Fog Seal $437,644.00
+ Contingency (10%)$43,764.40
Subtotal - Construction $481,408.40
Indirect Costs $96,281.68
Total Estimated Project Costs – Base Bid $577,690.08
Total Cost Summary – Alternate 1 - 55th Avenue Estimated Cost
Alternate 1 -Seal Coat and Fog Seal $32,319.95
+ Contingency (10%)$3,232.00
Subtotal - Construction $35,551.95
Indirect Costs $7,110.39
Total Estimated Project Costs – Alternate 1 - 55th Avenue $42,662.34
Total Cost Summary – Alternate 2 - Quebec Avenue Area Estimated Cost
Alternate 2 -Crack Repair, Seal Coat, Fog Seal $47,832.04
+ Contingency (10%)$4,783.20
Subtotal -Construction $52,615.24
Indirect Costs $10,523.05
Total Estimated Project Costs – Alternate 2 - Quebec Avenue Area $63,138.29
If Council chooses to move forward with this project, approval of plans and specifications and
authorization to advertise for contractor bids could be given at the May 22, 2023 Council Meeting.
Bids could then be opened on May 5th and brought back to Council for review at the June 26,
2023 Council Meeting. The work under this contract would be completed in the summer of 2023.
Bernie Weber, Director of Public Works May 17, 2023
Reference: 2023 Crack Repair and Seal Coat Page 2 of 2
Should you have any questions, please feel free to contact me at 612-712-2021.
Sincerely,
STANTEC CONSULTING SERVICES INC.
Dan D. Boyum, P.E.
Enclosure – Location Plan
PUBLIC
WOR KS
CSAH15640TH AVE N
42ND AVE N
47TH AVE N
49TH AVE N
BOONEAVENWINNETKAAVENBASSLAKERD
BOONEAVENWINNETKAAVEN36TH AVE N
49TH AVE N
62ND AVE N
QUEBECAVEN60TH AVE N
54TH AVE N
NEVADAAVENWE
S
T
B
R
OADWAY
LEGEND
CRACK, SEAL COAT & FOG SEAL
CRACK REPAIR ONLY
ALT. 1 - SEAL COAT AND FOG SEAL ONLY
ALT. 2 - CRACK, SEAL COAT & FOG SEAL
ALT. 2 - CRACK REPAIR ONLY
DATE:PROJ. NO.:PlotDate:05/17/2023-3:36pmDrawingname:U:\193806261\CAD\Dwg\193806261_BASE.dwgXrefs:,34Parcel,193804235_BASEN
10000 2000
05/17/2023 193806261
LOCATION PLAN
CITY OF NEW HOPE, MN
2023 CRACK REPAIR AND SEAL COAT PROJECT, CITY PROJECY NO. 1099 FIGURE 1
S:\May 22, 2023 Council Meeting\12.1 Q ‐ Upcoming Events.docx
Request for Action
May 22, 2023
Approved by: Tim W. Hoyt, Acting City Manager
Originating Department: City Manager
By: Tim W. Hoyt, Acting City Manager
Agenda Title
Exchange of communication between members of the city council
Upcoming meetings and events:
May 23 4:45 p.m. – Dorothy Mary Park Clean‐Up by City Employees
May 29 Memorial Day Holiday, City Offices Closed
Memorial Day Events:
10 a.m. – Gethsemane Cemetery, 8151 42nd Avenue North, New Hope
1 p.m. – Washburn‐McReavy Glen Haven Chapel, 5125 W Broadway, Crystal
May 31 7 p.m. to 8:30 p.m. – Music in the Park, “Capital Sons” at New Hope
Performance Center
June 3 Aquatic Park Opening Day
June 5 4 p.m. – Blue Line Coalition Meeting
7 p.m. – Human Rights Commission Meeting
June 6 No Planning Commission Meeting
June 7 8:30 a.m. – New Hope/Crystal Business Networking Group Meeting, hosted by Megan
Krohn, Regional Chamber of Commerce at New Hope City Hall
1:30 p.m. – Joint Water Commission Meeting
7 p.m. to 8:30 p.m. – Music in the Park, “Mitchell Hall & The Tennessee Trio” at New
Hope Performance Center
June 8 12:30 p.m. – Shingle Creek Watershed Management Commission Meeting
1:30 p.m. – Corridor Management Committee Meeting
June 9 11 a.m. to 2 p.m. – Food Truck Friday at New Hope City Hall
Agenda Section
Other Business
Item Number
12.1
Request for Action, Page 2
June 10 9 a.m. to 12 p.m. – Young Mudder at Valley Place Park, 6822 32nd Ave N, Crystal
June 12 7 p.m. – City Council Meeting