City Council Agendas, Packets and Minutes

Unapproved Minutes Council Special Session March 6, 2017 Monday 12:00 noon The special session of the City Council, City of Vermillion, South Dakota was held on Monday, March 6, 2017 at 12:00 noon at the City Hall large conference room. 1. Roll Call Present: Collier-Wise, Erickson, Holland, Humphrey, Price, Sorensen, Ward, Mayor Powell Absent: Meins 2. Informational Item - Results of Community Vote for Prentis Park Pool Name - Jim Goblirsch Jim Goblirsch, Parks & Recreation Director reported the process for naming the new pool facilities started with requesting public suggestions. Jim stated that the Chamber of Commerce assisted with on line and drop boxes for possible names. Jim reported that Chamber and City staff narrowed the possible names to eight that the City Council selected four names to be voted on by the community. Jim reported that 459 votes were received and Prentis Plunge received the most votes. Jim reported that, if the City Council was in agreement with the vote, he would get started with developing a logo and use the new name on all promotional materials. Discussion followed with the consensus of the City Council to name the new water park Prentis Plunge. 3. Educational Item – Police Department Annual Report– Matt Betzen Matt Betzen, Police Chief, provided copies of the Police Department 2016 annual report. Matt reviewed the annual report and answered questions of the City Council on the report. Matt reported that the annual report is available on the City website along with prior years reports. 4. Educational Item – Police Department Community Survey results – Matt Betzen Matt Betzen, Police Chief, provided copies of the Community Survey conducted in 2016. Matt noted that the last community survey was conducted in 2012. Matt stated that the community survey is conducted and prepared by the USD Political Science Department. Matt stated that the community survey is done to obtain an understanding of the 1 community perception. Matt reviewed the 2016 community survey, as well as how it compared to the 2012 survey, and answered questions of the City Council on the survey. Matt reported that the survey results will be available on the Department website. 5. Briefing on the March 6, 2017 City Council Regular Meeting Council reviewed items on the agenda with City staff. No action was taken. 6. Adjourn 64-17 Alderman Ward moved to adjourn the Council special session at 1:01 p.m. Alderman Sorensen seconded the motion. Motion carried 8 to 0. Mayor Powell declared the motion adopted. Dated at Vermillion, South Dakota this 6th day of March, 2017. 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 March 6, 2017 Monday 7:00 p.m. The regular session of the City Council, City of Vermillion, South Dakota was called to order on March 6, 2017 at 7:00 p.m. by Mayor Powell. 1. Roll Call Present: Collier-Wise, Holland, Humphrey, Meins, Price, Sorensen, Mayor Powell, Student Representative Ireland Absent: Erickson, Ward 2 2. Pledge of Allegiance 3. Minutes A. Minutes of February 21, 2017 Special Meeting, February 21, 2017 Regular Session 65-17 Alderman Sorensen moved approval of the February 21, 2017 special meeting and February 21, 2017 regular session minutes. Alderman Holland seconded the motion. Motion carried 7 to 0. Mayor Powell declared the motion adopted. 4. Adoption of Agenda 66-17 Alderman Collier-Wise moved approval of the agenda. Alderman Price seconded the motion. Motion carried to 0. Mayor Powell declared the motion adopted. 5. Visitors to be Heard A. Proclamation recognizing Prudential Spirit of Community Award Honoree Anneliese Taggart Alderman Collier-Wise read the proclamation recognizing Prudential Spirit of Community Award Honoree Aneliese Taggart. The proclamation recognizes Aneliese Taggart, a junior at Vermillion High School, as one of two South Dakota Honorees for the 2017 Prudential Spirit of Community Awards program for her outstanding volunteer contribution to others in our community. Mayor Powell presented the proclamation to Aneliese who thanked the City Council. B. Proclamation recognizing Intellectual and Developmental Disabilities Awareness Month Alderman Price read the proclamation that proclaimed the month of March as Intellectual and Developmental Disabilities Awareness Month in Vermillion. Mayor Powell presented the proclamation to Amber Tuff representing individuals from SESDAC. Amber thanked the City Council for their support as well as the Vermillion community. 6. Public Hearings A. Retail on-off sale wine and a Retail on-off sale malt beverage license for D & D Foods, Inc. for Hartford Steak Co. Tavern at 7 Court Street. 3 Mike Carlson, Finance Officer, reported on the receipt of applications for retail on-off sale wine and retail on-off sale malt beverage licenses from D & D Foods, Inc. for Hartford Steak Co. Tavern at 7 Court Street. Mike stated that the Police Chief’s report and notice of hearing are included in the packet. Mike reported that the City has the ability to issue a license on two criteria, being suitable person and suitable location. Mike stated that, as to suitable person, a DCI and FBI background check was required of Todd Friese as he was listed as the owner of the majority of the stock and as to suitable location there were previous licenses issued to this location as well as on this block. Mike noted that as renovations are not completed an occupancy permit has not been issued by the Building Official and as such would recommend issuance of the licenses contingent upon the issuance of the occupancy permit by the Building Official. Todd Friese reported that they plan to operate a business similar to their business in Hartford, thanked the City Council for their consideration of the licenses and stated that he looked forward to seeing everyone once they opened. 67-17 Alderman Sorensen moved approval of the retail on-off sale wine and a retail on-off sale malt beverage license for D & D Foods, Inc. for Hartford Steak Co. Tavern at 7 Court Street contingent upon the issuance of an occupancy permit by the Building Official. Alderman Collier-Wise seconded the motion. Motion carried 7 to 0. Mayor Powell declared the motion adopted. 7. Old Business - None 8. New Business A. Presentation of the 2016 Annual Financial Report Mike Carlson, Finance Officer, reviewed the 2016 unaudited Financial Report for the City and answered questions of the City Council on the report. Mike noted that the City Council will need to acknowledge receipt of the report and a copy will be sent to the Department of Legislative Audit and the required portions will be published. The report will be audited by Williams & Company later this year. Discussion followed. 68-17 Alderman Collier-Wise moved to acknowledge receipt of the 2016 Annual Financial Report. Alderman Humphrey seconded the motion. Motion carried 7 to 0. Mayor Powell declared the motion adopted. 4 B. Resolution authorizing the purchase of a Water Department forklift Jose Dominguez, City Engineer, reported that the equipment replacement fund has the Water Department forklift scheduled for replacement in 2018. Jose reported that the Water Department’s existing 1998 Toyota forklift has been experiencing brake problems and the accelerator has been sticking. Jose reported that his recommendation is to replace the forklift based on the estimated cost of the repairs, the service life of the equipment, and the scheduled replacement date. Jose reported that State statute allows municipalities to purchase equipment that cost less than $50,000 without bidding. Jose reported that staff contacted forklift vendors in the area and found a 2015 Hyster S50CT forklift with 13-hours being sold by MH Equipment from Tea, SD. Jose reported that the forklift is being sold at the discounted price of $19,800. A similar 2017 forklift would cost $23,491.50. Jose stated that the 2017 Equipment Replacement Fund did not include the purchase of the Water Department’s forklift. Jose noted that the purchase was scheduled to occur in 2018 and staff had estimated on spending approximately $19,000 in 2018 on the purchase of the new forklift. Jose stated that this purchase was not planned. The fund has seen significant savings on other purchases this year and would be able to absorb this unexpected expense without the equipment replacement fund budget having to be revised. Jose reported that the existing forklift will be declared surplus and appraised on the following agenda item. Jose recommended approval of the resolution. 69-17 After reading the same once, Alderman Holland moved adoption of the following: RESOLUTION AUTHORIZING THE PURCHASE OF A FORKLIFT WITH LESS THAN 100-HOURS WHEREAS, SDCL 5-18A-22(19) authorizes a governmental entity to purchase equipment that cost less than $50,000 without bidding; and, WHEREAS, the City of Vermillion has reviewed and determined that purchasing a 2015 Hyster S50CT forklift with 13-hours from MH Equipment for the total amount of $19,800 offers an advantageous price to the City for said item. 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 2015 Hyster S50CT from MH Equipment of Tea, South Dakota at no more than the above stated price. Dated at Vermillion, South Dakota this 6th day of March, 2017. 5  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. 7 members voted in favor of and 0 members voted in opposition to the Resolution. Mayor Powell declared that the resolution was adopted. C. Declaring a forklift Surplus Jose Dominguez, City Engineer, reported that with the authorization of the purchase of the forklift approved with the previous agenda item the existing 1998 Toyota forklift can now surplused. Jose requested that the City Council declare the forklift as surplus and authorize the appraisal by the Surplus Property Appraisal Committee for sale by sealed bids and if no bids are received the forklift can be sold at the City auction. 70-17 Alderman Sorensen moved approval of declaring the 1998 Toyota forklift as surplus and authorizes the appraisal by the Surplus Property Appraisal Committee to be sold by sealed bids. Alderman Humphrey seconded the motion. Motion carried 7 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 Stern Oil on Items 1 and 3 and Brunick’s service on Item 2. Item 1 - 4,350 gal unleaded 10% ethanol: Stern Oil $2.0228, Brunick’s Service $2.04; Item 2 – 3,000 gal No. 1 & No. 2 Diesel fuel dyed blended: Stern Oil $1.9159, Brunick’s Service $1.84; Item 3 - 1,000 gal No. 1 & No. 2 diesel fuel-clear blended: Stern Oil $2.22124, Brunick’s Service $2.235. 6 71-17 Alderman Price moved approval of the low quote of Stern Oil on Items 1 and 3 and Brunick’s service on Item 2. Alderman Meins seconded the motion. Motion carried 7 to 0. Mayor Powell declared the motion adopted. B. LED Street Lights Shane Griese, Utility Manager, reported that last year the City began to convert the street lighting over to a more energy efficient and longer lasting LED system. Shane stated that last year the lights were all residential and that this year the Cherry Street lights will be replaced along with residential. Shane reported that bids were opened for LED lights on March 1, 2017. Shane noted that bids were requested on two different styles of LED lights. Proposal 1 was for post-top lights which can be found in our residential areas while Proposal 2 was for cobra head or roadway lighting which is required by the state along routes such as Cherry Street. Shane reported that the low bid for Proposal 1 was received from Irby Utilities in the amount of $401.00 per light for a total of $48,120.00 and the low bid for Proposal 2 was received from WESCO in the amount of $525.00 per light for a total of $73,500.00. Shane recommended approval of the low bids. Bids: Proposal 1 120 post-top lights: RESCO $49,298.40; Stuart Irby $48,120; Wesco $49,950. Proposal 2 140 cobra head roadway lights: RESCO $75,952.80; Wesco $73,500 72-17 Alderman Meins moved approval of the low bids of Stuart Irby on Proposal 1 in the amount of $401.00 per light for a total of $48,120.00 and Wesco on Proposal 2 in the amount of $525.00 per light for a total of $73,500.00. Alderman Holland seconded the motion. Motion carried 7 to 0. Mayor Powell declared the motion adopted. C. Chip Seals Jose Dominguez, City Engineer, reported that chip-sealing is a cost-effective way to extend the life of asphalt streets between more expensive overlays. Jose noted that the process consists of the application of rapid curing polymerized asphalt oil which is covered by quartzite chips. Jose stated that the chip seal oil protects the existing asphalt overlay surface by sealing small cracks and voids and the quartzite chip layer also reduces the sun’s UV effects on the surface. Jose reported that bids were opened February 22, 2017 for the 2017 Chip Seal Project. Jose stated that two bids were received. Jose reported that the low bid 7 was from Topkote of Yankton in the amount of $86,454.98 while the high bid came in at $97,470.40. Jose reviewed a map of the streets to be chip-sealed this year. Jose recommended acceptance of the low bid. 73-17 Alderman Collier-Wise moved approval of the low bid of Topkote of Yankton in the amount of $86,454.98 for the chip-seal project. Alderman Meins seconded the motion. Motion carried 7 to 0. Mayor Powell declared the motion adopted. 10. City Manager's Report A. John reported that Paint South Dakota will take place again this June. John stated that the program is seeking a volunteer group to paint a house. John stated that the home must be a single family owner-occupied home in need of painting and the owner should be physically or financially unable to paint the home. John asked that eligible homeowners and volunteer groups contact the City so that Vermillion can apply to be one of the 25 locations in South Dakota this year. B. John reported that the Edith B. Siegrist Library has expanded their hours. John reported that they are now open at 8:00 a.m. Monday thru Friday while the closing times remain the same. C. John reported that the new pool in Prentis Park has a name. John stated that the City Council selected the top four names approximately two weeks ago and since that time 459 people voted on their choice. John stated that Prentis Plunge was the top voted name. John reported that Prentis Plunge will offer a number of amenities for the community. PAYROLL ADDITIONS AND CHANGES Recreation: Cassie Evans $10.50/hr; Golf Maintenance: Ernie Halverson $10.00/hr, Madilyn Myers $9.00/hr, Kyle Ringhofer $9.00/hr 11. Invoices Payable 74-17 Alderman Price moved approval of the following invoices: Andrew Eidem safety boots & meals reimb 137.00 Aramark Uniform Services uniform cleaning 279.40 Argus Leader Media #1085 subscription 207.60 8 Atco International supplies 122.50 Automatic Building Control annual inspection 188.50 Baker & Taylor Books books 216.00 Balcon Enterprises supplies 262.50 Banner Associates, Inc professional services 23,344.20 Best Western Plus Ramkota lodging 617.94 Bill Brown junk/debris removal 120.00 Blackstone Audio Inc books 150.00 Blaine's Body Shop repairs 1,204.53 Blick Art Materials supplies 84.12 Border States Elec Supply supplies 882.66 Bound Tree Medical, LLC supplies 2,152.53 Brian Buck repairs 383.00 Broadcaster Press advertising 306.00 Brunicks Service Inc fuel 527.80 Buhls Cleaners towels 21.51 Butch's Propane Inc propane 2,796.33 Butler Machinery Co. parts 97.93 Callaway Golf merchandise 260.54 Campbell Supply supplies 903.92 Cask & Cork merchandise 538.00 Center For Western Studies book 3.50 Century Business Products copier contract/copies 211.13 Centurylink 911 relay service 5.00 Centurylink telephone 695.54 Certified Pool Trainers registration 325.00 Chad Christopherson safety boots reimbursement 100.00 Chesterman Co merchandise 48.00 Chris Nissen meals reimbursement 64.00 City Of Vermillion copies/postage 1,210.00 City Of Vermillion utility bills 37,188.91 Class C Solutions Group supplies 74.30 Clay County Ems Association AED electrodes/CPR class 906.93 Colonial Life Acc Ins. insurance 3,042.61 Coyote Rentals water heater rebate/wiring 170.00 Coyote Sports Properties sponsorship 2,000.00 Credit Collections Bureau commission 451.78 Crystal Brady gym membership reimbursement 225.00 Cummins Central Power, LLC repairs 2,187.81 Dakota Beverage merchandise 4,602.12 Dakota Pc Warehouse parts 799.97 Dale Husby safety boots reimbursement 100.00 Danko Emergency Equipment supplies 317.01 9 Dash Medical Gloves exam gloves ambulance 428.70 David Stammer meals reimbursement 30.00 Delta Dental Plan insurance 6,461.36 Demco supplies 61.74 Dennis Martens maintenance 833.34 Derek Ronning meals/mileage reimbursement 160.18 DGR Engineering professional services 23,543.00 Dorsey & Whitney professional services 14,000.00 Drivers License Guide Co id checking guide 62.85 Duane Fulk safety boots reimbursement 100.00 Dust Tex entry mats 80.00 Echo Electric Supply supplies 794.52 Ed M. Feld Eqpt Co supplies 463.00 Electronic Engineering repairs 215.00 Engraver's Edge nametags 32.85 Ernst Flow Industries repairs 331.55 Estate Of Julia Ann Potter ambulance overpayment 285.60 Farmer Brothers Co. supplies 181.86 Farner Bocken Company merchandise 703.51 Fast Auto Glass repairs 280.00 Fedex. shipping 12.24 Filtertec filters 620.88 First National Bank elec rev bond/agent fee 500.00 First National Bank Of Omaha professional services 83.50 Foreman Media council mtgs 100.00 Fred Haar Co, Inc parts 688.08 Gale books 161.36 Gallagher Benefit Services February consulting 1,780.88 Global Dist. merchandise 180.00 Global Equipment Company water bottle filling station 1,921.98 Grainger supplies 2,296.70 Graymont Capital Inc chemicals 4,034.66 Gregg Peters freight 2,008.80 Gregg Peters rent 937.50 Guarantee Oil Co Inc supplies 854.13 Hach Co parts 43.41 Hali-Brite Inc. supplies 159.37 HD Supply Waterworks handheld/supplies 5,792.93 Heiman, Inc. fire fighter equipment 312.00 Herren-Schempp Building supplies 57.71 Hillyard/Sioux Falls supplies 73.28 Hy Vee Food Store supplies 599.23 In Control, Inc parts 5,642.30 10 Independence Waste waste hauling 891.00 Ingram books 3,372.28 Inland Truck Parts Co. parts 58.06 Intelli Track inventory software 2,664.75 Intoximeters supplies 100.00 Jacks Uniform & Eqpt uniform 736.15 Jim Goblirsch reimbursement 119.21 John A Conkling Dist. merchandise 2,721.57 Johnson Brothers Of SD merchandise 20,187.11 Johnson Controls repairs 17,137.18 Johnson Electric install load mgmt 100.00 Jon Cole fuel reimbursement 10.00 Jones Food Center supplies 259.06 Kalins Indoor Comfort repairs 278.14 Karsten Mfg Corp merchandise 747.95 Lawson Products Inc supplies 30.92 Laynes World locker name plate 8.00 Leggette, Brashears & Graham professional services 757.35 Lessman Elec. Supply Co supplies 4,954.40 Locators And Supplies, Inc supplies 200.83 Longs Propane Inc propane 60.00 Malloy Electric parts 661.66 Mark Clark meals & mileage reimbursement 293.80 Mart Auto Body towing 1,670.00 Masaba, Inc supplies 659.18 Matheson Tri-Gas, Inc supplies 672.40 Mc2, Inc parts 821.71 Mead Lumber supplies 120.82 Metropolitan Compounds, Inc supplies 614.19 Micro Marketing LLC books 74.95 Midwest Alarm Co alarm monitoring 66.00 Midwest Radiator & Exhaust parts 193.49 Midwest Turf & Irrigation parts 1,108.29 Midwest Wheel Companies parts 260.00 Midwestern Mechanical, Inc inspection/testing 325.00 Minn Municipal Utility Assoc 1st qtr safety mgmt program 6,200.00 Missouri River Energy Service supplies 1,995.28 Mister Smith's co2 tanks 80.00 Mobotrex Mobility & Traffic parts 75.00 Monty Munkvold meals reimbursement 37.00 NCL Of Wisconsin, Inc supplies 486.61 Netsys+ repairs/professional service 584.50 New York Life insurance 25.01 11 Nike Inc merchandise 46.77 Northland supplies 462.25 O'Reilly Auto Parts repairs 206.78 Office Systems Co copier contract/copies 619.54 One Office Solution office equipment 90.42 Otis Elevator Company service contract 1,213.08 Overhead Door Of Sioux City repairs 429.00 PCC, Inc commission 2,297.70 Penworthy Company books 211.38 Physio-Control Corp repairs 641.00 Plain Talk Publishers subscription 26.00 Pomps Tire Service, Inc. tires 453.00 Precision Painting painting-wastewater plant 3,151.80 Presto-X-Company inspection/treatment 52.90 Print Source advertisement 885.00 Qt Pod replacement card 10.00 Quality Telecommunications repairs 814.00 Quill supplies 1,228.70 Racom Corporation maintenance 447.85 Randy Isaacson meals/registration/lodging 710.86 Recorded Books, Inc books 541.00 Republic National Dist. merchandise 24,714.89 Ri-Tech Industrial Product supplies 329.00 Riverside Hydraulics & Lab parts 272.57 Rob Pickens safety boots reimbursement 100.00 Robert Gard fire equipment 500.00 Roy Johnson Roofing, Inc repairs 172.79 Sanitation Products parts 297.17 Schindler Elevator Corp maintenance 1,852.56 Scott Hanson snow removal 692.50 SD Ambulance Association membership 75.00 SD Assoc. Of Code Enforcement registration 50.00 SD Assoc. Of Rural Wtr System registration 920.00 SD Library Association membership dues 570.00 SD Redbook Fund subscription 120.00 SD Retirement System contribution 53,125.52 SD Sheriffs' Association registration 85.00 Servall Towel & Linen supplies 29.40 Service First Fire Sprinkler annual inspection 195.00 Service Master Of Se SD custodial 660.03 Sherwin-Williams paint 62.10 Shi International Corp. supplies 174.00 Sioux City Foundry Co parts 2,705.70 12 Siouxland Humane Society professional services 37.00 Siouxland Scale Service repairs 429.85 Smith & Loveless, Inc supplies 799.00 Sooland Bobcat repairs 1,154.23 Southern Glazer's Of SD merchandise 2,767.54 Special T's And More uniform t-shirts 47.95 State Flag Account flags 176.00 Storey Kenworthy/Matt Parrot utility bills 5,008.70 Stuart C. Irby Co. supplies 4,337.00 Sturdevants Auto Parts parts 1,412.09 Supplyworks supplies 174.07 Susan Davis book 16.00 The Equalizer advertising 95.00 Titleist Drawer Cs merchandise 2,760.33 Todd Halverson safety boots & meals reimbur 137.00 Todds Electric Service install load controller 50.00 Treasurer-Clay County storm water fee 9,777.89 Tri Tech Sales parts 5,021.22 Turner Plumbing repairs 5,376.99 Twin City Hardware supplies 562.98 Uline supplies 118.39 Ultramax supplies 3,297.00 United Laboratories supplies 319.12 United Parcel Service shipping 15.98 United Way contributions 524.00 University Cleaners mop heads 76.00 Unum Life Insurance Company insurance 1,392.25 Vast Broadband e911 circuit/dial up service 1,415.45 Verizon Wireless wireless communication 2,443.90 Vermeer High Plains parts 1,584.60 Vermillion Ace Hardware supplies 1,856.60 Vermillion Housing Authority contribution-audit fee 5,950.00 Vermillion School District refund ambulance overpayment 150.00 Visa/First Bank & Trust fuel/lodging/supplies 11,192.46 Wal-Mart Community supplies 878.39 Walt's Homestyle Foods, Inc supplies 58.60 Welfl Construction Co Prentis park pool contract 89,493.48 Wesco Distribution, Inc supplies 384.00 WH Over Museum contribution 15,000.00 Wigman Co supplies 109.20 Yankton Fire & Safety extinguisher recharge 300.00 Yankton Janitorial Supply supplies 491.60 Zimco Supply Co ice melt 420.91 13 Alderman Collier-Wise seconded the motion. Motion carried 7 to 0. Mayor Powell declared the motion adopted. 12. Consensus Agenda A. Set a public hearing date of March 20, 2017 for a special daily malt beverage and wine license for the Vermillion Area Arts Council on or about April 1, 2017 at 202 Washington Street 75-17 Alderman Collier-Wise moved approval of the consensus agenda. Alderman Price seconded the motion. Motion carried 7 to 0. Mayor Powell declared the motion adopted. 13. Adjourn 76-17 Alderman Sorensen moved to adjourn the Council Meeting at 7:44 p.m. Alderman Meins seconded the motion. Motion carried 7 to 0. Mayor Powell declared the motion adopted. Dated at Vermillion, South Dakota this 6th day of March, 2017. 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