City Council Agendas, Packets and Minutes
Regular MeetingVermillion, SD · March 16, 2020
Minutes
Unapproved Minutes
Council Special Session
March 16, 2020
Monday 12:00 noon
The special session of the City Council, City of Vermillion, South Dakota
was held on Monday, March 16, 2020 at 12:00 noon at the City Hall large
conference room.
1. Roll Call
Present: Hellwege, Holland, Humphrey, Price, Sorensen, Ward, Mayor
Powell
Absent: Collier-Wise, Willson
2. Visitors to be Heard - None
3. Covid-19 Discussion
Mayor Powell stated that he would like the City to issue a statement at
the evening meeting on the Covid-19 virus. Discussion followed on the
different information outlet websites and which to follow.
Matt Betzen, Police Chief; Matt Callahan, Fire/EMS Chief; James
Goblirsch, Director of Parks & Recreation; Daniel Burniston, Library
Director reported to the City Council on how their departments are
addressing the Covid-19 virus with all noting that they would recommend
following the information being provided by the Center for Disease
Control (CDC) and the South Dakota Department of Health.
Kevin O’Kelly, representing USD, reported on how USD is responding to
the Covid-19 virus noting that the responses from USD all go through the
Board of Regents.
John Prescott, City Manager, noted that he had sent out a draft Covid-
19 statement for consideration. Discussion followed on the statement
wording noting the need to include providing the links for the CDC and
SD Department of Health.
4. Briefing on the March 16, 2020 City Council Regular Meeting
Council reviewed items on the agenda with City staff. No action was
taken.
6. Adjourn
1
57-20
Alderman Ward moved to adjourn the Council special session at 1:00 p.m.
Alderman Humphrey seconded the motion. Motion carried 7 to 0. Mayor
Powell declared the motion adopted.
Dated at Vermillion, South Dakota this 16th 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 16, 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 16, 2020 at 7:00 p.m. by Mayor
Powell.
1. Roll Call
Present: Hellwege, Holland, Humphrey, Price, Sorensen, Ward, Willson,
Mayor Powell
Absent: Collier-Wise
2. Pledge of Allegiance
3. Minutes
A. Minutes of March 2, 2020 Special Meeting; March 2, 2020 Regular Meeting
58-20
Alderman Sorensen moved approval of the March 2, 2020 Special Meeting
and March 2, 2020 Regular Meeting minutes. Alderman Price seconded the
motion. Motion carried 8 to 0. Mayor Powell declared the motion adopted.
4. Adoption of Agenda
2
59-20
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. City Response on COVID-19
Mayor Powell provided a City of Vermillion response to the COVID-19 virus
and encouraged citizens to use the Center for Disease Control or the SD
COVID-19 hotline at 1-800-997-2880.
B. Census 2020 proclamation
Alderman Holland read the proclamation recognizing the importance of
being counted in the 2020 Census and proclaiming April 1, 2020 as “Census
Day”. Mayor Powell presented the proclamation to Nate Welch, Executive
Director of the VCDC. Nate thanked the City Council for the proclamation
on behalf of the local Complete Count Committee. Nate encouraged
residents to complete the on line census and be counted as part of our
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 annual banquet
Mike Carlson, Finance Officer, reported that the Vermillion Area Chamber
of Commerce and Development Company is looking to reschedule their annual
banquet. Mike noted that since there was a public hearing scheduled for
the special license, he suggested a motion to acknowledge that the VCDC
has requested to withdraw their special license application for their
event on or about April 2, 2020 thus no action is needed on the
application. Nate Welch, Executive Director of the VCDC, reported that
it was a hard decision to postpone the event which serves as a celebration
of the local community. Nate stated that the VCDC is encouraging support
of local businesses during the current times to keep our community
strong.
60-20
Alderman Price moved to acknowledge that the VCDC has requested to
withdraw their special license application for their event on or about
April 2, 2020 thus no action is needed on the application. Alderman
Humphrey seconded the motion. Motion carried 8 to 0. Mayor Powell
declared the motion adopted.
3
B. Special daily malt beverage and wine license for the USD Military
Science Department on or about April 17, 2020 at the Muenster University
Center second floor large room for a military ball event
Mike Carlson, Finance Officer, reported that the USD Military Science
Department has notified the City that they are canceling their military
ball scheduled for April 17, 2020 and are requesting to withdraw their
application for a special license. Mike noted that since a public hearing
was advertised for this meeting he suggested a motion to acknowledge that
the USD Military Science Department has requested to withdraw their
special license application for their event on or about April 17, 2020
thus no action is needed on the application. Alderman Sorensen wanted to
recognize the local ROTC program for its years of service to the
university and community.
61-20
Alderman Holland moved to acknowledge that the USD Military Science
Department has requested to withdraw their special license application
for their event on or about April 17, 2020 thus no action is needed on
the application. Alderman Price seconded the motion. Motion carried 8 to
0. Mayor Powell declared the motion adopted.
7. Old Business - None
8. New Business
A. Update on the process to select a consultant for downtown
infrastructure project (Streetscape project)
Jose Dominguez, City Engineer, reported that for years businesses in
downtown Vermillion and the City have been working to improve the Main
Street area. Jose noted that besides improving the building facades,
addition of the Pocket Park and Ratingen Platz, the community has been
trying to complete a streetscape project that would tie Main Street
together and serve as a frame to showcase the downtown area. Jose stated
that the City create the Business Improvement District #2 (BID) that has
its own board members. Jose noted that this BID was created with the
intent and to provide a funding mechanism to bring the streetscape plan
that downtown Vermillion has wanted to complete. Jose stated that the
BID Board chose to select a consultant based on qualifications rather
than cost. Jose reported that Request for Qualifications (RFQ) were sent
to 21 consultants on February 7, 2020 and the City received eight
proposals by the February 25, 2020 deadline. Jose reported that the
proposals received were reviewed by the BID Board and Staff that
determined the three most qualified consultants are KLJ, Stockwell
Engineers, and Banner Associates. Jose reported that the three
4
consultants were interviewed on March 11, 2020 and the BID Board met
again during the afternoon of Friday, March 13, 2020 to further discuss
which consultant to continue working with on the downtown project. Jose
reported that the BID Board chose to keep working with Stockwell
Engineers to develop a Scope of Engineering, and a cost for the
consultant’s work on the project. Jose reported that these documents are
planned to be presented for consideration by the City Council at the
April 6th meeting. Jose stated that, once the Council approves these
documents, the City will start working with Stockwell Engineers on
developing the construction documents anticipating having the
construction documents completed by December 2020. Jose noted that the
construction of the project is planned to start in the spring of 2021
with substantial completion occurring no later than September 30, 2021.
Jose stated that there is no City Council motion needed at this time but
the intent of this agenda item is to inform the City Council and the
public of where the project is at this point.
B. Planning Commission appointments
Mayor Powell reported that Kate Fitzgerald has submitted an Expression
of Interest form for the one of the two openings on the Planning
Commission. Discussion followed with the recommendation of appointment
to the term expiring in June 2022.
62-20
Alderman Price moved approval of the appointment of Kate Fitzgerald to
the Planning Commission to fill a term expiring June 2022. Alderman Ward
seconded the motion. Motion carried 8 to 0. Mayor Powell declared the
motion adopted.
C. Consolidated Board of Equalization appointments
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 14th 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 Holland, Humphrey
and Ward volunteering to serve.
63-20
Alderman Price moved approval of the appointment of Alderman Holland,
Humphrey and Ward to serve on the Consolidated Board of Equalization with
the remaining members to serve as alternates. Alderman Hellwege seconded
the motion. Motion carried 8 to 0. Mayor Powell declared the motion
adopted.
5
D. Resolution authorizing the purchase of a Solid Waste Department Loader
for the landfill
Jose Dominguez, City Engineer, reported that the 2020 landfill budget
included the replacement of the small loader. Jose reported that
Sourcewell, formerly the National Joint Powers Alliance (NJPA), has bids
with Volvo and Caterpillar Company for comparable equipment. Jose
reported that staff reviewed the bids from both of the manufacturers and
recommended the bid from the Caterpillar Company for a 2020 906M Cat
loader for $86,567.54. Jose stated that the Caterpillar Company’s
distributor for South Dakota is Butler Machinery of Sioux Falls, SD and
they have agreed to sell a Cat 906M loader to the City at the Sourcewell
awarded bid amount. Jose stated that Butler has offered $23,000 for the
City’s existing 2014 906H Cat loader for a net bid of $63,567.54. Jose
stated that the second bid was for a Volvo L25HS for $82,234.00. Jose
reported that they have offered $21,000 for the City’s existing loader
for a net bid of $61,234. Jose reported that the City has purchased tires
for the existing 2014 Cat loader at a cost of $8,000 which will fit the
2020 Cat loader, but not the 2020 Volvo loader. Jose recommended approval
of the resolution to purchase the Cat loader and trade in the old loader
based familiarity with Cat equipment, the predominance of Cat equipment
in the region, and the recent purchase of tires for a Cat loader.
Discussion followed.
64-20
After reading the same once, Alderman Willson moved adoption of the
following:
RESOLUTION AUTHORIZING THE PURCHASE OF
A SOLID WASTE DEPARTMENT LOADER
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 the National Joint Powers
Alliance) for a 2020 906M Cat loader from Caterpillar in the amount of
$86,567.54 offers an advantageous price to the City for said item; and
WHEREAS, the proposal offered by Caterpillar also includes a trade-in
value for the City’s 2014 Caterpillar 906H loader of $23,000.
NOW, THEREFORE, BE IT RESOLVED, by the Governing Body of the City of
Vermillion, that the City Manager or the City’s Finance Officer is hereby
6
authorized to purchase a new 2020 Cat 906M loader from Butler Machinery
of Sioux Falls, South Dakota for a price of $63,567.54 after trade-in.
Dated at Vermillion, South Dakota this 16th 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 Price. Discussion followed and the
question of the adoption of the Resolution was presented for a vote of
the Governing Body. 8 members voted in favor of and 0 members voted in
opposition to the Resolution. Mayor Powell declared that the Resolution
was adopted.
E. Resolution authorizing the purchase of forklift for the Waste Water
Treatment Plant
Jose Dominguez, City Engineer, reported that the 2020 equipment
replacement fund budget included the replacement of the 1998 Yale
forklift for the Wastewater Department. Jose noted that statute allows
a purchasing agency to purchase equipment that cost less than $50,000
without going out to bids. Jose reported that two quotes were received
for the new forklift which included a trade-in value for the existing
1998 Yale forklift. Jose reported that the bids were from Riekes
Equipment for a Yale GP050MX for $31,288.40 less trade of $4,400.00 net
of $26,888.40 and MH Equipment for a Hyster H50XT for $31,556.40 less
trade of $4,000.00 net of $27,556.40. Jose recommended approval of the
resolution to purchase the Yale GP050MX for $31,288.40 less trade of
$4,400.00 net of $26,888.40 from Riekes Equipment. Discussion followed.
65-20
After reading the same once, Alderman Willson moved adoption of the
following:
RESOLUTION AUTHORIZING THE PURCHASE OF
A WASTEWATER FORKLIFT
WHEREAS, SDCL 5-18A-22(19) authorizes a governmental entity to purchase
equipment that cost less than $50,000 without going through the formal
bid process; and
7
WHEREAS, the City requested two quotes from different suppliers of
forklift equipment; and
WHEREAS, the City of Vermillion has reviewed and determined that the
quote for a Yale GP050MX from Riekes Equipment in the amount of $31,288.40
offers an advantageous price to the City for said item, and
WHEREAS, the proposal offered by Riekes Equipment also includes a trade-
in value for the City’s 1998 Yale forklift of $4,400.
NOW, THEREFORE, BE IT RESOLVED, by the Governing Body of the City of
Vermillion, that the City Manager or the City’s Finance Officer is hereby
authorized to purchase a new 2020 Yale GP050MX forklift from Riekes
Equipment of Sioux Falls, South Dakota for a price of $26,888.40 after
trade-in.
Dated at Vermillion, South Dakota this 16th 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 Humphrey. Discussion followed and
the question of the adoption of the Resolution was presented for a vote
of the Governing Body. 8 members voted in favor of and 0 members voted
in opposition to the Resolution. Mayor Powell declared that the
Resolution was adopted.
F. Surplus of Bluffs golf course mower and Sale to the City of Tyndall,
South Dakota
Jose Dominguez, City Engineer, reported that in October 21, 2019 the City
Council approved the resolution allowing for the purchase of a 2020 Toro
Greensmaster 3300 TriFlex mower from Midwest Turf & Irrigation of Omaha
for the price of $46,724. Jose noted that, at that time, the Staff did
not ask for the existing mower to be declared surplus due to the fact
that we were not sure of when the new mower would arrive. Jose reported
that The City of Tyndall is interested in purchasing the mower and has
made a verbal offer of $10,000 for the mower. Jose reported that state
statute allows the transfer of property between governing bodies at terms
and conditions agreed upon by the respective governing bodies. Jose
recommended declaring the 2011 Toro Greensmaster 3150 surplus and
8
awarding the sale of the equipment to the City of Tyndall contingent on
receiving a formal request and a check for $10,000. Discussion followed.
66-20
Alderman Hellwege moved approval of declaring the 2011 Toro Greensmaster
3150 surplus and awarding the sale of the equipment to the City of Tyndall
contingent upon receiving payment of the $10,000 purchase price.
Alderman Price seconded the motion. Motion carried 8 to 0. Mayor Powell
declared the motion adopted.
9. Bid Openings
A. Prentis Park sidewalk along Plum Street
Jose reported that as part of the improvements to Prentis Park the 2020
budget included extending the sidewalk along the west side of the park
North Plum Street from East Clark Street to East Main Street. Jose
reported that bids were opened on March 11th with the low bid of
$23,636.00 from M & M Construction. Discussion followed.
Bids: M & M Construction - $23,363.00, Walker Construction- $27,121.31,
T&M Concrete - $54,691.20.
67-20
Alderman Sorensen moved approval of the low bid of M & M Construction
from $23,636.00 for the Prentis Park sidewalk improvements. Alderman
Willson seconded the motion. Motion carried 8 to 0. Mayor Powell declared
the motion adopted.
B. 2020 Chip seal project
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 stated 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 while the
quartzite chip layer also reduces the sun’s UV effects on the surface.
Jose reviewed a map of the streets to be chip sealed this year. Jose
reported that bids were opened March 11, 2020 for the 2020 Chip Seal
Project with two bids received. Jose recommended the low bid from Topkote
of Yankton in the amount of $117,008.50. Discussion followed.
Bids: Topkote - $117,144.00; The Road Guy - $147,144.00
9
68-20
Alderman Hellwege moved approval of the low bid of Topkote for the 2020
chip seal project of $117,008.50. Alderman Price seconded the motion.
Motion carried 8 to 0. Mayor Powell declared the motion adopted.
10. City Manager's Report
A. John stated that the City Council has declared an emergency for the
replacement of the water main under the Vermillion River along Dakota
Street. John reported that bid specifications were prepared and we
received 2 bids which were opened Friday, March 13th. John reported that
the low bid was from TE Underground, LLC out of Tyler, MN at a cost of
$132,730. John stated that the other bid received was from Gator Brothers
Boring, Inc for $199,832. John reported that the low bidder was notified
and they have ordered the materials for the project and contract
documents will be completed this week. John noted that Banner Engineering
has worked with TE Underground on projects in the past and they recommend
them for this project.
B. John stated that there is one opening on the Planning Commission for
a term expiring in June 2020. John requested that interested citizens
complete an Expression of Interest form available via the City’s website
or at City Hall by noon on April 2nd in anticipation of an appointment
at the April 6th meeting.
C. John stated that there is one opening on the Historic Preservation
Commission for a term expiring in August 2021. John requested that
interested citizens complete an Expression of Interest form by noon on
Thursday, April 2nd in anticipation of an appointment at the April 6th
meeting.
D. 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.
PAYROLL ADDITIONS AND CHANGES
Police: Jessica Newman $26.87/hr; Golf Clubhouse: Dennis Chandler
$21.03/hr; Golf Maintenance: Mark Clark $33.20/hr, Derek Wolterman
$9.50/hr; Water: Zach Hammond $19.80/hr
10
11. Invoices Payable
69-20
Alderman Hellwege moved approval of the following invoices:
AMS Building System LLC refund utility fees 10.65
Andrew Wickre safety boots reimbursement 100.00
AT&T Mobility mobile hot spots 454.63
Blackstone Publishing books 50.00
Broadcaster Press advertising 1,876.26
Buhls Cleaners mat/mop service 372.64
Bureau Of Administration telephone 284.06
Butch's Propane Inc propane 1,931.40
Cask & Cork merchandise 499.20
CenturyLink telephone 1,588.67
Clay Rural Water System water usage 64.50
Clay-Union Electric Corp electricity 1,923.78
Core & Main LP supplies 510.00
Dakota Beverage merchandise 9,231.73
Dakota Pc Warehouse supplies 179.98
Dubois Chemicals soda ash 22,160.16
Eagle Caulking housing rehab-repairs 1,200.00
Echo Electric Supply supplies 357.72
Filtertec filters 1,127.03
Fred Balleweg safety glasses reimbursement 150.00
Gale/Cengage Learning Inc books 80.80
Global Dist. merchandise 410.00
Gregg Peters managers fee/freight 8,136.00
Industrial Chem Labs supplies 222.11
Ingram books 1,506.86
Jacks Uniform & Eqpt uniform 39.90
John A Conkling Dist. merchandise 5,263.85
John C. Prescott meals reimbursement 20.00
Johnson Brothers Of SD merchandise 11,766.60
Jones Food Center supplies 335.68
Locators And Supplies, Inc supplies 307.88
Loren Fischer Disposal haul cardboard 2,170.00
Malloy Electric parts 2,273.64
Mark Clark lodging reimbursement 140.08
Matheson Tri-Gas, Inc cylinder rental 82.28
Menards supplies 150.37
Meredith Books books 36.11
Merrick Industries parts 3,255.07
11
Micro Marketing LLC books 178.96
MidAmerican gas usage 6,192.07
Midcontinent Communication internet/cable service 746.57
Midwest Alarm Co alarm monitoring 156.75
Midwest Turf & Irrigation parts 74.59
NCL Of Wisconsin, Inc chemicals 416.46
Nebraska Journal-Leader advertising 437.16
Netsys+ professional services 211.50
Newman Signs, Inc supplies 280.83
O'Reilly Auto Parts parts 21.99
Office Of Fire Marshal boiler inspection 120.00
Prairie Berry Winery merchandise 840.00
Print Source supplies 270.00
Prochem Dynamics supplies 156.84
Quadient postage for meter 730.00
Quill supplies 27.19
R&R Repair baler repairs 24,510.10
RDO Equipment Co parts 369.72
Recorded Books, Inc books 289.40
Republic National Distributing merchandise 11,328.32
Running Supply, LLC supplies 358.47
Sanford Health Plan participation fees 54.00
Schaeffer Mfg. Co supplies 708.00
SD DENR landfill operations fee 2,676.71
SD Dept Of Health testing 150.00
SD Humanities Council registration 50.00
SD Retirement System contribution 50.56
SD Special Olympics sponsor fee 2,500.00
SD State Poetry Society membership dues 35.00
Service Master Of SE SD custodial 482.63
Sooland Bobcat stump grinder rental 225.00
Southern Glazer's Of SD merchandise 3,130.10
Staples Business Credit supplies 1,899.07
Stern Oil Co. fuel 9,060.30
Sturdevants Auto Parts parts 266.68
Syncb/Amazon books/dvds/supplies 680.81
The Equalizer advertising 1,085.00
The New Sioux City Iron Co blade sharpening 24.00
Titleist-Acushnet Company merchandise 1,809.74
Tri Tech Sales parts 230.65
True Brands merchandise 209.84
United Laboratories supplies 990.00
United Parcel Service shipping 16.18
12
Us Postmaster postage for utility bills 975.00
Utility Equipment Co. water meters 16,533.22
Viking Industrial Painting ground storage reservoir imp 137,689.11
Waste Management Of WI-MN waste hauling 955.80
Wesco Distribution, Inc electric meters 4,028.00
WH Over Museum books 30.00
Wheeler's Handyman Service housing rehab-repairs 3,800.00
Yankton Janitorial Supply supplies 90.25
Ziegler Inc repairs 196.47
Zimco Supply Co supplies 1,598.95
Alderman Price seconded the motion. Motion carried 8 to 0. Mayor Powell
declared the motion adopted.
12. Consensus Agenda
A. Set a public hearing date of April 6, 2020 for the transfer of the
retail on sale liquor license from BACT Group, LLC to PR Vermillion, LLC
for Pizza Ranch at 912 North Dakota Street
70-20
Alderman Price moved approval of the consensus agenda. Alderman
Hellwege seconded the motion. Motion carried 8 to 0. Mayor Powell
declared the motion adopted.
13. Adjourn
71-20
Alderman Ward moved to adjourn the Council Meeting at 7:42 p.m. Alderman
Sorensen seconded the motion. Motion carried 8 to 0. Mayor Powell
declared the motion adopted.
Dated at Vermillion, South Dakota this 16th 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 ___________.
13
Agenda
Special Meeting Agenda
City Council
12:00 p.m. (Noon) Special Meeting
Monday, March 16, 2020
Large Conference Room – City Hall
25 Center Street
Vermillion, South Dakota 57069
1. Roll Call.
2. Visitors to Be Heard.
3. COVID-19 discussion.
4. Briefing on the March 16, 2020 City Council Regular Meeting – Briefings are intended to be
informational only and no deliberation or decision will occur on this item.
5. Adjourn.
Access the City Council Agenda on the web – www.vermillion.us
Addressing the Council: Persons addressing the Council shall be recognized. Please state your name and address. Presentations are
limited to 5 minutes. For those who do not appear on the agenda, no decision is to be expected at this time.
Meeting Assistance: If you require assistance, alternative formats and/or accessible locations consistent with the Americans with
Disabilities Act, please contact the City Manager’s Office at 677-7050 at least 3 working days prior to the meeting.
Council Meetings: City Council regular meetings are held the first and third Monday of each month at 7:00 p.m. If a meeting falls on
a City holiday, the meeting will be scheduled for the following Tuesday.
Live Broadcasts of Council Meetings on Cable Channel: Regular City Council meetings are broadcast live on Cable Channel 3.
As a courtesy to others, we ask that cellular phones and other electronic devices be turned off during the meeting.
City of Vermillion Council Agenda
7:00 p.m. Regular Meeting
Monday, March 16, 2020
City Council Chambers
25 Center Street
Vermillion, South Dakota 57069
1. Roll Call
2. Pledge of Allegiance
3. Minutes
a. March 2, 2020 Special Meeting; March 2, 2020 Regular Meeting.
4. Adoption of the Agenda
5. Visitors to be Heard
a. Census 2020 proclamation.
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 annual banquet.
b. Special daily malt beverage and wine license for the USD Military Science Department on or about April
17, 2020 at the Muenster University Center second floor large room for a military ball event.
7. Old Business
8. New Business
a. Update on the process to select a consultant for downtown infrastructure project (Streetscape project).
b. Planning Commission appointments.
c. Consolidated Board of Equalization appointments.
d. Resolution authorizing the purchase of a Solid Waste Department Loader for the landfill.
e. Resolution authorizing the purchase of forklift of the Waste Water Treatment Plant.
f. Surplus of Bluffs golf course mower and Sale to the City of Tyndall, South Dakota.
9. Bid Openings
a. Prentis Park sidewalk along Plum Street.
b. 2020 Chip seal project.
10. City Manager’s Report
11. Invoices Payable
12. Consensus Agenda
a. Set a public hearing date of April 6, 2020 for the transfer of the retail on sale liquor license from BACT
Group, LLC to PR Vermillion, LLC for Pizza Ranch at 912 North Dakota Street.
13. Adjourn
Access the City Council Agenda on the web – www.vermillion.us
Addressing the Council: Persons addressing the Council shall use the microphone at the podium. Please raise your hand to be
recognized, go to the podium and state your name and address.
a. Items Not on the Agenda Members of the public may speak under Visitors to Be Heard on any topic NOT on the agenda. Remarks
are limited to 5 minutes and no decision will be made at this time.
b. Agenda Items: Public testimony will be taken at the beginning of each agenda item, after the subject has been announced by the
Mayor and explained by staff. Any citizen who wishes may speak one time for 5 minutes on each agenda item. Public testimony will
then be closed and the topic will be given to the governing body for possible action. At this point, only City Council members and staff
may discuss the current agenda item unless a Council member moves to allow another person to speak and there is unanimous consent
from the Council. Questions from Council members, however, may be directed to staff or a member of the public through the presiding
officer at any time.
Meeting Assistance: The City of Vermillion fully subscribes to the provisions of the Americans with Disabilities Act of 1990. If you
desire to attend this public meeting and are in need of special accommodations, please notify the City Manager's Office at 677-7050 at
least 3 working days prior to the meeting so appropriate auxiliary aids and services can be made available.
Council Meetings: City Council regular meetings are held the first and third Monday of each month at 7:00 p.m. If a meeting falls on
a City holiday, the meeting will be scheduled for the following Tuesday. The City Council typically has a Special Meeting on the first
and third Monday of each month at Noon.
Live Broadcasts of Council Meetings on Cable Channel: Regular City Council meetings are broadcast live on Cable Channel 3
Vermillion City Council’s Values and Vision
This community values its people, its services, its vitality and growth, and its quality of life and sees itself reinforcing and
promoting these ideals to a consistently increasing populace.
PROCLAMATION
CENSUS DAY
WHEREAS, an accurate census count is vital to our community and residents' well-being by
helping planners determine where to locate schools, day-care centers, roads and public
transportation, hospitals and other facilities, and is used to make decisions concerning business
growth and housing needs; and
WHEREAS, more than $675 billion per year in federal and state funding is allocated to states and
communities based on census data; and
WHEREAS, census data ensures fair Congressional representation by determining how many
seats each state will have in the U.S. House of Representatives as well as the redistricting of state
legislatures and county and city voting districts; and
WHEREAS, the 2020 Census questionnaire is available online for the first time ever, and went
live on March 12th ; and
WHEREAS, the information collected by the census is protected by law and remains confidential
for 72 years; and
WHEREAS, it is important to support census takers as they help our community complete an
accurate count; and
NOW, THEREFORE, BE IT RESOLVED we, the governing body of the City of Vermillion,
South Dakota, do hereby proclaim April 1, 2020, as
CENSUS DAY
And, that the City of Vermillion will commit to partnering with the U.S. Census to help ensure a
full and accurate census count.
Dated at Vermillion, South Dakota this 16th day of March, 2020.
FOR THE GOVERNING BODY OF THE
CITY OF VERMILLION, SOUTH DAKOTA
By ___________________________________
John E. (Jack) Powell, Mayor
ATTEST:
By ________________________________
Michael D. Carlson, Finance Officer
605.677.7050 605.677.5461 (fax) www.vermillion.us 25 Center Street Vermillion, SD
57069
6. Public Hearing; item a
Council Agenda Memo
From: Mike Carlson, Finance Officer
Meeting: March 16, 2020
Subject: Special Daily Malt Beverage License for the Vermillion Area Chamber &
Development Company for the annual banquet on April 2, 2020 at the
Sanford Coyote Sports Center Main competition court and concourse at
1101 North Dakota Street (continued from the February 18 and March 2
meetings)
Presenter: Mike Carlson
Background: The Vermillion Area Chamber & Development Company has submitted an
application for a special daily malt beverage and wine license for their annual banquet on
Thursday, April 2, 2020 at the Sanford Coyote Sports Center Main competition court and
concourse at 1101 North Dakota Street. The public hearing was advertised and held at the
February 18 meeting at which time the VCDC requested to continue the request until the
next meeting. The City Council then voted at the February 18 and March 2 meetings to
table the issuance of the license.
Our city ordinance on special daily licenses reads as follows:
112.18 SPECIAL LICENSES FOR SALES OF MALT BEVERAGES AND/OR WINE.
The City Council may recommend to the State Department of Revenue that a special malt beverage and/or
wine license may be granted to a civic, charitable, educational or fraternal organization in conjunction with a
special event. The granting of the special license shall be subject to such conditions and restrictions, as the
City Council may deem appropriate and consistent with state law. The fee for such license shall be set by
resolution of the City Council.
State Statute for the special daily licenses is as follows:
35-4-124. Special alcoholic beverage licenses issued in conjunction with special events. Any municipality or
county may issue:
(1) A special malt beverage retailers license in conjunction with a special event within the municipality
or county to any civic, charitable, educational, fraternal, or veterans organization or any licensee
licensed pursuant to subdivision 35-4-2(4), (6), or (16) in addition to any other licenses held by the
special events license applicant;
(2) A special on-sale wine retailers license in conjunction with a special event within the municipality or
county to any civic, charitable, educational, fraternal, or veterans organization or any licensee
licensed pursuant to subdivision 35-4-2(4), (6), or (12) or chapter 35-12 in addition to any other
licenses held by the special events license applicant;
6. Public Hearing; item a
(3) A special on-sale license in conjunction with a special event within the municipality or county to any
civic, charitable, educational, fraternal, or veterans organization or any licensee licensed pursuant to
subdivision 35-4-2(4), (6), or (16) in addition to any other licenses held by the special events license
applicant; or
(4) A special off-sale package wine dealers license in conjunction with a special event within the
municipality or county to any civic, charitable, educational, fraternal, or veterans organization or any
licensee licensed pursuant to subdivision 35-4-2(3), (5), (12), (17A), or (19) or chapter 35-12 in
addition to any other licenses held by the special events license applicant. A special off-sale package
wine dealer’s licensee may only sell wine manufactured by a farm winery that is licensed pursuant to
chapter 35-12.
Any license issued pursuant to this section may be issued for a period of time established by the municipality
or county. However, no period of time may exceed fifteen consecutive days. The local governing body may
establish rules to regulate and restrict the operation of the special license.
Discussion: Attached are the Police Chief’s memo and notice of public hearing. As the
event will be held on USD property, the VCDC has indicated that the USD President has
given permission for the event. The Police Chief’s memo indicates that the VCDC will be
using a local restaurant to provide staff who will be checking identification. There have
not been any issues with previous events. At the February 18 and March 2 meetings
there was no public comment received at the public hearing. At the time of writing this
memo, the City has not heard back from the VCDC if they have resolved their issues with
the special daily license request.
Financial Consideration: The City has received the $20 per day license fee and $15
advertising fee for a total of $35 from the applicant.
Conclusion/Recommendations: Administration hopes to have additional information
from the VCDC before the meeting to report on if the request is to approve or withdraw
the application for the issuance of the special daily malt beverage and wine license to the
VCDC for their annual banquet on April 2, 2020 at the USD Coyote Sports Center.
6. Public Hearing; item b
Council Agenda Memo
From: Mike Carlson, Finance Officer
Meeting: March 16, 2020
Subject: Special Daily Malt Beverage and Wine License for the USD Department of
Military Science on or about April 17, 2020 at the USD Muenster Center
second floor large room for military ball event
Presenter: Mike Carlson
Background: The USD Department of Military Science has submitted an application for
a special daily malt beverage and wine license for their military ball on Tuesday, April
17, 2020 at the USD Muenster Center second floor large room.
Our city ordinance on special daily licenses reads as follows:
112.18 SPECIAL LICENSES FOR SALES OF MALT BEVERAGES AND/OR WINE.
The City Council may recommend to the State Department of Revenue that a special malt beverage and/or
wine license may be granted to a civic, charitable, educational or fraternal organization in conjunction with a
special event. The granting of the special license shall be subject to such conditions and restrictions, as the
City Council may deem appropriate and consistent with state law. The fee for such license shall be set by
resolution of the City Council.
State Statute for the special daily licenses is as follows:
35-4-124. Special alcoholic beverage licenses issued in conjunction with special events. Any municipality or
county may issue:
(1) A special malt beverage retailers license in conjunction with a special event within the municipality
or county to any civic, charitable, educational, fraternal, or veterans organization or any licensee
licensed pursuant to subdivision 35-4-2(4), (6), or (16) in addition to any other licenses held by the
special events license applicant;
(2) A special on-sale wine retailers license in conjunction with a special event within the municipality or
county to any civic, charitable, educational, fraternal, or veterans organization or any licensee
licensed pursuant to subdivision 35-4-2(4), (6), or (12) or chapter 35-12 in addition to any other
licenses held by the special events license applicant;
(3) A special on-sale license in conjunction with a special event within the municipality or county to any
civic, charitable, educational, fraternal, or veterans organization or any licensee licensed pursuant to
subdivision 35-4-2(4), (6), or (16) in addition to any other licenses held by the special events license
applicant; or
(4) A special off-sale package wine dealers license in conjunction with a special event within the
municipality or county to any civic, charitable, educational, fraternal, or veterans organization or any
licensee licensed pursuant to subdivision 35-4-2(3), (5), (12), (17A), or (19) or chapter 35-12 in
addition to any other licenses held by the special events license applicant. A special off-sale package
6. Public Hearing; item b
wine dealer’s licensee may only sell wine manufactured by a farm winery that is licensed pursuant to
chapter 35-12.
Any license issued pursuant to this section may be issued for a period of time established by the municipality
or county. However, no period of time may exceed fifteen consecutive days. The local governing body may
establish rules to regulate and restrict the operation of the special license.
Discussion: Attached are the Police Chief’s memo, a letter from the USD President, and
notice of public hearing. As the event will be held on USD property there is attached a
letter from the USD President giving permission for the event. The Police Chief’s memo
indicates that the USD Department of Military Science has established procedures to
control who is allowed to consume alcoholic beverages for the event.
Financial Consideration: The City has received the $20 per day license fee and $15
advertising fee for a total of $35 from the applicant.
Conclusion/Recommendations: Administration recommends approving the issuance of
the special daily malt beverage and wine license to the USD Department of Military
Science unless information is presented at the public hearing to the contrary.
8. New Business; item a
Council Agenda Memo
From: Jose Dominguez, City Engineer
Meeting: March 16, 2020
Subject: Update on the process to select a consultant for the downtown infrastructure
project (Streetscape project)
Presenter: Jose Dominguez
Background: Since 2004, the businesses in downtown Vermillion and the City have been
working to improve the Main Street area. Besides improving the building facades,
addition of the Pocket Park and Ratingen Platz, the community has been trying to
complete a streetscape project that would tie Main Street together and serve as a frame to
showcase the downtown area.
Recently, the City create the Business Improvement District #2 (BID). This BID was
created with the intent and to provide a funding mechanism to bring the streetscape plan
that downtown Vermillion has wanted to complete.
Discussion: The process that the BID chose to select a consultant is based qualifications
rather than cost. As such, Staff sent a Request for Qualifications (RFQ) to 21 consultants
on February 7, 2020. From these the City received eight proposals on February 25, 2020.
The proposals received were reviewed by the BID, and Staff, and shortlisted to the three
most qualified consultants. The shortlisted consultants were KLJ, Stockwell Engineers,
and Banner Associates.
The three consultants that were shortlisted were interviewed on March 11, 2020. After
the interviews, the BID was going to meet again during the afternoon of Friday, March
13, 2020 to further discuss which consultant to continue working with. At the time of
packet preparation, the meeting had not yet concluded. At the evening meeting on
Monday, staff will report which consultant the BID Board chose to keep working with to
develop a Scope of Engineering, and a cost for the consultants work on the project.
These documents are planned to be presented for consideration by the City Council at the
April 6th meeting.
Once the Council approves these documents, the City will start working with the chosen
consultant on developing the construction documents. At this point, the BID plans on
having the construction documents completed by December 2020. The construction of
8. New Business; item a
the project is planned to start in the spring of 2021 with substantial completion occurring
no later than September 30, 2021.
Financial Consideration: There is no cost for this portion of the project.
Conclusion/Recommendations: There is no City Council motion needed at this time.
The intent of this agenda item is to inform the City Council, and the public, of where the
project is at this point.
8. New Business; item b
Council Agenda Memo
From: John Prescott, City Manager
Meeting: March 16, 2020
Subject: Appointment to fill Planning and Zoning Commission term
Presenter: Mayor Jack Powell
Background: By State Statute the City Council is charged with appointing members of
the Planning and Zoning Commission.
11-4-11. Appointment of planning and zoning commission--Same as city planning and zoning
commission. In order to avail itself of the powers conferred by this chapter, the governing body shall
appoint a commission to be known as the planning and zoning commission to recommend the
boundaries of the zoning districts and appropriate regulations to be enforced therein.
The Planning and Zoning Commission is comprised of nine citizens. The board terms are
for five (5) years and expire in June. Mike Manning and Jeff Kleeman recently resigned
from the Planning and Zoning Commission. Mike’s term is expiring in June 2020. Jeff’s
term is expiring in June 2022. In May of this year, the terms expiring in June 2020 will be
advertised. The openings were advertised on the City’s website, a City Council meeting,
social media, and through the VCDC’s Monday Messenger.
Discussion: The other current members of the Planning and Zoning Commission and
term expiration year are: Don Forseth (2020), Keith Gestring (2022), Ted Muenster
(2020), Doug Tuve (2020), Jim Wilson (2020), Matt Fairholm (2022), and Bob Iverson
(2022).
Only one Expression of Interest form was received and is attached. One appointee will
fill the balance of a Planning and Zoning Commission term which expires in June 2020
while the other appointee will fill the balance of a term expiring in June 2022.
Financial Consideration: Each member of the Planning Commission is paid $15 per
meeting attended.
Conclusion/Recommendations: Administration recommends consideration of the
Expression of Interest form and appointment of an individual to the Planning and Zoning
Commission to fulfill a term that will expire in June 2020 or appointment of an individual
to fill a term expiring in June 2022.
From: noreply@civicplus.com
To: Vermillion; James Purdy; John Prescott
Subject: Online Form Submittal: Citizen Board/Commission Expression of Interest Form
Date: Sunday, March 1, 2020 7:49:42 PM
Citizen Board/Commission Expression of Interest Form
Board/Commission on Planning and Zoning Commission
which your are
interested in serving:
Name Kate Fitzgerald
Number of years you 1
have lived in/around
Vermillion
Address
City Vermillion
State South Dakota
Zip Code 57069
Phone Number
Email Address
Ocupation Director of University Housing
Employer University of South Dakota
Business Address 414 East Clark Street 100 North Commons
Prior elected or Board or Adjustments and Planning and Zoning in Tiffin, Iowa
appointed offices held Recreation Board Storm Lake Iowa
(if any)
Present and past Harborfest - Oswego NY
community volunteer Special Olympics - Vermillion SD
activities
Why are you interested I believe in being involved in my community. I have spent years
in serving on this involved in local government in both Tiffin Iowa and Storm Lake
Board/Commission? Iowa when I lived there. I was the chair of the Planning and
Zoning commission of Tiffin Iowa - the fastest growing
community in Iowa. I have a strong understanding of construction
and TIF funds. I want to use my skills to help Vermillion. I moved
here for my position (and to be close to family in Sioux City). I
enjoy the small community of Vermillion and want to be a part of
it. I knew when I interviewed here that Vermillion was the type of
community I wanted to be a part of. I was excited to see on
twitter that an opening had occurred on the commission.
Do you have any I have close to ten years experience serving on the board of
unique skills or adjustments and planning and zoning commission in another
experience which community.
would be beneficial to
the City to know in
selecting someone to
serve?
Are there any particular As a new resident in Vermillion, I do not have any special
projects, programs or projects or programs. My goal would be to lend my skills to help
goals you would like to make Vermillion the best it can be.
see achieved while
serving on the
Board/Commission?
Electronic Signature I agree.
Agreement
Electronic Signature Kathleen A Fitzgerald
Email not displaying correctly? View it in your browser.
8. New Business; item c
Council Agenda Memo
From: Mike Carlson, Finance Officer
Meeting: March 16, 2020
Subject: Appointment to the Consolidated Board of Equalization
Presenter: Mike Carlson
Background: The County, City, and School District have each adopted resolutions to
consolidate the Board of Equalization within city limits. The Consolidated Board hears
property owner appeals of real estate valuation within the city and is made up of the five
County Commissioners, three City Council members, and one School Board member.
The County Auditor and Director of Equalization schedule the appointments for the
consolidated board.
Prior to having a Consolidated Board of Equalization, the City Council, along with one
School Board member, comprised the local Board of Equalization that heard appeals. If
the property owner did not agree with the finding of the local board, they would then
appeal to the county board. If the Director of Equalization did not agree with the local
board’s decision, he/she could change the valuation and the property owner would need
to go to the county board to make their appeal again. The Consolidated Board makes it
easier for the property owner as they only need to go before one board with their appeal.
Discussion: The City Council will need to appoint three members to serve as City
representatives on the consolidated board; the remaining members will be designated as
alternates to fill a vacancy if a member is unable to attend. Carri Crum, County Auditor,
reported the first day of hearings as April 14, 2020 starting about 1:00 p.m. which in the
last few years has not taken the entire afternoon.
Financial Consideration: None
Conclusion/Recommendations: Administration recommends the City Council appoint
three members to serve on the Consolidated Board of Equalization with the remaining
members being designated as alternates.
8. New Business; item d
Council Agenda Memo
From: Jose Dominguez, City Engineer
Meeting: March 16, 2020
Subject: Resolution Authorizing the Purchase of a Solid Waste Department loader
for the landfill
Presenter: Jose Dominguez
Background: At budget sessions in 2019, the City Council reviewed the 2020 budget for
the landfill. The 2020 landfill budget includes the replacement of a small loader. The
landfill is part of the Joint Powers agreement with the City of Yankton and the counties
of Clay and Yankton. Landfill equipment is not part of the equipment replacement fund.
Discussion: Sourcewell formerly the National Joint Powers Alliance (NJPA) has two
bids with heavy equipment manufacturers. These are Volvo and Caterpillar Company.
After reviewing the bids from both of the manufacturers, Staff would like to proceed with
the bid from the Caterpillar Company for a 2020 906M Cat loader for $86,567.54. The
Caterpillar Company’s distributor for South Dakota is Butler Machinery of Sioux Falls,
SD. Butler has agreed to sell a Cat 906M loader to the City at the Sourcewell awarded
bid amount. Additionally, Butler has offered $23,000 for the City’s existing 2014 906H
Cat loader. This would bring Butler’s bid to $63,567.54.
The other bid reviewed by Staff was from Volvo. This bid was for a Volvo L25HS for
$82,234.00. Volvo offered $21,000 for the City’s existing loader. This would bring
Volvo’s bid to $61,234.
The City also had to purchase tires for the existing 2014 Cat loader. The cost for the tires
was close to $8,000. The tires will fit the 2020 Cat loader, but not the 2020 Volvo loader.
Financial Consideration: The 2019 Landfill Fund includes a budget of $200,000 for this
purchase. The existing loader would be traded-in as part of the purchase.
Conclusion/Recommendations: Staff reviewed both of the bids, took into consideration
Staff’s familiarity with Cat equipment, the predominance of Cat equipment in the region,
and the recent purchase of tires for a Cat loader. After the review, Administration
recommends approving the Resolution to trade in the 2014 Cat 906H loader with a trade-
in value of $23,000 and purchase a 2020 906M Cat Loader from the Caterpillar
8. New Business; item d
Company’s participating distributor, Butler Machinery of Sioux Falls, SD, at a price of
$86,567.54 for a net cost of $63,567.54.
RESOLUTION
AUTHORIZING THE PURCHASE OF
A SOLID WASTE DEPARTMENT LOADER
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 the National Joint Powers Alliance) for a 2020 906M Cat loader
from Caterpillar in the amount of $86,567.54 offers an advantageous price to the City for said
item; and
WHEREAS, the proposal offered by Caterpillar also includes a trade-in value for the City’s
2014 Caterpillar 906H loader of $23,000.
NOW, THEREFORE, BE IT RESOLVED, by the Governing Body of the City of Vermillion,
that the City Manager or the City’s Finance Officer is hereby authorized to purchase a new 2020
Cat 906M loader from Butler Machinery of Sioux Falls, South Dakota for a price of
$63,567.54 after trade-in.
Dated at Vermillion, South Dakota this 16th 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
8. New Business; item e
Council Agenda Memo
From: Jose Dominguez, City Engineer
Meeting: March 16, 2020
Subject: Resolution Authorizing the Purchase of a Forklift for the Waste Water
Department
Presenter: Jose Dominguez
Background: The replacement of the 1998 Yale forklift was budgeted for in the 2020
Equipment Replacement Fund. The forklift is used at the Waste Water Treatment Plant.
Discussion: Since it was estimated that the total cost for the equipment would be less
than $50,000, Staff decided to follow SDCL 5-18A-22(19). This statute allows a
purchasing agency to purchase equipment that cost less than $50,000 without going out to
bids. Regardless, Staff procured two quotes for the new forklift. Both of the bids
included a trade-in value for the existing 1998 Yale forklift.
SUPPLIER EQUIPMENT COST TRADE-IN TOTAL
Riekes Equipment Yale GP050MX $31,288.40 $4,400.00 $26,888.40
MH Equipment Hyster H50XT $31,556.40 $4,000.00 $27,556.40
Financial Consideration: The 2020 Equipment Replacement Fund includes a budget of
$31,000 for this purchase. The quote from the Yale forklift would be slightly higher than
the budgeted amount. However, when one takes into consideration the trade-in value the
City saves $4,111.60 in comparison to the budgeted amount. It should be noted that Staff
estimated the value of the forklift to be closer to $2,000.
Any of the savings generated through this transaction would remain in the Equipment
Replacement Fund and utilized on other purchases.
Conclusion/Recommendations: Administration recommends approving the Resolution to
trade-in the City’s 1998 Yale forklift with a trade-in value of $4,400 and purchase a 2020
Yale GP050MX forklift from Riekes Equipment at a price of $31,288.40 for a net cost of
$26,888.40.
RESOLUTION
AUTHORIZING THE PURCHASE OF
A WASTEWATER FORKLIFT
WHEREAS, SDCL 5-18A-22(19) authorizes a governmental entity to purchase equipment that
cost less than $50,000 without going through the formal bid process; and
WHEREAS, the City requested two quotes from different suppliers of forklift equipment; and
WHEREAS, the City of Vermillion has reviewed and determined that the quote for a Yale
GP050MX from Riekes Equipment in the amount of $31,288.40 offers an advantageous price to
the City for said item, and
WHEREAS, the proposal offered by Riekes Equipment also includes a trade-in value for the
City’s 1998 Yale forklift of $4,400.
NOW, THEREFORE, BE IT RESOLVED, by the Governing Body of the City of Vermillion,
that the City Manager or the City’s Finance Officer is hereby authorized to purchase a new 2020
Yale GP050MX forklift from Riekes Equipment of Sioux Falls, South Dakota for a price of
$26,888.40 after trade-in.
Dated at Vermillion, South Dakota this 16th 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
8. New Business; item f
Council Agenda Memo
From: Jose Dominguez, City Engineer
Meeting: March 16, 2020
Subject: Surplus of Bluffs Golf Course Mower and Sale to the City of Tyndall,
South Dakota
Presenter: Jose Dominguez
Background: At the 2019 budget sessions, the City Council reviewed the 2020
equipment replacement schedule. As part of the 2020 equipment replacement schedule,
the Bluffs Golf Course 2011 Toro Greensmaster 3150 was scheduled for replacement.
At the October 21, 2019, the City Council approved the resolution allowing Staff to
purchase a 2020 Toro Greensmaster 3300 TriFlex mower from Midwest Turf & Irrigation
of Omaha for the price of $46,724. At that time the Staff did not ask for the existing
mower to be declared surplus due to the fact that we were not sure of when the new
mower would arrive.
Discussion: Staff requests that the City Council declare the 2011 Toro Greensmaster
3150 surplus. The City has had difficulty in selling some pieces of golf course
maintenance equipment. Staff was contacted by the City of Tyndall in regard to
purchasing the 2011 Toro Greensmaster 3150. The City of Tyndall is interested in
purchasing the mower and has made a verbal offer of $10,000 for the mower. State
statute allows the transfer of property between governing bodies at terms and conditions
agreed upon by the respective governing bodies.
SDCL 6-5-1 All counties, municipalities, sanitary districts, improvement districts,
townships and school districts of this state may exchange with each other and to
transfer and convey from one to the other any land or property belonging to them and
under their respective jurisdictions and to perform and exchange work between
themselves. All transfers of property and work as authorized by this section shall be
upon such terms and conditions as may be determined and agreed upon by the
respective governing bodies thereof. (SDCL 6-5-1)
Financial Consideration: The revenue from the sale of the surplus equipment will be
placed in the Equipment Replacement Fund.
Conclusion/Recommendations: Administration recommends declaring the 2011 Toro
Greensmaster 3150 surplus and awarding the sale of the equipment to the City of Tyndall
contingent on receiving a formal request and a check for $10,000.
9. Bid Opening; item a
Council Agenda Memo
From: Jose Dominguez, City Engineer
Meeting: March 16, 2020
Subject: Prentis Park Sidewalk, Phase 3 Project Bid Opening
Presenter: Jose Dominguez
Background: As part of the improvements to Prentis Park, the City Council budgeted
funds to construct additional sidewalks at Prentis Park in order to make the park more
accessible for the public. Construction of sidewalks through, and around, the park started
in 2018 with the construction of a sidewalk from the pool north towards East Clark Street
and east towards the parking lot. Last year, the second phase of the project constructed a
sidewalk on the south side of East Clark Street from North Plum Street to Prentis
Avenue. This year the sidewalk will be continued along the west side of the park (North
Plum Street) from East Clark Street to East Main Street. The last phase is currently
proposed to be completed in 2021.
Bids were opened on March 11, 2020. Bid notices were sent to seven potential bidders
and four builder’s exchanges. The City received three bids. The low bid was from M &
M Construction, from Vermillion, for $23,636.00. Following is a tabulation of the bids,
including the engineer’s estimate.
BIDDER TOTAL BID
M & M Construction, Vermillion, SD $23,636.00
Walker Construction, Vermillion, SD $27,121.31
T&M Concrete, Sioux Falls, SD $54,691.20
Engineer’s Estimate $30,000
Discussion: Bidding is required by State law when the cost of the project exceeds
$50,000. Although this project was not estimated to be over the limit, it was close enough
that Staff felt it was important to follow the bidding requirements set by State law.
This project will construct a sidewalk along the east side of North Plum Street from East
Clark Street to East Main Street. The new sidewalk would connect with last year’s
sidewalk that runs east-west along East Clark Street with the intersection of East Main
Street and North Plum Streets.
9. Bid Opening; item a
This year’s project is to be completed no later than August 14, 2020.
Financial Consideration: The 2020 budget includes sufficient funding for the cost of the
project.
Conclusion/Recommendations: Administration recommends awarding the Prentis Park
sidewalk phase 3 project to M & M Construction for $23,636.00.
9. Bid Openings; item b
Council Agenda Memo
From: Jose Dominguez, City Engineer
Meeting: March 16, 2020
Subject: 2020 Chip Seal Project
Presenter: Jose Dominguez
Background: Chip-sealing is a cost-effective way to extend the life of asphalt streets
between more expensive overlays. The process consists of the application of rapid curing
polymerized asphalt oil which is covered by quartzite chips. The chip seal oil protects the
existing asphalt overlay surface by sealing small cracks and voids. The quartzite chip
layer also reduces the sun’s UV effects on the surface.
Bids were opened March 11, 2020 for the 2020 Chip Seal Project. Two bids were
received. The low bid was from Topkote of Yankton in the amount of $117,008.50. The
other bid was from The Road Guy, from Yankton, in the amount of $147,144.00.
Discussion: Bid specifications were sent to four potential bidders in the area. Bidding is
required by state law when the cost of the project exceeds $50,000. This project was
estimated to cost more than the bid limit so bids were requested.
The proposed project will take place in roads located in the east portion of the City,
downtown area, and the areas below the bluff of the City. The contract calls for the
project to be completed by August 14, 2020.
Financial Consideration: The Street Department budgeted for the annual chip seal
project under the second penny sales tax fund - street construction and asphalt overlays
line item.
Conclusion/Recommendations: Administration recommends awarding the 2020 chip
seal contract to Topkote for the amount of $117,008.50.
CITY OF VERMILLION
INVOICES PAYABLE-MARCH 16, 2020
1 AMS BUILDING SYSTEM LLC REFUND ELECTRIC CONNECTION FEE 10.65
2 ANDREW WICKRE SAFETY BOOTS REIMBURSEMENT 100.00
3 AT&T MOBILITY MOBILE HOT SPOTS 454.63
4 BLACKSTONE PUBLISHING BOOKS 50.00
5 BROADCASTER PRESS ADVERTISING 1,876.26
6 BUHLS CLEANERS MAT/MOP SERVICE 372.64
7 BUREAU OF ADMINISTRATION TELEPHONE 284.06
8 BUTCH'S PROPANE INC PROPANE 1,931.40
9 CASK & CORK MERCHANDISE 499.20
10 CENTURYLINK TELEPHONE 1,588.67
11 CLAY RURAL WATER SYSTEM WATER USAGE 64.50
12 CLAY-UNION ELECTRIC CORP ELECTRICITY 1,923.78
13 CORE & MAIN LP SUPPLIES 510.00
14 DAKOTA BEVERAGE MERCHANDISE 9,231.73
15 DAKOTA PC WAREHOUSE SUPPLIES 179.98
16 DUBOIS CHEMICALS SODA ASH 22,160.16
17 EAGLE CAULKING HOUSING REHABILITATION-REPAIRS 1,200.00
18 ECHO ELECTRIC SUPPLY SUPPLIES 357.72
19 FILTERTEC FILTERS 1,127.03
20 FRED BALLEWEG SAFETY GLASSES REIMBURSEMENT 150.00
21 GALE/CENGAGE LEARNING INC BOOKS 80.80
22 GLOBAL DIST. MERCHANDISE 410.00
23 GREGG PETERS MANAGERS FEE/FREIGHT 8,136.00
24 INDUSTRIAL CHEM LABS SUPPLIES 222.11
25 INGRAM BOOKS 1,506.86
26 JACKS UNIFORM & EQPT UNIFORM 39.90
27 JOHN A CONKLING DIST. MERCHANDISE 5,263.85
28 JOHN C. PRESCOTT MEALS REIMBURSEMENT 20.00
29 JOHNSON BROTHERS OF SD MERCHANDISE 11,766.60
30 JONES FOOD CENTER SUPPLIES 335.68
31 LOCATORS AND SUPPLIES, INC SUPPLIES 307.88
32 LOREN FISCHER DISPOSAL HAUL CARDBOARD 2,170.00
33 MALLOY ELECTRIC PARTS 2,273.64
34 MARK CLARK LODGING REIMBURSEMENT 140.08
35 MATHESON TRI-GAS, INC CYLINDER RENTAL 82.28
36 MENARDS SUPPLIES 150.37
37 MEREDITH BOOKS BOOKS 36.11
38 MERRICK INDUSTRIES PARTS 3,255.07
39 MICRO MARKETING LLC BOOKS 178.96
40 MIDAMERICAN GAS USAGE 6,192.07
41 MIDCONTINENT COMMUNICATION INTERNET/CABLE SERVICE 746.57
42 MIDWEST ALARM CO ALARM MONITORING 156.75
43 MIDWEST TURF & IRRIGATION PARTS 74.59
44 NCL OF WISCONSIN, INC CHEMICALS 416.46
45 NEBRASKA JOURNAL-LEADER ADVERTISING 437.16
46 NETSYS+ PROFESSIONAL SERVICES 211.50
47 NEWMAN SIGNS, INC SUPPLIES 280.83
48 O'REILLY AUTO PARTS PARTS 21.99
49 OFFICE OF FIRE MARSHAL BOILER INSPECTION 120.00
50 PRAIRIE BERRY WINERY MERCHANDISE 840.00
51 PRINT SOURCE SUPPLIES 270.00
52 PROCHEM DYNAMICS SUPPLIES 156.84
53 QUADIENT POSTAGE FOR METER 730.00
54 QUILL SUPPLIES 27.19
55 R&R REPAIR BALER REPAIRS 24,510.10
56 RDO EQUIPMENT CO PARTS 369.72
57 RECORDED BOOKS, INC BOOKS 289.40
58 REPUBLIC NATIONAL DISTRIBUTING MERCHANDISE 11,328.32
59 RUNNING SUPPLY, LLC SUPPLIES 358.47
60 SANFORD HEALTH PLAN PARTICIPATION FEES 54.00
61 SCHAEFFER MFG. CO SUPPLIES 708.00
62 SD DENR LANDFILL OPERATIONS FEE 2,676.71
63 SD DEPT OF HEALTH TESTING 150.00
64 SD HUMANITIES COUNCIL REGISTRATION 50.00
65 SD RETIREMENT SYSTEM CONTRIBUTION 50.56
66 SD SPECIAL OLYMPICS SPONSOR FEE 2,500.00
67 SD STATE POETRY SOCIETY MEMBERSHIP DUES 35.00
68 SERVICE MASTER OF SE SOUTH DAKOTA CUSTODIAL 482.63
69 SOOLAND BOBCAT STUMP GRINDER RENTAL 225.00
70 SOUTHERN GLAZER'S OF SD MERCHANDISE 3,130.10
71 STAPLES BUSINESS CREDIT SUPPLIES 1,899.07
72 STERN OIL CO. FUEL 9,060.30
73 STURDEVANTS AUTO PARTS PARTS 266.68
74 SYNCB/AMAZON BOOKS/DVDS/SUPPLIES 680.81
75 THE EQUALIZER ADVERTISING 1,085.00
76 THE NEW SIOUX CITY IRON CO BLADE SHARPENING 24.00
77 TITLEIST-ACUSHNET COMPANY MERCHANDISE 1,809.74
78 TRI TECH SALES PARTS 230.65
79 TRUE BRANDS MERCHANDISE 209.84
80 UNITED LABORATORIES SUPPLIES 990.00
81 UNITED PARCEL SERVICE SHIPPING 16.18
82 US POSTMASTER POSTAGE FOR UTILITY BILLS 975.00
83 UTILITY EQUIPMENT CO. WATER METERS 16,533.22
84 VIKING INDUSTRIAL PAINTING GROUND STORAGE RESERVOIR IMP 137,689.11
85 WASTE MANAGEMENT OF WI-MN WASTE HAULING 955.80
86 WESCO DISTRIBUTION, INC ELECTRIC METERS 4,028.00
87 WH OVER MUSEUM BOOKS 30.00
88 WHEELER'S HANDYMAN SERVICE HOUSING REHABILITATION-REPAIRS 3,800.00
89 YANKTON JANITORIAL SUPPLY SUPPLIES 90.25
90 ZIEGLER INC REPAIRS 196.47
91 ZIMCO SUPPLY CO SUPPLIES 1,598.95
GRAND TOTAL $320,217.63
Get email alerts for Vermillion
A daily email when new agendas and minutes are posted.