05 15 23 Work Session MinutesCity Council Work Session May 15, 2023
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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
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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
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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.
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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.
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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.
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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