City Council

Spearfish City Council Regular Session Minutes February 19, 2019 The Spearfish City Council met at 5:30 PM on Tuesday, February 19, 2019. Mayor Boke 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, Hodgs, Jacobs, Lee and Martin. Klarenbeek was absent. Also present: City Administrator Harmon, Finance Officer Dutton, City Planner Watson, City Attorney McDonald, Public Works Administrator Johnson, Police Chief Rotert, Fire Chief Sachara, Assistant Finance Officer DeNeui, Assistant Police Chief Jacobs, Recreation Facility Superintendent Rauterkus, Water/Wastewater Utilities Superintendent Glenn, Human Resources Director Mathis, Police Sergeant Hofmann, Police Detective DeNeui, City Engineer Mathis, Flood Plain Administrator Vig, Parks Recreation Forestry Superintendent Ehnes, Police Lieutenant Dean and Finance Administrative Assistant Weber. Agenda was amended to include an Executive Session pursuant to SDCL 1-25-2(3) to consult with legal counsel about proposed or pending litigation or contractual matters at the end of the meeting. Lee moved, Hodgs seconded and all voted to approve the agenda as amended. There were no potential conflicts-of-interest declared. Consent Agenda - Clark moved, Lee seconded and all voted to approve the Consent Agenda as follows: A. Set bid opening for the “2019 Scheduled Street Repairs” for Tuesday, March 19, 2019 at 1:30 PM in City Hall, 2nd Floor, Council Chambers. B. Set bid opening for the “2019 Weed Spraying Project” for Wednesday, March 13, 2019 at 1:30 PM in City Hall, 2nd Floor, Council Chambers. C. Personnel:  Move Lyle Skaar, Park, Recreation, & Forestry Technician, grade 12, step 2, $16.74 effective 3/10/2019. Step increase due to successful completion of 6-month in training period.  Move Neil Plocek to Public Works Laborer (part-time/not benefit-eligible), grade 9, step 3, $14.72 effective 2/24/2019.  Move Ashley McDonald, City Attorney, grade 26, step 4, $48.71 ($101,316.80 salary/exempt) effective 2/24/2019. Step increase due to successful completion of 6- month in training period. D. Approve Minutes of City Council Regular Session dated February 4, 2019. Items from Visitors Bike Spearfish - Bicycle Advocacy Group (BAG) presented the League of American Bicyclists report card. The group applied for Spearfish designation as a bike friendly community and received honorable mention. Jeremy Smith and John Williams stated their goal is to look for areas to make improvements in order to improve ratings for Spearfish to achieve status as a bronze level bike friendly community. Bike Skills Park - Spearfish Skills Park Group, a local mountain bike group presented ideas for a bike skills park. They have been working with Public Works Department and the Parks Department on plans and locations and while their proposal is not yet ready, the group is looking for City Council consensus to proceed. The group originally was looking at the GFP land in the Winterville area and is now looking at the possibility of multiple locations in the east, central and north sides of Spearfish. Council consensus was for the group to continue working with Public Works and the Parks Department as well as Spearfish Parks, Recreation and Forestry Advisory Board. Human Resources Promotions - Lee moved, Jacobs seconded and all voted to promote Michelle DeNeui to Finance Officer, grade 24, step 6, $41.59 ($86,507.20 salary/exempt) effective on or before 6/14/2019 and to authorize and approve exception from current policy. Clark moved, Hodgs seconded and all voted to promote Tyler Ehnes to Park and Recreation Director, grade 23, step 6, $36.17 ($75,233.60 salary/exempt) effective 2/20/2019 and to authorize and approve the exception from current policy. New Hires - Martin moved, Lee seconded and all voted to hire Chris Woods as Police Officer (full-time/benefit-eligible), grade 18, step 1, $22.07 per hour, effective 2/25/2019. Clark moved, Hodgs seconded and all voted to hire Austin Drapeaux as Police Officer (full-time/benefit- eligible), grade 18, step 1, $22.07 per hour, effective 2/25/2019. Finance License - Mayor Boke opened a public hearing at 5:57 PM to consider an application from Chris Davis with NHTC for a special malt beverage license for the Community Chili Feed on October 22, 2019 from 5 PM to 7 PM at the Pavilion. There were no oral or written comments and the public hearing was closed at 5:57 PM. Hodgs moved, Jacobs seconded and all voted to approve the special license. Public Works Special Event Trailer - Water/Wastewater Utilities Superintendent Glenn stated this item is not budgeted; however funding is available in Hospitality Tax Fund. Lee moved, Jacobs seconded and all voted to purchase used trailer from Western Truck & Equipment Sales for $2,035.00 for use as the Special Event Trailer. Clark stated the proposed graphics for ‘Downtown Event Trailer’ are misleading and Glenn stated it will read ‘Special Event Trailer’. Clark moved, Lee seconded and all voted to purchase graphics for trailer from QuikSigns for $356.23 for Special Event Trailer. Kyte Well - Lee moved, Hodgs seconded and all voted to hire Taylor Drilling Company to repair Kyte Well at an estimated cost of $37,292.36 and to hire Hauck Electric and Controls, Inc. to install surge suppression equipment at the Kyte Well at an estimated cost of $9,088.00. Water/Wastewater Utilities Superintendent Glenn stated the Kyle Well pump motor must be replaced and it is a good idea to install the surge suppression equipment at this same time. Funding from Water/Repair of Equipment budget. Tahoe - Clark moved, Jacobs seconded and all voted to purchase 2019 Chevrolet Tahoe 4X4 from Whites Queen City Motors - they agreed to match state bid price of $38,950.00. $40,000 budgeted in 2nd Penny. 6-8 weeks expected delivery time. Engineering Exit 8 Shared Use Path - Engineering Tech Vig presented the final results of the two proposed path routes for Exit 8 Shared Use Path including proposed route alignments, component options and cost estimates. Route 1 - Evans Lane to Exit 8 and Route 2 - College Lane to Exit 8. Lee moved, Clark seconded and all voted to proceed with Route 2 with asphalt. Bid - Clark moved, Lee seconded and all voted to award the lowest responsive and responsible bid for the Jackson Boulevard Street & Utility Improvements Project - Phase 1 to R.C.S. Construction, Inc. at a total amount of $3,894,989.13. This includes the Base Bid of $3,645,459.11 as well as Alternate A at $249,530.02. Total 2019 approved budget is $4,000,000 funded from 2nd Penny, Sewer and Water. City Engineer Mathis stated five bids were received. Bid Tab follows: TOTAL Base Bid Base Bid Alternate "A" Plus Contractor Alternate "A" Engineer's Estimate $3,597,471.79 $313,053.00 $3,910,524.79 R.C.S. Construction, Inc. $3,645,459.11 $249,530.02 $3,894,989.13 Heavy Constructors $3,889,021.00 $301,471.00 $4,190,492.00 Ainsworth-Benning $4,212,985.00* $323,216.00 $4,536,201.00* JR Civil, LLC $4,248,992.99* $311,324.18* $4,560,317.17* Hot Iron, Inc. $4,247,971.51 $324,115.90 $4,572,087.41 *indicates different from As Read bid due to math error. Proposal - Lee moved, Jacobs seconded and all voted to accept proposal from AE2S for construction staking and administration services for the Jackson Boulevard Street & Utility Improvements Project - Phase 1 at a cost not to exceed $191,642.50. Total 2019 approved budget is $4,000,000 funded from 2nd Penny, Sewer and Water. Jackson Blvd Signs - Clark moved, Lee seconded and all voted to postpone consideration of proposal from Kustom Koncepts for fabrication of two “Spearfish” signs for the Jackson Boulevard Street & Utility Improvements Project - Phase 1 at a cost of $33,452.00. Clark and Lee stated they would like to see the complete rendering of these signs as well as other concepts that were proposed for this area. Parks and Recreation Grant - Clark moved, Jacobs seconded and all voted to authorize the Parks Dept. to apply for a quality of life grant from the Christopher and Dana Reeves foundation in the amount of $25,000. Legal Resolution 2019-03 - Clark moved, Jacobs seconded and all voted to approve Resolution 2019- 02 - A Resolution of Intent to lease - ground lease for Duhamel Broadcasting on Lookout Mountain and set date for public hearing to consider the lease for March 18, 2019. RESOLUTION 2019-03 A R ESOLUTION OF I NTENT TO E NTER I NTO A L EASE A G R E E M E N T W H E R E A S , SDCL § 9-12-5.2 authorizes the City of Spearfish to lease municipally owned property to a private person, and W H E R E A S , the Common Council of the City of Spearfish intends to enter into a lease agreement with Duhamel Broadcasting to lease portions of Lookout Mountain to use existing structures for the transmission and reception of communications signals, and W H E R E A S , a copy of such lease agreement is on file in the Finance Office and available for public inspection, N OW T H E R E F O R E , B E I T R E S O L V E D by the Common Council of the City of Spearfish that the Council intends to enter into such lease, and a public hearing for considering the same shall be conducted at 5:30 p.m. on March 18, 2019. Dated this 19t h day of February, 2019. C ITY OF S P E A R F I S H By: ____________________________ (Seal) Dana Boke, its Mayor Attest: ________________________________ David H. Dutton, Finance Officer  Adopted: February 19, 2019 Published: March 1, 2019 Effective: March 21, 2019 Bill List - Jacobs moved, Lee seconded and all voted to approve Bill List dated February 19, 2019 VENDOR DESCRIPTOIN AMOUNT 3D SPECIALTIES INC STREET SIGNS $ 2,242.46 A & L CONTRACTORS LLC REPAIRS & SNOW REMOVAL SVCS $ 1,184.30 A&B BUSINESS INC COPIER CONTRACT JAN19 & OVERAGES $ 2,734.12 ALLSTATE PETERBILT CO WINDOW ELECTRIC CABLE $ 330.17 AMERICAN LEGAL PUBLISHING CODE OF ORDINANCES UPDATE $ 797.90 AMERICAN PLANNING ASSOC THE COMMISSIONER SUBSCRIPTION $ 150.00 APPLIED CONCEPTS INC ANTENNAS AND CABLES $ 350.20 AT & T JAN19 911 TELEPHONE $ 26.28 BAKER & TAYLOR AUDIO BOOKS & BOOKS $ 448.47 BELLE FOURCHE LANDFILL JAN19 LANDFILL FEES $ 23,229.26 BH COUNCIL OF LOCAL GOVERN 2019 MEMBERSHIP DUES $ 1,820.00 BLACK HILLS CHEMICAL CORP CUPS/GARB BAGS/WIPES/TISSUES $ 842.00 BLACK HILLS ENERGY JAN19 ELECTRICITY $ 8,745.79 BLACK HILLS PIONEER 2019 SUBSCRIPTION/LEGAL PUBLISHING/ADS $ 2,691.81 BLACK HILLS PSYCHOLOGY PRE-EMPLOYMENT INTERVIEWS $ 1,300.00 BLACK HILLS PURE INC WATER AND COOLER RENTALS $ 69.00 BLACK HILLS URGENT CARE LL DOT TESTING & PREMPLOY SCREENS $ 1,093.00 BORDER STATES ELECTRIC WIRE/INSUL CONN FLES/IRON BENDER $ 1,548.67 BROWNELLS INC END PLATE ADAPTER LOOP $ 504.40 BUILDERS FIRSTSOURCE INC ALUM OX BELTS $ 14.37 BUTLER MACHINERY CO SIDECUTTERS/NUTS/BOLTS $ 325.24 CBH COOPERATIVE JAN19 FUEL $ 26,976.62 CENTER POINT LARGE PRINT LARGE PRINT BOOKS $ 221.10 CENTURYLINK INC JAN19 CIRCUITS/911 $ 959.46 CHAIN SAW CENTER CHAPS LARGE/BAR OIL/RELAY/BREAKER $ 588.67 CHRIS SUPPLY CO CAT 5E BOX/CMR UNSHLD $ 309.76 CITY OF SPEARFISH JAN19 WATER/SEWER/GARBAGE $ 4,898.37 CITY OF SPEARFISH CC BIKERACKS/DOGGIEBAGS/TRAVEL/SUPPLIES $ 3,209.98 CLAUSER MACHINE WORKS KNURL SPRING BUSHING PART/ROLE BAR $ 118.75 COCA-COLA BOTTLING CO COFFEE/CREAMER/CONCESSIONS $ 1,791.25 COMPRESSION LEASING SERVIC HOSE $ 138.08 DIAS, GREGORY K LIBRARY COMPUTER REPAIRS $ 337.50 CREEKSIDE DEVELOPMENT LLLP TIF4 CREEKSIDE TAX INCREMENT $ 114,236.46 CUMMINS ROCKY MOUNTAIN LLC REPAIR JOHN DEERE LOADER $ 283.72 CVD CONSTRUCTION INC SNOW REMOVAL/PUMP HOUSE REPAIRS $ 6,345.63 DMC WEAR PARTS LLC FLAT CURB PROTECTOR BLADE $ 500.00 NEWHOUSE ENTERPRISES INC COPY PAPER $ 359.90 KNUTSON, DARREL ANNUAL HOIST INSPECTION 2019 $ 155.00 FIRST WESTERN INSURANCE NOTARY BLANKET BOND RENEWAL $ 260.00 FMG INC GEOTECH SVCS-MCLAUGHLIN $ 7,300.00 FULL SOURCE LLC LATEX COATED GLOVES $ 99.36 GALLS LLC UNIFORMS/BOOTS/NAMETAGS $ 581.92 VIEHAUSER ENTERPRISES LLC POWER SUPPLY KIT/PADLOCKS $ 832.70 GRAINGER INC EXIT SIGN EMERGENCY LIGHTS $ 249.52 GRIMMS PUMP SERVICE FUEL NOZZLE $ 74.72 HAWKINS INC 300 GAL TANK AND TUBING $ 595.70 HEARTLAND PAPER CO CLEANERS/FINISH/CLEANER PADS $ 1,870.78 HEIMAN FIRE EQUIPMENT INC WATER TANK & METER FOR B19 $ 173.95 HOLIDAY INN-SPEARFISH 2018 CONVENTION CNTR PLOWING $ 3,693.75 IAED 5 EMD RECERTIFICATIONS $ 250.00 IAFC R MATHIS DUES FIRE CHIEF ASSOC $ 240.00 IAPMO TRAINING DEPT ULMER SEMINAR LICENSE RENEWAL $ 80.00 JENNER EQUIPMENT CO CORE/ACD COVER/HARNESS/FILTERS $ 506.97 TODD EMERY COLLINS JET KITCHEN SINK @ FIRE HALL $ 225.00 KANE, RACHEL REFEREE/SCORE KEEPER $ 150.00 KDV INC SNOW REMOVAL $ 380.00 KETEL THORSTENSON LLP PREPARATION OF 1095 FORMS $ 1,696.00 KT CONNECTIONS FEB 2019 NETWORK ADMIN $ 6,482.00 LAWRENCE COUNTY AUDITOR JAN19 TIF5 INCREMENT $ 70.27 LAWRENCE COUNTY TREASURER 2 TITLE FEES $ 42.40 LYNN, JACKSON, SHULTZ & LE PAPERS/MILEAGE $ 67.00 MID-AMERICAN RESEARCH CHEM URINAL SCREENS/BOWL CLEANER/DUSTING $ 424.37 MATTHEWS INTL CORP BRONZE PLAQUE-STATHAM $ 128.00 MID DAKOTA VEGETATION MGMT 2018 WEED SPRAYING $ 20,449.34 MIDCONTINENT TESTING LABOR WATER TESTING FOR JANUARY $ 372.00 MONTANA-DAKOTA UTILITIES NATURAL GAS 1-9-19 TO 2-5-19 $ 7,177.50 MUNRO EARTHMOVING LLC SNOW REMOVAL SERVICES $ 2,726.25 NATIONAL ASSOCIATION OF SC BASIC SRO COURSE-GELLETT $ 445.00 NEBRASKA SALT & GRAIN CO ICE SLICER $ 4,647.63 NORTHERN HILLS TRNG CENTER JAN19 SNOW/JANITORIAL SVCS $ 1,848.06 PRO WINDMILL INC REC CENTER AIR CARE $ 123.00 WEST RIVER TRANSIT AUTHORI 2018 LOCAL MATCH FOR VEHICLE GRANT $ 25,000.00 QUIK SIGNS INC 4 24X30 VINAL SIGNS $ 312.22 RAPE AGGRESSION DEFENSE (R LICENSE RENEWAL-LITTLE 2019 $ 75.00 RAMKOTA HOTEL - PIERRE LODGING-INSTR CONF-GEFFRE/MATHIS $ 384.00 RAPID DELIVERY DELIVERY CHARGES $ 140.92 RAPID FIRE PROTECTION INC PAVILION/CITY HALL SPRINKLERS $ 545.00 RDJ SPECIALTIES INC COLORING BOOKS FOR PD $ 413.24 REAR, JESSICA MARIE REFEREE/SCORE 3 ON 3 $ 60.00 REGIONAL HEALTH NETWORK IN PREEMPLOY DRUG SCREENS $ 21.00 SAFEWAY STORES INC CONCESSIONS/HOURLY CARE FOOD $ 51.38 SANITATION PRODUCTS INC CUTTING EDGE $ 2,814.70 SCHOPP, CODY J REFEREE/SCORE KEEPER $ 135.00 SIMON CONTRACTORS OF SD IN SAND BAGS $ 53.04 SKILLPATH SEMINARS OSHA TRAININGS X3 $ 2,436.00 SOUTH DAKOTA NEWSPAPER SER STATEWIDE CLASSIFIED ADS $ 180.00 SOUTH DAKOTA ONE CALL JAN19 MESSAGE FEES $ 90.30 SOUTH DAK STATE TREASURER JAN19 SALES TAX $ 7,642.57 SPEARFISH AMBULANCE SERV DEFIB PADS-PD $ 82.92 SPEARFISH CHAMBER OF COMM EBLAST FOR REC CENTER/BANQUET TICKET $ 199.75 SPEARFISH COMMUNITY COALIT AD IN RESOURCE GUIDE $ 150.00 VIVI BENE INC DISCONNECT XMAS LIGHTS $ 117.35 SPEARFISH GLASS INC REPAIR DOORS $ 108.32 SPEARFISH SCHOOL DIST 40-2 JAN19 TIF5 INCREMENT $ 151.53 SPEEDY MART INC DIESEL FUEL $ 102.82 STATE OF SD-EXECUTIVE MGMT DEC18 WWTP CENTREX $ 13.17 SUPERIOR SANITATION LLC JAN19 PORTABLE RESTROOMS $ 448.00 TTG ENTERPRISES CHLORINE ROOM HEATER REPAIR $ 180.00 THE UPS STORE #5137 LIBRARY SHIPPING/PD SHIPPING $ 46.83 VESSCO INC 2 RAS PUMPS $ 44,174.00 VETTER, JEFFREY MATTHEW DB SEALS $ 20.00 WELLS PLUMBING CORP COUPLERS/CONDUIT/NIPS $ 229.61 WESTERN TRUCK & EQUIPMENT HAULMARK CARGO TRAILER $ 2,035.00 INTEGRITY ACQUISITION LLC 2019 FORD F550 FIRE TRUCK $ 56,347.60 WOLFF'S PLUMBING & HEATING TOILE LEAKS-LIONS PARK $ 125.00 ** TOTAL ** $ 421,027.15 APPROVAL INITIALS Mayor Boke Marty Clark Dan Hodgs Pam Jacobs Larry Klarenbeek - Absent John Lee George Martin Public Comment – Public Comment section was opened at 6:45 PM. Sandra Addy, resident of Mountain Plains II spoke concerning the original plans for the bike skills park on the GFP land at Winterville citing overuse of the area and traffic. She said she was relieved to hear the concept was changing. There were no additional public comments and this section was closed at 6:49 PM. Clark moved, Lee seconded and all voted to adjourn into Executive Session at 6:50 PM pursuant to SDCL 1-25-2 (3) - consulting with legal counsel or reviewing communications from legal counsel about proposed or pending litigation or contractual matters. Council returned from Executive Session at 7:17 PM. There being no further business before the Council, Clark moved, Lee seconded and all voted to adjourn at 7:18 PM. Dated this 19th day of February 2019. CITY OF SPEARFISH BY: ____________________________ Dana Boke, Mayor ATTEST: _________________________________ David H. Dutton, Finance Officer Published once at the approximate cost of ________.