040824 City Council Meeting Packet
NEW HOPE CITY COUNCIL
MEETING AGENDA
April 8, 2024
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
Monday, April 8, 2024
7:00 p.m.
1. CALL TO ORDER AND PLEDGE OF ALLEGIANCE – April 8, 2024
2. ROLL CALL
3. APPROVAL OF MINUTES:
Work Session Minutes – March 18, 2024
Regular Meeting Minutes – March 25, 2024
4. OPEN FORUM
5. PRESENTATIONS
6. CONSENT BUSINESS
6.2 Approval of financial claims through April 8, 2024
6.4 Resolution proclaiming April 21‐27, 2024, as National Volunteer Week in the city of
New Hope
6.5 Resolution proclaiming May 5‐11, 2024, as Great Shingle Creek Watershed Cleanup
Week
6.6 Resolution recognizing National Arbor Day and proclaiming the month of May, 2024,
as Arbor Month in the city of New Hope
6.7 Resolution proclaiming the month of May, 2024, as Building Safety Month in the city
of New Hope
6.8 Resolution proclaiming May 19‐25, 2024, as National Public Works Week in the city of
New Hope
6.9 Resolution approving renewing the agreement with Solution Builders to provide
information technology support services for the city effective May 1, 2024 to April 30,
2025
6.10 Resolution approving five‐year lease agreement with Metro Sales Inc. for Ricoh copy
machines
6.11 Resolution approving final payment request to All‐American Arena Products for
replacement of the floor, dasher boards and glass in the south rink at the New Hope
Ice Arena (Improvement Project No. 1092)
7. PUBLIC HEARING
8. DEVELOPMENT AND PLANNING
9. PETITIONS AND REQUESTS
10. ORDINANCES AND RESOLUTIONS
11. UNFINISHED AND ORGANIZATIONAL BUSINESS
11.1 Motion approving renewal of insurance premiums for general liability, property
damage, employee bond and worker’s compensation for the period April 20, 2024
through April 20, 2025 through the League of Minnesota Cities Insurance Trust (LMCIT)
11.2 Motion to accept statutory limitations of $500,000 for individual claimant recovery for
insurance provided by League of Minnesota Cities Insurance Trust (LMCIT)
12. OTHER 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: April 4, 2024
Subject: Agenda Items for Monday, April 8, 2024
Open Forum
I am not aware of anyone wishing to address the Council for the Open Forum.
Items 6.1, 6.2, and 6.3
Item 6.1 – there are no new business license requests.
Item 6.2 ‐ involves routine financial claims.
Item 6.3 – there are no new liability claims to report.
Item 6.4
In conjunction with National Volunteer Week, the Council is asked to proclaim April 21‐27 as Volunteer
Week in the city of New Hope. Last year volunteers donated more than 2,000 hours to the city through
various activities. This does not include the hours served on city commissions or the adopt‐a‐park program.
Staff wishes to acknowledge the importance of volunteers and their valuable contributions. Communications
Coordinator Beth Kramer and I recommend approval.
Item 6.5
To recognize Shingle Creek Watershed Cleanup Week, the community is invited to participate in
cleanup activities on Wednesday, May 8, at 5 pm at Meadow Lake Park. Besides general cleanup,
volunteers will help with landscaping and plantings. The event will be advertised on the city’s website,
and City Forester Shawn Markham will coordinate the activities. Director Rader and I recommend
approval.
Item 6.6
Staff recommends Council adopt a resolution recognizing April 26 as National Arbor Day and
proclaiming the month of May as Arbor Month in the city. One of the requirements to retain the “Tree
City USA” designation is to adopt this resolution and to participate in tree plantings and other
environmental enhancements. The city will continue to proactively address the Emerald Ash Borer
threat by removing diseased trees and replacing with a variety of species on public property. A tree
will be planted at Meadow Lake Park in honor of Arbor Day. Director Rader and I recommend
approval.
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Item 6.7
Building safety month raises awareness about the importance of building codes in establishing
building safety and fire prevention. This year’s theme is “Mission Possible” which encourages people
to get involved in all aspects of building safety. Director Sargent and I recommend approval of the
resolution proclaiming the month of May 2024 as Building Safety Month in the city.
Item 6.8
Observance of National Public Works Week is intended to raise awareness of the importance of public
works employees and their contributions to maintain the city’s infrastructure to provide a safe and
healthy community. Director Weber and I recommend approval of the resolution proclaiming the week
of May 19‐25 as National Public Works Week in the city.
Item 6.9
The contract renewal with Solution Builders is for $165,864, which is an increase of 5% over last year’s
contract. The city has utilized the services of Solution Builders since 2015 with good results. Funding is
included in the 2024 budget. In addition to the IT support performed remotely, the city receives two days per
week of on‐site support. Director Johnson and I recommend approval.
Item 6.10
After obtaining bids from various copy machine vendors, staff recommends entering into a five‐year
lease with Metro Sales Inc. for $843 per month for four copiers beginning this June. In addition to the
lease payment, the city pays a per copy rate. All rates are fixed for the five‐year period. The features of
the copy machines will be similar to the current equipment. Funds are included in the 2024 budget for
the lease arrangement. City Clerk Leone and I recommend approval.
Item 6.11
In November of 2022 the city entered into a contract for $1,065,001 with All‐American Arena Products for
improvements to the south rink including replacement of the concrete floor system, dasher boards and glass.
The work has been completed, and staff recommends final payment of $38,000. The ice arena fund will pay
for the project through a 15‐year interfund loan from the temporary financing fund. Director Rader and I
recommend approval.
Item 11.1
This item approves the city’s property liability and workers compensation annual insurance premium
renewal. The premium for property/liability coverage is $218,341 which is an increase of $20,752 from
last year. The increase is primarily due to a recent property appraisal of city‐owned structures resulting
in an increase of property values from $76 million to $85 million. The League schedules property
appraisals every six years. The premium for workers compensation, based on a $5,000 deductible for
work‐related medical expenses, is $272,846 which is a reduction of approximately 25% from last year.
The reduction is due to lower overall workers compensation premiums charged by LMCIT as well as
the city’s experience modification rating dropping from .85 to .75. The total cost of the insurance
(property, workers compensation, liquor liability, open meeting law defense, faithful performance, and
Page 3
volunteer accident plan) is $491,187 which is under the 2024 budgeted amount of $789,957. I
recommend approval.
Item 11.2
This item accepts statutory limitations of $500,000 for individual claimant recovery. Cities with
coverage through the LMCIT must specify whether or not the city wishes to waive the monetary limits
on tort liability. Staff recommends the city “not waive” the statutory tort limits. I recommend approval.
Item 12.1
Mayor Hemken will review the list of upcoming events/meetings.
Reminder – the Board of Appeal and Equalization Meeting will be Thursday, April 11.
EDA #4
This is a public hearing for the sale of the scattered site lots at 7901 and 7911 50th Avenue North. The
EDA acquired the property in June of 2023. After demolition work, the property at 4965 Winnetka
Avenue North was split into two parcels to accommodate the construction of two new homes. An RFP
was sent to over 180 builders and the city received five eligible proposals. The RFP stipulated a
minimum lot sale price of $75,000 ($150,000 total) and a two‐story or rambler design for the west lot.
Staff has compared the five proposals and will review the information with the EDA. If a two‐story
home is preferred by the EDA, staff would recommend Fortis Builders. If square footage and number
of bedrooms is a top priority of the EDA, staff would recommend Noberg Homes. The EDA is asked to
conduct the public hearing, select a builder, and approve a purchase and redevelopment agreement for
sale of the lots. The agreement ensures that the builder meets the conditions set forth in the RFP. The
homes will be completed within a year of the closing date. Director Sargent and I recommend approval.
EDA #5
This is a resolution approving an agreement with the Center for Energy and Environment to continue
the Home Energy Squad Visits program through December 31, 2026, with costs not to exceed $3,000 per
year without further authorization. The EDA initially authorized the program in January of 2013 and
since that time, 400 residents have taken advantage of the program. CEE performs visits to help
homeowners identify and implement energy savings opportunities in their homes, and the program
includes the direct install of energy saving materials. The city buys down the cost of the visits. There
are two types of programs offered: Energy Planner Visit (city and resident each pay $50) and Energy
Saver Visits (city and resident each pays $35). Since 2013 the EDA has spent an average of $1,809 per
year on the program. Funds are available in the EDA budget for the program. Director Sargent and I
recommend approval.
If you have any questions regarding items in the agenda packet, I would appreciate a call before the
meeting so that I can research any issues and be prepared to respond at the meeting.
City Council Work Session March 18, 2024
Page 1
City of New Hope
4401 Xylon Avenue North
New Hope, Minnesota 55428
City Council Minutes
Work Session Meeting
March 18, 2024
Northwood Conference Room
CALL TO ORDER The New Hope City Council met in work session pursuant to due call and notice thereof;
Mayor Hemken called the meeting to order at 6:30 p.m.
ROLL CALL Council present:
Council absent:
Kathi Hemken, Mayor
Andy Hoffe, Council Member
Michael Isenberg, Council Member
Jonathan London, Council Member
John Elder, Council Member
Staff present:
Reece Bertholf, City Manager
Tim Hoyt, Director of Police
Dave Johnson, Police Captain
Brad Kallio, Community Relations/Crime Prev. Officer
Valerie Leone, City Clerk
Jeff Sargent, Director of Community Development
Stacy Woods, City Attorney
HRC DIALOGUE
Item 11.1
Mayor Hemken introduced for discussion item 11.1, Dialogue with Human Rights
Commission.
Mr. Brad Kallio, staff liaison to the Human Rights Commission, introduced Kendra
Curry, chair of the HRC.
Chair Curry stated the commission currently has eight members (Jeremy Bishop,
Kaamil Hasson, Jessica Knapp, Allison Isenberg, Maria Leon, Matthew London, Mindy
London, and herself) and several members are in attendance. She reported on the
commission’s 2023 accomplishments including Sunnyside Park sponsorship, Colors of
the World project continuation, community conversations, promotion of the Good
Citizenship award, partnered with the city’s communications coordinator to publicize
HRC events, and volunteered at local community events.
Ms. Curry shared the HRC’s subcommittees and plans for 2024 events including
Hispanic Heritage celebration event, Iftar dinner co‐sponsored with JCPP, Colors of
the World project, Sunnyside Park sponsorship, outreach efforts, Human
Rights/Freedom of Speech month event, partnership with local organizations for
election‐related events, partnership with other communities for Pride month and
Juneteenth celebrations.
Council encouraged the HRC to collaborate with other groups and events for greater
attendance.
City Council Work Session March 18, 2024
Page 2
Ms. Curry requested Council’s representation at the HRC’s events whenever possible.
Council thanked the HRC for their volunteerism.
PUBLIC SAFETY
EQUIPMENT
Item 11.2
Mayor Hemken introduced for discussion item 11.2, Discussion regarding the
purchase of public safety equipment for the police department.
Mr. Tim Hoyt, director of police, explained the city received $957,038 last December as
part of a public safety aid package (PSAP) that was approved during the 2023
legislative session. He informed Council that the city transferred $191,408 of the funds
to the fire department and earmarked $166,000 in the 2024 approved budget. He
reviewed the proposed 2024 expenditures totaling approximately $425,000. He
reported the PSAP funds can only be used for public safety purposes.
Mr. Reece Bertholf, city manager, commented that state officials made it very clear the
funding was a one‐time appropriation due to the state surplus, and cities were
encouraged to utilize some of the funds to assist with personnel retention. He indicated
the city’s police department does not have a recruitment or retention problem, and the
use of funds as presented will foster the current positive environment.
Council expressed support for the usage of funds as outlined by Chief Hoyt and
directed staff to place the item on the March 25 Council Meeting agenda.
7300 42ND AVE NO
Item 11.3
Mayor Hemken introduced for discussion item 11.3, Request by Somali Community
Resettlement Services to waive restrictive covenants on the property located at 7300
42nd Avenue (Gill Brothers Funeral Chapels).
Mr. Jeff Sargent, director of community development, stated on June 27, 1996, Gill
Brothers Funeral Chapels entered into a Redevelopment Agreement with the EDA to
construct the funeral chapel which is currently located at 7300 42nd Avenue. Because
the property was in an active TIF district, the EDA required a declaration of restrictive
covenants on the property to ensure that the proper amount of taxes would be
generated. One of the covenants stated that the property could not be sold to a non‐
profit entity. The TIF district expired in 2012 but the restrictive covenants do not expire
until June 1, 2026. The property at 7300 42nd Avenue North is now for sale. The Somali
Community Resettlement Services (SCRS) group has asked the city to release the
restrictive covenants to allow them to purchase the property.
Council Member London questioned whether there are other agencies providing the
same services as SCRS such as job training services. He noted the loss of tax revenue if
the property became tax‐exempt. He also pointed out the property is in a high‐demand,
high traffic location.
Ms. Nancy Hylden, Hylden Advocacy & Law, representing the Somali Community
Resettlement Services, was recognized. She explained the SCRS has an annual budget
of $3.5 million and is interested in locating in New Hope due to the immigrant and
refugee population. She stated they served 271 clients from New Hope last year by
offering resettlement services, suicide prevention, and workforce training.
City Council Work Session March 18, 2024
Page 3
Representatives of SCRS commented on the need for their services and that the agency
works with state agencies and provides a level of trust to the immigrant population.
Other SCRS locations include Rochester, Faribault and Minneapolis, and funding is
provided by various foundations, state and federal funding and through donations.
Ms. Hylden pointed out the difficulties faced by immigrants such as language and
other barriers. She stated SCRS is a community‐based organization and partners with
other agencies to ensure that available services, including job training, are accessible
to immigrants. She stated the county conducts a tax‐exempt status review every three
years on charity organizations. She stated a charity cannot be in a “for profit” business,
and if the SCRS desires in the future to have commercial activity (such as a grocery
store or restaurant) it would have to consider subdividing the property and pay
property taxes.
Council discussed the short amount of time the property has been for sale, the option
to release the restrictive covenants and the option to make no change and let the
restrictive covenants expire in 2026. Council acknowledged the valuable services
provided to the community through SCRS.
Ms. Hylden stated the SCRS is under contract to purchase the property but cannot do
so unless the EDA releases the restrictive covenants. She thanked Mr. Sargent for his
assistance with the process.
Staff was directed to place the item on the March 25, 2024, EDA Meeting agenda for
formal action to consider releasing the restrictive covenants.
ADJOURNMENT The meeting was adjourned at 7:56 p.m. as there was no further business to come
before the Council at its work session.
Respectfully submitted,
Valerie Leone, City Clerk
New Hope City Council March 25, 2024
Page 1
City of New Hope
4401 Xylon Avenue North
New Hope, Minnesota 55428
City Council Minutes March 25, 2024
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:
Absent:
Staff present:
Kathi Hemken, Mayor
John Elder, Council Member (via WebEx)
Andy Hoffe, Council Member
Michael Isenberg, Council Member
Jonathan London, Council Member
Reece Bertholf, City Manager
Dan Boyum, City Engineer
Erin Enstad, Abdo
Tim Hoyt, Director of Police
Rich Johnson, Director of HR/Admin. Services
Brad Kallio, Community Relations Officer
Valerie Leone, City Clerk
Susan Rader, Director of Parks & Recreation
Jeff Sargent, Director of Community Development
Bernie Weber, Director of Public Works
Stacy Woods, City Attorney
APPROVAL OF
MINUTES
Motion was made by Council Member Hoffe, seconded by Council Member
Isenberg, to approve the regular meeting minutes of March 11, 2024. Voted in
favor thereof: Hemken, Elder, Hoffe, Isenberg; and the following voted against the
same: None; Abstained: None; Absent: London. Motion carried.
OPEN FORUM
There was no one present desirous of addressing the council.
PRESENTATIONS:
PMA PRESENTATION
Item 5.1
Mayor Hemken introduced for discussion Item 5.1, Presentation by Corey Boyer
regarding PMA Asset Management investments.
Mr. Corey Boyer and Kendra Shelland provided an overview of the 4M Fund
program which is sponsored and governed by the League of Minnesota Cities and
administered by PMA Asset Management. Mr. Boyer noted the city currently uses
money market and pooled investment programs. He explained another option is
the Limited Term Duration (LTD) Fund that was designed to move cash between
4M accounts to enhance income while maintaining sufficient liquidity.
New Hope City Council March 25, 2024
Page 2
Mr. Reece Bertholf, city manager, noted finance staff works with PMA Financial
Network to transfer funds between the 4M Fund and checking account depending
on cash flow needs. He stated the city has the option to utilize the LTD pooled
option within the 4M Fund program.
Council thanked Mr. Boyer and Ms. Shelland for the presentation.
COMMISSIONER JEFF
LUNDE UPDATE
Item 5.2
Mayor Hemken introduced for discussion Item 5.2, Update from Hennepin
County Commissioner Jeff Lunde.
Commissioner Lunde explained his current committee assignments including the
Public Safety Committee, Criminal Justice Coordinating Committee, Work Group
for Youth Intervention, Intergovernmental Affairs Committee, Blue Line Rail
Corridor Management Committee, Hennepin Healthcare Systems, NLX Project,
and Justice & Public Safety Steering Committee.
Commissioner Lunde encouraged the city to participate in the Safe Communities
Summit on May 16‐18, 2024, to expand community led intervention programs. He
spoke of the need to expand treatment options for youth within the justice system
and stated the Working Group on Youth Interventions was established in the 2023
legislative session. Mr. Lunde also spoke of transit issues including the need for
east/west transit options.
Council thanked Commissioner Lunde for the update.
POLICE
DEPARTMENT
2023 ANNUAL
REPORT
Item 5.3
Mayor Hemken introduced for discussion Item 5.3, Presentation of Police
Department’s Annual Report for year 2023.
Mr. Tim Hoyt, police chief, reviewed the police department’s 2023 annual report.
He credited Lorilee Stafford for production of the report.
Chief Hoyt reviewed the mission and vision statements. He indicated Captain
Dave Johnson oversees the patrol division including animal control, SWAT, patrol,
mobile field force, internal affairs, K‐9, and reserves. Captain Scott Slawson heads
the administrative division including investigations, SRO program, support staff,
embedded social worker program, and joint community police partnership
program.
Chief Hoyt reported the investigations team worked on 539 cases in 2023; the
animal control officer responded to 209 animal‐related incidents; and the traffic
officer made 1,260 vehicle stops. He also reported on Part A and Part B crime
statistics reported through the National Incident‐Based Reporting system (NIBRS).
Chief Hoyt stated officer wellness and mental health continues to be a major focus
for the department.
Chief Hoyt expressed his gratitude to the department and the City Council for their
support.
Council thanked Chief Hoyt for the report.
New Hope City Council March 25, 2024
Page 3
BLUE SANTA
DONATIONS
Item 5.4
Mayor Hemken introduced for discussion Item 5.4, Motion accepting donations
received for Blue Santa program.
Mr. Brad Kallio, community relations and crime prevention officer, was
recognized. He asked Council to acknowledge the generous donations for the Blue
Santa program, the Tri‐City Santa Parade and the Teddy Bear Toss. He stated the
New Hope Police Department hosted Blue Santa on December 20, 2023, which
included 26 children from 11 families. He stated the event was made possible by
$4,281 in cash and gift card donations from the New Hope Crime Prevention Fund
and the Isenberg Toy Fest.
Mr. Kallio recognized Liz Booth for her contributions of time and energy in the
planning of the Tri‐City Santa Parade on December 9. He also recognized the
Armstrong/Cooper Hockey Team for the Teddy Bear Toss at the game on
December 7. He stated after the first goal fans threw donated teddy bears onto the
ice. The teddy bears were donated to the New Hope Police Department to have on
hand for children in need.
Council commended Officer Kallio for organizing the community programs.
MOTION
Item 5.4
Motion was made by Council Member Isenberg, seconded by Mayor Hemken,
accepting donations received for Blue Santa Program. Voted in favor thereof:
Hemken, Elder, Hoffe, Isenberg; and the following voted against the same: None;
Abstained: None; Absent: London. Motion carried.
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. Reece Bertholf, city manager, reviewed the consent
items.
FINANCIAL CLAIMS
Item 6.2
Approval of financial claims through March 25, 2024.
RESOLUTION 2024‐34
Item 6.4
Resolution authorizing the purchase of public safety items with public safety aid
package funds.
RESOLUTION 2024‐35
Item 6.5
Resolution approving a joint powers agreement with the city of Crystal for the
Louisiana Avenue and 31st Avenue Infrastructure Improvements (Project No.
1105).
RESOLUTION 2024‐36
Item 6.6
Resolution requesting municipal state aid street funds advance for the 2024
Infrastructure Improvements (Improvement Project No. 1107) and 2024 Utility
Reconstruction (Improvement Project No. 1105).
MOTION
Item 6.7
Motion waiving permit fees for temporary signs and tent for Can Do Canines Can
Do Woofaroo walk and fundraising event on September 14, 2024.
New Hope City Council March 25, 2024
Page 4
RESOLUTION 2024‐37
Item 6.8
Resolution authorizing a five‐year lease of seven golf cars for the Golf Course
through Yamaha Golf & Utility for $9,597.84 annually.
RESOLUTION 2024‐38
Item 6.9
Resolution approving agreement with the New Hope/Crystal/Plymouth Swim
Club for use of the New Hope Aquatic Park for summer practices and meets.
MOTION
Consent Items
Motion was made by Council Member Isenberg, seconded by Council Member
Hoffe, to approve the Consent items. All present voted in favor. Motion carried.
2024
INFRASTRUCTURE
IMPROVEMENT
PROJECT
(IMPROVEMENT
PROJECT NO. 1107)
Item 8.1
Mayor Hemken introduced for discussion Item 8.1, Resolution awarding contract
to GMH Asphalt for Construction of the 2024 Infrastructure Improvement Project
(Improvement Project No. 1107).
Mr. Dan Boyum, city engineer, illustrated the project location and the proposed
street and utility work near the Jaycee Park neighborhood, Zealand Avenue from
Bass Lake Road to 55th Avenue and Pennsylvania Avenue south of the intersection
with Oregon Avenue. He explained bids were received on March 14, and the low
bid was submitted by GMH Asphalt Corporation with a base bid of $1,658,335.59.
He stated staff is not recommending proceeding with alternates 1 and 2 due to
budget constraints, but staff is recommending alternates 3, 4, and 5 for Victory Park
trail improvements and golf course cartway improvements for $58,669.91. The
total contract amount with GMH Asphalt is $1,717,005.50.
Mr. Boyum stated the estimated total project cost with contingencies and indirect
costs is $2,163,426. He stated the majority of the project will be funded by the city’s
street infrastructure and utility funds; alternates 3, 5, and 5 will be funded by the
park infrastructure fund and golf course fund. He also reported there are four tax‐
exempt properties that will be assessed for the street improvements (3351
Independence Avenue North, 8701 36th Avenue North, 5530 Zealand Avenue
North, and Jaycee Park). He reviewed the project schedule with construction
commencing this spring, completion by summer of 2025 and an assessment
hearing by fall of 2025.
Mr. Reece Bertholf, city manager, praised city leaders and staff for establishing a
long‐term pavement management plan and solid financial planning (street
infrastructure levy instead of special assessments to taxpaying properties). He
noted more than 50% of the city’s streets have been improved since 2013.
RESOLUTION 2024‐39
Item 8.1
Council Member Hoffe introduced the following resolution and moved its
adoption: “RESOLUTION AWARDING CONTRACT TO GMH ASPHALT
FOR CONSTRUCTION OF THE 2024 INFRASTRUCTURE IMPROVEMENT
PROJECT (IMPROVEMENT PROJECT NO. 1107).” The motion for the adoption
of the foregoing resolution was seconded by Council Member Isenberg, and upon
vote being taken thereon, the following voted in favor thereof: Hemken, Elder,
Hoffe, Isenberg; and the following voted against the same: None; Abstained: None;
Absent: London; whereupon the resolution was declared duly passed and
adopted, signed by the mayor which was attested to by the city clerk.
New Hope City Council March 25, 2024
Page 5
EXCHANGE OF
COMMUNICATION
Item 12.1
Mayor Hemken introduced for discussion Item 12.1, Exchange of communication
between members of the City Council.
Mayor Hemken reported on upcoming events.
ADJOURNMENT
Motion was made by Council Member Isenberg, seconded by Council Member
Hoffe, 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 8:13 p.m.
Respectfully submitted,
Valerie Leone, City Clerk
G:\City Manager\AGENDA\6.2 R‐Approval of Claims Merge Doc.docx
Request for Action
April 8, 2024
Approved by: Reece Bertholf, City Manager
Originating Department: City Manager
By: Reece Bertholf, City Manager
Agenda Title
Approval of claims through April 8, 2024
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
https://newhopemn.sharepoint.com/sites/Files/All User Access/RFA/HR & Admin Svcs/Communications/6.4 Q & R ‐ Volunteer Week 2024.docx
Request for Action
April 8, 2024
Approved by: Reece Bertholf, City Manager
Originating Department: HR & Admin Services
By: Beth Kramer, Communications Coordinator
Agenda Title
Resolution proclaiming April 21‐27, 2024, as National Volunteer Week in the City of New Hope
Requested Action
Staff recommends that the City Council approve a resolution proclaiming April 21‐27, 2024, as New Hope
Volunteer Week in conjunction with National Volunteer Week.
Policy/Past Practice
The City recognizes the importance of the City’s many volunteers and the contribution they make to the
community.
Background
National Volunteer Week began in 1974 to recognize and celebrate the efforts of volunteers and the impact of
volunteer service on communities. Since its inception, the week’s emphasis has evolved into a nationwide
effort to encourage individuals to volunteer within their communities.
In 2023, volunteers donated more than 2,000 hours to the City of New Hope. These numbers do not include
the hundreds of hours volunteered to the City by the Citizen Advisory Commission, Human Rights
Commission, Planning Commission, and Personnel Board or the various organizations and families who
have adopted 18 parks through the Adopt‐a‐Park Program.
During National Volunteer Week, we recognize the power of volunteers to make a difference and the
extraordinary individuals who are making a meaningful contribution to the New Hope community through
the dedication of their time and talents.
Attachment
Resolution
Agenda Section
Consent
Item Number
6.4
City of New Hope
Resolution No. 24‐
Resolution proclaiming April 21‐27, 2024, as
National Volunteer Week in the city of New Hope
WHEREAS, the week of April 21‐27, 2024, has been designated National Volunteer Week to recognize and
celebrate the efforts of volunteers and the impact of volunteer service on communities
nationwide; and,
WHEREAS, the City of New Hope is dedicated to the efforts provided by the City’s volunteers; and,
WHEREAS, the entire community can effect positive change with volunteer action no matter how big or
small; and,
WHEREAS, City of New Hope volunteers provided more than 2,000 hours of service during the 2023
calendar year; and;
WHEREAS, New Hope’s many volunteers are a point of community pride;
NOW, THEREFORE, BE IT RESOLVED:
That the City Council of the city of New Hope hereby proclaims the week of April 21‐27,
2024, as National Volunteer Week in the City of New Hope and extends its appreciation to
the extraordinary individuals who are making a meaningful contribution to the New Hope
community through the dedication of their time and talents.
Adopted by the City Council of the city of New Hope, Hennepin County, Minnesota, this 8th day of April,
2024.
Mayor
Attest:
City Clerk
https://newhopemn.sharepoint.com/sites/Files/All User Access/RFA/P&R/FORESTRY/2024/Q & R ‐ Shingle Creek Cleanup 2024.docx
Request for Action
April 8, 2024
Approved by: Reece Bertholf, City Manager
Originating Department: Public Works
By: Bernie Weber, Public Works Director,
Susan Rader, Parks and Recreation Director,
Shawn Markham, Forester
Agenda Title
Resolution proclaiming May 5‐11, 2024, as “Shingle Creek Watershed Cleanup Week”
Requested Action
Staff recommends Council adopt a resolution proclaiming May 5‐11, 2024, as “Shingle Creek Watershed
Cleanup Week” in New Hope.
Background
The community is invited to participate in cleanup activities tentatively planned for Wednesday, May 8, 2024,
at 5:00 p.m. at Meadow Lake Park in New Hope. Mr. Shawn Markham, city forester, will oversee the local
activities. New Hope has recognized and has actively participated in an annual Shingle Creek Watershed
cleanup event since 2008. Volunteers from the community, elected officials, and city staff will combine their
efforts to clean up Meadow Lake Park and make efforts to control invasive species in the park. Efforts from
past years included debris removal from Bass Creek in the northwest portion of New Hope, planting of trees
and shrubs, shoreline cleanup, and litter removal.
Besides general cleanup, volunteers will help with landscaping and plantings. Volunteers are encouraged to
wear gloves and boots and meet at Meadow Lake Park at 5:00 p.m. In addition to the cleanup, in honor of
Arbor Day, the group will plant a tree in the park.
Attachments
Resolution
Agenda Section
Consent
Item Number
6.5
City of New Hope
Resolution No. 2024‐
Resolution proclaiming May 5‐11, 2024, as “Shingle Creek Watershed Cleanup Week”
WHEREAS, the City of New Hope is dedicated to preserving and protecting the water resources in our
watersheds; and
WHEREAS, litter and trash can be washed into our lakes, rivers, wetlands and streams, polluting the water
and blocking our storm sewers and storm drains; and
WHEREAS, citizens can take an active role in protecting our water resources by picking up litter and trash
and keeping our streets, parks, neighborhoods and community clean; and
WHEREAS, “Shingle Creek Watershed Cleanup Week” will take place May 5‐11, 2024.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of New Hope does hereby
proclaims May 5‐11, 2024, to be “Shingle Creek Watershed Cleanup Week”.
BE IT FURTHER RESOLVED that the City Council hereby reaffirms its commitment to protecting and
preserving our water resources and encourages residents, businesses, and institutions to use
Shingle Creek Watershed Cleanup Week 2024 to help prevent water pollution and preserve our
watersheds by participating in a cleanup event or by using this time to pick up trash and clean
up our homes, businesses, streets, neighborhoods, and community.
Adopted by the City Council of the City of New Hope, Hennepin County, Minnesota this 8th day of April 2024.
_____________________________
Mayor
Attest: __________________________
City Clerk
https://newhopemn.sharepoint.com/sites/Files/All User Access/RFA/P&R/FORESTRY/2024/Q & R ‐ 2024 Arbor Month Proclamation.docx
Request for Action
April 8, 2024
Approved by: Reece Bertholf, City Manager
Originating Department: Parks & Recreation
By: Shawn Markham, Forester,
Susan Rader, Director
Agenda Title
Resolution recognizing National Arbor Day and proclaiming the month of May 2024, as Arbor Month in the City
of New Hope
Requested Action
Staff recommends Council adopt a resolution recognizing April 26th, 2024 as National Arbor Day and proclaiming
May 2024 as Arbor Month in New Hope.
Policy/Past Practice
A formal Arbor Day/Month proclamation is one of the requirements for designation as a Tree City USA by
the National Arbor Day Foundation. New Hope has been designated a Tree City USA for each of the last 26
years. City staff will continue to manage the emerald ash borer populations by continuing to remove infested
trees and replacing them with a variety of species on City property.
Attachment
Resolution
Agenda Section
Consent
Item Number
6.6
City of New Hope
Resolution No. 2024‐
Resolution recognizing National Arbor Day
and proclaiming the month of May 2024, as
Arbor Month in the City of New Hope
WHEREAS, trees are a valuable resource in the State of Minnesota as well as in the City of New Hope ‐
purifying air and water, helping conserve soil, serving as recreational settings, providing habitat
for wildlife, and enriching lives of residents in many important ways; and,
WHEREAS, pollutants, tree diseases, drought and urban development have damaged and continue to threaten
trees, creating the need for concerted action to ensure the future of urban forests in this community
and the state; and,
WHEREAS, each year the people of Minnesota pay special attention to the wonderful gift that trees represent
and dedicate themselves to the continued health of the stateʹs trees; and,
WHEREAS, the City will plant a tree in a New Hope park, in May 2024, in observance of Arbor Day, and is
continuing an emerald ash borer tree removal/replacement program.
NOW, THEREFORE, BE IT RESOLVED that the New Hope City Council does hereby recognize April 26th, 2024,
as National Arbor Day and proclaim the month of May 2024 to be Arbor Month in the City of New Hope.
Adopted by the City Council of the City of New Hope, Hennepin County, Minnesota this 8th day of April 2024.
_____________________________
Mayor
Attest: __________________________
City Clerk
https://newhopemn.sharepoint.com/sites/Files/All User Access/RFA/COMM DEV/2024/City Council/04‐08‐24 Building Safety Month/Q ‐ Building Safety Month 2024.docx
Request for Action
April 8, 2024
Approved by: Reece Bertholf, City Manager
Originating Department: Community Development
By: Jeff Sargent, Director
Agenda Title
Resolution proclaiming the month of May 2024 as Building Safety Month in the city of New Hope
Requested Action
Staff recommends adoption of a resolution proclaiming the month of May 2024 as “Building Safety Month.”
Policy/Past Practice
It is a past practice for the City Council to adopt this annual resolution proclaiming the month of May as
Building Safety Month.
Background
Through continuing attention to building safety, New Hope residents can enjoy the comfort and peace of mind
that structures are safe and sound. Building safety and fire prevention officials work year‐round to guide the
safe construction of buildings. Building Safety Month is sponsored by the International Code Council, and this
is an excellent time to educate the public and increase awareness about the role building safety and fire
prevention officials, local and state building departments, and federal agencies play in protecting lives and
property. As New Hope residents observe Building Safety Month, everyone is encouraged to improve building
safety at home and in the community and to recognize the important role that local building safety and fire
prevention officials play in public safety.
Recommendation
Staff recommends approval of a resolution proclaiming the month of May 2024 as “Building Safety Month.”
Attachment
Resolution
Agenda Section
Consent
Item Number
6.7
City of New Hope
Resolution No. 2024‐
Resolution proclaiming the month of May 2024 as
Building Safety Month in the city of New Hope
WHEREAS, our city’s continuing efforts to address critical issues of safety, energy efficiency and
resilience in the built environment that affect our citizens, both in everyday life and in times of
natural disaster, give us confidence that our structures are safe and sound; and
WHEREAS, our confidence is achieved through the devotion of vigilant guardians – building
safety and fire prevention officials, architects, engineers, builders, laborers and others in the
construction industry – who work year‐round to ensure the safe construction of buildings; and
WHEREAS, these guardians, dedicated members of the International Code Council, use a
consensus process that brings together local state, and federal officials with expertise in the built
environment to create and implement the highest quality codes to protect Americans in the
buildings where we live, learn, work, worship and play; and
WHEREAS, the International Codes, the most widely adopted building safety, energy and fire
prevention codes in the nation, are used by most U.S. cities, counties and states; these modern
building codes also include safeguards to protect the public from natural disasters such as
hurricanes, snowstorms, tornadoes, wildland fires and earthquakes; and
WHEREAS, Building Safety Month is sponsored by the International Code Council, to remind
the public about the critical role of our communities’ largely unknown guardians of public
safety, our local code officials, who assure us of safe, efficient and livable buildings; and
WHEREAS, Building Safety Month 2024 encourages appropriate steps everyone can take to
ensure that the places where we live, learn, work, worship and play are safe and sustainable, and
recognizes that countless lives have been saved due to the implementation of safety codes by local
and state agencies; and
WHEREAS, each year, in observance of Building Safety Month, Americans are asked to consider
projects to improve building safety and sustainability at home and in the community, and to
acknowledge the essential services provided to all of us by local and state building departments
and federal agencies in protecting lives and property.
NOW, THEREFORE, IT IS HEREBY PROCLAIMED, that May 2024 is Building Safety Month in
the city of New Hope. Accordingly, our citizens are encouraged to join communities across
America to participate in Building Safety Month activities.
Adopted by the City Council of the city of New Hope, Hennepin County, Minnesota, this 8th day of
April, 2024.
________________________________________
Kathi Hemken, Mayor
Attest: _____________________________________
Valerie Leone, City Clerk
https://newhopemn.sharepoint.com/sites/Files/All User Access/RFA/PUBWORKS/2024/Council/2024 National Public Works Week/Q & R ‐ National Public Works Week
2024.docx
Request for Action
April 8, 2024
Approved by: Reece Bertholf, City Manager
Originating Department: Public Works
By: Bernie Weber, Director
Agenda Title
Resolution proclaiming May 19‐25, 2024, as National Public Works Week in the city of New Hope
Requested Action
Staff recommends that the City Council approve a resolution proclaiming May 19‐25, 2024, as National
Public Works Week.
Policy/Past Practice
The city recognizes the importance of public works in maintaining the city’s infrastructure.
Background
National Public Works Week is observed in May each year to raise awareness of public works issues, and to
acknowledge the dedication provided by public works employees. Public works personnel maintain the city’s
infrastructure to provide a safe and healthy environment for the community. Adoption of the resolution
acknowledges the valuable contributions made by public works personnel.
Attachments
Resolution
Agenda Section
Consent
Item Number
6.8
City of New Hope
Resolution No. 24‐
Resolution proclaiming May 19‐25, 2024, as
National Public Works Week in the city of New Hope
WHEREAS, the week of May 19‐25, 2024, has been designated National Public Works Week to recognize the
men and women in the United States who provide and maintain the infrastructure and services
collectively known as public works; and,
WHEREAS, public works infrastructure, facilities and services play a pivotal role in the health, safety and
quality of life in communities throughout the United States; and,
WHEREAS, public works professionals design, build, operate, maintain and protect the transportation
systems, water supply infrastructure, sewer systems, public buildings and other structures and
facilities; and,
WHEREAS, the New Hope Public Works Department provides a vital public service; and;
NOW, THEREFORE, BE IT RESOLVED:
That the City Council of the city of New Hope hereby proclaims the week of May 19‐25,
2024, as National Public Works Week in the city of New Hope and extends its appreciation
to public works personnel for their dedication and commitment to the community.
Adopted by the City Council of the city of New Hope, Hennepin County, Minnesota, this 8th day of April,
2024.
_____
Mayor
Attest: _____________________________
City Clerk
https://newhopemn.sharepoint.com/sites/Files/All User Access/RFA/HR & Admin Svcs/IT/Solution Builders/6.9 Q & R ‐ 2024 ‐ 2025 Agreement with
Solution Builders to Provide IT Services for the City.docx
Request for Action
April 8, 2024
Approved by: Reece Bertholf, City Manager
Originating Department: HR & Admin Services
By: Rich Johnson, Director of HR & Admin.
Services
Agenda Title
Resolution approving renewing the agreement with Solution Builders to provide information technology
support services for the city effective May 1, 2024 to April 30, 2025
Requested Action
Staff recommends the council approve the 2024 – 2025 proposed agreement with Solution Builders.
Policy/Past Practice
In the past, the city has utilized the services of outside vendors to provide services to the city e.g. financial
services, currently provided by Abdo Financial Solutions.
Background
In May 2015, the city transitioned from having an in‐house IT Coordinator, to utilizing Solution Builders, Inc.
as its information technology service provider. This arrangement has proven to be very cost effective and
successful overall, as both city staff and Solution Builders have worked hand‐in‐hand to meet the city’s
needs. The proposed contract is attached.
Funding
The cost for the one‐year renewal is $165,864 which is an increase of 5% from the previous year. There is a
clause in the current agreement (as well as the proposed agreement) which limits the annual increase to 5%
year over year. Funding for this increase is included in the 2024 IT budget.
Attachments
Resolution
Addendum to the Master Service Agreement between Solution Builders, Inc. and the City of New Hope
Master Services Agreement between Solution Builders, Inc. and the City of New Hope
Agenda Section
Consent
Item Number
6.9
City of New Hope
Resolution No. 2024 –
Resolution approving renewing the agreement with Solution Builders to provide information technology
support services for the city effective May 1, 2024 to April 30, 2025
WHEREAS, Solution Builders, Inc. currently provides Information Technology Services to the city; and
WHEREAS, the current agreement ends April 30, 2024; and
WHEREAS, an agreement was reached between the city and Solution Builders, Inc. to renew this agreement
effective May 1, 2024, to April 30, 2025; and
WHEREAS, a copy of the amendment to the agreement is on file; and
NOW, THEREFORE, BE IT RESOLVED, by the City Council in and for the City of New Hope as follows:
The Mayor, City Manager and New Hope City staff are authorized and directed to sign all
appropriate documents, and to take whatever additional actions are necessary or desirable, to
complete the agreement between the City of New Hope and Solution Builders, Inc.
Adopted by the New Hope City Council, Hennepin County, Minnesota, this 8th day of April, 2024.
_____________________________________
Mayor
Attest:____________________________________
City Clerk
1550 AMERICAN BOULEVARD EAST, SUITE 900 | BLOOMINGTON, MINNESOTA 55425 | (PHONE) 952-854-8188 (SUPPORT) 612-SUPPORT | SOLUTIONBUILDERS.COM
Service Addendum to the Master Services Agreement
This ADDENDUM (“Addendum”) is made to the Master Service Agreement (“Agreement”) between
AND
1. Term of Addendum: This Addendum will begin on the 1st day of the month of May 2024 and continue for 12
consecutive months ending on April 30th, 2025, unless terminated earlier as provided herein.
2. Services Provided (see attached document for plan description)
•Network Support
•Dedicated Onsite Support 2 days/week
•PD Remote Support Technology
3. Monthly Fees:
4. Support Scope:
5. Specific Notes:
Agreement and Acceptance: I acknowledge that I have read this Addendum and all attached documents,
understand them, and agree to be bound by their terms and conditions.
For Client:
Authorizing Signature: ________________________________________________ Date: ____________
Print Name: _______________________________________ Title: _____________________________
SBINC: Solution Builders, Inc.
Authorizing Signature: ________________________________________________ Date: ____________
Print Name: _______________________________________ Title: _____________________________
CLIENT
City of New Hope
4401 Xylon Avenue North
New Hope, MN 55428
SBINC
Solution Builders, Inc.
1550 American Blvd. East Suite 900
Bloomington, MN 55425
(Main) 952.854.8188 (Fax) 952.854.0864
Server Count Workstation Count
Staff Count
(Annual High)
7 153 111
SBInc Plan Monthly Amount Annual Amount
Network Support
Dedicated Onsite Support 2 days/week
PD Remote Support Technology
$14,206.00 $170,472.00
1550 AMERICAN BOULEVARD EAST, SUITE 900 | BLOOMINGTON, MINNESOTA 55425 | (PHONE) 952-854-8188 (SUPPORT) 612-SUPPORT | SOLUTIONBUILDERS.COM
Service Addendum to the Master Services Agreement
This ADDENDUM (“Addendum”) is made to the Master Service Agreement (“Agreement”) between
AND
1. Term of Addendum: This Addendum will begin on the 1st day of the month of May 2024 and continue for
12 consecutive months ending on April 30th, 2025, unless terminated earlier as provided herein. It will
automatically renew at the then Electronic Waste Recycling term and rates on each anniversary date. Billing
will occur monthly.
2. Services Provided: Electronic Waste Recycling.
3. Monthly Fees: Included with support agreement. Covers all basic electronic waste recycling for client.
Basic recycling includes laptops, desktops and small peripherals. Service includes: Twin Cities metro on-site
pickup of electronic waste, serial number tracking of unit recycled, simple electronic destruction of disk drive
or storage.
4. Optional Documented Destruction Service: Client may optionally ask for documented destruction of
equipment. Solution Builders will additionally wipe the drive using a Department of Defense overwrite and
provide client a certificate of destruction. Documented Destruction Service is an additional $30.00 per disk
drive/storage unit documented.
Agreement and Acceptance: I acknowledge that I have read this Addendum and all attached documents,
understand them, and agree to be bound by their terms and conditions.
For Client:
Authorizing Signature: ________________________________________________ Date: ____________
Print Name: _______________________________________ Title: _____________________________
SBINC: Solution Builders, Inc.
Authorizing Signature: ________________________________________________ Date: ____________
Print Name: _______________________________________ Title: _____________________________
CLIENT
City of New Hope
4401 Xylon Avenue North
New Hope, MN 55428
SBINC
Solution Builders, Inc.
1550 American Blvd. East Suite 900
Bloomington, MN 55425
(Main) 952.854.8188 (Fax) 952.854.0864
1550 AMERICAN BOULEVARD EAST, SUITE 900 | BLOOMINGTON, MINNESOTA 55425 | (PHONE) 952-854-8188 (SUPPORT) 612-SUPPORT | SOLUTIONBUILDERS.COM
Network Support
Support Services Provided
9 20% Discount for project labor
9 Setup and configuration of workstations printers (Network or Local), cell phones and
workstation attached peripherals are included with this Network Support Agreement.
Support Services Not Included
9 Projects
9 Installation Labor for Projects (hardware and software) not falling into the included line above.
9 Any costs for Hardware, Software, Licensing Compliance Audits, or Infrastructure purchases or
replacements
9 Major Operating System/Software/Firmware Upgrades
9 Non-Coordinated Client or Third Party System Modifications
9 Non-Business Related Data and Applications
9 Custom Programming Services
9 Microsoft Licensing Verification Audits
9 Third Party Support Fees
Client Initials ___________
STRATEGY INFRASTRUSCTURE
INFRASTRUSCTURE &
SUPPORT SUPPORT
Technology Consulting Proactive
Technology Management Network Administration Reactive Support Services
Dedicated Client Manager Centralized Services Dedicated Network Administrator Client Support Team
9 Technology Summary
9 Design Desk Resource
9 Budget Planning
9 Business Impact of
Technology Decisions
9 Project Management
9 Patch Management
9 Anti-Virus Software
9 Desktop Optimization
9 Documentation
9 Backup Management
9 Network Health Reviews based on
Best Practices
9 Centralized Service Report Review
9 Support Desk Support
9 Onsite Support
9 Remote After-Hours Emergency
Support
9 Problem Isolation & Resolution
9 Tier1 LOB Application Support
9 “How To” Questions
9 Client Portal
9 Remote Support Framework
1550 AMERICAN BOULEVARD EAST, SUITE 900 | BLOOMINGTON, MINNESOTA 55425 | (PHONE) 952-854-8188 (SUPPORT) 612-SUPPORT | SOLUTIONBUILDERS.COM
Dedicated Onsite Support
Features Provided
9 Sixteen hours of monthly scheduled technician onsite time to address support issues in-person
with client’s staff.
9 Can be scheduled either two full day or four half days depending on client’s needs and
technician availability.
Client Initials ___________
1550 AMERICAN BOULEVARD EAST, SUITE 900 | BLOOMINGTON, MINNESOTA 55425 | (PHONE) 952-854-8188 (SUPPORT) 612-SUPPORT | SOLUTIONBUILDERS.COM
Master Services Agreement
Master Service Agreement (“Agreement”) between Solution Builders, Inc.1550 American Blvd. East Suite 900 Bloomington, MN
55425 AND City of New Hope, 4401 Xylon Avenue N., New Hope, MN 55428 (“Client”)
THIS AGREEMENT (“Agreement”) is made and entered into by Solution Builders, Inc. (“SBINC”) and Client (“Client”). Any Service
Addendums (Addendum) and/or other Exhibits attached hereto are incorporated by reference and detail the term of the agreement, the
service(s) provided, the fees and any other information about the service(s) to be provided by SBINC. Client agrees that the conditions and
terms of this Agreement shall remain in effect on an ongoing basis for all future work and Addendums.
1. Solution Builders Hours and Rates: An Agreement provides for support services to be provided during normal business hours.
Normal business hours are defined as being between the hours of 7:00 AM and 7:00 PM (Central Time), Monday through Friday
excluding national holidays. The Normal Business Hours Rates below will be applied towards special projects completed outside the
scope of the support plan chosen. Upon request from Client, SBINC will provide support services outside of normal business hours.
The After-Hours Rates below will be applied towards after normal business hours, weekend and holiday support service requests.
2. Total Monthly Fees and Payment Terms: During the term of an Addendum, Client will pay fees to SBINC based on the Monthly Fees
identified in the Addendum and all applicable taxes and any additional monthly amount that may be added during the term of the
Addendum. Total Monthly Fees for each month are due at the beginning of each month. All fees will be subject to a finance charge of
1.5% monthly if not paid within 15 days. Failure of SBINC to assess the finance charge does not waive its right to retroactively assess
the finance charge.
3. Support Scope Changes: Support option Addendums do envision some fluctuation in the support requirements of Client without an
adjustment of the support fee. The following events will trigger an automatic review of the support budget amount:
a. Increase in staff count of 10% or more during the term of the Addendum
b. Decrease in staff count of 20% or more that is not related to seasonal staff level fluctuations
c. Addition of remote office locations with permanent staff
d. Support requirements resulting in an increase of 30% or greater in the annualized budget amount
e.At the time of renewal if there are no support scope changes an annual increase shall not exceed 5% of the previous term’s
support fees.
4. End of Term/Automatic Renewal: At the end of the term of the Addendum, the Addendum will automatically renew for consecutive
terms of the same duration as the term, unless terminated in writing at least sixty (60) days prior to the expiration of the then-current
term. If Client allows the Addendum to expire, prompt payment must be made by the Client of any unpaid monthly fees due through the
termination or expiration of the Addendum.
5. Early Termination: An Addendum may be terminated early by either party by submitting written notice of the intent to terminate the
Addendum to the other party, at least sixty (60) days in advance of the termination date. The written request to terminate the
Addendum must be followed by prompt payment by the Client of any unpaid monthly fees due through the termination date of the
Addendum.
6. Default: In the event Client fails to pay charges accrued when due, SBINC reserves the right to withdraw further services. Upon
default, Client agrees to pay all expenses of collection, including reasonable attorneys’ fees, whether or not legal action is commenced
to collect the indebtedness.
7. Product Purchases/No Warranty: SBINC may, when requested by Client, resell products to Client in SBINC’s role as a reseller of
computer and technology related equipment and software. SBINC MAKES NO WARRANTIES, WHETHER WRITTEN, ORAL OR
IMPLIED, INCLUDING WITHOUT LIMITATION, WARRANTY OF FITNESS FOR A PARTICULAR PURPOSE OR WARRANTY OF
MERCHANTABILITY. IN NO EVENT SHALL SBINC BE LIABLE FOR SPECIAL OR CONSEQUENTIAL DAMAGES, INCLUDING, BUT
NOT LIMITED TO, LOSS OF PROFITS, REVENUE, OR DATA, OR LOSS OF USE BY CLIENT OR ANY THIRD PARTY,
REGARDLESS OF WHETHER A CLAIM OR ACTION IS ASSERTED IN CONTRACT OR TORT, WHETHER OR NOT THE
POSSIBILITY OF SUCH DAMAGES HAS BEEN DISCLOSED TO SBINC IN ADVANCE OR COULD HAVE BEEN REASONABLY
FORSEEN BY SBINC.
Client Initials__________
Service Normal Business Hours Rates After-Hours Rates
Workstation/Printer/Mobile Support $145 $217.50
Server Support $175 $262.50
Router/Switch/Firewall Support $225 $337.50
Project Management $175 $262.50
Senior Project Management $255 $382.50
Minimum on-site support charge 1.5 hours 3 hours
Minimum remote support charge .5 hours 2 hours
1550 AMERICAN BOULEVARD EAST, SUITE 900 | BLOOMINGTON, MINNESOTA 55425 | (PHONE) 952-854-8188 (SUPPORT) 612-SUPPORT | SOLUTIONBUILDERS.COM
Master Services Agreement
8. Limits of Liability: Client acknowledges that network and computer systems support is inherently complex and relies on the inter-
operability of various software and hardware components from various manufacturers. Client understands that SBINC is not the
manufacturer of said components and therefore SBINC is not a guarantor or insurer of the equipment or services rendered. Although
SBINC is responsible to provide its best efforts, SBINC is not responsible for the in-operation of hardware or software systems. SBINC
shall not be liable in any way for any delays in, or any failure of, services performed hereunder due to any wrongful or negligent act or
omission of Client, or its employees and agents; and/or Client's failure to provide to or secure for SBINC as appropriate, reasonable
access to Client's facilities, equipment and/or information as required by SBINC to meet its performance obligations under this
Agreement. In furtherance and not in limitation of the foregoing, SBINC will not be liable in respect of any decisions made by Client as a
result of the performance of services hereunder. SBINC IS PERFORMING THE SERVICES AND PROVIDING THE TECHNICAL
INFORMATION ON AN "AS IS" BASIS AND SPECIFICALLY DOES NOT PROVIDE WARRANTIES WITH RESPECT TO THE USE BY
CLIENT OF ANY DELIVERABLES. THE OBLIGATIONS AND LIABILITIES OF SBINC AND ITS AFFILIATES AS SET FORTH HEREIN
ARE EXCLUSIVE AND EXPRESSLY IN LIEU OF ALL OTHER OBLIGATIONS, LIABILITIES AND REMEDIES, EXPRESS OR
IMPLIED, INCLUDING ANY OBLIGATION, LIABILITY, RIGHT, CLAIM, OR REMEDY (COLLECTIVELY, "CLAIMS") IN TORT,
CONTRACT, STATUTE, OR OTHERWISE, WHETHER OR NOT ARISING FROM NEGLIGENCE OF SBINC OR ITS AFFILIATES,
ACTUAL OR IMPUTED. NO WARRANTIES (EITHER EXPRESS OR IMPLIED), REPRESENTATIONS, PROMISES OR
STATEMENTS HAVE BEEN MADE BY SBINC OR ITS AFFILIATES UNLESS CONTAINED IN THIS AGREEMENT. NO WARRANTY,
EXPRESS OR IMPLIED, IS MADE HEREIN THAT THE DELIVERABLES OR ANY PART ARE MERCHANTABLE, OR FIT OR
SUITABLE FOR THE PARTICULAR PURPOSES FOR WHICH THE DELIVERABLES OR ANY PART THEREOF MAY BE ACQUIRED
BY CLIENT. IN NO EVENT SHALL SBINC OR ITS AFFILIATES BE LIABLE TO CLIENT FOR ANY DIRECT, INDIRECT,
INCIDENTAL, OR CONSEQUENTIAL DAMAGES INCLUDING WITHOUT LIMITATION, DAMAGES ARISING FROM CLAIMS
RELATED TO LOSS OF DATA, LOSS OF PROFITS OR REVENUE, LOSS OF USE OF EQUIPMENT, OR OTHER DOWN TIME
COSTS, WHETHER CLAIMED BY REASON OF BREACH OF WARRANTY OR OTHERWISE, AND WITHOUT REGARD TO THE
FORM OF ACTION IN WHICH SUCH CLAIM IS MADE. NOTWITHSTANDING ANYTHING CONTAINED HEREUNDER TO THE
CONTRARY, THE TOTAL MAXIMUM LIABILITY OF SBINC HEREUNDER SHALL IN NO EVENT EVER EXCEED THE AMOUNTS
THAT CLIENT HAS PAID SBINC OVER THE PAST 12 MONTHS FOR THE SPECIFIC WORK FOR WHICH CLIENT'S CLAIM AROSE.
CLIENT AGREES TO INDEMNIFY, DEFEND, AND HOLD HARMLESS SBINC FROM AND AGAINST ANY AND ALL LIABILITIES,
DAMAGES, CLAIMS, LOSSES, COSTS, AND EXPENSES (INCLUDING REASONABLE ATTORNEY'S FEES) INCURRED BY SBINC
ARISING IN CONNECTION WITH THE PERFORMANCE OF SERVICES EXCEPT SOLELY TO THE EXTENT RESULTING FROM
THE WILLFUL OR KNOWING MISCONDUCT OF SBINC. In the event of any dispute by either party to the Agreement, both parties
agree to a 60-day period to allow for resolution of any disputes. In the event that a dispute still exists, both parties agree to submit to
binding arbitration to resolve the dispute.
9. Limits of Support Provided: An Agreement does not require SBINC to provide unlimited support for resolution of any network or
computer related support need. SBINC is responsible to make a best effort in resolution of support issues. This Agreement shall not
be construed to include support for or training on specific office productivity applications, line of business or vertical applications unless
specifically requested by Client.
10. Remote Support Access Authorization: In addition to onsite support, and for the purposes of providing proactive monitoring, SBINC
Support Staff and designates may access Client’s network remotely to resolve issues, perform maintenance, and monitor network
systems. Client hereby authorizes SBINC and designates to access Client’s network remotely via an Internet connection or any other
connection established for this purpose.
11. Data Backup and Recovery: Client acknowledges that Client is solely responsible for securing the integrity and preservation of
Client’s data. Client is advised to backup all data stored on Client systems. Furthermore, Client agrees that SBINC is not responsible
for any loss of Client data which may be occasioned as a result of system hardware or software failure, or inadvertent human error. In
the unfortunate event that data loss occurs, Client agrees that Client is responsible for all costs incurred for data recovery services if
employed by Client.
12. Confidentiality: SBINC will not, and will cause its employees and contractors to not, at any time or in any manner, either directly or
indirectly, use for the personal benefit of SBINC or divulge, disclose, or communicate in any manner any information that is proprietary
to Client or Clients of Client. SBINC will protect such information and treat it as strictly confidential. This provision shall continue to be
effective after the expiration of the Agreement.
Client Initials ___________
1550 AMERICAN BOULEVARD EAST, SUITE 900 | BLOOMINGTON, MINNESOTA 55425 | (PHONE) 952-854-8188 (SUPPORT) 612-SUPPORT | SOLUTIONBUILDERS.COM
Master Services Agreement
13. Permanent Hire: Client may at any time elect to make an offer of permanent employment to support personnel provided by SBINC,
any SBINC employee or staff, or any contract personnel provided by SBINC. If an offer of permanent employment is accepted during
an Addendum term or during twelve months following an Addendum term, a fee equal to one half of the first year total compensation
amount of the support person being hired will be due to SBINC from Client on or before the 30th day after the start date of any such
individual.
14. Governing Law: The Agreement shall be construed under and governed by the laws of the State of Minnesota.
15. Entire Agreement: This Agreement constitutes the entire Agreement and all Addendums, schedules and documents incorporated
herein by reference contain the entire Agreement of the parties and there are no other promises or conditions in any other agreement,
whether oral or written.
16. Severability: If any provision of the Agreement shall be held to be invalid or unenforceable for any reason, the remaining provisions
shall continue to be valid and enforceable. If a court finds that any provision of the Agreement is invalid or unenforceable, but that by
limiting such provision it would become valid and enforceable, then such provision shall be deemed to be written, construed, and
enforced as so limited.
17. Force Majeure: SBINC shall not be held liable for failure to perform its obligations under the Agreement when prevented from doing so
by strike, lockout, breakdown, accident, order or regulation by any governmental authority, or because of war or other emergency, or for
any other cause beyond their reasonable control.
Agreement and Acceptance: I acknowledge that I have read this Master Services Agreement and all attached
documents, understand them, and agree to be bound by their terms and conditions.
For Client:
Authorizing Signature: ________________________________________________ Date: ____________
Print Name: _______________________________________ Title: _____________________________
SBINC: Solution Builders, Inc.
Authorizing Signature: ________________________________________________ Date: ____________
Print Name: Title: ___________________________
Https://newhopemn.sharepoint.com/sites/Files/All User Access/RFA/City Manager/2024/q‐MetroSales copier lease 2024.docx
Request for Action
April 8, 2024
Approved by: Reece Bertholf, City Manager
Originating Department: City Manager
By: Valerie Leone, City Clerk‐Treasurer
Agenda Title
Resolution approving five‐year lease agreement with Metro Sales Inc. for Ricoh copy machines
Requested Action
Staff recommends the Council adopt the resolution approving the lease with Metro Sales for new copy machines
for $843 per month which includes toner and service (quote of $872 included large capacity paper tray). The city
will also be billed for copy usage at a locked rate of $.0063 per black and white copy and $.042 per colored copy.
Background
For several years the city has been entering into five‐year lease arrangements for copy machines. The current lease
with Loffler expires in May, 2024. Staff obtained quotes from four vendors, and the low bid was submitted by
Metro Sales. The lease includes two copy machines for administration, one in the police department, and one at
public works. The features of the copy machines will be similar to the current Canon copiers.
Company Monthly lease price
*Total Projected
Monthly Cost
Metro Sales $872 lease only **$1,224
Loffler $838 lease only $1,285
DTS bundle includes lease and copies $1,340
Marco bundle includes lease and copies $1,370
*based on 13,857 black and white and 7,023 colored copies (average monthly usage)
**cost will be reduced by $30/mo by excluding large capacity paper deck for the high speed Admin copier
Staff believes it is in the city’s best interest to pay a base rate rather than an all‐inclusive rate as copier usage
continues to decrease with advances in technology. Consideration must be given to the per copy rate charged
which is in addition to the lease cost. The per copy rate charged by Metro Sales is $.0063 for black and white and
$.042 for colored copies which impacts the total estimated monthly cost. When comparing Metro Sales to Loffler
Corporation, the price per copy offered by Metro Sales is less than Loffler Corporation and Metro Sales does not
charge extra for software maintenance fees. The lease includes service, parts, labor, toner and software updates.
Prices are locked for five years. Metro Sales is on the state’s cooperative purchasing program. The copiers will
provide copy, scan, and fax needs. The city has leased copiers in the past from Metro Sales, and the company has
been responsive with service and training needs.
Department Model Features
Admin #1 Ricoh C6010 60 ppm, tri‐fold, stapler, 3‐hole punch, fax
Admin #2 Ricoh C4510 45 ppm, stapler, 3‐hole punch
Police Ricoh C4510 45 ppm, stapler, 3‐hole punch, fax
Public Works Ricoh C4510 45 ppm, stapler, 3‐hole punch, fax
Agenda Section
Consent
Item Number
6.10
Funding
Funds are included in the 2024 budget for the lease. The expense is funded by the following budgets: city hall,
police, and public works.
Attachment
Resolution
City of New Hope
Resolution No. 2024‐
Resolution approving five‐year lease agreement with
Metro Sales Inc. for Ricoh copy machines
WHEREAS, the city leases copy machines for business operations; and
WHEREAS, quotations were solicited, and Metro Sales Inc. provided the lowest quote; and
WHEREAS, it has been determined to be in the city’s best interest to enter into a five‐year lease
for four copy machines to be located at city hall, the police department, and public
Works facility.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of New Hope, Minnesota,
that the city approves a lease of $843.32 per month with Metro Sales Inc. for a five‐
year copy machine lease and authorizes the mayor and city manager to sign said
agreement on behalf of the city.
Adopted by the City Council of the City of New Hope, Hennepin County, Minnesota, this 8th
day of April, 2024.
_________________________
Mayor
Attest:________________________
City Clerk
https://newhopemn.sharepoint.com/sites/Files/All User Access/RFA/P&R/ARENA/2024/South Rink Floor #1092/Q&R ‐ South Rink Floor, Boards and Glass Final.docx
Request for Action
April 8, 2024
Approved by: Reece Bertholf, City Manager
Originating Department: Parks & Recreation
By: Susan Rader, Director and
Mark Severson, Recreation Facilities Manager
Agenda Title
Resolution approving final payment request to All‐American Arena Products for replacement of the floor,
dasher boards and glass in the south rink at the New Hope Ice Arena (Improvement Project No. 1092)
Requested Action
Staff requests that the City Council approve a resolution to accept the floor, dasher boards and glass
improvements for the south rink at the New Hope Ice Arena (improvement project no. 1092) and authorize
final payment to All‐American Arena Products for $38,000. This brings the total amount to $1,065,001, which
equals the original amount of the contract.
All necessary paperwork has been received from the contractor, including an IC‐134. Staff recommends
release of the final check.
Background
The Ice Arena is located at 4949 Louisiana Avenue North. The south rink was built in 1996 and the normal life
expectancy of a hockey rink floor is 20‐25 years, and a board/glass system is 20 years. The replacement project had
been initially identified several years ago, but staff had postponed the project each year until 2023.
On November 14, 2022, the City Council awarded a contract to All‐American Arena Products in the amount
of $1,065,001 for the replacement of the concrete floor system, dasher boards and glass in the south rink. Several
alternates included, removal of the existing dasher system and a trade‐in value, the addition of a backer panel
along the west side of the rink that is adjacent to the walkway, installation of a FlexPost shielding system, a
powder coat on the support faceplates, and the installation of 25 advertising panels. The majority of the
project was completed during the spring of 2023.
Another alternate included the painting of the concrete floor with white rink sealer and markings; however,
this was altered to instead paint the north rink in March of 2024. The contractor had recommended that we
should leave the south rink in for a second year before removing ice and painting, allowing the concrete to
cure and settle for an extra year. The painting of the south rink has been added as a capital improvement
project for 2025.
Funding
The funding source will be the Ice Arena Fund. On June 26, 2023, the Council approved a 15‐year interfund
loan from the temporary financing fund to the Ice Arena Fund to pay for the project.
Attachments
Resolution
Invoice from All‐American Arena Products
Agenda Section
Consent
Item Number
6.11
https://newhopemn.sharepoint.com/sites/Files/All User Access/RFA/P&R/ARENA/2024/South Rink Floor #1092/Q&R ‐ South Rink Floor, Boards and Glass Final.docx
City of New Hope
Resolution No. 2024 ‐
Resolution approving final payment request to All‐American Arena Products for replacement of the floor,
dasher boards and glass in the south rink at the New Hope Ice Arena (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 entered into a contract with All‐American Arena Products to replace the floor, dasher
boards and glass in the south rink at the New Hope Ice Arena; and,
WHEREAS, staff is recommending that the Council adopt a resolution to accept the completion of the south
rink project at the New Hope Ice Arena, improvement project #1092, and approve final payment
to All‐American Arena Products in the amount of $38,000; and,
WHEREAS, the funding source for this project is the Ice Arena Fund.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the city of New Hope, Minnesota:
1. That the City Council accepts the south rink floor, dasher board and glass replacement at
the New Hope Ice Arena, improvement project #1092, from All‐American Arena Products.
2. That the city manager is hereby directed to authorize the final payment of $38,000 to All‐
American Arena Products.
Adopted by the City Council of the City of New Hope, Hennepin County, Minnesota, this 8th day of April,
2024.
______________________________
Mayor
Attest: ________________________
City Clerk
Invoice
Date
3/27/2024
Invoice #
5315
Bill To
City of New Hope
Sourcewell #19087
4401 Xylon Ave, N.
New Hope, MN 55428
Ship To
New Hope Ice Arena
4949 Louisiana Ave N
New Hope, MN 55428
P.O. No.Terms
Net 30
Due Date
4/26/2024
Rep
SP
(844) 231-2227
Total
Balance Due
Subtotal
Sales Tax (0.00)
Payments/Credits
Providing superior ice arena products at a fair price with
exceptional customer service!
Thank you for being a valued customer, we truly
appreciate your support. Our standard payment terms
are Net 30 days, on approved credit. Please process this
invoice to ensure timely payment.
Late payments are subject to a 1.5 percent per month or
18 percent annual finance charge.
1414 S. 4th Avenue
Albert Lea, MN 56007
Invoices greater than $2,500 are subject to 3.5% surcharge if paying by credit card.
All-American accepts ACH payments for your convenience.
Item Description Invoiced U/M Rate AmountOrderedPrev. Invo...
Refrigeration Custom rink refrigeration and
dasherboard replacement - per contract
0.03799 ea 1000250.85549 37,999.53T1 0.96201
Dasherboar... ADD - Dasherboard demo 0.00006 ea 6,500.00 0.39T1 0.99994
Riley Dashe... ADD - Additional backer around player
box area
0.00001 ea 7,500.00 0.08T1 0.99999
$38,000.00
$38,000.00
$38,000.00
$0.00
$0.00
Https://Newhopemn.Sharepoint.Com/Sites/Files/All User Access/RFA/City Manager/2024/Liab Ins Renewal/11.1 Q ‐ Insur Renewal 04.8.24.Docx
Request for Action
April 8, 2024
Approved by: Reece Bertholf, City Manager
Originating Department: City Manager
By: Valerie Leone, City Clerk/Treasurer and
Rich Johnson, Director of HR/Admin Services
Agenda Title
Motion approving renewal of insurance premiums for general liability, property damage, employee bond
and worker’s compensation for the period April 20, 2024 through April 20, 2025 through the League of
Minnesota Cities Insurance Trust (LMCIT)
Requested Action
Staff is requesting that Council pass a motion allowing the city to secure insurance coverage from the League
of Minnesota Cities Insurance Trust (LMCIT) as summarized in the attached “Summary Recap”.
Background
This is the annual renewal of property and liability insurance and workers compensation coverage for the
city. As in past years, the city’s insurance agent has assisted the city in checking markets and coverage, and
recommends we continue coverage with the League of Minnesota Cities Insurance Trust as the rates provide
less expensive premiums than private insurers.
Property/Liability Coverage:
A property appraisal is completed every six years, and New Hope’s properties were reviewed this winter. In
addition to revised property values, increases were also made on property in the open coverage for the parks.
The value for city‐owned structures increased from $76 million to $85 million. The premium for the 2024‐25
year is $218,341 (including the package policy and liquor liability). This is an increase of $20,752 from last
year’s premium of $197,589 or approximately 10%. Years 2020, 2021, and 2022 are used to calculate the 2024‐
2025 experience modification rate for municipal liability, automobile liability and UM (uninsured motorists)
coverages. The experience modification rate for 2024‐25’s Property/Liability coverage is .885 (last year’s rating
was .794).
The per occurrence deductible is $25,000 and the annual aggregate deductible is $125,000 (this was increased
from $75,000 to $125,000 beginning in the 2011‐12 coverage year to lower premium costs). Another change
made in 2011 was coverage for city‐wide streetlights (considered property in the open and not covered unless
specifically added to the policy).
Workers Compensation Coverage:
If the city were to maintain the current $5,000 deductible for workers compensation insurance, the premium
for 2024‐2025 will be $272,846, a reduction of more than 25%. This reduction is due to a reduction of the
overall Workers Compensation premiums charged by LMCIT as well as the City’s experience modification
rating dropping from .85 to .75 (it had dropped from .96 to .85 last year). The experience modification rating
is a multiplier in calculating the annual premium due. Therefore, having a .75 versus a .85 experience mod
results in a significant savings to the city on its annual workers compensation insurance premium.
Agenda Section
Unfinished & Org
Business
Item Number
11.1
Staff is recommending the city remain at the current $5,000 deductible for work‐related medical expenses in
the coming year. By doing so, the city will receive a credit of $14,832, resulting in an overall premium of
$272,846.
The city has maintained a $5,000 deductible since 2016 except for the 2021 to 2022 renewal (when the city
chose to move to a zero deductible)
For the coming year, the city will again qualify for a 5% percent discount on the premium the city pays on
sworn law enforcement personnel due to at least 90% of the sworn officers being non‐smokers (this discount
has been reduced from 10% in previous years to 5% this year and is scheduled to be eliminated entirely for
2025‐2026.
Funding
The overall cost for the insurance package (property, workers comp, liquor liability, open meeting law
defense, faithful performance, and volunteer accident plan) is $491,187 (see attachment). This is lower than
the 2024 budgeted amount of $789,957 ($230,797 for general liability and $559,160 for w/c).
The city periodically receives dividend checks, depending on the overall experience, and dividend checks
favorably impact the budget. In 2023 the city received a dividend check for $7,846 based on the city’s share of
a $3 million property/casualty dividend. Cities should not rely on dividends for financial planning purposes.
Attachment
Summary Recap
https://newhopemn.sharepoint.com/sites/Files/All User Access/RFA/City Manager/2024/Liab insur waiver/11.2 Q ‐ Insurance Waiver 04.08.24.docx
Request for Action
April 8, 2024
Approved by: Reece Bertholf, City Manager
Originating Department: City Manager
By: Valerie Leone, City Clerk
Agenda Title
Motion to accept statutory limitations of $500,000 for individual claimant recovery for insurance provided by
League of Minnesota Cities Insurance Trust (LMCIT)
Requested Action
Staff requests Council pass a motion to accept statutory limitations for individual claimant recovery of $500,000.
Policy/Past Practice
It is recommended the city follow past practice and not waive the statutory limitation which leaves the
individual recovery amount at the lower amount.
Background
Cities with coverage through the League of Minnesota Cities Insurance Trust must indicate whether or not
the city wishes to waive the monetary limits on tort liability established by M.S. 466.04. If the city does not
waive the statutory tort limits, an individual claimant would be able to recover no more than $500,000 on any
claim to which the statutory tort limits apply. The per occurrence limit would be limited to $1,500,000.
If the city waives the statutory tort limits, a single claimant could potentially recover up to $2,000,000 on a
single occurrence. The estimated cost of premium increase for excess liability ($1,000,000 limit) is $37,657.
Insurance premiums presented at this Council Meeting are based on not waiving the statutory limitation. If
the city waives the monetary limits on tort liability, it would increase the exposure, and the city’s premium
would increase substantially.
Attachments
LMCIT Liability Coverage Waiver Form
Minnesota Statutes 466.04
Agenda Section
Unfinished & Org
Business
Item Number
11.2
S:\April 8, 2024 Council Meeting\12.1 Q ‐ Upcoming Events.docx
Request for Action
April 8, 2024
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:
April 9 No Citizen Advisory Commission Meeting
April 10 6:30 p.m. – West Metro Fire‐Rescue District Board of Directors Meeting at Station #3,
4251 Xylon Avenue North
April 11 12:30 p.m. – Shingle Creek Watershed Management Commission Meeting
1:30 p.m. – Corridor Management Committee Meeting
7 p.m. – New Hope Board of Appeal & Equalization Meeting
April 15 6/6:30 p.m. – City Council Work Session
April 17 11:30 a.m. – North Metro Mayors Operating Committee Meeting
April 18 8:30 a.m. – Bassett Creek Watershed Management Commission Meeting
April 22 7 p.m. – City Council Meeting
Agenda Section
Other Business
Item Number
12.1