City Council Agendas, Packets and Minutes

Unapproved Minutes Council Special Session December 18, 2017 Monday 12:00 noon The special session of the City Council, City of Vermillion, South Dakota was held on Monday, December 18, 2017 at 12:00 noon at the City Hall large conference room. 1. Roll Call Present: Collier-Wise, Holland, Humphrey, Price, Sorensen (arrived 12:02 p.m.), Ward, Mayor Powell Absent: Erickson, Meins 2. Informational Item – City County Public Safety Center – Police Captain Chad Passick Chad Passick, Police Captain, stated that the Police Department is a public service to our community and since 1989 have provided that service from the Public Safety Center building sharing space with the County Sherriff’s Office. Chad noted that changes in technology, safety & security and functionality have made the ability to provide the best public service a challenge. Chad reviewed the functional constrains of the current facility. Chad concluded with a summary of how best to serve Vermillion in looking to the future. Chad noted that the County Commissioners will be receiving a proposal to do a space needs assessment for the Courthouse and Public Safety Center and, as the Public Safety Center serves both entities, asked the City Council if the City should inquiry about participating as we share the safety center building. Chad, Matt Betzen, Police Chief and Andy Howe, Sherriff, answered questions of the City Council on the Public Safety Center. The consensus of the City Council was for the City Manager and Police Chief to inquiry about the ability of the City to participate in the space needs assessment as it applies to the Public Safety Center facility. 3. Briefing on the December 18, 2017 City Council Regular Meeting Council reviewed items on the agenda with City staff. No action was taken. 4. Adjourn 377-17 Alderman Ward moved to adjourn the Council special session at 12:55 p.m. Alderman Price seconded the motion. Motion carried 7 to 0. Mayor Powell declared the motion adopted. 1 Dated at Vermillion, South Dakota this 18th day of December, 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 December 18, 2017 Monday 7:00 p.m. The regular session of the City Council, City of Vermillion, South Dakota was called to order on December 18, 2017 at 7:00 p.m. by Mayor Powell. 1. Roll Call Present: Collier-Wise, Erickson, Holland, Humphrey, Meins, Price, Sorensen, Ward, Mayor Powell 2. Pledge of Allegiance 3. Minutes A. Minutes of December 4, 2017 Regular Meeting; December 4, 2017 Special Meeting 378-17 Alderman Sorensen moved approval of the December 4, 2017 Regular Meeting and December 4, 2017 Special Meeting minutes. Alderman Collier-Wise seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. 4. Adoption of Agenda 379-17 Alderman Price moved approval of the agenda with the removal of Item 6 Public Hearing D. Consideration of an appeal of the Vermillion Planning Commission as the applicant has requested to withdraw their appeal. 2 Alderman Erickson seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. 5. Visitors to be Heard - None 6. Public Hearings A. Transfer of retail on-off sale malt beverage license to Jon Donald Enterprises, Inc. for Silk Road Café at 12 West Main Street from Silk Road Café, Inc. Mike Carlson, Finance Officer, reported that an application was received for the transfer of a retail on-off sale malt beverage license from Jon Donald Enterprises, Inc. for Silk Road Café at 12 West Main transfer from Silk Road Café, Inc. Mike stated that the license period for this license ends June 30, 2018. Mike stated that the Police Chief’s report and notice of hearing are included in the packet. Mike stated that the City Council has the ability to transfer a license on basically two criteria being suitable person and suitable location. Mike stated that as to suitable person Jon Donald had the DCI background check that was addressed in the Police Chief’s reported. Mike stated that as to suitable location there have been licenses issued to this location for the same business in the past. Mike recommended approval of the transfer. Mike stated that the Police Chief’s report and notice of hearing are included in the packet. 380-17 Alderman Meins moved approval of the transfer of the retail on-off sale malt beverage license to Jon Donald Enterprises, Inc for Silk Road Café at 12 West Main from Silk Road Café, Inc. Alderman Humphrey seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. B. Retail on-off sale wine license for Jon Donald Enterprises, Inc. for Silk Road Café at 12 West Main Street Mike Carlson, Finance Officer, reported that an application was received for a retail on-off sale wine license from Jon Donald Enterprises, Inc for Silk Road Café at 12 West Main Street. Mike stated that this license would be for the calendar year 2018. Mike stated that the Police Chief’s report and notice of hearing are included in the packet with the previous item. Mike recommended approval of the license. 381-17 Alderman Holland moved approval of the assurance of a retail on-off sale wine license to Jon Donald Enterprises, Inc. for Silk Road Café at 12 West Main Street. Alderman Meins seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. 3 C. Retail on-off sale malt beverage license for Old Lumber Company, Inc for Old Lumber Company Grill & Bar parking lot at 104 Market Street Mike Carlson, Finance Officer, reported that an application was received for an on-off sale malt beverage license from Old Lumber Company, Inc for Old Lumber Company Grill & Bar parking lot at 104 Market Street. Mike stated that the aerial photo of the lot and notice of hearing are included in the packet. Mike stated that the owner has talked to the Police Chief who asked for a written plan for how he was going to operate in this area. Mike reported that the owner called on Friday to say he had not completed the plan for the Police Chief and would not be able to make tonight’s meeting with a request that the hearing be continued for two weeks until the next regular City Council meeting. Mike noted that as a public hearing was advertised the City Council could take the public input and then continue the hearing until the January 2nd meeting. 382-17 Alderman Sorensen moved to continue the public hearing regarding the retail on-off sale malt beverage license for Old Lumber Company, Inc for the parking lot at 104 Market Street to the January 2, 2018 meeting to allow the owner additional time to provide information to the Police Chief. 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 1365 - 2017 Supplemental Appropriation Ordinance Mike Carlson, Finance Officer, reported that the supplemental appropriations ordinance is needed to adjust the budget for items that have changed since the budget was adopted in September 2017. Mike noted that the ordinance had first reading on December 4th meeting. Mike noted that the agenda memo included an explanation of the individual line item changes noting that the general fund reserve is proposed to be reduced by $19,550 for the changes. Discussion followed. 383-17 Second reading of title to Ordinance No. 1365, entitled 2017 Budget Supplemental Appropriations Ordinance for the City of Vermillion, South Dakota Mayor Powell read the title to the above named Ordinance, and Alderman Holland moved adoption of the following: BE IT RESOLVED that the minutes of this meeting shall show that the title to the proposed Ordinance No. 1365 entitled 2017 Budget Supplemental Appropriations Ordinance was first read and the Ordinance 4 considered substantially in its present form and content at a regularly called meeting of the Governing Body on the 4th day of December, 2017 and that the title was again read at this meeting, being a regularly called meeting of the Governing Body on this 18th day of December, 2017 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. 1365 2017 SUPPLEMENTAL APPROPRIATIONS ORDINANCE AN ORDINANCE ADOPTING a 2017 Supplemental 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. Amount of 2017 Proposed Supplemental Budget Budget Budget General Fund: Revenues: Federal Grants 7,380 13,980 6,600 Contributions & Donations 40,000 41,900 1,900 Malt Beverage Markup 116,000 124,000 8,000 Appropriation from Rese 1,296,128 1,315,678 19,550 Expenditures: Fire Dept Repairs & Maint 9,000 10,000 1,000 Fire Dept Cleaning Supp 11,000 13,150 2,150 Fire Dept Public Education 1,500 2,400 900 Fire Dept Furniture 2,500 5,400 2,900 Ambulance Professional Ser 42,000 46,000 4,000 Ambulance Vehicle Repair 4,000 7,000 3,000 Ambulance Operating Supply 35,220 36,820 1,600 Ambulance Other Supplies 4,200 8,200 4,000 Pool Wages 119,659 127,555 7,896 Pool FICA 9,498 10,102 604 Transfer to GO Debt Serv 122,500 130,500 8,000 Reserve STIP Funds 34,590 18,940 (15,650) Transfer STIP Projects 307,000 322,650 15,650 Second Penny Sales Tax Fund Revenues: Appropriation from Reserve 733,800 725,660 (8,140) Expenditures: Advance to TIF #6 29,277 30,201 924 Transfer to Airport 29,545 31,100 1,555 5 Transfer to Prentis CP 1,575,436 1,564,817 (10,619) Parks Capital Revenues: Recreation Fees 3,500 6,500 3,000 Expenditures Capital Expenditures 3,630 6,630 3,000 Library Fund Revenues: Contributions & Donations 6,500 9,000 2,500 Expenditures Other Current Expenditures 9,700 12,200 2,500 Storm Water Fund Revenues Appropriation from Reserve 80,400 116,150 35,750 Expenditures: Professional Services 25,000 29,250 4,250 Repairs & Maintenance 15,000 26,000 11,000 Storm Sewer Construction 277,000 297,500 20,500 Curbside Recycling Revenue: Appropriation from Reserve 5,010 7,510 2,500 Expenditures: Transfer to Equipment Replac -0- 2,500 2,500 Prentis Park Capital Project Fund Revenues: Transfer in 2nd Penny 1,575,436 1,564,817 (10,619) Expenditures: Professional Services 76,570 63,000 (13,570) Pool Improvements 1,780,849 1,783,800 2,951 Airport Capital Projects Fund Revenues: State Grant 29,545 31,100 1,555 Federal Grant 531,810 559,800 27,990 Transfer from 2nd Penny 29,545 31,100 1,555 Expenditures: Airport Construction 590,900 622,000 31,100 Main Street & STIP CP Fund Revenues: Transfer In STIP Funds 267,000 282,650 15,650 Expenditures: Main Street Signal Const 237,000 252,650 15,650 6 Debt Service GO Bond Revenues: Transfer In Malt Beverage 122,500 130,500 8,000 Expenditures: Appropriation to Reserve -0- 8,000 8,000 TIF #6 Debt Service Revenues: Property Taxes 31,343 30,419 (924) Advance from 2nd Penny 29,277 30,201 924 Equipment Replacement Fund Revenues: Transfer In Curbside -0- 2,500 2,500 Appropriation to Reserve 120,474 117,974 (2,500) Dated at Vermillion, South Dakota this 18th day of December, 2017. 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 Collier-Wise. 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, Humphrey-Y, Meins-Y, Price-Y, Sorensen-Y, Ward-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. Business Improvement Board #1 appointment Mayor Powell reported that there were two terms are expiring on the Business Improvement District #1 board and that Dan Kenton has indicated that he would like to continue to serve another term. The other term expiring is Jim Peterson who stated that he did not want to pursue another term. Mayor Powell reported that an expression of interest form was received from Greg Huckabee to serve on the board. Mayor Powell recommended the appointment of Dan Kenton and Greg Huckabee to three-year terms on the Business Improvement District #1 board. 7 384-17 Alderman Sorensen moved approval of the appointment of Dan Kenton and Greg Huckabee for three-year terms, expiring in 2020, on the Business Improvement District #1 board. Alderman Erickson seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. B. 2018 City Fee Schedule Addison McCauley, Administrative Intern, reported that, due to the large variety of activities that the City is involved with across the organization, a number of different fees are charged for services provided. Addison stated that over the last few years a fee schedule has annually been presented to the City Council to offer a comprehensive list of fees and to make adjustments as needed. Addison noted that there are still changes in fees during the year such as the sewer rates each April and storm drainage fee in October. Addison noted that having a comprehensive list of fees would provide Council and staff with a resource that can be utilized when questions of cost are presented or as a resource when the Council or staff wants to evaluate fees. Addison stated that in the packet are lists with the first document providing a comprehensive listing of all City fees, whether provided for in City Code, Departmental policy, or State statute. Addison stated that the second document lists all of the fees that are set by resolution as provided for in the City of Vermillion’s Code of Ordinances listing the ordinance number. Addison stated that the third document is a resolution that provides for certain fee changes for EMS, Parks & Recreation, and business collection of recycling. Addison reviewed the documents listing the fees. Discussion followed on the fee schedules. Matt Callahan, Fire Chief, answered questions of the City Council on the EMS fee changes. Discussion followed. 385-17 After reading the same once, Alderman Ward moved adoption of the following fee resolution to adjust fees as well as the comprehensive fee schedule and fees set by resolution listing as presented: RESOLUTION REVISING CERTAIN EMS, PARKS & RECREATION, and RECYCLING RATES WHEREAS, the City Council establishes rates and fees for service, and; WHEREAS, the need for some fees change over time due to industry practices, and; WHEREAS, rates and fees are adjusted periodically to recover the increased costs of providing a service after January 1, 2018, and; NOW THEREFORE BE IT RESOLVED, by the Governing Body of the City of Vermillion, South Dakota, at a regular meeting thereof in the Council 8 Chambers of said City at 7:00 p.m. on the 18th day of December, 2017, that rates be changed or established as follows: Parks & Recreation: Youth/Adult Programs: Co-Volleyball Leagues (A&B): $200.00 per team, October – March / Spring Break. Adult Men 5-on-5 Basketball League: $200.00 per team, January – March, league is officiated. Golf Course: Season Pass: Half price season pass only for first-time members. Green Fees: $10.00 for Juniors (12 years old and under). EMS: Type of Call: Advanced Life Support – Emergency: $1,000.00; Advanced Life Support 2 – Emergency: $1,250.00; Advanced Life Support - Non Emergency: $800.00; Advanced Life Support - Treat No Transport: $350.00; Basic Life Support – Emergency: $900.00; Basic Life Support - Non-Emergency: $700.00; Basic Life Support - Treat No Transport: $350.00; Stand-By for Special Events (Ambulance & 2 Personnel): $100.00 per hour; Stand-By for Special Events (Per Person for Extra Personnel): $25.00 per person, per hour; Stand-By for Special Events (Bike Team - Per Bike Member): $25.00 per person, per hour; Specialty Care Transport: $1,500.00; Loaded Mileage Charge: $15.00 per mile; Airplane Transportation (Billed to Flight Company): $200.00; Itemized Procedures: Oxygen: $40.00; IV: $60.00; Intraosseous IV Start: $175.00; Defibrillation Supplies: $50.00; Endotracheal Intubation (ET Tube): $100.00; Additional Attendant: $50.00; Esophageal Intubation (King Airway): $60.00; ECG 3 Lead: $40.00; ECG 12 Lead: $50.00; Automated CPR Machine: $150.00; Drug Charges: Adenosine (6mg Vial): $10.00; Adenosine (12mg Vial): $20.00; Adrenalin (1mg Vial): $20.00; Albuterol Sulfate- INH: $10.00; Amiodarone (150mg Vial): $10.00; Aspirin (324mg): $10.00; Atropine Sulfate Inj: $10.00; Calcium Chloride: $10.00; Dextrose 50%: $10.00; Diazepam/Valium: $10.00; Diphenhydramine HCL (Benadryl): $10.00; Duoneb Neb Inhalation: $10.00; Epi Pen: $400.00; Epinephrine 1mg/ml Prefilled Syringe: $10.00; Fentanyl (Per 50mcg): $10.00; Flumazenil (Romazicon) 0.5mg/5ml Vial: $10.00; Furosemide (Per 20mg): $10.00; Gluca Gen: $170.00; Glucose Oral Gel: $10.00; Lidocaine HCL (Per 50mg): $10.00; Magnesium Sulfate (Per 1 Gram): $10.00; Midazolam (Versed) (Per 2mg): $10.00; Morphine Sulfate: $10.00; Naloxone 2mg/2ml Inj: $40.00; Nitrostat 0.4mg Bottle (25): $40.00; Ondansetron (Zofran) ODT 4mg: $10.00; Ondansetron (Zofran) 4mg Inj: $10.00; Sodium Bicarbonate Pediatric 10ml: $10.00; Sodium Bicarbonate Adult 50ml: $10.00; Solumedrol 125mg Inj: $10.00; Tetracaine Eye Drops: $10.00; Disposable Supplies: Head Blocks: $10.00; Bag Valve Mask: $20.00; Blood Stopper (Quik-Clot): $60.00; C-Collar: $25.00; CPAP: $75.00; Glucometer: $10.00; Neb-Kit: $15.00; OB Kit: $25.00; Oral/Nasal Airway: $10.00; SAM Splint: $30.00; Splint – Disposable: $10.00; Suction 9 Supplies: $25.00; Vacuum Splints - Extremity/Body: $25.00; Administrative Charges (Fire & EMS): Records Release: $2.00 per page Recycling: Small volume weekly business customers not requiring specialized containers or equipment for collection (monthly fee): $12.50. Dated at Vermillion, South Dakota this 18th day of December, 2017. THE GOVERNING BODY OF THE CITY OF VERMILLION, SOUTH DAKOTA By________________________ John E. (Jack) Powell, Mayor Attest: ________________________________ Michael D. Carlson, Finance Officer The motion was seconded by Alderman Price. 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. C. Public Safety Center appointment Mike Carlson, Finance Officer, reported that when the Public Safety Center was built there was a Construction and Use Agreement entered into with Clay County that created a Public Safety Center Board to resolve any issue between the City and County on the use of the facility. The current Board members are Bruce Plate (2017), Dave Thiesse (2018) and Robert Fuller (2019). Mike stated that Sheriff Howe and Police Chief Betzen recommended the reappointment of Bruce Plate for a three-year term ending December 31, 2020. Discussion followed on the Safety Center Board. 386-17 Alderman Erickson moved approval of the reappointment of Bruce Plate to the Public Safety Center Board for a term that expires December 31, 2020. Alderman Collier-Wise seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. D. Commercial Collectors licenses Mike Carlson, Finance Officer, reported that the following have made application, including the proof of insurance, for commercial collectors licenses for 2018: Loren Fischer Disposal - Loren Fischer, Owner; Fischer Disposal, LLC - Lonnie Fischer, Operator ; Art’s Garbage Service - Division of Waste Connections; Vermillion Garbage Service - 10 Marty Johnson, Owner and Independence Waste - K & P Services Inc, Owner. Mike noted that, as part of the renewal, applicants were requested to include any violations of City ordinance and the Police Chief did a local records check on each applicant with his results included in the memo. Discussion followed on the license renewals. 387-17 Alderman Erickson moved approval of the commercial collectors licenses for 2018 for the businesses listed above. Alderman Sorensen seconded the motion. Discussion followed on the commercial collection process. Motion carried 9 to 0. Mayor Powell declared the motion adopted. E. Report of Labor and Finance Committee on Outside Agency funding Alderman Collier-Wise, Chairman of the Labor and Finance Committee, reported that during the August budget meetings the City Council referred the question of determining if there should be a set amount of City funding for outside agencies to the Labor and Finance Committee for review. Alderman Collier-Wise stated that the Labor and Finance Committee met on September 11th and October 10th to review the history of outside agency funding and discuss a recommendation. Alderman Collier-Wise stated that the Committee reviewed the history of City Council contributions back to ten years with respect to whether the funding source was the General Fund or BBB Sales Tax Fund. Alderman Collier-Wise stated that the historical perspective allowed the Committee to determine the typical range of funding over many years. Alderman Collier-Wise stated that the information also allowed the Committee to categorize the contributions into two types being Independent Agencies and City Legislated Agencies that are funded from either the General Fund or the BBB Fund depending on the use of the money on a year-by-year basis. Alderman Collier-Wise reported that included in the packet is a report provided to the Committee which utilizes the historical perspective on the percentage of funding awarded to the different types of agencies in reviewing the 2018 contributions that can be used as a guideline for future budget. Alderman Collier-Wise reported that the outside agency funding request form will also be updated to obtain more information on the use of the funding. Discussion followed on the committee report and how do we determine the individual agency needs. It was noted that the committee report developed guidelines for funding but that the City Council will need to establish the funding level for each individual outside agency. 388-17 Alderman Holland moved to receive the report of the Labor and Finance Committee on Outside Agency funding. Alderman Erickson seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. 11 F. Report of the Policies and Procedures Committee on telecommunications tower ordinance Alderman Holland reported that at the December 4, 2017 meeting the City Council asked the Policies and Procedures Committee to review the telecommunications tower ordinance change. Alderman Holland reported that on December 14th the committee met to review the telecommunications matter and, as time allowed, provided input on the street closure policy and reviewed the December 4th Visitors to Be Heard presentation to the Council on backyard chickens. Alderman Holland reported that the committee reviewed four different aspects of the telecommunications tower issue that have arisen during the public hearings on the topic. Alderman Holland stated that the four aspects were identified as need for additional towers, appearance, safety as it pertains to fall range, and health. Alderman Holland noted that the federal government has addressed health concerns as they pertain to the local placement of a tower. Alderman Holland reported that following a review of the remaining topics, the Committee provided direction to staff to develop an ordinance which adds NRC zoning as one of the allowable zoning districts where towers can be located and to address fall zone in the application and ordinance. Alderman Holland reported that the Committee provided direction to staff on the Street Closing policy noting that an updated draft will be presented at a future meeting. Alderman Holland stated that no action was taken on backyard chickens. Alderman Holland reported that a copy of the meeting minutes are included in the packet. Discussion followed on the proposed changes noting that there would be public input for consideration at the City Council and Planning Commission. John noted that any ordinance change which involved zoning would first need to go to the Planning Commission for consideration. Discussion followed. 389-17 Alderman Collier-Wise moved to accept the report from the Policies and Procedures Committee on review of telecommunications matter and street closure policy. Alderman Price seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. G. County, School & City combined election agreement Mike Carlson, Finance Officer, reported that City ordinance calls for an election on the even numbered years to be combined with the primary election. Mike noted that for the City to combine an election with the primary, an agreement is needed with the County. The School District is also requesting to combine with the primary election. The agreement proposed is the same terms as used in 2016 with the cost to the City of $2,800. Mike noted that the cost of the special election on the day care registration and malt beverage markup cost over $3,500. Mike noted that the combined elections have provided for a higher voter turnout. Mike recommended adoption of the agreement. 12 390-17 Alderman Collier-Wise moved approval of the combined election agreement with Clay County and the School District for the 2018 City election to be combined with the June 5th primary at a cost of $2,800. Alderman Humphrey seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. H. Resolution authorizing prepayment of Special Assessment Bond 2015 B Mike Carlson, Finance Officer, reported that the City issued Special Assessment Bonds Series 2015 B in the amount of $316,180.58 for concrete surfacing and other street improvements on Norbeck Street from Roosevelt Street to East Clark Street with delayed interest. Mike stated that the City agreed to delay assessing the interest to the property owners until April 2017 with the interest being paid by the City. Mike stated that in June 2016 a prepayment of $129,169.12 was made and in May 2017 a prepayment of $157,879.32 was made on the bond from special assessment collections. Mike reported that the remaining property owner made a payment of $29,132.14 for the special assessments and, as the 3.5% interest due on the bonds is considerably higher than the City can invest these funds, it is in the best interest to call this remaining portion of the bond. Mike recommended approval of the resolution to authorize the calling of this remaining portion of the 2015 series B bonds. 391-17 After reading the same once, Alderman Sorensen moved adoption of the following: RESOLUTION AUTHORIZING THE PREPAYMENT OF SPECIAL ASSESSMENT BONDS WHEREAS, the City of Vermillion has issued 2015 special assessment bonds series B to finance the concrete surfacing for street and other improvements on Norbeck Street from Roosevelt Street to East Clark Street, that were authorized by resolutions of necessity adopted by the City Council; and WHEREAS, these special assessment bonds were purchased by the Electric Utility fund as an investment of electric utility reserve funds, accounted for as an interfund loan; and WHEREAS, the bonds provide for annual payments of principal and interest from the special assessment debt service fund to the electric utility fund; and WHEREAS, the bond resolution provides that all or a portion of the individual bonds may be called without penalty upon notice; and 13 WHEREAS, the special assessment bonds were secured by an assessment levied against the parcels of property benefiting from the improvement to be repaid in annual assessments with the property taxes or may be prepaid at any time; and WHEREAS, the special assessment debt service fund has received a prepayment that is restricted for the payment of the outstanding bonds and as such, elects to exercise the option to call the balance of the 2015 special assessment bond series B that are currently outstanding. NOW, THEREFORE, BE IT RESOLVED, that the City Council authorizes to exercise the option to call the remaining balance of the 2015 Special Assessment Bond Series B in the amount of $29,132.14 on December 19, 2017 along with accrued interest of $477.69. BE IT FURTHER RESOLVED, that the City Council authorizes the Finance Officer to make the advance bond payments, as authorized, from and to the respective city funds effective December 19, 2017. Dated in Vermillion, South Dakota this 18th day December, 2017. 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. 9 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. Water and Wastewater Chemicals Shane Griese, Utilities Manager, reported that bids were opened on December 13, 2017 for the annual supply of lime and soda ash for the Water and Wastewater Treatment Plants. Shane reported that documents were sent to eleven prospective bidders and seven bids were received from six suppliers. Shane reported that Pete Lien & Sons included two bids, one that they knew did not meet specifications (Bid #1), and one that did (Bid #2). Shane noted that they included Bid #1 to give the City an alternative option. Shane reported that staff compared the products in the two lowest bids received for lime and concluded that, due to a lower concentration in the product supplied by Pete Lien & 14 Sons “Bid #1”, the City would end up buying a larger quantity in order to successfully treat the water. Shane recommends rejecting the Pete Lien & Sons Bid #1 for this reason, and award the quick lime bid to the low bidder Graymont LLC at $162 per ton. Shane recommended the low bidder on the soda ash bid of BHS Marketing LLC of $308 per ton. Bids: Proposal 1 500 tons quicklime: Pete Lien & Sons Bid #1 $150/ton; Bid #2 $210/ton; Mississippi Lime $267.35/ton; Graymont (WI) LLC $162/ton. Proposal 2 475 ton soda ash: Thatcher Company of Montana $314/ton; BHS Marketing, LLC $308/ton; Univar USA, Inc $355/ton 392-17 Alderman Price moved on Proposal 1 for quicklime to reject the low bid #1 of Pete Lien & Sons as it did not meet specifications and award to Graymont (WI) LLC at $162 per ton and on Proposal 2 the low bid of BHS Marketing, LLC of $308 per ton. Alderman Meins seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. B. Fire Department’s Air Compressor and Fill Enclosure Jose Dominguez, City Engineer, reported that Replacement of the City’s Fire Department air compressor and fill enclosure are scheduled to be replaced in 2018. Jose stated that the item was presented to the City Council during the budget hearings in August 2017. Jose noted that the equipment to be replaced was purchased in 2001. Jose reported that state statute allows municipalities to purchase equipment that cost less than $50,000 without bidding. Jose reported that staff contacted firefighting suppliers for quotes on replacements for the air compressor and the fill enclosure. Jose reported that quotes were received for similar equipment from FeldFire of $51,085 and Danko of $45,000. Jose reported that the equipment replacement fund included $34,000 in the 2018 budget for this equipment so, depending upon other purchases in 2018, this budget might need adjustment. Jose recommended accepting the low quote from Danko of $45,000 for the Fire Department air compressor and fill enclosure. 393-17 Alderman Sorensen moved approval of the purchase of the Fire Department air compressor and fill enclosure from Danko for $45,000. Alderman Collier-Wise seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. 10. City Manager's Report A. 30 Year Membership presentation - SDML Workers Compensation Fund - Brad Wilson Brad Wilson, Administrator of the SDML Workers Compensation Fund, reported that the organization is celebrating its 30 year anniversary. 15 Brad stated that, as the City of Vermillion joined in the first year, he presented a 30 year plaque to Mayor Powell in recognition of the 30 years of membership. B. John asked citizens to take the survey for the Bike Master Plan that is available on the project website: www.bikevermillion.com or use the link on the City’s website. C. John reported that the Cherry Street banners arrived and that four of the six banner designs are on display in the lobby of City Hall with the other two currently in the small conference room for viewing. John reported that the banners will be installed in the spring. D. John reported that City offices would be closed on Monday, December 25, 2017 and Monday, January 1, 2018 for the respective holidays. John noted that the next City Council meeting would be on Tuesday, January 2, 2018. E. John reported that the Christmas Tree collection site is open and accepts real trees. John stated that the site is located on the south side of Broadway Street just west of Dakota Street. John asked citizens to please remove any plastic that you might wrap the tree in for transporting it as well as lights and decorations. John noted that the site would be accepting trees until January 15, 2018. F. John reminded citizens that sidewalks are to be cleared 24 hours after the end of a snow event. John noted that snow should be stored on your property – not across the street on neighbor’s yard without permission or piled up in the street in front of neighbor’s property. John stated that, if moved across the street, windrows of snow should not be left in the street. PAYROLL ADDITIONS AND CHANGES Admin: Jake Losinski $19.23/hr; Garage: Brian Nelson $17.30/hr, Cody Sommervold $17.70/hr; Recycling: Todd Moe $18.56/hr; Wastewater: Mike Heine $21.80/hr 11. Invoices Payable 394-17 Alderman Collier-Wise moved approval of the following invoices: At&T Mobility hotspots-library 252.00 Border States Elec Supply supplies 465.19 Broadcaster Press advertising 950.41 Brunicks Service Inc fuel 6,687.20 Buhls Cleaners mat/mop svc 487.80 16 Bureau Of Administration telephone 330.95 Campbell Supply supplies 373.88 Cask & Cork merchandise 2,575.00 Centurylink telephone 1,581.07 City Of Vermillion landfill vouchers 156.00 Clay Rural Water System water usage 48.90 Clay-Union Electric Corp electricity 1,887.27 Cornhusker International Trucks parts 167.55 Culligan Water water softener 995.00 Dakota Beverage merchandise 4,835.40 Delta Star, Inc substation transformer 477,993.84 SD DENR landfill operations fee 3,237.56 Foreman Media council mtg 100.00 Gerard Jacobs refund ambulance overpayment 20.00 Global Dist. merchandise 468.00 Gregg Peters managers fee 6,000.00 Guarantee Oil Co Inc supplies 35.73 Insurance Benefits Inc. airport liability 3,156.00 Jerry's Chevrolet Buick Gm repairs 89.70 John A Conkling Dist. merchandise 2,958.45 Johnson Brothers Of SD merchandise 15,059.73 Johnson Controls repairs 2,748.70 Jones Food Center supplies 269.87 Kinetic Leasing caterpillar lease 27,818.62 Loren Fischer Disposal haul cardboard 1,010.00 MidAmerican gas usage 3,887.42 Midcontinent Communication cable/internet service 748.68 Midwest Alarm Co alarm monitoring 84.75 Morses Farm Market supplies 224.00 Prairie Berry Winery merchandise 948.00 Republic National Distributing merchandise 8,423.34 Reserve Account postage for meter 850.00 Ron Maher safety boots reimbursement 100.00 Sanford Clinic Vermillion flu shot 60.00 Sanitation Products Inc supplies 796.81 Schaeffer Mfg. Co supplies 638.40 SD Department Of Revenue food service license 275.00 SD Public Assurance Alliance basket truck coverage 991.76 Southern Glazer's Of SD merchandise 2,442.97 Staples Advantage supplies 1,038.96 Stern Oil Co. fuel 8,573.35 Sturdevants Auto Parts parts 587.57 The Equalizer advertising 260.00 The New Sioux City Iron Co supplies 31.54 17 United Parcel Service shipping 91.74 Us Postmaster postage for utility bills 1,000.00 Valiant Vineyards merchandise 260.00 Kalins Indoor Comfort Bright Energy Rebate 100.00 2018 Invoices SDML Workers Compensation Fund workers compensation 102,680.00 Alderman Price seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. 12. Consensus Agenda - None 13. Adjourn 395-17 Alderman Ward moved to adjourn the Council Meeting at 7:48 p.m. Alderman Price seconded the motion. Motion carried 9 to 0. Mayor Powell declared the motion adopted. Dated at Vermillion, South Dakota this 18th day of December, 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 ___________. 18