City Council

Spearfish City Council Regular Session Minutes September 5, 2023 5:30 p.m. The Spearfish City Council met at 5:30 p.m. on Tuesday, September 5, 2023. Mayor Senden presided and called the meeting to order. Roll call was taken with the following members present: Clark, Hodgs, Hourigan, Jacobs, Klarenbeek, and Rath. Absent: None. Also present: City Administrator McFarland, City Attorney McDonald, Public Safety Director Rotert, Finance Officer DeNeui, Parks and Recreation Director Ehnes, Planning Director Kapsa, and Assistant Public Works Director McMahon. All stood and recited the pledge of allegiance. Klarenbeek moved, Jacobs seconded, and all voted to amend the agenda to change item 14G to be: Approve Change Order #7 for the Sandstone Hills Street Repair & Sewer Upsize Project to pave a temporary asphalt patch on Sandstone Hills Drive for no change to the contract as the City will purchase the asphalt material, estimated at $14,250, directly from the asphalt supplier. Hourigan moved, Hodgs seconded, and all voted to approve the agenda as amended. No potential conflicts of interest were noted. Public Comment – At 5:32 p.m. a time for public comment was opened and closed with no comments being received. Consent Agenda – Clark moved, Hourigan seconded, and all voted to approve the consent agenda as follows: A. Approve the minutes of the City Council regular session dated August 21, 2023. B. Add Chris Olson (effective 8/21/2023), Cain Kolar, Joshua Gerhold, Cash Jones, Randy Finkbeiner, and John Ziadat to the 2023 youth football volunteer list. Proclamation – Mayor Senden proclaimed Tuesday, September 5, 2023, as Gary Mule Deer Day in Spearfish, South Dakota. Proclamation – Mayor Senden proclaimed September 10-16, 2023, as Direct Support Professionals Week. Ordinance 1381 – Hodgs moved, Jacobs seconded, and all voted to approve the first reading of Ordinance 1381 – The 2024 Appropriations Ordinance. Resolution 2023-27 – Hodgs moved, Hourigan seconded, and all voted to approve Resolution 2023-27 as follows: RESOLUTION 2023-27 A RESOLUTION OF INTENT TO ENTER INTO A HANGAR GROUND LEASE AGREEMENT WHEREAS, SDCL § 9-12-5.2 authorizes the City of Spearfish to lease municipally owned property, and WHEREAS, the Common Council of the City of Spearfish intends to enter into a hangar ground lease agreement with the South Dakota Department of Public Safety Wildland Fire Division to lease portions of the Black Hills Airport – Clyde Ice Field, and WHEREAS, a copy of such lease agreement is on file in the Finance Office and available for public inspection, NOW THEREFORE, BE IT RESOLVED 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 September 18, 2023. Dated this 5th day of September, 2023. CITY OF SPEARFISH By: ____________________________ (Seal) John Senden, its Mayor Attest: ________________________________ Michelle DeNeui, Finance Officer Adopted: September 5, 2023 Published: September 8, 2023 Effective: September 28, 2023 Financial Statements – Klarenbeek moved, Hourigan seconded, and all voted to approve the 2022 audited financial statements. Dedication Agreement – Jacobs moved, Rath seconded, and all voted to approve the Dedication and Acceptance of Public Improvements Agreement for Lots 3-5 of Tract SC of Elkhorn Ridge Addition with Elkhorn Ridge at Frawley Ranches, LLC. Development Agreement – Rath moved, Klarenbeek seconded, and all voted to approve the Development Agreement for Lot 4 of Tract SC in the Elkhorn Ridge Addition with Elkhorn Ridge at Frawley Ranches, LLC. Financial Guarantee – Clark moved, Hodgs seconded, and all voted to approve a request to allow a delay in the completion of the remaining punch list items for Phase G2 of Countryside Subdivision with a financial guarantee of $33,170.33 from the Countryside of Spearfish, Inc. Dedication Agreement – Klarenbeek moved, Hourigan seconded, and all voted to approve the Dedication and Acceptance of Public Improvements agreement for Phase G2 of Countryside Subdivision with the Countryside of Spearfish, Inc. Drainage Agreement – Jacobs moved, Rath seconded, and all voted to approve the Drainage Easement Agreement for Tract 2R of the Countryside Subdivision with the Countryside of Spearfish, Inc. Utility Easement – Jacobs moved, Hourigan seconded, and all voted to vacate a portion of the existing Utility Easement located at 1444 North Main Street. Bid Award – Hodgs moved, Hourigan seconded and with Clark, Hodgs, Hourigan, Jacobs, Klarenbeek, and Rath voting aye, motion passed to award the lowest responsive and responsible bid for the Fire Station 1 Roof Membrane Replacement project to Lowe Roofing, Inc at a total of $81,175.00. Change Order – Hodgs moved, Hourigan seconded, and with Clark, Hodgs, Hourigan, Jacobs, Klarenbeek, and Rath voting aye, motion passed to approve Change Order #1 for the North Avenue Street Repair Project with an increase of $2,483.00. Amendment – Hodgs moved, Rath seconded, and with Clark, Hodgs, Hourigan, Jacobs, and Rath vote aye, and Klarenbeek voting nay, motion passed to approve the amendment for additional time and fee to construction admin services for KLJ Engineering, LLC for the Green Acres, 2022 Street Improvements project, an increase of $63,750.00 to the original agreement of not to exceed $58,000.00, for total of $121,750.00. Change Order – Clark moved, Jacobs seconded, and with Clark, Hodgs, Hourigan, Jacobs, Klarenbeek, and Rath voting aye, motion passed to approve the final, under/over Change Order #1 for the 2023 Colorado Blvd Chip Seal Project, with an increase of $34,809.26 and a decrease of $6,608.99, with a net increase of $28,200.27 (+14.64%) and approve the Certificate of Final Completion and Acceptance; there is no warranty period for this project. Easement – Clark moved, Rath seconded, and all voted to approve the temporary construction easement for Frawley Pond Dredging project. Bid Award – Clark moved, Rath seconded, and with Clark, Hodgs, Hourigan, Jacobs, Klarenbeek, and Rath voting aye, motion passed to award the lowest responsive and responsible bid for the Tretheway Pavilion Metal Roof Replacement project to LaPrade Construction at a total of $200,381.00. Resolution 2023-28 – Clark moved, Hourigan seconded, and all voted to approve Resolution 2023- 28 as follows: RESOLUTION 2023-28 BRIDGE IMPROVEMENT GRANT PROGRAM RESOLUTION AUTHORIZING SUBMISSION OF APPLICATIONS WHEREAS, the City of Spearfish wishes to submit an application(s) for consideration of award for the Bridge Improvement Grant Program: STRUCTURE NUMBER(S) AND LOCATION(S): Structure Number 41-093-081 on Grant Street in Spearfish, SD, over Spearfish Creek. And WHEREAS, the City of Spearfish certifies that the project(s) are listed in the county’s Five-Year County Highway and Bridge Improvement Plan*; and WHEREAS, the City of Spearfish agrees to pay the 20% match on the Bridge Improvement Grant funds; and WHEREAS, the City of Spearfish hereby authorizes the Bridge Improvement Grant application(s) and any required funding commitments. NOW THEREFORE, BE IT RESOLVED that the South Dakota Department of Transportation be and hereby is requested to accept the attached Bridge Improvement Grant application(s). Vote of the council: Yes ____X_____ No __________ Dated this 5th day of September 2023. CITY OF SPEARFISH By: ____________________________ (Seal) John Senden, its Mayor Attest: ________________________________ Michelle DeNeui, Finance Officer Change Order – Hourigan moved, Hodgs seconded and with Clark, Hodgs, Hourigan, Jacobs, Klarenbeek, and Rath voting aye, motion passed to approve Change Order #7 for the Sandstone Hills Street Repair & Sewer Upsize Project to pave a temporary asphalt patch on Sandstone Hills Drive for no change to the contract price as the City will purchase the asphalt material, estimated to be $14,250, directly from the asphalt supplier. Bill List – Clark moved, Jacobs seconded and with Clark, Hodgs, Hourigan, Jacobs, Klarenbeek and Rath voting aye, motion passed to approve the bill list dated September 5, 2023, as follows: VENDOR NAME DESCRIPTION AMOUNT A & J CLOTHING -CHECK VEND BOOT REIMBURSEMENT $100.00 ALLSTATE PETERBILT CO PARTICULATE FILTER KIT $2,991.79 AMAZON CAPITAL SERVICES BOOKS-ADAPTER-TOOLS-CHAIRS $5,073.01 AMERICAN ENGINEERING TESTING STREET REPAIR $3,370.25 AMERICAN TREE AND FORESTRY REMOVAL OF COTTON TREE $1,999.99 ARROWWOOD RESORT AT CEDAR INCODE TRAINING $119.72 BAKER & TAYLOR BOOKS FOR LIBRARY $1,256.78 BECK'S NURSERY CORP FIESTA MAPLE-MEMORIAL TREES $1,233.33 BLACK HILLS ENERGY JULY/AUG SRVCS- HYDRO WORK $49,712.91 BLACK HILLS CHEMICAL CORP RESTOCK TP-TOWELS-UTENSILS $739.56 BLACK HILLS PURE INC WATER DELIVERY CITY HALL $23.63 BOMGAARS SUPPLY INC HITCH-RATCHET-BUNGEY-POSTS $2,087.10 BUILDERS FIRSTSOURCE INC REBAR X 3 $197.05 CASH-WA DISTRIBUTING CO REC CENTER CONCESSIONS $4,260.22 CENGAGE LEARNING BOOKS FOR LIBRARY $377.41 CLARK PRINTING CORP 2023 SPEARFISH MAP AD PLACEMEN $150.00 CLW INC PLANS CO BLVD SNTRY SWR $314.80 DAKOTA BUS SERVICE CORP SUMMER REC TRAVELING $925.00 DAKOTA FLUID POWER INC SYNTHETIC ISO 4 GAL CASE $136.30 DAKOTA PUMP INC REPLACE UPS BATTERIES W/S $1,785.72 DC BOOTH SOCIETY INC QUARTERLY ALLOC 9/2023 $12,500.00 DIVISION OF MOTOR VEHICLES REGISTRATION FEE VIN 1122396 $26.70 DAKOTA REDI-MIX, INC SKY RIDGE SUB PHASE 2 $58,944.46 ELKHORN RIDGE @ FRAWLEY RA JULY TAX INCREMENT DUE $4,364.22 ELKHORN RIDGE AT FRAWLEY R ENGINEERING CA/CO CONTRACT $15,919.73 BDG INC SET SCREW $28.35 GEICO INSURANCE REIMBURSE CLAIM 8777865790 $2,000.00 VIEHAUSER ENTERPRISES LLC CAMPGROUND KEYS-PARK DEPT $45.00 GTI COMPANIES INC PVMNT GRN ACRES PE 1 $58,775.22 HAWKINS INC WATER PARK CHEMICALS $10,455.63 HEISLER HARDWARE PLIERS-CYCLE OIL-PVC-DRILL BIT $949.52 HIGH PLAIN HERITAGE SCTY QUART ALLOC 9/23 $20,000.00 INTERSTATE ENGINEERING INC PLAT REMAINDER LOT 1 BLOCK 35 $2,000.00 JOHNER GRAVEL INC ASPHALT $2,834.37 JUNEK'S SERVICE CORP JEEPS FOR MOTORPOOL $83,590.00 KONE INC TROUBLESHOOT ELEVEATOR $5,224.21 LAKOTA CONTRACTING INC FIRE DEPARTMENT BARS FOR SRVCS $394.20 MACQUEEN EQUIPMENT, LLC DB VALVES AND HOSE $174.56 MATTHEWS OPERA HOUSE QUART ALLOC 9/2023 $12,500.00 MEGUIRE CHEMICAL SOLUTIONS LABOR FOR INSTALL GYM FLOOR $995.00 MONEY MOVERS MAINT FEE FOR REC CENTER $10.00 NORTHERN HILLS VENTURES IN REPLACE COMPUTERS X 6 $22,129.05 NORTHERN HILLS EXCAVATION REPAIR WATER LINE SPARTAN PRK $4,920.93 ONE TIME VENDORS STEVE BJORUM:CAMP REFUND $985.00 ORIGINAL WATERMEN INC LIFE GUARD UNIFORMS $112.34 WEST RIVER TRANSIT AUTHORI QUART ALLOC 9/23 $11,250.00 SCHREINER ENTERPRISES, INC RECEIPT BOOKS-DOOR HANGERS $982.60 QUIK SIGNS INC BUSINESS CARDS -SIGNS HYDRO $437.57 REED, THERESA DAWN CLEAN DOWNTOWN RESTROOMS AUG $465.00 RYEDOODLE BOARDING & TRAIN POLICE K9 BOARD $152.00 SACRISON ASPHALT INC ASPHALT $3,767.20 SACRISON PAVING INC STREET IMPROVE MTN SHDWS $363,858.68 SANITATION PRODUCTS-EFT VE LIDS WITH HINGE KITS X 25 $6,834.54 SDML SDML REGISTRATION X 7 $740.00 SPEARFISH ECON DEVELOPMENT QUART ALLOC 9/2023 $17,500.00 SIMON CONTRACTORS OF SD IN ROADSTONE $220,982.59 SPEARFISH LUMBER CO HEM FIR $13.01 STEC'S INNOVATIVE SAFETY S REWARDS PROGRAM $26.18 STRUCTURAL DYNAMICS, LLC CONSTRUCTION CMU SKYRIDGE $426.40 SUMMIT BLASTING BLAST DUMP BED $1,632.66 SUPER CAR WASH APR-MAY-JUNE 2023 $862.25 SUPERIOR SANITATION LLC JULY RENTAL AND SERVICES $4,176.00 TNEMEC CO INC EPOXOLINE WWTP $244.96 TTG ENTERPRISES INC ALARM SYSTEM COMPUTER UPGRADE $752.36 TYLER TECHNOLOGIES INC ANNUAL FEES $449.17 VISIT SPEARFISH INC BID BOARD ALLOCATION 9/23 $26,598.00 WALMART CAPITAL ONE WATER FOR W/S FIELD STAFF-FOGG $332.31 WATEROUS COMPANY KIT MECH SEAL MOTOR POOL $780.20 INTEGRITY ACQUISITION LLC NUTS- KIT11 $107.08 WHITE'S QUEEN CITY MOTORS TRUCK FOR WATER DEPT $56,105.00 WYSS ASSOCIATES, INC. ELKHORN RIDGE LIFT STATION $46,300.24 TOTAL $1,162,509.06 August 2023 Salary Expense & Credit Card Fees Gross Gross Wages/Benefits Wages Benefits Mayor/Council $8,981.00 0.94% $8,342.72 $638.28 1.07% City Administrator 21,072.82 2.21% 16,945.60 4,127.22 2.18% City Attorney 11,663.02 1.22% 9,656.00 2,007.02 1.24% Finance 27,717.59 2.90% 22,600.00 5,117.59 2.91% Human Resources 9,907.46 1.04% 8,123.20 1,784.26 1.05% Gov't Bldgs 18,877.22 1.98% 14,783.43 4,093.79 1.90% Engineering 37,216.67 3.90% 30,108.61 7,108.06 3.88% Public Safety Admin 25,655.14 2.69% 20,238.78 5,416.36 2.61% Police 156,234.39 16.37% 123,359.17 32,875.22 15.88% Fire 20,754.54 2.17% 16,982.80 3,771.74 2.19% Bldg Inspection 24,387.10 2.56% 19,017.60 5,369.50 2.45% Streets & Snow 82,243.71 8.62% 65,503.28 16,740.43 8.43% Cemetery 11,434.57 1.20% 9,565.56 1,869.01 1.23% Animal Control 4,638.02 0.49% 3,280.51 1,357.51 0.42% Recreation/Aquatic 127,867.77 13.40% 112,281.56 15,586.21 14.45% Parks 72,741.68 7.62% 60,666.51 12,075.17 7.81%  Library 34,293.34 3.59% 27,551.24 6,742.10 3.55% Plan & Zone 19,551.65 2.05% 15,759.04 3,792.61 2.03% Motor Pool 23,092.72 2.42% 17,763.80 5,328.92 2.29% Wildland Fire 24,506.51 2.57% 21,242.44 3,264.07 2.73% Police Comm 46,868.38 4.91% 36,969.43 9,898.95 4.76% Water 23,950.20 2.51% 18,953.25 4,996.95 2.44% Electric Production 17,398.63 1.82% 13,824.58 3,574.05 1.78% Sewer 22,714.20 2.38% 18,038.23 4,675.97 2.32% WWTP 37,996.65 3.98% 30,674.38 7,322.27 3.95% Solid Waste 27,744.36 2.91% 21,449.87 6,294.49 2.76% Campground 14,923.99 1.56% 13,210.59 1,713.40 1.70% Totals $954,433.33 100.00% $776,892.18 $177,541.15 100.00% Banking Fees July 86.28 Credit Card Fees July $14,202.00 Grand Total $968,635.33 Added or Adjusted Wages: Employee Position Wage Effective Date Pitman, Cassie Accounts Payable & Cemetery Coordinator $ 23.04 8/20/2023 Planning Director Kapsa noted public comments on the Colorado Boulevard Corridor Study are being accepted via the website (www.coloradoblvdcorridorstudy.com) until September 24, 2023. The website contains information shared during the two public meetings held on the study as well. Comments can be submitted by using the “Submit a Comment” under Public Involvement or through the “Contact Us” at the top of the page. Parks and Recreation Director Ehnes noted that the grant application for the Skate Park has been denied. Staff will reapply for the grant in 2024 as construction isn’t planned until 2025. City Administrator McFarland noted that Catholic Social Services has raised around $37,000 for June flood victims. There being no further business, Hourigan moved, Clark seconded, and all voted to adjourn at 6:07 p.m. Dated this 5th day of September 2023. Attest: By:__________________________ John Senden, Mayor ________________________________ Michelle DeNeui, City Finance Officer Published once at the approximate cost of _____.