City Council Agendas, Packets and Minutes

Unapproved Minutes Council Special Session March 3, 2025 Monday 12:00 noon The special session of the City Council, City of Vermillion, South Dakota was held on Monday, March 3, 2025 at 12:00 noon at the John “Jack” Powell Conference Room. 1. Roll Call Present: Thaler, Leber, Price, Holland, Jennewein, Hellwege, Cheeseman, Murra, Mayor Cole 2. Adoption of Agenda 59-25 Council Member Jennewein moved approval of the agenda. Council Member Thaler seconded the motion. Motion carried 9 to 0. Mayor Cole declared the motion adopted. 3. Visitors to be Heard - None 4. Department Spotlight (Water)- Utilities Manager Shane Griese Shane Griese, Utilities Manager, went over the Staff that work in the Water Department. Shane went over current employees along with the duties that they cover. Shane discussed the different projects that are going on and how Staff helps with each project. 5. Memorandum of Understanding to Create a TIF Increment Financing District for Block 3 of Jack Powell Addition – Toby Morris on Behalf of HME Companies Toby Morris, Collier Securities on behalf of HME Companies, presented plans for Block 3 of the Jack Powell development. Toby explained the TIF process and how it helps developers invest in a community. Toby presented numbers for a project to show the benefit of a TIF. Toby discussed the memorandum of understanding and how that will help the developer move forward in getting investors to get the project going. Discussion followed on projections and how legislation would affect this. 6. Review of Kaufman Family Land Donation Offer – City Manager John Prescott John Prescott, City Manager, presented that on the 800 block of Valley View the Kaufman family would like to donate land to the City. John discussed the property and the taxes it generates along with concerns of the property. Discussion followed on the liability of the land. The City Council did not express interest in moving the item forward for further consideration. 7. Briefing on the March 3, 2025 City Council Regular Meeting Council reviewed items on the agenda with City Staff. No action was taken. 8. Adjourn 60-25 Council Member Murra moved to adjourn the Council special session at 1:02 p.m. Council Member Cheeseman seconded the motion. Motion carried 9 to 0. Mayor Cole declared the motion adopted. Dated at Vermillion, South Dakota this 3rd day of March, 2025. 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 March 3, 2025 Monday 6:00 p.m. The regular session of the City Council, City of Vermillion, South Dakota was called to order on March 3, 2025 at 6:00 p.m. by Mayor Cole. 1. Roll Call Present: Leber, Price, Holland, Jennewein, Hellwege, Murra, Mayor Cole Absent: Thaler, Cheeseman 2. Pledge of Allegiance 3. Minutes A. Minutes of February 18, 2025 Special Session, February 18, 2025 Joint Session with Clay County, and February 18, 2025 Regular Session 61-25 Council Member Jennewein moved approval of the February 18, 2025 special session, February 18, 2025 joint session with Clay County and February 18, 2025 regular session minutes. Council Member Holland seconded the motion. Motion carried 7 to 0. Mayor Cole declared the motion adopted. 4. Adoption of Agenda 62-25 Council Member Holland moved approval of the agenda. Council Member Murra seconded the motion. Motion carried 7 to 0. Mayor Cole declared the motion adopted. 5. Visitors to be Heard - None 6. Public Hearings - None 7. Old Business -None 8. New Business A. Request from the South Dakota Shakespeare Festival to close East Main Street from Plum Street to Walker Street on June 26, 27, 28, and 29 from 6:45 p.m. to 9:00 p.m. and to remove parking on the north side of the same section of East Main Street. John Prescott, City Manager, reported on a street closure for the South Dakota Shakespeare Festival. John noted that representatives for the South Dakota Shakespeare Festival after discussion have amended their request to close East Main Street from Plum Street to Walker Street on Thursday-Sunday, June 26-29, 2025, from 6:45 p.m. to 9:00 p.m. John noted that the East Main Street closing request will provide event attendees with safe accessibility to Prentis Park for the performances. John noted that the Shakespeare Festival would like to block parking on the north side of East Main Street between Walker and Plum Streets during the festival to facilitate the rehearsal and performances and provide for backstage equipment related to the performance. John stated that the Street Department has verified and will drop off the "No Parking" signs on Monday morning of that week so they can be placed along the parking area. John noted that this is a requirement so that vehicles do not park or drive off during the performance. John stated that the request also notes the use of volunteers to stand by the barricades during the performances to quickly move them in the event emergency vehicles need to access the hospital. John noted that no residential access will be directly affected due to the street closure. John stated that the South Dakota Shakespeare Festival will provide clean-up throughout the day and security teams will conduct the clean-up nightly following rehearsals and performances. John noted that the Fire/EMS, Police, and Street Departments have reviewed the closure and have no concerns. John stated that this request is the same as several previous years. Council Member Rich Holland abstained from voting. 63-25 Council Member Leber moved approval of the request to close East Main Street on June 26, 27, 28 and 29 from 6:45 p.m. to 9:00 p.m. and to remove parking on the north side of the same section of East Main Street. Council Member Price seconded the motion. Motion carried 6 to 0 and 1 abstained. Mayor Cole declared the motion adopted. B. Request to Close Main Street from the West High School Parking Lot Entrance to South Norbeck Street and Anderson Street from East Main Street to Mulberry Street on Monday, April 7, 2025, from 11:00 a.m. to 2:00 p.m. for Vermillion Fire Department’s Operation Prom Night Scenario. Matt Callahan, Chief of Fire/EMS, reported on an event called Operation Prom Night Scenario on April 7, 2025, from 11:00 a.m. to 2:00 p.m. Matt explained this is a real-life scenario for the junior and senior classes of Vermillion High School. Matt stated this scenario reflects a mock DUI accident and how the first responders handle these situations. The last time this scenario was done by the Vermillion Fire/EMS Department was in 2019. Flyers will be distributed by the Fire Marshal to all affected properties on April 2, 2025. The west high school parking lot will be available for entrance/exit and for any vehicle to turn around. The rain date is April 8, 2025. The Police, Street, and Fire/EMS Departments have all been notified of the closure request and have found no safety concerns. 64-25 Council Member Murra moved to approve the street closure on April 7, 2025 from 11:00 a.m. to 2:00 p.m. Council Member Jennewein seconded the motion. Motion carried 7 to 0. Mayor Cole declared the motion adopted. C. Annual Library Report. Dan Burniston, Library Director, reported that state law requires the Library Board to prepare and submit an annual report to the governing body and the State Library. Dan reported that the Library Board reviewed and accepted the annual report at their February meeting. Dan reviewed the 2024 Library Annual Report which was included in the packet. Dan answered questions of the City Council on the Library Annual Report. Discussion followed. Council Member Hellwege asked how the house bill involving libraries is going to affect our library. Dan discussed the changes that there will be. Dan stated there are still going to be resources that are not available through the state library. 65-25 Council Member Hellwege moved to acknowledge receipt of the 2024 Library Annual Report. Council Member Price seconded the motion. Motion carried 7 to 0. Mayor Cole declared the motion adopted. D. Agreement with Midwest Landscaping Company to construct an overlook at Cotton Park. Jim Goblirsch, Parks and Rec Director, reported on construction of an overlook at Cotton Park. Jim stated that in 2001, the Vermillion Rotary Club built and donated a fishing pier for community use. The pier was located on the banks of the Vermillion River just east of the Dakota Street Bridge and sat approximately forty feet from the hike/bike trail while the piers were embedded in the Vermillion River. The structure generally withstood high water events in the past, however with the flooding of the Vermillion River in the summer of 2024, the fishing pier platform and access path were destroyed; only the piers remain standing. Jim stated flooding has been a recurring issue along a portion of the City-owned property near the Vermillion River and the 1,000-year flood event in June 2024 caused unprecedented damage. The Governor declared the area a disaster and requested a major disaster declaration from the President. On August 5, 2024, FEMA officially declared the area a major disaster due to the severe flooding. Jim noted FEMA provided the City of Vermillion Staff with a point of contact to address the damage to Cotton Park and the surrounding areas, including the fishing pier. The options for the damaged or destroyed areas included rebuilding or repairing them to their original state, relocating the amenities, undertaking an alternate project, or not replacing or rebuilding them at all. After discussions with FEMA representatives and City Staff, it was decided that the best use of funds would be for an alternate project: constructing an overlook near the destroyed pier. This overlook would be near the former fishing pier, offering excellent views of the Vermillion River and serving as a rest area for people using the hike/bike path. Jim reported that two quotes were received for the project. Midwest Landscaping Company from Elk Point provided the lowest, most complete quote at a total price of $30,470.55 which includes tree removal, site grading, vegetation, amenities, and all labor. In addition, Vermillion Light and Power will install a solar light near the area for $6,329.04. The total cost of the project will be $36,799.59. Project funding will come from Federal FEMA 80%, State FEMA 10%, and the remainder $3,680 will be paid out of the general fund. 66-25 Council Member Hellwege moved approval of the Midwest Landscaping Company from Elk Point at a total price of $30,470.55. Council Member Price seconded the motion. Motion carried 7 to 0. Mayor Cole declared the motion adopted. E. Tom Street Lift Station engineering change order. Shane Griese, Utilities Manager, reported on an engineering change order. Shane noted on February 22, 2022, an Engineering Agreement was entered into between the City of Vermillion and Banner Associates for the design of the Tom Street Lift Station. This design was to replace the existing Tom Street Lift Station which was originally constructed in 1975. The total cost for that agreement is $112,200.00. Shane stated the project design was delayed after City Staff requested modifications to the lift station design to accommodate sewer service to the recently purchased land now known as the Jack Powell Addition. Shane reported that on May 1, 2023, the Tom Street Lift Station replacement project was awarded to H&W Contracting for $1,553,066.45. That project had a substantial completion date of June 1, 2024. The substantial completion date was not met. To date the project has not been started, liquidated damages (LD) are being tracked on this project. As of February 24, 2025, $361,800.00 in LDs have been accumulated. Shane noted that Banner Associates has prepared an amendment to the original contract. That amendment has two modifications to the original contract. 1. Design Modifications to serve Jack Powell - $7,066.50 2. Additional work due to delays - $14,695.80 Shane stated these two modifications combine for a total change in cost of $26,762.30, bringing the total cost of the engineering contract to $138,962.30. 67-25 Council Member Holland moved approval of the Tom Street engineering agreement change order with Banner Associates of $26,762.30. Council Member Murra seconded the motion. Motion carried 7 to 0. Mayor Cole declared the motion adopted. F. Consolidated Board of Equalization appointments. Katie Redden, 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 15th and, if needed, another day later in April. Katie 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 Council Members Thaler, Holland and Mayor Cole as the appointees and the balance of the City Council also serving as alternates. 68-25 Council Member Price moved approval of the appointment of Council Members Thaler, Holland and Mayor Cole and the balance of the City Council also serving as alternates on the Consolidated Board of Equalization. Council Member Leber seconded the motion. Motion carried 7 to 0. Mayor Cole declared the motion adopted. G. Resolution authorizing the purchase of a trailer-mounted crack sealing machine for the Street Department. Jose Dominguez, City Engineer, reported on a resolution to authorize the purchase of the Street Department’s 2010 Crafco SS250D trailer-mounted crack sealing machine. Jose noted the City has several options when purchasing equipment or vehicles. These are: 1. Procure bids based on the requirements set forth in 5-18A; or 2. Purchase from an already awarded contract that was awarded within 12 months if the awarded bidding process in 5-18A was followed (5- 18A-22(3)); or 3. Purchase from a purchasing agency (5-18A-37); or 4. Purchase from the State contract list if the purchased item is at, or below, the price on the State contract list (5-18C-8); or Jose stated the City typically avoids procuring bids because this requires considerable Staff time and additional resources to develop the specifications, advertise the bid documents, and evaluate the bids. Rather, the City tries to purchase directly from a local vendor, from an already awarded contract, from the State list, or from a purchasing agency. Jose reported that Staff proposes utilizing a Sourcewell bid awarded to Crafco, Inc. for the purchase of a new Crafco Super Shot 250D trailer- mounted crack sealing machine. The cost for this new equipment is $80,147.40. At a later meeting, Staff will ask for the existing trailer-mounted crack sealing machine to be declared surplus for sale through an online auction service. The City will be purchasing directly from the Crafco, Inc. distributor located in Sauk Rapids, MN. The distributor will honor the Sourcewell bid of $80,147.40. 69-25 After reading the same once, Council Member Leber moved adoption of the following: RESOLUTION AUTHORIZING THE PURCHASE OF A STREET DEPARTMENT TRAILER-MOUNTED CRACK SEALING MACHINE WHEREAS, SDCL 5-18A-37 authorizes a governmental entity to participate in cooperative purchasing agreements and conduct purchasing transactions under a joint agreement in this or any other state; and WHEREAS, the City of Vermillion has reviewed and determined that the bid awarded by Sourcewell to Crafco, Inc. for a new Crafco Super Shot 250D trailer-mounted crack sealing machine for a price of $80,147.40 offers an advantageous price to the City for the said item; and WHEREAS, the City has contacted Crafco, Inc., of Sauk Rapids, MN, and they have agreed to allow the City to purchase one trailer-mounted crack sealing machine for the awarded price and terms as they have contracted with Sourcewell. NOW, THEREFORE, BE IT RESOLVED, by the Governing Body of the City of Vermillion, that the City Finance Officer is hereby authorized to purchase a new Crafco Super Shot 250D from Crafco, Inc., Sauk Rapids, MN, for a price of $80,147.40. Dated at Vermillion, South Dakota this 3rd day of March, 2025.  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. 7 members voted in favor of and 0 members voted in opposition to the Resolution. Mayor Cole declared that the Resolution was adopted. 9. Bid Openings A. Fuel Quotes Katie Redden, Finance Officer, read the monthly fuel quotes and recommended the low quote of Stern Oil on Item 1, 2, and 3. Item 1 - 4,350 gal. unleaded 10% ethanol: Brunick Service $2.90, FS New Century $2.729, Jerry’s Service $2.8222; Item 2 – 1,000 gal. unleaded gasoline regular: Brunick Service $3.10, FS New Century $2.819, Jerry’s Service $2.9730; Item 3 – 3,000 gal. No. 2 diesel fuel-dyed: Brunick Service $2.90, FS New Century $2.692, Jerry’s Service $2.64; Item 4 - 1,000 gal. No. 2 diesel fuel-clear: Brunick Service $3.20, FS New Century $2.90, Jerry’s Service $2.94 70-25 Council Member Price moved approval of the low quotes of New Century FS on Items 1, 2, 3, and 4. Council Member Hellwege seconded the motion. Motion carried 7 to 0. Mayor Cole declared the motion adopted. 10. City Manager's Report A. John reported on upcoming meetings before the next City Council meeting on March 17th.  Golf Advisory Board meets on Wednesday, March 5 at 5:15 p.m. at The Bluffs.  Human Relations Commission meets on Thursday, March 6 at 5:30 p.m. in the Mamura conference room  City’s Historic Preservation Commission meets on Wednesday, March 12 at 9:00 a.m. in the Powell conference room at City Hall B. John stated the asbestos abatement in the former Jolley School building has been completed. We anticipate bringing demolition bids to the City Council at the March 17 meeting. Demolition would likely begin in April following contract steps that take place after a bid award and notifications that need to be completed. C. John stated the Municipal League district meeting is on Wednesday, March 26 in Dell Rapids. If City Council members are interested in attending, please let John or Marty know. D. John reported on two raffle notifications:  Kelcy’s Kicks sold 50/50 raffle tickets on March 1 and 2, 2025 during the youth soccer tournament. Tickets were $5 each or 5 for $20. Half of the proceeds went to the winning ticket holder with the other half going to purchase shin guards or shoes needed to participate in soccer.  The American Heart Association through the Miss South Dakota contestants will be selling $10 raffle tickets from March 7 – April 18, 2025. It is a Chase the Ace raffle with the proceeds going to the American Heart Association. PAYROLL ADDITIONS AND CHANGES Mechanic: Shawn Cottrell $27.32/hr; Police Administration: Tevin Mielitz $29.39/hr; Police: Mariah Koenig, $20.00/hr; Street: Ryan Fischbach $27.93/hr; Code: Alex Goodburn $35.70/hr; Recreation: Caroline Benson $11.50/hr, Hazel Renken $11.50/hr, Ava Westbrock $11.50/hr; Golf Maintenance: Maggie Sherman $14.00/hr 11. Invoices Payable 71-25 Council Member Price moved approval of the following invoices: A & M SERVICES, INC UNIFORM CLEANING $112.40 AMAZON BUSINESS EQUIPMENT $1,925.50 A-OX WELDING SUPPLY CO CARBON DIOXIDE $2,772.15 AT&T MOBILITY HOTSPOTS $315.25 AUTO VALUE SUPPLIES $1,276.69 BLUEPEAK E911 CIRCUIT $1,368.50 BORDER STATES INDUSTRIES INC SUPPLIES $591.87 BOUND TREE MEDICAL, LLC SUPPLIES $859.48 BRIAN PICHMAN PROFESSIONAL SERVICES $425.00 BUTLER MACHINERY CO. PARTS $3,164.35 CAPITAL ONE SUPPLIES $1,481.08 CARDIS FENCE & IRON CO TEMP FENCING AROUND JOLLEY $8,120.00 CASK & CORK MERCHANDISE $938.64 CENTURYLINK TELEPHONE $4.47 CENTURYLINK TELEPHONE $155.40 CHAMBERLAIN OIL CO SUPPLIES $457.80 CINTAS SUPPLIES $195.21 CITY OF VERMILLION CITY DEPARTMENTS POSTAGE $1,017.62 CITY OF VERMILLION CITY UTILITY BILLS $39,037.18 CLUB CADDIE ANNUAL SOFTWARE $3,500.00 CORE & MAIN LP PARTS $2,159.04 CULLIGAN WATER REPAIRS $290.00 CUMMINS SALES & SERVICE REPAIRS $1,347.05 DAKOTA BEVERAGE MERCHANDISE $5,132.04 DAKOTA PC WAREHOUSE EQUIPMENT $834.97 DAKOTA SUPPLY GROUP EQUIPMENT $2,965.00 DENNIS MARTENS MAINTENANCE $833.34 DEZURIK INC PARTS $629.33 DGR ENGINEERING PROFESSIONAL SERVICES $1,529.50 DMG INC. REPAIR/PARTS $6,448.35 DUBOIS CHEMICALS SODA ASH $11,220.00 EBSCO SUBSCRIPTION $126.50 ECHO ELECTRIC SUPPLY SUPPLIES $469.99 EMERGENCY APPARATUS MAINTENANCE, REPAIRS $1,107.55 INC ENERGY LABORATORIES TESTING $213.00 ERICKSON SOLUTIONS GROUP PROFESSIONAL SERVICES $1,448.05 FIRST BANK & TRUST-VISA TRAVEL/TRAINING/SUPPLIES $15,997.81 GEAR WASH EQUIPMENT $716.55 GLOBAL DIST. MERCHANDISE $168.50 GRAYMONT (WI) LLC CHEMICALS $6,378.84 GREGG PETERS FREIGHT $1,500.83 GREGG PETERS RENT $3,450.00 HAAS ALERT PROFESSIONAL SERVICES $1,211.93 HAMILTON MEDICAL EQUIPMENT $21,026.81 HARRY LEASURE TOW OVERCHARGE $250.00 HAWKINS INC CHEMICALS $4,759.34 HEIMAN FIRE EQUIPMENT FIRE FIGHTER EQUIPMENT $18,445.70 HELMS & ASSOCIATES VERMILLION AIRPORT AWOS $586.49 HERC-U-LIFT FORKLIFT REPAIRS $582.98 INGRAM LIBRARY MATERIALS $2,456.40 ISTATE TRUCK CENTER SUPPLIES $74.75 JACKS UNIFORM & EQPT UNIFORMS $333.30 JOHN A CONKLING DIST. MERCHANDISE $1,657.50 JOHN C. PRESCOTT TRAVEL REIMBURSEMENT $548.38 JOHNSON BROTHERS OF SD MERCHANDISE $14,657.70 JOHNSON CONTROLS REBUILD PUMP $1,025.03 JONES FOOD CENTER MERCHANDISE $1,003.89 JOSH ANGLIN REPAIRS $6,875.00 K & M TIRE TIRES FOR RECYCLING $530.40 LORI SMITH OVERPAYMENT OF TOWING FEE $10.00 MACQUEEN EMERGENCY FIRE FIGHTER EQUIPMENT $182.80 MAIN STREET CENTER 1ST QTR CONTRIBUTION 2025 $4,000.00 MARK CLARK TRAVEL REIMBURSEMENT $3,092.58 MEDICAL WASTE TRANSPORT, INC HAUL MEDICAL WASTE $269.10 MIDWEST WHEEL COMPANIES SUPPLIES $514.26 MINN MUNICIPAL UTILITY SAFETY MGMT PROGRAM $8,699.00 ASSOCIATION MOBOTREX MOBILITY & TRAFFIC PARTS $400.00 EXPERTS NCL OF WISCONSIN, INC CHEMICALS $1,031.52 NETSYS+ PROFESSIONAL SERVICES $661.25 NEWMAN SIGNS, INC SUPPLIES $604.89 OFFICE OF FIRE MARSHAL- BOILER BOILER INSPECTION $240.00 INSPECTION OKOBOJI WINES-SD MERCHANDISE $459.00 O'REILLY AUTO PARTS SUPPLIES $15.11 OTIS ELEVATOR COMPANY ANNUAL MAINTENANCE $1,499.88 PRESTO-X-COMPANY PEST CONTROL $92.63 QUILL SUPPLIES $366.47 REDI TOWING TOWING $800.00 REPUBLIC NATIONAL DISTRIBUTING MERCHANDISE $8,796.68 CO. RS PLUMBING SERVICES REPAIRS $2,506.44 RUNNING SUPPLY, LLC SUPPLIES $498.39 SANITATION PRODUCTS INC PARTS $405.82 SD HUMANITIES COUNCIL WORKSHOP $50.00 SECURITY SHREDDING SERVICES SHREDDING $40.00 SERVICE MASTER OF SE SOUTH DAKOTA CUSTODIAL $3,894.80 SHANE GRIESE TRAVEL REIMBURSEMENT $283.65 SOUTHERN GLAZER'S OF SD MERCHANDISE $7,454.26 STOCKTON TOWING INC TOWING $690.00 T AND R ELECTRIC EQUIPMENT $3,500.00 TECHNIMOUNT SYSTEM LLC AMBULANCE EQUIPMENT $2,690.00 TELEFLEX LLC MEDICAL SUPPLIES $1,260.00 THE EMBLEM AUTHORITY SHOULDER PATCHES $702.00 THE LUMBERYARD LLC MATERIALS $70.85 TWO WAY SOLUTIONS EQUIPMENT $699.00 UNIVAR USA INC SODA ASH $10,385.55 US POSTMASTER POSTAGE $1,525.00 VERIZON WIRELESS CELL PHONES $2,639.17 VERMILLION ACE HARDWARE SUPPLIES $242.84 VERMILLION GARBAGE SERVICE MONTHLY HAULING $897.84 VERMILLION POLICE DEPT CONFIDENTIAL INFORMANT $1,500.00 FUNDING WILLIAMS & CO. 2024 AUDIT $6,945.00 ZIEGLER INC PARTS $7,321.80 Council Member Jennewein seconded the motion. Motion carried 7 to 0. Mayor Cole declared the motion adopted. 12. Consensus Agenda 13. Adjourn 72-25 Council Member Murra moved to adjourn the Council Meeting at 6:35 p.m. Council Member Leber seconded the motion. Motion carried 7 to 0. Mayor Cole declared the motion adopted. Dated at Vermillion, South Dakota this 3rd day of March, 2025. 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 ___________.