City Council Agendas, Packets and Minutes

Unapproved Minutes Council Special Session January 18, 2016 Monday 12:00 noon The special session of the City Council, City of Vermillion, South Dakota was held on Monday, January 18, 2016 at 12:00 noon at the City Hall large conference room. 1. Roll Call Present: Collier-Wise, Holland, Clarene Meins, Price, Willson, Mayor Powell Absent: Erickson, Holly Meins, Ward 2. Informational Session – Update on General Obligation bond issue for Prentis Park project – Mike Carlson Mike Carlson, Finance Officer, reported that following the November 4, 2014 bond election the City Council adopted the resolution authorizing the issuance of general obligation bonds not to exceed $3,100,000 for Prentis Park improvements. Mike stated that along with the resolution the City Council adopted an ordinance for levying the property taxes to service the debt that can be reduced if the City Council sets aside funds in the general obligation debt service fund. Mike noted that the malt beverage markup was approved by the votes in June 2015 and collected just over $63,000 in 2015 that is to be used for debt service on the park improvement bond. Mike stated that he has been working with Dougherty & Company on the official statement and will be providing information to the rating agency to have the bonds rated to reduce the interest rate. Mike stated that with the bid opening on the pool set for February 18th and the City Council action on the bids set for February 29th the bonds will need to be sold between those dates to have the funds to honor the contract. Mike stated that Dougherty is projecting the interest rate at .65% to 3.00% over the twenty year life of the bond noting that market conditions could change between now and the closing date. Discussion followed on the project and the financing. 3. Informational Session – Update on Permitting Backyard Chickens – John Prescott John Prescott, City Manager, reported that in the spring of 2015 a request was made of the City Council to change the ordinance to allow chickens within the city limits. John stated that this was referred to the Policy and Procedures Committee who reported to the City Council in June to allow chickens on a 3 to 1 vote noting that the zoning 1 ordinance would need to be changed to allow chicken coops as an accessory structure and that an ordinance would need to be developed for consideration. John stated that a report was made to the City Council of requirement contained in other city ordinances that apply to chickens for consideration in developing a draft ordinance for public comment. John reviewed a recap of the information contained in other city ordinances for Council consideration that could be used in developing a draft ordinance that could be presented to the public. Discussion followed on the items with John noting that the Planning Commission will be considering the change to the zoning ordinance at their January 25th meeting. John stated that the draft ordinance could be the topic of a noon meeting in February. 4. Briefing on the January 18, 2016 City Council Regular Meeting Council reviewed items on the agenda with City staff. No action was taken. 5. Adjourn 12-16 Alderman Price moved to adjourn the Council special session at 12:36 p.m. Alderman Holland seconded the motion. Motion carried 6 to 0. Mayor Powell declared the motion adopted. Dated at Vermillion, South Dakota this 18th day of January, 2016. 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 January 18, 2016 Monday 7:00 p.m. The regular session of the City Council, City of Vermillion, South Dakota was called to order on January 18, 2016 at 7:00 p.m. by Mayor Powell. 2 1. Roll Call Present: Collier-Wise, Erickson, Holland, Clarene Meins, Holly Meins, Price, Willson, Mayor Powell, Student Representative Ireland Absent: Ward 2. Pledge of Allegiance 3. Minutes A. Minutes of January 4, 2016 Special Meeting, January 4, 2016 Regular Meeting 13-16 Alderman Collier-Wise moved approval of the January 4, 2016 Special Meeting and January 4, 2016 Regular Meeting minutes. Alderman Clarene Meins seconded the motion. Motion carried 8 to 0. Mayor Powell declared the motion adopted. 4. Adoption of Agenda 14-16 Alderman Willson moved approval of the agenda. Alderman Collier-Wise seconded the motion. Motion carried 8 to 0. Mayor Powell declared the motion adopted. 5. Visitors to be Heard Pinning of Vermillion Volunteer Fire Fighters Elizabeth Rakness and Matthew Glawe and EMTs Amanda Hansen and Danielle Portz. Shannon Draper, Fire Chief, reported that Elizabeth Rakness and Matthew Glawe have completed the necessary probationary training to be recognized as Vermillion Volunteer Fire Fighters and that Amanda Hansen and Danielle Portz have completed the necessary training to be recognized as Vermillion EMTs. Shannon pinned department badges on each. Mayor Powell on behalf of the City Council and community thanked the firefighters and EMT’s for their service to the community. 6. Public Hearings - None 7. Old Business - None 8. New Business 3 A. Request to close E. Main Street from Prentis Avenue to S. Norbeck Street and Anderson Street from E. Main to Mulberry Street on Wednesday, April 13, 2016 from 10:00 a.m. to 2:30 p.m. for a mock accident scene at Vermillion High School. Cole Bockelmann, Communications Intern, reported that a street closing request was received from the Vermillion Fire/EMS Department to close a portion of East Main and Anderson Streets on April 13th for a mock accident. Cole noted that information on the mock accident was presented at the January 4th noon meeting. Cole stated that the request is to close E. Main Street from Prentis Avenue to S. Norbeck Street and Anderson Street from E. Main to Mulberry Street on Wednesday, April 13, 2016 from 10:00 a.m. to 2:30 p.m. Cole noted that the Fire/EMS Departments will be contacting those affected by the street closure. 15-16 Alderman Willson moved approval of the street closing for E. Main Street from Prentis Avenue to S. Norbeck Street and Anderson Street from E. Main to Mulberry Street on Wednesday, April 13, 2016 from 10:00 a.m. to 2:30 p.m. Alderman Holland seconded the motion. Motion carried 8 to 0. Mayor Powell declared the motion adopted. B. Consider request from ICAP for additional funding to assist with additional Welcome sign installations John Prescott, City Manager, reported that one of the recommendations of the housing study presented in the fall of 2012 was the creation of an Integrated Community Action Partnership (ICAP) consisting of representatives from the City, County, USD, VCDC and the Public School. John reported that the group has been meeting with their first goal being a welcome sign on the east side of town. John stated that the design of the proposed Welcome Sign was presented at the October 19, 2015 City Council meeting. John reported that Matt Fairholm, on behalf of the ICAP group, reported to the City Council on January 4th that they have pledges of $31,000 for the east sign and, as such, were working on design for two small signs to be located at the SD Hwy 19 and SD Hwy 50 intersection and West Main and SD Hwy 50 Business intersection. John stated that Matt asked for consideration of additional funding support to assist with the funding of the two additional signs. John noted that it was indicated that $27,000 of additional funding will be needed for the two signs. John reported that the $10,000 was budgeted for 2016 from the Lotuswood land sale proceeds and that additional funding could come from the BBB as the signs will promote the community. Nate Welch, Executive Director of the VCDC, and Matt Fairholm, Clerk for the ICAP committee, answered questions of the City Council on the sign project. Discussion followed on funding options. 4 16-16 Alderman Holland moved approval of up to $10,000 of additional funding for the entrance signs from the BBB Sales Tax fund. Alderman Collier- Wise seconded the motion. Motion carried 8 to 0. Mayor Powell declared the motion adopted. C. Consider request to provide funding for Vermillion High School class trip to Germany and visit to Sister City of Ratingen John Prescott, City Manager, reported that Vermillion High School German Instructor Kami Dibley and several students presented information on their Germany trip planned for this summer to the City Council at the December 21st noon meeting. John stated that the trip is part of the German American Partnership Program similar to the trip in 2014. John stated that the trip will include meeting with the Mayor of Ratingen Germany, our sister city. John reported that the City provided $750 of funding in 2014 for the students and as part of their presentation Kami requested funding for the 2016 trip. John reported that the 2016 BBB budget included $500 for the Ratingen Student Exchange noting that $500 of funding was included for 2015 that was not utilized and remains in the BBB fund. John recommended $1,000 to $1,500 of funding for the exchange trip. Discussion followed on the funding. 17-16 Alderman Holland moved approval of $125 per student for sixteen students total not to exceed $2,000 with funding from the BBB Sales Tax fund for the Ratingen Student Exchange in 2016. Alderman Collier-Wise seconded the motion. Motion carried 8 to 0. Mayor Powell declared the motion adopted. D. Resolution designating John Prescott as City representative to Missouri River Energy Services and Shane Griese as the alternate representative. John Prescott, City Manager, reported that the Missouri River Energy Services is a joint action agency consisting of 60 member communities to provide supplemental power. John noted that each member community has a designated representative and alternate representative. John reported that the City Manager has historically served as the representative and a different City staff member served as the alternate. John noted that Jason Anderson served as the alternate and has since left employment with the City. John reported that Shane Griese was hired as Utility Engineer and recommended approval of the resolution to designate Shane as the alternate representative to MRES. 5 18-16 Alderman Willson moved approval of the resolution to designate John Prescott as the City representative and Shane Griese be designated as the alternate representative to represent the City with Missouri River Energy Services. Alderman Collier-Wise seconded the motion. Motion carried 8 to 0. Mayor Powell declared the motion adopted. E. Resolution designating John Prescott as City representative to South Dakota Municipal Power Agency and Shane Griese as the alternate representative John Prescott, City Manager, reported that this item is similar to the last item as the City is a member of the South Dakota Municipal Power Agency (SDMPA) along with other South Dakota cities that receive their supplemental power from MRES. John stated that SDMPA does not currently have any projects but the organization is maintained to potentially assist with future projects. John reported that each member city appoints a representative and an alternate. John reported that the City Manager has historically served as the representative and that the Electric Superintendent Mark Koller has serviced as the alternate. John noted that since Mark Koller has retired he would recommend that Shane Griese be designated as the alternate. John recommended approval of the resolution to designate Shane as the alternate representative to SDMPA. 19-16 Alderman Willson moved approval of the resolution to designate John Prescott as the City representative and Shane Griese be designated as the alternate representative to represent the City with the South Dakota Municipal Power Agency. Alderman Price seconded the motion. Motion carried 8 to 0. Mayor Powell declared the motion adopted. 9. Bid Openings - None 10. City Manager's Report A. John reported that the voluntary glass drop off program was started in May 2015 at the Recycling Center and the Yankton transfer station whereby a glass recycler will pickup and haul for free glass by the semi load. John reported that we have a 24 ton ready for pickup later this month. B. John reported that the City Council will have an agenda item in the coming months to annex the airport property. John reported that the City is the sole owner of all of the property under consideration for annexation. 6 C. John reported that the City Council will have items on the upcoming agendas for changes to allow for backyard chickens. John stated that the Planning Commission will consider a zoning amendment to allow for chicken coops as an accessory building at their January 25th meeting. The City Council will likely consider this zoning amendment at the February 16th meeting. D. John reported that following last meeting a City Council meeting summary was posted on the City web site. John stated that it is a one- page summary of Council actions that is made available on the web page and emailed. E. John reported on the receipt of notice of raffle from the Heartland Humane Society who will be selling $2 raffle tickets to participants in their Taste and Tour event on June 18, 2016. The prize is a downtown Vermillion gift basket valued at $150 with proceeds going to support the Heartland Humane Society. PAYROLL ADDITIONS AND CHANGES Police: Crystal Brady $30.52/hr, Luke Trowbridge $28.12/hr; Ambulance: Dawn Abbott-Thompson $2.00/on call-$10.10/hr-$3.00/holiday on call- $15.15/holiday hr-$8.55/training hr, Riley Ackerman $8.55/hr- $12.83/holiday hr-$8.55/training hr, Emily Brigman $2.00/on call- $10.10/hr-$3.00/holiday on call-$15.15/holiday hr-$8.55/training hr, Ashley Brunick $2.00/on call-$11.20/hr-$3.00/holiday on call- $16.80/holiday hr-$8.55/training hr-11.70/FTO, Amanda Reed $2.00/on call-$12.80/hr-$3.00/holiday on call-$19.20/holiday hr-$8.55/training hr-$13.30/FTO, Luke Crance $2.00/on call-$10.20/hr-$3.00/holiday on call-$15.30/holiday hr-$8.55/training hr, Ryun Fischbach $2.00/on call- $10.10/hr-$3.00/holiday on call-$15.15/holiday hr-$8.55/training hr, Jarrett Fowler $8.55/hr-$12.83/holiday hr-$8.55/training hr. Nicole Gulley $2.00/on call-$11.30/hr-$3.00/holiday on call-$16.95/holiday hr- $8.55/training hr-$11.80/FTO, Amanda Hansen $2.00/on call-$10.00/hr- $3.00/holiday on call-$15.00/holiday hr-$8.55/training hr, Brandon Hansen $2.00/on call-$12.90/hr-$3.00/holiday on call-$19.35/holiday hr- $8.55/training hr-$13.40/FTO, Robin Hower $200/pay period, Val Hower $2.00/on call-$12.20/hr-$3.00/holiday on call-$18.30/holiday hr- $8.55/training hr-$12.70/FTO, Alyssa Hunt $2.00/on call-$10.10/hr- $3.00/holiday on call-$15.15/holiday hr- $8.55/training hr, Cody Jansen $2.00/on call-$10.40/hr-$3.00/holiday on call-$15.60/holiday hr- $8.55/training hr-$10.90/FTO, Anthoney Klunder 200.00/pay period, Joe Kyte $2.00/on call-$12.90/hr-$3.00/holiday on call-$19.35/holiday hr- $8.55/training hr-$13.40/FTO, David Kyte $2.00/on call-$10.10/hr- $3.00/holiday on call-$8.55/training hr-$10.60/FTO, Jordyn Larson $2.00/on call-$10.20/hr-$3.00/holiday on call-$15.30/holiday hr- $8.55/training hr, Neil Melby $2.00/on call-$$10.50/hr-$3.00/holiday on 7 call-$15.75/holiday hr-$8.55/training hr-$11.00/FTO, Danielle Portz $2.00/on call-$10.00/hr-$3.00/Holiday on call-$15.00/holiday hr- $8.55/training hr, Tara Rohan $2.00/on call-$10.20/hr-$3.00/holiday on call-$15.30/holiday hr-$8.55/training hr, Alexander Sherlock $2.00/on call-$12.40/hr-$3.00/holiday on call-$18.60/holiday hr-$8.55/training hr-$12.90/FTO, Stephanie Ruden $8.55/hr-$12.83/holiday hr- $8.55/training hr, John Wetherington $2.00/on call-$10.10/hr- $3.00/holiday on call-$15.15/holiday hr-$8.55/training hr, Lisa Wood $2.00/on call-$10.50/hr-$3.00/holiday on call-$15.75/holiday hr- $8.55/training hr-$11.00/FTO, Mike Wildermuth $2.00/on call-$13.70/hr- $3.00/holiday on call-$20.55/holiday hr-$8.55/training hr-$14.20/FTO; Recreation: Tyler Trageser $16.02/hr; Custodial: Joel Gonzalez $10.76/hr 11. Invoices Payable 20-16 Alderman Collier-Wise moved approval of the following invoices: A-OX WELDING SUPPLY CO CHEMICALS 1,044.96 ARROW INTERNATIONAL, INC SUPPLIES 251.16 AVERA OCCUPATIONAL MEDICINE TESTING 284.70 BAKER & TAYLOR BOOKS BOOKS 294.71 BROADCASTER PRESS ADVERTISING 643.50 BRUNICKS SERVICE INC PROPANE 19.00 BUREAU OF ADMINISTRATION TELEPHONE 244.06 BUTLER MACHINERY CO. PARTS 61.47 CAMPBELL SUPPLY SUPPLIES 101.85 CENTER POINT LARGE PRINT BOOKS 195.76 CENTURY BUSINESS PRODUCTS COPIER CONTRACT/COPIES 514.25 CLAY RURAL WATER SYSTEM WATER USAGE 48.30 CLAY-UNION ELECTRIC CORP ELECTRICITY 1,949.11 CORE ENGINEERING & CONSULTING PROFESSIONAL SERVICES 3,790.50 CUSTOM TRUCK EQUIPMENT INC OIL 30.00 DAKOTA PC WAREHOUSE REPAIRS 49.99 DEPT. ENVIRONMENT NATL RES LANDFILL OPERATIONS FEE 3,057.17 ECHO ELECTRIC SUPPLY SUPPLIES 15.35 FASTENAL COMPANY SUPPLIES 3.98 GALE BOOKS 38.34 GUARANTEE OIL CO INC OIL 799.55 HD SUPPLY WATERWORKS METERS 5,084.00 HERREN-SCHEMPP BUILDING SUPPLIES 13.92 HY VEE FOOD STORE SUPPLIES 38.13 INGRAM BOOKS 245.67 8 INTERNATIONAL PUBLIC MGMT ASSOC. TESTING MATERIALS 220.00 JOHNSON CONTROLS REPAIRS 1,221.43 KEVIN HASELHORST UNDERGROUND REIMBURSEMENT 1,258.00 LEAGUE OF MINNESOTA CITIES ADVERTISING 75.00 LESSMAN ELEC. SUPPLY CO SUPPLIES 1,409.88 LOREN FISCHER DISPOSAL HAUL CARDBOARD 210.00 MALLOY ELECTRIC SUPPLIES 385.34 MARKS MACHINERY PARTS 15.95 MART AUTO BODY TOWING 600.00 MATHESON TRI-GAS, INC OXYGEN 278.00 MICRO MARKETING LLC BOOKS 59.94 MIDAMERICAN GAS USAGE 6,883.32 MIDWEST BUILDING MAINTENANCE MAT SVC 189.80 MOORE WELDING & MFG SUPPLIES 240.18 NETSYS+ PROFESSIONAL SERVICES 950.25 NORTHEAST NEBRASKA NEWS CO ADVERTISING 40.18 OVERHEAD DOOR OF SIOUX CITY REPAIRS 1,382.00 PCC, INC COMMISSION 3,035.76 PENGUIN RANDOM HOUSE LLC BOOKS 26.25 POMPS TIRE SERVICE, INC. TIRES 2,451.80 QUILL SUPPLIES 164.65 RECORDED BOOKS, INC BOOKS 173.20 SD ONE CALL LOCATES 309.54 SIOUXLAND HUMANE SOCIETY FEES 111.00 SOOLAND BOBCAT SNOW BLADE 2,300.00 STANGER LITHO GRAPHICS SUPPLIES 347.00 STERN OIL CO. OIL 9,679.49 STOREY KENWORTHY/MATT PARROT SUPPLIES 82.50 STUART C. IRBY CO. METERS 4,578.00 STURDEVANTS AUTO PARTS PARTS 98.94 SUPPLYWORKS SUPPLIES 165.76 TESTAMERICA LABORATORIES TESTING 1,674.35 THE EQUALIZER ADVERTISING 865.18 TITAN MACHINE-PRODUCTIVITY PARTS 2,967.04 TRI COUNTY PROPANE INC PROPANE 2,104.16 TRUE VALUE SUPPLIES 10.99 TURNER PLUMBING REPAIRS 437.25 TYLER TRAGESER SAFETY BOOTS REIMBURSEMENT 100.00 UNITED PARCEL SERVICE SHIPPING 11.92 UNIVAR SODA ASH 7,515.12 UNIVERSITY OF SD ADMISSIONS PROGRAM PROMOTION 5,000.00 VERIZON WIRELESS WIRELESS COMMUNICATION 79.62 VERMILLION ACE HARDWARE SUPPLIES 50.76 9 VERMILLION AREA COMMUNITY FOUND ROUND-UP PROGRAM 324.56 VERMILLION CHAMBER OF COMMERCE REINVESTMENT PROGRAM-USD 44,664.00 VERMILLION ROTARY CLUB MEALS/DUES 160.25 VERMILLION YOUTH WRESTLING ONLINE REGISTRATION 442.80 WAL-MART COMMUNITY SUPPLIES 428.77 ZEE MEDICAL SERVICE SUPPLIES 147.45 2016 INVOICES PAYABLE ARAMARK UNIFORM SERVICES UNIFORM CLEANING 54.00 CENTURYLINK TELEPHONE 1,494.51 DEPT. ENVIRONMENT NATL RES WASTEWATER DISCHARGE PERMIT 10,500.00 GREGG PETERS MANAGERS PROFIT 39,335.53 MIDCONTINENT COMMUNICATION CABLE/INTERNET SERVICE 718.68 MIDWEST ALARM CO ALARM MONITORING 327.00 MINN MUNICIPAL UTILITY ASSOC. MEMBER DUES 350.00 MUNICIPAL ELEC. ASSOC. MEMBERSHIP DUES 4,019.00 NATIONAL FIRE PROTECTION ASSOC. SUBSCRIPTION 175.00 REPUBLIC NATIONAL DISTRIBUTING MERCHANDISE 4,510.92 RESERVE ACCOUNT POSTAGE FOR METER 950.00 SD AIRPORT MANAGEMENT ASSOC. MEMBERSHIP DUES 25.00 SD ASSOC. OF CODE ENFORCEMENT MEMBERSHIP DUES 40.00 SD BUILDING OFFICIALS ASSOC. MEMBERSHIP DUES 55.00 SD CITY MGMT ASSOCIATION MEMBERSHIP DUES 300.00 SD MUNICIPAL LEAGUE MEMBERSHIP DUES 4,610.08 SECOG DUES 11,639.00 US POSTMASTER POSTAGE FOR UTILITY BILLS 1,050.00 VERMILLION CHAMBER OF COMMERCE FUNDING 50,000.00 VERMILLION HOUSING AUTHORITY CONTRIBUTION 1,000.00 OMIOWNCORP, INC BRIGHT ENERGY REBATE 1,800.00 Alderman Price seconded the motion. Motion carried 8 to 0. Mayor Powell declared the motion adopted. 12. Consensus Agenda - None 13. Adjourn 21-16 Alderman Erickson moved to adjourn the Council Meeting at 7:24 p.m. Alderman Price seconded the motion. Motion carried 8 to 0. Mayor Powell declared the motion adopted. Dated at Vermillion, South Dakota this 18th day of January, 2016. 10  THE GOVERNING BODY OF THE CITY OF VERMILLION, SOUTH DAKOTA BY____________________________ John E. (Jack) Powell, Mayor ATTEST: BY___________________________________ Michael D. Carlson, Finance Officer Published once at the approximate cost of ___________. 11