City Council Agendas, Packets and Minutes

Unapproved Minutes Council Special Session March 5, 2018 Monday 12:00 noon The special session of the City Council, City of Vermillion, South Dakota was held on Monday, March 5, 2018 at 12:00 noon at the City Hall large conference room. 1. Roll Call Present: Holland, Price, Sorensen, Ward, Mayor Powell Absent: Collier-Wise, Erickson, Humphrey, Meins 2. Informational Item – Police Department Annual Report– Matt Betzen Matt Betzen, Police Chief, handed out copies of the 2017 Police Department Annual report. Matt reviewed the annual report and highlighted the different sections of the report. Matt answered questions of the City Council on the annual report. 3. Informational Item – Update of Street Closure Request Policy – Jake Losinski Jake Losinski, Assistant to the City Manager, reviewed the updated street closure request form noting the changes that were made since last update with the City Council. Jake noted that there was discussion at last meeting to charge a fee or provide for reimbursement for lost or damaged barricades. Discussion followed on a fee or deposit. The consensus of the City Council was to not charge a fee unless the organization in prior street closing damaged or lost barricades or there was a need for City clean up after the event, then a deposit would be required for future street closing requests from that organization. 4. Briefing on the March 5, 2018 City Council Regular Meeting Council reviewed items on the agenda with City staff. No action was taken. 5. Adjourn 58-18 Alderman Ward moved to adjourn the Council special session at 12:59 p.m. Alderman Sorensen seconded the motion. Motion carried 5 to 0. Mayor Powell declared the motion adopted. 1 Dated at Vermillion, South Dakota this 5th day of March, 2018. 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 5, 2018 Monday 7:00 p.m. The regular session of the City Council, City of Vermillion, South Dakota was called to order on March 5, 2018 at 7:00 p.m. by Mayor Powell. 1. Roll Call Present: Holland, Humphrey, Meins, Price (arrived 7:02 p.m.), Sorensen, Ward, Mayor Powell Absent: Collier-Wise, Erickson 2. Pledge of Allegiance 3. Minutes A. Minutes of February 20, 2018 Regular Meeting; February 20, 2018 Special Meeting 59-18 Alderman Meins moved approval of the February 20, 2018 Regular Meeting and February 20, 2018 Special Meeting minutes. Alderman Sorensen seconded the motion. Motion carried 6 to 0. Mayor Powell declared the motion adopted. Alderman Price arrived at 7:02 p.m. 4. Adoption of Agenda 2 60-18 Alderman Sorensen moved approval of the agenda with the Proclamation recognizing Intellectual and Development Disabilities Awareness Month being postponed until the March 19th meeting. Alderman Humphrey seconded the motion. Motion carried 7 to 0. Mayor Powell declared the motion adopted. 5. Visitors to be Heard - None 6. Public Hearings A. Package off-sale malt beverage license for Main Street Pub, Inc. for Main Street Pub at 11 West Main Street Mike Carlson, Finance Officer, reported on the receipt of a package off-sale malt beverage license from Main Street Pub, Inc. for Main Street Pub at 11 West Main Street. Mike noted that the notice of hearing and Police Chief’s report are included in the packet. Mike noted that the City Council has the ability to issue a license on two criteria: suitable person and suitable location. Mike stated that a liquor license has been issued to the same business at the same location for a number of years and prior to June 30, 2016 a retail on- off sale malt beverage license had been issued. Mike noted the package off-sale license would allow for the sale of malt beverage to go. Mike reported this license would expire on June 30, 2018. Discussion followed noting the number of underage individuals referenced in the Police Chief’s report for this establishment. 61-18 Alderman Holland moved to deny the package off-sale malt beverage license for Main Street Pub, Inc. for Main Street Pub at 11 West Main Street based upon the number of underage individuals cited in the establishment. Alderman Ward seconded the motion. Discussion followed noting the need to change the culture in this establishment to reduce the number of underage persons cited there. Motion carried 7 to 0. Mayor Powell declared the motion adopted. B. Package off-sale malt beverage license for Maya Janes, Inc. for Maya Janes at 9 West Main Street. Mike Carlson, Finance Officer, reported on the receipt of a package off-sale malt beverage license from Maya Janes, Inc. for Maya Janes at 9 West Main Street. Mike noted that the notice of hearing and Police Chief’s report are included in the packet. Mike noted that the City Council has the ability to issue a license on two criteria: suitable person and suitable location. Mike stated that a liquor license has been issued to the same business at the same location for a number of 3 years and prior to June 30, 2016 a retail on-off sale malt beverage license had been issued. Mike noted that the package off-sale license would allow for the sale of malt beverage to go. Mike reported this license would expire on June 30, 2018. Discussion followed. 62-18 Alderman Ward moved approval of the package off-sale malt beverage license for Maya Janes, Inc. for Maya Janes at 9 West Main Street. Alderman Humphrey seconded the motion. Motion carried 7 to 0. Mayor Powell declared the motion adopted. 7. Old Business - None 8. New Business A. Presentation of Annual Library report Dan Burniston, Librarian, reported that State law requires the Library Board to prepare and submit an annual report to the governing body and the State Library. Dan reported that the Library Board reviewed and accepted the annual report at their February 28th meeting. Dan reviewed the 2017 Library Annual Report that was included in the packet. Dan answered questions of the City Council on the Library Annual Report. 63-18 Alderman Sorensen moved to acknowledge receipt of the 2017 Library Annual Report. Alderman Price seconded the motion. Motion carried 7 to 0. Mayor Powell declared the motion adopted. B. Presentation of 2017 Annual Financial Report Mike Carlson, Finance Officer, reviewed the 2017 unaudited Financial Report for the City and answered questions of the City Council on the report. Mike noted that the City Council would 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. 64-18 Alderman Holland moved to acknowledge receipt of the 2017 Annual Financial Report. Alderman Price seconded the motion. Motion carried 7 to 0. Mayor Powell declared the motion adopted. C. Agreement with Banner for Additional Digester Improvements Shane Griese, Utility Manager, reported that, at the January 15th meeting, the City Council entered into an agreement with Banner 4 Associates for the engineering of a new process boiler and heat exchanger located in the digester building. Shane reported that on January 26th staff held a kickoff meeting with Banner at the wastewater treatment facility to begin the engineering work and complete a walk- thru of the existing facilities. Shane stated that discussions revealed a longer downtime for the digesters than was originally anticipated. Shane reported that the downtime would require the digesters to be drained and reseeded with activated sludge. Shane noted that the digesters are a vital part of the treatment process so the length and frequency of the downtimes needs to be minimized. Shane stated that staff recommends the digester be drained and cleaned as part of process boiler project and to avoid future downtime internal piping should be replaced. Shane reported that, in addition to the cleaning and re- piping of the digester, staff would like to add an alternate bid for the replacement of older piping in the digester building as well as the replacement of sludge transfer pumps and sludge recirculation pumps. Shane noted that the additional work was not part of the original engineering scope so Banner has put together a new scope for the additional engineering cost. Shane reported that the Engineering Agreement has been broken down into 4 phases: Preliminary Design Phase, a Final Design Phase, a Bidding Phase, and a Construction Administration Phase. Shane stated that, if approved, the additional improvements should not impact the original schedule for the project that projected bids being opened and awarded in May 2018, construction to begin in May 2018 with final completion scheduled for December 2018. Shane reported that the original engineering agreement was for $126,790. Shane reported that the engineering for the additional digester improvements would be $68,900. Shane reported that the cleaning and the internal pipe replacement in the digester is estimated to add an additional $150,000 for a total estimated project cost of $700,000. Shane noted that the alternate bid is estimated to cost an additional $200,000. Discussion followed on downtime and funding for the project. 65-18 Alderman Ward moved approval of the Agreement with Banner Associates for Additional Digester Improvements at a cost increase of $68,900 for a new total of $195,690. Alderman Meins 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 Brunick’s Service on Item 1 and Stern Oil on Items 2 and 3. 5 Item 1 - 4,350 gal unleaded 10% ethanol: Stern Oil $2.2439, Brunick’s Service $2.21; Item 2 – 3,000 gal blended No. 1 & No. 2 Diesel fuel dyed: Stern Oil $2.2239, Brunick’s Service $2.225; Item 3 - 1,000 gal blended No. 1 & No. 2 diesel fuel-clear: Stern Oil $2.5239, Brunick’s Service $2.55. 66-18 Alderman Price moved approval of the low quote of Brunick’s Service on Item 1 and Stern Oil on Items 2 and 3. Alderman Sorensen 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 would take place again this June. John stated that they are seeking a volunteer group to paint a house. John reported 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 eligible homeowners and volunteer groups to contact the City so that Vermillion can apply to be one of the 25 locations in SD this year. John noted that applications are due in April. B. John reported that there is a special City Council meeting on Monday, March 26th at 5:30 p.m. John stated that the meeting will be at the Dakota Street Fire Station to hear the annual report of the Fire Department and review equipment. C. John reported that the Planning Commission meets next Monday, March 12th. John noted that the only item on their agenda is a Conditional Use Permit for a townhome on Rockwell Trail. D. John reported that the Joint Powers meeting is Thursday, March 22nd at 5:30 p.m. in Yankton. E. John reported on approval of the following Raffle notification: American Legion Wallace Post 1 will be selling tickets for a 50/50 drawing on April 15, 2018. The $1 tickets will be sold during a volleyball tournament at the high school that day. Proceeds from American Legion Post portion of the 50/50 drawing will go to help fund their 100th anniversary celebration to be held in April 2019 in Vermillion. PAYROLL ADDITIONS AND CHANGES 6 Police: Brian Beringer $26.86/hr; Ambulance: Emma Duprey $10.00/hr- $15.00/holiday hr-$2.00/on call hr-$3.00/holiday on call hr, Ali Gaul 10.00/hr-$15.00/holiday hr-$2.00/on call hr-$3.00/holiday on call hr; Solid Waste: Tim Taggart $27.00/hr 11. Invoices Payable 67-18 Alderman Price moved approval of the following invoices: A-Ox Welding Supply Co supplies 949.50 Aaron McDowell meals reimbursement 84.00 Ag Spray sprayer unit 874.00 Allegiant Emergency Service repairs 122.09 American Time Prentis plunge clock 439.95 Appeara shop towels 45.00 Aramark Uniform Services uniform cleaning 326.52 Argus Leader Media #1085 subscription 25.00 Arrow Manufacturing equipment installation 2,697.00 Automatic Building Control annual inspection 198.00 Banner Associates, Inc professional services 3,491.55 Basin Electric Power Cooperation repairs 1,905.82 Belnick Inc chairs 1,479.60 Bhs Marketing, LLC soda ash 6,776.00 Blackstone Publishing books 200.00 Blaine's Body Shop repairs 1,457.77 Blankenship Meier Painting vinyl wallcovering repairs 1,024.43 Bound Tree Medical, LLC lifepaks/supplies 6,324.31 Boyer Ford Trucks parts 11.22 Brunick’s Service Inc fuel 1,594.76 Butch's Propane Inc propane 4,558.42 Butler Machinery Co. repairs/parts 3,231.01 Cam Commerce repairs 150.00 Campbell Supply supplies 934.57 Cask & Cork merchandise 270.00 Celebrate The Season book 31.90 Century Business Products copier contract/copies 200.70 Centurylink telephone 701.41 Chris Nissen travel reimbursements 253.84 City Of Vermillion postage/copies 1,236.55 City Of Vermillion utility bills 39,525.62 Civil Air Patrol Magazine advertising 145.00 Clay County Ems Association CPR class 165.00 Cleveland Golf merchandise 18.67 7 Colonial Life Acc Ins. insurance 2,803.09 Core & Main LP supplies 620.30 Coyote Chemical Company repairs 152.00 Coyote Sports Properties sponsorship 2,000.00 Crystal Brady gym membership reimbursement 186.37 Curt Haakinson travel reimbursements 250.38 D-P Tools supplies 588.32 Dakota Beverage merchandise 2,485.42 Dakota Pc Warehouse computers/supplies 1,653.17 Dakota Riggers & Tool Supply supplies 22.50 Danko Emergency Equipment supplies 605.70 Days Inn Brookings lodging 296.00 Debra Stoeh refund parking tckt overpmt 5.00 Defensive Edge Training & Consulting registration fee 450.00 Delta Dental Plan insurance 6,331.92 Demco supplies 28.11 Dennis Martens maintenance 833.34 DGR Engineering professional services 3,494.00 Dive Rescue International rescue suits 1,512.26 Drivers License Guide Co id checking guide 62.85 E-470 Public Highway Authority toll fee 7.40 Ebsco subscription 259.30 Echo Electric Supply supplies 614.43 Elbo Computing Resources computer/supplies 260.00 Electrical Engineering & Equipment supplies 37.99 Environmental Systems Research Inst. GIS software license 9,500.00 Equipment Blades Inc parts 2,101.27 Farmer Brothers Co. supplies 69.15 Fastenal Company parts 198.39 Fire Facilities Inc supplies 86.61 Foreman Media council mtg 100.00 Global Dist. merchandise 512.90 Graham Tire Co. tires 680.64 Grainger bench grinder stand 66.37 Graybar Electric parts 246.30 Graymont Capital Inc chemicals 8,123.44 Gregg Peters freight 1,680.00 Gregg Peters rent 937.50 Gregoire Excavating, LLC haul snow 979.59 Hach Co chemicals 1,877.31 Haoran Sun water heater rebate 150.00 Helms & Associates professional services 497.58 Herren-Schempp Building supplies 5.54 8 Hy Vee Food Store supplies 60.62 Independence Waste waste hauling 783.00 Ingram books 4,051.95 International Public Mgmt testing materials 222.00 Istate Truck Center parts 26.23 Jacks Uniform & Eqpt uniforms 187.80 Jake Losinski meals reimbursement 22.00 John A Conkling Dist. merchandise 1,318.95 Johnsen Heating & Cooling repairs 952.30 Johnson Brothers Of SD merchandise 7,005.90 Johnson Controls repairs/service agreement 2,187.02 Johnson Feed, Inc repairs 2,533.71 Johnstone Supply supplies 348.94 Jones Food Center supplies 610.87 Jose Dominguez meals reimbursement 22.00 JP Noonan refund bb league fees 195.00 K & M Tire tools 106.87 Kinetico Quality Water Systems repairs 292.50 Kristen Pickner refund parking tckt overpmt 5.00 Leisure Lawn Care lawn applications 743.54 Lessman Elec. Supply Co supplies 1,904.80 M & M Construction LLC haul snow 571.20 Mark Clark meals reimbursement 303.80 Mart Auto Body towing 1,350.00 Matheson Tri-Gas, Inc supplies 794.71 Mc2, Inc repairs 1,713.13 McCulloch Law Office professional services 1,426.00 Mead Lumber supplies 84.08 Medical Waste Transport, Inc haul medical waste 230.01 Menards materials 767.07 Merkel Electric, Inc install load mgmt controllers 255.10 Micro Marketing LLC books 70.97 Midwest Radiator & Exhaust parts 873.12 Missouri Valley Maintenance & Repair repairs 279.50 NCL Of Wisconsin, Inc supplies 278.30 Nebraska Journal-Leader advertising 67.20 Netsys+ computers/prof services 3,153.00 North Central International repairs 296.93 O'Reilly Auto Parts parts 272.78 Office Systems Co copier contract/copies/ink 929.80 Otis Elevator Company service contract 1,252.92 Overhead Door Of Sioux City repairs 136.00 PCC, Inc commission 2,949.80 9 Penworthy Company books 69.17 Physio-Control Corp supplies 488.84 Piotr Korczak refund parking tckt overpmt 5.00 Plain Talk Publishers subscription 26.00 Plastic Printers plastic gift cards 592.50 Powerlineman Magazine subscription 36.00 Pressing Matters supplies 171.00 Presto-X-Company inspection/treatment 112.00 Primoris Aevenia, Inc substation construction 138,938.22 Prochem Dynamics supplies 305.49 Property Maintenance Service snow removal 1,734.50 Quill supplies 457.49 Racom Corporation maintenance 456.81 Recorded Books, Inc books 148.40 Recovery Systems Co, Inc parts 817.11 Redi Towing towing 75.00 Reel Sharp professional services 1,272.10 Reeves Co, Inc supplies 16.12 Republic National Distributing merchandise 4,227.59 Resco supplies 158.88 Road King, Inc repairs 1,000.00 Scott Iverson safety boots reimbursement 100.00 SD Assoc. Of Rural Wtr System registration 920.00 SD Police Chiefs Association registration 85.00 SD Property Mgmt workstation 1,700.00 SD Retirement System contributions 54,709.04 SDPRA membership dues 60.00 Security Shredding Service shredding containers 35.00 Secretary Of State filing fee 10.00 SEH, Inc professional services 7,989.05 Service Master Of Se South Dakota custodial 5,030.60 Shane Griese travel reimbursements 269.35 Sherwin-Williams paint/supplies 225.76 Showcases supplies 245.12 Sioux City Foundry Co parts 1,928.40 Sioux Falls Two Way Radio parts 208.85 Snap-On Industrial tools 3,134.14 Sooland Bobcat parts 123.12 Southern Glazer's Of SD merchandise 274.58 Stanger Litho Graphics supplies 577.00 Stuart C. Irby Co. parts 300.00 Sturdevants Auto Parts parts 1,641.39 Sun Mountain merchandise 709.96 10 Supplyworks supplies 174.36 Syncb/Amazon books 1,321.10 The Equalizer advertising 363.00 Time Inc. Books books 42.91 Titleist Drawer Cs merchandise 2,750.00 Tri-B-Trim Shop repairs 165.00 Triview Communications repairs 75.00 Truck-Trailer Sales parts 40.65 Turner Plumbing repairs 2,818.05 Uline supplies 35.94 Ultramax supplies 2,836.00 United Way contributions 612.50 University Cleaners professional services 16.25 Unum Life Insurance Company insurance 1,393.45 Vast Broadband 911 circuit/dialup service 1,415.45 Verizon Wireless cell phone/wireless 2,517.80 Vermeer High Plains repairs 1,797.23 Vermillion Ace Hardware supplies 1,299.69 Vermillion Area Dance Organization contribution 5,000.00 Vermillion Chamber Of Commerce funding 55,000.00 Vermillion Ford repairs 6,862.15 Vermillion Housing Authority audit contribution 6,300.00 Visa/First Bank & Trust fuel/lodging/supplies 10,073.73 Wal-Mart Community supplies 814.64 Walker Construction repairs/haul snow 3,468.90 Wesco Distribution, Inc supplies 102.00 Zachary Hammond travel reimbursements 157.00 Zee Medical Service supplies 306.10 Ziegler Inc parts 2,138.75 Haoran Sun bright energy rebate 150.00 Jim Stone bright energy rebate 25.00 Alderman Meins 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 19, 2018 for a special daily malt beverage and wine license for the Vermillion Area Farmers Market for a fundraising event on or about March 22, 2018 at 202 Washington Street. B. Set a public hearing date of March 19, 2018 for a Community Development Block Grant application to fund street and utility extensions in Roosevelt Street 11 C. Set a public hearing date of March 19, 2018 for a special daily malt beverage and wine license for the Vermillion Area Arts Council for a fundraising event on or about April 7, 2018 at 202 Washington Street D. Set a public hearing date of March 19, 2018 for a special daily malt beverage and wine license for the Vermillion Downtown Cultural Association for fundraising events on or about March 31 and April 6, 2018 at 4 West Main Street (Vermillion Theater) 68-18 Alderman Price moved approval of the consensus agenda. Alderman Sorensen seconded the motion. Motion carried 7 to 0. Mayor Powell declared the motion adopted. 13. Adjourn 69-18 Alderman Ward moved to adjourn the Council Meeting at 7:39 p.m. Alderman Meins seconded the motion. Motion carried 7 to 0. Mayor Powell declared the motion adopted. Dated at Vermillion, South Dakota this 5th day of March, 2018. 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 ___________. 12