City Council Agendas, Packets and Minutes

Unapproved Minutes Council Special Session June 15, 2015 Monday 12:00 noon The special session of the City Council, City of Vermillion, South Dakota was held on Monday, June 15, 2015 at 12:00 noon at the City Hall large conference room. 1. Roll Call Present: Collier-Wise, Erickson, Holland, Clarene Meins, Price, Ward (arrived 12:05 p.m.), Willson, Mayor Powell Absent: Holly Meins 2. Informational Session – Update on Public Meeting on Downtown Sidewalks and other possible downtown projects – Jose Dominguez Jose Dominguez, City Engineer, reported that a public meeting was held at the Library on June 11th regarding downtown sidewalks and other possible projects. Jose reported that the Main/Court/Center traffic signal removal includes work on the curb extensions in this area and an option would be to include the sidewalk in the downtown area with that project. Jose noted that the downtown sidewalk inspection has a number of sidewalks in the area that need to be replaced. An option would be if the property owners wanted to join together with the city as part of a larger improvement project. Jose reported that he asked those at the meeting if they would like the City to apply for a grant that would help pay for a portion of the cost to redo all of the sidewalks in the downtown area. Jose said that there were 10 people who attended the meeting and the written comments varied from just doing the sidewalks to doing the sidewalk, curb and gutter and street paving so that it all looked the same. Jose reported that there are grants available through the State with a maximum of $400,000 per year. Jose noted that the grants are competitive thus there is no guarantee if it will be received or how much will be received. Jose reported that if the City Council wanted to make application for the grant an extension for the downtown sidewalk improvement special assessment completion should be considered. Alderman Ward arrived at 12:05 p.m. Discussion followed on if another public meeting should be held to obtain more public input to determine if there is a consensus of the property owners. Jose reported that he has contacted the State and the City could request a year extension on the traffic signal project to 1 allow additional time to review the option of including the sidewalk improvements. Jose answered questions of the City Council on the option. The consensus was to schedule another public meeting to obtain additional public input before proceeding. 3. Informational Session –Information on permitting chickens in city limits – Andy Colvin Andy Colvin, Assistant to the City Manager, reported that the Policies and Procedures Committee reported to the City Council at last meeting the recommendation to amend the ordinance to permit backyard chickens. Andy stated that he reviewed other city ordinances many of which are out of state as only a few cities in South Dakota allow chickens and those have very differing requirements. Andy stated that our zoning ordinance will need to be amended to provide for chicken coop structures in residential districts. Andy reviewed items that he found in other ordinances that the City Council will need to determine if they want to include or modify for our ordinance. Andy answered questions of the City Council on the items to include. Discussion followed with consensus to bring a draft ordinance to a future noon meeting for City Council discussion then with any modifications take the draft ordinance to a public meeting. 4. Briefing on the June 15, 2015 City Council Regular Meeting Council reviewed items on the agenda with City staff. No action was taken. 5. Adjourn 186-15 Alderman Clarene Meins moved to adjourn the Council special session at 12:24 p.m. Alderman Ward seconded the motion. Motion carried 8 to 0. Mayor Powell declared the motion adopted. Dated at Vermillion, South Dakota this 15th day of June, 2015. THE GOVERNING BODY OF THE CITY OF VERMILLION, SOUTH DAKOTA BY____________________________ John E. (Jack) Powell, Mayor ATTEST: BY___________________________________ Michael D. Carlson, Finance Officer 2 Unapproved Minutes City Council Regular Session June 15, 2015 Monday 7:00 p.m. The regular session of the City Council, City of Vermillion, South Dakota was called to order on Monday, June 15, 2015 at 7:00 p.m. by Mayor Powell. 1. Roll Call Present: Collier-Wise, Erickson, Holland, Clarene Meins, Holly Meins, Price, Ward, Willson, Mayor Powell 2. Pledge of Allegiance 3. Minutes A. Minutes of June 1, 2015 Special Session; June 1, 2015 Regular Session 187-15 Alderman Willson moved approval of the June 1, 2015 Special Session and June 1, 2015 Regular Session minutes. Alderman Price seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. 4. Adoption of Agenda 188-15 Alderman Collier-Wise moved approval of the agenda with the addition to visitors to be heard of Proclamation of Summer Learning Day. Alderman Price seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. 5. Visitors to be Heard Alderman Clarene Meins read the proclamation designating June 19, 2015 as Summer Learning Day in Vermillion. Mayor Powell asked that the proclamation be presented to the Library. 6. Public Hearings A. Retail on-off sale malt beverage license for Guo Wei Zheng for Asian Buffet at 404 Bower Street 3 Mike Carlson, Finance Officer, reported that an application was received for a retail on-off sale malt beverage license for Guo Wei Zheng for the Asian Buffet at 404 Bower Street. The license period is from July 1, 2015 to June 30, 2016. Mike stated that the notice of hearing and Police Chief’s report are included in the packet. Discussion followed. 189-15 Alderman Collier-Wise moved approval of the retail on-off sale malt beverage license for Guo Wei Zheng for Asian Buffet at 404 Bower Street. Alderman Erickson seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. 7. Old Business 8. New Business A. Planning Commission appointments Mayor Powell reported that the terms of Don Forseth, Laura Jones, Mike Manning, Doug Tuve and Ted Muenster will be expiring at the end of June. The openings were posted and the individual expression of interest forms are included in the packet. Mayor Powell recommended the reappointment of the five members to five year terms on the Planning Commission. Mayor Powell wanted to thank all that completed the expression of interest forms. 190-15 Alderman Ward moved approval of the Mayor’s recommendations of the reappointment of Don Forseth, Laura Jones, Mike Manning, Doug Tuve and Ted Muenster to five year terms on the Planning Commission. Alderman Price seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. B. Vermillion Housing Authority Board appointment Mayor Powell reported that Joan Holter’s current term on the Vermillion Housing Authority will be expiring at the end of June. The opening was posted and one individual has expressed interest in the position. Mayor Powell recommended the reappointment of Joan Holter to a five year term on the Vermillion Housing Authority. 191-15 Alderman Price moved approval of the Mayor’s recommendation of the reappointment of Joan Holter to a five year term on the Vermillion 4 Housing Authority Board. Alderman Holland seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. C. Request to close Main Street from the Bank of the West entrance to Market Street, Center Street from Main Street north to National Street, Court Street from Main Street south one-half block to the alley from 5:00 p.m. to 9:00 p.m. on Wednesday, July 15, 2015 for the Tri-State Drive-In Cruisers Jose Dominguez, City Engineer, stated that the Tri-State Drive-in Cruisers are hosting their annual car show on Wednesday, July 15th and, as such, are requesting the temporary closure of portions of Main Street, Court Street and Center Street. Jose reported that the request is to close Main Street from the Bank of the West entrance to Prospect Street, Court Street one-half block south of Main Street, and Center Street one block north of Main Street from 5:00 p.m. to 9:00 p.m. on Wednesday, July 15, 2015. Jose noted that the Police, Fire and EMS Departments have been notified of the closure request. George Roetman, representing the Cruisers, answered questions of the City Council and passed along that the group is always pleased to come to Vermillion. 192-15 Alderman Willson moved approval of the closure of Main Street from the Bank of the West entrance to Prospect Street, Court Street one-half block south of Main Street, and Center Street one block north of Main Street from 5:00 p.m. to 9:00 p.m. on Wednesday, July 15, 2015 for the Tri-State Drive-in Cruisers Car Show. Alderman Collier-Wise seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. D. Request to close N. Plum Street, from E. Cherry Street to SD Highway 50 bypass, on Friday, August 21, 2015 from 5:00 a.m. to 3:00 p.m. for USD’s Move-In Day Jose Dominguez, City Engineer, reported that the University of South Dakota has been utilizing Plum Street, between Highway 50 and E. Cherry Street, during their move-in day. He stated that the traffic control for the move-in requires the assistance of the City and the DOT. Jose stated that the request from USD is included in the packet. In order to mitigate the danger of the local traffic on Plum Street, USD has requested that Plum Street from Cherry Street to Hwy. 50 be closed from 5:00 a.m. to 3:00 p.m. on Friday, August 21, 2015. Jose noted that the map attached shows the areas affected. Jose noted that all residents in the mobile home park and apartments can use alternate routes to access their residences. Jose noted that the Police, Fire and EMS Departments have been notified of the closure request. Jose recommended the closure with the stipulation that all traffic control devices for the closure be acquired, installed and removed by USD. 5 193-15 Alderman Ward moved approval of the request to close N. Plum Street from E. Cherry Street to SD Highway 50 bypass on Friday, August 21, 2015 from 5:00 a.m. to 3:00 p.m. for USD Move-in Day with the stipulation as recommended by the City Engineer. Alderman Holland seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. E. Request to close Rose Street, from Coyote Village to the Dakota Dome, on Friday, August 21, 2015 from 5:00 a.m. to 3:00 p.m. for USD’s Move-In Day Jose Dominguez, City Engineer, reported that the University has requested the closing of Rose Street from Coyote Village to the Dakota Dome during their move-in day. Jose stated that the request for the closure is due to safety concerns with traffic. Jose reported that, to remove the danger of the local traffic on Rose Street, USD has requested that Rose Street from Coyote Village to the Dakota Dome be closed from 5:00 a.m. to 3:00 p.m. on Friday, August 21, 2015. Jose noted that the map showing the areas affected is included in the packet. Jose noted that the Police, Fire and EMS Departments have been notified of the closure request. Jose recommended the closure with the stipulation that all traffic control devices for the closure be acquired, installed and removed by USD. 194-15 Alderman Ward moved approval of the closing of Rose Street from Coyote Village to the Dakota Dome, on Friday, August 21, 2015 from 5:00 a.m. to 3:00 p.m. for USD Move-in Day with the stipulation as recommended by the City Engineer. Alderman Collier-Wise seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. F. Resolution Appointing Precinct Election Officials and Fixing Compensation Mike Carlson, Finance Officer, reported that the City Council has set June 30, 2015 as the special election date for the initiated measure on the malt beverage markup and the referred measure for daycare registration. Mike noted that State statute requires the City Council to appoint precinct election officials and set the compensation. Mike stated that the resolution includes the names of the individuals that have agreed to serve with the compensation of $175 for superintendent and $145 for precinct officials along with $25 for each member that attends the instruction class. Mike noted that this fee is higher than 6 what the County adopted for 2015 as the election workers will count the paper ballots after the polls close. Discussion followed. 195-15 After reading the same once, Alderman Willson moved adoption of the following: Resolution Appointing Precinct Election Officials And Fixing Compensation for June 30, 2015 Special Election WHEREAS, the Vermillion City Council has set a special election for June 30, 2015 for the initiated and referred measures, and; WHEREAS, SDCL 9-13-16.1 requires that each voting precinct shall be presided over by one superintendent and at a minimum two deputies appointed by the Governing Body, and; WHEREAS, the statute also states that the compensation for such precinct workers shall be fixed by the Governing Body. THEREFORE, BE IT RESOLVED that the precinct workers be appointed as follows: Central Ward – Superintendent – Lisa Johnson Deputies – Jennifer Ashley, Joan Holter Northeast Ward – Superintendent – Kent Osborne Deputies – Mary Sorensen, Aaron Fader Northwest Ward – Superintendent – Erma Larson Deputies – Darlene Bottolfson, Marsha Martinson Southeast Ward – Superintendent – Wess Pravecek Deputies – Beverly Orr, Doris Hodgen And the Finance Officer is authorized to appoint substitute precinct workers if any of the above are unable to serve their appointment. BE IT FURTHER RESOLVED, that the compensation for each superintendent be $175.00 and each deputy be $145.00 per election, plus $25.00 for each precinct worker attending a meeting on election instruction and that there will be one cell phone provided by one precinct worker per ward and a $5.00 fee will be issued for the usage of the phone for election day. Dated at Vermillion, South Dakota this 15th day of June, 2015. 7  THE GOVERNING BODY OF THE CITY OF VERMILLION, SOUTH DAKOTA By_________________________________ John E. (Jack) Powell, Mayor ATTEST: By___________________________________ Michael D. Carlson, Finance Officer The motion was seconded by Alderman Collier-Wise. Discussion followed and the question of the adoption of the Resolution was presented for a vote of the Governing Body. 9 members voted in favor of and 0 members voted in opposition to the Resolution. Mayor Powell declared that the Resolution was adopted. G. Agreement between the State and the City for Use and Restoration of Haul Road as it relates to the W. Main Street mill and asphalt overlay project Jose Dominguez, City Engineer, reported that the City/State project that will be milling and overlaying West Main Street from High Street to Stanford Street. Jose noted that the project is expected to be completed by July 27, 2015. Jose stated that part of the project will require that the existing road surface be milled. Jose noted that the City will be keeping the millings to be used on future projects. The contractor that has been retained to complete the milling will also be transporting the material from the project site to the City’s stockpile. The stockpile is on City land on South Dakota Street by the sand pit north of the airport. Jose noted that, due to the fact that the City’s road system will be used during the project to haul the material, the State is requiring that the Contractor sign an agreement. Jose noted that this agreement will protect the City from any damage that may occur to the roads. The agreement will make the State and the contractor responsible for any repairs necessary if any damage were to occur to the roads. Jose recommended approval of the agreement. 196-15 Alderman Holland moved approval of the agreement between the State and the City for the use and restoration of haul road as it relates to the West Main Street mill and asphalt overlay project and authorize the Mayor to sign. Alderman Collier-Wise seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. 9. Bid Openings 8 A. 2015 Miscellaneous Concrete projects Jose Dominguez, City Engineer, reported that bids were opened on June 10, 2015 for miscellaneous concrete projects. Jose stated that the specifications were sent to five contractors and five plan houses with only one bid received. Jose stated that the only bid from M&M Construction was for $74,559.32 and the engineer’s estimate was $79,825. Jose noted that the project includes work for the Parks and Electric departments that will be charged for their respective portion of the project. Jose recommended approval of the only bid. 197-15 Alderman Willson moved approval of the only bid of M&M Construction of $74,559.32 for miscellaneous concrete projects. Alderman Collier-Wise seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. 10. City Manager's Report A. John reported on the receipt of a raffle notification from Heartland Humane Society. It was part of their Taste and Tour event on June 13th. Tickets were 2 for $5 or 5 for $10. Half of the winnings will go to ticket holder while the other half will go to support the Heartland Humane Society B. John reported that the City is seeking Expression of Interest forms for individuals interested in serving as the Vermillion citizen representative on the Joint Powers Board. John stated that the Joint Powers Board is a cooperative arrangement with Clay County, Yankton County, City of Yankton and City of Vermillion to address solid waste facilities at the Recycling Center, Landfill and transfer station. The current City representative’s term is ending and he is not reapplying due to relocation later this year. John stated that the Expression of Interest forms are due by Noon on Thursday, July 16th for City Council consideration at the July 20th meeting. C. John reported that City offices will be closed on Friday, July 3rd for the July 4th holiday. D. John reminded Council members of the joint meeting with the Yankton City Commission on Monday, June 29th at 7:00 p.m. in the RTEC Center in Yankton. Please contact City Hall if transportation is needed. E. John reported that a Public meeting on possible options for projects in the downtown area has been set for Wednesday, July 1, 2015 at 6:30 9 p.m. in the City Council Chambers. John said there will be a presentation on options with a question and answer period to follow. PAYROLL ADDITIONS AND CHANGES Ambulance: Emily Brigham $30.00/1st-$17.00/2nd, Sophie Johnson $10.00/hr, Alex Sherlock $35.00/1st-$22.00/2nd; Recreation: Tomalyn Peckham $8.50/hr, Anneliese Taggart $8.50/hr; Pool: Maria Callegari $8.75/hr, Nick Fey $8.50/hr; Emily VanLaecken $8.50/hr; Library: Jeffrey Engeman $11.26/hr; Golf Maintenance: Braden DeBoer $8.50/hr; Landfill: Josh Eitel $9.25/hr; Water: Shane Griese $19.55/hr; Recycling: Tarryn Iwan $9.00/hr; Curbside Recycling: Calle Sorensen $15.83/hr 11. Invoices Payable 198-15 Alderman Holland moved approval of the following invoices: Ahead, Inc merchandise 424.33 Aidan Beck refund meter deposit/fees 65.60 Billion Chevrolet vehicle purchased 31,655.00 Bluetarp Financial, Inc storage cabinet 666.53 Broadcaster Press advertising 2,054.99 Bureau Of Administration telephone 250.97 Centurylink telephone 1,502.51 City Of Vermillion landfill vouchers 648.00 Clay Rural Water System water usage 58.50 Clay-Union Electric Corp electricity 1,590.45 Dept. Environment Natl Res landfill operations fee 3,177.77 Division Of Motor Vehicle title/plates 14.00 Elizabeth Springer refund swim lessons fee 10.00 GCSAA membership dues 375.00 Gregg Peters manager fee 6,000.00 Heine Electric & Irrigation repairs 10,297.00 Laura Glover refund rec. program fees 30.00 Loren Fischer Disposal haul cardboard 210.00 Mark Milbrodt safety boots reimbursement 100.00 Matheson Tri-Gas, Inc supplies 606.22 Midamerican gas usage 1,998.35 Midcontinent Communication internet/cable service 118.68 Republic National Dist merchandise 12,425.95 Reserve Account postage for meter 950.00 Sentry Insurance refund ambulance payment 35.00 10 Stern Oil Co. fuel 16,802.92 Terex Utilities, Inc repairs 2,630.51 United Parcel Service shipping 270.59 US Postmaster postage 1,100.00 Vast Broadband dialup service 49.95 Wellmark BCBS refund ambulance over payment 6.00 Western Iowa Tech registration 75.00 Kimberly Grieve Bright Energy Rebate 30.00 Rennee Ondrozeck Bright Energy Rebate 30.00 Tom Lavin Bright Energy Rebate 60.00 Maxine Rogers Bright Energy Rebate 30.00 Joanne Davis Bright Energy Rebate 30.00 Patricia Downey Bright Energy Rebate 400.00 Ken Beringer Bright Energy Rebate 30.00 Alderman Collier-Wise seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. 12. Consensus Agenda - None 13. Adjourn 199-15 Alderman Ward moved to adjourn the Council Meeting at 7:26 p.m. Alderman Erickson seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. Dated at Vermillion, South Dakota this 15th day of June, 2015. THE GOVERNING BODY OF THE CITY OF VERMILLION, SOUTH DAKOTA BY____________________________ John E. (Jack) Powell, Mayor ATTEST: BY___________________________________ Michael D. Carlson, Finance Officer Published once at the approximate cost of ___________. 11