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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.         Page 2  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