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Brookings City Council
May 13, 2014
The Brookings City Council held a meeting on Tuesday, May 13, 2014 at 6:00 p.m., at City Hall
with the following members present: Mayor Tim Reed, Council Members Keith Corbett, Dan
Hansen, Ope Niemeyer,John Kubal and Jael Thorpe. Tom Bezdichek was absent. City Attorney
Steve Britzman, City Manager Jeffrey Weldon and City Clerk Shari Thornes were also present.
City Council Members Ope Niemeyer and Dan Hansen* were presented with their Certificate of
Election and recited their Oath of Office. *Council Member Hansen was officially sworn in prior to
the special May 5, 2014 Council meeting.
6:00 p.m. Reguiar Council Meeting
Consent Agenda. Action on appointments to the Mayor's Ad Hoc Transportation Committee
was removed from the agenda. A motion was made by Corbett, seconded by Kubal,to approve
the consent agenda.
A. Action to approve the agenda as amended.
B. Action to approve the March 25,April 15,April 22, and May 5 Council Meeting
Minutes.
C. Action on Resolution No. 40-14, a Resolution adopting amendments to the City of
Brookings Governance and Ends Policies.
Resolution No.40-14-A Resolution amending the City of Brookings Governance and
Ends Policy
Whereas,the City of Brookings has adopted Governarice and Ends Policies.
Now,Therefore Be It Resolved that the following amendments shall be made:
Amended Governance Policv 1.6, Governance Process.
1.6 Governance Process, Citizen Advisory Boards
The Council values the expression of citizen viewpoints on topics of concern to the
Council. Therefore,the Council will continue the tradition of seeking input from
volunteer citizen advisory boards and committees, although final responsibility for
decisions, and the implementation that follows, rests entirely with the Council. The
Council reminds staff that the idea{ purpose of citizen involvement is
�+���^^^�'�°, "��to seek objective opinions from a diverse range of citizens.
Amended Governance Policv 2 2(2), Council-Staff Linka�e. Dele�ation to the Citv
Mana�er;
2.2 Council-Staff Linkage, Delegation to the City Manager
All Council authority delegated to staff is delegated through the City Manager, so that all
authority and accountability of staff--as far as the Council is concerned --is considered
to be the authority and accountability of the City Manager.
2.As long as the City Manager uses anv reasonable
interpretation any reasonable interpretation of the Council's Ends and Executive
Limitations policies,the City Manager is authorized to estab{ish af1 further poficies, make
all decisions,take all actions, establish all practices, and develop all activities.
Amended Governance Policv 2 3 Council-Staff Linka�e Monitorin�Executive
Performance:
2.3 Council-Staff Linkage, Monitoring Executive Performance.
Monitoring executive performance is synonymous with monitoring organizational
performance against Council policies on Ends and on Executive Limitations. Any
evaluation of the City Manager's performance,formal or informal,�shall be de�i�
e�e�measured against these expectations. This policy places the
burden of ineasuring��=�^�� performance on two�ue�l-�e+��s primarv considerations:
well-defined Ends and Executive Limitation policies, and reasonabiv accurate
measurements. Without well-defined policies and ^ } �n��--�reasonablv
accurate performance metrics,the�ei�effectiveness of monitoring performance is�es�
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compromised. ,-�„ �,,, ,.;� ,.,,..,.,..,,",�+�„ ,,,,,� �„ :.,�,.�..+,.,.�.,, �;+., flA�n-�ROr�r e�Ie�r�,,.,
r��rrv��.�.�� rn..i��.ie�+I�..+ .--.+� e��r�..li+�i r�+l�e�.-+l��r� norf�rrn_—��
4 ^.��°^^+"^{'��+ ^��^�*^-^�^�^" ..^��At a minimum annually,the Council will institute
a formal evaluation of the City Manager. This evaluation will consider only monitoring
data as defined here, as it has appeared over the intervening year.
D. Action on Resolution No. 41-14, a Resolution authorizing the City Manager to sign a
Wine Operating Agreement Renewal for Skinner's Pub, Greg and Shari Thornes,
owners, 300 Main Avenue.
Resolution No. 41-14-Skinner's Pub—Wine Operating Agreement
Be It Resolved by the City of Brookings, South Dakota, that the City Council hereby
approves a Lease Renewal Agreement for the Operating Liquor Management
Agreement between the City of Brookings and Greg and Shari Thornes, owners,
Skinner's Pub, for the purpose of a liquor manager to operate the On-Sale Establishment
or business for and on behalf of the City of Brookings at 300 Main Avenue, also known
as Skinner's Pub.
Be It Further Resolved that the City Manager be authorized to execute the Agreement
on behalf of the City, which shall be for a period of five (5)years.
E. Action on Resolution No.42-14, a Resolution authorizing the City manager to sign a
tiquor Operating Agreement Renewai for Skinner's Pub, Greg and Shari Thornes,
owners, 300 Main Avenue.
Resolution No. 42-14-Skinner's Pub—Liquor Operating Agreement
Be It Resolved by the City of Brookings, South Dakota,that the City Council hereby
approves a Lease Renewal Agreement for the Operating Liquor Management
Agreement between the City of Brookings and Greg and Shari Thornes, owners,
Skinner's Pub, for the purpose of a liquor manager to operate the On-Sale Establishment
or business for and on behalf of the City of Brookings at 300 Main Avenue, also known
as Skinner's Pub.
Be It Further Resolved that the City Manager be authorized to execute the Agreement
on behalf of the City, which shall be for a period of ten (10) years.
F. Action on City Council member ex-officio appointments: Brookin�s Municipal Utilitv
Board: Council Members Niemeyer& Hansen; Brookin�s Health Svstems Board: Council
Members Kubal &Corbett.
G. Action on an appointment to the Park& Recreation Board: Maddy Reed as High
School Student Representative (term 5/1/2014-5/1/2015).
H. Action on Resolution No.43-14, a Resolution authorizing the Brookings Summer Arts
Festival Committee to have exclusive use of Pioneer Park.
Resolution No.43-14-A Resolution Authorizing the Brookings Summer Arts Festival
Committee to have Exclusive Use of Pioneer Park
Whereas,the Brookings Summer Arts Festivai will be held in Pioneer Park on luly 12-13,
2014, and
Whereas,the Summer Arts Festival Committee has requested the exclusive use and
control of Pioneer Park and its facilities for said festival, plus additional days for
preparation and takedown, and
Whereas,the Summer Arts Festival Committee will provide evidence of liability
insurance coverage including the City of Brookings as named insured, and
Whereas,the Summer Arts Festival Committee has agreed to accept responsibility for
the conduct of the Summer Festival on said premises, now therefore,
Be It Hereby Resolved that the use of Pioneer Park and its facilities as a public park shall
terminate for the period of July 9 through July 14, 2014.
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Be It Further Resolved,that the City Council does hereby grant the exclusive use of
Pioneer Park and its facilities during the Brookings Summer Arts Festival to the Summer
Arts Festival Committee.
Further, It Is Resolved,that the Summer Arts Festival Committee shall be responsible for
maintaining said facilities and cleaning them and returning them to the City of Brookings
in good condition following the festival.
All present voted yes; motion carried.
Mavoral Proclamation for Historic Preservation Month.
I,TOO,AM SDSTATE Report. #itooamsdstate is movement that brings awareness to micro
aggression. Micro aggression happens when people interact with someone who is different
from them,whether it is through, race, cultures, gender types, sexuality, or etc. They can be in
a form of a sentence or question that person being asked cou{d interpret as ignorant and/or
rude. The group hopes this movement will help students of SDSU be able to come together as a
more inclusive collaborative and diverse student body.
Resolution No.44-14. A motion was made by Niemeyer, seconded by Kubal,to approve
Resolution No. 44-14, a Resolution awarding a contract for one new Self-Propelled Ice
Resurfacer. All present voted yes; motion carried.
Resolution No. 44-14- Resolution Awarding a Contractor for Purchase of One New
Self-Propelled Ice ResurFacer for the Brookings Parks, Recreation and Forestry Dept.
{Larson Ice Center)
Whereas, the City of Brookings held a bid letting at 130 p.m. on Tuesday, April 1, 2014 and the
City did not receive any bids; and subsequent{y
Whereas,the City of Brookings has sought and received the following quote for One New Self-
Propelled Ice Resurfacer following the bid specifications (including delivery): Zamboni, lnc., out
of ParamoWnt, CA; base price of$93,322.00; Priced Options of$4,691.75;Trade-in on 1978
Zamboni Ice Resurfacer of$6,000; Final Quote Price of$92,013.75.
Now Therefore, Be it Resolved that the quote from Frank Zamboni &Co., Inc. of Paramount, CA
in the amount of$92,013.75 be accepted.
The capital budget for this expenditure is $110,000.00.
Resolution No.45-14. A motion was made by Corbett, seconded by Kubal,to approve
Resolution No.45-14, a Resolution awarding a contract for the 2014-08STI Street Maintenance
and Overlay Project. All present voted yes; motion carried.
Resolution No. 45-14 - Resolution Awarding Bids on Project 20 I 4-08STI
Street Maintenance and Overlay Project
Whereas, the City of Brookings opened bids for Project 2014-08STI Street Maintenance and
Overlay Project on Tuesday, May 6, 2014 at I:30 pm at the Brookings City & County
Government Center; and
Whereas, the City of Brookings has received the following bid for Project 2014-08STI Street
Maintenance and Overlay project: Bowes Construction Co., Inc., Brookings, SD: $785,640.00.
Now Therefore, Be It Resolved that the total low bid of$785,640.00 for Bowes Construction
Co., Inc., Brookings, SD be accepted.
Resotution No.46-14. A motion was made by Corbett, seconded by Trorpe,to approve
Resolution No. 46-14, a Resolution authorizing Change Order No. 1 (CCO#1 Final)for the Swiftel
Center Fal1 Protection System. All present vated yes; motion carried.
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Resolution No. 46-I 4 - Resolution authorizing Change Order No. I (CCO#I Finai) for the
Fall Protection System at the Swiftel Center
Be It Resolved by the City Council that the following Change Order be allowed for the Fall
Protection System at the Swiftel Center: Construction Change Order Number I (Final):
Adjust the contract for additional work to add additional safety lines and to include sales tax in
the bid cost for a total increase of$I 2,678.32 to the contract and extend the contract
completion date by 32 calendar days to close out the project.
Council Topics for future discussion.
Adiourn. A motion was made by Corbett, seconded by Hansen,to adjourn. All present voted
yes; rnotion carried. Meeting adjourned 6:29 p.m.
CITY OF BROOKINGS
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ari Thornes, City Clerk