City Council Agendas, Packets and Minutes

Unapproved Minutes Council Special Session July 20, 2015 Monday 12:00 noon The special session of the City Council, City of Vermillion, South Dakota was held on Monday, July 20, 2015 at 12:00 noon at the City Hall large conference room. 1. Roll Call Present: Collier-Wise, Holland, Clarene Meins, Price, Ward (arrived at 12:02 p.m.), Willson, Mayor Powell Absent: Erickson, Holly Meins 2. Informational Session – Review of Downtown Streetscape Plan – Jose Dominguez Jose Dominguez, City Engineer, reviewed the 2004 Downtown Streetscape Plan. Jose noted that the streetscape plan is an all encompassing plan and what the City and downtown owners are currently looking at is sidewalks, bump outs, streets and landscaping. Alderman Ward arrived at 12:02 p.m. Jose reviewed the goals and recommendations of the downtown streetscape plan. Jose reviewed the conceptual plans along with elements of the streetscape plan. Jose noted that the Downtown Streetscape Plan can provide some guidance for a committee reviewing options for the downtown bump outs, sidewalks, streets and landscaping as part of the traffic signal project. Jose stated that the next steps would be for the City Council to adopt the Downtown Streetscape plan as it applies to the current downtown project. Jose stated that the City Council would then need to set parameters and develop a charge for a downtown committee. Jose stated that, if needed, a Landscape architect could assist the committee with drawing the final proposal for the traffic signal intersections to be included in the signal project. Discussion followed on the Downtown Streetscape Plan. The consensus was to have staff bring a resolution to the next meeting for the adoption of the Downtown Streetscape Plan as the conceptual plan for consideration on downtown sidewalk, bump out, street and landscaping improvements as it applies to the traffic signal project. 3. Briefing on the July 20, 2015 City Council Regular Meeting Council reviewed items on the agenda with City staff. No action was taken. 4. Adjourn 217-15 1 Alderman Ward moved to adjourn the Council special session at 12:28 p.m. Alderman Collier-Wise seconded the motion. Motion carried 7 to 0. Mayor Powell declared the motion adopted. Dated at Vermillion, South Dakota this 20th day of July, 2015. THE GOVERNING BODY OF THE CITY OF VERMILLION, SOUTH DAKOTA BY____________________________ John E. (Jack) Powell, Mayor ATTEST: BY___________________________________ Michael D. Carlson, Finance Officer Unapproved Minutes City Council Regular Session July 20, 2015 Monday 7:00 p.m. The regular session of the City Council, City of Vermillion, South Dakota was called to order on Monday, July 20, 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 July 6, 2015 Special Session; July 6, 2015 Regular Session. 218-15 Alderman Collier-Wise moved approval of the July 6, 2015 Special Session and July 6, 2015 Regular Session minutes. Alderman Willson seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. 4. Adoption of Agenda 219-15 2 Alderman Willson moved approval of the agenda with the addition to 12 Consensus Agenda of D. to set a public hearing for August 3rd for a permit to exceed permissible sound levels for the Dakota Day Committee on September 30, 2015. Alderman Price seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. 5. Visitors to be Heard Ann Shuda, 19 ½ N Dakota, stated that there is considerable traffic on the alley by her residence and requested that the City install stop signs at the alley intersections. Kathleen Carlson, 210 E Main, addressed the Council with her concern about the availability of bottled water in the community when she needed it and what would happen if many in the community needed water. 6. Public Hearings - None 7. Old Business - None 8. New Business A. Poverty and the South Dakota Community Foundation School Garden grant presentation by 8th grade Vermillion Middle School students Natasha Gault, 8th Grade Science Teacher, reported that Science, Technology, Engineering, and Mathematics for Sustainability (STEMS) is a community innovation project that is conducted by Eighth Grade Students at Vermillion Middle School. STEMS include a poverty education component along with a garden design and implementation. Natasha reported that a grant from the South Dakota Community Foundation along with donations funded the project. Natasha introduced the students who made a presentation on their project. Natasha followed up with the quantity of food raised that has been delivered to the Food Pantry and the Welcome Table. Mayor Powell thanked Natasha and the students for their efforts in addressing poverty in the community. B. Missouri Weave mural funding request John Prescott, City Manager, reported that a request was received from the Vermillion Area Arts Council for financial assistance with Missouri Weave Restoration Project. The Missouri Weave mural is located on Center Street south of Main Street. John stated that the project budget and information explaining the project are included in the packet. John stated that he felt funding from the BBB sales tax fund would be appropriate as it is promotion of the community. John recommended $250 from the BBB Sales tax fund be awarded to the VAAC for the restoration of the Missouri Weave mural. 3 220-15 Alderman Holland moved approval of awarding $250 to the Vermillion Area Arts Council for the restoration of the Missouri Weave mural on Center Street. Alderman Collier-Wise seconded the motion. Alderman Willson stated that he would not be supporting the motion as the BBB sales tax fund was to be used for economic development. Motion carried 7 to 2. Mayor Powell declared the motion adopted. C. Joint Powers Board appointment Mayor Powell stated that Joint Powers agreement provides that the Vermillion City Council appoint one citizen member to represent the Vermillion community. Mayor Powell stated that the term is for three years and the existing representative term expired in June and he had indicated that he would no longer be able to serve as he will be relocating. The opening was advertized in the paper and City web site. Mayor Powell stated that an expression of interest form was received from Lindsey Jennewein and recommended her appointment. 221-15 Alderman Price moved approval of the Mayor’s recommendation of the appointment of Lindsey Jennewein as the Vermillion City citizen appointment to the Joint Powers Board for a three year term expiring June 2018. Alderman Willson seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. D. Declare two pickups and a Police Expedition surplus Jose Dominguez, City Engineer, reported that a Parks Department 1994 Ford F150 pickup, a Joint Powers Landfill 2003 Ford F250 pickup, and a Police Department 2003 Ford Expedition have recently been replaced and are ready to be declared surplus. Jose requested that the City Council declare the above-mentioned vehicles surplus and have the Surplus Property Appraisal Committee appraise the item. Jose stated that staff will market the surplus vehicles to other government entities, and if not sold, will advertise for sale by sealed bids. 222-15 Alderman Willson moved to declare the Parks Department 1994 Ford F150 pickup, a Joint Powers Landfill 2003 Ford F250 pickup and a Police Department 2003 Ford Expedition as surplus and authorize the appraisal by the Surplus Property Appraisal Committee to be sold to another governmental entity or sealed bids. Alderman Holland seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. 4 E. Work order for the signal work to occur at the intersection of Main and Center Street, Main and Dakota Street, and Main and University Street. Jose Dominguez, City Engineer, reported that the signals along Main Street at Center, Dakota, and University Streets are scheduled to be upgraded or reconstructed during the 2017 construction season. Jose stated that in order to have the construction documents ready by that time, Council contracted with Banner Associates for the design work of the upgrades and new signal. Jose stated that this project would have taken place during the 2016 construction season but, due to local inquiries regarding the possibility of having a larger downtown project, the construction was moved back to 2017. Jose noted that this will be the third amendment to the original work order. The two prior amendments moved the deadlines for the first phase to allow the City to have public meetings regarding the proposed work at the Main and Center Street intersection. Jose stated that this amendment will allow Banner Associates to complete the construction documents required for the signal improvements along Main Street. Jose reported that the cost associated with this work order, which includes an encroachment survey and construction documents, will be paid directly by the DOT out of the City’s allocated STIP funds. Jose noted the DOT has set a price not to exceed $79,721.25. This price includes the work previously completed totaling $31,938.83. Jose noted that this third amendment will be for an increase of $47,737.42 as well as the time extension and recommended approval. 223-15 Alderman Collier-Wise moved approval of the Amendment #3 work order for the signal work with Banner & Associates, Inc and the SDDOT for the intersection of Main and Center Street, Main and Dakota Street, and Main and University Street. Alderman Willson seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. 9. Bid Openings - None 10. City Manager's Report A. John reported on the receipt of the following raffle notifications: Vermillion Rotary is selling Monday Night Football books for $25 each. Proceeds not used to pay winners will be for charitable causes supported by Rotary in the community. Fraternal Order of Eagles are selling tickets for $5 each or 5 tickets for $20. The grand prize is a 55” LCD TV along with additional prizes. Raffle proceeds will be used for charitable purposes supported by the Eagles. The drawing will be on September 12, 2015. 5 B. John reported that the daycare registration packet is posted on the City’s website and that, per City Council direction, daycare facilities that complete registration prior to August 1, 2015 will not be required to complete the initial inspection. C. John reminded citizens that Market Street will be closed from W. Main Street south for ½ block on Thursday, July 23, 2015 from 5:30 p.m. to 8:00 p.m. for Thursdays on the Platz. D. John reported that the 2016 City Council budget sessions will be on the evenings of Tuesday, August 11th and Thursday, August 13th in the Large Conference room. E. John reviewed the timeline proposed by Burbach Aquatics for the pool, noting that this time of year is not a good time to bid. John stated that plans and specifications will be completed for City Council approval in December with a bid opening in early February. Contracts will be awarded in March with construction starting in April outside the current pool perimeter fence. The current pool will be open until August 1, 2016 at which time the contractor can begin demolition of the old pool. The substantial completion will be May 2017. John stated that as the plan before the petitions delayed the project was to close the pool August 1st staff has been working with locating lifeguards to keep the pool open until August 16, 2015. PAYROLL ADDITIONS AND CHANGES Recreation: Brittany Paulsen $8.50/hr; Pool: Cassie Hilbrands $10.00/hr, Abby Ouellette $9.50/hr, Tara Richardson $8.50/hr; Golf Clubhouse: Nick Hovden $10.00/hr; Landfill: Mark Milbrodt $18.73/hr 11. Invoices Payable 224-15 Alderman Ward moved approval of the following invoices: Ann Emerson refund rec fees 25.00 Bound Tree Medical, LLC supplies 2,291.29 Broadcaster Press advertising 1,462.99 Bureau Of Administration telephone 257.93 Campbell Supply supplies 44.28 Centurylink telephone 1,493.70 City Of Vermillion landfill vouchers 840.00 Clay County Auditor emergency mgmt 1,200.00 Clay Rural Water System water usage 58.50 Clay-Union Electric Corp electricity usage 1,350.52 6 Corinsurance fire dept equipment 1,229.25 Debra Gapp refund rec fees 50.00 Dept. Environment Natl Res drinking water fee 7,901.95 Government Finance Officers Assoc 2014 annual report 435.00 Gregg Peters managers fee/profit 24,686.00 Lacey Bahm refund rec fees 25.00 Loren Fischer Disposal haul cardboard 210.00 Matheson Tri-Gas, Inc supplies 338.04 Matthew Betzen tuition reimbursement 975.00 MidAmerican gas usage 2,185.45 Midcontinent Communication internet/cable service 118.68 Midwest Ready Mix & Equipment supplies 1,117.10 Republic National Distributing merchandise 8,284.69 Reserve Account postage for meter 900.00 Sanford Health Plan participation fee 57.00 Sculpture Walk sculpture leases 10,790.00 Sherrie Huot refund rec fees 20.00 Stern Oil Co. aviation fuel 33,536.76 Stryker Sales Corporation EMS power cot/power lift 32,926.14 The Equalizer advertising 643.95 True Value supplies 15.76 United Parcel Service shipping 36.98 US Postmaster postage for utility bills 1,050.00 Vermillion Ace Hardware supplies 11.95 Vermillion Area Community Round Up program 256.49 Vermillion Rotary Club dues/meals 147.25 Visa/First Bank & Trust fuel/supplies 39.93 Wesco Distribution, Inc supplies 3,685.86 Rena Brunick Bright Energy Rebate 30.00 Sherry Howe Bright Energy Rebate 30.00 Sig Hartnett Bright Energy Rebate 30.00 Joanne Davis Bright Energy Rebate 350.00 Kalins Indoor Comfort Bright Energy Rebate 200.00 Al Leber Bright Energy Rebate 525.00 Jeri Engelking Bright Energy Rebate 30.00 Scott Henry Bright Energy Rebate 90.00 Alderman Price seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. 12. Consensus Agenda A. Set a public hearing date of August 3, 2015 for a Special Permit to exceed permissible sound levels by no more than 50% on W. Main Street 7 between High and Prospect Streets on Friday, September 11, 2015 between 5:00 p.m. and midnight and on Saturday, September 12, 2015 between 5:00 p.m. and midnight for Ribs, Rods & Rock’n Roll for a street dance. B. Set a public hearing date of August 3, 2015 for a special daily malt beverage and wine license for Ribs, Rods & Rock’n Roll on or about September 11 & 12, 2015 on W. Main Street between Washington and Elm Streets, Ratingen Platz, Market Street from Main to Kidder Streets and portions of Kidder, Court and Prospect Streets. C. Set a public hearing date of August 3, 2015 for a special daily malt beverage and wine license for the Clay County Agricultural Fair Association, Inc. on or about August 7 and 8, 2015 at the Clay County Fairgrounds open arena. D. Set a public hearing date of August 3, 2015 for a Special Permit to exceed permissible sound levels by no more than 50% at Ratingen Platz on September 30, 2015 from 8:00 p.m. to 11:00 p.m. for the Dakota Days Committee for an event that will include a DJ for a street dance style environment. 225-15 Alderman Erickson moved approval of the consensus agenda. Alderman Ward seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. 13. Adjourn 226-15 Alderman Ward moved to adjourn the Council Meeting at 7:38 p.m. Alderman Erickson seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. Dated at Vermillion, South Dakota this 20th day of July, 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 ___________. 8