City Council Agendas, Packets and Minutes

Unapproved Minutes Council Special Session November 20, 2023 Monday 12:00 noon The special session of the City Council, City of Vermillion, South Dakota was held on Monday, November 20, 2023 at 12:00 noon at the John “Jack” Powell Conference Room. 1. Roll Call Present: Holland, Jennewein, Letellier, Murra, Price, Mayor Cole Absent: Hellwege, Humphrey, Ward 2. Adoption of Agenda 411-23 Council Member Holland moved approval of the agenda. Council Member Price seconded the motion. Motion carried 6 to 0. Mayor Cole declared the motion adopted. Council Member Ward arrived 12:01 P.M. 3. Visitors to be Heard - None 4. Water and Wastewater Department revenue and expense projections Calvin Coles, Waterworth consultant, went over the Water and Wastewater projections and discussed the 10-year plan for each department. Calvin went over the budget numbers of projections and compared it to the cash flows for each year. Discussion followed on inflation rates and increases to the utility service rates. 5. Off-premise signs - Building Official Kalin Bird Kalin Bird, Building Official, reported on off-premise signs. Kalin discussed what cities in our area have done with their off-premise signs. Kalin went over a proposed adjustment to sign ordinance and different scales. Council asked for a map to show different sizes within different zoning areas. Discussion followed. 6. Briefing on the November 20, 2023 City Council Regular Meeting Council reviewed items on the agenda with city staff. No action was taken. 1 7. Adjourn 412-23 Council Member Holland moved to adjourn the Council Special Session at 1:04 p.m. Council Member Ward seconded the motion. Motion carried 7 to 0. Mayor Cole declared the motion adopted. Dated at Vermillion, South Dakota this 20th day of November, 2023. THE GOVERNING BODY OF THE CITY OF VERMILLION, SOUTH DAKOTA BY____________________________ Jonathan D. Cole, Mayor ATTEST: BY___________________________________ Katie E Redden, Finance Officer Unapproved Minutes City Council Regular Session November 20, 2023 Monday 7:00 p.m. The regular session of the City Council, City of Vermillion, South Dakota was called to order on November 20, 2023 at 7:00 p.m. by Mayor Cole. 1. Roll Call Present: Hellwege, Humphrey, Jennewein, Letellier, Murra, Price, Ward, Mayor Cole Absent: Holland 2. Pledge of Allegiance 3. Minutes A. Minutes of November 6, 2023, Special Session and, November 6, 2023, Regular Session 413-23 Council Member Murra moved approval of the November 6, 2023, Special Session and November 6, 2023 Regular Session minutes. Council Member 2 Hellwege seconded the motion. Motion carried 8 to 0. Mayor Cole declared the motion adopted. 4. Adoption of Agenda 414-23 Council Member Price moved approval of the agenda. Council Member Humphrey seconded the motion. Motion carried 8 to 0. Mayor Cole declared the motion adopted. 5. Visitors to be Heard A. Jim Peterson, VCDC Director, spoke on behalf of small business Saturday. Jim noted that small business Saturday started in 2010. Jim touched on how small businesses contribute to local communities. B. Transgender Day of Remembrance – Vermillion Human Relations Commission. Mike Phelan with the Human Relations Commission read a proclamation on Transgender Day of Remembrance: NATIONAL TRANSGENDER DAY OF REMEMBRANCE WHEREAS, the Vermillion Human Relations Commission recognizes the importance of promoting equality, acceptance, and understanding within our diverse community; and WHEREAS, on November 20th of each year, communities worldwide come together to commemorate the lives of transgender individuals who have been lost to violence and discrimination, and to raise awareness about the challenges that transgender individuals continue to face; and WHEREAS, this day is known as the "Transgender Day of Remembrance," during which we remember and honor those who have suffered and lost their lives due to transphobia, hatred, and intolerance; and WHEREAS, the Human Rights Campaign and Remember Our Dead have collected stories of more than 330 transgender, intersex, and gender-non-conforming individuals who died by violence in the past year, and countless more have died by suicide; and WHEREAS, it is incumbent upon us as a community to remember those who have been taken from us prematurely and to commit to creating a more inclusive and accepting society for all individuals, regardless of their gender identity or expression; and 3 WHEREAS, the Vermillion Human Relations Commission firmly believes in fostering a community that welcomes, values, and accepts all people NOW, THEREFORE, we, the Vermillion Human Relations Commission, do hereby proclaim November 20th, 2023 as Transgender Day of Remembrance. C. National Day of Persons with Disabilities – Vermillion Human Relations Commission. Mike Phelan with the Human Relations Commission read a proclamation on Persons with Disabilities Day: National Day of Persons with Disabilities WHEREAS, the Vermillion Human Relations Commission is dedicated to fostering a vibrant and inclusive community where all individuals are recognized for their unique talents, abilities, and contributions; and WHEREAS, today, we proudly celebrate the invaluable contributions and the unwavering spirit of individuals with disabilities in Vermillion, South Dakota; and WHEREAS, the year 2023 marks the 50th anniversary of the Rehabilitation Act, a landmark legislation that has played a pivotal role in advancing opportunities, accessibility, and equality for individuals with disabilities in our nation; and WHEREAS, we acknowledge that persons with disabilities bring a wealth of talents, skills, and innovative perspectives that enrich our community, enhancing our collective strength; and WHEREAS, we are committed to creating an inclusive environment that provides equal access, opportunities, and resources for individuals with disabilities, ensuring they can fully participate, prosper, and contribute to our community in meaningful ways; NOW, THEREFORE, BE IT PROCLAIMED that the Vermillion Human Relations Commission recognizes and declares December 3rd, 2023, as the National Day of Persons with Disabilities in Vermillion, South Dakota. We invite our entire community to join us in celebrating this day by embracing the diverse strengths, talents, and unique perspectives that individuals with disabilities bring to our city, and by promoting awareness and understanding that lead to an even more inclusive and brighter future. 4 D. Council Member Hellwege sent her condolences to Dr. Lehmann’s family, who was struck by a vehicle driving to their destination. Hellwege reminded everyone to drive safely during high traffic hours and when there is poor lighting. Hellwege mentioned a celebration of life will be held in the MUC Ballroom. E. Council Member Price thanked staff for their effort in receiving a South Dakota Housing Infrastructure grant for the Jack Powell Addition. Price stated this is a great opportunity for our community to grow with little impact on available tax funds. 6. Public Hearings A. Application for Funding from South Dakota Department of Agriculture and Natural Resources (DANR) for Financial Assistance for Tom Street Sewer Basin Improvements. Shane Griese, Utility Manager, reported on an application for funding from DANR for the Tom Street Sewer Basin Improvements. Shane noted to assist with funding the improvements in the Tom Street Sewer Basin, the City is applying for grants and loans. The South Eastern Council of Governments (SECOG) and Banner Associates are assisting the City with the water plan application and grant/loan application. Shane stated the first step was to have the project placed on the Department of Agriculture and Natural Resources (DANR) State Water Plan, which was approved by the DANR Board on November 8, 2023. The grant/loan application is due by January 1, 2024, for consideration at the next DANR Board meeting. Shane noted a requirement of the grant/loan program is to conduct a public hearing to explain the funding for the project and accept any public input on the project. The public hearing was advertised for tonight’s meeting. The City Council received a preliminary briefing on the project at the November 6 noon meeting. Shane stated after the addition of the Jack Powell Addition, the City entered into an agreement with Banner Associates to complete a Facility Plan which identified the necessary infrastructure and proposed layouts necessary to serve the wastewater needs in the area. Shane noted the project covers all the necessary wastewater infrastructure, both new and improved, to convey wastewater from the addition to the existing lift station. The plan also looked at the impacts on the downstream receiving sewers to assure their ability to handle the projected flows. B. Application for Funding from South Dakota DANR for Financial Assistance for Northeast Sewer Basin. Shane Griese, Utility Manager, reported on an application for funding from DANR for the Northeast Sewer Basin Improvements. Shane noted to 5 assist with funding the improvements in the Northeast Sewer Basin, the City is applying for grants and loans. The South Eastern Council of Governments (SECOG) and Banner Associates are assisting the City with the water plan application and grant/loan application. Shane stated the first step was to have the project placed on the Department of Agriculture and Natural Resources (DANR) State Water Plan, which was approved by the DANR Board on November 8, 2023. The grant/loan application is due by January 1, 2024 for consideration at the next DANR Board meeting. Shane noted a requirement of the grant/loan program is to conduct a public hearing to explain the funding for the project and accept any public input on the project. The public hearing was advertised for tonight’s meeting. The City Council received a preliminary briefing on the project at the November 6 noon meeting. Shane stated the Northeast Sewer Basin Facility Plan evaluated alternatives for providing sewer services to future developments within the proposed NE sewer basin. This is a large basin in the northeast portion of the city that currently is mostly undeveloped land. Five alternatives were evaluated. Alternative #2 was recommended as the best option. This option includes a new lift station that will discharge into the existing sewer main at the north end of North Norbeck Street. 7. Old Business 8. New Business A. Resolution Authorizing Application for Financial Assistance from South Dakota DANR for Tom Street Sewer Basin Improvements. Katie Redden, Finance Officer, reported on a resolution authorizing an application for finance assistance from DANR for the Tom Street Sewer Basin improvements. Sophie stated the Tom Street Sewer Basin improvements project at an estimated cost of $2,511,800. The project will be funded from a State Revolving Fund (SRF) loan. Sophie noted the City Council has applied to have the project included on the State Water Plan, which was approved by the Department of Agriculture and Natural Resources (DANR) on November 8, 2023. Earlier on this agenda held a public hearing that is required before applying to the DANR for a SRF loan. Sophie noted SECOG is assisting the City with the loan applications with a deadline for application of January 1, 2024. The loan application requires the City Council, by resolution, to authorize the application for financial assistance and designate an authorized representative to certify and sign payment requests. The resolution designates the Mayor or City Manager as an authorized representative to execute documents required by the DANR for the project. 6 If no grants, loan principal forgiveness, or utility reserve funds are utilized to offset the project cost, the anticipated utility rate impact is estimated at $4.33 per user per month. The City received a SDHDA grant in the amount of $1.43 million to assist with infrastructure development in the Jack Powell Addition. Some of this funding will help with sanitary sewer installation and will reduce the potential loan. The exact impact on the potential loan is unknown as the grant award paperwork has not yet arrived. 415-23 After reading the same once, Council Member Price moved adoption of the following: RESOLUTION AUTHORIZING AN APPLICATION FOR FINANCIAL ASSISTANCE, AUTHORIZING THE EXECUTION AND SUBMITTAL OF THE APPLICATION, AND DESIGNATING AUTHORIZED REPRESENTATIVES TO CERTIFY AND SIGN PAYMENT REQUESTS WHEREAS, the City of Vermillion (the “City”) has determined it is necessary to proceed with improvements to the Tom Street Sewer Basin (the “Project”); and WHEREAS, the City has determined that financial assistance will be necessary to undertake the Project, and an application for financial assistance to the South Dakota Board of Water and Natural Resources (the “Board”) will be prepared; and WHEREAS, it is necessary to designate an authorized representative to execute and submit the Application on behalf of the City and to certify and sign payment requests in the event financial assistance is awarded for the Project. NOW THEREFORE BE IT RESOLVED, by the Governing Body of the City of Vermillion as follows: 1. The City hereby approves the submission of an Application for financial assistance in an amount not to exceed $2,511,800 to the Board for the Project. 2. The Mayor and City Manager are hereby authorized to execute the Application and submit it to the Board and to execute and deliver such other documents and perform all acts necessary to effectuate the Application for financial assistance. 3. The Mayor and City Manager are hereby designated as authorized representatives of the City to do all things on its behalf to certify 7 and sign payment requests in the event financial assistance is awarded for the Project. Dated at Vermillion, South Dakota, this 20th day of November 2023. THE GOVERNING BODY OF THE CITY OF VERMILLION, SOUTH DAKOTA BY____________________________ Jonathan D. Cole, Mayor ATTEST: BY___________________________________ Katie E Redden, Finance Officer The motion was seconded by Council Member Murra. 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 Cole declared that the Resolution was adopted. B. Resolution Authorizing Application for Financial Assistance from South Dakota DANR for Northeast Sewer Basin. Katie Redden, Finance Officer, reported on a resolution authorizing an application for financial assistance from DANR for the Northeast Sewer Basin. Sophie stated the Northeast Sewer Basin project at an estimated cost of $4,211,500. The project will be funded from a State Revolving Fund (SRF) loan. The City Council has applied to have the project included on the State Water Plan, which was approved by the Department of Agriculture and Natural Resources (DANR) on November 8, 2023 and earlier on this agenda held a public hearing that is required before applying to the DANR for a SRF loan. Sophie noted SECOG is assisting the City with the loan applications with a deadline for application of January 1, 2024. The loan application requires the City Council, by resolution, to authorize the application for financial assistance and designate an authorized representative to certify and sign payment requests. The resolution designates the Mayor or City Manager as an authorized representative to execute documents required by the DANR for the project. If the loan is the only source of funding as there are no grants, loan principal forgiveness, or utility reserve funds utilized to offset the project cost, the anticipated utility rate impact is estimated at $7.26 per user per month. The City will be seeking grant opportunities to offset this cost. 8 416-23 After reading the same once, Council Member Ward moved adoption of the following: RESOLUTION AUTHORIZING AN APPLICATION FOR FINANCIAL ASSISTANCE, AUTHORIZING THE EXECUTION AND SUBMITTAL OF THE APPLICATION, AND DESIGNATING AUTHORIZED REPRESENTATIVES TO CERTIFY AND SIGN PAYMENT REQUESTS WHEREAS, the City of Vermillion (the “City”) has determined it is necessary to proceed with improvements to the Northeast Sewer Basin (the “Project”); and WHEREAS, the City has determined that financial assistance will be necessary to undertake the Project, and an application for financial assistance to the South Dakota Board of Water and Natural Resources (the “Board”) will be prepared; and WHEREAS, it is necessary to designate an authorized representative to execute and submit the Application on behalf of the City and to certify and sign payment requests in the event financial assistance is awarded for the Project. NOW THEREFORE BE IT RESOLVED, by the Governing Body of the City of Vermillion, South Dakota as follows: 1. The City hereby approves the submission of an Application for financial assistance in an amount not to exceed $4,211,500 to the Board for the Project. 2. The Mayor and City Manager are hereby authorized to execute the Application and submit it to the Board and to execute and deliver such other documents and perform all acts necessary to effectuate the Application for financial assistance. 3. The Mayor and City Manager are hereby designated as authorized representatives of the City to do all things on its behalf to certify and sign payment requests in the event financial assistance is awarded for the Project. Dated at Vermillion, South Dakota, this 20th day of November, 2023. 9  THE GOVERNING BODY OF THE CITY OF VERMILLION, SOUTH DAKOTA BY____________________________ Jonathan D. Cole, Mayor ATTEST: BY___________________________________ Katie E Redden, Finance Officer The motion was seconded by Council Member Hellwege. 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 Cole declared that the Resolution was adopted. C. Resolution Amending Water Rates for 2024. Katie Redden, Finance Officer, reported that during the 2024 budget process it was proposed to adjust water rates by 6% to generate additional revenue to meet the increased operating costs of the water utility. Katie noted that the bond resolution for the water treatment plant improvements, which created the surcharge fee, requires that it be reviewed annually and adjusted so that it generates revenue equal to 110% of the principal and interest payments. Katie stated that the water rates were last adjusted in January 2023 by 2%. Katie reported that the proposed rate resolution is an overall increase of 6% that is projected to generate $127,300 in additional revenues for the water fund based upon the average water usage. Katie stated that the monthly billing for an average residential customer using 690 cubic feet of water per month would change from $31.74 to $33.63 or an increase of $1.89 per month. Katie noted that the resolution will have the new rates go into effect with the billing after January 1, 2024 so it will be with the bill sent out the end of January due February 10, 2024. Discussion followed. 417-23 After reading the same once, Council Member Ward moved adoption of the following: RESOLUTION AMENDING WATER RATES FOR 2024 WHEREAS, Section 53.075 of Title V Public Works of the 2008 Revised Ordinances of the City of Vermillion allows the City Council to establish water rates. BE IT HEREBY RESOLVED by the Governing Body of the City of Vermillion, South Dakota, at a regular meeting thereof in the Council Chambers of said City at 7:00 p.m. on the 20th day of November 2023, that water rates be established or changed as follows: 10 a) Meter Service Charge per billing: 1) Residential Meter Service Size (inches) Charge ¾ $16.45 1 30.34 1 ½ 56.55 2 87.10 3 170.88 4 265.74 6 524.44 The above rates include a surcharge fee defined below. 2) Apartment house and trailer courts per billing: Meter Service Size (inches) Charge 1 30.34 1 ½ 56.55 2 87.10 3 170.88 4 265.74 6 524.44 The above rates include a surcharge fee defined below. In addition, an apartment or trailer charge as follows shall be assessed for each apartment or trailer unit over one (1) connected to a master meter. The listed rate includes a surcharge fee defined below. Additional units $4.52 3) Commercial and industrial per billing: Meter Service Size (inches) Charge ¾ $ 16.45 1 30.34 1 ½ 56.55 2 87.10 3 170.88 4 265.74 6 524.44 The above rates include a surcharge fee defined below. An additional charge as follows shall be assessed for each commercial or industrial unit over one (1) connected to a master meter. The listed rate includes a surcharge fee defined below. Additional units $4.52 11 b) Water Charge: In addition to the meter charges mentioned in subsection (a) above there shall be the charge as follows per 100 cubic feet of all water used: Water Charge $2.49 Outside City Limits: All customers residing outside the city limits of the City of Vermillion, South Dakota shall pay one and one half (1.5) times the aforesaid rates. c) Bulk Water Rate: Bulk water rates shall be the per gallon charge as follows: Bulk Water $.006587 d) Debt Service Surcharge Fees: There is hereby established and imposed, pursuant to the authority of SDCL Ch. 9-40, a surcharge upon the water service in the City of Vermillion. The surcharge shall apply to all classes of customers listed in (a) above. The debt service surcharge is a special charge for the use of the water plant improvements and is pledged to the South Dakota Conservancy District for the payment of the loan payments on the 2005 Drinking Water State Revolving Fund Loan. The City does hereby establish the debt service surcharge fees for each customer of its System who received or benefits from the Project or services of the Project. Such allocation shall be set at a level which, assuming a ten percent (10%) delinquency rate, will produce income at the times and in amounts sufficient to pay when due the principal of and interest on the borrower 2005 bonds and the administrative expense surcharges and all other payments as may be required under the loan agreement. The charges shall be reviewed annually by city personnel and administratively adjusted, upwards or downwards, pursuant to SDCL 9-40- 15.1 and 9-40-15 to such amounts as may be necessary to pay principal, administrative surcharge and other charges as may become due and owing under the loan agreements. The monthly surcharge fee included in (a) above is as follows: Meter Service Size (inches) Charge ¾ $ 4.48 1 8.30 1 ½ 15.47 2 23.84 3 46.77 4 72.75 6 143.57 In addition, an apartment or trailer charge as follows shall be assessed for each apartment or trailer and or each commercial or industrial unit 12 over one (1) connected to a master meter. The monthly surcharge fee included in (a) above is as follows: Additional units $ 1.24 The Debt Service Surcharge may be combined with the Meter Service Charge on the monthly billing for ease of reporting. e) Effective Date of Rate. The effective date of the rates listed in Vermillion City Code of Ordinance 53.075 is for bills effective with a billing date after January 1, 2024. BE IT FURTHER RESOLVED, that any surcharge funds in excess of the debt service requirements be annually transferred to the water fund. Dated at Vermillion, South Dakota this 20th day of November, 2023. THE GOVERNING BODY OF THE CITY OF VERMILLION, SOUTH DAKOTA BY____________________________ Jonathan D. Cole, Mayor ATTEST: BY___________________________________ Katie E Redden, Finance Officer The motion was seconded by Council Member Hellwege. 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 Cole declared that the Resolution was adopted. D. Amendment No. 3 on Work Order for Design of Proposed Shared Use Path Along West Broadway Street. John Prescott, City Manager, reported on Amendment No. 3 for design of proposed shared use path along West Broadway Street. John noted the City has been working with the SDDOT to complete the repairs on the bike path along the Vermillion River since 2012 when several floods damaged the trail. After several discussions with the SDDOT it was agreed that the City should repair the trail or repay the Federal government for funds spent on the original construction in 2009/2010. John noted the original agreement with Banner Associates to start the design relocating the trail was entered in January 2018. 13 John stated since the initial agreement the City has amended the agreement twice. The first amendment was approved by the City Council in December 2019. This amendment changed the deadline for the completion of the construction plans from July 2018 to December 2024. The second amendment was approved by the City Council in April 2020. The second amendment increased the amount of the contract with Banner from the original amount of $14,291.92 to $18,491.92. John noted the amendment being considered today was discussed by the SDDOT and Staff on January 27, 2022. The conversation gave permission to the SDDOT to request an amendment from Banner for additional work needed to complete the design. John stated Banner submitted the amendment to the SDDOT on August 11, 2022 for their review. Staff did not receive notification that the amendment needed to be signed until November 8, 2023 when Banner notified the City that the SDDOT had requested the amendment be signed a month prior. John noted the amendment covers costs that Banner had accrued up to that time with items necessary to complete the design (e.g. coordination with FEMA to obtain hydraulic models, and updates to plans for tree removal and fence replacement). These items increased the cost of the project by an additional $31,201.58 from the amount agreed on in Amendment No. 2 for a new total of $49,693.50. 418-23 Council Member Hellwege moved approval of the Amendment No. 3 on Work Order for Design of Proposed Shared Use Path Along West Broadway Street. Council Member Humphrey seconded the motion. Motion carried 8 to 0. Mayor Cole declared the motion adopted. E. Resolution Amending Ambulance/EMS Fees Matthew Callahan, Fire Chief, reported on a resolution to amend ambulance/EMS fees. Matt noted every year the Fire/EMS department reviews the fees for service schedule that was adopted the previous year for adjustments. Allowable reimbursement from Medicare and Wellmark Blue Cross/Blue Shield are used along with comparable billing figures from other agencies to set the next year’s fee schedule. Matt stated with changes to billing for 2024, comes the need to revise the fee schedule for a few items. There are slight increases in the cost of ALS 2 Emergency, Critical Care Transport, and Airplane Transportation. This is to stay in line with the allowable billed amount by insurance companies. Matt noted the other major change is the elimination of billing for each individual drug that is used. After discussion with the billing company, it is recommended to bundle bills at each level of care 14 to maintain the highest reimbursement possible. All other fees will remain the same. 419-23 After reading the same once, Council Member Price moved adoption of the following with an effective date of January 1, 2024: RESOLUTION AMENDING AMBULANCE/EMS FEE RATES WHEREAS, the City Council establishes rates and fees for municipally- provided services; and WHEREAS, there is a need for changes over time due to medical and insurance field practices; and WHEREAS, the cost of maintenance, operations, and supplies has increased, and the fees are used as the main source of funding for the operation. NOW, THEREFORE, BE IT RESOLVED, by the Governing Body of the City of Vermillion, South Dakota, at a regular meeting thereof in the Council Chambers of City Hall at 7:00 p.m. on the 20th day of November 2023 that the following fee rates be amended as follows: Ambulance Call Billing: Advanced Life Support 2 – Emergency $1,400.00 Critical Care Transport $1,800.00 Airplane Transportation (Billed to Flight Company) $350.00 Bundle Billing: BLS Bundle Charge $75.00 ALS Bundle Charge $150.00 Critical Care Bundle Charge $200.00 All individual Medication Costs are removed. Dated at Vermillion, South Dakota this 20th day of November, 2023. THE GOVERNING BODY OF THE CITY OF VERMILLION, SOUTH DAKOTA BY____________________________ Jonathan D. Cole, Mayor ATTEST: BY___________________________________ Katie E Redden, Finance Officer The motion was seconded by Council Member Murra. Discussion followed and the question of the adoption of the Resolution was presented for a vote 15 of the Governing Body. 8 members voted in favor of and 0 members voted in opposition to the Resolution. Mayor Cole declared that the Resolution was adopted. F. Resolution Amending Golf Course Fees Jim Goblirsch, Parks and Recreation Director, reported on a resolution to adjust golf fees. Jim stated in 2007, staff were given direction to look at smaller, more frequent increases vs. larger percentage increases to the Bluffs Golf Course rates. Every other year the golf course rate has been raised around 3% since that time. The golf course is having an above average year in 2023. Jim stated during the 2024 budget planning process, staff recommended adjusting season pass, green fee, and cart rental rates. During the September Golf Advisory Board meeting, 2023 rate increases and the need to adjust rates in accordance with other courses in the area were discussed. Jim noted the bulk of revenue at The Bluffs comes from three main sources: season passes, outings, and green fees. Staff continue to work on balancing open play times and increasing the number of outings. Jim stated the total rounds of golf, so far, in 2023 have been around 42,000 compared to 38,000 rounds in 2022. Season Pass totals were 94 Family, 142 Adult, 65 College, and 18 Junior for 304 total Season Passes. Weather plays a key role in the season and total of rounds played; how early or late the golf season begins impacts the total playable days and the number of rounds. Jim stated scholarships are available for Junior memberships for those who qualify. A “first time” half price adult membership is also offered for the individual who is joining The Bluffs for the first time. Mayor Cole discussed the intent behind giving college students or under 25 a 46% discount. Jim stated that memberships are the only area that the City would be able to give a discount. Mayor Cole proposed to give a 35% discount instead of a 46% discount. Council Member Ward stated he would be more comfortable running this past the golf board. Discussion followed on golf memberships. 16 420-23 Council Member Ward moved to table the Golf Fees to the December 4th meeting. Council Member Jennewein seconded the motion. Motion carried 8 to 0. Mayor Cole declared the motion adopted. G. Resolution Amending Recreation Fees Jim Goblirsch, Parks and Recreation Director, reported on a resolution to amend recreation fees. Jim stated during the 2023 budget planning process, staff recommended adjusting recreation program fees, Armory usage fees, and Prentis Plunge season pass rates and swim lesson class costs. Jim stated, in addition to adjusting the existing fees, a new fee is proposed for stays at the Lions Park Campground - $10 per night with a two-night maximum stay. The possibility of charging for stays at Lions Parks was discussed during the May 1, 2023 City Council meeting when the Parks and Recreation Ordinance was adjusted. Jim noted the bulk of revenue for Parks and Recreation comes from daily use fees or program registrations. Vermillion Parks and Recreation programing continues to trend towards offering lower cost program fees, admission rates, and facility usage fees in the area. Jim stated scholarships are available for all individual recreation programs at a reduced rate of 25%, 40%, or 75% off the cost. The criteria used to determine scholarship awards are based on the recommendation of the local Department of Social Services and approved by City Council. Prentis Plunge offers a reduced season pass sale every spring, weekly reduced admission opportunities, and free admission events each swim season. 421-23 After reading the same once, Council Member Hellwege moved adoption of the following: RESOLUTION ADJUSTING RECREATION FEE RATES WHEREAS, the City Council establishes rates and fees for City services; and WHEREAS, the need for some fees change over time due to industry practices; and WHEREAS, recreation rates are adjusted periodically to recover the increased costs of providing a service after January 1, 2024 unless otherwise noted. 17 NOW, THEREFORE, BE IT RESOLVED, by the Governing Body of the City of Vermillion, South Dakota, at a regular meeting thereof in the Council Chambers of said City at 7:00 p.m. on the 20th day of November, 2023, that rates be adjusted as follows: Prentis Plunge Swimming Pool: Swim Lessons: $23 Season Pass: $55 Armory (Effective March 1, 2024): General Rental – entire facility; 1-3 hours $30.00; 4-7 hours $80.00; Full day $200 Non-Profit Rental – entire facility; 1-3 hours $30.00; 4-7 hours $40.00; Full day $75 Armory Classroom or Kitchen Rental only (Effective March 1, 2024): General Rental; 1-4 hours $40; 5 or more hours $80 Non-Profit Rental; 1-4 hours $20; 5 or more hours $40 Armory Practices and Groups (Effective March 1, 2024): Groups non-affiliated with Parks and Recreation: $10 for up to 2 hours Lions Campground: $10 per night fee – two nights maximum Youth Baseball: Tee Ball $55.00 Rookie League $60.00 Minor League $65.00 Major League $75.00 Youth Softball: 4-year Tee Ball $52.00 5–6-year Tee Ball $52.00 7–8-year Coach Pitch $57.00 Youth Tennis: All age groups $30.00 Youth Track and Field: All age groups $28 Youth Volleyball Camp: All age groups $30 Early Childhood Explorers: Ages 4-7 $85.00 18 Tumbling/Gymnastics: Teeny Tots $30.00 Tiny Tots $30.00 Beginners $35.00 Advanced Beginners $35.00 Pre-Intermediates $35.00 Intermediates $35.00 Advanced Intermediates $35.00 Middle School/High School $55.00 Dated at Vermillion, South Dakota this 20th day of November, 2023. THE GOVERNING BODY OF THE CITY OF VERMILLION, SOUTH DAKOTA BY____________________________ Jonathan D. Cole, Mayor ATTEST: BY___________________________________ Katie E Redden, Finance Officer The motion was seconded by Council Member 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 Cole declared that the Resolution was adopted. H. Resolution Amending Vehicle Impound Lot Storage Fee Jack Baustian, Assistant to the City Manager, reported on a resolution to amend Vehicle Impound Lot Storage Fees. Jack noted the City of Vermillion retains the right to tow violators in accordance with §70.075 of city ordinance. The Street Department stores the vehicles until the owner claims the vehicle as it becomes property of the seizing jurisdiction. The owner must pay the fee set by resolution prior to reclaiming the vehicle. Jack stated each year, City staff reviews the fee schedule for the City of Vermillion. Staff reviewed records to determine the last time this fee was amended, producing the fee has been $10 since at least October 20, 2008. Staff recognize that most violators retrieve their vehicles within the first 24 hours of impoundment, and many impoundments result from DUI stops, uninsured drivers, or unlicensed drivers. Examples of violations that occur less often include parking on an emergency snow route, within a prohibited-parking area, within a marked closed street, if the vehicle is deemed abandoned, etc. 19 Jack noted the City currently collects $10 for each day the vehicle is stored. The resolution will adjust the rate to $50 for the first day and $10 for each additional day after. The fee change would be effective January 1, 2024. 422-23 After reading the same once, Council Member Ward moved adoption of the following: RESOLUTION AMENDING VEHICLE IMPOUND LOT STORAGE FEE WHEREAS, Title VII, Traffic; Chapter 70, General Provisions; Section 70.075, Removal of Vehicle in Violation Authorized; Reclaiming by Owner of the 2008 Revised Ordinances of the City of Vermillion allow the Police or Street Department to move vehicles in violation of this chapter; and WHEREAS, Title VII, Traffic; Chapter 70, General Provisions; Section 70.094 of the 2008 Revised Ordinances of the City of Vermillion allow the City Council to establish and set by resolution a storage charge of an amount to be charged per day that shall be assessed each vehicle until the vehicle is claimed; and WHEREAS, the Chief of Police and Street Superintendent are responsible for signage, to include areas of violation resulting in towing; and WHEREAS, the City maintains the storage lot for all towed vehicles in violation of City ordinance. NOW, THEREFORE, BE IT RESOLVED, by the Governing Body of the City of Vermillion, that the City Finance Officer is hereby authorized to increase the vehicle storage charge to fifty dollars ($50) on the first day and ten dollars ($10) for each additional day after, effective January 1, 2024. Dated at Vermillion, South Dakota this 20th day of November, 2023. THE GOVERNING BODY OF THE CITY OF VERMILLION, SOUTH DAKOTA BY____________________________ Jonathan D. Cole, Mayor ATTEST: BY___________________________________ Katie E Redden, Finance Officer The motion was seconded by Council Member 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 20 voted in opposition to the Resolution. Mayor Cole declared that the Resolution was adopted. 9. Bid Openings A. Water and Wastewater Treatment Chemicals. Shane Greise, Utility Manager, reported on the Water and Wastewater chemicals. Shane stated annually the City requests bids for lime and soda ash, which are used for water treatment at both the water and wastewater treatment facilities. The lime and much of the soda ash is used at the Water Treatment Plant with the remaining soda ash utilized by the Wastewater Treatment Plant. Shane noted the City opened bids for the chemicals on November 8, 2023 at 2:00 p.m. Shane stated the Bid documents were sent to nine prospective bidders and eight sealed bids were received. There were four bids received for quicklime and four for soda ash. One of the quicklime bids could not be read due to a lack of a bid bond. Graymont LLC submitted the low bid for proposal #1 and Dubois Chemicals Inc. submitted the low bid for proposal #2, soda ash. Shane noted Graymont included a fuel surcharge that will change depending on the Department of Energy’s average fuel costs at the time of shipment. This additional charge was included in the bid evaluation. The worst- case scenario for fuel surcharges still held Graymont as the low bidder. Shane noted each of these companies has provided chemicals to the City of Vermillion since 2018. Shane stated administration recommends awarding the low bid for proposal #1 (Quick Lime) to Graymont LLC, at $245.75/ton for a total of $122,875.00 plus fuel surcharges, and proposal #2 (Soda Ash) to Dubois Chemicals Inc., at $548.00/ton for a total of $328,800. 423-23 Council Member Jennewein moved approval of the low bid for proposal #1 (Quick Lime) to Graymont LLC, at $245.75/ton for a total of $122,875.00 plus fuel surcharges, and proposal #2 (Soda Ash) to Dubois Chemicals Inc., at $548.00/ton for a total of $328,800. Council Member Price seconded the motion. Motion carried 8 to 0. Mayor Cole declared the motion adopted. 10. City Manager's Report 21 A. John reported on three upcoming meetings: • Planning & Zoning Commission meets on Monday, November 27 at 5:30 p.m. They will consider the Planned Development District for the Jolley School site and an ordinance to move sections of the building requirement from one part of the code to another. • Historic Preservation Commission will have a special meeting on Wednesday, November 29 at 9:00 a.m. in the Powell Conference room. Part of the agenda is a determination on the razing of the Jolley School building. • Public meeting on Tuesday, December 5 at 7:00 p.m. in the City Council chambers. The proposed covenants, Planned Development District, and general plans for the Jolley School site will be reviewed. B. John reported City offices will be closed on Thursday, November 23 and Friday, November 24 for the Thanksgiving holiday. The regular Friday curbside recycling collection will take place on November 24, 2023. A curbside recycling collection will not take place on Thursday, November 23. The make-up collection will be on Monday, November 27, 2023. The recycling center and landfill are not open this Thursday or Friday. C. John noted two terms are expiring on the Business Improvement District #1 Board. This Board works with the $2.00 per night per occupied hotel room fee. Expression of interest for the three-year terms are due by noon on Monday, November 27. Appointments are anticipated at the December 4, 2023 meeting. PAYROLL ADDITIONS AND CHANGES Administration: Jack Baustian $25.71/hr; Engineering: Jose Dominguez $50.28/hr, Shane Griese $37.03/hr, Todd Nordyke $27.43/hr, Chase Pritchett $20.82/hr; Police Administration: Crystal Brady $50.18/hr; Communications: Ryan Anderson $34.16/hr; Ambulance: Schuyler Hellerich $24.98/hr; Recreation: Kaitlin Tracy $30.00/game, Tori Farmer $30.00/game; Volunteer Firefighter: Jacob Salmen, Ryan Summerville 11. Invoices Payable 424-23 Council Member Price moved approval of the following invoices: A & B BUSINESS, INC COPIER CONTRACT 202.69 A & M SERVICES, INC UNIFORM CLEANING 138.74 A-OX WELDING SUPPLY CO CHEMICALS 2,310.00 A.A.A. COLLECTIONS, INC GARNISHMENT 2,571.31 ALIGNMENT SPECIALISTS REPAIRS 424.72 22 AMAZON BUSINESS SUPPLIES 1,459.56 AMERICA'S TEST KITCHEN BOOK 32.90 AMERICAN LEGAL PUBLISHING S-11 SUPPLEMENT PAGES 452.40 AT&T MOBILITY MOBILE AIRCARDS 50.64 ATCO INTERNATIONAL SUPPLIES 372.12 AUTO VALUE PARTS 374.27 AWWA MEMBERSHIP DUES 240.00 BANNER ASSOCIATES, INC PROFESSIONAL SERVICES 37,156.50 BIERSCHBACH EQPT & SUPPLY PARTS 1,499.00 BLACKSTONE PUBLISHING BOOK 29.74 BLACKSTRAP INC ROAD SALT 1,754.32 BORDER STATES ELEC SUPPLY SUPPLIES 4,749.50 BOUNCE AROUND INFLATABLES OBSTALE COURSE 341.24 BOUND TREE MEDICAL, LLC SUPPLIES 2,495.05 BROADCASTER PRESS ADVERTISING 1,644.63 BUHLS CLEANERS MAT/MOP SERVICE 625.91 BUTLER MACHINERY CO. PARTS 252.10 CASK & CORK MERCHANDISE 178.50 CENTURYLINK TELEPHONE 439.70 CITY OF VERMILLION LANDFILL VOUCHERS 526.00 CLARK'S RENTALS INC PARTS 158.22 CLAY RURAL WATER SYSTEM WATER USAGE 103.00 CLAY-UNION ELECTRIC CORP ELECTRICITY 1,663.22 CMOORE PIT SERVICE PORTA-POT RENTAL 450.00 COAST TO COAST SOLUTIONS HOLIDAY COLORING SHEETS 326.80 CORTRUST BANK TIF #6 & #7 PAYMENTS 52,183.50 CRARY HUFF LAW FIRM PROFESSIONAL SERVICES 4,064.00 CREDIT COLLECTIONS BUREAU COMMISSION 304.82 D-P TOOLS TOOLS 1,909.16 DAKOTA BEVERAGE MERCHANDISE 11,102.77 DAKOTA HOSPITAL FOUNDATION TIF #6 & #7 PAYMENTS 52,183.50 DAKOTA PC WAREHOUSE COMPUTER/INK CARTRIDGES 794.91 DIVISION OF MOTOR VEHICLE TITLE/PLATES 15.00 DUBOIS CHEMICALS SODA ASH 13,090.00 EBSCO SUBSCRIPTION 5,688.54 ECHO ELECTRIC SUPPLY SUPPLIES 2,694.18 ED M. FELD EQPT CO TESTING 2,680.00 ELK POINT COMMUNITY AMBULANCE PROFESSIONAL SERVICES 175.00 ERICKSON SOLUTIONS GROUP LAPTOP/DOCKING STATION 1,169.96 FAST AUTO GLASS WINDSHIELD REPAIR 70.00 FILTERTEC FILTERS 430.46 23 FIRST BANK & TRUST TIF #6 & #7 PAYMENTS 52,183.50 FIRST DAKOTA NATIONAL BANK TIF #6 & #7 PAYMENTS 52,183.50 GALLS INCORPORATED UNIFORM 1,062.05 GARY ZALUD WATER HEATER REBATE 150.00 GLOBAL DIST. MERCHANDISE 305.40 GRAHAM TIRE REPAIRS 543.72 GREGG PETERS MANAGERS FEE 6,000.00 HAWKINS INC CHEMICALS 720.14 HEIMAN FIRE EQUIPMENT FIRE FIGHTER EQUIPMENT 1,111.11 HERITAGE-CRYSTAL CLEAN, LLC PROFESSIONAL SERVICES 500.00 HOLIDAY INN EXPRESS HOTEL LODGING 440.00 HY VEE FOOD STORE SUPPLIES 20.00 HYDRO TECH SERVICE REPAIRS 969.00 INGRAM BOOKS 1,686.57 JACKS UNIFORM & EQPT UNIFORM 1,760.68 JASPER JOHNSON SAFETY BOOTS REIMBURSEMENT 132.86 JIMMY HACK GOLF LLC MERCHANDISE 295.90 JOHN A CONKLING DIST. MERCHANDISE 2,418.75 JOHNSEN HEATING & COOLING REPAIRS 41,695.79 JOHNSON BROTHERS OF SD MERCHANDISE 35,100.34 JONES FOOD CENTER SUPPLIES 1,816.18 K & M TIRE TIRES 345.16 KAIROI, INC WEBSITE HOSTING/MAINTENANCE 350.00 KCAU ADVERTISING 200.00 KNIFE RIVER MIDWEST, LLC ASPHALT 598.89 KOMLINE-SANDERSON PARTS 3,569.06 LEISURE LAWNS, LLC AERATION/WINTERIZE SPRINKLER 160.00 LIFEBLANKET SUPPLIES 2,318.00 LOFFLER COPIER CONTRACT 395.92 LOGAN BOKEMPER SAFETY BOOTS REIMBURSEMENT 79.99 LOREN FISCHER DISPOSAL HAUL CARDBOARD 1,310.00 MARK MILBRODT SAFETY BOOTS REIMBURSEMENT 111.55 MART AUTO BODY & MARINE LLC TOWING 150.00 MATHESON TRI-GAS, INC MEDICAL OXYGEN 730.66 MEDICAL WASTE TRANSPORT, INC HAUL MEDICAL WASTE 269.10 MENARDS MATERIALS 1,726.08 MICHAEL WATTERSON REFUND OPERATOR CERT EXAM 61.50 MIDAMERICAN GAS USAGE 1,472.48 MIDCONTINENT COMMUNICATION CABLE/INTERNET 316.97 MIDWEST ALARM CO ALARM MONITORING 219.14 MIDWEST LABORATORIES, INC TESTING 133.18 24 MIDWEST READY MIX & EQUIPMENT CONCRETE 5,191.00 MIDWEST TURF & IRRIGATION TINE 401.93 MINN MUNICIPAL UTILITY ASSOC 4TH QTR SAFETY MGMT PROGRAM 8,925.00 MOORE WELDING & MFG REPAIRS 357.13 NEBRASKA JOURNAL-LEADER ADVERTISING 34.95 NETSYS+ SUBSCRIPTION RENEWALS 8,244.00 NURSERY WHOLESALERS INC TREES 5,126.85 O'REILLY AUTO PARTS PARTS 253.80 PHELPS UNIFORM 58.46 PING/KARSTEN MFG CORP MERCHANDISE 278.72 PLAIN TALK PUBLISHERS SUBSCRIPTION 52.00 PRESSING MATTERS SIGNS 120.00 PROCHEM DYNAMICS SUPPLIES 178.69 QUADIENT FINANCE USA, INC POSTAGE 400.00 QUILL CALENDAR/PLANNER 31.62 RAMKOTA HOTEL LODGING 107.00 REDI TOWING TOWING 1,680.00 REPUBLIC NATIONAL DIST MERCHANDISE 11,185.12 RUNNING SUPPLY, LLC SUPPLIES 1,668.49 SAFETY BENEFITS INC REGISTRATION 225.00 SANFORD HEALTH SUPPLIES 667.26 SANFORD HEALTH OCCUPATIONAL TESTING 340.00 SANITATION PRODUCTS INC PARTS 988.27 SD AIRPORT MANAGEMENT ASSOC MEMBERSHIP DUES 50.00 SD DENR LANDFILL OPERATIONS FEE 3,963.60 SD DEPT OF HEALTH LICENSE RENEWAL 275.00 SD FEDERAL PROPERTY AGENCY TOOLS/CHARGER/BOOTS 74.00 SD GOLF ASSOCIATION HANDICAP 25.00 SD GOVERNMENTAL FINANCE OFFICERS MEMBERSHIP DUES 70.00 SD MUNICIPAL STREET MAINTENANCE MEMBERSHIP DUES 35.00 SD PUBLIC ASSURANCE ALLIANCE LAW ENFORCEMENT COVERAGE 9,422.31 SNAP-ON INDUSTRIAL PARTS 711.20 SOUTHERN GLAZER'S OF SD MERCHANDISE 9,807.90 STAN HOUSTON EQPT CO PARTS 135.00 STANDARD & POOR'S PUBLIC POWER ANNUAL FEE 2,600.00 STAPLES BUSINESS CREDIT SUPPLIES 1,463.92 STERN OIL CO. FUEL 35,095.45 STUART C. IRBY CO. SUPPLIES 201.60 TASTE OF HOME BOOKS BOOK 38.98 TEAM GOLF MERCHANDISE 24.11 TELEFLEX LLC SUPPLIES 562.50 25  THE LUMBERYARD LLC MATERIALS 216.69 THREAD & INK SHIRTS 295.20 TITAN MACHINE-PRODUCTIVITY AUGER 514.00 TRACTOR SUPPLY CREDIT PLAN SUPPLIES 183.93 TRUE BRANDS MERCHANDISE 554.61 TWIN CITY HARDWARE DEADLOCK 68.14 TWO WAY SOLUTIONS PROFESSIONAL SERVICES 8,706.76 UNITED PARCEL SERVICE SHIPPING 234.83 US BANK AGENT FEES 3,930.00 US BANK ST. PAUL DEBT SERVICE PAYMENT 321,400.00 US KIDS GOLF MERCHANDISE 308.37 USD FINANCIAL AFFAIRS MUSEUM/WELLNESS CENTER 200,000.00 USD FOUNDATION OFFICE TIF #6 & #7 PAYMENTS 52,183.50 USPS-POC POSTAGE FOR METER 700.00 VERMILLION ACE HARDWARE SUPPLIES 951.89 VERMILLION CHAMBER OF COMMERCE TIF #5 PAYMENT 50,223.53 WALKER CONSTRUCTION INC CONCRETE WORK 21,193.52 WIEMAN CONSTRUCTION CRUSHED CONCRETE 3,227.24 YANKTON WINNELSON CO SUPPLIES 270.30 ZEP SALES & SERVICE CLEANER 143.95 ZIMCO SUPPLY CO SUPPLIES 6,692.00 Council Member Humphrey seconded the motion. Motion carried 8 to 0. Mayor Cole declared the motion adopted. 12. Consensus Agenda A. Set a public hearing date of December 4, 2023 for a Retail (on-off sale) Malt Beverage & SD Farm Wine license and Retail (on-off sale) Wine and Cider license for Family Dollar Store #33181 located at 1125 E. Cherry Street. 425-23 Council Member Price moved approval of the consensus agenda. Council Member Jennewein seconded the motion. Motion carried 8 to 0. Mayor Cole declared the motion adopted. 13. Adjourn 426-23 Council Member Murra moved to adjourn the Council Meeting at 8:03 p.m. Council Member Ward seconded the motion. Motion carried 8 to 0. Mayor Cole declared the motion adopted. 26 Dated at Vermillion, South Dakota this 20th day of November, 2023. THE GOVERNING BODY OF THE CITY OF VERMILLION, SOUTH DAKOTA BY____________________________ Jonathan D. Cole, Mayor ATTEST: BY___________________________________ Katie E Redden, Finance Officer Published once at the approximate cost of ___________. 27