City Council Agendas, Packets and Minutes

Unapproved Minutes Council Special Session August 3, 2015 Monday 12:00 noon The special session of the City Council, City of Vermillion, South Dakota was held on Monday, August 3, 2015 at 12:00 noon at the City Hall large conference room. 1. Roll Call Present: Collier-Wise, Erickson, Holland, Clarene Meins, Price, Ward, Willson, Mayor Powell Absent: Holly Meins 2. Informational Session – Presentation of legal newspaper bids – Andy Colvin Mike Carlson, Finance Officer, reported that in June the City received a letter from Scott Munger, Owner and Publisher of The Equalizer newspaper, about becoming the official legal newspaper for the City. Mike noted that State statute requires all political subdivisions to establish a legal newspaper for notices and other required publications. The City Council directed staff to develop an RFP to be sent to The Plain Talk, which is the current legal newspaper for the City, and The Equalizer. Mike stated that both RFP were included in the packet and that each party was invited to present their proposals in person to the City Council at this meeting. Mike noted that no action is required but this will provide the City Council the opportunity to ask questions. If the Council wants to take an action, they will need to request staff to include the action item on a future agenda. Scott Munger, owner of The Equalizer, reported that The Equalizer meets the State requirements to be an official newspaper. Scott reviewed why The Equalizer should be considered for the City’s official newspaper. Gary Wood, owner of the Plain Talk, reported that the newspaper has been operating in the city since 1884 and provides local news and information only. Gary reviewed the commitment to the community though contributions to local organizations. Gary reviewed the service that the Plain Talk has been providing to the city as the legal newspaper. The City Council asked questions of the owners on their newspaper. 3. Historic Preservation Incentives – Jim Wilson 1 Jim Wilson, Chairman of the Clay County Historic Preservation Commission, reviewed the financial benefits available to building owners in the three historic districts in Vermillion. Jim noted that the Commission is currently working on adding another district. Jim reviewed the 20% federal tax credit available for rehabilitation of historic income producing buildings that are certified historic structures. Jim reported on the State of SD eight year property tax moratorium for rehabilitation work on buildings listed on the National Register of Historic Places. Jim noted that to qualify for both programs the rehabilitation work must conform to the Secretary of the Interior’s Standards for rehabilitation. Jim stated that he wanted to get the work out as he felt there are a number of rehabilitation projects being done that the owners are not taking advantage of these programs. Jim answered questions of the City Council on the programs. 4. Briefing on the August 3, 2015 City Council Regular Meeting Agenda Council reviewed items on the agenda with City staff. No action was taken. 5. Adjourn 227-15 Alderman Ward moved to adjourn the Council special session at 12:52 p.m. Alderman Willson seconded the motion. Motion carried 8 to 0. Mayor Powell declared the motion adopted. Dated at Vermillion, South Dakota this 3rd day of August, 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 August 3, 2015 Monday 7:00 p.m. 2 The regular session of the City Council, City of Vermillion, South Dakota was called to order on August 3, 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 20, 2015 Special Meeting; July 20, 2015 Regular Meeting 228-15 Alderman Willson moved approval of the July 20, 2015 Special Meeting and July 20, 2015 Regular Meeting minutes. Alderman Price seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. 4. Adoption of Agenda 229-15 Alderman Collier-Wise moved approval of the agenda with the addition to the Consensus Agenda of Item C. to set a public hearing date of August 17, 2015 for a special permit to exceed permissible sounds levels by no more than 50% at 855 Madison Street on Sunday, September 6, 2015 from 4:00 p.m. to 8:00 p.m. for the Sigma Alpha Epsilon/Tau Kappa Epsilon fraternities for an event that will include a DJ and sound system for a social. Alderman Willson seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. 5. Visitors to be Heard A. National Night Out proclamation Alderman Clarene Meins read the proclamation designating Tuesday, August 4th as “National Night Out” in Vermillion. Mayor Powell presented the proclamation to Matt Betzen, Police Chief. Matt invited citizens to the events planned for National Night Out that include a scavenger hunt, six block parties and a movie in the park. 6. Public Hearings 3 A. Special permit to exceed permissible sound levels by no more than 50% on W. Main Street 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. Mike Carlson, Finance Officer, reported that Ribs, Rods & Rock ‘n Roll has applied for a special permit to exceed allowable noise levels for several bands and a street dance on Friday, September 11th and Saturday September 12th beginning at 5:00 p.m. and lasting until midnight. The request, diagram and notice of hearing are attached. Mike noted that the application and diagram appear to be the same as last year and recommended approval of the request. Mike noted that Rich Job and Jenny French, representing the organization, were present to answer questions. 230-15 Alderman Erickson moved approval of the special permit to exceed permissible sound levels by no more than 50% for Ribs, Rods & Rock’n Roll, Inc. for a street dance on Main Street between High and Prospect Streets from 5:00 p.m. to midnight on Friday, September 11th and Saturday, September 12th. Alderman Ward seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. B. Special daily malt beverage and wine license for Ribs, Rods & Rock ‘n Roll on 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. Mike Carlson, Finance Officer, reported that an application has been received for a special daily malt beverage and wine license from Ribs, Rods & Rock’n Roll for their events on September 11 & 12, 2015 on Main Street between Washington and Church Street, Ratingen Platz, Market Street from Main to Bloomingdale Street, Austin Street from Main Street to Kidder Street, Kidder Street from Austin to half block east of Market, Prospect Street from Main Street to half block north and Court Street from Main Street to half block south. Mike stated that the request from Ribs, Rods, & Rock’n Roll, notice of hearing, Police Chief’s report and map of the area are included in the packet. Mike stated that, from the map, the area that alcohol will be allowed will be the same as last year noting that last year it was expanded. Mike reviewed the different times and locations for where alcohol will be allowed noting that sales will remain in the same location as previous years on Main Street by Market Street. Mike stated that City ordinance allows the City Council to set conditions and restrictions, as it may deem appropriate, in issuing a special license. In the past, these conditions were to require a Release and Indemnification releasing the 4 City from liability for the event (already received), a Certificate of Insurance naming the City as an additional insured (already received), require clear signage at each egress from the area where alcohol is allowed, reimburse the City for overtime wages of the Police Department up to a maximum of $1,000, provide six security personnel, require a cleanup plan and provide restroom facilities. As to hours, the request is to start at 5:00 p.m. on Friday until midnight and a start time of 11:00 a.m. on Saturday until midnight. Rich Job and Jenny French reviewed the events planned for the two days noting that the alcohol sales and consumption area is the same as last year. Discussion followed. 231-15 Alderman Erickson moved approval of the special daily malt beverage and wine license for Ribs, Rods & Rock’n Roll, Inc. on or about September 11 & 12, 2015 on Main Street between Washington and Church Street, Ratingen Platz, Market Street from Main to Bloomingdale Street, Austin Street from Main Street to Kidder Street, Kidder Street from Austin to half block east of Market, Prospect Street from Main Street to half block north, Court Street from Main Street to half block south and the city parking lot at Market and Kidder, contingent upon the following: 1) The applicant provides a Release and Indemnification releasing the City from liability for the event; 2) The applicant provide a Certificate of Insurance naming the City of Vermillion as an additional insured, including liquor liability, for the event; 3) The applicant provide clear signage at each egress from the area where alcohol is; 4) The Organization provide a minimum of 6 personnel that are at least age 21 to serve as security for the street dance. The individuals shall be wearing shirts that state “Event Security” on the back; 5) The Organization agrees to reimburse the City of Vermillion for the overtime for police officers assigned to the event limited to $1,000 or actual costs, whichever is lower; 6) The Organization shall have a plan for clean up and provide adequate restroom facilities; 7) The hours authorized for malt beverage and wine sales are 5:00 p.m. Friday to midnight and Saturday 11:00 a.m. until midnight in the areas as outlined in the map included with the application. Alderman Holly Meins seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. C. Special daily malt beverage and wine license for Clay County Agricultural Fair Association, Inc. on or about August 7 and 8, 2015 at the Clay County Fairgrounds open area Mike Carlson, Finance Officer, reported that an application was received from the Clay County Agricultural Fair Association for a special daily malt beverage and wine license on or about August 7th and 8th for the demolition derby and Ranch Rodeo during the Clay County 5 Fair. The notice of hearing and Police Chief’s report are included in the packet. Mike stated that Jessica Kennedy, representing the Fair Board, is present to answer questions. Mike recommended approval of the special license unless additional information is provided at the hearing. 232-15 Alderman Willson moved approval of the 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. Alderman Collier-Wise seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. D. Special permit to exceed permissible sound levels by no more than 50% at Ratingen Platz on Wednesday, September 30, 2015 between 8:00 p.m. to 11:00 p.m. for a Dakota Days Committee event that will include a DJ for a street dance style environment Mike Carlson, Finance Officer, reported that an application was received from the USD Dakota Days Committee for a special permit to exceed allowable noise levels for USD’s Verm Town Bash event on Wednesday, September 30, 2015 from 8:00 p.m. until 11:00 p.m. at Ratingen Platz. Mike noted that a copy of the application, additional information, diagram and published notice of the hearing were included in the packet. Discussion followed. 233-15 Alderman Collier-Wise moved approval of the special permit to exceed permissible sound levels by no more than 50% at Ratingen Platz on Wednesday, September 30, 2015 between 8:00 p.m. to 11:00 p.m. for a Dakota Days Committee event that will include a DJ for a street dance style environment. Alderman Willson seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. E. Resolution Adopting a Resolution of Necessity for Sidewalk Repairs for properties in the Central Business District Jose Dominguez, City Engineer, stated that this was the time set for a public hearing on the resolution of necessity for sidewalk repairs for properties in the central business district. Jose stated that the sidewalk repair program originally had these sidewalks to be completed in 2015 or the City would contract for the repairs. Jose noted that recently the City was asked by several property owners in the downtown area to delay the special assessment. Jose noted that the request was based on the fact that there is a push among some of the downtown owners to see a larger project that would completely reconstruct downtown, rather than just doing spot repairs on the sidewalks. Jose 6 reported that at the July 6th meeting a resolution was adopted setting the public hearing date of tonight. Jose reported that the resolution was published and notices were mailed to the property owners. Jose stated that the resolution will give the property owners until June 30, 2017 to demonstrate they have the work under contract to be completed by the end of 2017 or the city will complete the work and assess the property owner. Discussion followed. 234-15 After reading the same once, Alderman Holland moved adoption of the following: RESOLUTION ADOPTING RESOLUTION OF NECESSITY FOR SIDEWALK REPAIRS IN THE CITY OF VERMILLION, SD BE IT HEREBY RESOLVED, by the Governing Body of the City of Vermillion, South Dakota, at a regularly called meeting thereof, in the Council Chambers of said City Hall at 7:00 p.m. on the 3rd day of August, 2015, that the necessity has arisen for sidewalk repairs along the parcels of land hereinafter named, viz: VIOLATION VIOLATION PARCEL VIOLATION LEGAL DESCRIPTION ADDRESS NUMBER 12 CENTER N 38.5' OF LOT 25 BLK 35 SNYDERS 15720-03500-250-03 24 CENTER S 12' OF LOT 2 BLK 35 SNYDERS 15720-03500-020-03 7 COURT S 34' OF LOT 4 & N 14' OF LOT 5 BLK 28 ORIGINAL 15530-02800-040-00 TOWNSITE OF VERMILLION 9 COURT N 18' OF 6 & S 30' OF 5 BLK 28 ORIGINAL TOWN 15530-02800-050-00 11 COURT S 20' OF N 38'OF LOT 6 BLK 28 ORIGINAL TOWN 15530-02800-060-00 15 COURT S 6' OF 6 & ALL OF LOT 7 BLK 28 ORIGINAL TOWN 15530-02800-070-00 16 COURT LOTS 8,9,10 & 11 BLK 27 ORIGINAL TOWN 15530-02700-110-00 2 E. MAIN LOTS 15 & 16 BLK 34 SNYDERS 15720-03400-160-00 6 E. MAIN LOT 17 BLK 34 SNYDERS 15720-03400-170-00 8 E. MAIN LOT 18 BLK 34 SNYDERS 15720-03400-180-00 10 E. MAIN LOT 19 BLK 34 SNYDERS 15720-03400-190-00 12 E. MAIN LOT 20 BLK 34 SNYDERS 15720-03400-200-00 15 E. MAIN LOTS 3 THRU 7 & 21 THRU 24 & LOT V1 BLK 27 15530-02700-000-00 ORIGINAL TOWN 14 E. MAIN LOTS 21 & W 6' OF 22 BLK 34 SNYDERS 15720-03400-220-00 20 E. MAIN E 47' OF 22 & ALL OF 23 BLK 34 SNYDERS 15720-03400-230-00 100 E. MAIN W 20.1' OF LOT 15 BLK 33 SNYDERS 15720-03300-150-00 101 E. MAIN LOTS 15, 16 & 17 BLK 26 REPLAT OF LOTS 13 & 14 15530-02600-170-00 ORIGINAL TOWN 102 E. MAIN E 9.9' OF LOT 15 & W 10' OF LOT 16 BLK 33 SNYDERS 15720-03300-160-00 104 E. MAIN E 16' OF LOT 16 & W 4' OF LOT 17 BLK 33 SNYDERS 15720-03300-170-02 106 E. MAIN E 23' OF LOT 17 BLK 33 SNYDERS 15720-03300-170-00 108 E. MAIN LOT 18 EXC 18A BLK 33 SNYDERS 15720-03300-180-00 7 110 E. MAIN LOT 18A BLK 33 SNYDERS 15720-03300-180-02 112 E. MAIN LOT 19 & W 11' OF 20 BLK 33 SNYDERS 15720-03300-200-00 113 E. MAIN W 31' OF LOTS 1, 2, 3 & 4 BLK 26 ORIGINAL TOWN 15530-02600-040-12 115 E. MAIN E 20' OF W 51' OF LOTS 1, 2, 3 & 4 BLK 26 ORIGINAL 15530-02600-040-09 TOWN 117 E. MAIN E 15' OF W 66' OF LOTS 1, 2, 3 & 4 BLK 26 ORIGINAL 15530-02600-040-06 TOWN 119 E. MAIN E 29.5' OF W 95.5' OF LOTS 2, 3, 4, & E 66'OF W 15530-02600-040-03 32' OF LOT 1 BLK 26 ORIGINAL TOWN & 120 E. MAIN E 15' OF S 90' OF LOT 20 & S 90 OF LOTS 21, 22, 15720-03300-250-03 23, 24, & 25 BLK 33 SNYDERS ADDN 125 E. MAIN W 41' OF VACATED DAKOTA ST ABUTTING LOT 1 & E 18' 15530-02600-010-00 OF LOT 1 BLK 26 ORIGINAL TOWN 17 ELM LOT 11 BLK 33 SNYDERS 15720-03300-110-00 23 ELM W 85' OF LOT 14 & W 85' OF N 20' OF LOT 13 BLK 33 15720-03300-140-00 SNYDERS 5 MARKET N 23'4 OF S 27' 2 1/2 OF LOT 2 BLK 29 ORIGINAL 15530-02900-020-03 TOWN 11 MARKET LOT 5 & 6 BLK 29 ORIGINAL TOWN 15530-02900-050-00 14 MARKET LOT 10 & N 20' OF E 50' & S 24' OF LOT 11 BLK 28 15530-02800-100-00 ORIGINAL TOWN 17 MARKET LOTS 7, 8 & 9 BLK 29 ORIGINAL TOWN 15530-02900-070-00 19 MARKET LOT 11 BLK 29 ORIGINAL TOWN 15530-02900-100-00 21 MARKET LOT 11 BLK 29 ORIGINAL TOWN 15530-02900-110-00 23 MARKET LOT 12 BLK 29 ORIGINAL TOWN 15530-02900-120-00 24 MARKET LOT 9 BLK 28 ORIGINAL TOWN 15530-02800-090-00 26 MARKET LOT 8 BLK 28 ORIGINAL TOWN 15530-02800-080-00 5 PROSPECT LOT HD-1 LOT 15 BLK 35 SNYDERS 15720-03500-150-03 16 PROSPECT LOT 3 BLK 36 SNYDERS 15720-03600-030-00 25 PROSPECT N 1/2 OF LOT 13 & ALL OF LOT 14 BLK 35 SNYDERS 15720-03500-140-00 1 W. MAIN S 60.5' OF LOT 25 BLK 35 SNYDERS ADDN 15720-03500-250-00 2 W. MAIN LOT 25 BLK 28 ORIGINAL TOWN 15530-02800-250-00 3 W. MAIN LOT 24 BLK 35 SNYDERS 15720-03500-240-00 4 W. MAIN LOT 24 BLK 28 ORIGINAL TOWN 15530-02800-240-00 5 W. MAIN LOTS 22 & 23 BLK 35 SNYDERS 15720-03500-230-00 9 W. MAIN LOT 21 BLK 35 SNYDERS 15720-03500-210-00 10 W. MAIN LOT 21 BLK 28 ORIGINAL TOWN 15530-02800-210-00 12 W. MAIN LOT 20 & ALL VAC ALLEY ADJ TO LOT 20 BLK 28 15530-02800-200-00 ORIGINAL TOWN 13 W. MAIN E 23 1/2' OF LOT 19 BLK 35 & ALL OF VAC ALLEY 15720-03500-190-03 SNYDERS 16 W. MAIN LOT 18 & W 25' OF E 50' OF LOT 12 BLK 28 ORIGINAL 15530-02800-180-00 TOWN OF VERMILLION 15 W. MAIN E 5.5' OF LOT 18 & W 12.5' OF LOT 19 BLK 35 15720-03500-190-00 SNYDERS 18 W. MAIN W 25' OF N 20' OF E 75' OF 11 & W 25' OF E 75' OF 15530-02800-170-00 12 & ALL LOT 17 BLK 28 ORIGINAL TOWN 19 W. MAIN LOT 17 & W 12.5' OF 18 BLK 35 SNYDERS 15720-03500-180-00 8 23 W. MAIN E 25' OF LOT 15 BLK 35 SNYDERS 15720-03500-150-06 24 W. MAIN W 30' OF LOTS 12 & 15 EXC W 5' & N 10' & N 3.4' OF 15530-02800-150-03 W 31.4' LOT 11 EXC W 5' BLK 28 ORIGINAL TOWN 25 W. MAIN W 25' OF LOT 15 EXC LOT HD-1 BLK 35 SNYDERS 15720-03500-150-00 7 MARKET S 3' 10.5" OF LOT 2 & N 19' 10.5" OF LOT 3 BLK 29 15530-02900-030-00 ORIGINAL TOWN In the City of Vermillion, South Dakota, all as mentioned in a Resolution of Necessity adopted by the Governing Body on the 6th day of July, 2015 was approved and that the Engineer shall proceed with the work in the manner provided by law. BE IT FURTHER RESOLVED, that the property owner shall, at their own expense, repair the sidewalk according to the specifications filed in the office of the City Engineer. The repairs must be under contract by the 30th day of June 2017 for completion by December 31, 2017. Dated at Vermillion, South Dakota this 3rd day of August, 2015. 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. 7. Old Business - None 8. New Business A. Request to close W. Main Street between Washington and Elm Streets, Market Street from W. Main to Kidder Streets and portions of Kidder, Court and Prospect Streets, Ratingen Platz, and the City parking lot at Market Street and Kidder Street for Ribs, Rods and Rock ‘n Roll. (Note: the closing of streets and times of the closure take place over the course of September 11, 12 and 13, 2015) John Prescott, City Manager, stated that Ribs, Rods, & Rock ‘n Roll organization is requesting a temporary street closing to host their State BBQ Championship, music festival and car show on September 11 and 12, 2015. John reported that the request is broken down into two sections as follows: 9 Section one – Proposed to be closed from Friday, September 11, 2015 at 7:00 a.m. until Sunday, September 13, 2015 at Noon: Main Street, from High Street to Prospect Street; Austin Street, from W. Main Street to Kidder Street; Market Street; from W. Main Street to Bloomingdale Street; Prospect Street, from W. Main Street to ½ block north of W. Main Street; and Kidder Street, from Austin Street to ½ block east of Market Street. This closing would also include Ratingen Platz and the city parking lot at the southwest corner of Market Street and Kidder Street. Section two – Proposed to be closed on Saturday, September 12, 2015 from 12:01 a.m. until 5:00 p.m.: W. Main Street, from Washington Street to High Street; Main Street, from Prospect Street to Church Street; and Court Street from E. Main Street south for one-half block. John stated that the street closing request and diagram of the streets are included in the packet. Rich Job, representing Ribs, Rods & Rock ‘n Roll, stated that the street closing is the same as last year and explained the activities planned for the event. Rich answered questions of the City Council. 235-15 Alderman Willson moved approval of the street closing as requested on September 11, 12 & 13, 2015 for the Ribs, Rods & Rock ‘n Roll event. Alderman Ward seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. B. Request to close Main St. from the intersection of Main and S. Norbeck St. to the intersection of Main and High St. on October 3, 2015 from 6:00 a.m. to 12:30 p.m. for the Dakota Days Parade. Doug Wagner, representing the Dakota Days Committee, requested the street closing for the parade that is set for Saturday, October 3, 2015. Doug said that the route will be the same as last year which is Main Street from S. Norbeck Street to High Street for routing and/or staging of the Dakota Days Parade between 6:00 a.m. to 12:30 p.m. Doug stated that the parade would begin at the intersection of Prentis Street and E. Main Street. Doug reported that a student organization will be doing clean up after the event. Discussion followed. 236-15 Alderman Ward moved approval of the street closing as requested by Doug Wagner on behalf of the Dakota Days Committee for the Dakota Days parade on Saturday, October 3, 2015. Alderman Price seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. 10 C. Request to close Market St. from Main St. to S. Kidder St. September 30, 2015 from 4:30 p.m. to midnight for Verm Town Bash John Prescott, City Manager, reported that the Dakota Days Executive Board is sponsoring a community wide event associated with Dakota Days on Wednesday, September 30, 2015. John noted that activities are planned for Market Street from W. Main Street to Kidder Street including using the Ratingen Platz that will include inflatables and activities from 5:00 p.m. to 8:00 p.m. and a street dance type event with a DJ from 8:00 p.m. to 11:00 p.m. John stated that the application stated that all activities are open to the public and will be alcohol free. John reported that the map of the proposed closing is attached and the noise permit for the bands was part of the Public Hearings portion of the agenda. John stated that the request is to close the street from 4:30 p.m. to midnight to allow for set up and cleanup. 237-15 Alderman Erickson moved approval of the closing of Market Street from Main Street south to Kidder Street from 4:30 p.m. to midnight on Wednesday, September 30, 2015 for Dakota Days Executive Board community wide event to include the Ratingen Platz. Alderman Willson seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. D. Request to close Center St. from Main St. to National St. and the west City Hall parking lot for a Fire/EMS Department photo August 19, 2015 from 5:30 p.m. to 8:00 p.m. John Prescott, City Manager, reported that the Vermillion Fire/EMS Department is planning to take a photo of department personnel and equipment with City Hall being used as a backdrop for this photo. John stated that the Vermillion Fire/EMS Department is requesting a temporary street closure of Center Street from Main Street to National Street and the west City Hall parking lot to accommodate the photo. John stated that the parking lot and street closure request is for Wednesday, August 19, 2015 from 5:30 p.m. to 8:00 p.m. 238-15 Alderman Willson moved approval of the request for closing Center Street from Main Street to National Street to include the parking lots on Wednesday, August 19, 2015 from 5:30 p.m. to 8:00 p.m. Alderman Collier-Wise seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. E. Request to close High Street as it abuts the Fairgrounds immediately south of W. Cherry Street from 7:00 a.m. on Thursday, August 6, 2015 to 5:00 p.m. on Sunday, August 9, 2015 for Clay County Fair 11 Mike Carlson, Finance Officer, reported that Clay County Agricultural Fair Association is hosting the annual Clay County Fair from August 6 to 8, 2015 and is requesting the temporary closure of a portion of High Street as it abuts the fairgrounds. The request is to close High Street along the fairgrounds from 7:00 a.m. on Thursday, August 6, 2015 until 5:00 p.m. on Sunday, August 9, 2015. Jessica Kennedy, representing the Clay County Fair, explained the events planned for the fair. 239-14 Alderman Holland moved approval of the closing of High Street along the fairgrounds from 7:00 a.m. on Thursday, August 6, 2015 until 5:00 p.m. on Sunday, August 9, 2015 for the Clay County Fair. Alderman Collier- Wise seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. F. Resolution to adopt the goals of the 2004 Streetscape Plan and to accept the 2004 Streetscape Plan as a conceptual plan for Downtown Vermillion Jose Dominguez, City Engineer, reported that the City, in conjunction with the Clay County Historic Preservation Commission, completed a master plan for Downtown Vermillion in 2004. Jose reported that the document was created to serve as a guide for future projects in the downtown area so that the area had a cohesive look that would emphasize its historic character. Jose stated that some projects identified in the plan, such as a Pocket Park, Ratingen Platz, and a public parking lot at Market and Kidder, have been completed although not as shown in the plan. Jose stated that the City has recently held a couple of public meetings to gather public input regarding a possible downtown infrastructure project. Jose stated that at these meetings it was brought up that the 2004 Plan should be adopted prior to continuing with any project. Jose reported that at the July 20th meeting the Council asked staff to prepare a resolution that would adopt the spirit of the document without adopting the minutiae of it. Jose noted that the resolution that is proposed adopts the four goals of the 2004 Plan precisely while adopting the remainder of the document for informational purposes. Jose reviewed the goals noting that the balance of the 2004 plan would serve as a guide. Discussion followed. 240-15 After reading the same once, Alderman Holland moved adoption of the following: A RESOLUTION ADOPTING PORTIONS OF THE 2004 CITY OF VERMILLION DOWNTOWN STREETSCAPE PLANNING MASTER PLAN WHEREAS, in 2003 in conjunction with the Clay County Historic Preservation Commission the City formed the Downtown Vermillion Streetscape Planning Committee; and, 12 WHEREAS, the Downtown Vermillion Streetscape Planning Committee was charged by the Council to lead the planning effort to complete Vermillion Downtown Streetscape Planning Master Plan; and, WHEREAS, the City of Vermillion, at the request of some citizens, has recently started exploring options to renovate the Downtown area; and, WHEREAS, good infrastructure is essential to creating a viable and vibrant downtown; and, WHEREAS, the Vermillion City Council would like to adopt the four goals stated in the 2004 Vermillion Downtown Streetscape Planning Master Plan which are: to provide a safe and inviting experience for downtown businesses, city residents, and visitors to the area; to reintroduce downtown Vermillion as an exciting and essential part of Vermillion; to build upon the timelessness and historic character of downtown; and to develop a plan that can allow for phased implementation of infrastructure improvements; and, WHEREAS, the rest of the 2004 Vermillion Downtown Streetscape Planning Master Plan may be used as a guide to complete some future projects for the Downtown area. NOW, THEREFORE, BE IT RESOLVED, by the Governing Body of the City of Vermillion that the goals of the 2004 Vermillion Downtown Streetscape Planning Master Plan are hereby adopted as modified and that the rest of the 2004 Vermillion Downtown Streetscape Plan is adopted as an informational document which may be used as a resource in planning for future downtown projects. Said plan shall be on file in the office of the Vermillion Finance Officer and is available for public inspection during regular business hours. Dated at Vermillion, South Dakota this 3rd day of August, 2015. FOR 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 on the streetscape plan noting that any changes to the public infrastructure will require City Council approval 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. 13 G. Engineering agreement with DGR for engineering design services for northeast substation Jason Anderson, Assistant City Engineer, reported that the Light & Power Department has funding in the 2015 budget to begin engineering a new electric substation. Jason noted that the city currently peaks to near 80% of the current substation’s rated capacity at certain times during the year and if a large electric user wished to build in Vermillion, we may not have adequate capacity to serve the load with system redundancy. Jason noted that the process of obtaining land, designing a substation, ordering materials, and constructing the substation can be expected to take at least two years. Jason reported that, due to the protracted timeline, City staff would like to begin the process of selecting a location and designing a new substation capable of serving the community’s needs for the foreseeable future. Jason stated that DGR has completed the majority of the City’s electrical system engineering and long range planning since 1990 and is very familiar with the City’s electric system. Jason stated that the attached engineering agreement includes a project description, scope of work, timetable, and fee schedule. Jason stated that the City Attorney has reviewed the agreement. Jason stated that the total cost of the agreement is anticipated at $410,000. 241-15 Alderman Erickson moved approval of the engineering agreement as presented with DGR for engineering design services for northeast substation. Alderman Collier-Wise seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. H. Resolution to purchase a basket truck for Light & Power from National Joint Purchasing Alliance Jason Anderson, Assistant City Engineer, reported that the 2000 Light & Power basket truck is scheduled for replacement in 2015. Jason reported that City staff would like to purchase an Altec AM60 basket truck from the National Joint Purchasing Alliance contract for $215,550. Jason stated that the contract provides for the payment of the truck chassis when delivered and the balance upon delivery. Discussion followed. 242-15 After reading the same once, Alderman Ward moved adoption of the following: RESOLUTION AUTHORIZING THE PURCHASE OF A LIGHT & POWER DEPARTMENT BASKET TRUCK 14 WHEREAS, SDCL 5-18A-37 authorizes a governmental entity to enter into agreements with purchasing agents in any other state for purchases under a joint agreement or contract at the accepted bid price and the concurrence of said bidder; and WHEREAS, the City of Vermillion has reviewed and determined that the bid awarded by the National Joint Powers Alliance for a Altec AM60 basket truck from Altec Industries, Inc. for the total amount of $215,550.00 offers an advantageous price to the City for said item; and WHEREAS, the City has contacted Altec Industries, Inc. and they have agreed to allow the City to purchase the basket truck for the contract price and terms as awarded by the NJPA Contract #031014-ALT. NOW, THEREFORE, BE IT RESOLVED, by the Governing Body of the City of Vermillion, that the City Finance Officer is hereby authorized to purchase a new Altec AM60 basket truck from Altec Industries, Inc. at the above stated price and under the same terms as NJPA Contract #031014-ALT. Dated at Vermillion, South Dakota this 3rd day of August, 2015. 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. I. Presentation of the proposed 2016 budget John Prescott, City Manager, stated that the 2016 Proposed Budget was included in the binder placed at each seat at the Council table or was sent by email. John stated that the budget utilizes conservative fiscal principals to develop a plan of action for 2016 and will serve as the starting point for the City Council. John stated that the proposed budget will be reviewed during budget session scheduled for August 11th and 12th in the large conference room on second floor of City Hall. John reviewed some of the major items included in the budget. Discussion followed. 15 243-15 Alderman Willson moved to acknowledge receipt of the 2016 proposed budget. Alderman Collier-Wise seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. 9. Bid Openings A. Fuel Quotes Mike Carlson, Finance Officer, read the monthly fuel quotes and recommended the low quote of Brunick’s Service on Items 1, 2 & 4 and Stern Oil on Item 3. Item 1 - 4,350 gal unleaded 10% ethanol: Stern Oil $2.2665, Brunick’s Service $2.23; Item 2 - 1,000 gal unleaded: Stern Oil $2.7264, Brunick’s Service $2.68; Item 3 – 3,000 gal No. 2 Diesel fuel dyed: Stern Oil $1.80009, Brunick’s Service $1.95; Item 4 - 1,000 gal No. 2 diesel fuel-clear: Stern Oil $2.3214, Brunick’s Service $2.20 244-15 Alderman Willson moved approval of the low quote of Brunick’s Service on Items 1, 2 & 4 and Stern Oil on Item 3. Alderman Price seconded the motion. Discussion followed. Motion carried 9 to 0. President Willson declared the motion adopted. 10. City Manager's Report A. John reminded citizens that Market Street will be closed from Main Street south for ½ block on Thursday, August 6, 2015 from 5:30 p.m. to 8:00 p.m. for Thursdays on the Platz. B. John reported that the 2016 City budget work sessions will be on Tuesday, August 11th starting at 5:15 p.m. and Thursday, August 13th starting at 6:15 p.m. in the Large Conference room on second floor of City Hall. C. John reported that the Prentis Park swimming pool will be open through Sunday, August 16, 2015. John stated that the doggie plunge is scheduled for August 21st. D. John reported that the four public art sculptures are scheduled to be placed downtown on Friday, August 14th. E. John reported that the State 911 Coordinator recently completed a review of our local 911 center. The 911 Center was found to be in 100% compliance with the administrative rules as established by the State. 16 F. John reported that, weather permitting, the chip sealing project will begin on Thursday, August 6th. Jose reviewed a map of the streets to be chip sealed. PAYROLL ADDITIONS AND CHANGES Ambulance: Stephanie Ruden $8.50/call-$6.00/1st-$6.00/2nd; Pool: Jacob Ford $8.50/hr 11. Invoices Payable 245-15 Alderman Willson moved approval of the following invoice: University Cleaners professional services 30.75 Alderman Collier-Wise seconded the motion. Alderman Clarene Meins requested to abstain. Motion carried 8 to 0. Mayor Powell declared the motion adopted. 246-15 Alderman Collier-Wise moved approval of the following invoices: A & A Refrigeration repairs 526.96 A-Ox Welding Supply Co bulk CO2 1,684.39 Aerial 7 Seven Inc advertising 150.00 Allied Insurance notary bond 100.00 Appeara supplies 109.07 Aqua-Pure Inc chemicals 4,400.00 Aramark Uniform Services uniform cleaning 196.60 Avera Occupational Medicine testing 424.50 Baker & Taylor Books books 630.74 Banner Associates, Inc professional services 316.12 Barkley Asphalt asphalt 593.96 Beth Knedler mileage reimbursement 15.32 Bierschbach Eqpt & Supply supplies 454.80 Bioverse, Inc supplies 163.92 Blackstone Audio Inc books 350.00 Blick Art Materials supplies 223.87 Border States Elec Supply supplies 1,627.46 Boyer Ford Trucks repairs 384.04 Brock White Co supplies 12,338.26 Brunicks Service Inc propane 76.00 Burns & Mcdonnell professional services 5,199.88 Butler Machinery Co. parts 1,676.68 Cam Commerce credit card readers 1,997.28 17 Campbell Supply supplies 1,355.65 Cannon Technologies, Inc meters 18,038.70 Cask & Cork merchandise 298.64 CCP Industries Inc. supplies 418.61 Center Point Large Print books 226.53 Century Business Leasing copier contract 138.25 Centurylink telephone 743.83 Certified Laboratories supplies 1,409.57 Chemco, Inc supplies 114.26 Chesterman Co merchandise 940.87 City Of Vermillion copies/postage 1,620.64 City Of Vermillion utility bills 42,043.54 Class C Solutions Group supplies 127.96 Clay Co Register Of Deed utility easement 30.00 CO2 Systems, Inc repairs 1,750.00 Colonial Life Acc Ins. insurance 3,276.43 Cox Auto Supply parts 112.80 Coyote Convenience fuel 14.44 Coyote Enterprises LLC television/mount 389.98 Coyote Rentals water heater/wiring rebate 170.00 Culligan Water bottled water/cooler 141.00 D-P Tools supplies 255.67 Dakota Beverage merchandise 11,921.67 Dakota Pc Warehouse computers/repairs 1,189.96 Dakota Pump & Control Co. supplies 19.94 Dakota Supply Group parts 338.84 Danko Emergency Equipment supplies 1,974.85 Delta Dental Plan insurance 6,621.58 Demco supplies 214.60 Dennis Martens maintenance 833.34 DGR Engineering professional services 4,827.41 Diamond Vogel Paints supplies 56.50 Diane's Greenhouse tree/shrubs 445.81 Dust Tex entry mats 120.00 E.A Sween Company supplies 78.70 Earthgrains Baking Co's Inc supplies 258.09 Eberle Design Inc repairs 178.00 Echo Electric Supply supplies 4,241.80 Elbo Computing Resources software upgrade 680.60 Elliott Equipment Co parts 760.70 Farmer Brothers Co. supplies 119.66 Fast Auto Glass repairs 285.00 Fastenal Company supplies 191.56 Fedex. shipping 11.30 18 Fireguard Inc supplies 5.98 Flashbay Inc supplies 411.60 Foreman Media council mtg 50.00 Gale books 25.59 Graham Tire Co. tires 1,157.56 Grainger supplies 351.25 Graybar Electric supplies 48.13 Gregg Peters advertising/freight 1,577.60 Gregg Peters rent 937.50 Guarantee Oil Co Inc oil 1,210.48 Hach Co repairs 1,356.60 Hauff Mid-America Sports uniforms/supplies 1,389.70 Hauger Lawn Service mowing 96.00 Hawkins Inc chemicals 7,269.97 HD Supply Waterworks supplies 3,031.33 Helms & Associates professional services 8,547.48 Herren-Schempp Building supplies 333.46 Hy Vee Food Store supplies 575.34 In Control, Inc repairs 8,054.51 Independence Waste rental/waste hauling 1,821.40 Ingram books 1,195.83 Interstate All Battery Center batteries 200.60 Isaac Voss meals reimbursement 30.00 Jacks Uniform & Eqpt uniforms 343.00 John A Conkling Dist. merchandise 6,325.25 John Walker safety boots reimbursement 100.00 Johnson Brothers Famous Brands merchandise 18,792.93 Johnson Controls repairs 3,504.95 Jones Food Center supplies 556.78 Kalins Indoor Comfort repairs 171.50 Karsten Mfg Corp merchandise 833.16 Komline-Sanderson repairs 1,749.00 Lakeside Equipment parts 62.00 Larrys Home Repair repairs 55.65 Lawson Products Inc supplies 202.37 Leisure Lawn Care repairs 37.00 Lessman Elec. Supply Co supplies 43.37 Lincoln Republic Insurance insurance 480.93 Linda Calleja mileage reimbursement 64.75 Locators And Supplies, Inc supplies 568.06 LP Gill, Inc tire disposal 626.00 Lyle Signs supplies 420.95 M & M Construction LLC concrete work 6,229.09 M&T Fire And Safety Inc installation of power load sys. 1,580.00 19 Mart Auto Body towing 375.00 Matheson Tri-Gas, Inc acetylene 70.46 McCulloch Law Office professional services 1,251.00 Mead Lumber supplies 227.78 Medical Waste Transport, Inc haul medical waste 231.71 Michaels Fence vinyl fence 8,639.00 Michelle Koller mileage reimbursement 111.11 Micro Marketing LLC books 29.99 Midwest Alarm Co alarm monitoring 132.00 Midwest Building Maintenance mat svc 466.70 Midwest Radiator & Exhaust repairs 35.00 Midwest Ready Mix & Equipment flowable fill 320.00 Midwest Striping restriping streets 4,240.14 Midwest Turf & Irrigation parts 1,668.95 Minitex Library supplies 90.50 Missouri River Energy Service infrared testing 1,217.13 Missouri River Energy Service motor testing 348.00 Motorola Inc radio 2,748.00 McLaury Engineering professional services 1,320.00 NCL Of Wisconsin, Inc supplies 77.75 Netsys+ professional services 1,077.00 New York Life insurance 84.02 Newman Traffic Signs supplies 374.95 Nike Inc merchandise 131.91 Office Systems Co copier contract/copies 1,874.97 Okoboji Wines-SD merchandise 525.00 Overhead Door Of Sioux City repairs 1,603.40 Pauls Plumbing repairs 615.71 PCC, Inc commission 3,590.75 Penguin Random House LLC books 91.50 Pete Lien & Sons, Inc chemicals 7,553.02 Pilger Sand & Gravel, Inc bunker sand 1,327.05 POSM Soft LLC software support 1,500.00 Prairie Berry Winery merchandise 828.00 Precision Lawn Care mowing/junk/debris removal 600.00 Pressing Matters supplies 92.00 Presto-X-Company inspection/treatment 49.86 Pump N Pak fuel 128.21 QT Pod maintenance/repairs 1,352.22 Quality Motors repairs 39.48 Queen City Wholesale merchandise 763.23 Quill supplies 1,685.01 Racom Corporation maintenance contract 447.85 Randy Voss professional services 300.00 20 Recorded Books, Inc books 458.40 Reinhart Foodservice, LLC supplies 2,278.84 Reliable Towing & Roadside towing 75.00 Republic National Distributing merchandise 13,606.75 RESCO transformers 59,196.00 Ribs, Rods & Rock N' Roll contribution 5,000.00 Riverside Hydraulics & Lab parts 679.27 Robin Hower meals reimbursement 30.00 Sanford Clinic Vermillion supplies 607.38 SD Board Of Technical Profess license renewal 80.00 SD Library Association registration 320.00 SD One Call locates 473.97 SD Retirement System contributions 76,150.19 SDN Communications onsite maintenance 4,576.68 SDWWA registration 140.00 Servall Towel & Linen supplies 29.40 Special T's And More uniform t-shirts 92.85 Standard Ready Mix Concrete crushed concrete 1,090.92 Stern Oil Co. fuel 1,286.76 Stewart Oil-Tire Co tires 424.95 Still 173 LLC merchandise 177.00 Stuart C. Irby Co. supplies 23,800.00 Sturdevants Auto Parts parts 1,711.72 T And R Electric repairs 250.00 Taylor Made merchandise 118.90 Testamerica Laboratories, Inc professional services 1,394.12 The Equalizer advertising 25.60 The New Sioux City Iron Co supplies 15.42 The Observer subscription 30.00 Thomson Reuters-West subscription 188.50 Titan Machine-Productivity parts 1,488.96 Titleist Drawer Cs merchandise 444.09 Tony Klunder meals reimbursement 72.00 Tri Tech Sales parts 196.17 True Value supplies 214.27 Turner Conservation District fabric installation 445.40 Turner Excavation Cottage Ave-water main 41,582.16 United Laboratories chemicals 1,330.92 United Parcel Service shipping 27.24 United Way contributions 811.25 Univar USA Inc soda ash 15,030.24 Van Diest Supply Co supplies 1,037.40 Vast Broadband 911 circuit 1,415.45 Verizon Wireless cell phones/wireless 2,019.13 21 Vermeer High Plains parts 167.53 Vermillion Ace Hardware supplies 1,200.22 Vermillion Area Arts Council online registration 22.37 Vermillion Area Arts Council Missouri weave mural 250.00 Vermillion Chamber Of Commerce 2015 2nd qtr BID 13,882.20 Vermillion Community Theatre online registration 27.05 Vermillion Ford parts 144.34 Vermillion Taekwondo online registration 29.91 Vermillion Youth Football online registration 304.63 Visa/First Bank & Trust fuel/lodging/supplies 8,576.33 Wal-Mart Community supplies 981.81 Wesco Distribution, Inc supplies 17,903.00 Western Office Technologies supplies 689.37 Yamaha Golf & Utility June golf car lease 7,545.94 Yankton Automotive Machine repairs 139.00 Yankton Janitorial Supply supplies 136.50 Zee Medical Service supplies 119.00 Zimco Supply Co supplies 5,148.68 Om Prakash Thangavelu Bright Energy Rebate 50.00 Judith Sebesta Bright Energy Rebate 30.00 Curt Crichton Bright Energy Rebate 30.00 James McGuire Bright Energy Rebate 30.00 Betty Bast Bright Energy Rebate 30.00 Cloyd (Joe) Conroy Bright Energy Rebate 350.00 Kalins Indoor Comfort Bright Energy Rebate 100.00 Alderman Willson 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 17, 2015 for a special permit to exceed permissible sound levels by no more than 50% for USD Athletics on Ratingen Platz and half block of Market Street south of W. Main Street on Thursday, September 10, 2015 from 4:00 p.m. to 8:00 p.m. for a kick-off event for the USD and VHS sports seasons B. Set a public hearing date of August 17, 2015 for a special permit to exceed permissible sound levels by no more than 50% for USD Marketing on Ratingen Platz and Main Street on Thursday, August 27, 2015 from 6:00 p.m. to 8:00 p.m. for a new USD student welcome event C. Set a public hearing date of August 17, 2015 for a Special Permit to exceed permissible sound levels by no more than 50% at 855 Madison Street on Sunday, September 6, 2015 from 4:00 p.m. to 8:00 p.m. for the Sigma Alpha Epsilon/Tau Kappa Epsilon fraternities for an event that will include a DJ and sound system for a social 22 247-15 Alderman Willson moved approval of the consensus agenda. Alderman Collier-Wise seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. 13. Adjourn 248-15 Alderman Ward moved to adjourn the Council Meeting at 7:54 p.m. Alderman Erickson seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. Dated at Vermillion, South Dakota this 3rd day of August, 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 ___________. 23