City Council Agendas, Packets and Minutes

Unapproved Minutes Council Special Session March 2, 2020 Monday 12:00 noon The special session of the City Council, City of Vermillion, South Dakota was held on Monday, March 2, 2020 at 12:00 noon at the City Hall large conference room. 1. Roll Call Present: Collier-Wise, Hellwege, Holland, Price, Sorensen, Ward, Mayor Powell Absent: Humphrey, Willson 2. Visitors to be Heard - None 3. Discussion on a potential Germany trip to visit sister city of Ratingen - Kami Dibley and Lenni Billberg Kami Dibley thanked the City Council for their support of the German American Partnership Program that assists with taking students to Germany every other year. Kami stated that she and Lenni Billberg have had a number of inquiries about an adult trip to Germany that would include visiting our sister city Ratingen. Lenni and Kami reviewed a proposed 13-day trip to Germany that would be in the summer of 2021. They noted that this was the first presentation as they wanted the City Council to have the first opportunity. Lenni and Kami reported that an exact cost has not been developed but it would not exceed $4,000 per person. Lenni and Kami asked the Council members to pass along this opportunity to other citizens. Lenni and Kami answered questions of the City Council. 4. Update on the Tree Board – Jim Goblirsch Jim Goblirsch, Director of Parks and Recreation, reviewed the membership of the City Tree Board that meets five times a year. Jim reviewed the current topics of the Board consisting of the City Street Tree guide, Emerald Ash Boer information, working on an ordinance to address Emerald Ash Boer, city tree removal update and future of Vermillion’s city canopy along with public education. Jim reviewed Arbor Day activities planned for noon on April 24, 2020. Jim reviewed the Re-Tree Vermillion Program noting that, at this time, we do not know when the trees will be available. Jim answered questions of the City Council. 5. Briefing on the March 2, 2020 City Council Regular Meeting 1 Council reviewed items on the agenda with City staff. No action was taken. 6. Adjourn 43-20 Alderman Ward moved to adjourn the Council special session at 12:53 p.m. Alderman Sorensen seconded the motion. Motion carried 7 to 0. Mayor Powell declared the motion adopted. Dated at Vermillion, South Dakota this 2nd day of March, 2020. 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 2, 2020 Monday 7:00 p.m. The regular session of the City Council, City of Vermillion, South Dakota was called to order on Monday, March 2, 2020 at 7:00 p.m. by Mayor Powell. 1. Roll Call Present: Collier-Wise, Holland, Price, Sorensen, Ward, Willson, Mayor Powell Absent: Hellwege, Humphrey 2. Pledge of Allegiance 3. Minutes A. Minutes of February 18, 2020 Special Meeting: February 18,2020 Regular Meeting 2 44-20 Alderman Price moved approval of the February 18, 2020 Special Meeting and February 18, 2020 Regular Meeting minutes. Alderman Holland seconded the motion. Motion carried 7 to 0. Mayor Powell declared the motion adopted. 4. Adoption of Agenda 45-20 Alderman Willson moved approval of the agenda. Alderman Price seconded the motion. Motion carried 7 to 0. Mayor Powell declared the motion adopted. 5. Visitors to be Heard A. Intellectual and Developmental Disabilities Awareness month proclamation Alderman Collier-Wise read the proclamation that proclaimed the month of March as Intellectual and Developmental Disabilities Awareness Month in Vermillion. Mayor Powell presented the proclamation to James Brown representing individuals from SESDAC. Nick Oyen, Executive Director of SESCAC, thanked the City Council and community for the recognition. James Brown thanked the City Council for their support as well as the Vermillion community. 6. Public Hearings A. Special daily malt beverage and wine license for the Vermillion Area Chamber of Commerce and Development Company on or about April 2, 2020 at the Sanford Coyote Sports Center Main Competition Court and Concourse at 1101 N Dakota Street for the annual banquet. Mike Carlson, Finance Officer, reported that representatives of the Vermillion Area Chamber of Commerce and Development Company contacted the City today requesting that the public hearing be continued until the March 16th meeting to allow time to work through issues. 46-20 Alderman Price moved approval to continue the public hearing on the special daily malt beverage and wine license for the Vermillion Area Chamber of Commerce and Development Company until the next regular Council meeting. Alderman Sorensen seconded the motion. Motion carried 7 to 0. Mayor Powell declared the motion adopted. 7. Old Business - None 3 8. New Business A. 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 20th meeting. Dan reviewed the 2019 Library Annual Report that was included in the packet. Dan answered questions of the City Council on the Library Annual Report. 47-20 Alderman Sorensen moved to acknowledge receipt of the 2019 Library Annual Report. Alderman Collier-Wise seconded the motion. Motion carried 7 to 0. Mayor Powell declared the motion adopted. B. Home Rule Charter Committee appointments Mayor Powell reported on the receipt of the expression of interest forms for individuals to serve on the Home Rule Charter Committee. Mayor Powell recommended the appointment of Michael Card – Chairman, Matthew Fairholm, Stacy Larson, Travis Letellier and Anthony (AJ) Franken to the Home Rule Charter Committee and Alderman Ward as a non-voting member. 48-20 Alderman Willson moved approval of the Mayor’s recommendations for the appointment of Michael Card – Chairman, Matthew Fairholm, Stacy Larson, Travis Letellier and Anthony (AJ) Franken to the Home Rule Charter Committee and Alderman Ward as a non-voting member. Alderman Price seconded the motion. Motion carried 7 to 0. Mayor Powell declared the motion adopted. C. Request to close North Pine Street from East Cedar Street to the End of the Alpha Phi House South Property Line for Alpha Phi’s Sorority Recruitment Bid Day on August 20, 2020 James Purdy, Assistant City Manager, reported that the Alpha Phi Sorority has requested the closure of North Pine Street from East Cedar Street to the south property line of the Alpha Phi House at 707 E. Cedar Street. James noted that the closure is requested for their Recruitment Bid Day Thursday, August 20, 2020 from 8:00 a.m. to 3:00 p.m. James noted that the completed street closure request application and diagram are included in the packet. James reported that the Street, Police, Fire, and EMS Departments have been notified of the street closure request and did not have any concerns. James noted that cleanup will be handled by the Alpha Phi organization after the event concludes, and the street will be cleared immediately. 4 49-20 Alderman Ward moved approval of the closing of North Pine Street from East Cedar Street to the end of the Alpha Phi House South Property Line for the Alpha Phi’s Sorority Recruitment Bid Day on August 20, 2020 from 8:00 a.m. to 3:00 p.m. Alderman Collier-Wise seconded the motion. Motion carried 7 to 0. Mayor Powell declared the motion adopted. D. 2019 Unaudited Annual Report Mike Carlson, Finance Officer, reviewed the 2019 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. Mike stated that the report will be audited by Williams & Company later this year. Discussion followed. 50-120 Alderman Sorensen moved to acknowledge receipt of the 2019 Annual Financial Report. Alderman Holland seconded the motion. Motion carried 7 to 0. Mayor Powell declared the motion adopted. E. Consultant Agreement with S.E.H. for the Final Report on the SD Highway 50 Drainage Improvements Project Jose Dominguez, City Engineer, reported that over the years the City has been experiencing street flooding in City streets (East Cherry Street, Cottage Avenue, Elm Street, Duke Street, North Dakota Street, and Jefferson Street) that can be attributed to the drainage along the south ditch of SD Highway 50. Jose stated that the City contracted with Short Elliot Hendrickson Inc. (S.E.H.) in November 2017 to complete a conceptual report that would identify possible options that would reduce the street flooding experienced in the City. Jose noted that this report was completed and the findings were presented to the City Council at the April 1, 2019 meeting. Jose stated that City Council direction from that meeting was to follow the option of constructing a parallel storm sewer system that would directly convey the storm water from Dakota Street and Cottage Avenue to the south ditch of SD Highway 50 and to contact the SD Department of Transportation (SDDOT) to see if they would be able to partner on a project since the SDDOT would be reconstructing SD Highway 50 along Vermillion. Jose reported that staff presented what the SDDOT proposed regarding the City’s proposed improvements on the SD Highway 50 ditch at the January 20, 2020 noon meeting. Jose noted that the SDDOT expressed their willingness to share the cost of the construction of the project except the City would be required to complete a final report and provide the SDDOT with some design items needed for the construction of the proposed storm sewer pipe. Jose noted that the City and SDDOT would 5 need to enter into an agreement that would clarify the construction cost sharing and future maintenance of the new storm sewer pipe. Jose stated that, at that meeting, Staff was instructed by the City Council to contact S.E.H. to see if they would be willing to enter into an agreement with the City to complete the final report, and provide the SDDOT with the design information required. Jose stated that the agreement with S.E.H. requires that they provide the City with a final report which would size the proposed storm sewer appropriately. Jose noted that the City’s cost will be $42,790 which includes the work to delineate any possible wetlands and submit any required permits. Jose noted that, if the wetlands do not need to be delineated and permitting is not required, the total cost to the City would be $33,414. Jose noted that the agreement has been reviewed by the City Attorney. Jose recommended approval of the agreement. Discussion followed. 51-20 Alderman Ward moved approval of the agreement with Short Elliot Hendrickson Inc. for the Highway 50 drainage improvements final design and authorized the City Manager to sign the contract. Alderman Price seconded the motion. Motion carried 7 to 0. Mayor Powell declared the motion adopted. F. Resolution Authorizing the Purchase of a Combination Sewer Cleaner Truck for the Waste Water Department Jose Dominguez, City Engineer, reported that the replacement of the 2012 Super Products Camel 200 combination sewer cleaner was budgeted for in the 2020 Equipment Replacement Fund. Jose reported that Sourcewell, formerly the National Joint Powers Alliance (NJPA), has a bid with Vactor for a 2020 Vactor 2100i Combination Sewer Jetter for $406,000. Jose noted that the Vactor distributor for South Dakota is Sanitation Products Inc. of Sioux Falls, SD and they have agreed to sell a 2020 Vactor 2100i Combination Sewer Jetter to the City at the Sourcewell awarded bid amount. Jose reported that the 2020 Equipment Replacement Fund includes a budget of $395,000 for this purchase. Jose noted that the contract between Sourcewell and Vactor does not allow for trading-in equipment thus the existing combination sewer cleaner will have to be declared surplus and sold through sealed bids. Jose reported that the sale of the existing equipment will occur soon after the new one is delivered to the City. Jose recommended approval of the resolution to purchase a 2020 Vactor 2100i Combination Sewer Jetter truck. Discussion followed. 52-20 After reading the same once, Alderman Holland moved adoption of the following: 6  RESOLUTION AUTHORIZING THE PURCHASE OF A COMBINATION SEWER CLEANER TRUCK WHEREAS, SDCL 5-18A-37 authorizes a governmental entity to enter into agreements with purchasing agents in any other state for purchases under a joint agreement or contract at the accepted bid price and the concurrence of said bidder; and, WHEREAS, the City of Vermillion has reviewed and determined that the bid awarded by Sourcewell (formerly known as National Joint Powers Alliance or NJPA) for a combination sewer cleaner truck from Vactor’s participating distributor, Sanitation Products Inc, of Sioux Falls, SD, for the total amount of $406,000 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 new 2020 Vactor 2100i Combination Sewer Jetter from Sanitation Products Inc. of Sioux Falls, South Dakota at no more than the above stated price. Dated at Vermillion, South Dakota this 2nd day of March, 2020. 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. 9. Bid Openings Mike Carlson, Finance Officer, read the monthly fuel quotes and recommended the low quote of Stern Oil on all three items. Item 1 - 4,350 gal unleaded 10% ethanol: Stern Oil $1.9230, Brunick’s Service $1.97, Jerry’s Service $2.05; Item 2 – 3,000 gal No. 1 & 2 Diesel fuel dyed: Stern Oil $1.9342, Brunick’s Service $1.97, Jerry’s Service 7 $2.10; Item 3 - 1,000 gal No. 1 & 2 diesel fuel-clear: Stern Oil $2.2107, Brunick’s Service $2.23, Jerry’s Service $2.41. 53-20 Alderman Price moved approval of the low quote of Stern Oil on three items. Alderman Collier-Wise seconded the motion. Motion carried 7 to 0. Mayor Powell declared the motion adopted. 10. City Manager's Report A. John reported that plans for the Vermillion River water line crossing were received late last week. John noted that staff completed the review today and it is anticipated that the plans will be sent out to contractors this week. John stated that we hope to have replacement work beginning before the end of the month. B. John reported that there are two openings on the Planning Commission. John stated that one opening is for a term expiring in June 2020 and the second opening is for a term expiring in June 2022. John noted that applicants are asked to complete an Expression of Interest form available via the City’s website or at City Hall and return to City Hall prior to the March 16th meeting for City Council appointment. C. John reported that the Historic Preservation Commission meets on Wednesday, March 4th at 9:00 a.m. in the City Hall Large Conference room. D. John reported that the Human Relations Commission meets on Thursday, March 5th at 7:00 p.m. in the City Hall Large Conference room. E. John reported that Paint South Dakota Program will take place again this June. John stated that they are seeking a volunteer group to paint a house and the home must be a single, family owner-occupied home in need of painting. John noted that the home 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 SD this year. John noted that the applications are due by April 17th. F. John reported on receipt of the following Raffle notifications: St. Agnes Knights of Columbus will be selling 100 - $20 raffle tickets from March 1-27, 2020. $1500 in cash prizes will be awarded based on the final score of the NCAA Men’s basketball Elite 8, Final 4 and Championship games. Proceeds from the raffle go to church and school needs. St. Agnes Knights of Columbus will be selling 100 - $20 raffle 8  tickets from May 1 – September 13, 2020. $850 in cash prizes will be awarded based on the score of the NFL Monday night football games between September 14 - December 28, 2020. Proceeds from the raffle will be used by the church, school, and youth group. 11. Invoices Payable 54-20 Alderman Collier-Wise moved approval of the following invoices: Brian Humphrey Bright Energy Rebate 250.00 3D Specialties Inc supplies 189.17 A & A Refrigeration repairs 384.67 All American Gasket supplies 200.62 Allaina Howard meals reimbursement 52.00 Altec Industries, Inc repairs 449.50 Andrew Delgado mileage reimbursement 122.82 Andrew Rippentrop refund parking tckt overpmt 5.00 Appeara shop towels 45.00 Aramark Uniform Services uniform cleaning 412.84 Argus Leader Media #1085 subscription 28.00 Atco International supplies 188.05 Automatic Building Control fire alarm inspection 848.00 Avera Occupational Medicine testing 507.40 Best Western lodging 839.92 Black Clover Enterprises merchandise 157.95 Blackstone Publishing books 100.00 Bound Tree Medical, LLC supplies 2,287.22 Callaway Golf merchandise 226.59 Cannon Technologies, Inc AMI elec meters/water nodes 214,105.14 Cask & Cork merchandise 1,003.50 CDW Government, Inc Panasonic tough book computers 10,470.00 Century Business Products copies/contract 198.33 Certified Laboratories supplies 956.19 Chesterman Co merchandise 331.75 Christensen Radiator & Repair parts 1,315.55 City Of Vermillion copies/postage 1,342.86 City Of Vermillion utility bills 37,861.58 Clark's Rentals Inc stump grinder 117.50 Clay County Treasurer registration 50.00 Colonial Life Acc Ins. insurance 3,055.41 Core & Main LP supplies 1,542.81 Coyote Sports Properties sponsorship 2,000.00 Crouch Recreation bleacher 11,209.00 9 Crystal Brady gym membership reimbursement 175.00 Cummins Central Power, LLC repairs 532.04 D-P Tools supplies 125.60 Dakota Beverage merchandise 4,216.73 Dakota Pc Warehouse repairs/supplies 520.86 Dan Hanson safety boots reimbursement 100.00 Danko Emergency Equipment fire fighter equipment 5,575.46 Delta Dental Plan insurance 6,420.84 Demco supplies 75.95 Dennis Martens maintenance 833.34 Dinges Fire Company fire fighter equipment 632.13 Division Of Motor Vehicle plates 14.20 Donna Weisbrod refund parking tckt overpmt 10.00 Driver’s License Guide Co books 62.85 Dubois Chemicals soda ash 7,282.00 Eagle Caulking housing grant 2,449.50 Echo Electric Supply supplies 1,815.11 Electronic Engineering police equipment 725.00 Energy Laboratories testing 1,172.00 Environmental Syst Research software license renewal 598.36 Equipment Blades Inc parts 4,537.00 Erickson Solutions Group server & equip update 5,321.90 Farmer Brothers Co. supplies 143.70 Farner Bocken Company merchandise 847.68 Fred Haar Co., Inc utility tractor 31,779.00 Gale/Cengage Learning Inc books 134.33 Geotek Engineering testing 2,425.00 German American Partnership trip funding 1,000.00 Glenda Jones refund parking tckt overpmt 5.00 Graham Tire Co. tires 5,390.66 Graybar Electric part 47.57 Graymont (WI) LLC chemicals 8,398.46 Gregg Peters reimburse software activation 1,836.00 Gregg Peters rent 937.50 Hach Co parts 4,673.08 Heiman Fire Equipment repairs 7.95 Helms & Associates professional services 2,335.20 Herren-Schempp Building supplies 39.53 Hy Vee Food Store supplies 80.79 Ingram books 4,181.35 Interstate Power Systems repairs 470.52 Intl Assoc Chiefs Of Police membership 190.00 Jacks Uniform & Eqpt police uniforms 385.90 10 Jessica Newman fitness center reimbursement 250.00 John A Conkling Dist. merchandise 1,329.16 Johnsen Heating & Cooling repairs 688.78 Johnson Brothers Of SD merchandise 10,619.01 Johnson Controls repairs 2,293.27 Johnstone Supply tools 28.30 Jones Food Center supplies 174.28 Jordan Leach meals reimbursement 52.00 Jose Dominguez meals/fuel reimbursement 48.43 Josh Kleinhesselink meals reimbursement 52.00 Josh Manning safety boots reimbursement 100.00 Kalins Indoor Comfort repairs 851.97 Kallie Marie Goettsch refund parking tckt overpmt 5.00 Kimball Midwest supplies 204.64 Knox Company license renewal 1,572.00 Leisure Lawn Care lawn applications 1,093.95 Lessman Elec. Supply Co library/fire station lighting 13,446.40 Light And Siren supplies 348.22 Locators And Supplies, Inc supplies 2,222.30 Loffler copier contract/copies 1,377.19 Malloy Electric supplies 118.92 Marble Arch Lincoln LLC refund rental reg. 185.00 Mart Auto Body towing 600.00 Matheson Tri-Gas, Inc medical oxygen/cylinder rental 457.34 McCulloch Law Office professional services 997.50 Mead Lumber supplies 10.99 Medical Waste Transport, Inc haul medical waste 217.51 Menards parts 389.39 Merrick Industries parts 3,253.03 Michael Frederick supplies 24.00 Micro Marketing LLC books 195.99 Midwest Alarm Co alarm monitoring 297.00 Midwest Turf & Irrigation parts 165.08 Millborn Seeds landfill cover material 8,875.00 Missouri Valley Maintenance repairs 1,851.17 Mobile Electronic Service repairs 940.00 Moore Welding & Mfg flat bar 75.00 Motorola Inc portable radios - police 22,551.00 MSC Industrial Supply Co parts 106.25 National Fire Prot Assoc membership dues 175.00 Nebraska Journal-Leader advertising 205.50 Netsys+ prof services/software update 1,659.00 O'Reilly Auto Parts parts 156.89 11 Otis Elevator Company service contract 1,269.73 Overhead Door Of Sioux City repairs 1,873.80 PCC, Inc commission 4,437.14 Penworthy Company books 142.00 Pizza Ranch pizzas 159.22 Powerphone, Inc recertification/maintenance 497.70 Pressing Matters supplies 415.00 Presto-X-Company inspection/treatment 62.00 Quill supplies 729.43 Racom Corporation maintenance 411.70 Recorded Books, Inc books 308.80 Redi Towing towing 150.00 Reel Sharp sharpening/repairs 3,329.51 Republic National Distributing merchandise 4,651.01 Riverside Hydraulics & Lab parts 261.18 Rockmount Research & Alloy parts 439.15 Running Supply, LLC supplies 1,291.08 Ryne Whisler meals reimbursement 52.00 Sanford Health Occupational pre-placement exam 213.00 Sanitation Products Inc parts 7,806.79 SD Chapter APWA registration 50.00 SD Police Chiefs Association professional services 375.00 SD Retirement System contributions 59,750.04 Service Master Of Se SD custodial 2,969.72 Sioux City Foundry Co supplies 236.15 Sirchie supplies 96.41 Snap-On Industrial parts 229.02 Sooland Bobcat stump grinder rental 675.00 Southern Glazer's Of SD merchandise 479.81 Special T's And More work shirts 111.75 Stern Oil Co. oil 1,628.11 Storey Kenworthy/Matt Parrot utility bills 5,392.50 Stryker Sales Corporation ambulance equipment 5,210.00 Stuart C. Irby Co. supplies 330.00 Sturdevants Auto Parts parts 1,323.31 Syncb/Amazon books/dvds/supplies 584.18 Taste Of Home Books books 34.98 Taylor Made merchandise 649.26 The New Sioux City Iron Co parts 90.87 The Ups Store #6751 laminating 43.00 Titleist-Acushnet Company merchandise 275.82 Tri Tech Sales parts 139.08 Tri-State Garage Door, Inc repairs 7,974.20 12  Troy Gerst refund parking tckt overpmt 5.00 Truck-Trailer Sales parts 217.25 United Laboratories supplies 254.00 United Way contributions 771.00 Unum Life Insurance Company insurance 1,557.61 US Postmaster postage 60.00 USA Bluebook parts 472.14 Vast Broadband 911 circuit/dialup service 1,415.45 Verizon Wireless cell phones/ipad access 2,785.81 Vermeer High Plains repairs 790.87 Vermillion Ace Hardware supplies 1,949.27 Vermillion Ford repairs 66.00 Visa/First Bank & Trust fuel/lodging/supplies 10,171.92 Walmart supplies 1,229.67 Watchguard Video supplies 192.00 Wesco Distribution, Inc meters/supplies 9,007.60 Yankton Fire & Safety extinguisher recharge 158.00 Yankton Motorsports LLC parts 45.06 Zee Medical Service supplies 300.00 Ziegler Inc parts 158.55 Robert Walsh bright energy rebate 350.00 Jason Myron bright energy rebate 25.00 Alderman Price 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 16, 2020 for a special daily malt beverage and wine license for the USD Military Science Department on or about April 17th at the Muenster University Center second floor large room for a military ball event 55-20 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 56-20 Alderman Ward moved to adjourn the Council Meeting at 7:33 p.m. Alderman Price seconded the motion. Motion carried 7 to 0. Mayor Powell declared the motion adopted. 13 Dated at Vermillion, South Dakota this 2nd day of March, 2020. 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