City Council Agendas, Packets and Minutes

Unapproved Minutes Council Special Session October 5, 2015 Monday 12:00 noon The special session of the City Council, City of Vermillion, South Dakota was held on Monday, October 5, 2015 at 12:00 noon at the City Hall large conference room. 1. Roll Call Present: Collier-Wise, Clarene Meins, Price, Mayor Powell Absent: Erickson, Holly Meins, Holland, Ward, Willson Mayor Powell stated that, as there was not a quorum present, no action can be taken. 2. Briefing on the October 5, 2015 City Council Regular Meeting Council members present reviewed items on the agenda with City staff. No action was taken. Council members traveled to the landfill to tour facility. Unapproved Minutes City Council Regular Session October 5, 2015 Monday 7:00 p.m. The regular session of the City Council, City of Vermillion, South Dakota was called to order on October 5, 2015 at 7:00 p.m. by Mayor Powell. 1. Roll Call Present: Collier-Wise, Erickson, Clarene Meins, Holly Meins, Price, Mayor Powell, Student Representative Ireland Absent: Holland, Ward, Willson 2. Pledge of Allegiance 3. Minutes 1 A. Minutes of September 21, 2015 Special Meeting, September 21, 2015 Regular Meeting. 302-15 Alderman Price moved approval of the September 21, 2015 Special Meeting and September 21, 2015 Regular Meeting minutes. Alderman Erickson seconded the motion. Motion carried 6 to 0. Mayor Powell declared the motion adopted. 4. Adoption of Agenda 303-15 Alderman Collier-Wise moved approval of the agenda. Alderman Price seconded the motion. Motion carried 6 to 0. Mayor Powell declared the motion adopted. 5. Visitors to be Heard A. Disability Employment Awareness Month Proclamation Alderman Price read the proclamation designating October 2015 as Disability Employment Awareness Month in Vermillion. Mayor Powell presented the proclamation to representatives of SESDAC. B. Public Power Week Proclamation Alderman Erickson read the proclamation designating the week of October 4-10, 2015 as Public Power Week in Vermillion. Mayor Powell asked John Prescott to present the proclamation to the Light Department. C. National Fire Safety Week Proclamation Alderman Clarene Meins read the proclamation designating the week of October 4-10, 2015 as Fire Prevention Week in Vermillion. Mayor Powell asked John Prescott to present the proclamation to the Fire Department. D. Domestic Violence Awareness Month Proclamation Alderman Collier-Wise read the proclamation designating October, 2015 as Domestic Violence Awareness Month in Vermillion. Mayor Powell presented the proclamation to Sandie Sullivan. Sandie thanked the Mayor and City Council for the proclamation and support. E. Extra Mile Day Proclamation Alderman Holly Meins read the proclamation designating November 1, 2015 as “Extra Mile Day” in Vermillion to recognize the individuals and 2 organizations within the community who go the extra mile in order to make a difference in the community. 6. Public Hearings - None 7. Old Business - None 8. New Business A. First reading of Ordinance 1332 amending Chapter 53 Water, Sewers, and Sewage Disposal, Sections 53.110 through 53.123, and Section 53.018 Jose Dominguez, City Engineer, reported that the proposed amendments to the ordinance will address several areas that need to be updated to fairly charge all of our users in the event we have a large industrial/commercial user in town. Jose stated that the proposal will charge large users for the cost to treat sewage flow, biochemical oxygen demand (BOD), total suspended solids (TSS), and total Kjendahl nitrogen (TKN). Jose reported that the City’s Utility Committee met on September 15, 2015 to review the proposed ordinance. The Council accepted the Committee’s report at the September 21, 2015 meeting. Jose noted that this ordinance change and the proposed fees will not affect the sewer rate of any existing customer. Jose stated that following second reading of the ordinance a rate resolution will be presented for consideration. Discussion followed. 304-15 Mayor Powell read the title to the above mentioned Ordinance and Alderman Collier-Wise moved adoption of the following Resolution: BE IT RESOLVED that the minutes of this meeting shall show that the title to proposed Ordinance No. 1332 entitled An Ordinance Amending Title V Public Works Chapter 53 Water, Sewers, And Sewage Disposal Sections 53.018, 53.111-53.113, And 53.115-53.119 of the Revised Ordinances of the City of Vermillion, South Dakota, to address how the administrative/fixed fee is derived, how the cost associated with treating waste water is split amongst its constituents, how the different class users are determined, how the cost for each of the class users is calculated, and how the user’s charge may be modified, of the City of Vermillion, South Dakota has been read and the Ordinance has been considered for the first time in its present form and content at this meeting being a regularly called meeting of the Governing Body of the City on this 5th day of October, 2015 at the Council Chambers in City Hall in the manner prescribed by SDCL 9-19-7 as amended. The motion was seconded by Alderman Erickson. After discussion, the question of adoption of the Resolution was put to a vote of the 3 Governing Body and 6 members voted in favor of and 0 members voted in opposition to the motion. Mayor Powell declared the motion adopted. B. Resolution for Funding Agreement for the Design of the Apron Reconstruction at Harold Davidson Field between the City and the State Jose Dominguez, City Engineer, reported that the existing airport capital improvement plan and the 2015 budget for the airport have the design for the reconstruction of the apron starting this year. Jose noted that this agreement is similar to the one entered into recently with the FAA. Jose stated that the agreement stipulates how the funding will be made available and also has criteria that need to be followed during the development of the plan. Jose reported that the City has entered into similar agreements for every project that has been completed at the airport. Jose reported that, as part of the grant agreement, the City Council needs to pass a resolution accepting the agreement with the State for 5% of the cost to complete the ALP. Jose reported that the project estimate is $44,444.44 with the City share being $2,222.22. Jose recommended adoption of the resolution. 305-15 After reading the same once, Alderman Collier-Wise moved adoption of the following: RESOLUTION ACCEPTING THE FUNDING AGREEMENT FOR THE DESIGN ENGINEERING FOR THE RECONSTRUCTION OF THE APRON AT HAROLD DAVIDSON FIELD BETWEEN THE CITY AND STATE OF SOUTH DAKOTA. WHEREAS, the City of Vermillion wishes to complete the engineering design for the reconstruction of the apron by utilizing a combination of Local, State and Federal Funds, and; WHEREAS, the Governing Body of the City of Vermillion is asked by the State of South Dakota’s Department of Transportation to approve the above mentioned agreement by resolution. NOW, THEREFORE, BE IT RESOLVED, that the Governing Body of the City of Vermillion accepts the Agreement between the State of South Dakota and the City of Vermillion for Project 3-46-0056-011-2015. Dated at Vermillion, South Dakota this 5th day of October 2015. 4  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 Erickson. Discussion followed and the question of the adoption of the Resolution was presented for a vote of the Governing Body. 6 members voted in favor of and 0 members voted in opposition to the Resolution. Mayor Powell declared that the Resolution was adopted. C. AFSCME agreement January 1, 2016 to December 31, 2018 John Prescott, City Manager, reported that in the last several months the City has been negotiating with AFSCME Local 1052, Council #65, that represents employees in the following departments: Street, Water, Waste Water, Parks & Recreation, Solid Waste, and General Government with the exception of the Department Heads, supervisors, professional, confidential, part-time and seasonal employees. John reported that the proposed agreement covers the period January 1, 2016 through December 31, 2018. John stated that the Council’s Labor and Finance Committee were made aware of the proposal as the negotiations progressed and have reviewed the final proposal and recommend adoption. John noted that the report of the Labor and Finance Committee’s recommendation was made at the September 21st City Council meeting. John reviewed the major changes included in the proposed agreement and recommended approval. Discussion followed. 306-15 Alderman Erickson moved approval of the AFSCME Local 1052, Council #65 agreement as presented for the period of January 1, 2016 through December 31, 2018. Alderman Holly Meins seconded the motion. Motion carried 6 to 0. Mayor Powell declared the motion adopted. D. Resolution to adjust the storm drainage fee Mike Carlson, Finance Officer, reported that during the budget process it was proposed to raise the storm drainage fee to provide additional revenues for storm drainage projects. The fee is charged to all properties in the city and is included on the property tax statements. The proposed increase will generate $5,500 of additional revenue for the storm water fund. For a residential lot of 10,000 square feet, the fee would go from $27.00 to $27.75 per year. Discussion followed. 5 307-15 After reading the same once, Alderman Clarene Meins moved adoption of the following: RESOLUTION TO CHANGE STORM DRAINAGE FEE WHEREAS, Section 53-135 of the 2008 Revised Ordinances of the City of Vermillion allows the City Council to change the city wide property drainage fee. AND WHEREAS, during the annual budget it was determined there were not sufficient revenues in the storm drainage fee fund. BE IT HEREBY RESOLVED by the Governing body of the City of Vermillion, South Dakota, at a regular meeting thereof of said City at 7:00 p.m. on the 5th day of October, 2015 that the fee be changed as follows: The unit financial charge shall be $0.00037. Dated at Vermillion, South Dakota this 5th day of October, 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 Erickson. Discussion followed and the question of the adoption of the Resolution was presented for a vote of the Governing Body. 6 members voted in favor of and 0 members voted in opposition to the Resolution. Mayor Powell declared that the Resolution was adopted. 9. Bid Openings A. Fuel quotes Mike Carlson, Finance Officer, read the monthly fuel quotes and recommended the low quote of Stern Oil on all items. Item 1 - 4,350 gal unleaded 10% ethanol: Stern Oil $2.2663, Brunick’s Service $2.29; Item 2 - 1,000 gal unleaded: Stern Oil $2.6385, Brunick’s Service $2.75; Item 3 – 3,000 gal No. 2 Diesel fuel dyed: 6 Stern Oil $1.9129, Brunick’s Service $2.00; Item 4 - 1,000 gal No. 2 diesel fuel-clear: Stern Oil $2.1894, Brunick’s Service $2.35 308-15 Alderman Price moved approval of the low quote of Stern Oil on all four items. Alderman Erickson seconded the motion. Discussion followed. Motion carried 6 to 0. President Powell declared the motion adopted. B. Bid Opening for 2003 Ford Expedition 4x4 SUV Jose Dominguez, City Engineer, reported that the Police Department’s 2003 Ford Expedition has been replaced and was declared surplus at the July 20th meeting. The vehicle was appraised at $2,000, advertised for sale to other government unities through the Municipal League and then advertised for sale by sealed bids with bid opening on September 30th. One bid was received but was withdrawn prior to bid opening. Jose stated that, due to lack of bids and the low appraised value, he recommended to continue efforts to market and if not sold placed on the next City auction. 309-15 Alderman Collier-Wise moved to acknowledge that no bids were received and authorized the continued marketing of the surplus vehicle and if it remained unsold to include on the next City auction. Alderman Erickson seconded the motion. Motion carried 6 to 0. Mayor Powell declared the motion adopted. 10. City Manager's Report A. John reported that the Fire/EMS Open House is Wednesday, October 7th from 5:00 p.m. to 7:00 p.m. at the Station, 820 N Dakota Street. 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, 115 West Duke Street. C. John reported that the Police/Emergency Communications Open House is Saturday, October 24th from 11:00 a.m. to 1:00 p.m. at the Police Station, 15 Washington Street. D. John reported that the fall fire hydrant flushing will begin on Tuesday, October 13th. E. John reported that, due to equipment problems, the roll-off at the Recycling Center for tree branches is unavailable. John reported that tree branches are accepted at the Landfill. John stated that a notice 7 will be posted on the City website when the tree branch roll-off is available back at the Recycling Center. F. John reported that City offices are closed next Monday, October 12th for the Native Americans Day holiday. PAYROLL ADDITIONS AND CHANGES Golf Clubhouse: Alexa Rudeen $8.50/hr; Recycling: Eric McPherson $15.12/hr; Curbside Recycling: Dan Hanson $16.57/hr 11. Invoices Payable 310-15 Alderman Collier-Wise moved approval of the following invoices: University Cleaners professional services 26.00 Alderman Holly Meins seconded the motion. Alderman Clarene Meins requested to abstain. Motion carried 5 to 0. Mayor Powell declared the motion adopted. 311-15 Alderman Collier-Wise moved approval of the following invoices: 3D Specialties Inc supplies 1,388.25 4Imprint open house supplies 2,058.25 A-Ox Welding Supply Co supplies 2,208.14 AGK Electric install load mgmt 1,100.00 Allied Insurance notary bond filing fee 100.00 Appeara supplies 160.88 Aramark uniform shirts 8.63 Aramark Uniform Services uniform cleaning 167.45 Baker & Taylor Books books 401.58 Banner Associates, Inc professional services 2,488.14 Barkley Asphalt asphalt 4,645.89 Batteries Plus batteries 59.95 Benjamin Nelsen mileage reimbursement 48.10 Best Western Vermillion Inn lodging 368.00 Beth Knedler meals reimbursement 36.00 Bierschbach Eqpt & Supply parts 2,135.20 Bike Plus repairs 285.20 Blackstone Audio Inc books 50.00 Blake Carver subscription 104.00 Blick Art Materials supplies 158.63 8 Border States Elec Supply parts 960.27 Bound Tree Medical, LLC supplies 386.48 Broadcaster Press advertising 247.25 Brown Traffic Products supplies 53.50 Builders Choice park fence/archway/concrete 35,871.00 Butler Machinery Co. parts 1,361.51 Campbell Supply supplies 1,957.15 Cask & Cork merchandise 2,676.84 Century Business Leasing copier contract 138.25 Century Business Products copies 93.07 Centurylink telephone 743.46 Chad Christopherson safety boots reimbursement 100.00 Chemco, Inc supplies 63.80 Chesterman Co merchandise 1,370.15 City Of Vermillion copies/postage 1,303.25 City Of Vermillion utility bills 42,010.94 Class C Solutions Group supplies 131.47 Clay County EMS Association CPR card 40.00 Clay County Highway Dept tack oil liquid asphalt 609.32 Coffee King, Inc supplies 62.75 Colonial Life Acc Ins. insurance 3,276.43 Coyote Convenience fuel 14.11 Creative Product Source Inc supplies 256.88 Cummins Central Power, LLC repairs 1,580.20 D-P Tools supplies 122.27 Dakota Beverage merchandise 28,784.17 Dakota PC Warehouse computer/TV/repairs 1,198.90 Dakota Supply Group supplies 775.86 Danko Emergency Equipment supplies 851.46 Delta Dental Plan insurance 6,489.58 Demco supplies 92.72 Dennis Martens maintenance 833.34 Dept Of Revenue testing 1,117.00 DGR Engineering professional services 8,744.35 Diamond Vogel Paints white traffic paint 2,659.25 Diane's Greenhouse plants 175.88 Dust Tex entry mats 80.00 E.A Sween Company supplies 85.48 Earthgrains Baking Co's Inc supplies 120.90 Eberle Design Inc recertify 178.00 Echo Electric Supply supplies 317.70 Elliott Equipment Co repairs 923.82 Farmer Brothers Co. supplies 131.75 9 Fastenal Company supplies 183.81 Fedex. shipping 11.95 Findaway World LLC books 310.60 Foreman Media council mtg 100.00 Fred Balleweg meals reimbursement 60.00 Fred Haar Co, Inc repairs 155.70 G & R Controls repairs 151.47 Gale books 296.63 Gator Brothers Boring, Inc water line boring 19,850.00 Gov Office annual support 1,100.00 Graham Tire Co. tires 593.16 Graybar Electric supplies 320.00 Gregg Peters freight/fill station/supplies 9,708.85 Gregg Peters rent 937.50 Hach Co chemicals 2,234.13 Hansen Locksmithing repairs 1,412.00 Hauger Lawn Service mowing 128.00 Hawkins Construction professional services 20.00 Hawkins Inc chemicals 1,102.92 HD Supply Waterworks supplies 11,290.63 Heiman, Inc. annual inspection 157.00 Helget Safety Supply, Inc supplies 261.81 Herc-U-Lift maintenance 225.78 Hercules Industries, Inc supplies 251.27 Herren-Schempp Building supplies 1,390.25 Hy Vee Food Store supplies 143.49 In Control, Inc parts 9,661.70 Independence Waste waste hauling/toilet rental 1,533.95 Ingram books 1,064.15 Interstate All Battery Center battery 56.80 Intoximeters supplies 345.00 J & L Harley-Davidson repairs 1,575.75 Jacks Uniform & Eqpt uniform 217.69 Janway Company supplies 163.73 Jim Goblirsch travel reimbursements 443.00 John A Conkling Dist. merchandise 22,925.40 Johnson Brothers Famous merchandise 55,707.48 Johnson Controls repairs/service agreement 2,405.54 Johnson Electric install load mgmt 100.00 Johnys Electric install load mgmt 331.50 Jonathan Warner boots reimbursement 45.55 Jones Food Center merchandise 2,774.58 Karsten Mfg Corp merchandise 1,118.12 10 Lawson Products Inc supplies 153.08 Laynes World name plate 8.00 Leisure Lawn Care fertilizing 50.00 Lessman Elec. Supply Co supplies 1,312.50 Life-Assist, Inc test strips 64.50 Lincoln Republic Insurance insurance 484.62 Locators And Supplies, Inc supplies/safety equip 8,685.32 M & M Construction LLC concrete work 12,375.35 Mainland Engraving LLC medals 90.20 Malloy Electric parts 100.10 Mart Auto Body towing 525.00 Matheson Tri-Gas, Inc medical oxygen 103.50 Matthew Bender & Co, Inc subscription 143.62 McCulloch Law Office professional services 1,414.20 Mead Lumber supplies 303.26 Medical Waste Transport, Inc haul medical waste 446.02 Menards supplies 154.31 Micro Marketing LLC books 599.91 Microfilm Imaging Systems service agreement 371.00 Mid-American Research Chem floor cleaner 98.33 MidAmerican gas usage 383.25 Midwest Alarm Co alarm monitoring 147.00 Midwest Building Maintenance mat svc 536.70 Midwest Ready Mix & Equipment flowable fill 6,330.00 Midwest Turf & Irrigation parts 365.08 Missouri River Energy Service registration fee 225.00 Missouri Valley Maintenance repairs 627.60 Moore Welding & Mfg repairs 68.00 Nalco Chemical Co supplies 169.65 NCL Of Wisconsin, Inc chemicals 1,272.81 Netsys+ professional services 1,697.12 New York Life insurance 84.02 Nike Inc merchandise 126.64 Northern Leak Detection leak survey 2,172.00 Northern Truck Eqpt Corp supplies 987.08 Office Of Weights & Meas testing 92.00 Okoboji Wines-SD merchandise 2,596.80 Overhead Door Of Sioux City repairs 9,924.24 PCC, Inc commission 1,579.38 Pedersen Machine Inc parts 117.24 Penguin Random House LLC books 255.00 Penworthy Company books 80.33 Pete Lien & Sons, Inc chemicals 7,453.36 11 Photography By Jerry department pictures 120.00 Physio-Control Corp patient cable 271.00 Pitney Bowes postage meter lease 289.71 Positive Promotions open house supplies 657.44 Powerphone, Inc recertification 258.00 Prairie Berry Winery merchandise 1,560.00 Precision Lawn Care professional services 601.25 Presto-X-Company inspection/treatment 43.44 Quality Books Inc. books 4,432.07 Quality Equipment And Service supplies 87.50 Queen City Wholesale merchandise 504.80 Quill supplies 2,664.48 Racom Corporation maintenance contract 447.85 Ragnasoft, Inc subscription 1,225.00 Randy Isaacson meals/registration reimb 189.00 Rechnagel Construction, Inc crushed gravel 718.13 Reinhart Foodservice, LLC supplies 836.89 Republic National Dist. merchandise 43,225.26 Rick Erickson water heater rebates 960.00 Rob Pickens meals reimbursement 60.00 Robert Hansen water heater rebate 200.00 Ryan Hough fitness membership reimb 110.18 Sanford Health Plan participation fee 57.00 Sanitation Products repairs 1,886.84 Scholastic Library Publishing books 880.13 SD Assoc. Of Rural Wtr System annual dues 1,000.00 SD Federal Property Agency tires/wrench set 2,022.25 SD Golf Association handicap 1,180.00 SD Municipal League registration 215.00 SD Retirement System contributions 51,295.93 SD Secretary Of State filing fee 30.00 SD Solid Waste Management conference registration 1,325.00 Servall Towel & Linen shop towels 16.80 Shane Griese meals reimbursement 49.00 Sioux Falls Two Way Radio repairs 171.91 Special T's And More caps 432.00 Standard Ready Mix Concrete patching mix 325.00 Steffen parts 34.77 Stewart Oil-Tire Co tires 209.85 Storey Kenworthy/Matt Parrot utility bills 4,389.40 Stuart C. Irby Co. supplies 334.00 Sturdevants Auto Parts parts 1,305.18 Supplyworks supplies 339.20 12 Susan Heggestad meals reimbursement 36.00 Swanson Flo repairs 2,096.42 Taste Of Home Books Taste Of Home Christmas 32.98 Taylor Made merchandise 1,866.14 The Equalizer advertising 172.00 The Growler Station, Inc merchandise 2,575.24 Titan Machine-Productivity parts 693.63 Titleist Drawer Cs merchandise 105.50 Tony Klunder meals reimbursement 236.00 Tri-B-Trim Shop repairs 110.00 True Fabrications merchandise 432.55 True Value supplies 721.99 United Laboratories chemicals 1,332.16 United Way contributions 527.50 Univar USA Inc soda ash 7,515.12 Us Golf Association membership 110.00 USA Bluebook supplies 659.13 Van Diest Supply Co supplies 550.13 Vast Broadband 911 circuit/dialup service 1,415.45 Verizon Wireless wireless communications 2,603.13 Vermillion Ace Hardware parts 1,443.23 Vermillion Chamber Of Commerce contributions 50,000.00 Visa/First Bank & Trust fuel/lodging/supplies 6,231.35 Wal-Mart Community supplies 853.43 Walker Construction sidewalk repair 229.50 Walt's Homestyle Foods, Inc supplies 239.70 Wesco Distribution, Inc supplies 1,834.80 Williams & Co. 2014 audit 7,140.00 Win-911 Software software maintenance 395.00 Yamaha Golf & Utility Aug golf cars lease 3,772.97 Yankton Fire & Safety extinguisher recharge 59.00 Yankton Janitorial Supply supplies 383.25 Yankton Medical Clinic pre-employment exam 59.00 Zee Medical Service supplies 368.50 Rick Erickson Bright Energy Rebate 1,700.00 Donald E Peterson Bright Energy Rebate 1,700.00 Alderman Holly Meins seconded the motion. Motion carried 6 to 0. Mayor Powell declared the motion adopted. 12. Consensus Agenda 13 A. Set a public hearing date of November 2, 2015 for the lease of approximately 232 acres of farmland east of Vermillion. 312-15 Alderman Price moved approval of the consensus agenda. Alderman Erickson seconded the motion. Motion carried 6 to 0. Mayor Powell declared the motion adopted. 13. Adjourn 313-15 Alderman Collier-Wise moved to adjourn the Council Meeting at 7:29 p.m. Alderman Price seconded the motion. Motion carried 6 to 0. Mayor Powell declared the motion adopted. Dated at Vermillion, South Dakota this 5th day of October, 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 ___________. 14