City Council Agendas, Packets and Minutes

Unapproved Minutes Council Special Session March 19, 2018 Monday 12:00 noon The special session of the City Council, City of Vermillion, South Dakota was held on Monday, March 19, 2018 at 12:00 noon at the City Hall large conference room. 1. Roll Call Present: Collier-Wise, Erickson, Holland, Humphrey (arrived 12:15 p.m.), Price, Sorensen, Ward, Mayor Powell Absent: Meins 2. Informational Item – Draft Capital Improvement Plan – John Prescott John Prescott, City Manager, reported that the Capital Improvement Plan is the first step in the 2019 budget process. John reviewed the draft Capital Improvement Plan for 2018 through 2022 noting that the 2018 items were included in the current year budget and if the amount is, know it has been updated. John noted that some items and amounts in future years would need to be refined over time. Alderman Humphrey arrived 12:15 p.m. John and department heads answered questions of the City Council on the Capital Improvement Plan. John stated the Capital Improvement Plan will be finalized and brought to the City Council for approval in April or May for approval. 3. Briefing on the March 19, 2018 City Council Regular Meeting Council reviewed items on the agenda with City staff. No action was taken. 4. Adjourn 70-18 Alderman Ward moved to adjourn the Council special session at 12:48 p.m. Alderman Price seconded the motion. Motion carried 8 to 0. Mayor Powell declared the motion adopted. 1 Dated at Vermillion, South Dakota this 19th 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 19, 2018 Monday 7:00 p.m. The regular session of the City Council, City of Vermillion, South Dakota was called to order on March 19, 2018 at 7:00 p.m. by Mayor Powell. 1. Roll Call Present: Collier-Wise (arrived 7:02 p.m.), Erickson, Holland, Humphrey, Price, Sorensen, Ward, Mayor Powell, Student Representative Paulsen Absent: Meins 2. Pledge of Allegiance 3. Minutes A. Minutes of March 5, 2018 Regular Meeting; March 5, 2018 Special Meeting 71-18 Alderman Ward moved approval of the March 5, 2018 regular meeting and March 5, 2018 special meeting minutes. Alderman Sorensen seconded the motion. Motion carried 7 to 0. Mayor Powell declared the motion adopted. 4. Adoption of Agenda 2 Alderman Collier-Wise arrived at 7:02 p.m. 72-18 Alderman Price moved approval of the agenda. Alderman Ward seconded the motion. Motion carried 8 to 0. Mayor Powell declared the motion adopted. 5. Visitors to be Heard A. Proclamation recognizing Intellectual and Development 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 Tiffany Glenn and Ed Johnson representing individuals from SESDAC. Tiffany and Ed thanked the City Council for their support as well as the Vermillion community. B. Alderman Holland reported that he had received an email from a resident along Valley View where the sidewalk adjoins the street with concerns that the city snow plows place the street snow onto the sidewalk after it has been cleared and it needs to be removed again or the resident would be ticketed. Alderman Holland suggested waiting until after the snowplow goes by or if you want to make a small path before the snowplow goes by then remove all after the snowplow. Alderman Holland stated it is an unfortunate situation but it is best to wait until after the snowplow has gone. 6. Public Hearings 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 Mike Carlson, Finance Officer, reported an application was received from the Vermillion Area Farmers Market for a special daily on sale malt beverage and wine license for an event on March 22nd at 202 Washington Street. Mike reported that the notice of hearing, Police Chief’s report and a flyer on the event are included in the packet. The Police Chief's report indicated that they would be carding and using wristbands for the event. 73-18 Alderman Collier-Wise moved approval of the special daily malt beverage and wine license for the Vermillion Area Farmers Market on or about March 22, 2018 at 202 Washington Street. Alderman Sorensen seconded the 3 motion. Motion carried 8 to 0. Mayor Powell declared the motion adopted. B. 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 Mike Carlson, Finance Officer, reported that an application was received from the Vermillion Area Arts Council for a fundraising event on or about April 7th at 202 Washington Street. Mike reported that the notice of hearing and Police Chief’s report are included in the packet. The Police Chief's report indicated that they would be carding for the event. Phyllis Packard, representing the Vermillion Area Arts Council, reported that the event will be Hank Harris in Concert. 74-18 Alderman Sorensen moved approval of the special daily malt beverage and wine license for the Vermillion Area Arts Council on or about April 7, 2018 at 202 Washington Street. Alderman Price seconded the motion. Motion carried 8 to 0. Mayor Powell declared the motion adopted. C. 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) Mike Carlson, Finance Officer, reported that an application was received from the Vermillion Downtown Cultural Association for fundraising events on or about March 31st and April 6th at the Vermillion Theater at 4 West Main. Mike reported that the notice of hearing and Police Chief’s report on the events are included in the packet. The Police Chief's report indicated that they would be carding and using wristbands for the event. Mike reported that Jason Thiel had contacted him regarding the ability to change the April 6th date to April 7th. Mike noted that the notices were for on or about for the dates and that the City Council could change the date. 75-18 Alderman Collier-Wise moved approval of the special daily malt beverage and wine license for the Vermillion Downtown Cultural Association for fundraising events on or about March 31 and April 7, 2018 at 4 West Main Street. Alderman Price seconded the motion. Motion carried 8 to 0. Mayor Powell declared the motion adopted. D. Community Development Block Grant application to fund street and utility extensions in Roosevelt Street 4 John Prescott, City Manager, reported that a developer had contacted the City about building a low to moderate income apartment complex. John noted that the developer has been working with SECOG on a Community Development Block Grant (CDBG) application and SECOG provided the notice of hearing that was published setting the hearing for tonight. John reported that the developer has contacted SECOG requesting to put the CDBG application on hold for this time. John reported that no action is required of the City Council. 7. Old Business - None 8. New Business A. Midco cable franchise agreement annual report. Aaron Kietman, Midco Regional Manager and Shawn Doherty, Midco Lead Technician for Vermillion and Yankton explained the operations in Vermillion including install and response times. Aaron and Shawn answered questions of the City Council on the Midco service in Vermillion. B. Request by First United Methodist Church to close Main Street from Dakota Street to Washington Street on Saturday, March 24, 2018 from 1:00 p.m. to 1:30 p.m. for “March for Our Lives” event. Addison McCauley, Administrative Intern, reported that a request was received from the First Methodist Church for a street closing for Main Street from Dakota Street to Washington Street from 1:00 p.m. to 1:30 p.m. on March 24th for “March for Our Lives” event. Addison reported that the street closing request, the Police Chief's report and a diagram are included in the packet. Addison noted the application indicated that those affected were notified of the event. 76-18 Alderman Sorensen moved approval of the street closing request from the First Methodist Church for Main Street from Dakota Street to Washington Street from 1:00 p.m. to 1:30 p.m. on Saturday, March 24, 2018 for the “March for Our Lives” event. Alderman Collier-Wise seconded the motion. Motion carried 8 to 0. Mayor Powell declared the motion adopted. C. Declare a Landfill Bulldozer Surplus Jose Dominguez, City Engineer, requested that the 2010 Caterpillar D6T be declared surplus and appraised by the Surplus Property Appraisal Committee to be sold by sealed bids. Jose reported that the landfill had received a new dozer to replace this dozer. 5 77-18 Alderman Holland moved to declare the 2010 Caterpillar D6T as surplus and authorize the appraisal by the Surplus Property Appraisal Committee for sale by sealed bids. Alderman Price seconded the motion. Motion carried 8 to 0. Mayor Powell declared the motion adopted. D. Appointments to the Consolidated Board of Equalization Mike Carlson, Finance Officer, reported that, as part of the Consolidated Board of Equalization agreement between the County, City and School, the City needs to appoint three members to serve on the Consolidated Board of Equalization that will meet April 10th and, if needed, another day later in April. Mike noted that the appointment should include that the remaining Council members will serve as alternates if one of the members is unable to serve. Discussion followed with Alderman Collier-Wise, Holland and Ward volunteering to serve. 78-18 Alderman Price moved approval of the appointment of Alderman Collier- Wise, Holland and Ward to serve as the City representatives on the Consolidated Board of Equalization with the remaining members to serve as alternates. Alderman Humphrey seconded the motion. Motion carried 8 to 0. Mayor Powell declared the motion adopted. E. City of Vermillion Landfill and Street Department Tractor Leases with Fred Haar Company Jose Dominguez, City Engineer, reported that the City was approached by Fred Haar Company about leasing two tractors for seven months. Jose reported that last year the lease was for $10 per hour for the first 250 hours and this year the lease is being raised to $12 per hour. Jose stated that the City is responsible for insurance and normal maintenance and repair during this lease. Jose noted that the insurance cost is estimated at $200 per tractor and maintenance would be required on City vehicles if used. Jose stated that the use of the leased equipment reduces the hours placed on the other vehicles in the City fleet. Discussion followed. 79-18 Alderman Collier-Wise moved approval of the lease agreement with Fred Haar Company for two tractors for up to seven months at the lease rate of $12 per hour plus insurance and maintenance and authorized the City Manager to sign the lease documents. Alderman Holland seconded the motion. Discussion followed. Motion carried 8 to 0. Mayor Powell declared the motion adopted. 6 F. Request to use Bed, Board and Booze (BBB) Funds to assist USD’s bid to host a Women’s National Invitational Tournament (WNIT) Basketball Game. John Prescott, City Manager, reported that the University of South Dakota Women’s basketball team has won their first two rounds of the WNIT basketball tournament. John reported that USD officials have requesting sponsorship in the form of financial assistance in securing the bid to host the round three game. John stated that the request is for $5,000 from the City of Vermillion and he recommended using Bed, Board and Booze (BBB) sales tax funds. Sheila Gestring, USD Vice President of Finance, thanked the City Council for considering the sponsorship to assist in hosting the basketball game. Sheila stated that the sponsorship would be announced during the game as well as scrolled across the banner. Sheila stated that the other game sponsor is the Vermillion Area Chamber of Commerce and Development Company. Dawn Plitzuweit, USD Women’s Basketball coach, listed the benefits to the team of hosting a home basketball game vs. being on the road. Coach Plitzuweit thanked the City Council for considering the sponsorship. Dave Herbster, USD Athletic Director, explained the bid process for hosting a game noting that it changes as the rounds advance. Dave thanked the City Council for considering a game sponsorship. Dave Herbster and Sheila Gestring answered questions of the City Council on the bid process as well as the benefits to the community. Discussion followed. 80-18 Alderman Sorensen moved approval of the request to provide $5,000 of financial assistance to the University of South Dakota from the BBB sales tax fund for the bid to secure the third round home game for the WNIT basketball tournament. Alderman Erickson seconded the motion. Motion carried 8 to 0. Mayor Powell declared the motion adopted. 9. Bid Openings A. Prentis Park sidewalk Jose Dominguez, City Engineer, reported that bids were opened on March 14th for part of the Prentis Park sidewalk improvement that has been divided into phases. Jose reported that three bids were received with the low bid from Masonry Components of $55,193.90. Jose recommended acceptance of the low bid. Discussion followed on the sidewalk. Bids: Masonry Components $55,193.90; Walker Construction $56,247.30; M&M Construction $57,309.04 81-19 7 Alderman Holland moved approval of the low bid of Masonry Components of $55,193.90 for the Prentis Park sidewalk project. Alderman Erickson seconded the motion. Motion carried 8 to 0. Mayor Powell declared the motion adopted. B. 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 March 14th for the 2018 Chip Seal Project. Jose stated that two bids were received. Jose noted that the low bid was from Topkote of Yankton in the amount of $100,305.85 while the second bid was not read as it included insufficient bid security. Jose reviewed a map of the streets scheduled to be chip sealed this year. Jose recommended acceptance of the only bid. 82-18 Alderman Price moved approval of the only bid of Topkote of Yankton in the amount of $100,305.85 for the chip-seal project. Alderman Collier- Wise seconded the motion. Motion carried 8 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 noted 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 26th at 5:30 p.m. at City Hall. John noted that items on the agenda are a Conditional Use Permit for twin homes on Joplin Street continued from 8 the March 12th meeting, a Conditional Use Permit for a Bed & Breakfast at 221 E. Main, and consideration of the Final Development Plan for The Heights. D. John reported that the Joint Powers meeting is this Thursday, March 22nd at 5:30 p.m. in Yankton. E. John reported that there is a vacancy on the Vermillion Housing Authority Board. John noted that it would be for the balance of the term that runs until June 2021. John reported that Expression of Interest forms are due by noon on April 12th with a City Council appointment anticipated to be made at the April 16th meeting. F. John reported that Addison has a handout as a follow-up on Human Rights Commission discussion. John reported that the April 2nd noon meeting will include the review of what a Human Rights Commission could be in our city. G. John reported on approval of the following Raffle notifications: The Vermillion Rural Fire Department sold $1 raffle tickets at the Fireman's Ball on March 17, 2018. The prizes are a tv valued at $500 or buckets of booze valued at $100. Proceeds from the raffle will be used to purchase a battery powered ventilation fan and improvements at the training facility. PAYROLL ADDITIONS AND CHANGES Police: Jessica Newman $24.32/hr; Ambulance: Madeline Fest $12.10/hr- $18.15/hol hr, Ethan Parr $10.00/hr-$15.00/hol hr-$2.00/on call hr- $3.00/hol on call hr; Golf Clubhouse: Madison Guhlke $9.00/hr; Golf Maintenance: Robert Larson $9.25/hr; Water: Eric McPherson $20.85/hr, Chris Nissen $21.79/hr 11. Invoices Payable 83-18 Alderman Ward moved approval of the following invoices: A-OX Welding Supply Co cylinder rental 19.59 AT&T Mobility hotspots 284.34 Automatic Building Controls annual inspection 1,499.00 Bhs Marketing, LLC soda ash 6,776.00 Broadcaster Press advertising 1,295.56 Buhl's Cleaners mat/mop svc 464.90 Bureau Of Administration telephone 404.12 9 Campbell Supply supplies 376.97 Cask & Cork merchandise 221.50 Centurylink telephone 1,581.97 Clay Rural Water System water usage 38.30 Clay-Union Electric Corp electricity 2,074.66 Dakota Beverage merchandise 6,267.40 Dept. Environment Natl Res landfill operations fee 2,317.61 Division Of Motor Vehicle title/plates 27.40 Electrical Engineering & Equip parts 8.74 Global Dist. merchandise 361.65 Graham Tire Co. tires 600.00 Grainger supplies 272.01 Gregg Peters managers fee 6,000.00 Grey House Publishing directory 191.00 Guarantee Oil Co Inc supplies 1,826.02 Hy-Vee Food Store supplies 15.96 John A Conkling Dist. merchandise 1,893.15 John C. Prescott meals/reimbursement 56.00 Johnson Brothers Of SD merchandise 8,286.01 Jones Food Center supplies 59.74 Loren Fischer Disposal haul cardboard 910.00 Menards supplies 601.83 10,718.1 MidAmerican gas usage 1 MidContinent Communications cable/internet service 748.68 NCL Of Wisconsin, Inc supplies 209.60 Netsys+ professional services 1,310.25 Print Source supplies 942.00 Republic National Distributing merchandise 9,564.17 Reserve Account postage for meter 900.00 Sanford Health Plan participation fees 63.00 SD Library Association membership dues 592.50 Snap-On Industrial supplies 88.71 Sooland Bobcat parts 718.99 Southern Glazer's Of SD merchandise 767.84 Staples Advantage supplies 3,677.56 15,494.2 Stern Oil Co. fuel 5 Sturdevants Auto Parts parts 64.67 Titleist Drawer Cs merchandise 2,289.92 Treasurer-Clay County storm drainage fee 7,476.42 Us Postmaster postage 1,006.40 Vermillion Ace Hardware supplies 37.95 10 Verne Simmonds Company wastewater pumps 1,969.56 Alderman Erickson seconded the motion. Motion carried 8 to 0. Mayor Powell declared the motion adopted. 12. Consensus Agenda - None 13. Adjourn 84-18 Alderman Ward moved to adjourn the Council Meeting at 7:50 p.m. Alderman Price seconded the motion. Motion carried 8 to 0. Mayor Powell declared the motion adopted. Dated at Vermillion, South Dakota this 19th 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 ___________. 11