City Council

Spearfish City Council Regular Session Minutes April 3, 2017 The Spearfish City Council met at 5:30 PM on Monday, April 3, 2017. Council President Hodgs presided and called the meeting to order. All stood and recited the pledge of allegiance. Roll Call was taken with the following members present: Clark, Jacobs, Klarenbeek, Lee and Schmit, Mayor Boke was absent. Also present: Finance Officer Dutton, City Planner Watson, City Attorney Davis, Public Works Administrator Johnson, Police Chief Rotert, Fire Chief Sachara, Parks and Recreation Director Mader, Assistant Finance Officer DeNeui, Human Resource Director Friedel, Wastewater Treatment Facility Superintendent Evridge, Street Superintendent Riopel, Assistant Chief of Police Jacobs and Police Lieutenant Dean. Order of Business – Klarenbeek moved, Jacobs seconded and all voted to approve the Order of Business as presented. There were no declarations of any potential conflicts-of-interest. Consent Agenda – Schmit moved, Clark seconded and all voted to approve the Consent Agenda as follows: A. Set the dates for the 2018 Budget Special Sessions:  Monday, August 21st after City Council Regular Session – Personnel/General Fund/Grants  Thursday, August 24th at 5:30pm – Enterprise/Capital/Special Revenue Funds  Tuesday, August 29th after Public Works Committee Meeting – Final updates & wrap-up B. Move Laurel Stock to grade 12, step 2, effective 4/9/2017. Step change due to successful completion of 6-month in training period. C. Add to 2017 Volunteer List for Worker’s Compensation purposes: Dylan Reiners and Cristian Hernandez - Fire Department and Melissa Braun – Fire Department Auxiliary D. Hire the following temporary/seasonal employees effective 4/17/17: Name Position Wage PW/Parks Katie Wilbur Campground Attendant $9.50 Recreation Center Zachary Kerr Rec Facility Maintenance $9.75 Alexis Powell WSI Lifeguard $10.00 Kelsea Nash WSI Lifeguard $9.75 Ashley Odenbach WSI Lifeguard $9.75 Brayden Case WSI Lifeguard $9.75 Logan Broeder WSI Lifeguard $10.00 Shea Lahr WSI Lifeguard $10.25 Jewel West WSI Lifeguard $9.75 Ryan Lahr WSI Lifeguard $9.50 Sela Fitzgerald Lifeguard $9.25 Riley Ullrich Lifeguard $9.00  Brittney Case Lifeguard $9.00 Carolyn Groeger Lifeguard $9.00 Isabel Fredricksen Lifeguard $9.00 Charles Stepp Lifeguard $9.25 Tyler Sands Lifeguard $9.75 Kyler Schmidt Lifeguard $9.25 Toni Schavone Lifeguard Coordinator $10.75 Marissa Apland Lifeguard Coordinator $10.00 Kaysie Braun Lifeguard Coordinator $10.00 Kaylee Fischer Lifeguard Coordinator $10.00 Faith Bonde Concessions Assistant $8.65 Elaina Sparrow Concessions Assistant $8.65 Allison Kephart Concessions Assistant $8.65 Anne-Marie Rolando Concessions Assistant $8.90 Danielle Heerts Concessions Assistant $8.65 Mikayla Koistinen Concessions Assistant $8.65 Jenna Reid Concession Coordinator $10.00 Callie Gabriel Summer Recreation Assistant $9.75 Sarah Maka Summer Recreation Assistant $9.75 Katie Haigh Recreation Assistant & Summer Desk Assistant $9.75 Hannah Kirk Summer Desk Assistant $9.50 Stephen Digioia Summer Desk Assistant $9.50 Remington Wientjes Summer Desk Assistant $9.50 Hannah Neumiller Summer Desk Assistant $9.50 Ryleigh Ellingsen Summer Desk Assistant $9.50 Katie Wilbur Summer Desk Assistant $9.50 E. Approve the following Special Event Permits:  Palm Sunday Ecumenical Gathering, 04/09/2017. Temporary street closure  BHSU Jacket Ride – 08/07/2017. Police/Public Works assistance in blocking major intersections  Run for Their Lives, Sunday – 05/14/2017. Police or emergency personnel needed at Jackson from 10:30-10:45am and fold out traffic barriers  Festival in the Park July 14-16th. City sponsorship approved.  Children First Spring Sprint 5K – 04/29/2017  It’s a great day for a 5K- 05/20/2017  BHSU Earth Day 5K - 04/22/2017 F. Approve the following Brown Bag permits: FACILITY APPLICANT EVENT DATE South Park Shelter Lori Hansen picnic 4/9/17 Pavilion Shelby Wallen Wedding 5/27/17 Pavilion Brian Meredith memorial gathering 5/24/17 Snapper's Club NH CASA volunteer banquet 5/2/17 Salem Park Rebecca Zaynor College Graduation 5/6/17 Pavilion Jenessa Scholl wedding reception 5/6/17 G. Approve Minutes of City Council Regular Session dated March 20, 2017. H. Accept monthly financial reports dated February 28, 2017. ITEMS FROM VISITORS Proclamation – President Hodgs on behalf of Mayor Boke proclaimed April 4, 2017 as National Service Recognition Day in Spearfish. Presentation FYI – Human Resources, Police Department and Fire Department presented their 2016 annual departmental operations report. HUMAN RESOURCES Position Description – Clark moved, Schmit seconded and all voted to approve the City Administrator position description and authorization to begin recruitment efforts to fill this position. HEARINGS Public Hearing – President Hodgs opened a public hearing at 5:55 PM to consider an application from Ava Sauter with Matthews Opera House & Arts Center for a special malt beverage license for the Festival in the Park on July 14th thru 16th from 4 p.m. to 9:30 p.m. at the City Park. There were no oral or written comments and the public hearing was closed at 5:55 PM. Schmit moved, Jacobs seconded and all voted to approve the license. ORDINANCES AND RESOLUTIONS Resolution 2017-11 – Following discussions, Schmit moved, Jacobs seconded and all voted to approve Resolution 2017-11 - Annual Sidewalk Encroachment Permit Fee. RESOLUTION 2017-11 A RESOLUTION TO SET FEES CHARGED BY THE CITY BE IT RESOLVED BY THE COMMON COUNCIL OF THE CITY OF SPEARFISH, SOUTH DAKOTA that the following fees shall be amended and/or charged by the City of Spearfish: CURRENT AMENDED/ ITEM AREA FEE DESCRIPTION AMOUNT NEW AMOUNT NEW Finance Annual Sidewalk Encroachment Permit Fee N/A $50.00 Be it further resolved that these fees shall go into effect on May 4, 2017. Adopted this 3rd day of April, 2017 CITY OF SPEARFISH ____________________________________ Dana Boke, Mayor ATTEST: ___________________________________ David H. Dutton, Finance Officer (SEAL) Adopted: April 3, 2017 Published: April 14, 2017 Effective: May 4, 2017 BIDS AND PROPOSALS Bid Award – Clark moved, Klarenbeek seconded and all voted to award the Woodstave Penstock Replacement project bid to RCS Construction for $699,534.23. Bid Award – Schmit moved, Klarenbeek seconded and all voted to award the 2017 Pavement Marking bid to Black Hills Asphalt for $16,706.00. Bid Award - Jacobs moved, Clark seconded and all voted to award the 2017 Pavement Striping bid to Dakota Barricade for $26,516.00. FINANCE Transfer Funds – Schmit moved, Clark seconded and all voted to transfer $623,359 from 201- Second Penny Sales Tax Fund to 606-Airport Fund for final debt payment on Carlstrom Land Purchase. Transfer Funds – Jacobs moved, Klarenbeek seconded and all voted to transfer $100,000 from 604-Sewer Fund to 201-Second Penny Sales Tax Fund. Transfer Funds – Jacobs moved, Schmit seconded and all voted to transfer $25,000 from General Fund to 291-Historic Procurement Fund as authorized in 2017 Budget. PILT Transfers – Klarenbeek moved, Jacobs seconded and all voted to make the following PILT (Payment in Lieu of Tax) transfers as budgeted in the 2017 Appropriations Ordinance: From: 602-Water Fund 602-49300-4560 (Water-Subsidies) $108,753 603-Hydro Fund 603-49300-4560 (Hydro-Subsidies) $5,947 604-Sewer Dept 604-49300-4560 (Sewer-Subsidies) $93,982 604-WWTP Dept 604-49300-4560 (Sewer-Subsidies) $32,334 610-Parking Fund 610-49300-4560 (Parking-Subsidies) $138 612-Solid Waste Fund 612-49300-4560 (Solid Waste-Subsidies) $14,057 615-Campground Fund 615-49300-4560 (Campground-Subsidies) $5,689 To: 101-General Fund 101-39101 (Transfers In) $260,900 2016 Audit – Lee moved, Schmit seconded and all voted to authorize Ketel Thorstenson LLP to conduct the annual audit of the 2016 financial statements for the City of Spearfish, at a cost not to exceed $40,000. FIRE DEPARTMENT Purchase Equipment – Clark moved, Schmit seconded and all voted to approve the purchase of AMKUS Cutters (the cutting tool for hydraulic extrication system) from Feld Fire for $6,180., funded from 2nd Penny. Grant Authorization – Clark moved, Jacobs seconded and all voted to authorize the submission of grant application to Firefighter Behavioral Health Alliance for behavioral health training for fire department personnel. Grant Authorization – Schmit moved, Jacobs seconded and all voted to authorize the submission of an $8,000 grant application to VFA Grant to purchase wildland equipment and personal protective equipment for wildland firefighting purposes. PUBLIC WORKS Design Contract Agreement – Clark moved, Jacobs seconded and all voted to authorize Mayor Boke to sign the design contract agreement with SDDOT to hire HDR Engineering for $81,513.53 to complete the final design of the Acorn Ridge Road Bridge Replacement Project. Project is part of the SDDOT Bridge Replacement Program and City is responsible for 20% of total cost. Dedication of Improvements – Clark moved, Klarenbeek seconded and all voted to authorize Mayor Boke to sign the Dedication and Acceptance of Improvements Agreement Number 4-17 between City of Spearfish and Exit 8 Speedy Mart. PLANNING AND ZONING Out-of-State Travel – Jacobs moved, Clark seconded and all voted to authorize out-of-state travel for Jayna Watson to attend the Poptech conference in Camden, Maine, October 17-20, 2017, costs funded by grant from Bush Foundation. Bill List – Jacobs moved, Klarenbeek seconded and all voted to approve the Bill List dated April 3, 2017. VENDOR DESCRIPTION AMOUNT A & H TRUCK SALVAGE FORD STEP TANK $250.00 A&B BUSINESS INC SIGNS/OFFICE SUPPLIES $1,698.87 WESTERN STATES FIRE PROTEC HEAT DETECTOR REPAIR $200.47 ARGUS-HAZCO SENSOR/FILTER/SCRUBBER $155.73 BAKER & TAYLOR BOOKS $1,653.06 BLACK HILLS CHEMICAL CORP JANITORIAL SUPPLIES/GLOVES/PLATES $1,382.47 BLACK HILLS CONCRETE INC 10TH ST ADA REPAIRS $6,524.02 BLACK HILLS ENERGY ELECTRICITY $23,318.28 BLACK HILLS STATE UNIV NEWSLETTER/UTILITY BILLING/FD BROCH $582.45 BLACK HILLS WINDSHIELD WINDSHIELD REPAIR $60.00 BOMGAARS SUPPLY INC TOOLS/HARDWARE/REPAIRS/SHELVING $846.55 BUTTE ELECTRIC COOP ELECTRICITY $46,503.87 CENGAGE LEARNING BOOKS $324.63 GOOD 4 U FOODS CONCESSIONS $550.00 CHRIS SUPPLY CO CABLE $38.95 CITY OF SPEARFISH CREDIT CAR TRAVEL FUEL/TRAINING/MONITOR/BATTERY $1,165.38 CLASSIC INDUSTRIAL SUPPLY BOMBER JACKETS $477.30 DIAS, GREGORY K APR 2017 LIBRARY BACKUP $44.97 CRESCENT ELECTRIC SUPPLY SLIM LINES $164.74 CUSTOM CAGE INC PD1 CAGE $650.00 CVD CONSTRUCTION INC GREEN ACRES RR REMODEL/REPAIRS $18,224.69 DAKOTA PUMP INC ELKHORN LIFT MOTOR REPAIR $2,551.03 DAKOTA TITLE ENCUMBERANCES SEARCH $150.00 DALE'S TIRE & RETREADING TIRES $317.96 DANKO EMERGENCY EQUIPMENT DRAIN VALVES $246.59 DEMCO INC LABELS/ALBUMS/SUMMER READING SUPPL $1,230.90 DIESEL MACHINERY INC SEAL/BUSHING/SHIM/PINS $1,050.66 DIVISION OF MOTOR VEHICLES PLATE RENEWAL/2 VEHICLE LICENSES $47.40 ECOLAB PEST ELIMINATION PEST CONTROL $221.75 ELKHORN RIDGEAT FRAWLEY R MAR 2017 TIFD#1 TAX INCREMENTS $5,002.54 ENVIRONMENTAL RESOURCE MINI SETS $798.74 PRINT PROMOTIONS PLUS LC VISITOR MAGAZINE AD $1,530.00 NEWHOUSE ENTERPRISES INC CLIPBOARDS/USB/STIRRERS $31.34 FASTENAL CO REAM/HARDWARE $77.44 FEDEX FORENSIC LAB SHIPPING $7.59 FIRST NATIONAL BANK WWTP EXPANSION SRF BOND PAYMENT $96,470.41 SA & J SERENDIPITY 57 INC REC CTR WINDOW CLEANING $145.00 FLAGHOUSE INC KIDS CLUB ONLINE TRAINING & NUTRITION $350.00 GALLS CONCEALMENT SPEAKER/POLICE LIGHTS $784.94 GODFREY BRAKE SUPPLY SPRING & HARDWARE $355.58 GOVERNOR'S OFFICE OF ECON D REGISTRATION-DANA BOKE $150.00 GRAINGER INC LAMP HOLDER $15.60 GREAT WESTERN TIRE INC TIRE REPAIRS/MOUNT TIRES $289.95 CENTRAL PROGRAMS INC BOOKS $1,029.54 HAMPTON INN MITCHELL LODGING-JILEK & DUTTON $470.00 HAWKINS INC AQUA HAWK/BLEACH/CHLORINE/VIGNA PU $9,773.55 HD SUPPLY WATERWORKS LTD MEASURING CHAMBER/REPAIR KITS/REPAI $2,407.59 HDR ENGINEERING INC DESIGN STANDARDS PROJECT $6,462.50 HEARTLAND PAPER CO VAC SACK/PADS/SPONGES/TOWELS/TISSUE $455.16 HEISLER HARDWARE HARDWARE/REPAIRS/TOOLS/PAINT/SUPPLIES $764.91 SIMON CONTRACTORS OF SD ALLEY REPAIR BASE $1,499.20 IACP LEADERSHIP TRAINING COURSES/MEMBER $1,200.00 JENNER EQUIPMENT CO REPAIR COOLING SYSTEM $959.33 TODD EMERY COLLINS STATION 2 SUMP PIT PUMPING $225.00 JUNEK'S SERVICE CORP 2017 RAM 1500 $29,834.00 KT CONNECTIONS FORTINET RENEWAL-CAMPGROUND & SHOP $1,815.00 MARTIN E PITTMAN RECOVER SEAT $43.00 MATTHEWS INTL CORP BRONZE PLAQUE-THOMPSON ETC $124.88 MID-STATES ORGANIZED CRIME 2017 MEMBERSHIP $150.00 NEVE'S UNIFORMS INC POLICE PATCHES $45.00 PEDERSEN, REBECCA MAR 2017 ZUMBA INSTRUCTOR $159.60 PENGUIN RANDOM HOUSE INC CDs $57.95 PETE LIEN & SONS INC CONCRETE $62.88 PITNEY BOWES INC 2ND QTR 2017 POSTAGE METER $180.00 PUBLIC SAFETY EQUIPMENT SUPER AUTO EJECT YELLOW COVER $398.00 QUIK SIGNS INC NAME HOLDERS & PLATES $16.50 REFLECTIVE APPAREL FACTORY SAFETY VESTS & T SHIRTS $161.52 RUNNING SUPPLY INC HAND TOOLS $164.69 SAND CREEK PRINTING CORP BUSINESS CARDS-EHNES $47.00 SANITATION PRODUCTS INC CLUTCH ASSY & PARTS/ENGINE MOUNT $3,591.28 SD ASSOCIATION OF CODE ENFO CONF REGISTRATION-DEAVER $50.00 SD POLICE CHIEF'S ASSOC TESTS/EXAMINER'S MANUAL $297.50 SDDOT OFFICE OF AIR, RAIL REGISTER-DAVIS/DUTTON/JILEK $255.00 SHARKEY PLUMBING HEATING INSTALL NEW WATER HEATER $1,657.64 SHAW FIRE & SAFETY INC EXTINGUISHER & RECHARGE $135.00 SOUTH DAKOTA STATE ARCHIVE ARCHIVE BH PIONEER $64.00 STOCK, JEFFREY C ALTERNATOR $105.00 SPEARFISH AUTO SUPPLY TOOLS/HARDWARE/REPAIRS/OIL/FLUIDS $3,455.46 SPEARFISH BUILD & SUPPLY HARDWARE/LUMBER/LATHE/BRUSH/STAIN $250.97 SPEARFISH CHAMBER OF COMM DIRECTORY ADVERTISING $1,200.00 VIVI BENE INC REPAIR STREET LIGHT/VAPORLIGHT LENS $898.45 TAYLOR DRILLING CO VIGNA WELL PUMP REPLACEMENT/PIPE REP $50,536.00 THE UPS STORE #5137 FORENSIC LAB SHIPPING $9.28 TONKA EQUIPMENT CO SWIVEL JOINT $677.43 TRIPLE CROWN PRODUCTS INC SAFETY T SHIRTS $326.56 TSP INC LIBRARY NEEDS STUDY $4,997.62 ALB TWILIGHT LLC GLOVES $317.86 TYLER TECHNOLOGIES INC APR 2017 ONLINE BILLING FEES $166.00 USA BLUE BOOK CABLE WINCHES/LAB BOOTS/LAB SUPPLIES $1,207.94 VISIT SPEARFISH INC APR 2017 BID BOARD ALLOCATION $16,750.00 WALMART COMMUNITY/GEMB OFFICE SUPPLY/CONCESSIONS/SUPPLIES/FOO $1,068.64 WARNE CHEMICAL & EQUIPME HERBICIDE/WEED CONTROL $697.15 WARNER, JUDITH TRAVEL MILEAGE $168.00 WATEROUS COMPANY FIRE TRUCK REPAIRS $1,294.14 WELLS PLUMBING CORP SUCTION HOSE/WET SET $82.27 WEST TIRE & ALIGNMENT INC TIRES $707.84 WESTERN COMMUNICATIONS RADIOS/CHARGER $1,750.00 WESTERN HILLS HUMANE SCTY QUARTERLY KENNEL CONTRACT $3,000.00 WESTERN STATES FIRE PROTECTI STATION #1 INSPECTION $245.00 WHITE'S QUEEN CITY MOTORS SWITCH/REPAIR ELECTRICAL SYSTEM $488.39 WOLFF'S PLUMBING & HEATING GA SHOP BATHROOM/REPAIR SHOWER $3,557.07 ** TOTALS ** $375,156.14 March 2017 Salary Expense & Credit Card Fees Gross Wages/Benefits Gross Wages Benefits Mayor/Council $6,868.15 0.88% $6,379.98 $488.17 0.99% City Administrator 16,784.42 2.16% 15,044.41 1,740.01 2.34% City Attorney 4,103.02 0.53% 3,478.80 624.22 0.54% Finance 19,447.71 2.50% 16,098.85 3,348.86 2.50% Human Resources 6,932.88 0.89% 5,786.55 1,146.33 0.90% Gov't Bldgs 19,587.75 2.52% 15,732.00 3,855.75 2.45% PW Admin 18,156.57 2.33% 15,151.49 3,005.08 2.36% Police 179,189.96 23.03% 147,591.92 31,598.04 22.95% Fire 30,925.07 3.97% 25,676.31 5,248.76 3.99% Bldg Inspect 23,490.72 3.02% 19,234.16 4,256.56 2.99% Streets 16,788.61 2.16% 13,480.23 3,308.38 2.10% Snow Removal 4,127.75 0.53% 3,293.95 833.80 0.51% Cemetery 7,270.01 0.93% 5,810.33 1,459.68 0.90% Animal Control 4,838.70 0.62% 3,798.36 1,040.34 0.59% Recreation/Aquatic 66,295.68 8.52% 55,306.51 10,989.17 8.60% Spectator Recreation 2,462.39 0.32% 1,997.53 464.86 0.31% Parks 15,200.57 1.95% 12,157.21 3,043.36 1.89% Library 34,737.03 4.46% 28,828.73 5,908.30 4.48% Plan & Zone 21,601.67 2.78% 18,170.24 3,431.43 2.82% Motor Pool 12,599.47 1.62% 10,241.42 2,358.05 1.59% Police Comm. (214) 42,670.66 5.48% 33,945.38 8,725.28 5.28% Water 44,496.86 5.72% 37,050.04 7,446.82 5.76% Electric Production 31,821.29 4.09% 27,017.48 4,803.81 4.20% Sewer 43,133.37 5.54% 35,410.40 7,722.97 5.51% WWTP 46,720.76 6.00% 38,568.96 8,151.80 6.00% Airport 10,272.54 1.32% 8,672.29 1,600.25 1.35% Parking 156.74 0.02% 145.60 11.14 0.02% Solid Waste 40,186.40 5.16% 33,123.97 7,062.43 5.15% Campground 7,238.47 0.93% 6,038.89 1,199.58 0.94% Totals $778,105.22 100.00% $643,231.99 $134,873.23 100.00% Credit Card Fees paid in March $2,022.20 Grand Total $780,127.42 APPROVAL INITIALS Mayor Boke - Absent Marty Clark Dan Hodgs Pam Jacobs Larry Klarenbeek John Lee Doug Schmit DEPARTMENTAL DISCUSSION ITEMS District 10 Meeting – Finance Officer Dutton reminded council members that District 10 meeting is Thursday, April 6, 2017 in Whitewood for those registered. EXECUTIVE SESSION Clark moved, Schmit seconded and all voted to adjourn to executive session at 6:43 PM for legal counsel regarding proposed or pending litigation or contractual matters pursuant to SDCL 1-25- 2(3). Council returned from Executive Session at 7:26 PM. Agreement Extension – Hodgs moved, Clark seconded and all voted to direct the City Attorney to prepare, and to authorize the Mayor to sign, an agreement extending the closing deadline for the McLaughlin land purchase to accommodate the necessary due-diligence schedule. There being no further business before the Council, Schmit moved, Lee seconded and all voted to adjourn at 7:27 PM. Dated this 3rd day of April, 2017. CITY OF SPEARFISH BY: ____________________________ Dan Hodgs, Council President ATTEST: _________________________________ David H. Dutton, Finance Officer Published once at the approximate cost of ________.