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062623 City Council Meeting Packet    NEW HOPE CITY COUNCIL  MEETING AGENDA  June 26, 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  June 26, 2023  7:00 p.m.      1. CALL TO ORDER AND PLEDGE OF ALLEGIANCE – June 26, 2023    2. ROLL CALL    3. APPROVAL OF MINUTES:   Regular Meeting Minutes – June 12, 2023    4. OPEN FORUM     5. PRESENTATIONS     5.1 Motion to accept the 2022 annual comprehensive financial report (ACFR)  6. CONSENT BUSINESS        6.2 Approval of financial claims through June 26, 2023  6.4 Resolution approving City Manager Reece Bertholf Opting Out of the Minnesota Public  Employees Retirement Association   6.5 Motion accepting certificate of achievement for excellence in financial reporting   6.6 Resolution approving the Sandburg Middle School Facility Use Agreement   6.7 Resolution approving a contract with DK Concrete LLC for New Hope’s sidewalk  replacement services (improvement project no. 1098)   6.8 Resolution ratifying leases of vehicles and purchase of equipment in accordance with the  city’s capital improvement program for 2023 and 2024    7. PUBLIC HEARING    8. DEVELOPMENT AND PLANNING     8.1 Resolution awarding contract to Allied Blacktop Company for the 2023 crack repair  and seal coat project (improvement project no. 1099)    9. PETITIONS AND REQUESTS    10. ORDINANCES AND RESOLUTIONS     10.1 Resolution approving interfund loan in the amount of $1,073,601 from the temporary  financing fund to the Ice Arena Fund for South Rink Floor Improvements  (Improvement Project No. 1092)     11. UNFINISHED AND ORGANIZATIONAL BUSINESS    12.1 Exchange of communication between members of the city council 13. ADJOURNMENT Memorandum          To:  New Hope City Council  From: Reece Bertholf, City Manager  Date: June 22, 2023  Subject: Agenda Items for Monday, June 26, 2023     Open Forum  We are not aware of anyone who intends to address Council for the open forum.     Item 5.1  At the June 20 work session the Council reviewed the 2022 Comprehensive Annual Financial Report  with Erin Enstad, the city’s financial consultant. The Council is being asked to formally accept the 2022  annual financial report. Mr. Bill Lauer of Malloy, Montague, Karnowski, Radosevich & Co. will  summarize the audit and their findings. After the audit is accepted it will be filed with the state  auditor’s office and posted on the city’s website. An application will also be submitted for the 2022  excellence in achievement for financial reporting certificate.    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  This is a resolution authorizing the city manager to opt out of the state’s retirement plan. The city will  contribute the same amount, 7.5%, to a deferred compensation account. I recommend approval.    Item 6.5  The city received the Certificate of achievement for Excellence in Financial Reporting for the Comprehensive  Annual Financial Report for the year ending December 31, 2021. This is the highest form of recognition in  governmental accounting and financial reporting and its attainment represents a significant accomplishment.  A plaque is on display in the lobby showing the years that the city has achieved the award. Staff requests  Council to formally acknowledge receipt of this award. The city manager extends appreciation to the City  Council, Abdo and city staff for assisting the city in accomplishing this goal.    Item 6.6  This item approves a new facility use agreement prepared by ISD 281 for use of Sandburg Middle  School’s Gym D from July 1, 2023, through June 30, 2024, for an annual cost of $20,015.58 plus building  supervisor charges. The city has been using the facility since 2010. The lease rate is an approximate 3%  increase over last year and it includes utilities and cleaning. The estimated cost of the building   Page 2  supervisor fees is $10,112 for a total cost of $30,127. Registration revenue from the gymnastics program  covers the lease. Funds are contained in the Recreation budget for the expense. Director Rader and I  recommend approval.    Item 6.7  This is a resolution approving a contract with DK Concrete LLC for sidewalk replacement work. The  low quote is $1.50 per square foot for the removal of the existing concrete sidewalk and $6.50 per  square foot for the installation of new four‐inch thick concrete sidewalk. The CIP has $100,000  earmarked for this work. The city has used DK Concrete in the past with good results. Director Weber  and I recommend approval.    Item 6.8  Council is asked to ratify recent vehicle leases and equipment purchases. At the March 20, 2023, work  session, due to supply issues, Council authorized staff to purchase or lease vehicles planned for replacement  through year 2024 per the CIP. Council also requested that any purchases or leases be presented to Council  for ratifying at a later date. At the work session of June 20, 2023, Director Hoyt explained the benefits of  assuming a lease for a vehicle that was previously assigned to the Northwest Metro Drug Task Force.  Council is asked to ratify a total of five items. Director Weber, Director Hoyt and I recommend approval.    Item 8.1  This resolution awards a contract to Allied Blacktop Company for $481,346.35 for the 2023 crack repair  and seal coat project. Crack repair and seal coating is performed annually to extend the life of  pavement. Bids were sought and only one bid was received for the crack repair and seal coat work. The  project area includes Liberty Park neighborhood, Dorothy Mary Park neighborhood, the West Broadway  West neighborhood, the Begin Park neighborhood, areas west of Holiday Pak, 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 base bid was $412,452.60; Alternate 1 for 55th Avenue was $38,403.85; and Alternate  2 for Quebec Avenue area was $30,489.90. The estimated total including indirect costs and contingencies is  $606,496 which is below the CIP budgeted amount of $622,277. Director Weber and I recommend approval.     Item 10.1  This item approves an interfund loan of $1,073,601 to the Ice Arena fund to cover capital expenses for  the ice arena facility including replacement of the south rink floor, dasher boards and glass. As  recommended by Abdo and as outlined in the long‐term plan, the loan will be repaid over 15 years  without interest. Director Rader and I recommend approval.    Item 12.1  Mayor Hemken will review the list of upcoming events/meetings.    EDA #4  The EDA acquired 3611 Louisiana Avenue North in December of 2022 as part of the city’s scattered site  housing program. Demolition work was completed in May of 2023, and the lot has been prepared for   Page 3  construction of a new single‐family home. Staff recommends selling the property to Great Buy Homes,  Inc. for $75,000 for construction of a split‐level design home that would have a projected sales price of  $475,000 to $480,000. Great Buy Homes has constructed many quality homes in the city. The EDA is  asked to approve the purchase and redevelopment agreement for the sale of the lot. The agreement  ensures that the builder meets the conditions set forth in the RFP. The home will be completed within a  year of the closing date. Director Sargent and I recommend approval.    EDA #5  Staff recommends the EDA approve the purchase agreement for acquisiton of 5243 Oregon Avenue  North for the city’s scattered site housing program. A recent appraisal was $220,000, but the property  owner has agreed to sell the home to the city for $200,000 with traditional closing costs to be paid by  each party. The home is in “pre‐foreclosure” status. Staff believes the property is a good candidate for a  demolition and rebuild project. The EDA budget would fund the purchase. Director Sargent and I  recommend approval.    EDA #6  In April of 2023 the EDA acquired the single‐family home located at 5802 Boone Avenue North as part  of the city’s scattered site housing program. Bids were solicited to prepare the lot for redevelopment.  The low bid was submitted by Nitti Rolloff Services, Inc. for $49,700. The work includes hazardous  material abatement, disposal of items in yard and within buildings, tree removal, demolition of site  improvements, well sealing, site grading, and installation of utility improvements. The city has used  the services of Nitti Rolloff in the past with good experiences. The EDA budget would fund the  contract. Director Sargent and I recommend approval.       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  June 12, 2023  Page 1   City of New Hope  4401 Xylon Avenue North  New Hope, Minnesota 55428    City Council Minutes June 12, 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:                 Also present:  Kathi Hemken, Mayor  John Elder, Council Member  Andy Hoffe, Council Member  Michael Isenberg, Council Member  Jonathan London, Council Member    Reece Bertholf, City Manager  Tim Hoyt, Acting City Manager  Rich Johnson, Director of HR/Admin. Services  Valerie Leone, City Clerk  Susan Rader, Director of Parks & Recreation  Bernie Weber, Director of Public Works  Stacy Woods, City Attorney    Sarah Larson, WMFRD Chief    APPROVAL OF  MINUTES  Motion was made by Council Member Elder, seconded by Council Member  Isenberg, to approve the regular meeting minutes of May 22, 2023. Voted in favor  thereof: Hemken, Elder, Hoffe, Isenberg; and the following voted against the same:  None; Abstained: London; Absent: None. Motion carried.    OPEN FORUM    Mr. Ron Stoffel, 8004 55th Lane North, 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 an  update.    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.      New Hope City Council  June 12, 2023  Page 2   FINANCIAL CLAIMS  Item 6.2    Approval of financial claims through June 12, 2023.  RESOLUTION 2023‐76  Item 6.4    Resolution appointing Reece Bertholf as New Hope’s representative on the Golden  Valley/Crystal/New Hope Joint Water Commission.  RESOLUTION 2023‐77  Item 6.5    Resolution appointing Reece Bertholf as director to the HRG Board.  RESOLUTION 2023‐78  Item 6.6    Resolution appointing Reece Bertholf to the West Metro Fire‐Rescue District’s  Board of Directors.  RESOLUTION 2023‐79  Item 6.7  Resolution appointing Reece Bertholf to the North Metro Mayors Association’s  Board of Directors.    RESOLUTION 2023‐80  Item 6.8    Resolution authorizing the purchase and appropriation of funds in the amount of  $22,900 for the crack repair of the tennis courts at Hidden Valley and Civic Center  parks, and crack repair and surface repainting of the basketball court at Hidden  Valley Park by Court Surfaces and Repair, Inc.    MOTION  Item 6.9    Motion accepting donations for the 2023 Movies in the Park and Music in the Park  programs.  MOTION   Item 6.10    Motion accepting contributions for the 2022‐2023 Donut Make You Wonder and  Author Series programs.  MOTION  Item 6.11    Motion to accept $1,450 donation for the golf course.  RESOLUTION 2023‐81  Item 6.12    Resolution proclaiming June 15, 2023, as “Art Field Day” in the city of New Hope.  MOTION  Consent Items  Motion was made by Council Member Elder, seconded by Council Member  London, to approve the Consent items. All present voted in favor. Motion carried.    PUBLIC HEARING  NEW HOPE PUB, LLC  DBA PUB 42 ON‐SALE  LICENSE  Item 7.1    Mayor Hemken introduced for discussion Item 7.1, Motion approving an on‐sale  liquor license to New Hope Pub, LLC dba Pub 42 at 7600 42nd Avenue North.    Mr. Tim Hoyt, acting city manager, stated the public hearing is to consider  granting an on‐sale intoxicating liquor license to the new owner of Pub 42. He  reported the background investigation was conducted and there is nothing  detrimental to report, and staff recommends approval. He stated the new owners  are in attendance if Council has questions.    Council Member Elder provided background of the restaurant site. He expressed  gratitude to Steve Wagenheim who operated a great business and decided to retire  and sell Pub 42. Council welcomed the new owners.    Mr. Ryan Brevig introduced himself and his partner Josh Paulsen. He stated they  own two other restaurants in the metro area and two restaurants in Rochester. Mr.  New Hope City Council  June 12, 2023  Page 3   Brevig stated Pub 42 has a great reputation and there is a sense of community  among patrons. He stated they want to ensure the restaurant remains a vital part  of New Hope.     Mayor Hemken opened the public hearing, and there was no one in the audience  wishing to address the Council for the public hearing.    CLOSE HEARING  Item 7.1  Motion was made by Council Member Isenberg, seconded by Council Member  London, to close the public hearing. All present voted in favor. Motion carried.    MOTION  Item 7.1  Motion was made by Elder, seconded by Council Member Isenberg, approving a  on‐sale liquor license to New Hope Pub, LLC dba Pub 42 at 7600 42nd Avenue  North. Voted in favor thereof: Hemken, Elder, Hoffe, Isenberg, London; and the  following voted against the same: None; Abstained: None; Absent: None. Motion  carried.    EXCHANGE OF   COMMUNICATION  Item 12.1  Mayor Hemken introduced for discussion Item 12.1, Exchange of communication  between members of the City Council.    Mr. Reece Bertholf, city manager, thanked the Council, staff, and community for  their trust and confidence in allowing him to serve the city. Council welcomed  Reece and thanked Police Chief Tim Hoyt for his service as acting city manager  over the past year.    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 7:18 p.m.  Respectfully submitted,    Valerie Leone, City Clerk    I:\RFA\City Manager\2023\Audit\CM 062623\RFA ‐  Accept 2021 Annual Financial Report for council meeting.docx    Request for Action  June 26, 2023    Approved by: Reece Bertholf, City Manager  Originating Department: City Manager  By: Valerie Leone, City Clerk‐Treasurer    Agenda Title  Motion to accept the 2022 annual comprehensive financial report (ACFR)  Requested Action  Staff requests Council pass a motion to accept the 2022 Annual Financial Report. Bill Lauer from MMKR will  be in attendance for the presentation. Upon acceptance, the report will be filed with the Office of the State  Auditor, and a summary report will be published in the official newspaper as required by State Statute. The  report will also be posted on the city website. The City Council reviewed the audit with the city’s financial  consultant, Abdo, at the June 20 Council work session. Final copies of the Special Purpose Audit Report,  Management Report and Annual Comprehensive Financial Report are attached in electronic format and will  also be available at the council meeting. MMKR has prepared a presentation, which is attached.  Policy/Past Practice  In previous years, it has been the policy to review the audit with the financial consultant at the May work  session and to formally accept the audit at the following council meeting, after a presentation is made by the  auditor.  Background  Included in your packet, please find:  • Management report  • Special purpose audit report  • Annual comprehensive financial report (ACFR) for the fiscal year ending December 31, 2022.   2022 was another unique year for the city budget due to the Federal funding received in 2021 and 2022. The  city received $2,284,764 in American Rescue Plan Act (ARPA) funding in total.  In 2021 $1,142,382 was  receipted into the General fund under Intergovernmental Revenue and in 2022 that money was transferred to  the Public Works Facility CIP fund.  This resulted in a decrease in the General fund of $925,671 for 2022.  In  2022 $1,142,382 was receipted directly into the Public Works Facility CIP fund.    Total general fund expenses were over budget by $154,209 due primarily to tree removal expenses relating to  Emerald Ash Borer.  The additional expenses were funded by transfers from the Street Infrastructure fund  ($400,000) and Park Infrastructure ($100,000).  Total general fund revenues were under budget by $141,223  primarily due to the interest earnings.  The interest earnings reflect market trends in the current year and the  fluctuation in the market value of securities held.  The City typically holds securities to maturity, so it is  unlikely that a loss on the disposal of an investment will be realized.    The total net position of the city’s enterprise funds (sewer/water/storm water/street lighting/golf course/ice  arena) increased by $2,389,438, with the increase spread across all funds.     Agenda Section Presentations Item Number  5.1    Request for Action, Page 2    As noted in the Management Report, MMKR issued an unmodified opinion and reported no deficiencies in  internal control that they consider material weaknesses, no instances of noncompliance and they reported no  findings. They reported they encountered no significant difficulties in dealing with management in  performing and completing the audit. Staff will be coordinating with Abdo to submit an application for the  2022 Excellence in Achievement for Financial Reporting Certificate.     Staff is recommending the Council officially accept the audit.  Attachments   MMKR PowerPoint Presentation   Management Report   Special Purpose Audit Report   Annual Comprehensive Financial Report    G:\City Manager\AGENDA\6.2 R‐Approval of Claims Merge Doc.docx   Request for Action  June 26, 2023    Approved by: Reece Bertholf, City Manager  Originating Department: City Manager  By: Reece Bertholf, City Manager    Agenda Title  Approval of claims through June 26, 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  I:\RFA\HR & Admin Svcs\Human Resources\2023\Council Meetings\06262023\6.4 Q & R ‐ CM PERA Exclusion.docx      Request for Action  June 26, 2023    Approved by: Reece Bertholf, City Manager  Originating Department: HR & Admin Services  By: Rich Johnson, Director    Agenda Title  Resolution approving City Manager Reece Bertholf Opting Out of the Minnesota Public Employees Retirement  Association  Requested Action  Staff recommends approval of a resolution for City Manager Reece Bertholf Opting Out of the Minnesota  Public Employees Retirement Association.  Background  As per Minnesota State Statute 353.028 subd. 2 a city manager in a Plan B statutory city has the option of  participating in the Minnesota PERA Coordinated Plan, the Minnesota PERA DCP Plan, or opting out of  these plans entirely. Mr. Bertholf’s employment contract with the City states the City agrees to his request of  opting‐out of all PERA plans with the understanding the City will contribute the funds it would have  contributed on his behalf to the Coordinated PERA plan (7.5%) to Mr. Bertholf’s deferred compensation  account with MissionSquare (formerly ICMA‐RC).   Attachments   Resolution   Minnesota State Statute 353.028   Exclusion from the Coordinated Plan by a City Manager (MN PERA form)                   Agenda Section Consent Item Number  6.4      City of New Hope    Resolution No. 2023 ‐ ___    Resolution approving City Manager Reece Bertholf Opting Out   of the Minnesota Public Employees Retirement Association      WHEREAS, the New Hope City Code recognizes the position of City Manager; and    WHEREAS, Reece Bertholf became City Manager for the City of New Hope on June 12, 2023; and    WHEREAS, Minnesota State Statute 353.028 subd. 2 allows a city manager in a Plan B statutory city to  opt‐out of participating in the Minnesota PERA Coordinated Plan and the Minnesota  PERA DCP Plan: and    WHEREAS, Reece Bertholf has requested to be excluded from the Minnesota PERA Coordinated Plan  and the Minnesota PERA DCP Plan as of his date of hire;    NOW, THEREFORE, BE IT RESOLVED by the City Council of the city of New Hope hereby approves Reece    Bertholf’s request to be excluded from the Minnesota PERA Coordinated Plan and the  Minnesota PERA DCP Plan.      Adopted by the City Council of the city of New Hope, Hennepin County, Minnesota, this 26th day of June,  2023.        Mayor  Attest:      City Clerk    353.028 CITY MANAGERS; ELECTION; DEFERRED COMPENSATION.​ Subdivision 1.Definitions.(a) For purposes of this section, each of the terms in this subdivision has​ the meaning indicated.​ (b) "City manager" means (1) a person who is duly appointed to and is holding the position of city​ manager in a Plan B statutory city or in a home rule city operating under the "council-manager" form of​ government, or (2) a person who is appointed to and is holding the position of chief administrative officer​ of a home rule charter city or a statutory city under a charter provision, ordinance, or resolution establishing​ such a position and prescribing its duties and responsibilities.​ (c) "Governing body" means the city council of the city employing the city manager.​ (d) "Election" means the election described in subdivision 2.​ Subd. 2.Election.(a) A city manager may elect to be excluded from membership in the general employees​ retirement plan of the Public Employees Retirement Association. The election of exclusion must be made​ within six months following the commencement of employment, must be made in writing on a form prescribed​ by the executive director, and must be approved by a resolution adopted by the governing body of the city.​ The election of exclusion is not effective until it is filed with the executive director. Membership of a city​ manager in the general employees retirement plan ceases on the date the written election is received by the​ executive director or upon a later date specified. Employee and employer contributions made on behalf of​ a person exercising the option to be excluded from membership under this section must be refunded in​ accordance with section 353.27, subdivision 7.​ (b) A city manager who has elected exclusion under this subdivision may elect to revoke that action by​ filing a written notice with the executive director. The notice must be on a form prescribed by the executive​ director and must be approved by a resolution of the governing body of the city. Membership of the city​ manager in the association resumes prospectively from the date of the first day of the pay period for which​ contributions were deducted or, if pay period coverage dates are not provided, the date on which the notice​ of revocation or contributions are received in the office of the association, provided that the notice of​ revocation is received by the association within 60 days of the receipt of contributions.​ (c) An election under paragraph (b) is irrevocable. Any election under paragraph (a) or (b) must include​ a statement that the individual will not seek authorization to purchase service credit for any period of excluded​ service.​ Subd. 3.Deferred compensation; city contribution.(a) If an election of exclusion under subdivision​ 2 is made, and if the city manager and the governing body of the city additionally agree in writing that the​ additional compensation is to be deferred and is to be contributed on behalf of the city manager to a deferred​ compensation program which meets the requirements of section 457 of the Internal Revenue Code of 1986,​ as amended, the governing body may compensate the city manager, in addition to the salary allowed under​ any limitation imposed on salaries by law or charter, in an amount equal to the employer contribution which​ would be required by section 353.27, subdivision 3, if the city manager were a member of the general​ employees retirement plan.​ (b) Alternatively, if an election of exclusion under subdivision 2 is made, the city manager and the​ governing body of the city may agree in writing that the equivalent employer contribution to the contribution​ under section 353.27, subdivision 3, be contributed by the city to the defined contribution plan of the Public​ Employees Retirement Association under chapter 353D.​ Official Publication of the State of Minnesota​ Revisor of Statutes​ 353.028​MINNESOTA STATUTES 2022​1​ Subd. 4.Refunds; deferred annuity.A city manager who makes an election to be excluded from​ membership is entitled to a refund of accumulated deductions or, if otherwise qualified, a deferred annuity​ under section 353.34, at the option of the manager.​ Subd. 5.Election; other employment.If a city manager who has made an election to be excluded​ subsequently accepts employment in another governmental subdivision or subsequently accepts employment​ other than as a city manager in the same city, the election is rescinded on the effective date of employment.​ History: 1981 c 254 s 1; 1988 c 709 art 5 s 8; 1Sp2003 c 12 art 4 s 3; 1Sp2005 c 8 art 10 s 43; 2006​ c 271 art 3 s 12​ Official Publication of the State of Minnesota​ Revisor of Statutes​ 2​MINNESOTA STATUTES 2022​353.028​ 8/8/2016 Election for Exclusion from the Coordinated Plan by a City Manager Public Employees Retirement Association 60 Empire Drive, Ste #200, Saint Paul, MN 55103-2088 PERA Employer Fax Number: 651 296-2493; Employer Phone Lines: 651 296-3636 or 1-888-892-PERA Information and Instructions: A city manager who had previously been enrolled in and contributed to the PERA Coordinated Plan has the option within six months of the commencement of the employment to be excluded from participating in the Coordinated Plan if the city council approves the membership revocation. Part A is to be completed by the City Manager/Administrator and returned to the employing city for completion and submission to PERA. The election for exclusion must be approved by the city council through a resolution. Contributions for credit under the Coordinated Plan will stop beginning with the paid date following the date on which PERA will receive this form unless the city manager requests a later discontinuous date. If a later effective date is requested, it must fall within the first six months of employment for the city manager. (The city representative should retain a copy of this form once completed.) PART A - FOR COMPLETION BY CITY MANAGER Name of City Manager Last First M.I. Soc. Sec. No -- Name of Employing City I revoke my membership in the Coordinated Plan as a city manager and request PERA coverage as follows: …I choose to participate in the Defined Contribution Plan (DCP) on a prospective basis. I understand that this election is revocable and I may subsequently choose to discontinue the DCP membership. …I chose to not have any PERA membership at this time. Note: Unless you request a later effective date (that is within your first six months of employment), the city will stop withholding Coordinated Plan deductions from your earnings effective with the paid date following the date on which PERA will receive this form. Regardless of the choice you make above, you are eligible to receive a refund of the Coordinated Plan employee deductions that had been made from your salary before the date on which PERA receives this form. To receive a refund of member deductions, you must file a refund application with PERA. As required by law, I state that I will not at any time seek authorization to purchase service credit under the Coordinated Plan for any period of the excluded service. I further understand that I have a one-time option to revoke this decision and, with city council approval, to reinstate my Coordinated Plan membership on a prospective basis but that I must do so in writing under the procedures established by the retirement system. Signature of City Manager/Administrator Date PART B - FOR COMPLETION BY EMPLOYER I state that the named individual is a city manager as defined in M.S. §353.028, subdivision. 1: …”city manager” means (1) a person duly appointed to and holding the position of city manager in a Plan B statutory city or in a home rule city operating under the “council-manager” form of government, or (2) a person appointed to and holding the position of chief administrative officer of a home rule charter city or a statutory city pursuant to a charter provision, ordinance or resolution establishing such a position and prescribing its duties and responsibilities… Date Coordinated Plan Exclusion is to be Effective Employer PERA ID No. Signature of City Representative Title Date Data collected on this form will be used by PERA staff for identification and administrative purposes. The person’s Social Security Number is classified as PRIVATE and will not be shared with an unauthorized person without written consent. I:\RFA\City Manager\2023\Cert of Achievement\6.5 Q ‐ Present GFOA Certificate of Achievement.docx    Request for Action  June 26, 2023    Approved by: Reece Bertholf, City Manager  Originating Department: City Manager  By: Valerie Leone, City Clerk‐Treasurer    Agenda Title  Motion accepting certificate of achievement for excellence in financial reporting  Requested Action  Staff recommends the City Council approve a motion accepting the Certificate of Achievement for Excellence  in Financial Reporting for the Annual Comprehensive Financial Report (ACFR) for the fiscal year ended  December 31, 2021.  Policy/Past Practice  The city of New Hope has received this award in the past and it has been accepted and acknowledged by the  City Council at a council meeting.  Background  The city was recently notified by the Government Finance Officers Association (GFOA) that the New Hope  ACFR for the fiscal year ended December 31, 2021, qualified for a Certificate of Achievement for Excellence in  Financial Reporting. Recipients who have received the award in the past receive a certificate and a brass  “2021” medallion to be affixed to the current plaque, which is displayed in the city hall lobby. The Certificate  of Achievement is the highest form of recognition in governmental accounting and financial reporting and its  attainment represents a significant accomplishment by a government and its management.     The comments noted in the report will be addressed by the auditor during review of the 2022 Audit Report.      The city manager considers this a significant accomplishment for the city and extends appreciation to Abdo,  city staff and the City Council for the cooperation and teamwork effort in accomplishing this goal.  Attachments   GFOA correspondence   Certificate of Achievement   Summary of grading   Comments/suggestions for improvement         Agenda Section Consent Item Number  6.5  5/18/2023 Shari Rains Accountant City of New Hope, Minnesota Dear Ms. Rains: Congratulations! We are pleased to notify you that your annual comprehensive financial report for the fiscal year ended December 31, 2021 has met the requirements to be awarded GFOA's Certificate of Achievement for Excellence in Financial Reporting. The GFOA established the Certificate of Achievement for Excellence in Financial Reporting Program (Certificate Program) in 1945 to encourage and assist state and local governments to go beyond the minimum requirements of generally accepted accounting principles to prepare annual comprehensive financial reports that evidence the spirit of transparency and full disclosure and then to recognize individual governments that succeed in achieving that goal. The Certificate of Achievement is the highest form of recognition in governmental accounting and financial reporting. Congratulations, again, for having satisfied the high standards of the program. Your electronic award packet contains the following: A "Summary of Grading" form and a confidential list of comments and suggestions for possible improvements. We strongly encourage you to implement the recommended improvements in your next report. Certificate of Achievement Program policy requires that written responses to these comments and suggestions for improvement be included with your 2022 fiscal year end submission. If a comment is unclear or there appears to be a discrepancy, please contact the Technical Services Center at (312) 977-9700 and ask to speak with a Certificate of Achievement Program in-house reviewer. Certificate of Achievement. A Certificate of Achievement is valid for a period of one year. A current holder of a Certificate of Achievement may reproduce the Certificate in its immediately subsequent annual comprehensive financial report. Please refer to the instructions for reproducing your Certificate in your next report. Award of Financial Reporting Achievement. When GFOA awards a government the Certificate of Achievement for Excellence in Financial Reporting, we also present an Award of Financial Reporting Achievement (AFRA) to the department identified in the application as primarily responsible for achievement of the Certificate. Sample press release. Attaining this award is a significant accomplishment. Attached is a sample news release that you may use to give appropriate publicity to this notable achievement. In addition, award recipients will receive via mail either a plaque (if first-time recipients or if the government has received the Certificate ten times since it received its last plaque) or a brass medallion to affix to the plaque (if the government currently has a plaque with space to affix the medallion). Plaques and medallions will be mailed separately. As an award-winning government, we would like to invite one or more appropriate members of the team that put together your annual comprehensive financial report to apply to join the Special Review Committee. As members of the Special Review Committee, peer reviewers get exposure to a variety of reports from around the country; gain insight into how to improve their own reports; achieve professional recognition; and provide valuable input that helps other local governments improve their reports. Please see our website for eligibility requirements and information on completing an application. Thank you for participating in and supporting the Certificate of Achievement Program. If we may be of any further assistance, please contact the Technical Services Center at (312) 977-9700. Sincerely, Michele Mark Levine Director, Technical Services Government Finance Officers Association Certificate of Achievement for Excellence in Financial Reporting Presented to City of New Hope Minnesota For its Annual Comprehensive Financial Report For the Fiscal Year Ended December 31, 2021 Executive Director/CEO Certificate of Achievement for Excellence in Financial Reporting Summary of Grading City of New Hope, Minnesota Member ID: 141231002 Report #: COA-2021-03901 The Certificate of Achievement Program Special Review Committee (SRC) has completed its review of your annual comprehensive financial report. The grades awarded for each grading category are listed below, followed by comments and suggestions for improvement grouped by category. Grading Category Grade 101 - Cover, table of contents, and formatting Proficient 102 - Introductory section Proficient 103 - Report of the independent auditor Proficient 104 - Management's discussion and analysis (MD&A)Proficient 105 - Basic financial statements (preliminary considerations)Proficient 106 - Government-wide financial statements Proficient 107 - Fund financial statements (general considerations)Proficient 108 - Governmental fund financial statements Proficient 109 - Proprietary fund financial statements Proficient 110 - Fiduciary fund financial statements Not Applicable 111 - Summary of significant accounting policies (SSAP)Proficient 112 - Note disclosure (other than the SSAP and pension-related disclosures) Proficient 113 - Pension-related note disclosures Proficient 114 - Required supplementary information (RSI)Proficient 115 - Combining and individual fund information and other supplementary information Proficient 118 - Statistical section Proficient 119 - Other considerations Proficient Certificate of Achievement for Excellence in Financial Reporting Detailed Listing of Comments and Suggestions for Improvement City of New Hope, Minnesota Member ID: 141231002 Report #: COA-2021-03901 111 - Summary of significant accounting policies (SSAP) Comment Number: 3619 Page 41. Modify the note disclosure for deferred inflows and outflows of resources to read that deferred outflows of resources "represent a consumption of net assets that applies to future periods" and that deferred inflows of resources "represent an acquisition of net assets that applies to future periods," rather than "represent a consumption of net position that applies to future periods" and "represent an acquisition of net position that applies to future periods," respectively. [GASB Cod. Sec. 1100.109; GASB-S63: 2; GASB Concepts Statement Nos. 4: 32 and 34] 113 - Pension-related note disclosures Comment Number: 3333 Checklist Question: 13-610-04 Pages 64-66 - It's unclear why no deferred outflows and inflows of resources are reported for the OPEB plan. Please clarify. The notes should provide the following information about the employer balances of deferred outflows of resources and deferred inflows of resources for the plan: (1) the differences between expected and actual experience in the measurement of the total pension/OPEB liability; (2) the changes of assumptions or other inputs; (3) the net difference between projected and actual earnings on pension/OPEB plan investments; (4) the changes in the employer’s proportion of the balances and differences between the employer’s contributions and the employer's proportionate share of contributions, if the plan is a single-employer or agent plan with a special funding situation or a cost sharing plan; and (5) the employer’s contributions to the pension/OPEB plan subsequent to the measurement date of the net pension/OPEB liability. [GASB Cod. Sec. P20.145h-i, .182h-i; GASB Cod. Sec. P50.153h-i, .196h-i; GASB-S68: 45 and 80; GASB 75: 56 and 96; GAAFR Chapter 30 - Liabilities-Single-employer and agent plans, Cost-sharing plans] 114 - Required supplementary information (RSI) Comment Number: 3596 Checklist Question: 14-730-01 Page 72. If the government participates as an employer in one or more defined benefit pension/OPEB plans that are NOT administered through a trust or equivalent arrangement, the RSI schedules should use "covered-employee payroll" as the measure of pay (rather than "covered payroll"). [GASB Cod. Sec. P22.137 and .138; GASB Cod. Sec. P52.139 and .140; GASB-S73: 66; GASB-S75: 170b(1)(b); GAAFR Chapter 32 - Governmental nonemployer contributors in pension- or OPEB-related special funding situations, Employers in defined benefit pension and OPEB plans not administered through a trust] 120 - New Pronouncements Comment Number: 3635 The GASB has issued the following statements and implementation guides: 1. Statement No. 87, "Leases." The requirements of this Statement will take effect for financial statements starting with the fiscal year that ends June 30, 2022. 2. Statement No. 91, "Conduit Debt Obligations." The requirements of this Statement will take effect for financial statements starting with the fiscal year that ends December 31, 2022. 3. Statement 92, "Omnibus 2020." The requirements of this Statement, The requirements of this Statement will take effect for financial statements starting with the fiscal year that ends June 30, 2022. 4. Statement 93, "Replacement of Interbank Offered Rates." The requirement in paragraph 11b will take effect for reporting periods ending after December 31, 2021. The requirements in paragraphs 13 and 14 will take effect for financial statements starting with the fiscal year that ends June 30, 2022. 5. Statement No. 94, "Public-Private and Public-Public Partnerships and Availability Payment Arrangements." The requirements of this Statement will take effect for financial statements starting with the fiscal year that ends June 30, 2023. 6. Statement No. 96, "Subscription-Based Information Technology Arrangements." The requirements of this Statement will take effect for financial statements starting with the fiscal year that ends June 30, 2023. 7. Statement No. 97, "Certain Component Unit Criteria, and Accounting and Financial Reporting for Internal Revenue Code Section 457 Deferred Compensation Plans—an amendment of GASB Statements No. 14 and No. 84, and a supersession of GASB Statement No. 32." The requirements of this Statement will take effect for financial statements starting with the fiscal year that ends June 30, 2022. 8. Implementation Guide No. 2019-1, "Implementation Guidance Update—2019." The requirements of this Implementation Guide will take effect for financial statements starting with the fiscal year that ends June 30, 2021. 9. Implementation Guide No. 2019-3, "Leases." The requirements of this Implementation Guide will take effect for financial statements starting with the fiscal year that ends June 30, 2022. Earlier application of these statements is encouraged. For the original pronouncements and the implementation guides, please visit the GASB’s website, www.gasb.org. ************ END OF COMMENTS FOR COA-2021-03901 ************ I:\RFA\P&R\MISC\2023\Gymnastics Lease\Q & R ‐ Gymnastics Lease Agreement.docx    Request for Action  June 26, 2023    Approved by: Reece Bertholf, City Manager  Originating Department: Parks & Recreation  By: Susan Rader, Director    Agenda Title  Resolution approving the Sandburg Middle School Facility Use Agreement  Requested Action  Staff recommends approval of a new facility use agreement prepared by Independent School District 281 for  use of Sandburg Middle School’s Gym D from July 1, 2023 – June 30, 2024, at a yearly rate of $20,015.58, plus  building supervisor charges. Sandburg Middle School is located at 2400 Sandburg Lane in Golden Valley. The  previous agreement, which was for one year, will expire on June 30, 2023.  Background  For many years, the Parks and Recreation‐sponsored Gymnastics program was held at Hosterman School in  the stage gym. In 2010, the school was sold to School District 287 and torn down to build a new school in its  place. At that time, staff began the search for a new space for the gymnastics program which included  approximately 3‐4,000 square feet of space and a ceiling height of at least 18 feet. Storage was a need if  equipment needed to be put up and taken down each day, although a dedicated space was preferred. Space  in commercial and industrial areas was looked at as well as District 281 space.    In September 2010, the city entered into a twenty‐one‐month agreement with District 281 for the dedicated  use of Sandburg Learning Center, Gym A. In June 2012, the City Council approved a one‐year agreement  with the rights to extend the agreement for five additional one‐year terms. At that time, District 281 staff  indicated that they would be willing to renew on a yearly basis, but they wanted to be able to include a cost  of living increase each year and/or to raise the building supervisor fees if they were increased for other users.  The fifth one‐year addendum was approved by the City Council in May 2017. In 2018, the District began  providing a new agreement each year.    The proposed lease agreement for July 1, 2023‐June 30, 2024, is $20,015.58, which is an approximate 3%  increase for the gym space. The lease continues to cover the utilities and cleaning.    In addition to the lease amount, building supervisor fees are charged separately by Community Education.  From July 1, 2018, until January 1, 2023, the fees were $6 per hour during the school year and $15 per hour on  Saturdays and during the summer. In December 2022, staff was informed that the fees would be increasing to  $18/hour (200% increase) on weekdays and $20/hour (33% increase) on weekends. Following discussions with  Community Education staff, they indicated that the increased fees would take place with any new permits –  mostly starting in June 2023 and they offered a two‐step increase for the weekday increases (to $12 starting  July 1, 2023 and then to $18 on July 1, 2024). Based on scheduled use, staff estimates the building supervisor  fees between July 1, 2023‐June 30, 2024, to be approximately $10,112.         Agenda Section Consent Item Number  6.6    Request for Action, Page 2    Agreements and Addendums with District 281:   Dates Covered Agreement  Amount  Building  Supervisor Fees  Total  Original Agmt 9/2010‐6/2012 $14,517.00 Included $14,517.00  Agreement  7/2012‐6/2013 $15,393.18 $3,604.82 $18,998.00  Addendum 1 7/2013‐6/2014 $15,858.84 $6,271.94 $22,130.78  Addendum 2 7/2014‐6/2015 $16,324.44 $5,821.76 $22,146.20  Addendum 3 7/2015‐6/2016 $16,817.52 $5,696.01 $22,513.53  Addendum 4 7/2016‐6/2017 $17,310.48 $5,868.89 $23,179.37  Addendum 5 7/2017‐6/2018 $17,010.60* $6,637.05 $23,647.65  Agreement 7/2018‐6/2019 $17,533.20 $7,644.50 $25,177.70  Agreement 7/2019‐6/2020 $12,789.61** $4,698.25** $17,487.86**  Agreement 7/2020‐6/2021 $17,0541.18** $6,861.71** $23,915.89**  Agreement 7/2021‐6/2022 $18,865.86 $6,646.61 $25,512.47  Agreement 7/2022‐6/2023 $19,440.72 $7,200 est. $26,640.72 est.  Agreement 7/2023‐6/2024 $20,015.58 $10,112 est.*** $30,127.58 est.              * In September 2017, the facility re‐opened as a middle school. Due to the anticipated needs of the  school, the Gymnastics program was moved from Gym A to Gym D, which was 126 square feet  smaller in size. Gym D is approximately 2,600 square feet.              ** In 2020, the lease amount was not charged for the second half of March, April, May, June or  December due to COVID‐19 and building supervisor costs were not incurred during this time. The  original agreement amounts were $18,055.83 (7/2019‐6/2020) and $18,604.56 (7/2020‐6/2021).               *** On July 1, 2023, building supervisor fees will increase from $6/hr during the school year and $15/hr  on Saturdays and during the summer to $12/hr during the school year and $20/hr on Saturdays and  during the summer.     Funding  The proposed lease agreement for July 1, 2023‐June 30, 2024 is $20,015.58, which is an increase of $574.86 from  the previous agreement. Registration revenue from the gymnastics program will cover this additional cost  expected for 2024.     Funds have been/will be budgeted in the 2023 and 2024 Recreation budget to cover the lease and building  supervisor fee expenses for the gymnastics program. As in previous years, revenue from program fees will  cover all expenses including lease and building supervisor fees, seasonal staff, supplies, equipment, meet  fees, etc. Enrollment in 2022 totaled 779 class and competition registrations. Fees were increased by $3 for  2023 and an additional increase will be necessary for 2024.   Attachments   Resolution   Sandburg Middle School Facility Use Agreement    CITY OF NEW HOPE    Resolution No. 2023‐      Resolution approving the   Sandburg Middle School Facility Use Agreement      WHEREAS, the City of New Hope desires to provide social and recreational activities to area residents; and    WHEREAS, the City of New Hope has offered a youth gymnastics program for many years; and    WHEREAS,  the City wishes to continue to offer gymnastics programs in a facility that has dedicated space  available.    NOW, THEREFORE, BE IT RESOLVED, that the City of New Hope will approve a facility use agreement with  Independent School District 281 for the City’s use of Gym D at the Sandburg Middle School.       Adopted by the City Council of the City of New Hope, Hennepin County, Minnesota, this 26th day of June 2023.                 ____________________________         Mayor          Attest: __________________________               City Clerk  Lease Agreement Between the City of New Hope,MN and Independent School District No.281 This Lease Agreement (“Lease”)is entered into on this 1st day of July,2023,by and between the CITY of NEW HOPE,a Minnesota municipal corporation(“Tenant”),and INDEPENDENT SCHOOL DISTRICT NO.281,an independent school district created and existing under the law of the State of Minnesota (“District”).The Tenant and the District are referred to individually as “Party”and collectively as “Parties”. RECITALS The District and the Tenant have agreed to enter into this Lease for purposes of providing the Tenant with facilities for the New Hope Park and Recreation Gymnastics Program (“Program”). AGREEMENT The Tenant will lease the dedicated space of Gym D (2,613 sq.ft)and the storage room (174 sq.ft) adjacent to Gym D at Sandburg Middle School,located at 2400 Sandburg Lane,Golden Valley, MN 55427,identified on the attached “Exhibit B”for use by the Program.The District shall retain unrestricted use and access to all doors to other rooms from Gym D.The District reserves the right to provide another comparable space should Gym D at Sandburg Middle School become unavailable for any reason.Should the Tenant be required to relocate pursuant to this paragraph, Tenant is responsible for taking apart,moving and reconstructing any equipment owned by the Tenant or the Program for use by the Program. TERM AND RENEWALS This Lease shall be for a term commencing on July 1,2023 (“Commencement Date”)and terminating June 30,2024.The anniversary date shall be established as July 1,of each Renewal Term of the Lease. Provided neither Party provides written notice to the other Party not later than April 15th of the Term or any Renewal Term of its intention to allow the Lease to expire,this Lease shall be automatically renewed for one (1)year Renewal Terms on the same terms and conditions set forth in this Lease except for any change in Rent amount as described herein (“Renewal Term”). Notification of any increase in Rent,as determined by the District,shall be provided not later than April 15th preceding any Renewal Term.Tenant shall have at least 15 days preceding any Renewal Term to allow this Lease to expire if any increase to Rent is unacceptable to the Tenant and the Parties cannot otherwise agree on a mutually acceptable increase in Rent. Either Party may terminate this Lease for cause for a material breach of this Lease by the other Party.In the event of any material breach of any of the terms of this Lease,the Party alleging the breach may seek to terminate the Lease by providing the other Party with written notice specifying the nature of the breach.If the breach is not remedied within thirty (30)days of the date of delivery of such notice,the Party alleging the breach may terminate this Lease by sending notice of termination to the other Party and termination will be effective upon the date of delivery of such notice.The termination of the Lease for cause does not limit the rights of the Party who terminated 1 1 the Lease to pursue all other remedies,including,but not limited to damages and costs,that may exist due to the other Party’s material breach of the Lease. EARLY TERMINATION Notwithstanding any other provision hereof either District or Tenant may terminate this Lease prior to the expiration of the Term (or prior to the expiration of any Renewal Term)upon sixty (60)days'prior written notice,in such Party’s sole discretion,and such termination shall also terminate any and all options to extend. RELOCATION The District agrees to provide a minimum of 90 days written notice to Tenant prior to exercising its right to require Tenant to relocate to another space. In the event that the Tenant is asked to relocate,the district will provide a moving allowance of up to $250 ($125 each way).This allowance will be applied to the final invoice of the contract year in which the move occurred. ACCEPTANCE BY TENANT Tenant certifies that Tenant has inspected the Leased Premises and accepts same "As Is,"in its existing condition,as of the Commencement Date,together with all defects,latent or patent,if any,and subject to all easements,encumbrances and restrictions and matters of record.Tenant further acknowledges that the District has made no warranties or representations of any nature whatsoever regarding Leased Premises including,without limitation,any relating to the physical condition thereof or of any improvements located therein,or the suitability of the Leased Premises for Tenant’s intended use.District shall not be required to perform any repair work, alterations,or remodeling of the Building or Leased Premises as a condition of this Lease. ACCESS TO PREMISES During the school year,the Building will be open and the Leased Premises available for Program use on Monday through Friday from 4:45 p.m.-10:00 p.m.except for the following holidays: New Year ’s Day,Martin Luther King Day,Presidents’Day,Good Friday,Easter Monday, Memorial Day,Juneteenth,July 4th observed holiday,Labor Day,Thanksgiving Day,the day after Thanksgiving,Christmas Eve observed holiday and Christmas Day observed holiday.During the school year,Tenant shall have access to the Building and the Leased Premises on Saturdays from 8:00 a.m.-6:00 p.m.,contingent upon the availability of a Building Supervisor. When the District is not in session during the summer,the Building will be open and Leased Premises available on Monday through Friday from 6:30 a.m.to 4:00 p.m.,beginning the Monday following the last day of school.The Building will also be open and the Leased Premises available during the summer on Monday through Friday from 4:00 p.m -10:00 p.m, contingent on availability of a Building Supervisor.All permits must be scheduled with the District Facility Scheduler not later than April 1st to ensure Building Supervisor services. The cost of the Building Supervisor will not be included in the Rent.The Tenant will receive a 2 separate invoice monthly for Building Supervisor services. Tenant shall comply with any reasonable security procedures established by the District to prevent unauthorized access to the Leased Premises and Building property generally.Tenant and District shall each designate emergency contact personnel to notify in case of an emergency requiring access to the Leased Premises. CARE AND MAINTENANCE The District will provide one hour of custodial cleaning per week and daily trash removal.The Tenant is responsible for daily cleaning of the premises which is to include daily mopping of the mats using a mop and cleaning supplies that will be supplied by the District.The Tenant will also follow the “District Care of Facilities”that is attached to this Lease as “Exhibit A”. The District will deep clean the area annually.This will require the Tenant to remove all equipment as directed by the Program Director of Custodial Services in coordination with the District’s Community Education Department.This cleaning will occur at the end of the Gymnastics Summer Program and before the Fall Program,in coordination with the cleaning schedule of the District’s custodial staff.Annual cleaning will be conducted during the third (3rd) or fourth (4th)week of August. The District will be required to move equipment for building maintenance needs such as light bulb replacement,ceiling maintenance issues,and other maintenance at its own expense.The District is responsible for maintenance of its own equipment. RENT The Tenant agrees to pay the District $20,015.58 annually as described in “Exhibit C”.Rent shall be paid in monthly payments of $1,667.97 on or before the first (1st)day of every month.This will include use of the dedicated space,annual cleaning,custodial service and utilities.The Tenant will be responsible for payment for fees related to all Building Supervisors.The District is not responsible for any telephone or internet services.Any increases in Rent will occur in a manner described elsewhere in this Lease regarding establishment of any Renewal Term. USE BY TENANT 1.Use.Tenant shall exercise the rights granted hereunder solely and exclusively for the Program. Tenant shall not use,or suffer the use of the Leased Premises for any other use,business,or purpose other than those specifically permitted by this Lease. 2.Waste or Nuisance.Tenant shall not commit or suffer to be committed any waste upon or within the Building or Leased Premises,commit or permit the maintenance or commission of any nuisance or other act or thing which interferes with District’s or any third parties’quiet enjoyment of the Building or Leased Premises or results in damage to the Building or which may affect District's fee interest in the Leased Premises or results in an unsightly condition. Tenant shall cause any and all trash or discarded materials,including but not limited to construction materials used and/or generated by Tenant,to be removed from the Building and Leased Premises at Tenant's sole cost and expense immediately. 3.Rules and Governmental Regulations.(a)Tenant shall,at Tenant's sole cost and expense, 3 comply with District’s rules regarding access,use and conduct on District property.Tenant,at its expense,will comply with all ordinances,laws,statutes and regulations promulgated thereunder of all municipal,state,federal and other applicable governmental authorities,now in force or which may hereafter be in force,pertaining to Tenant’s particular or unique use of the Leased Premises.Tenant shall indemnify,defend and save District harmless from any and all penalties,fines,costs,expenses,suits,claims,or damages resulting from Tenant's failure to perform its obligations in this Section.Tenant will be responsible to obtain any permits required by the City of Golden Valley or other local government in order to carry out the Program on the Leased Premises.Tenant agrees to abide by the District’s School Board Policy for Use and Rental of School Facilities as set forth in Exhibit "D"and as reasonably may be amended from time to time by District in its sole discretion respecting the management,care and safety of the buildings and grounds,including parking areas,landscaped areas,walkways, hallways and other facilities provided for the common use and conveyance of other occupants.Notice of such rules and regulations will be posted or given to Tenant. 4.Non-Discrimination.Tenant shall assure and certify that it will comply with the Title IV of the Civil Rights Act of 1964,as amended,and District’s Policy,and shall not discriminate against any individual on the basis of their religion,race,national origin,color,sex,marital status, parental status,disability or any other classification protected by law with respect to any activity occurring under this Lease. 5.Surrender.Upon termination or expiration of this Lease,the Tenant shall vacate and surrender the Leased Premises to the District and the Parties shall be relieved of all further obligations arising subsequent to the date of such termination or expiration. 6.Hazardous Substance.For purposes of this Lease “Hazardous Materials”shall mean any hazardous or toxic substance,material,waste of any kind,petroleum product or by-product, contaminant or pollutant as defined or regulated by Environmental Laws.“Environmental Laws”shall mean any applicable federal,state or local laws,statutes,ordinances,rules, regulations or other governmental restrictions.“Disposal”shall mean the release,storage,use, handling,discharge or disposal of such Hazardous Materials. Tenant shall not use,maintain,store or dispose of any Hazardous Materials,chemicals or other agents used or produced in Tenant's operations,at the Leased Premises,in any manner not permitted by Environmental Laws.Furthermore,Tenant shall not cause or permit the disposal of Hazardous Materials upon the Building or Leased Premises or upon adjacent lands and shall operate and occupy the Leased Premises in compliance with all Environmental Laws. Any disposal of a Hazardous Material,whether by Tenant or any third party associated with Tenant,shall be reported to District immediately upon the knowledge thereof by Tenant. Tenant shall be solely responsible for the entire cost of remediation and clean up of any Hazardous Materials disposed of or discovered upon the Building or the Leased Premises,or emanating from the Leased Premises,or onto adjacent lands,as a result of Tenant’s,or Tenant’s agents,contractors or employees exercise of the rights granted by this Lease. Tenant agrees to indemnify,defend and hold harmless District from and against any and all 4 claims,suits,judgments,loss,damage,fines or liability which may be incurred by District, including reasonable attorney’s fees and costs at trial and on appeal,which may arise directly, indirectly or proximately as a result of any violation of Environmental Laws or the disposal of any Hazardous Materials by Tenant,or Tenant’s agents,contractors or employees.Tenant’s responsibility hereunder shall continue and apply to any violation hereof,whether the same is discovered during the term hereof or otherwise.While this provision establishes contractual liability of Tenant,it shall not be deemed to alter or diminish any statutory or common law liability of Tenant. Tenant acknowledges that District would not have entered into this Lease without the indemnification contained herein and acknowledges the receipt and sufficiency of separate good and valuable consideration for such indemnification.This provision shall survive the expiration or termination of this Lease. SIGNAGE The Tenant shall not post,nor permit any signs to be placed on the building that are visible from the exterior of the building through the windows or visible from the halls or other areas of the building unless written approval for said sign or signs has been furnished by the District.The Tenant shall be responsible for the cost of any signage it installs on the premises. REPAIRS AND MAINTENANCE Responsibility of Landlord and Tenant.In general,the District will maintain and repair the Property including the Leased Premises per the District’s usual and customary practice,unless damaged by Tenant,its contractors or invitees.During the times the Leased Premises are used by Tenant,Tenant shall keep and maintain the Leased Premises,and all Alterations,in good condition and repair and in a clean condition,free of refuse,trash,and rubbish,at Tenant’s sole cost and expense.Tenant shall be responsible for any repairs caused by the negligent or intentional acts of Tenant or Tenant’s employees,agents,students,invitees or contractors.Tenant shall not be held responsible for repairs or maintenance outside the scope of its occupancy.Other than Tenant’s initial work which is governed by the portion of this Lease entitled “Alterations to Leased Premises”,Tenant shall provide the District with thirty (30)days advance notice of any such work which may reasonably be foreseen by Tenant to impact the Building.The notice required under this Section shall describe in detail the type of work to be performed.Tenant shall cooperate with the District to devise a plan to permit such work and minimize the impact of such work to the Building.Tenant shall be responsible for all costs associated with preparation of and implementation of such plan.Notwithstanding the foregoing,in the event of an emergency, District and Tenant shall have no duty to provide such advance notice as a result of undertaking any work necessary as a result of such emergency.For purposes of this Section an “emergency” shall be defined as the occurrence of an event that threatens immediate harm to persons or property. District's Right to Inspect.District or District's agents shall have the right to inspect the Leased Premises.District shall conduct such inspections in a manner that does not unreasonably interfere with or disrupt Tenant's operations. ALTERATIONS TO LEASED PREMISES Alterations.Tenant shall not at any time construct or make any improvements,additions, 5 modifications or alterations to the Leased Premises without the prior written consent of the District,which consent may be withheld in the sole discretion of the District.In the event Tenant proposes to construct any alteration,improvement,or modification of the Leased Premises, Tenant shall submit to District conceptual plans and specifications for such proposed alterations (“Alterations”).In the event District approves such Alterations,Tenant shall prepare and submit to District for approval detailed plans and otherwise comply with the terms of this Section.All Alterations,including improvements,additions and modifications constructed by Tenant shall be deemed a part of the Leased Premises,and,upon expiration or earlier termination of this Lease, shall,at the sole discretion of the District,become property of the District or be removed by Tenant and Tenant shall repair any damage caused by the installation,use,maintenance or removal of the Alterations,using materials of like kind and quality. Governmental Approvals.Tenant shall obtain,at Tenant’s sole cost and expense,all other approvals,including but not limited to the District,local,state and federal permits and consents necessary for construction of any Alterations and shall further be responsible for all conditions which may be imposed in connection with such approvals.Tenant acknowledges that it will not use this Lease,or the requirements of this Lease,as a basis for argument that Tenant should be relieved of,or have modified conditions and/or interpretations of any regulatory requirements. Nothing contained in this Lease shall be construed to alter,limit or eliminate the obligation of the Parties to comply with applicable ordinances,statutes and laws relating to such approvals. General Installation Guidelines.All work performed by Tenant pursuant to this Lease shall be performed by Tenant at Tenant’s sole cost and expense,shall be performed only by duly licensed contractors specializing in such work,and who are approved in advance by the District’s Chief Financial Officer,or designee.All work shall be performed in a good and workmanlike manner and shall be diligently prosecuted to completion substantially in accordance with the plans approved by the District,and all applicable governmental laws,regulations,rules,codes and orders.Tenant,its contractors,subcontractors,laborers,suppliers and professionals shall exercise diligent care and caution in the installation,construction,maintenance,and repair of the Leased Premises or any appurtenances thereto,in order to avoid damage to the Building and District’s improvements.In the event of such damage,Tenant shall promptly repair said damage using materials of like kind and quality,restoring it to its condition prior to damage by Tenant,at Tenant’s sole cost and expense.Tenant agrees and acknowledges that all work performed by Tenant pursuant to this Lease is performed and accomplished solely for the benefit and convenience of Tenant and not for the benefit of District,such work being nonetheless subject to each and every provision of this Lease and shall be performed to the satisfaction of District. Tenant shall ensure that all persons or entities performing work or providing materials relating to such improvements including,without limitation,all contractors,subcontractors, sub-subcontractors,laborers,suppliers and professionals,are paid in full for such services and materials. Contractor Requirements.Tenant shall require contractors to furnish satisfactory evidence of statutory Worker ’s Compensation insurance,commercial general liability insurance (CGL), commercial automobile insurance,and physical damage insurance on a Builder ’s Risk form with the interest of District endorsed thereon,in such amounts and in such manner as District may reasonably require.District shall be added as additional insured to the contractors’CGL policy for work done on Leased Premises using CG2010 (ongoing operations)and CG 2037 (completed 6 operations)or their equivalent with a separation of insured clause or endorsement in the policy. District may require additional insurance for any alterations or improvements approved hereunder,in such amount as District reasonably determines to be necessary. No Liens.Tenant covenants and agrees that nothing contained in this Lease shall be construed as consent by District to subject the estate of District to liability under the construction lien law of the State of Minnesota,it being expressly understood that District’s estate shall not be subject to such liability.Tenant shall notify any and all parties or entities performing work or providing materials relating to any improvements made by Tenant of this provision of this Lease.In the event that a construction lien is filed in connection with any work performed by or on behalf of Tenant,Tenant shall satisfy such claim,or transfer same to security,within ten (10)days from the date Tenant received notice of such filing.In the event that Tenant fails to satisfy or transfer such claim within said ten (10)day period,District may do so and thereafter charge Tenant,and Tenant shall promptly pay to District upon demand,as Additional Rent,all costs incurred by District in connection with the satisfaction or transfer of such claim,including attorney’s fees. Further,Tenant agrees to indemnify,defend,and save District harmless from and against any damage or loss incurred by District as a result of any such construction lien. DAMAGE OR DESTRUCTION In the event the Leased Premises is destroyed or so damaged or injured by fire or other casualty during the Term,whereby the same are rendered untenable,in whole or in part,District may,at its sole option,elect not to restore or repair the Leased Premises but to terminate this Lease. Notwithstanding anything herein to the contrary,in the event of damage by fire or other casualty that cannot reasonably be expected to be repaired within thirty (30)days following same or,if the Leased Premises is damaged by fire or other casualty so that such damage may reasonably be expected to disrupt Tenant’s operations for more than thirty (30)days,then Tenant may at any time following such fire or other casualty terminate this Lease upon fifteen (15)days written notice to District.In the event either District or Tenant elects to terminate this Lease,Tenant shall vacate and surrender the Leased Premises as required hereby,whereupon the Parties shall be relieved of all further obligations hereunder arising after the date of such termination.The termination herein mentioned shall be evidenced in writing.Rent shall be prorated to the date of any such termination of this Lease and District shall refund any balance owing to Tenant,within thirty (30)days after written notice to the District.Termination of this Lease shall not affect Tenant’s obligations under this Lease arising prior to such termination. COMMON AREA The bathrooms that will be used by the Program are marked on the attached “Exhibit B”. INSURANCE At all times during the Term of this Agreement the Tenant shall procure and maintain a policy of insurance in at least the amounts specified as the extent of such liability under Minn.Stat.§ 466.04,as amended at Tenant’s sole cost and expense.The Tenant shall name the District as additional insured and forward a copy of the insurance certificate to the District’s Community Education Department and the District’s Business Office.This insurance policy shall cover all claims for personal injuries,wrongful death and property damage occurring in or on the Building or Leased Premises. 7 INDEMNITY Tenant shall,in addition to any other obligation to indemnify the District,and to the fullest extent permitted by law,protect defend,indemnify and hold harmless the District,its agents,officers, elected officials and employees from and against any and all claims,suits,actions,liabilities, losses (including economic loss),and costs arising during the Term or any Renewal Term for any actual or alleged bodily injury,sickness,disease or death and/or damage to the Building or Leased Premises,including the loss of use resulting therefrom,or any other damage or loss arising out of,or claimed to have resulted in whole or in part from any actual or alleged act or omission of Tenant,or anyone directly or indirectly employed by Tenant,sustained in or about the Building or Leased Premises,by reason or as a result of the use and occupancy of the Building or Leased Premises by the Tenant,its agents,employees,and contractors,and from and against any orders,judgments,and/or decrees which may be entered thereon,and from and against all costs,attorney’s fees at trial and on appeal,expenses and liabilities incurred in and about the defense of any such claim.In the event District shall be made a party to any litigation commenced against the Tenant as a result of Tenant's use of the Building or Leased Premises,or by the Tenant against any third party relating to Tenant’s use of the Building or Leased Premises, then Tenant shall indemnify,defend,and hold District harmless and pay all costs and attorney’s fees incurred by District in connection with such litigation,and any appeals thereof. Notwithstanding the foregoing,Tenant shall have no obligation pursuant to the immediately preceding sentence relating to claims or damages that are judicially determined to be solely attributable to District’s negligent or intentional acts or omissions.The indemnification obligations hereunder shall not be limited to any limitation on the amount,type of damages, compensation or benefits payable by or for Tenant under workers’compensation acts;disability benefits acts,other employee benefit acts or any statutory bar.Any costs or expenses,including attorney’s fees,incurred by the District to enforce this agreement shall be borne by Tenant. Tenant recognizes the broad nature of this indemnification and hold harmless clause and voluntarily makes this covenant and expressly acknowledges the receipt of good and valuable consideration provided by the District in support hereof according to the laws of the State of Minnesota.This section shall survive the termination or expiration of this Lease. CONFIDENTIALITY AND DATA PRACTICES The Parties acknowledge and agree that all contracts entered into by a government entity must include a notice that the requirements of Minn.Stat.§13.05,Subd.11 apply or may apply to this Lease.The Parties agree that all or part of the Minnesota Government Data Practices Act,Minn. Stat.§13 (“MGDPA”),or the federal Family Educational Rights and Privacy Act,20 U.S.C.§ 1232g (“FERPA”),may apply. The Tenant must not seek and the District will not grant access to educational data created or maintained by the District.If the Tenant’s employees in the course of their work inadvertently observe private or non-public educational data,the Tenant agrees that the data may not be shared with any person or entity except as allowed by MGDPA,FERPA,court order,or authorization of the subject of the data. DEFAULT 8 Default by Tenant.The occurrence of any one or more of the following shall constitute an Event of Default by Tenant under this Lease:(i)Tenant’s failure to pay any sum due hereunder within fifteen (15)days after the due date for said payment;(ii)Tenant’s failure to perform or observe any other term,covenant,or condition of this Lease on Tenant’s part to be performed hereunder and such failure continues for a period of more than thirty (30)days after the date Tenant receives written notice from District notifying Tenant of the specific failure,provided,however,Tenant shall have such extended period as may be required beyond the thirty (30)days if the nature of the cure is such that it reasonably requires more than thirty (30)days and Tenant commences the cure within the thirty (30)day period and thereafter continuously and diligently pursues the cure to completion within sixty (60)days;or (iii)Tenant's leasehold estate being taken by execution, attachment or process of law or being subjected to any bankruptcy proceeding.If any Event of Default occurs,then at any time thereafter while the Event of Default continues,District shall have the right to pursue such remedies as may be available to District under the law,including, without limitation,the right to give Tenant notice that District intends to terminate this Lease upon a specified date not less than three (3)days after the date notice is received by Tenant,in which event this Lease shall then expire on the date specified as if that date had been originally fixed as the expiration date of the Term of this Lease.If,however,the default is cured within the three (3)day period and the District is so notified,this Lease will continue. Default by District.District shall not be in default unless District fails to perform obligations required of District within a reasonable time,but in no event later than thirty (30)days after written notice by Tenant to District,specifying wherein District has failed to perform such obligations;provided,however,that if the nature of District’s obligations is such that more than thirty (30)days are required for performance then District shall not be in default if District commences performance within such thirty (30)day period and thereafter diligently pursues the same to completion. LIABILITY Limit of Liability.District's liability to Tenant with respect to this Lease shall be limited solely to amount of Rent actually received by District.Neither District,any officer,director,employee or board member of District shall have any personal liability whatsoever with respect to this lease. Exemption of District from Liability.District shall not be liable for any damage or injury to the person,business (or any loss of income therefrom),goods,wares,merchandise or other property of Tenant,Tenant's employees,invitees,students or any other person or about the Leased Premises,whether such damage or injury is caused by or results from:(a)fire,steam,electricity, water,gas or rain;(b)the breakage,leakage,obstruction or other defects of pipes,sprinklers, wires,appliances,plumbing,air conditioning or lighting fixtures or any other cause;(c) conditions arising in or about the Leased Premises or upon other portions of the property,or from other sources or places;or (d)any act or omission of any other guest or tenant of the Property. District shall not be liable for any such damage or injury even though the cause of or the means of repairing such damage or injury are not accessible to Tenant. PREVAILING LAW This Lease shall be construed and enforced in accordance with the laws of the State of Minnesota. 9 VENUE The venue of any dispute arising out of this Lease shall be the State of Minnesota,unless applicable state or federal law dictates otherwise. ENTIRE AGREEMENT This document and any Attachments constitute the entire Lease between the Parties,and no promises or representations,other than those contained herein and those implied by law,have been made by the District or the Tenant.Any modifications to this Lease must be in writing and signed by the District and the Tenant. SEVERABILITY If any provision of this Lease is held to be contrary to law,that provision shall be deemed severed from the balance of this Lease and the balance of this Lease shall remain in force between the Parties to the fullest extent permitted by law,provided further,to the extent any provision of this Lease is deemed unenforceable by virtue of its scope,but may be made enforceable by limitation thereof,the Parties agree that a court of competent jurisdiction shall have the right to modify any offending provision to make it enforceable to the fullest extent permissible under the laws and public policies. WAIVER The Parties’failure to insist upon strict performance of any part of this Lease or to exercise any right herein contained shall not be a waiver or relinquishment of such covenant,agreement, stipulation or right,unless the Parties consent thereto in writing. ASSIGNMENT Tenant may not assign,mortgage,pledge,collaterally assign,or encumber this Lease,in whole or in part,nor sublet or rent all or any portion of the Leased Premises nor grant any easements or enter into any management agreements affecting the Leased Premises,without prior written consent of District,which may be granted or withheld at District’s sole and absolute discretion. This provision shall be construed to include a prohibition against any assignment,mortgage, pledge,encumbrance,or sublease,by operation of law,legal process,receivership,bankruptcy,or otherwise,whether voluntary or involuntary. NOTICES Any notice required or permitted to be given under this Lease will be sufficient if given: a.in writing and personally delivered;or b.sent by certified mail,postage prepaid,to the address set forth in the introductory paragraph or other notice address as designated in writing between the Parties prior to delivery and will be effective and duly delivered on the day of personal or courier delivery;or 10 c.via electronic mail to an electronic mail address as designated in writing between the Parties prior to delivery and will be effective and duly delivered upon the sending Party’s confirmation of receiving Party’s receipt of electronic notice;or d.via electronic facsimile transmission to the name,address and facsimile number of the receiving Party as designated in writing between the Parties prior to delivery and will be effective and duly delivered upon the sending Party’s receipt of confirmation (“Notice”). All notices required or permitted by any provisions of this Lease shall be directed to the relevant Party at the address provided below. Independent School District No.281 Attn:Executive Director of Finance 4148 Winnetka Avenue North New Hope,MN 55427 City Of New Hope Attn:City Manager 4401 Xylon Avenue N. New Hope,MN 55428 INDEPENDENT SCHOOL DISTRICT #281 City of New Hope By:By: Its:Executive Director of Finance Its:Mayor By: Its:City Manager 11 EXHIBIT A District 281 Care of Facilities OSHA and the State Fire Marshal have been increasing their monitoring of the school district regarding compliance with regulations.Indoor air quality and its impact on staff and students has been a growing concern for parents as well as for staff.The district,in its building renovation efforts,has been trying to meet the challenges in providing a safe and healthy environment for all students and all district employees. With that in mind,the district formed a committee of principals,custodians and teachers to address those issues.Below are the recommendations that were made by that district committee to the Administration in May 2001.Each recommendation is based on laws,financial data and health effects.All employees are asked to follow these recommendations commencing with the 2001 -2002 school year in all District 281 buildings.Variances may be granted.Please contact your principal or supervisor if you have any questions. 1.No animals (mammals,fish,birds,reptiles,and insects)are allowed except for those housed in secondary laboratory science classrooms.Food for animals must be stored in tightly sealed plastic containers.Cages and areas around cages must be cleaned daily by the teacher.No sand or sand boxes. 2.Food preparation,as well as food and beverage consumption should,whenever possible,be limited to cafeterias and staff lounges and “Foods”labs in the secondary schools.Any food (crackers,candy,etc.)kept in a building overnight or longer must be stored in rigid plastic containers which have a tight seal.If there is a need for a student snack,please try to schedule that with the principal in the cafeteria. 12 3.Plants should be limited to less than three per classroom or office and not in carpeted areas.Each pot must have a water collection saucer to prevent water spillage.Plants cannot be placed on unit ventilators.Fragrant plants must be non-offensive to other occupants. 4.Appliances such as microwaves,toasters,refrigerators,water coolers,toaster ovens,coffee pots,hot plates,portable heaters etc.are allowed in staff lounges and kitchens.Coffee makers will be allowed in certain conference rooms and other designated areas with a variance. 5.The State Fire Marshal does not allow household type floor and table lamps. 6.Extension cords should only be used for portable equipment such as overhead projectors,tape players,vacuums,etc.Extension cords must be grounded 14 gauge cords.One power strip (up to 20 foot long)with surge protection can be used per computer station. 7.Exit doors,aisles and corridors should be kept clear at all times.Doors may not be completely covered with decorations.Window in doors should not be covered.No items may be stored on open shelving or placed upon tops of storage units within 18 inches of ceiling height. 8.The State Fire Marshal requires that all flammable and combustible liquids (spray paints, solvents,gum removers,etc.)be stored in an approved flammable cabinet. 9.Combustible artwork,teaching materials,posters,etc.should not exceed 20 percent of the wall area.(State Fire Marshal -Life Safety Code 31-3.9)Non-flammable materials are acceptable.Nothing should be hung from the ceiling or exterior walls.Use painter tape for hanging paper products on walls to limit adhesive residue left behind. 10.In renovated buildings,all furniture must be ordered through the purchasing department. No bookcases,shelving units,displays cases,etc.may be brought in from outside the district. 11.Sofas,love seats,easy chairs,bean bag chairs,etc.brought in from outside the district should be removed from the building. 12.Carpet squares,carpet pieces,or rugs should be purchased through the district. 13.Cleaning products,art chemicals,paints,pesticides,etc.may not be brought in from home. 14.Air freshener products such as spray,sticks and plug-ins,and air purifiers should be ordered through the District. 15.Personal hygiene products should be fragrance free or non-offensive to other occupants. 13 16.Gloves or balloons containing latex should be limited to when other alternatives are not available to limit exposure to persons with latex sensitivity. 17.Unit ventilators should be clear and free from any obstructions to within three feet to allow for air passage. 18.Louvers/grills that allow air to pass into the halls should be kept clear. 19.In renovated schools all materials should be stored in the storage compartments provided. Materials should not be stored on the floor. 20.Stuffed animals can be a problem and should be limited. 21.Limit of 2 file cabinets per classroom.Use plastic floor protectors whenever possible.22. Do not place objects on window ledges that can damage window blinds. Thank you in advance for your cooperation.If you have any questions or concerns please contact:Anthony Williams (anthony_williams@rdale.org). 14 EXHIBIT B Floor Plan 15 EXHIBIT C Description Rental Per Sq. Ft. Cost Gym D -2,613 Sq.Ft.$7.66 $20,015.58 Storage -174 Sq.Ft. COSTS INCLUDED IN AGREEMENT Description Rate Amount Cleaning -1 time per year $4,000.00 $4,000.00 Building Supervisor rates shall be invoiced separately. 16 EXHIBIT D Facilities Policy 902AP Independent School District 281,Robbinsdale Area Schools ADMINISTRATIVE PROCEDURE 902AP: USE OF SCHOOL DISTRICT FACILITIES AND EQUIPMENT Reviewed:October 29,2014 Adopted:October 29,2014 I.PURPOSE The purpose of this administrative procedure is to provide guidelines for community use of school facilities and equipment. II.GENERAL STATEMENT OF POLICY The school district encourages maximum use of school facilities and equipment for community purposes if,in its judgment,that use will not interfere with use for school purposes. III GENERAL COMMUNITY USE OF SCHOOL FACILITIES A.The school district may authorize the use of school facilities by community groups or individuals.It may impose reasonable regulations and conditions upon the use of school facilities as it deems appropriate. B.Requests for use of school facilities by community groups or individuals shall be made through the school district facility scheduler ’s office.Procedures for the processing and review of requests shall be posted on the district website. C.The school district may require a rental fee for the use of school facilities.Such fee may include the cost of custodial and supervisory service if deemed necessary.It may also require a deposit for the proper use and repair of damage to school facilities.A rental fee schedule annually approved by the school board,deposit, and payment procedure shall be posted on the district website. D.When emergencies or unusual circumstances arise that necessitate rescheduling the use of school facilities,every effort will be made to find acceptable alternative meeting space. 17 IV.USE OF SCHOOL EQUIPMENT A schedule of equipment that is available for community use,the extent to which it may be utilized,and the manner by which it may be scheduled for use and any charges to be made will be available through the facility scheduler ’s office. V.RULES FOR USE OF FACILITIES AND EQUIPMENT The school district expects members of the community who use facilities and equipment to do so with respect for school district property and an understanding of proper use. Individuals and groups shall be responsible for damage to facilities and equipment.A certificate of insurance may be required by the school district to ensure payment for these damages and any liability for injuries. Legal References:Minn.Stat.§123B.51 (Schoolhouses and Sites;Access for Noncurricular Purposes) Cross References:Policy 801AP (Equal Access to School Facilities) Policy 901AP (Community Education) 18 I:\RFA\PUBWORKS\2023\Council\2023 Sidewalk Contract\6.7 Q&R ‐ 1098 2023 Sidewalk Contract.docx   Request for Action  June 26, 2023    Approved by: Reece Bertholf, City Manager  Originating Department: Public Works  By: Bernie Weber, Director    Agenda Title  Resolution approving a contract with DK Concrete LLC for New Hope’s 2023 sidewalk replacement services  (Improvement Project No. 1098)  Requested Action  Staff recommends approval of a resolution awarding a contract to DK Concrete LLC for 2023 sidewalk  replacement services.   Policy/Past Practice  The City Council routinely considers improvement projects that improve safety for traffic and pedestrians.   Background  To improve the foot traffic services for residents and pedestrians, Public Works annually contracts sidewalk  replacement services for existing sidewalks that are in the greatest need for improvement. Contracting out  the sidewalk replacement has been economically advantageous over providing the service in‐house. Public  Works staff prioritizes spot replacement of sidewalk panels in locations that show the largest amounts of  settlement and wear. Routine replacement of concrete sidewalk panels helps the city comply with the  standards of The Americans with Disabilities Act (ADA).    The city received quotes from three vendors for the 2023 sidewalk replacement services. DK Concrete LLC  had the low quote of $1.50 per square foot for the removal of the existing concrete sidewalk and $6.50 per  square foot for the installation of new four inch thick concrete sidewalk. We have utilized the services of DK  Concrete LLC in the past with good results. Based on the low quote and positive previous experience, staff is  recommending that the city retain the services of DK Concrete LLC for the 2023 sidewalk replacement  services.  Funding  Funding in the amount of $100,000 for sidewalk replacement is available in the 2023 Street Infrastructure  Fund.  Attachments   Resolution   Quotes Received for Sidewalk Replacement Services   2023 Sidewalk Panel Replacement Contract  Agenda Section Consent Item Number  6.7      City of New Hope    Resolution No. 23‐    Resolution approving a contract with DK Concrete LLC  for New Hope’s 2023 sidewalk replacement services  (Improvement Project No. 1098)    WHEREAS, the city desires to enter into a contract for sidewalk replacement services; and,    WHEREAS, city staff has prepared specifications and contract terms for the work and has had them  reviewed by the city attorney; and,    WHEREAS, funding has been budgeted in the Street Infrastructure Fund to pay for this expenditure; and,    WHEREAS, staff has prepared a proposed contract for the lowest responsible and responsive quote, DK  Concrete LLC, setting forth the scope of work, terms, conditions, and compensation for services.    NOW, THEREFORE, BE IT RESOLVED:     1. That the contract for 2023 Sidewalk Replacement Services be awarded to DK Concrete LLC in an  amount not to exceed $100,000.00.      2. That the mayor and city manager are authorized and directed to sign the same.    Adopted by the City Council of the City of New Hope, Hennepin County, Minnesota this 26th day of June  2023.                     __________                                   __________________         Mayor    Attest:  ________                                 _________________   City Clerk    CITY OF NEW HOPE  CONTRACT  FOR   2023 SIDEWALK PANEL REMOVAL AND  REPLACEMENT SERVICES For valuable consideration as set forth below, this contract dated the 15TH day of June 2023, is made and  signed by the City of New Hope (hereinafter “City”) and DK Concrete LLC. (hereinafter “Contractor”).     1. CONTRACT DOCUMENTS  The Contractor hereby promises and agrees to perform and comply with all the provisions of this  Contract and specifications, all of which are incorporated hereby by this reference.  This Contract  shall compromise the total agreement of the parties hereto.  No oral order, objection or claim by any  party to the other shall affect or modify any of the terms or obligations contained in this Contract.    2. THE WORK  The work to be performed by Contractor under this Contract (hereinafter the “Work”), is defined in  as the removal and replacement of concrete sidewalk panels as determined by the City of New Hope.   Any modifications to the work will be made in writing.    3. CONTRACT PRICE  The City agrees to pay the contractor $1.50 per square foot for the removal and disposal of concrete  sidewalk panels and $6.50 dollars per square foot for the installation of the concrete panel, payable  upon the successful completion of the sidewalk removal and replacement project. The total contract  shall not exceed $100,000.    4. COMPLETION DATE  The Contractor shall complete this contract by the 29th day of September 2023.      5. INSURANCE/BOND  Before beginning actual work under this Contract, the Contractor shall submit to the City and obtain  the City’s approval of a certificate of insurance on Standard Form C.I.C.C.‐701 or ACORD 25 forms,  showing the following insurance coverage and listing the City as a loss payee under the policies:    a. General Contractor Liability: $1,000,000.00    b. Automobile Liability for all Automobiles: $1,000,000.00    c. Workman’s Compensation: Statutory Amounts              2023 Sidewalk Panel Replacement Contract  Page 2    This certificate must provide for the above coverage’s to be in effect from the date of the Contract  until 30 days after the Completion Date and must provide the insurance coverage will not be  canceled by the insurance company without 30 days written notice to the City of intent to cancel.  The  certificate must further provide that the contractor’s insurance coverage is primary coverage  notwithstanding any insurance coverage carried by the City that may apply to injury or damage  relating to the maintenance or repair of the City’s streets or right‐of‐ways by either the City or any  employee, agent, independent contractor or any other person or entity retained by the City to  perform the services described herein.        6. LAWS, REGULATIONS AND SAFETY  The Contractor shall give all notices and comply with all laws, ordinances, rules and regulations  applicable to performance under this Contract.    7. INDEMNIFICATION  The Contractor agrees to indemnify, defend and hold the City harmless from any damages, including  costs and attorney’s fees, from any claims, demands, actions or causes of action arising out of any act  or omission on the part of the Contractor or its agents, servants or employees in the performance of or  with relation to any of the work or services performed or furnished by the contractor under this  Contract.    8. ASSIGNMENT  The Contractor shall not assign or transfer, whether by an assignment or notation or otherwise, any  of its rights, duties, benefits, obligations, liabilities or responsibilities without prior written consent of  the City.     9. NOTICE  The address and telephone number of the Contractor for purposes of giving notices and any other  purpose under this contract shall be 9712 US‐10, Elk River, MN 55330, Dale Kowalcyk, DK Concrete  LLC, (763) 494‐3493    The address of the City for purposes of giving notices and any other purpose under this contract shall  be 4401 Xylon Avenue North, New Hope, MN 55428.  The contact person for this contract is Andrew  Kramer at (763) 592‐6764.                      2023 Sidewalk Panel Replacement Contract  Contract  Page 3    IN WITNESS WHEREOF, the parties to this Contract have hereunto set their hands and seals as of the  day and year first above written.     CITY OF NEW HOPE       By       Its Mayor     By       Its City Manager    STATE OF MINNESOTA  )   ) ss.  COUNTY OF HENNEPIN )     The foregoing was acknowledged before me this ______ day of _______ 2023 by Kathi Hemken  and Reece Bertholf, the Mayor and City Manager, respectively, of the City of New Hope, a Minnesota  municipal corporation, on behalf of said municipal corporation.           Notary Public       CONTRACTOR           By       Its Representative    STATE OF MINNESOTA )   ) ss.  COUNTY OF HENNEPIN )     The foregoing was acknowledged before me on this    day of     , 2023, by        of      , on behalf of       .           Notary Public  I:\RFA\PUBWORKS\2023\Council\vehicle purchases ratify\Q - veh acquisitions.docx Request for Action June 26, 2023 Approved by: Reece Bertholf, City Manager Originating Department: Public Works By: Bernie Weber, Director Agenda Title Resolution ratifying leases of vehicles and purchase of equipment in accordance with the city’s capital improvement program for 2023 and 2024 Requested Action Staff requests that the City Council ratify purchases/leases that have occurred since March 20, 2023. Policy/Past Practice Vehicle and equipment replacement are part of the city’s CIP that is continually updated and reviewed with Council. In 2021 the city began leasing vehicles through Enterprise Fleet Management to improve efficiency and as a potential cost-savings. Background In 2021, following City Council’s approval, the city began leasing vehicles through Enterprise Fleet Management. On June 28, 2021, Council authorized the leasing of 14 police vehicles; and on November 28, 2022, Council authorized the leasing of three public works vehicles and four community development vehicles (21 authorized leases). Including the five leases listed below, the total of leased vehicles is 26. At the work session of March 20, 2023, due to supply issues, Council authorized staff to purchase or lease vehicles planned for replacement through year 2024 per the CIP (subject to ratification by Council at a later date). At the work session of June 20, 2023, Director Hoyt explained the benefits of assuming a lease for a vehicle that was previously assigned to the Northwest Metro Drug Task Force. The list below identifies the leases/purchases made to date that were not previously submitted to Council: Replace Veh # New Vehicle Description Department Type 059 – 2012 Ford pickup 2023 Silverado 1500 Public Works Lease 105 – 1984 Chev van 2023 Ford transit 350 cargo van Police SWAT Lease 135 – 2012 Dodge van 2023 Ford transit connect van Police animal control (Crystal pays 50%) Lease 232 – 2013 Ford pickup 2023 Silverado 3500 Public Works Lease n/a 2022 Volkswagen Tiguan Police (lease formerly thru task force) Lease 046 – 2015 Toolcat loader 2023 Toolcat loader Public Works Purchase (state contract) Recommendation Staff recommends Council ratify the vehicle/equipment acquisitions. The city previously entered into a Master Equity Lease Agreement with Enterprise Fleet Management and additional vehicles may be leased through the open-end lease rate quotes. Abdo will analyze the costs after the first lease schedule has expired. The city has the option to end leases at any time. Agenda Section Consent Item Number 6.8 I:\RFA\PUBWORKS\2023\Council\vehicle purchases ratify\Q - veh acquisitions.docx City of New Hope Resolution No. 23-___ Resolution ratifying leases of vehicles and purchase of equipment in accordance with the city’s capital improvement program for 2023 and 2024 WHEREAS, the city of New Hope prepares a ten-year capital improvement program (CIP) as a guiding document for vehicle and equipment acquisition and to assist with preparation of annual operating budgets; and WHEREAS, at the work session of March 20, 2023, due to supply chain issues, the New Hope City Council authorized staff to acquire vehicles and equipment planned for replacement through year 2024 per the CIP, with such action to be ratified by the City Council at a later date; and WHEREAS, vehicles and equipment will only be replaced when it is determined to be in the city’s best interest; and WHEREAS, the city previously entered into a Master Equity Lease Agreement with Enterprise Fleet Management and additional vehicles may be leased through the open-end lease rate quotes; and WHEREAS, staff desires to inform Council of the following vehicle and equipment acquisitions: Replace Vehicle No. New Vehicle Description Department Type 059 – 2012 Ford pickup 2023 Silverado 1500 Public Works Lease 105 – 1984 Chev van 2023 Ford transit 350 cargo van Police SWAT Lease 135 – 2012 Dodge van 2023 Ford transit connect van Police animal control (Crystal pays 50%) Lease 232 – 2013 Ford pickup 2023 Silverado 3500 Public Works Lease n/a 2022 Volkswagen Tiguan Police (lease formerly thru task force) Lease 046 – 2015 Toolcat loader 2023 Toolcat loader Public Works Purchase (state contract) NOW, THEREFORE, BE IT RESOLVED that the New Hope City Council hereby ratifies the fore-mentioned leases of vehicles and purchase of equipment. __________________________ Mayor Attest: ________________________________ City Clerk I:\RFA\PUBWORKS\2023\Council\1099 2023 Seal Coat and Fog Seal\6‐26 Award Contract   Request for Action  June 26, 2023    Approved by: Reece Bertholf, City Manager  Originating Department: Public Works  By: Bernie Weber, Director    Agenda Title  Resolution awarding a contract to Allied Blacktop Company for the 2023 Crack Repair and Seal Coat project  (Improvement Project No. 1099)  Requested Action  Staff recommends approval of a resolution awarding a contract to Allied Blacktop Company for construction  of Improvement Project No. 1099 (2023 Crack Repair and Seal Coat project), including Alternates No. 1 and 2.   Policy/Past Practice  To maximize the life of the city pavement, New Hope annually schedules crack repair, seal coating and fog  sealing on selected city streets. This is an activity 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 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.     Bids were opened for the 2023 Crack Repair and Seal Coat project on June 15, 2023. There was one bid with  the low base bid of $412,452.60 coming from Allied Blacktop Company. Allied Blacktop Company is also the  low bid for Alternate No. 1 and 2, at $38,403.85 and $30,489.90 respectively. These costs compare favorably to  the engineer’s estimate. Staff recommends awarding a contract for the base bid, Alternate No. 1 and 2 to  Allied Blacktop for a total contract amount of $481,346.35.         (Information continues on next page)    Agenda Section Development &  Planning Item Number  8.1  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  Funding  All project costs will be funded by the city’s street infrastructure fund, with $622,277.53 budgeted in the 2023  CIP for roadway seal coat and crack filling. Please see the tables below for a full breakdown of project costs.     Total Cost Summary – Base Bid Estimated Cost  Base Bid ‐ Crack Repair, Seal Coat, Fog Seal  $412,452.60  + Contingency (5%) $20,622.63  Subtotal ‐ Construction $433,075.23  Indirect Costs  $86,615.05  Total Estimated Project Costs – Base Bid $519,690.28       Total Cost Summary – Alternate 1 ‐ 55th Avenue Estimated Cost  Alternate 1 ‐ Seal Coat and Fog Seal $38,403.85  + Contingency (5%) $1,920.19  Subtotal ‐ Construction $40,324.04  Indirect Costs  $8,064.81  Total Estimated Project Costs – Alternate 1 ‐ 55th Avenue $48,388.85      Total Cost Summary – Alternate 2 ‐ Quebec Avenue Area Estimated Cost  Alternate 2 ‐ Crack Repair, Seal Coat, Fog Seal $30,489.90  + Contingency (5%) $1,524.50  Subtotal ‐ Construction $32,014.40  Indirect Costs  $6,402.88  Total Estimated Project Costs – Alternate 2 ‐ Quebec Avenue Area $38,417.28      Summary:    Item Estimated Cost CIP Budget  Base Bid $519,690.28    + Alternate 1 ‐ 55th Avenue $48,388.85    Subtotal $568,079.13    + Alternate 2 ‐ Quebec Avenue & 48th Circle $38,417.28    Total Project Cost $606,496.41 $622,277.53  (Information continues on next page)  Attachments   Resolution   Engineer’s Bid Results Memo   Bid Tabulation   Location Plan                  City of New Hope  Resolution No. 23‐  Resolution awarding a contract to Allied Blacktop Company for the   2023 Crack Repair and Seal Coat project (Improvement Project No. 1099)    WHEREAS, the Council reviewed the 2022 Pavement Management Plan that identified and discussed  implementation of the 2023 Crack Repair and Seal Coat project (Improvement Project No. 1099);  and  WHEREAS, funding is available in the 2023 street infrastructure fund for a crack repair and seal coat 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; and  WHEREAS, the city has received acceptable quotes, and the Council does hereby determine to proceed with  the 2023 Crack Repair and Seal Coat improvement project; and  WHEREAS, the total base bid and Alternate No. 1 and 2 from Allied Blacktop Company in the amount of  $481,346.35 is the lowest responsible bid submitted.  NOW, THEREFORE, BE IT RESOLVED:  1. That the contract of public improvement No. 1099, the 2023 Crack Repair and Seal Coat  project, and Alternate No. 1 and 2, is awarded to Allied Blacktop Company in the amount of  $481,346.35.  2. That the mayor and city manager are authorized and directed to sign the same.  Adopted by the City Council of the city of New Hope, Hennepin County, Minnesota, this 26th day of June, 2023          Mayor    Attest:       City Clerk    Stantec Consulting Services Inc. 733 Marquette Avenue, Suite 100 Minneapolis MN 55402 June 15, 2023 Honorable Mayor and City Council City of New Hope 4401 Xylon Avenue North New Hope, MN 55428 Re:2023 Crack Repair and Seal Coat Stantec Project No. 193806261, City Project No. 1099 Bid Results Dear Honorable Mayor and City Council: Bids were opened for the Project stated above on June 15, 2023. Transmitted herewith is a copy of the Bid Tabulation for your information and file. Copies will also be distributed to each Bidder once the Project has been awarded. There was 1 Bid for this project, similar to last year. The following summarizes the results of that Bid received: Contractor Total Base Bid Alternate #1 –55th Avenue N. Alternate #2 – Quebec Ave. N. and 48th Circle N. Low Allied Blacktop Company $412,452.60 $38,403.85 $30,489.90 The low Bidder on the Project was Allied Blacktop Company with a Total Base Bid of $412,452.60. They also are the low Bidder if the city accepts Alternate #1 and #2 with an Adjusted Total Base Bid of $481,346.35. The Total Base Bid and Adjusted Total Base Bid compare favorably to the Engineer’s Opinion of Probable Cost of $540.872.74. This Bid has been reviewed and found to be in order. If the City Council wishes to award the Project to the low Bidder including any or all Alternates, then Allied Blacktop Company should be awarded the Project in the amount of $481,346.35. 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 Project Name:City Project No.:1099 Stantec Project No.:Bid Opening:Owner:Dan Boyum, PELicense No. 23451BID TABULATIONItem NumItem Units Qty Unit Price TotalBASE BID:PART 1 - GENERAL1 MOBILIZATION LS 1 $25,000.00 $25,000.002 TRAFFIC CONTROL LS 1 $40,000.00 $40,000.00TOTAL PART 1 - GENERAL$65,000.00PART 2 - STREETS3 CRACK SEAL (ROUT AND SEAL) LBS 20100 $2.85 $57,285.004 CRACK SEAL (CLEAN AND SEAL) LBS 6700 $2.85 $19,095.005 BITUMINOUS MATERIAL FOR SEAL COAT, CRS-2 GAL 31530 $2.30 $72,519.006 SEAL COAT AGGREGATE, FA-2 (MOD), TRAP ROCK SY 111200 $1.03 $114,536.007 BITUMINOUS MATERIAL FOR FOG SEAL SY 111200 $0.69 $76,728.008 4" SOLID LINE PAINT LF 650 $1.55 $1,007.509 24" SOLID LINE, PAINT LF 80 $7.10 $568.0010 PAVEMENT MESSAGE, PAINT SF 348 $8.10 $2,818.8011 REMOVE EXISTING ROADWAY STRIPING - PAINT LF 650 $1.25 $812.5012 REMOVE EXISTING ROADWAY PAVEMENT MARKINGS - SF 508 $4.10 $2,082.80TOTAL PART 2 - STREETS$347,452.60BASE BID SUMMARYTOTAL PART 1 - GENERAL$65,000.00TOTAL PART 2 - STREETS$347,452.60TOTAL BASE BID$412,452.60ALTERNATE #1: 55TH AVENUE N13 MOBILIZATION LS 1 $1,500.00 $1,500.0014 TRAFFIC CONTROL LS 1 $2,000.00 $2,000.0015 BITUMINOUS MATERIAL FOR SEAL COAT, CRS-2 GAL 2050 $2.30 $4,715.0016 SEAL COAT AGGREGATE, FA-2 (MOD), TRAP ROCK SY 7210 $1.03 $7,426.3017 BITUMINOUS MATERIAL FOR FOG SEAL SY 7210 $0.69 $4,974.9018 4" SOLID LINE PAINT LF 1790 $1.55 $2,774.5019 4" DOUBLE SOLID LINE, PAINT LF 1865 $3.10 $5,781.5020 24" SOLID LINE, PAINT LF 30 $7.10 $213.0021 PAVEMENT MESSAGE, PAINT SF 320 $8.10 $2,592.0022 REMOVE EXISTING ROADWAY STRIPING - PAINT LF 3685 $1.25 $4,606.2523 REMOVE EXISTING ROADWAY PAVEMENT MARKINGS - SF 444 $4.10 $1,820.40TOTAL ALTERNATE #1: 55TH AVENUE N$38,403.85I hereby certify that this is an exactreproduction of bids received.2023 Crack Repair and Seal CoatNew Hope, MinnesotaThursday, June 15, 2023 at 10:00 AM CDT193806261Bidder No. 1Allied Blacktop Company193806261-Bid Tabs.xlsmBT-1 BID TABULATIONItem NumItem Units Qty Unit Price TotalBidder No. 1Allied Blacktop CompanyALTERNATE #2: MSA QUEBEC AVENUE N AND 48TH CIRCLE N24 MOBILIZATION LS 1 $1,000.00 $1,000.0025 TRAFFIC CONTROL LS 1 $1,000.00 $1,000.0026 CRACK SEAL (ROUT AND SEAL) - STREETS LBS 8163.338 $2.00 $16,326.6827 CRACK SEAL (CLEAN AND SEAL) - STREETS LBS 2721.113 $2.00 $5,442.2328 BITUMINOUS MATERIAL FOR SEAL COAT, CRS-2 GAL 320 $2.30 $736.0029 SEAL COAT AGGREGATE, FA-2 (MOD), TRAP ROCK SY 1140 $3.75 $4,275.0030 BITUMINOUS MATERIAL FOR FOG SEAL SY 1140 $1.50 $1,710.00TOTAL ALTERNATE #2: MSA QUEBEC AVENUE N AND 48TH CIRCLE N$30,489.90TOTAL BASE BID$412,452.60TOTAL ALTERNATE #1: 55TH AVENUE N $38,403.85TOTAL ALTERNATE #2: MSA QUEBEC AVENUE N AND 48TH CIRCLE N$30,489.90TOTAL BASE BID PLUS ALT. 1 & ALT. 2 $481,346.35Phone:Email:m.dolecki@alliedincmn.comSigned By: Peter M. CapistrantTitle: PresidentBid BondNoneContractor Name and Address:Allied Blacktop CompanyBid Security:Addenda Acknowledged:(763) 425-057510503 89th Avenue N.Maple Grove, MN 55369193806261-Bid Tabs.xlsmBT-2 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 I:\RFA\P&R\ARENA\2023\Interfund Loan Ice Arena South Rink\Q‐ Interfund Loan Ice Arena South Rink Floor Improvements #1092.docx    Request for Action  June 26, 2023    Approved by: Reece Bertholf, City Manager  Originating Department: City Manager  By: Reece Bertholf, City Manager and   Susan Rader, Parks & Recreation Director  Agenda Title  Resolution approving interfund loan in the amount of $1,073,601 from the temporary financing fund to the  Ice Arena Fund for 2023 South Rink Floor Improvements (Improvement Project No. 1092)   Requested Action  Staff and Abdo recommend that the City Council approve the attached resolution approving an interfund  loan in the amount of $1,073,601 from the temporary financing fund to the Ice Arena Fund for the 2023 South  Rink Floor Improvements. The City Council has discussed Ice Arena improvements financing at several  budget and CIP meetings and was in agreement with the recommendation. The interfund loan was included  in the 2022 Long‐Term Financial Plan reviewed with the Council on November 21, 2022, although the amount  listed was lower than the 2023 budgeted amount.  Policy/Past Practice  The city council has approved interfund loans in the past to finance infrastructure and facility improvement  projects.  Background  Several large improvement projects for the Ice Arena had been identified in the Capital Improvement Plan  (CIP) over the past couple of years. During the planning, Abdo, the city’s financial consultant, reviewed the  status of the Ice Arena Fund and recommended interfund loans from the Temporary Financing Fund to cover  the expenses of these identified projects, which included improvements to the south roof and replacement of  the skylight, replacement of the boards and glass on both the north and south rinks and re‐cementing the  south rink floor.    On January 24, 2022, the City Council approved an interfund loan in the amount of $650,000 from the  Temporary Financing Fund to the Ice Arena Fund to offset costs associated with the 2021 South Roof and  Skylight improvement project and the 2022 North Rink Dasher Board and Glass replacement project. The  repayment terms were for 15‐years at a rate of zero percent and allowed for prepayment of the principal.    On November 14, 2022, the City Council approved the replacement of the floor, dasher boards and glass in  the south rink for an amount of $1,065,001. The project started in mid‐March and was completed in early June  by All‐American Arena Products through the Sourcewell Cooperative Purchasing Program. Additional costs  as part of the project totaled approximately $8,600 and included electrical costs for the score keepers box,  lowering and raising of the fire doors, rubber base, dasher board ad reprints, and vinyl lines and logo  applications for the final ice sheet layout.      Similar to the 2022 loan, it is recommended that Council approve the resolution transfer stipulating  repayment terms of 15‐years at a rate of zero percent and allow for prepayment of the principal. The  proposed amortization schedule is attached.   Agenda Section Ordinances &  Resolutions Item Number  10.1    Staff recommends approval of the resolution.  Attachments   Resolution   Abdo Memo with Amortization Schedule   2022 Long‐Term Financial Plan excerpt           City of New Hope    Resolution No. 2023 ‐     Resolution approving interfund loan in the amount of $1,073,601 from the temporary financing fund to  the Ice Arena Fund for the 2023 South Rink Floor Improvement Project (Improvement Project No. 1092)      WHEREAS,  the City of New Hope prepares a ten‐year Capital Improvement Program (CIP) as a  guiding document for equipment acquisition and improvement projects to assist with the  preparation of each annual operating budget; and,    WHEREAS,  having safe, well‐maintained facilities is important; and    WHEREAS,  the City Council awarded a contract for the replacement of the floor, dasher boards and  glass in the south rink for an amount of $1,065,001 to All‐American Arena Products; and    WHEREAS,  additional costs as part of the project totaled approximately $8,600 and included electrical  costs for the score keepers box, lowering and raising of the fire doors, rubber base, dasher  board ad reprints, vinyl lines and logo applications for the final ice sheet layout; and    WHEREAS,  it is recommended that an interfund loan in the amount of $1,073,601 be made from the  temporary financing fund to the ice arena fund with repayment terms of 15‐years at a rate  of zero percent and allow for prepayment of the principal.    NOW, THEREFORE, BE IT RESOLVED that the New Hope City Council that a $1,073,601 interfund loan  from the temporary financing fund to the ice arena fund is hereby approved.    BE IT FURTHER RESOLVED that the loan has a repayment term of 15‐years at a rate of zero percent and  that prepayment of the principal on the loan is allowed.    Adopted by the City Council of the City of New Hope, Hennepin County, Minnesota, this 26 day of  June, 2023.             ______________________________           Mayor    Attest: ________________________  City Clerk  MEMO TO: REECE BERTHOLF FROM: ERIN ENSTAD SUBJECT: APPROVE INTERFUND LOAN IN THE AMOUNT OF $1,073,601 FROM THE TEMPORARY FINANCING FUND TO THE ICE ARENA FUND TO FUND 2023 SOUTH RINK FLOOR IMPROVEMENTS (IMPROVEMENT PROJECT NO. 1092) DATE: JUNE 26, 2023 BACKGROUND The Capital Improvement Program identified the need to re-cement the floor and replace the glass and boards to the South Rink for the Ice Arena in 2023. On November 14, 2022, the City Council approved the replacement of the floor, dasher boards and glass in the south rink for an amount of $1,065,001. The project started in mid-March and was completed in early June by All-American Arena Products through the Sourcewell Cooperative Purchasing Program. Additional costs as part of the project totaled approximately $8,600 and included electrical costs for the score keepers box, lowering and raising of the fire doors, rubber base, dasher board ad reprints, vinyl lines and logo applications for the final ice sheet layout.   The Ice Arena fund does not have adequate fund balance available to cover these costs. We recommend an interfund loan in the amount of $1,073,601 from the Temporary Financing fund be provided to the Ice Arena fund for 15 years with zero percent interest to assist with funding the cost of these improvements. This interfund loan has been modeled in the City’s 2022 long-term plan. Early repayment of this loan would be allowed. 2 RECOMMENDATION We recommend the City Council approve the interfund loan from the Temporary Financing fund to the Ice Arena fund for the 2023 South Rink Floor Improvements (Improvement Project No. 1092). Attach: Resolution Interfund Loan Payable to: Ice  Arena Fund Payable from: Temporary Financing Fund Purpose: 2023 South Rink Floor Improvements Amount: 1,073,601.00$                        Date: 7/1/2023 Interest Rate: 0% Beginning Balance Interest Principal Ending Balance 12/31/2023 1,073,601.00$                        ‐$                   71,573.40$   1,002,027.60$            12/31/2024 1,002,027.60                          ‐                     71,573.40     930,454.20                  12/31/2025 930,454.20                              ‐                     71,573.40     858,880.80                  12/31/2026 858,880.80                              ‐                     71,573.40     787,307.40                  12/31/2027 787,307.40                              ‐                     71,573.40     715,734.00                  12/31/2028 715,734.00                              ‐                     71,573.40     644,160.60                  12/31/2029 644,160.60                              ‐                     71,573.40     572,587.20                  12/31/2030 572,587.20                              ‐                     71,573.40     501,013.80                  12/31/2031 501,013.80                              ‐                     71,573.40     429,440.40                  12/31/2032 429,440.40                              ‐                     71,573.40     357,867.00                  12/31/2033 357,867.00                              ‐                     71,573.40     286,293.60                  12/31/2034 286,293.60                              ‐                     71,573.40     214,720.20                  12/31/2035 214,720.20                              ‐                     71,573.40     143,146.80                  12/31/2036 143,146.80                              ‐                     71,573.40     71,573.40                    12/31/2037 71,573.40                                ‐                     71,573.40      ‐                                 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 $2,500,000 payment from the Joint Water Commission in 2024 will offset project costs related to the repainting of the south water tower. A full-time maintenance position is being budgeted for in 2023. 10 City of New Hope, Minnesota Capital Improvement Plan - Ice Arena Fund 9303 Schedule of Planned Capital Outlay 2022 to 2032 2022 2023 2024 Year to Estimated Estimated Estimated Replace Item Cost Amounts Amounts Amounts Ice Arena 2022 IA door security and security cameras 60,000$ 60,000$ -$ -$ Ice Arena 2022 IA HVAC upgrades 50,000 50,000 - - Ice Arena 2022 IA replace dasher boards and glass (north rink)210,000 210,000 - - Ice Arena 2022 IA scoreboard (south rink)25,000 25,000 - - Ice Arena 2022 IA weight room upgrades 20,000 20,000 - - Ice Arena 2023 IA compressors 26,500 - 26,500 - Ice Arena 2023 IA concession stand 36,000 - 36,000 - Ice Arena 2023 IA meeting room carpet 9,600 - 9,600 - Ice Arena 2023 IA re-cement floor and replace glass and boards (south rink) 1,200,000 - 1,200,000 - Ice Arena 2023 IA skate tile 18,000 - 18,000 - Ice Arena 2023 IA water heaters 48,000 - 48,000 - Ice Arena 2024 IA bathrooms 50,000 - - 50,000 Ice Arena 2024 IA bleacher caps (south rink)25,000 - - 25,000 Ice Arena 2024 IA HVAC (south rink)50,000 - - 50,000 Ice Arena 2024 IA Zamboni room garage doors 20,000 - - 20,000 Ice Arena 2025 IA bleacher caps (north rink)33,000 - - - Ice Arena 2025 IA HVAC (south rink)50,000 - - - Ice Arena 2025 IA skate tile for locker rooms 20,000 - - - Ice Arena 2025 IA system relief valves 8,000 - - - Ice Arena 2026 IA community room tile 22,000 - - - Ice Arena 2026 IA compressors 24,000 - - - Ice Arena 2026 IA HVAC 75,000 - - - Ice Arena 2026 IA radiant heaters (north rink)30,000 - - - Ice Arena 2026 IA shower 20,000 - - - Ice Arena 2027 IA bathrooms (lower level public)30,000 - - - Ice Arena 2027 IA overhead doors 25,000 - - - Ice Arena 2027 IA water heater for showers 15,000 - - - Ice Arena 2028 IA protective netting 15,000 - - - Ice Arena 2029 IA compressors 27,000 - - - Ice Arena 2030 IA system relief valves 10,000 - - - Ice Arena 2031 IA water heaters 30,000 - - - Ice Arena 2032 IA cameras 30,000 - - - Ice Arena 2032 IA compressors 30,000 - - - 365,000$ 1,338,100$ 145,000$ Department 44 2025 2026 2027 2028 2029 2030 2031 2032 Estimated Estimated Estimated Estimated Estimated Estimated Estimated Estimated Amounts Amounts Amounts Amounts Amounts Amounts Amounts Amounts -$ -$ -$ -$ -$ -$ -$ -$ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 33,000 - - - - - - - 50,000 - - - - - - - 20,000 - - - - - - - 8,000 - - - - - - - - 22,000 - - - - - - - 24,000 - - - - - - - 75,000 - - - - - - - 30,000 - - - - - - - 20,000 - - - - - - - - 30,000 - - - - - - - 25,000 - - - - - - - 15,000 - - - - - - - - 15,000 - - - - - - - - 27,000 - - - - - - - - 10,000 - - - - - - - - 30,000 - - - - - - - - 30,000 - - - - - - - 30,000 111,000$ 171,000$ 70,000$ 15,000$ 27,000$ 10,000$ 30,000$ 60,000$ 45 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 Enterprise Fund Projected Activity 2025 2026 2027 2028 2029 2030 2031 2032 Estimated Estimated Estimated Estimated Estimated Estimated Estimated Estimated 1,036,095$ 1,061,997$ 1,088,547$ 1,115,761$ 1,143,655$ 1,172,246$ 1,201,552$ 1,231,591$ (958,151) (982,104) (1,006,657) (1,031,823) (1,057,619) (1,084,059) (1,111,161) (1,138,940) 77,944 79,893 81,890 83,937 86,036 88,187 90,391 92,651 500,000 500,000 500,000 500,000 500,000 500,000 500,000 500,000 (12,184) (12,489) (12,801) (13,121) (13,449) (13,785) (14,130) (14,483) 487,816 487,511 487,199 486,879 486,551 486,215 485,870 485,517 (111,000) (171,000) (70,000) (15,000) (27,000) (10,000) (30,000) (60,000) - - - - - - - - (295,250) (302,400) (314,450) (136,350) - - - - - - - - - - - - (94,475) (94,475) (94,475) (94,475) (94,475) (94,475) (94,475) (94,475) (500,725) (567,875) (478,925) (245,825) (121,475) (104,475) (124,475) (154,475) 1,060 1,721 1,734 2,653 5,929 10,500 15,304 19,975 66,096 1,251 91,899 327,645 457,042 480,427 467,091 443,668 106,029 172,125 173,375 265,274 592,919 1,049,960 1,530,387 1,997,478 172,125$ 173,375$ 265,274$ 592,919$ 1,049,960$ 1,530,387$ 1,997,478$ 2,441,147$ 47 S:\June 26, 2023 Council Meeting\12.1 Q ‐ Upcoming Events.docx   Request for Action  June 26, 2023    Approved by: Reece Bertholf, City Manager  Originating Department: City Manager  By: Reece Bertholf, City Manager    Agenda Title  Exchange of communication between members of the city council  Upcoming meetings and events:  June 27  6 p.m. – Personnel Board, Utility Billing Clerk    June 30  11 a.m. to 2 p.m. – Food Truck Friday at New Hope City Hall    July 3  City Holiday, City Offices Closed        No Human Rights Commission Meeting    July 4  Independence Day, City Offices Closed    July 5  1:30 p.m. – Joint Water Commission Meeting        No Planning Commission Meeting        7 p.m. to 8:30 p.m. – Music in the Park, “Matt Hannah” at the New Hope Performance  Center    July 7  10 a.m. to 11 a.m. – Bingo in the Pavilion, Civic Center Park        11 a.m. to 2 p.m. – Food Truck Friday at New Hope City Hall    July 10  No City Council Meeting    July 11  7 p.m. – Citizen Advisory Commission Meeting    July 12  6:30 p.m. – West Metro Fire‐Rescue District Board Meeting at Station #3,    4251 Xylon Avenue North        5 p.m. to 8 p.m. – Community Conversation hosted by the Human Rights Commission       at Lions Park    July 13  12:30 p.m. – Shingle Creek Watershed Management Commission      1:30 p.m. – Corridor Management Committee Meeting      9:15 p.m. – Movie in the Park, “Harry Potter and the Chamber of Secrets” at New Hope  Performance Center      Agenda Section Other Business Item Number  12.1    Request for Action, Page 2    July 14  No Food Truck Friday; Regional Swim Meet ‐ July 14‐16    July 17  No City Council Work Session    July 19  3 p.m. – New Hope Crystal Business Networking Group Summer Get Together at Pocket     Square    July 19‐22 8 p.m. – OBMT presents “The Sound of Music” at New Hope Performance    Center    July 20  8:30 a.m. – Bassett Creek Watershed Management Commission    July 21  11 a.m. to 2 p.m. – Food Truck Friday at New Hope City Hall    July 24  7 p.m. – City Council Meeting