Public Works Committee (Ceased May 2022)

CITY OF SPEARFISH PUBLIC WORKS COMMITTEE MINUTES May 11, 2016 The Public Works Committee met at 4:15 PM in the Council Chambers of the Municipal Services Centre on Wednesday May 11, 2016 with the following members present: Lee, Hodgs and Klarenbeek. Also present were: City Administrator Neeb, Finance Officer Dutton, City Planner Watson, City Attorney Davis, Wastewater Treatment Facility Superintendent Evridge, Parks, Recreation and Forestry Superintendent Hepper, Environmental Services Manager Callaway, Recreation Facility Director Hoffman and Administrative Intern Vinal. Chair – Dan Hodgs was selected by the Committee to chair. Items from Visitors Leadership Spearfish – Leadership Spearfish presented plans to Public Works Committee for their project plans to light the box culvert tunnel at Lookout Mountain access point. Kaija Swisher stated this is the first step of the project planning and emphasized that they are not asking for money. On Monday, they will ask approval for Mayor to sign the DOT agreements, assistance with project specifications and guidance for grant timelines. Proclamation – On Monday, Mayor Boke will proclaim the week of May 15-21 as Emergency Medical Services Week in Spearfish. Proclamation – On Monday, Mayor Boke will proclaim May 18th as Emergency Medical Services for Children Day in Spearfish. Proclamation – On Monday, Mayor Boke will proclaim May 15-21, 2016 as National Police Week in the City of Spearfish. Running Property – On Monday, Rachel Headley will present plan for Running Property. Ordinances and Resolutions Ordinance 1244 – Committee forwarded to Full Council without recommendation for First Reading of Ordinance 1244 – Rezone Rocky Road Rentals, Tract D Voorhees Addition from Ag to C2 and to set public hearing for June 6, 2016. Planning Commission recommended approval (5/1) and City Planner Watson stated that the opposing vote was due to preference of DRD over C2. Watson also stated a Development Agreement will likely accompany second reading. Human Resources Hire – Committee recommended approval to Full Council to hire Crystena Sieber as the Recreation Administrative Assistant at a grade 12, step 2, $16.23 per hour effective 5/18/2016. Replacement position. Seasonal Hires – Committee recommended approval to Full Council, Consent Agenda to hire the following seasonal employees effective 5/16/2016: (There may be more ready for Monday’s agenda.) • Kaitlyn Schmidt, Summer Library Page, $9.50 per hour • Delaney Voight, Lifeguard, $9.00 per hour • Zackery Olson, Streets, $9.50 per hour. • Karson Klein, Streets, $9.50 per hour. Public Works. Bid – Committee recommended approval to Full Council to award 2016 Pavement Marking Bid to low bidder Golz Striping, LLC with a low bid of $14,707.50. Three bids were received. Brown Bags – Committee recommended approval to Full Council, Consent Agenda to approve the following Brown Bag Permits: FACILITY APPLICANT EVENT DATE Snappers Club Dave Claggett Memorial Service 5/10/16 Jorgensen Park Vicki Comer Family Gathering 6/25/16 Parks and Recreation FYI - The Salem Park All-Inclusive Play structure is done - see the Parks and Rec Facebook page for photos. Engineering Easement and Agreements – Committee recommended approval to Full Council, Consent Agenda to approve and authorize Mayor to sign Waterline Easement and Agreements – McGuigan Road. Finance Office Audit Request – Committee recommended approval to Full Council to seek proposals for audit of City telecommunication vendor billing statements and services. Finance Officer Dutton stated phone, cable, internet and cell phones will be evaluated. There is no cost for this service; however, these companies take a percentage of the savings as payment. Agreement – Committee recommended approval to Full Council for the package off-sale liquor license agreement with Exit 8 Speedy Mart and authorize Mayor Boke to sign. TID 4 – Committee recommended approval to Full Council for TID#4 Final Cost Certification. Total developer funded cost is $1,098,081.22. City Administration Appointments - On Monday, Mayor Boke will appoint Alternate 1 and Alternate 2 to Board of Adjustment. Reminder: 2017 Budget Meetings: • 8-16-2016 – 5PM – 9PM • 8-22-2016 – 5PM – 8PM • 8-29-2016 – 5PM – 8PM  • 8-31-2016 – Combined Committees at 4:15 Final Budget workshop follows at 5 PM or as soon thereafter. Notice – there will be Executive Session at the end of Monday’s Council meeting for a personnel matter as well as contractual. No action items are expected. There being no further discussion before the committee, the meeting was adjourned at 5:01 PM.  CITY OF SPEARFISH PUBLIC WORKS COMMITTEE MINUTES May 11, 2016 The Public Works Committee met at 4:15 PM in the Council Chambers of the Municipal Services Centre on Wednesday May 11, 2016 with the following members present: Lee, Hodgs and Klarenbeek. Also present were: City Administrator Neeb, Finance Officer Dutton, City Planner Watson, City Attorney Davis, Wastewater Treatment Facility Superintendent Evridge, Parks, Recreation and Forestry Superintendent Hepper, Environmental Services Manager Callaway, Recreation Facility Director Hoffman and Administrative Intern Vinal. Chair – Dan Hodgs was selected by the Committee to chair. Items from Visitors Leadership Spearfish – Leadership Spearfish presented plans to Public Works Committee for their project plans to light the box culvert tunnel at Lookout Mountain access point. Kaija Swisher stated this is the first step of the project planning and emphasized that they are not asking for money. On Monday, they will ask approval for Mayor to sign the DOT agreements, assistance with project specifications and guidance for grant timelines. Proclamation – On Monday, Mayor Boke will proclaim the week of May 15-21 as Emergency Medical Services Week in Spearfish. Proclamation – On Monday, Mayor Boke will proclaim May 18th as Emergency Medical Services for Children Day in Spearfish. Proclamation – On Monday, Mayor Boke will proclaim May 15-21, 2016 as National Police Week in the City of Spearfish. Running Property – On Monday, Rachel Headley will present plan for Running Property. Ordinances and Resolutions Ordinance 1244 – Committee forwarded to Full Council without recommendation for First Reading of Ordinance 1244 – Rezone Rocky Road Rentals, Tract D Voorhees Addition from Ag to C2 and to set public hearing for June 6, 2016. Planning Commission recommended approval (5/1) and City Planner Watson stated that the opposing vote was due to preference of DRD over C2. Watson also stated a Development Agreement will likely accompany second reading. Human Resources Hire – Committee recommended approval to Full Council to hire Crystena Sieber as the Recreation Administrative Assistant at a grade 12, step 2, $16.23 per hour effective 5/18/2016. Replacement position. Seasonal Hires – Committee recommended approval to Full Council, Consent Agenda to hire the following seasonal employees effective 5/16/2016: (There may be more ready for Monday’s agenda.) • Kaitlyn Schmidt, Summer Library Page, $9.50 per hour • Delaney Voight, Lifeguard, $9.00 per hour • Zackery Olson, Streets, $9.50 per hour. • Karson Klein, Streets, $9.50 per hour. Public Works. Bid – Committee recommended approval to Full Council to award 2016 Pavement Marking Bid to low bidder Golz Striping, LLC with a low bid of $14,707.50. Three bids were received. Brown Bags – Committee recommended approval to Full Council, Consent Agenda to approve the following Brown Bag Permits: FACILITY APPLICANT EVENT DATE Snappers Club Dave Claggett Memorial Service 5/10/16 Jorgensen Park Vicki Comer Family Gathering 6/25/16 Parks and Recreation FYI - The Salem Park All-Inclusive Play structure is done - see the Parks and Rec Facebook page for photos. Engineering Easement and Agreements – Committee recommended approval to Full Council, Consent Agenda to approve and authorize Mayor to sign Waterline Easement and Agreements – McGuigan Road. Finance Office Audit Request – Committee recommended approval to Full Council to seek proposals for audit of City telecommunication vendor billing statements and services. Finance Officer Dutton stated phone, cable, internet and cell phones will be evaluated. There is no cost for this service; however, these companies take a percentage of the savings as payment. Agreement – Committee recommended approval to Full Council for the package off-sale liquor license agreement with Exit 8 Speedy Mart and authorize Mayor Boke to sign. TID 4 – Committee recommended approval to Full Council for TID#4 Final Cost Certification. Total developer funded cost is $1,098,081.22. City Administration Appointments - On Monday, Mayor Boke will appoint Alternate 1 and Alternate 2 to Board of Adjustment. Reminder: 2017 Budget Meetings: • 8-16-2016 – 5PM – 9PM • 8-22-2016 – 5PM – 8PM • 8-29-2016 – 5PM – 8PM  • 8-31-2016 – Combined Committees at 4:15 Final Budget workshop follows at 5 PM or as soon thereafter. Notice – there will be Executive Session at the end of Monday’s Council meeting for a personnel matter as well as contractual. No action items are expected. There being no further discussion before the committee, the meeting was adjourned at 5:01 PM.  CITY OF SPEARFISH PUBLIC WORKS COMMITTEE MINUTES May 11, 2016 The Public Works Committee met at 4:15 PM in the Council Chambers of the Municipal Services Centre on Wednesday May 11, 2016 with the following members present: Lee, Hodgs and Klarenbeek. Also present were: City Administrator Neeb, Finance Officer Dutton, City Planner Watson, City Attorney Davis, Wastewater Treatment Facility Superintendent Evridge, Parks, Recreation and Forestry Superintendent Hepper, Environmental Services Manager Callaway, Recreation Facility Director Hoffman and Administrative Intern Vinal. Chair – Dan Hodgs was selected by the Committee to chair. Items from Visitors Leadership Spearfish – Leadership Spearfish presented plans to Public Works Committee for their project plans to light the box culvert tunnel at Lookout Mountain access point. Kaija Swisher stated this is the first step of the project planning and emphasized that they are not asking for money. On Monday, they will ask approval for Mayor to sign the DOT agreements, assistance with project specifications and guidance for grant timelines. Proclamation – On Monday, Mayor Boke will proclaim the week of May 15-21 as Emergency Medical Services Week in Spearfish. Proclamation – On Monday, Mayor Boke will proclaim May 18th as Emergency Medical Services for Children Day in Spearfish. Proclamation – On Monday, Mayor Boke will proclaim May 15-21, 2016 as National Police Week in the City of Spearfish. Running Property – On Monday, Rachel Headley will present plan for Running Property. Ordinances and Resolutions Ordinance 1244 – Committee forwarded to Full Council without recommendation for First Reading of Ordinance 1244 – Rezone Rocky Road Rentals, Tract D Voorhees Addition from Ag to C2 and to set public hearing for June 6, 2016. Planning Commission recommended approval (5/1) and City Planner Watson stated that the opposing vote was due to preference of DRD over C2. Watson also stated a Development Agreement will likely accompany second reading. Human Resources Hire – Committee recommended approval to Full Council to hire Crystena Sieber as the Recreation Administrative Assistant at a grade 12, step 2, $16.23 per hour effective 5/18/2016. Replacement position. Seasonal Hires – Committee recommended approval to Full Council, Consent Agenda to hire the following seasonal employees effective 5/16/2016: (There may be more ready for Monday’s agenda.) • Kaitlyn Schmidt, Summer Library Page, $9.50 per hour • Delaney Voight, Lifeguard, $9.00 per hour • Zackery Olson, Streets, $9.50 per hour. • Karson Klein, Streets, $9.50 per hour. Public Works. Bid – Committee recommended approval to Full Council to award 2016 Pavement Marking Bid to low bidder Golz Striping, LLC with a low bid of $14,707.50. Three bids were received. Brown Bags – Committee recommended approval to Full Council, Consent Agenda to approve the following Brown Bag Permits: FACILITY APPLICANT EVENT DATE Snappers Club Dave Claggett Memorial Service 5/10/16 Jorgensen Park Vicki Comer Family Gathering 6/25/16 Parks and Recreation FYI - The Salem Park All-Inclusive Play structure is done - see the Parks and Rec Facebook page for photos. Engineering Easement and Agreements – Committee recommended approval to Full Council, Consent Agenda to approve and authorize Mayor to sign Waterline Easement and Agreements – McGuigan Road. Finance Office Audit Request – Committee recommended approval to Full Council to seek proposals for audit of City telecommunication vendor billing statements and services. Finance Officer Dutton stated phone, cable, internet and cell phones will be evaluated. There is no cost for this service; however, these companies take a percentage of the savings as payment. Agreement – Committee recommended approval to Full Council for the package off-sale liquor license agreement with Exit 8 Speedy Mart and authorize Mayor Boke to sign. TID 4 – Committee recommended approval to Full Council for TID#4 Final Cost Certification. Total developer funded cost is $1,098,081.22. City Administration Appointments - On Monday, Mayor Boke will appoint Alternate 1 and Alternate 2 to Board of Adjustment. Reminder: 2017 Budget Meetings: • 8-16-2016 – 5PM – 9PM • 8-22-2016 – 5PM – 8PM • 8-29-2016 – 5PM – 8PM  • 8-31-2016 – Combined Committees at 4:15 Final Budget workshop follows at 5 PM or as soon thereafter. Notice – there will be Executive Session at the end of Monday’s Council meeting for a personnel matter as well as contractual. No action items are expected. There being no further discussion before the committee, the meeting was adjourned at 5:01 PM.  CITY OF SPEARFISH PUBLIC WORKS COMMITTEE MINUTES May 11, 2016 The Public Works Committee met at 4:15 PM in the Council Chambers of the Municipal Services Centre on Wednesday May 11, 2016 with the following members present: Lee, Hodgs and Klarenbeek. Also present were: City Administrator Neeb, Finance Officer Dutton, City Planner Watson, City Attorney Davis, Wastewater Treatment Facility Superintendent Evridge, Parks, Recreation and Forestry Superintendent Hepper, Environmental Services Manager Callaway, Recreation Facility Director Hoffman and Administrative Intern Vinal. Chair – Dan Hodgs was selected by the Committee to chair. Items from Visitors Leadership Spearfish – Leadership Spearfish presented plans to Public Works Committee for their project plans to light the box culvert tunnel at Lookout Mountain access point. Kaija Swisher stated this is the first step of the project planning and emphasized that they are not asking for money. On Monday, they will ask approval for Mayor to sign the DOT agreements, assistance with project specifications and guidance for grant timelines. Proclamation – On Monday, Mayor Boke will proclaim the week of May 15-21 as Emergency Medical Services Week in Spearfish. Proclamation – On Monday, Mayor Boke will proclaim May 18th as Emergency Medical Services for Children Day in Spearfish. Proclamation – On Monday, Mayor Boke will proclaim May 15-21, 2016 as National Police Week in the City of Spearfish. Running Property – On Monday, Rachel Headley will present plan for Running Property. Ordinances and Resolutions Ordinance 1244 – Committee forwarded to Full Council without recommendation for First Reading of Ordinance 1244 – Rezone Rocky Road Rentals, Tract D Voorhees Addition from Ag to C2 and to set public hearing for June 6, 2016. Planning Commission recommended approval (5/1) and City Planner Watson stated that the opposing vote was due to preference of DRD over C2. Watson also stated a Development Agreement will likely accompany second reading. Human Resources Hire – Committee recommended approval to Full Council to hire Crystena Sieber as the Recreation Administrative Assistant at a grade 12, step 2, $16.23 per hour effective 5/18/2016. Replacement position. Seasonal Hires – Committee recommended approval to Full Council, Consent Agenda to hire the following seasonal employees effective 5/16/2016: (There may be more ready for Monday’s agenda.) • Kaitlyn Schmidt, Summer Library Page, $9.50 per hour • Delaney Voight, Lifeguard, $9.00 per hour • Zackery Olson, Streets, $9.50 per hour. • Karson Klein, Streets, $9.50 per hour. Public Works. Bid – Committee recommended approval to Full Council to award 2016 Pavement Marking Bid to low bidder Golz Striping, LLC with a low bid of $14,707.50. Three bids were received. Brown Bags – Committee recommended approval to Full Council, Consent Agenda to approve the following Brown Bag Permits: FACILITY APPLICANT EVENT DATE Snappers Club Dave Claggett Memorial Service 5/10/16 Jorgensen Park Vicki Comer Family Gathering 6/25/16 Parks and Recreation FYI - The Salem Park All-Inclusive Play structure is done - see the Parks and Rec Facebook page for photos. Engineering Easement and Agreements – Committee recommended approval to Full Council, Consent Agenda to approve and authorize Mayor to sign Waterline Easement and Agreements – McGuigan Road. Finance Office Audit Request – Committee recommended approval to Full Council to seek proposals for audit of City telecommunication vendor billing statements and services. Finance Officer Dutton stated phone, cable, internet and cell phones will be evaluated. There is no cost for this service; however, these companies take a percentage of the savings as payment. Agreement – Committee recommended approval to Full Council for the package off-sale liquor license agreement with Exit 8 Speedy Mart and authorize Mayor Boke to sign. TID 4 – Committee recommended approval to Full Council for TID#4 Final Cost Certification. Total developer funded cost is $1,098,081.22. City Administration Appointments - On Monday, Mayor Boke will appoint Alternate 1 and Alternate 2 to Board of Adjustment. Reminder: 2017 Budget Meetings: • 8-16-2016 – 5PM – 9PM • 8-22-2016 – 5PM – 8PM • 8-29-2016 – 5PM – 8PM  • 8-31-2016 – Combined Committees at 4:15 Final Budget workshop follows at 5 PM or as soon thereafter. Notice – there will be Executive Session at the end of Monday’s Council meeting for a personnel matter as well as contractual. No action items are expected. There being no further discussion before the committee, the meeting was adjourned at 5:01 PM.