City Council Agendas, Packets and Minutes

Unapproved Minutes Council Special Session September 21, 2015 Monday 12:00 noon The special session of the City Council, City of Vermillion, South Dakota was held on Monday, September 21, 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. Educational Session – Overview of 2014 Audited Comprehensive annual report – Jeff Peters, Williams & Company, CPA Jeff Peters, representing Williams & Company, CPA, stated that the Comprehensive Annual Financial Report and the management letter should have been provided to all members. Jeff reviewed the content of the Comprehensive Annual Financial Report and the management letter. Jeff answered questions of the City Council on the report. 3. Informational Session – Vermillion Fertilizer Company proposal to sell 325 W Chestnut to the City – John Prescott John Prescott, City Manager, reported that the City was offered the property located at 325 W Chestnut for a dollar. John provided a map of the property location and pictures. John reported that none of the City departments had a use for this property. Discussion followed on the property and possible used. The consensus of the City Council was to ask the City Manager to relay that the City was not going to accept the offer of the land. 4. Briefing on the September 21, 2015 City Council Regular Meeting agenda Council reviewed items on the agenda with City staff. No action was taken. 5. Adjourn 286-15 Alderman Ward moved to adjourn the Council special session at 12:25 p.m. Alderman Holland seconded the motion. Motion carried 8 to 0. Mayor Powell declared the motion adopted. Dated at Vermillion, South Dakota this 21st day of September, 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 September 21, 2015 Monday 7:00 p.m. The regular session of the City Council, City of Vermillion, South Dakota was called to order on September 21, 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 September 8, 2015 Special Meeting, September 8, 2015 Regular Meeting, September 15, 2015 Special Meeting 287-15 Alderman Clarene Meins moved approval of the September 8, 2015 Special Meeting, September 8, 2015 Regular Meeting and September 15, 2015 Special Meeting minutes. Alderman Collier-Wise seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. 4. Adoption of Agenda 288-15 Alderman Willson moved approval of the agenda. Alderman Holland seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. 5. Visitors to be Heard - None 6. Public Hearings A. Special permit to exceed permissible sound levels by no more than 50% for W.H. Over Museum at 1110 North University on October 9 & 10, 2015 for Oktoberfest. Mike Carlson, Finance Officer, reported that an application for a special permit to exceed permissible sound levels by no more than 50% was received from W.H. Over Museum for their Oktoberfest event on October 9 & 10 at 1110 North University from 5:00 p.m. to 11:00 p.m. each day. Mike stated that the application and diagram for the event is included in the packet and the $25 fee has been paid. 289-15 Alderman Collier-Wise moved approval of the special permit to exceed permissible sound levels by no more than 50% for W.H. Over Museum on October 9 & 10 at 1110 North University for Oktoberfest Event from 5:00 p.m. to 11:00 p.m. each day. Alderman Holland seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. B. Special daily malt beverage and wine license for Vermillion Area Chamber & Development Company, Inc. on or about October 9 & 10, 2015 at 1110 North University for Oktoberfest. Mike Carlson, Finance Officer, reported that an application was received from the Vermillion Area Chamber & Development Company, Inc. for a special daily malt beverage and wine license on or about October 9 & 10 at 1110 North University for the Oktoberfest event. Mike stated that the notice of hearing, Police Chief’s report and diagram of beer garden location are included in the packet. 290-15 Alderman Ward moved approval of the special daily malt beverage and wine license for Vermillion Area Chamber & Development Company, Inc. on or about October 9 & 10, 2015 at 1110 North University for the Oktoberfest event. Alderman Collier-Wise seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. 7. Old Business A. Second reading of Ordinance 1330 – 2016 Appropriations John Prescott, City Manager, stated that the final step in the 2016 budget process is second reading of the appropriations ordinance. John stated that the budget ordinance was developed following the City Council budget hearings in August and first reading was approved on September 8th. John recommended approval of second reading of the budget ordinance for 2016. 291-15 Second reading of title to Ordinance No. 1330, entitled 2016 Appropriations Ordinance for the City of Vermillion, South Dakota. Mayor Powell read the title to the above named Ordinance, and Alderman Willson moved adoption of the following: BE IT RESOLVED that the minutes of this meeting shall show that the title to the proposed Ordinance No. 1330 entitled 2016 Appropriations Ordinance was first read and the Ordinance considered substantially in its present form and content at a regularly called meeting of the Governing Body on the 8th day of September, 2015 and that the title was again read at this meeting, being a regularly called meeting of the Governing Body on this 21st day of September, 2015 at the City Hall Council Chambers in the manner prescribed by SDCL 9-19-7 as amended. BE IT RESOLVED and ordained that said Ordinance be adopted to read as follows: ORDINANCE NO. 1330 2016 APPROPRIATION ORDINANCE AN ORDINANCE ADOPTING the 2016 Appropriations Ordinance for the City of Vermillion, South Dakota. BE IT ORDAINED BY THE GOVERNING BODY of the City of Vermillion that the following sums are appropriated to meet the obligations of the municipality. 2016 Budget GENERAL FUND REVENUES: General Property Taxes 2,186,500 Sales Tax 1,695,000 Penalties & Interest 4,000 Licenses & Permits 148,200 Cable TV Franchise 105,000 State Intergovernmental 315,100 County Intergovernmental 94,900 Charges for Goods & Services 557,500 Fines & Forfeits 38,650 Miscellaneous Revenues 217,525 TOTAL GENERAL FUND REVENUES 5,362,375 EXPENDITURES: Policy & Administration: General Government 569,705 Finance Office 184,007 Engineering 314,760 Planning & Zoning 800 Code Compliance 205,538 Community Promotion 92,325 Total Policy & Administration 1,367,135 Public Safety & Security: Police Administration & Invest. 491,105 Police Patrol 1,377,843 Fire & Rescue 259,503 Emergency Management 2,200 Ambulance 343,941 Total Public Safety & Security 2,474,592 Maintenance & Transportation: Municipal Garage 140,669 Municipal Service Center 34,550 Street Department 661,968 Snow Removal 73,092 Sweeping & Mowing 114,061 Carpentry 31,148 City Hall Maintenance 80,650 Old Landfill Maintenance 11,000 Airport 102,315 Total Maintenance & Transportation 1,249,453 Human Development & Leisure Services: Library 593,870 Parks & Forestry 308,227 Swimming Pool 124,584 Recreation 176,478 Mosquito Control 19,657 National Guard Armory Center 53,918 Total Human Development & Leisure 1,276,734 TOTAL GENERAL FUND EXPENDITURES 6,367,914 GENERAL FUND NEEDS (1,005,539) Transfer to 911 Fund - Communications (278,217) Transfer to Prentis Park Debt Service (116,000) Transfer to Prentis Park Capital Project (1,000,000) Transfer from Electric Fund 803,117 Transfer from Water Fund 2,306 Transfer from Sewer Fund 1,402 Transfer from Liquor Fund 194,200 Transfer from Capital Projects 8,000 Transfer from Utilities Engineering Fees 136,387 Transfer from BID #1 1,430 Transfer to Equipment Replacement (6,000) Appropriation from Reserve 1,258,914 GENERAL FUND BALANCE 0 SPECIAL REVENUE FUNDS SECOND CENT SALES TAX FUND Revenues 1,808,500 Expenditures - Second Cent Sales Tax 583,850 Transfer to Airport Capital Projects (30,000) Transfer to TIF #6 Debt Service (55,845) Transfer to City Hall Debt Service Fund (348,710) Transfer to Bike Path Capital Projects (200,000) Transfer to Prentis Park Capital Projects (731,000) Transfer to Equipment Replacement (13,500) Appropriation from Reserve 154,405 SECOND CENT SALES TAX FUND BALANCE 0 PARKS IMPROVEMENT FUND Revenues-Recreation Fees 3,010 Expenditures - Parks Improvements 3,010 PARKS IMPROVEMENT FUND BALANCE 0 BBB SALES TAX FUND Revenues 344,080 Expenditures 316,300 Appropriation to Reserve (27,780) BBB SALES TAX FUND BALANCE 0 911 FUND -COMMUNICATIONS Revenues 278,216 Expenditures 556,433 Transfer from General Fund 278,217 911FUND FUND BALANCE 0 BUSINESS IMPROVEMENT DISTRICT #1 Revenues 71,500 Expenditures 60,000 Transfer to General Fund 1,430 Appropriation to Reserve (10,070) Business Improvement District #1 Fund Balance 0 STORMWATER MAINTENANCE FUND Revenues - Stormwater Fees 214,550 Expenditures: 75,000 Appropriation to Reserve (139,550) STORMWATER FEE FUND BALANCE 0 LIBRARY FINE AND GIFT FUND Revenues- Library Fine & Gifts 13,015 Expenditures - Library 7,500 Appropriation to Reserve (5,515) LIBRARY FINE AND GIFT FUND BALANCE 0 DEBT SERVICE FUNDS DEBT SERVICE--SPECIAL ASSESSMENT FUND Revenues 39,653 Expenditures 39,653 Interfund Loan 162,000 Transfer to Capital Projects (162,000) DS SPECIAL ASSESSMENT FUND BALANCE 0 DEBT SERVICE-- TIF District No. 5 Revenues 27,000 Expenditures 27,000 DEBT SERVICE - TIF 5 FUND BALANCE 0 DEBT SERVICE-- TIF District No. 6 Revenues 4,775 Expenditures 60,620 Transfer from Second Cent Sales Tax Fund 55,845 DEBT SERVICE - TIF 6 FUND BALANCE 0 DEBT SERVICE - CITY HALL Revenues 2,000 Expenditures 350,710 Transfer from Second Cent Sales Tax Fund 348,710 DEBT SERVICE - CITY HALL FUND BALANCE 0 DEBT SERVICE - PRENTIS PARK BOND Revenues 116,000 Expenditures 109,565 Appropriation to Reserve (6,435) DEBT SERVICE - PRENTIS PARK BOND FUND BALANCE 0 CAPITAL PROJECTS FUNDS CAPITAL PROJECTS FUND - SPECIAL ASSESSMENT Expenditures 150,000 Transfer to General Fund (8,000) Transfer from Debt Service 162,000 Appropriation to Reserve (4,000) CP SPECIAL ASSESSMENT FUND BALANCE 0 CAPITAL PROJECTS FUND - AIRPORT Revenues 470,000 Expenditures 500,000 Transfer from Second Cent Sales Tax Fund 30,000 CP AIRPORT FUND BALANCE 0 CAPITAL PROJECTS FUND - PRENTIS PARK Revenues 3,150,000 Expenditures 4,881,000 Transfer from General Fund 1,000,000 Transfer from Second Cent Sales Tax Fund 731,000 CP PRENTIS PARK FUND BALANCE 0 CAPITAL PROJECTS FUND - BIKE PATH Revenues 80,000 Expenditures 280,000 Transfer from Second Cent Sales Tax Fund 200,000 CP BIKE PATH FUND BALANCE 0 CAPITAL PROJECTS FUND - MAIN STREET SIGNALS Revenues 24,000 Expenditures 24,000 CP MAIN STREET SIGNALS FUND BALANCE 0 INTERNAL SERVICE FUNDS (Information Only) Copier - Fax- Unemployment Postage Custodial Fund Fund Fund Fund Revenues Internal Dept Charges 18,150 92,000 433,691 Interest on Investments 130 2,300 Other Revenues 75,500 Total Revenues 130 18,150 92,000 511,491 Expenditures Personnel 87,789 Operating Expenses 130 16,350 3,427 Capital 500 689,500 Total Expenditures 130 16,350 91,716 689,500 Transfer Out (In) (28,100) (To) From Reserve (1,800) (284) 149,909 Fund Balance 0 0 0 0 UTILITY AND ENTERPRISE FUNDS (Information Only) Joint Golf Curbside Electric Water Wastewater Powers Liquor Course Recycling Fund Fund Fund Fund Fund Fund Fund Revenues Sales 5,900,000 1,479,000 1,563,000 1,329,600 1,483,000 731,300 120,000 Surcharge 776,000 270,000 332,000 Other Revenue 100,000 52,700 8,800 24,000 75,000 200 Interest 152,950 4,320 4,042 1,500 140 4,000 250 Total Revenues 6,928,950 1,806,020 1,907,842 1,355,100 1,483,140 810,300 120,450 Expenditures Personnel 1,014,278 649,640 501,722 533,553 376,710 98,371 Operating Expenses 3,945,824 554,297 629,734 871,830 1,266,949 415,316 12,900 Capital 660,504 152,316 418,940 429,345 2,000 13,000 36,250 Debt Service 187,105 251,608 196,814 8,408 Debt Service Surcharge 572,463 235,669 291,013 Total Expenditures 6,193,069 1,779,027 2,093,017 2,031,542 1,268,949 805,026 155,929 Transfers Out (884,950) (38,583) (37,279) (194,200) Transfers In 9,000 (To) From Reserve 140,069 11,590 222,454 676,442 (19,991) (5,274) 35,479 Fund Balance 0 0 0 0 0 0 0 The City Manager is directed to certify the following dollar amount of tax levies in ordinance to the Clay County Auditor: $2,190,500 Dated at Vermillion, South Dakota this 21th day of September, 2015 THE GOVERNING BODY OF THE CITY OF VERMILLION, SOUTH DAKOTA by __________________________ John E. (Jack) Powell, Mayor ATTEST: BY __________________________________ Michael D. Carlson, Finance Officer Adoption of the Ordinance was seconded by Alderman Erickson. Thereafter, the question of the adoption of the Ordinance was put to a roll call vote of the Governing Body, and the members voted as follows: Collier-Wise-Y, Erickson-Y, Holland-Y, Clarene Meins-Y, Holly Meins-Y, Price-Y, Ward-Y, Willson-Y, Mayor Powell–Y Motion carried 9 to 0. Mayor Powell declared that the Ordinance has been adopted and directed publication thereof as required by law. B. Second reading of Ordinance 1331 – 2015 Revised Appropriations John Prescott, City Manager, stated that the 2015 budget was adopted in September 2014 and since that time some things have changed that have been incorporated into the revised appropriations ordinance. John stated that there would most likely need to be another revised ordinance before the yearend to address unanticipated items. John recommended adoption of the 2015 revised appropriations ordinance. 292-15 Second reading of title to Ordinance No. 1331, entitled 2015 Revised Appropriations Ordinance for the City of Vermillion, South Dakota Mayor Powell read the title to the above named Ordinance, and Alderman Ward moved adoption of the following: BE IT RESOLVED that the minutes of this meeting shall show that the title to the proposed Ordinance No. 1331 entitled 2015 Revised Appropriations Ordinance was first read and the Ordinance considered substantially in its present form and content at a regularly called meeting of the Governing Body on the 8th day of September, 2015 and that the title was again read at this meeting, being a regularly called meeting of the Governing Body on this 21st day of September, 2015 at the City Hall Council Chambers in the manner prescribed by SDCL 9-19-7 as amended. BE IT RESOLVED and ordained that said Ordinance be adopted to read as follows: ORDINANCE NO. 1331 2015 REVISED APPROPRIATION ORDINANCE AN ORDINANCE ADOPTING the 2015 Revised Appropriations Ordinance for the City of Vermillion, South Dakota. BE IT ORDAINED BY THE GOVERNING BODY of the City of Vermillion that the following sums are appropriated to meet the obligations of the municipality. 2015 Revised Budget GENERAL FUND REVENUES: General Property Taxes 2,164,900 Sales Tax 1,648,000 Penalties & Interest 10,000 Licenses & Permits 190,200 Cable TV Franchise 110,000 State Intergovernmental 294,970 County Intergovernmental 94,900 Charges for Goods & Services 546,600 Fines & Forfeits 38,650 Miscellaneous Revenues 165,000 TOTAL GENERAL FUND REVENUES 5,263,220 EXPENDITURES: Policy & Administration: General Government 563,863 Finance Office 182,077 Engineering 305,140 Planning and Zoning 800 Code Compliance 204,219 Community Promotion 53,455 Total Policy & Administration 1,309,554 Public Safety & Security: Police Administration & Invest. 461,457 Police Patrol 1,279,051 Fire & Rescue 249,705 Emergency Management 2,200 Ambulance 341,786 Total Public Safety & Security 2,334,199 Maintenance & Transportation: Municipal Garage 137,595 Municipal Service Center 33,440 Street Department 716,673 Snow Removal 75,192 Sweeping & Mowing 111,135 Carpentry 30,615 City Hall Maintenance 79,000 Old Library Maintenance 1,900 Old Landfill Maintenance 11,000 Airport 92,236 Total Maintenance & Transportation 1,288,786 Human Development & Leisure Services: Library 592,539 Parks & Forestry 297,062 Swimming Pool 118,920 Recreation 170,925 Mosquito Control 24,664 National Guard Armory Center 55,897 Total Human Development & Leisure 1,260,007 TOTAL GENERAL FUND EXPENDITURES 6,192,546 GENERAL FUND NEEDS (929,326) Transfer to 911 Fund (271,085) Transfer to Prentis Park Debt Service (58,000) Transfer to Equipment Replacement (6,000) Transfer from Electric Fund 803,117 Transfer from Water Fund 2,306 Transfer from Sewer Fund 1,402 Transfer from Liquor Fund 194,200 Transfer from Capital Projects 17,012 Transfer from BID #1 1,430 Transfer from Utilities Engineering Fees 136,387 Appropriation from Reserve 108,557 GENERAL FUND BALANCE 0 SPECIAL REVENUE FUNDS SECOND CENT SALES TAX FUND Revenues 1,660,650 Expenditures - Second Cent Sales Tax 396,000 Transfer to Bike Path Capital Projects (31,533) Transfer to Airport Capital Projects (10,380) Transfer to City Hall Debt Service Fund (352,041) Transfer to TIF #6 Debt Service (55,845) Transfer to Prentis Park Capital Projects (347,000) Transfer to W. Main Capital Projects (173,000) Appropriation to Reserve (294,851) SECOND CENT SALES TAX FUND BALANCE 0 PARKS IMPROVEMENT FUND Revenues-Recreation Fees 3,010 Expenditures - Parks Improvements 3,010 PARKS IMPROVEMENT FUND BALANCE 0 BBB SALES TAX FUND Revenues 337,060 Expenditures 307,550 Appropriation to Reserve (29,510) BBB SALES TAX FUND BALANCE 0 911 FUND -COMMUNICATIONS Revenues 307,105 Expenditures 578,190 Transfer from General Fund 271,085 911FUND- FUND BALANCE 0 BUSINESS IMPROVEMENT DISTRICT #1 Revenues 71,500 Expenditures 85,000 Transfer to General Fund 1,430 Appropriation from Reserve 14,930 Business Improvement District #1 Fund Balance 0 STORMWATER MAINTENANCE FUND Revenues - Stormwater Fees 220,900 Expenditures: 35,200 Appropriation from Reserve (185,700) STORMWATER FEE FUND BALANCE 0 LIBRARY FINE AND GIFT FUND Revenues- Library Fine & Gifts 11,215 Expenditures - Library 8,000 Appropriation to Reserve (3,215) LIBRARY FINE AND GIFT FUND BALANCE 0 DEBT SERVICE FUNDS DEBT SERVICE--SPECIAL ASSESSMENT FUND Revenues 27,559 Expenditures 27,559 Interfund Loan 517,599 Transfer to Capital Projects (517,599) SPECIAL ASSESSMENT FUND BALANCE 0 DEBT SERVICE - TIF District No. 5 Revenues 204 Expenditures 204 DEBT SERVICE - TIF 5 FUND BALANCE 0 DEBT SERVICE - TIF District No. 6 Revenues 4,775 Expenditures 60,620 Transfer from Second Cent Sales Tax Fund 55,845 DEBT SERVICE - TIF 6 FUND BALANCE 0 DEBT SERVICE - City Hall Revenues 2,000 Expenditures 354,041 Transfer from Second Cent Sales Tax Fund 352,041 DEBT SERVICE - CITY HALL FUND BALANCE 0 DEBT SERVICE - Prentis Park Bond Expenditures 0 Appropriation to Reserve (58,000) Transfer from General Fund Malt Beverage 58,000 DEBT SERVICE - PRENTIS PARK BOND FUND BALANCE 0 CAPITAL PROJECTS FUNDS CAPITAL PROJECTS FUND - SPECIAL ASSESSMENT Revenues 615,311 Expenditures 100,000 Transfer to General Fund (17,012) Appropriation to Reserve (498,299) CP SPECIAL ASSESSMENT FUND BALANCE 0 CAPITAL PROJECTS FUND - BIKE PATH Expenditures 0 Transfer from Second Cent Sales Tax 31,533 Appropriation to Reserve (31,533) CP BIKE PATH FUND BALANCE 0 CAPITAL PROJECTS FUND - AIRPORT Revenues 162,620 Expenditures 173,000 Transfer from Second Cent Sales Tax 10,380 CP AIRPORT FUND BALANCE 0 CAPITAL PROJECTS FUND - PRENTIS PARK Revenues Expenditures 347,000 Transfer from Second Cent Sales Tax 347,000 CP PRENTIS PARK FUND BALANCE 0 CAPITAL PROJECTS FUND - TIF #6 BLISS POINTE Expenditures 45,973 Appropriation from Reserve 45,973 CP TIF #6 BLISS POINT FUND BALANCE 0 CAPITAL PROJECTS FUND - MAIN MILL/OVERLAY & SIGNALS Revenues 324,000 Expenditures 497,000 Transfer from Second Cent Sales Tax 173,000 CP WEST MAIN MILL/OVERLAY & SIGNAL FUND BALANCE 0 INTERNAL SERVICE FUNDS (Information Only) Copier - Unemploy- Fax- ment Postage Custodial Fund Fund Fund Fund Revenues Internal Dept Charges 18,150 87,000 439,397 Interest on Investments 40 2,200 Other Revenues 16,200 Total Revenues 40 18,150 87,000 457,797 Expenditures Personnel 85,986 Operating Expenses 40 16,450 3,213 Capital 500 329,400 Total Expenditures 40 16,450 89,699 329,400 Transfer (Out) In 6,000 (To) From Reserve (1,700) 2,699 (134,397) Fund Balance 0 0 0 0 UTILITY AND ENTERPRISE FUNDS (Information Only) Joint Golf Curbside Electric Water Wastewater Powers Liquor Course Recycling Fund Fund Fund Fund Fund Fund Fund Revenues Sales 5,580,000 1,425,000 1,526,000 1,243,600 1,456,000 710,400 112,000 Surcharge 749,000 269,000 332,000 Other Revenue 110,000 52,700 8,800 27,500 73,730 200 Interest 150,950 4,540 4,064 1,650 140 4,000 210 Grants 30,290 Total Revenues 6,589,950 1,751,240 1,870,864 1,303,040 1,456,140 788,130 112,410 Expenditures Personnel 982,277 598,351 486,829 514,443 364,172 94,463 Operating Expenses 3,650,355 552,561 660,093 965,710 1,236,920 409,700 12,450 Capital 1,173,867 285,420 134,300 359,000 11,162 18,937 250 Debt Service 575,663 187,138 253,337 239,989 8,409 Surcharge Debt Service 235,669 291,013 Total Expenditures 6,382,162 1,859,139 1,825,572 2,079,142 1,248,082 792,809 115,572 Transfers Out (884,950) (38,583) (28,679) (194,200) Transfers In 9,000 (To) From Reserve 668,162 146,482 (16,613) 776,102 (13,858) 4,679 3,162 Fund Balance 0 0 0 0 0 0 0 Dated at Vermillion, South Dakota this 21th day of September, 2015. THE GOVERNING BODY OF THE CITY OF VERMILLION, SOUTH DAKOTA by __________________________ John E. (Jack) Powell, Mayor ATTEST: BY __________________________________ Michael D. Carlson, Finance Officer Adoption of the Ordinance was seconded by Alderman Willson. Thereafter, the question of the adoption of the Ordinance was put to a roll call vote of the Governing Body, and the members voted as follows: Collier- Wise-Y, Erickson-Y, Holland-Y, Clarene Meins-Y, Holly Meins-Y, Price- Y, Ward-Y, Willson-Y, Mayor Powell–Y Motion carried 9 to 0. Mayor Powell declared that the Ordinance has been adopted and directed publication thereof as required by law. 8. New Business A. Tree Board appointment Mayor Powell reported that the City Council is charged with appointing members to the City Tree Board. He stated that the term of Jim Brady is expiring and it is recommended that he be reappointed for a two year term. 293-15 Alderman Holland moved approval of the reappointment of Jim Brady to the Tree Board for a two year term expiring in September 2017. Alderman Willson seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. B. Street Closure Request Modification September 30th to add Main Street from Prospect to High Street 4:30 p.m. - 11:30 p.m. Andy Colvin, Assistant to the City Manager, reported that the Dakota Days Executive Board is sponsoring a community wide event associated with Dakota Days on Wednesday, September 30, 2015. The initial request for street closing for this event that was approved on August 3rd was for the closing of Market Street from Main to Kidder Streets from 4:30 p.m. to midnight. Andy stated that on September 17th an amended request was received to include the closing of Main Street from Prospect to High Streets. Andy stated that Police, Fire and EMS were notified and have found no safety concerns. 294-15 Alderman Willson moved approval of the closing of Main Street from Prospect to High Streets in addition to the initial closing of Market Street from Main to Kidder Street on Wednesday, September 30, 2015 from 4:30 to midnight for the USD Dakota Days Executive Board community event. Alderman Collier-Wise seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. C. Utilities Committee report on amending Chapter 53 Water, Sewers, and Sewage Disposal, Sections 53.110 through 53.123 Jose Dominguez, City Engineer, stated that the City of Vermillion Utilities Committee met on September 15, 2015 to review proposed sewer rate changes. Jose stated that the City has an ordinance that addresses how large users would be charged, but the ordinance needs to be brought up to date to ensure that the main constituents which are flow, biochemical oxygen demand (BOD), total suspended solids (TSS) and Kjendahl nitrogen (TKN) are treated at the Waste Water Plant and are paid for by the users generating these types of constituents. Jose stated that the proposed ordinance presented to the Committee addressed several areas that needed to be brought current to fairly charge all of our users in case we had a large industrial/commercial user in town. Jose noted that the proposed changes to the ordinance do not change the sanitary sewer rate for existing customers. Jose stated that the proposed ordinance will allow the revenue collected to meet the funds expended to treat the waste water. Jose reported that the City Council cannot act on a report of a committee at the same meeting the report is received and, if the City Council accepts the report, the ordinance will be included on the next meeting agenda. Discussion followed. 295-15 Alderman Holland moved to accept the report of the Utility Committee on amending Sewage Disposal, Section 53.110 through 53.123 and Section 53.018. Alderman Willson seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. D. Resolution Supporting the City’s Transportation Alternatives Program Grant Application for a possible downtown infrastructure program Jose Dominguez, City Engineer, reported that during discussion on the proposed improvements to the intersection of Main and Center/Court Streets the City received several inquiries about the possibility of having a larger downtown project. Jose reported that the City held a number of public meetings to gather public input regarding possible downtown infrastructure projects. Jose reported that staff began looking into the possibility of applying for a Transportation Alternatives Program (TAP) grant soon after the first public meeting was held. Jose noted that the grant is managed by the DOT and it only covers the cost of design and construction on alternative forms of transportation up to $400,000. Jose reported that the grant requires a matching contribution of at least 18.05% or $72,200. Jose reported that the proposed project, at this time, is only for the reconstruction of sidewalks along Main Street from Dakota Street to Market Street. Jose noted that the proposed project would also cover Elm, Center, Prospect, Church, Court and Market Streets for one block from Main Street. Jose stated that, in order to be able to apply for multiple grants and to make the project financially feasible, it will be split into three phases with the cost of each phase around $500,000. Jose stated that this cost would include the design engineering, construction cost and construction administration. Jose stated that the end result for each of the phases would be a sidewalk that meets all standards with a paver/colored concrete strip along the curb, larger bump-outs and bicycles corrals at the intersections. Jose stated that this grant application would be for only the first phase which would be on Main Street from Dakota to just shy of Center Street. The intersection between Main and Center/Court Streets would be done with the intersection improvement project. Jose reported that a resolution is required by the State as part of the grant application which has been included in the packet. Jose requested that the City Council move approval of the resolution to be included with the grant application. Discussion followed. 296-15 After reading the same once, Alderman Holland moved adoption of the following: A RESOLUTION SUPPORTING THE CITY’S TRANSPORTATION ALTERNATIVES PROGRAM GRANT APPLICATION FOR POSSIBLE DOWNTOWN INFRASTRUCTURE PROJECT WHEREAS, the City of Vermillion understands the significance of making improvements to existing transportation infrastructure; and, WHEREAS, the City of Vermillion has received numerous requests from the public to complete a downtown infrastructure project; and, WHEREAS, the City of Vermillion strives to accommodate as many forms of transportation as possible, such as pedestrians, bicyclists, motorists, and mass transit, within the City’s road network; and, WHEREAS, the City of Vermillion recently adopted the 2004 Vermillion Downtown Streetscape Plan as an informational document to be used as a resource in planning future downtown projects; and, WHEREAS, the City of Vermillion also adopted goals that promote safety, financial viability of projects, historical conservation and to reintroduce the downtown area to the public; and, WHEREAS, the adopted goals are to be met during any project within the downtown area; and, WHEREAS, the City of Vermillion wishes to improve the sidewalks within the downtown area to improve pedestrian accessibility, to provide bicycle racks for bicyclists, to improve pedestrian and motorists safety at the intersections, and to provide a dedicated mass transit stop; and, WHEREAS, the City of Vermillion is in support of applying for a grant through the State of South Dakota’s Transportation Alternatives Program to help defray a portion of the cost; and, WHEREAS, the City of Vermillion will provide a match of at least 18.05% of the cost of the project; and, WHEREAS, the City of Vermillion will maintain the completed project through a combination of enforcement, public funds, or private initiatives. NOW, THEREFORE, BE IT RESOLVED, by the Governing Body of the City of Vermillion that the City Council is in support of applying for a grant through the State of South Dakota’s Transportation Alternatives Program, and will be responsible for at least 18.05% of the cost of the project. Dated at Vermillion, South Dakota this 21st day of September, 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 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. E. Developers Agreement between the City and Polaris Industries Inc. for Lot 1A, Block 3, Erickson Addition Jose Dominguez, City Engineer, reported that Polaris Industries Inc. is in the process of expanding their facilities along Carr Street south of SD Highway 50. Jose noted that the new expansion will be fronting a portion of Carr Street that has not been constructed. Jose stated that City ordinance requires that the property owner construct sidewalks, grading, curb and gutter, street surfacing, street lights, water and sewer improvements on all streets abutting a property to be developed. Jose stated that the agreement will require Polaris Industries, Inc. to develop the portion of Carr Street at which time the City would request the development or other development needs the street completed. Discussion followed. 297-15 Alderman Ward moved approval of the Developers Agreement between the City and Polaris Industries Inc. for Lot 1A, Block 3, Erickson Addition and authorized the Mayor to sign on behalf of the City. Alderman Erickson seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. F. 2014 Audited Comprehensive annual report Mike Carlson, Finance Officer, reported that the 2014 Audited Comprehensive Financial Report is included in the packet. Mike stated that the firm of Williams & Company completed the audit and also included in the packet is a letter to the Mayor and Council from Williams & Company. Mike stated that the Department of Legislative Audit has reviewed the audit. Mike noted that the City Council will need to accept the report. Discussion followed. 298-15 Alderman Holland moved approval of the acceptance of the 2014 Audited Comprehensive Financial Report. Alderman Erickson seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. G. Labor and Finance Committee report on AFSCME agreement negotiations John Prescott, City Manager, reported that the City has contracts with two unions. John reported that, as part of the negotiations with the AFSCME union, the City of Vermillion Labor and Finance Committee met on July 20, 2015. John stated that the committee provided guidance on completing the negotiations. John stated that since then staff has met with the union representatives and have reached an agreement. John stated that a few larger changes in the proposed agreement include: a) The proposed agreement would run from January 1, 2016 until December 31, 2018; b) The proposal provides for a cost of living adjustment of 2.5% on January 1, 2016, 2.25% on January 1, 2017, and 2.25% on January 1, 2018; c) All employees will pay a $30 monthly fee in addition to any health insurance premium for the type of health insurance coverage selected; d) When Veterans Day falls on a Saturday or Sunday (occurs in 2017 & 2018), the employees will have the day after Thanksgiving as a paid holiday in these two years in place of the Friday or Monday preceding or following Veterans Day; e) Changes to a couple of pay schedules for specific positions. John stated that it is anticipated that the final agreement will be on the agenda for consideration at a future meeting. John stated that, as such, the City Council will need to accept the committee report. 299-14 Alderman Willson moved to receive the report of the Labor and Finance Committee on union negotiations with the AFSCME union. Alderman Ward 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 reminded residents that Market Street and parts of Main Street will be closed on Wednesday, September 30th from 4:30 p.m. to midnight for Verm Town Bash which is sponsored by the Dakota Days Committee. B. John reported that the Light & Power Open House is Thursday, October 8th from 11:00 a.m. to 1:00 p.m. at the Municipal Service Center at 115 W. Duke Street. C. John reported that the Fire/EMS Open House is Wednesday, October 7th from 5:00 p.m. to 7:00 p.m. at the Fire/EMS Station at 820 N. Dakota Street. D. John reported that from the Joint Powers meeting it was noted that some recycling users did not know that lids can be left on plastic containers that are being recycled. John noted that the plastic containers need to be clean and empty to recycle. E. John reported that the Household Hazardous Waste collection is Friday, September 25th at the Recycling Center, 840 N Crawford Road from 2:00 p.m. to 6:00 p.m. with a fee of $10 per vehicle. The collection will be in Yankton on Saturday. PAYROLL ADDITIONS AND CHANGES Recreation: Kayla Lewis $8.50/hr, Carter Williams $8.50/hr, McKenzie Waugh $8.50/hr 11. Invoices Payable 300-15 Alderman Ward moved approval of the following invoices: Broadcaster advertising 87.00 Brunicks Service Inc fuel 10,570.51 Bureau Of Administration telephone 296.41 Candace Country Gardens plants 1,990.00 Centurylink telephone 1,494.51 City Of Vermillion landfill vouchers 600.00 Clay Co Register Of Deed filing fee 60.00 Clay Rural Water System water usage 63.60 Clay-Union Electric Corp electricity 1,613.90 Dakota Beverage merchandise 545.80 Dept. Environment Natl Res landfill operations fee 3,357.97 Drain Masters repairs 569.39 Gregg Peters managers fee 6,000.00 Jose Dominguez travel reimbursement 195.00 Loren Fischer Disposal haul cardboard 210.00 Matheson Tri-Gas, Inc supplies 299.68 MidAmerican gas usage 969.21 MidContinent Communication internet/cable service 118.68 OGIO merchandise 179.52 Republic National Dist. merchandise 19,678.78 Reserve Account postage for meter 900.00 SD Public Assurance Alliance insurance coverage 131.00 Sioux Equipment parts 1,271.13 Stern Oil Co. fuel 5,463.93 United Parcel Service shipping 15.21 US Postmaster postage for utility bills 1,050.00 Vermillion Youth Football online registration 2,857.33 Rick Erickson Bright Energy Rebate 1,700.00 Donald E Peterson Bright Energy Rebate 1,700.00 Alderman Erickson seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. 12. Consensus Agenda - None 13. Adjourn 301-15 Alderman Ward moved to adjourn the Council Meeting at 7:25 p.m. Alderman Erickson seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. Dated at Vermillion, South Dakota this 21st day of September, 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 ___________.