HomeMy WebLinkAbout2018_07_10 CC PKT - RevisedCity Council
City of Brookings
Meeting Agenda
Brookings City Council
Brookings City & County
Government Center
520 3rd St., Suite 230
Brookings, SD 57006
Phone: (605) 692-6281
Fax: (605) 692-6907
"We are an inclusive, diverse, connected community that fuels the creative class, embraces sustainability
and pursues a complete lifestyle. We are committed to building a bright future through dedication,
generosity and authenticity. Bring your dreams!"
5:00 PMTuesday, July 10, 2018
The City of Brookings is committed to providing a high quality of life for its citizens and fostering a diverse
economic base through innovative thinking, strategic planning, and proactive, fiscally responsible municipal
management.
5:00 PM STUDY SESSION
Location: Room 300, Community Room
1.ID 2018-0318 Humane Society Task Force Report.
Task Force Final ReportAttachments:
6:00 PM REGULAR MEETING
Location: Room 310, Chambers
1. Call to Order / Pledge of Allegiance.
2. Record of Council Attendance.
3. Consent Agenda:
Action: Motion to Approve, Request Public Comment, Roll Call
Matters appearing on the Consent Agenda are expected to be non-controversial and will
be acted upon by the Council at one time, without discussion, unless a member of the
Council or City Manager requests an opportunity to address any given item. Items
removed from the Consent Agenda will be discussed at the beginning of the formal
items. Approval by the Council of the Consent Agenda items means that the
recommendation of the City Manager is approved along with the terms and conditions
described in the agenda supporting documentation.
Page 1 City of Brookings
July 10, 2018City Council Meeting Agenda
3.A. Action to approve the agenda.
3.B.ID 2018-0313 Action to approve the June 26, 2018 City Council Minutes.
6/26/2018 MinutesAttachments:
3.C.RES 18-050 Action to approve Resolution 18-050, a Resolution authorizing the City
Manager to Sign Documents for DTOS59-18-RA-BUILD1 Grant
Application.
Resolution 18-050
Resolution 18-049
Attachments:
4. Items removed from Consent Agenda.
Action: Motion to Approve, Request Public Comment, Roll Call
5. Open Forum/Presentations/Reports:
5.A. Open Forum.
At this time, any member of the public may request time on the agenda for an item not
listed. Items are typically scheduled for the end of the meeting; however, very brief
announcements or invitations will be allowed at this time.
5.B. SDSU Student Association Report.
6. Contracts/Change Orders: None
7. Ordinance First Readings: None
No vote is taken on the first reading of an Ordinance. The title of the Ordinance is read
and the date for the public hearing is announced.
8. Public Hearings and Second Readings:
8.A.ID 2018-0312 Public Hearing and Action on a Temporary Liquor Application from Old
Market Eatery for a temporary liquor license to operate within the City of
Brookings, South Dakota for a Humane Society Fundraiser to be held on
July 19 at Cinema 8 Theatre, 219 6th Street.
Legal NoticeAttachments:
Action: Open & Close Public Hearing, Motion to Approve, Roll Call
9. Other Business: None
9.A.ID 2018-0310 Discussion and Possible Action to Approve Tax Increment District #8
Pre-Application.
Page 2 City of Brookings
July 10, 2018City Council Meeting Agenda
Pre-application
Cost Estimates
District Map
Project Vicinity Map
TIF Guidelines
Attachments:
Action: Motion to Approve, Request Public Comment, Roll Call
10. City Council member introduction of topics for future discussion.
Any Council Member may request discussion of any issue at a future meeting only.
Items cannot be added for action at this meeting. A motion and second is required
stating the issue, requested outcome, and time. A majority vote is required.
11. Adjourn.
Brookings City Council: Keith Corbett, Mayor, Mary Kidwiler, Deputy Mayor & Council Member
Council Members Patty Bacon, Dan Hansen, Ope Niemeyer, Holly Tilton Byrne, and Nick Wendell
Council Staff:
Paul M. Briseno, City Manager Steven Britzman, City Attorney Shari Thornes, City Clerk
View the City Council Meeting Live on the City Government Access Channel 9.
Rebroadcast Schedule: Wednesday 1:00pm/Thursday 7:00pm/Friday 9:00pm/Saturday 1:00pm
The complete City Council agenda packet is available on the city website: www.cityofbrookings.org
Assisted Listening Systems (ALS) are available upon request. Please contact Shari Thornes, Brookings City
Clerk, at (605)692-6281 or sthornes@cityofbrookings.org. If you require additional assistance, alternative formats,
and/or accessible locations consistent with the Americans with Disabilities Act, please contact Shari Thornes, City
ADA Coordinator, at (605)692-6281 at least three working days prior to the meeting.
Page 3 City of Brookings
City of Brookings
Staff Report
Brookings City & County
Government Center, 520
Third Street
Brookings, SD 57006
(605) 692-6281 phone
(605) 692-6907 fax
File #:ID 2018-0318,Version:1
Humane Society Task Force Report.
Summary:
The Humane Society Task Force will present their final report to the City Council and public.
Attachments:
Final Report
City of Brookings Printed on 7/5/2018Page 1 of 1
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TASK FORCE
FINAL REPORT
BROOKINGS REGIONAL HUMANE SOCIETY
BROOKINGS CITY
BROOKINGS COUNTY
JULY 12, 2018
1
I. Executive Summary………………………………………………………………………………… 2 ‐ 3
II. Background………………………………………………………………………………………………4 ‐ 5
III. Process to Solution…………………………………………………………………………………… 6 ‐ 7
IV. Facility Solutions……………………………………………………………………………….…… 8 ‐ 10
V. Recommendations………………………………………………………………………………… 11 ‐ 12
VI. Appendix………………………………………………………………………………………………. 13 ‐ 23
i. Existing Layout
ii. New Layout
iii. Fundraising Plan
iv. Other
CONTENTS
2 EXECUTIVE
SUMMARY
The Brookings Regional Humane Society, City and County (BCC) Task force is pleased
to provide this final report of the work conducted over the past months since our
kickoff meeting of January 24, 2018. This task force included the following team
members:
Kevin Catlin, Asst. City Manager – Chair Person
Bill Davidson – Facilitator
Beth Reams – BRHS President
Maia Moore – BRHS Shelter Executive Director
Holly Tilton Byrne – City Council Member
Marty Stanwick – County Sheriff
Dick Peterson – Cinema 8 - Local Citizen
Duane Walburg – Animal Control Officer
Dr. Bev Shelbourn – Volunteer Veterinarian
Trent Brock – Daktronics – Local Citizen
Adhoc Members
Dr. Russ Daly, SDSU – BRHS Board Member
Dr. Jill Ayres, Local Veterinarian
Ashley Biggar – BRHS Vice President
We appreciate everyone’s time and effort during this process.
Fundamental to this report is understanding that the following topics were discussed at
length and believed by a majority of members:
1) The dealing and handling of unwanted and at large animals is a
responsibility of the city and county.
2) BRHS is not a “cause” but through its mission, assists the city and county
with fulfilling of their responsibility.
3) It is presumptive of BRHS to assume the community and county citizens,
council and commission wish to provide unwanted domestic animals
(cats and dogs primarily) the opportunity for rehoming over
euthanasia and disposal.
4) Providing the opportunity to rehome healthy adoptable animals at the
lowest possible cost is the highest priority driving factor for the task
force.
3
The process to solution and recommendation is discussed in more detail than the BCC
task force followed.
The outcome can be best described as follows:
1) The task force went through a discovery and prioritization process in the first
meetings and had some consensus on the importance of the goal.
2) It was apparent that there was little interest on part of some members to
change the status quo with the recognition that the $110 - 120,000/year that
the city currently pays for animal control is bare bones and BRHS could do
little to reduce that cost.
3) The task force opted to settle on the 3 possible solutions:
a) Increased financial support by the city and county to assume a
greater responsibility for the share of costs associated with the animals
coming from the city and county (short term goal).
b) Investment in the existing site as a permanent facility to modify and
become more usable as a shelter and expand the building to meet
long term needs incorporating animal control.
c) Building of a new shelter that would include space for animal control.
4) The group then broke into 5 sub committees to work on these topics.
It is the conclusion of this task force and its recommendation that the city should take
one or more of the following actions:
1) Agree to pay for 50% of the costs to care for animals being delivered to BRHS
by Brookings Animal Control which account for the majority of incoming
animals.
2) Support the purchase and expansion of the existing shelter as a permanent
site. We would propose that the city could provide 25% of this cost (similar %
as asked for related to operations) as well as the funding described in #1.
BRHS would negotiate a buyout of the facility before this option is exercised
and enter into a capital campaign. Cost for remodel/expansion of is
estimated at approximately 500K to 685K. As an option to this, the city could
provide a no interest loan for the purchase and expansion of the existing
shelter.
a) Additional Cost for 1500 Ft2 for animal control holding and office
space with an additional 500 Ft2 for garage estimated 267K.
3) Support the construction of a new shelter to include space for animal
control. The city would pay 50% of the cost of a new shelter. Total cost for a
shelter designed facility estimated for a 7500 Ft2 site is approximately 1.8M.
EXECUTIVE
SUMMARY
4
Brookings Regional Humane Society was founded over 20 years ago led by Dr. Rose
Davidson and a group of concerned citizens. It is believed that at that time
somewhere between 40% to more than half of all animals coming into the Brookings
Animal Control were euthanized and disposed of in the Brookings landfill. The group
knew that the city of Brookings could do better.
Beginning with acceptance of animals into foster care in 1997 and then securing our
first location in 2006, BRHS expanded to a bigger location in 2009 and moved finally
into our current location in 2013. We have achieved the mission of medically treating,
micro-chipping, spay/neuter, vaccinating and placing all adoptable animals that
come into our care. We do euthanize for behavioral or serious medical needs. This
model is similar to many progressive and publicly adopted models throughout the
country and Midwest. Many shelters in SD, however, do not provide medical care,
spaying/neutering and vaccination services to the extent that BRHS does.
The group has been 100% funded by private donations up until just a few years ago as
the need became greater and the city and county then began making modest
contributions (4 – 5% of operating costs) through their funding programs.
With the proportion of BRHS animal intakes now exceeding 50% from the city, and the
loss of our founding veterinarian who provided free medical care, financial need has
increased. BRHS continues to operate in a highly efficient manner at levels of 60 to
80% of the cost of similar sized humane societies that provide the same level of care.
BRHS has calculated that over the past 20 years we have provided funds that could
exceed 1 million dollars of donated funds for the costs of medical and housing of
those animals received from the city.
In 2000 a petition with over 2000 signatures was presented to the city council along
with a proposal for the construction of a modest shelter utilizing 2nd penny sales tax
through the then existing program soliciting projects for utilization of those funds. The
council nearly passed this at that time with a vote of 3 in favor and 4 against. This
demonstrated that BRHS services were and continue to be among the most highly
community supported city services provided through private sources.
Since that time BRHS continues to struggle with fundraising to cover expenses.
Recently in danger of running out of funds, the Register reported on the challenge
facing the Brookings Regional Humane Society raising awareness that the organization
BACKGROUND
5
was not a city owned or highly supported organization but funded principally through
private donations.
BRHS approached the city and county in this attempt to find an approach that
includes a closer integration with animal control and funding more appropriate to the
quantity of animals coming into the BRHS system from the city.
BACKGROUND
6
The BCC Task Force was enabled by the Brookings Regional Humane Society, City and
County of Brookings to work together to determine if the animal control department
for Brookings and BRHS could find opportunities to integrate and work together to
create a more sustainable operation. Also included was the need to recognize all
partners financial responsibility in creating this sustainable operation.
The task force initial kick off meeting on January 24th took the group through
identifying the following key elements:
i) What does the Community Expect?
ii) Identifying Goals and Challenges
iii) Prioritization of the Elements
iv) Round Table Discussions
v) Sustainability Goal
Copies of meeting minutes from that meeting include long lists of identified areas to
consider, discuss, incorporate into the process.
Additional meetings continued to hone into these areas.
The group (All invited but only BRHS people participated) visited Hawk Creek Humane
Society in Wilmar, MN, on March 3rd. Some of the key takeaways from this visit include:
i) Fully integrated with Animal Control for 2 counties and city of Wilmar.
ii) They utilize training officers and deputies for AC and have no AC
department. Included at the round table were the following members from
Wilmar, MN, Kandiyohi and Meeker Counties:
Keith Nelson – HSKMC – President of TWC
Ike Holland – HSKMC – City Manager – Willmar, MN
Dick Rietsma – HSKMC – Board Chair – retired
Larry Kleindl – HSKMC – Kandiyohi County Administrator
Eric Toloufson – Kandiyohi County Sheriff’s Deputy
Alex Anderson – Police Officer – City of Willmar
Liz Warren – HSKMC Board Director
Bobbie Buckminster – HSKMC – HCAS Administrator
iii) Ike, Larry, Eric and Alex all shared in length how they were integrated with
Hawk Creek Animal Shelter who all shared and insisted the system worked
very well with no issues.
iv) The facility is owned by the County and leased back to the HS for $1/year.
v) The group has an appropriate fee-based schedule with both counties and
the city that supports funding to nearly 40 - 50% of total operational costs.
PROCESS TO
SOLUTION
7
Through the next meetings the group discussed the 3 most likely outcomes of the task
force. Those included:
1) Increased financial support from the city to pay for more of their share of the
cost of re homing unwanted animals from the city. Limited changes to
existing facility.
2) Including increased financial support highlighted above, additionally,
changes to existing facility would be made to enable utilization as a long-
term home for the organization with a mechanism to obtain ownership for
the facility. Could include the relocation of animal control onto this site.
3) The most desirable option although a longer-term goal would be for a new
facility designed for an animal shelter with integrated animal control on site.
The group continued to work in 5 sub committees. These groups focused on:
1) Modeling of the 3 facility requirements for #1 and #2 and budgeting for #2
and #3.
2) Work on the capital campaign and financial modeling for ongoing
fundraising.
3) Creation of a cost model for operational costs to accurately represent the
costs associated with those animals coming from the city into the system.
4) Development of MOA or operating agreement with the city animal control
department to create a more seamless and sustainable operation.
5) Work to create the final report and presentation to the city and county.
The outcome of the process is this document with attachments.
PROCESS TO
SOLUTION
8
Option 1:
Minimal Improvement of Current Facility – In this option we will work with the existing
landlord to optimize the facility in the current state. This will include making the
following minor modifications:
1) New Food Prep, Storage, Overflow – This area would be moved into the area
currently utilized for the food pantry. Will make it easier to access the kennel
area and access to better utilities.
2) Hallway Modification – Currently the flow of the public goes through the
medical treatment area. A hallway will be added to allow the public access
to the dog kennel area and keep them from the medical and surgical area.
3) Cat Room Modifications – In order to facilitate greater utilization, some minor
modification will be made to open this space up.
4) Make Office new Meet/Greet Space – The existing meet and greet area will
be moved into the general public access area and the existing office
location.
5) Finish Current Food Prep into Office – This space will be refinished into the
director office to position next to front desk and entry to provide for
improved communications.
6) X Ray Room – Which is presently used for meet and great will now be utilized
for the Food Pantry.
7) Repair Drainage Dog Kennels – Repair of drainage to improve ability to
clean kennel space to be executed.
8) Exercise and Meet/Greet yard & Landscape – A space to be created with
fencing on the exterior to provide a meet and greet exterior area. (allows
future “siblings” to be introduced in a controlled environment.
9) Other – Existing kennels to have tops replaced from open mesh style to solid
panels. Some rearrangement of space for exotics and over flows.
Option 2:
Includes all those items in option 1 but in addition provides first step toward the
creation of a permanent home. Exercise of this option would include the option to
purchase or eventually own the existing site. This will include making the following
additional more major modifications:
FACILITY
SOLUTIONS
9
1) Finish Court Yard for Use – The existing courtyard space to be finished out with
roof and flooring to provide for food prep area and storage/overflow.
2) Block Kennels Constructed – To improve the ability to clean and sterilize the
existing panel style kennels to be replaced with more traditional block
structured kennels. Allow for a roof panel as well to allow unit to be hosed
and cleaned out quicker and more effectively.
3) Quiet Room Wall – Within the kennel space a wall will be added to isolate a
number of kennels for particularly noisy dogs. To allow people to enter with
less disruption to the animals and provide for more effective interaction.
4) Add Ventilation (EF's) to Kennels – Along with the new style kennels, exhaust
fan will be added to draw airflow through the kennels and out for better
infection control and better control of odor.
5) Fencing (300' to 500') – On the east side of the facility will add more fenced
space to provide or exercise and temporary holding (during kennel
cleaning).
6) Landscaping – Addition of trees, shrubs and grass to improve overall
appearance of the space.
Option 3:
Includes all those items in option 1 and 2 but in addition provides more major efforts to
create a permanent home. Exercise of this option would include the option to
purchase or eventually own the existing site. This will include a major expansion to
include:
1) Addition of approximately 2400 Ft on the east side of the existing facility. This
space will then include:
a. A separate area for the public to bring animals to surrender.
This will help to allow the evaluation of new animals prior to
introduction into the general population.
b. A series of spaces is included then (not open to public) for
the processing of animals into the system. This include:
i. Medical Isolation
ii. Behavioral Isolation
iii. Quarantine Area
c. Additional HVAC improvements for ventilation as well as
heating and cooling efficiency improvements.
d. Possible addition of a surgical space allowing for more SDSU
student interaction.
FACILITY
SOLUTIONS
10
Option 4:
Includes all those items in option 1, 2 and 3 but in addition provides for additional
space to be added to house animal control. This addition would include:
1) Approximately 1500 square feet of space to provide for kennels, cat cages
for 5 days hold as well as bite hold space and a small office.
2) An additional 500 square feet of garage to hold specialize animal control
vehicle.
Option 5:
This is budgetary pricing to construct a new 7500 feet square facility. This would
provide space for BRHS and AC needs. Current market conditions indicate that with
specialized HVAC requirements and specialized furnishing, we would expect
construction costs in the $185 to $225/Ft2 range.
It is understood that this could be a future goal for the organization with the city and
county. Having a facility designed properly will enable us to easily handle the
population growth of the city and county and consequential stray pet population. A
new facility that combines animal control would provide for a more streamlined
process within the community and create a positive environment and face to the
public of how the city treats it’s lost and discarder pets.
FACILITY
SOLUTIONS
11
Option 1:
Should the city be willing to increase funding to a more appropriate share of the costs
needed to house, medically treat, spay or neuter and vaccinate those animals
coming into the system from the city and county, the task force would propose the
following:
Funding Formula:
The methodology applied is a 50/50 partnership with the city/county to provide half
the costs of the care for those animals coming from animal control and for the other
half to be provided by BRHS through private funding and contributions. This amount
could be budgeted for and adjusted annually if necessary.
BRHS/City/County Cost Formula 2017 2018
Total Animals 532 545
Total Animals from City and County 321 335
% from City 60.3% 61.5%
Total Expenses 201,632.00$ 206,125
Cost per Animal 379.01$ 378.21$
City/Co Animal Costs 121,661.41$ 126,700.69$
Adoption Fees 36,744.37$ 38,000.00$
% Credited (% from City * Fees) 22,170.95$ 23,357.80$
Total City/Co Animal Costs 99,490.47$ 103,342.89$
Proposed % Share Paid by City/Co 50% 50%
Cost Paid by City/Co 49,745.23$ 51,671.44$
Previously Paid 19,000.00$ 19,000.00$
Balance proposed paid by City 30,745.23$ 32,671.44$
RECOMMENDATIONS
12
Option 2:
Discussions around the re-locating of animal control to the existing BRHS site with an
expansion was discussed. Some members of the city on the task force felt no benefit
from this arrangement would occur. Others felt there would be advantages for joint
care of the animals ultimately having a positive impact on costs and the ability to be
proactive in terms of animals known to be coming into the system.
Should this occur, the existing site would be freed up for use by the city for storage or
other uses or for sale. Combination of the operating costs would have some benefit.
Option 3:
The construction of a properly designed and dedicated shelter is a desirable solution.
However, it is believed that given the current tone of the city this is not practical and
would take a very generous donor to support a long-term solution.
RECOMMENDATIONS
13
A. Existing Layout
B. New Layout
C. Fundraising Plan
D. Other
APPENDIX
14
APPENDIX A
Existing w/Minor Tenant /
Owner Modifications
15
APPENDIX A
Existing w/Minor Tenant /
Owner Modifications
16
APPENDIX B
Existing w/Shelter
Specific Remodel
17
APPENDIX B
Existing w/Shelter
Specific Remodel
18
APPENDIX B
Existing w/Shelter Specific
Remodel & Addition
19
APPENDIX B
Existing w/Shelter Specific
Remodel & Addition
20
Fundraiser Net Profit Goal
Golf Tournament $7,000.00
Poker Run $700.00
Welly Walk $2,500.00
Kickball Tournament $1,000.00
Paws for Wine $20,000.00
Bake Sales $3,200.00
Movie Theater Event $3,000.00
County Funding $10,000.00 Requested $20,000
for 2019
City Funding $9,000.00
Photography Sessions $1,650
Holiday Mailer $6,000
Gift Wrapping $300.00
Hy‐Vee Receipts $5,000.00
Aluminum Cans $1,500.00
Memberships/Friends of
BRHS
$3,000.00
Second Mailer $3,000.00
Community Fund $500.00
Elmen Foundation $3,000.00
Dog and Cat Banks $1,800.00
APPENDIX C
Fundraising Plan
21
General Donations $60,000.00
Memorials $500.00
Adoption/Surrender Fees $37,000.00
Second Movie Theater Event $3,000.00
Major Donation Requests $30,000.00
Total $212,650.00
The subcommittee on the revenue side did a great job of capturing the major events
that BRHS has conducted traditionally as well as planning for 2 new events being
added (poker run and golf tournament).
As with all fundraising events this is a best estimate based on previous history. For
example, since this was put together the Poker Run which was budgeted for $700
raised $1500 but the movie event budgeted for $3000 brought in $1200.
The goal, of course, is to exceed our operational costs by at 10 – 20% in order to save
for lean times and help fund expansion, new capital expenses and additional
programs such as the low income spay/neuter program.
APPENDIX C
Fundraising Plan
22
Hawk Creek Shelter Video. Active link or copy/type into browser.
https://youtu.be/VYz6I2VyI0s ‐ Hawk Recognition Wall and Discussion – 1:22 min
https://youtu.be/mMwrnazgMKM ‐ Hawk Outdoor Kennel Space - :40 min
https://youtu.be/X9rACsuULRY ‐ Hawk Medical Surg Panty Discussion – 2:47min
https://youtu.be/jDXSVfOHyO4 ‐ Hawk Intake Iso Area – 1:42 min
https://youtu.be/Lx1F5dKxtis ‐ Hawk Intake Dogs AC – 1:15 min
https://youtu.be/JYSFW2xRNoE ‐ Hawk Dog Kennels post Intake – 1:50 min
additional videos from round table (audio quality poor but can hear most)
Video 1: This is our introduction with Bobbi at Hawk Creek 6:25
https://www.youtube.com/watch?v=mXEoO135oQ8&feature=youtu.be
Video 2: Q&A at Hawk Creek when 2 more of their board members joined. 13:50
https://www.youtube.com/watch?v=z0zLx3yR6bM&feature=youtu.be
Video 3: Introductions at the Q&A at TWC 4:12
https://www.youtube.com/watch?v=pLPgkmXAqlA&feature=youtu.be
Video 4: Q&A at TWC 33:10
https://www.youtube.com/watch?v=g3HkwoEkt68&feature=youtu.be
Video 5: Q&A at TWC continued 19:10
https://www.youtube.com/watch?v=gAfmwZRKucs&feature=youtu.be
Video 6: Closing comments after lunch 6:17
https://www.youtube.com/watch?v=sS4chwhHXIc&feature=youtu.be
APPENDIX D
Other
City of Brookings
Staff Report
Brookings City & County
Government Center, 520
Third Street
Brookings, SD 57006
(605) 692-6281 phone
(605) 692-6907 fax
File #:ID 2018-0313,Version:1
Action to approve the June 26, 2018 City Council Minutes.
Attachments:
6/26/2018 Minutes
City of Brookings Printed on 7/5/2018Page 1 of 1
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Brookings City Council
June 26, 2018 (unapproved)
The Brookings City Council held a meeting on Tuesday, June 26, 2018 at 6:00 p.m., at
City Hall with the following City Council members present: Mayor Keith Corbett, Council
Members Mary Kidwiler, Dan Hansen, Holly Tilton Byrne, Nick Wendell, Patty Bacon,
and Ope Niemeyer. City Manager Paul Briseno, City Attorney Steve Britzman, and
Deputy City Clerk Bonnie Foster were also present.
6:00 PM Regular Meeting
Consent Agenda. Item #8.C. Resolution 18-047, a Resolution annexing the N 340' of
the E 660' excluding the E 350' and the E 440' excluding the E 350' all in the SE 1/4 SW
¼ of Section 2-T109N-R50W was removed from the agenda. A motion was made by
Council Member Kidwiler, seconded by Council Member Wendell, to approve the
agenda as amended. The motion carried by the following vote: Yes: 7 - Corbett,
Niemeyer, Hansen, Kidwiler, Bacon, Wendell, and Tilton Byrne.
3.A. Action to approve the agenda.
3.B. Action to approve the June 12 and June 19, 2018 City Council Minutes.
Open Forum. Heidi Gullickson, Executive Director of Brookings Area United Way,
promoted the "Week of Impact" to be held September 16-25, 2018.
Resolution 18-048. A motion was made by Council Member Niemeyer, seconded by
Council Member Hansen, that Resolution 18-048, a Resolution Awarding Bids on 2018-
10STI LeFevre Drive Street Project, be approved. The motion carried by the following
vote: Yes: 7 - Niemeyer, Hansen, Kidwiler, Wendell, Bacon, Tilton Byrne, and Corbett.
Resolution 18-048 - Resolution Awarding Bids on
Project 2018-10STI LeFevre Drive Street Project
Whereas, the City of Brookings opened bids for the 2018-10STI LeFevre Drive Street
Project on Tuesday, June 19, 2018 at 1:30 pm at the Brookings City & County
Government Center; and
Whereas, the City of Brookings has received the following bids for the 2016-10STI
LeFevre Drive Street Project: Timmons Construction, Inc.: $297,154.26, Big-O-
Concrete: $352,375.90 and BX Civil & Construction, Inc.: $445,283.40.
Now Therefore, Be It Resolved that the low bid of $297,154.26 for Timmons
Construction, Inc. be accepted.
Temporary Liquor Application. A public hearing was held on a Temporary Liquor
Application for the Brookings Volunteer Fire Association Street Dance to be held in the
300 Block of 5th Street on July 21, 2018. A motion was made by Council Member
Kidwiler, seconded by Council Member Hansen, that the Temporary Liquor Application
be approved. The motion carried by the following vote: Yes: 7 - Niemeyer, Hansen,
Kidwiler, Wendell, Bacon, Tilton Byrne, and Corbett.
Temporary Liquor Application. A public hearing was held on a Temporary Liquor
Application for Downtown Brookings, Inc., to host a series of events for Downtown at
Sundown on the 300 Block of 5th Street (between 3rd Ave. and Main Ave.) on July 12,
July 19, July 26, August 2, August 9, August 16, and August 23, 2018. A motion was
made by Council Member Tilton Byrne, seconded by Council Member Bacon, that the
Temporary Liquor Application be approved. The motion carried by the following vote:
Yes: 7 - Niemeyer, Hansen, Kidwiler, Wendell, Bacon, Tilton Byrne, and Corbett.
Resolution 18-049. A motion was made by Council Member Kidwiler, seconded by
Council Member Niemeyer, that Action on Resolution 18-049, a Resolution providing
financial commitment for a Federal BUILD Grant to fund the development of the I-29
and 20th Street South Interchange be approved. Public Comment: Lyle
Bowes and Regan Rohl. An amendment was made by Council Member Tilton Byrne,
seconded by Council Member Hansen, that Resolution 18-049 include the following
language "contingent upon receipt of the grant." On the amendment, the motion carried
by the following vote: Yes: 7 - Niemeyer, Hansen, Kidwiler, Wendell, Bacon, Tilton
Byrne, and Corbett. On the original motion, as amended, the motion carried by the
following vote: Yes: 7 - Niemeyer, Hansen, Kidwiler, Wendell, Bacon, Tilton Byrne, and
Corbett.
Resolution 18-049 - A Resolution Providing Financial Commitment
for a Federal BUILD Grant to
fund the development of the I-29 and 20th Street South Interchange
Whereas, the City of Brookings supports the development of a I-29 and 20th Street
South Interchange; and
Whereas, the City of Brookings is desirous in providing increased economic
development opportunities, connectivity and safety improvements; and
Whereas, the Federal Government has grant funds available through the Better Utilizing
Investments to Leverage Development (BUILD) Grant Program; and
Whereas, the City of Brookings will commit the necessary funds toward the local match
not to exceed $3.6 million or 20% of the total project cost; and
Whereas, the City of Brookings supports the Brookings Economic Development
Corporation’s application for the I-29 and 20th Street South Interchange Project; and
Now, Therefore, Be It Resolved that the City Council of the City of Brookings financially
supports the described application for the I-29 and 20
th Street South Interchange
Project, upon receiving the grant.
Adjourn. A motion was made by Council Member Hansen, seconded by Council
Member Niemeyer, to adjourn the meeting at 6:20 p.m. The motion carried by a
unanimous vote.
CITY OF BROOKINGS
Keith W. Corbett, Mayor
ATTEST:
Shari Thornes, City Clerk
City of Brookings
Staff Report
Brookings City & County
Government Center, 520
Third Street
Brookings, SD 57006
(605) 692-6281 phone
(605) 692-6907 fax
File #:RES 18-050,Version:1
Action to approve Resolution 18-050, a Resolution authorizing the City Manager to Sign Documents
for DTOS59-18-RA-BUILD1 Grant Application.
Summary:
A resolution designating the City Manager as an authorized representative to sign documents on
behalf of the City of Brookings for a grant application.
Background:
The City of Brookings is interested in submitting a grant application through the Department of
Transportation National Infrastructure Investments program. The City Council previously committed
to a local match with Resolution 18-049. Resolution 18-050 designated the City Manager as the
authorized representative to sign documents associated with the grant application and any potential
funding awards.
Staff Recommendation:
Staff recommends approval.
Attachments:
Resolution 18-050
Resolution 18-049
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Resolution 18-050
A Resolution Authorizing the City Manager to Sign Documents for
DTOS59-18-RA-BUILD1 Grant Application
Whereas, the Brookings City Council desires to apply for grant assistance through the
National Infrastructure Investments BUILD program for an interchange project;
Whereas, the City of Brookings is committed to providing a local match towards the
project costs;
Now Therefore Be It Resolved that the City Manager of the City of Brookings is
authorized to sign documents on behalf of the City of Brookings associated with the
DTOS59-18-RA-BUILD1 grant application and funding award documents.
Dated this 10th day of July, 2018.
CITY OF BROOKINGS
Paul M. Briseno, City Manager
ATTEST:
Shari Thornes, City Clerk
City of Brookings
Staff Report
Brookings City & County
Government Center, 520
Third Street
Brookings, SD 57006
(605) 692-6281 phone
(605) 692-6907 fax
File #:ID 2018-0312,Version:1
Public Hearing and Action on a Temporary Liquor Application from Old Market Eatery for a temporary
liquor license to operate within the City of Brookings, South Dakota for a Humane Society Fundraiser
to be held on July 19 at Cinema 8 Theatre, 219 6th Street.
Summary:
The Old Market Eatery has applied for a Temporary Liquor License for a Humane Society Fundraiser
to be held on July 19 at Cinema 8 Theatre, 219 6th Street. All temporary alcohol licenses must be
approved by the City Council through use of a public hearing. All documents have been filed with the
City pertaining to insurance and other licensing requirements.
Recommendation:
Staff recommends approval.
Attachments:
Legal Notice
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Public Hearing
Sale of Alcoholic Beverages
NOTICE IS HEREBY GIVEN that the Brookings City Council, Brookings, South Dakota,
will hold a public hearing at 6:00 p.m., Tuesday, July 10, 2018, in the Brookings City &
County Government Center, 520 Third Street, to consider an application from Old
Market Eatery for a temporary liquor license to operate within the City of Brookings,
South Dakota for a Humane Society Fundraiser to be held on July 19 at Cinema 8
Theatre, 219 6th Street. At which time and place all persons interested will be given a
full, fair and complete hearing thereon.
Dated at Brookings, South Dakota, this 3rd day of July, 2018.
Shari Thornes, City Clerk
Published time(s) at an approximate cost: $.
City of Brookings
Staff Report
Brookings City & County
Government Center, 520
Third Street
Brookings, SD 57006
(605) 692-6281 phone
(605) 692-6907 fax
File #:ID 2018-0310,Version:1
Discussion and Possible Action to Approve Tax Increment District #8 Pre-Application.
Summary:
PEM Affordable Housing LLC has submitted a Tax Increment Financing pre-application for an
affordable housing project.
Background:
PEM Affordable Housing LLC has submitted a Tax Increment Financing (TIF) pre-application for a 32
lot affordable housing project. The applicant is proposing to sell 32 shovel-ready residential lots to
Inter-Lakes Community Action Partnership’s Mutual Self Help Housing Program. The proposed
project is located within the Timberline Addition bounded by the future streets of Brighton Road,
Summit Pass, Steamboat Trail and West 16th Avenue. The TIF proposal is a pay-as-you-go, whereby
the developer is responsible for fronting all of the costs and would be reimbursed as increment is
generated to the extent permissible by state law.
The total project cost for the project is $2,409,904, of which the applicant is requesting $1,481,904 as
TIF eligible expenses. The applicant will sell the 32 residential lots to ICAP for $29,000 per lot and re
-invest the revenue from the sale of the residential lots directly back into the project, thus reducing
the total TIF eligible expenses to $1,481,904 as requested. ICAP will in turn provide residential lots
through their Mutual Self-Help Housing Program. Homeowners are pre-qualified for the program
through income restrictions and participate in the build process. The individual home loans are
guaranteed by USDA-Rural Development. Past ICAP homes have been constructed in Brookings in
the $120,000 - $130,000 range.
The proposed project satisfies Section I. Objectives governing the use of TIF as outlined in the Tax
Increment Guidelines, specifically addressing the following objectives:
6. To stimulate the construction of safe and affordable housing units for low and moderate
income residents and expand the general housing stock.
8. To facilitate the development process and to achieve development on sites which would not
otherwise be developed BUT FOR the use of TIF.
A review of residential lots listed for sale as of July 2, 2018 in the City of Brookings revealed 99 lots
available with an average listing price of $53,188. The lowest priced lot was listed at $37,400 and a
total of 7 lots listed under $40,000.
Per the TIF guidelines, this is a pay-as-you-go TIF project whereby the developer is responsible for
the upfront costs and is reimbursed for eligible expenses as increment is generated.
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File #:ID 2018-0310,Version:1
Fiscal Impact:
This is a pay-as-you-go TIF whereby the developer fronts the costs of infrastructure, site
development, etc. and is reimbursed by increment generated from development. The City is not
financing the project and assumes no risk.
Recommendation:
Staff recommends approval.
Attachments:
Pre-application
Cost Estimates
District Map
Project Vicinity Map
TIF Guidelines
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Guidelines for the Use of
Tax Increment Finance
-City of Brookings, South Dakota-
Adopted by the City Council: January 13, 2009
Guidelines for the Use of
Tax Increment Finance
-City of Brookings, South Dakota-
Purpose of these Guidelines:
These guidelines are established to outline the City‟s position governing the intended use of
tax increment financing (TIF) as an economic development tool for development. These
guidelines operate within the parameters of SDCL 11-9 as amended; and shall be used as a
procedural framework for considering applications for its use. The fundamental purpose of
tax increment financing in Brookings is to encourage desirable development or
redevelopment that would not otherwise occur but for the assistance provided through TIF.
It shall further be the intent of TIF use to be for the shortest duration possible to achieve
the City‟s desired results for the specific project. The City reserves the right to approve or
reject projects on a case-by-case basis, taking into consideration established policies, project
criteria, existing ordinances, and demand on city services in relation to the potential benefits
from the project. Meeting the criteria does not guarantee the award of TIF to the project.
Approval or denial of one project is not intended to set precedent for approval or denial of
another project. Each project is unique and must stand on its own merits.
Section I: Objectives governing the use of TIF
The City will consider using TIF to assist private and public development projects provided
Item (8) in this Section and one additional of the following public purpose objectives are
satisfied.
1) To retain local jobs and/or increase the number and diversity of jobs that offer
stable employment and/or attractive wages and benefits. These jobs should be at
the level sufficient to being considered a living wage/head-of-household income, and
be considered primary jobs.
2) To encourage the redevelopment of deteriorated, contaminated, designated
“brownfield”, or otherwise blighted real property through the investment of TIF
funding; to result in an appreciably higher level of quality redevelopment and private
reinvestment.
3) To stimulate economic development in Brookings by assisting projects that promote
the long term economic vitality of the community; and contributes to the fulfillment
of the City‟s development or redevelopment objectives.
4) To stimulate increased private investment in areas that would have otherwise
remained undeveloped or under-developed and which will, in the long term, provide
a significant source of additional tax revenues to all taxing jurisdictions.
5) To encourage additional unsubsidized private development in the area, either directly
or indirectly through “spin-off” development.
6) To stimulate the construction of safe and affordable housing units for low and
moderate income residents and expand the general housing stock. (The latest
available housing plan/survey, and information from South Dakota Housing
Development Authority should be used as the primary guideline for determining
affordability levels.)
7) To offset increased costs of redevelopment over and above the costs normally
incurred in development.
8) To facilitate the development process and to achieve development on sites which
would not otherwise be developed BUT FOR the use of TIF. Use of TIF shall be
considered a financing means of last resort as determined by the City Council.
9) To support and assist in the implementation of the City‟s Comprehensive Plan.
10) To broaden and expand the tax base to the benefit of all taxing jurisdictions.
11) To support redevelopment efforts that enhance and preserve unique urban features
including but not limited to the downtown central business district, historic districts,
entryway features and amenities, and public assembly areas.
12) To the extent permitted by law, tax increment proceeds may be used to finance
eligible city-owned projects and improvements within the district as deemed
necessary by the City Council.
Section II: General guidelines governing the use of TIF
1) The City of Brookings will comply with all requirements of SDCL 11-9 as
amended. The City will undertake a comprehensive analysis to ensure the
proposed project satisfies the “BUT FOR” criteria. The project must
demonstrate to the satisfaction of the City Council, that it is not economically
feasible without the use of TIF.
2) The City of Brookings will use tax increment financing only when a clearly
identified city development objective is served and only to the degree necessary
to accomplish that development objective.
3) Tax increment financing will only be used in cases where the City has the
financial capacity to provide the needed public assistance, the Council deems it
fiscally prudent to provide such assistance, and the developer can clearly
demonstrate the development will be able to meet it‟s financial and public
purpose obligation.
4) The financing method of TIF districts shall be a “pay-as-you-go” method whereby
the applicant fronts the costs and will be reimbursed by the City over time as
increment becomes available. The developer shall be considered the borrower
under „pay-as-you-go” and the City shall not be liable for debt. As an alternative,
the City Council may consider the issuance of bonded indebtedness through tax
increment bonds only when unique circumstances determine “pay-as-you-go” is
not feasible.
5) As a condition of using TIF, applicants agree to waive their right to use the
discretionary formula. The discretionary formula provides a financial incentive
in addition to the use of tax increment. Using the discretionary formula lessens
the availability of increment needed to finance the project.
6) Only those public improvements and redevelopment costs directly associated
with, or needed to service the proposed development plan or project, should be
financed through tax increment proceeds.
7) The amount of increment remitted to the developer shall not exceed the amount
in the approved project plan as adopted by the City Council; and shall be only
for the lesser of either actual or budgeted expenditures in the approved plan.
8) The duration of the tax increment district shall be determined in the approved
project plan as adopted by the City and shall terminate at such time as the
sufficient increment has been generated pursuant to the approved project plan.
In the event sufficient increment has not been generated by the time of the
scheduled decertification of the district, the developer shall be responsible for
any shortfall.
9) Tax increment expenditures shall only be made for items directly related to, and
ancillary to, a bona fide public purpose or public benefit as determined
exclusively by the City Council.
10) The City shall advertise for competitive bids for construction of the project, shall
hold the construction contract, and shall make payments to the contractor with
reimbursements from the applicant for pay-as-you-go projects, or from the bond
fund for bonded indebtedness funds. The City shall not make any payments to
the contractor until the applicant has made sufficient deposits to the City to
cover the contractor payments for pay-as-you-go projects.
11) All development proposals should seek to maximize the amount of private
investment per dollar of public assistance. Public assistance as a percentage of
total development costs will be determined for each project as part of the review
and compared to other development projects or subprojects of similar scope and
magnitude whenever possible.
12) The City may, on a case-by-case basis, establish public purpose requirements
specific to an application that must be met for the project. Such requirements
shall be described in the project plan, development agreement, or other binding
document between the City and the applicant, which may be in addition to the
scope of applicable city ordinances or policies. Such items which may be
included and if included would require performance by the Applicant may
include but are not limited to: prescribed valuation of a home or building,
acreage or building sizes, wages, number of jobs created/retained, building
materials affecting appearance, landscaping, signage, property valuation increases,
sales tax generating capacity, historic preservation, environmental improvements,
transportation improvements, blight remediation, parking improvements, etc.
13) Applicant shall demonstrate to the satisfaction of the City that sufficient market
demand exists for the proposed project. TIF shall not be used to support
speculative projects.
14) Applicant must provide adequate financial guarantees to constitute a minimum
of 10 percent equity investment cash infusion by Applicant into the overall
project. Private lender financing and TIF shall not be counted toward the 10
percent equity requirement.
15) Applicant must provide adequate financial and legal guarantees to ensure
completion of the project, including, but not limited to letters of credit,
performance bonds, and personal guarantees.
16) For the purposes of underwriting the proposal, the applicant shall provide any
requested market, financial, environmental, or other data pertaining to the
proposed TIF project requested by the City or its consultants.
17) The project must be consistent with the City‟s Comprehensive Plan, Zoning
Ordinances, Subdivision Regulations, Land Use Plan, and any other duly-adopted
master plans affected by the use of Tax Increment Financing.
18) The applicant shall adequately demonstrate, to the City‟s sole satisfaction, an
ability to complete the proposed project based on past development experience,
general reputation, and credit history, among other factors, including the size and
scope of the project.
19) The City may reject the use of TIF if it determines the project would place an
extraordinary demand on city services or if the project that would have
significant detrimental impacts on the health, safety, or general welfare of the
community.
20) The City may consider amendments to either the district boundaries after a
district is certified, or to the previously-adopted project plan. Amendments may
be necessary to accommodate changes to desired public purpose outcomes.
21) The final interest rate and terms on the TIF Note shall be determined by the City
Council and incorporated into the Development Agreement.
Section III: Economic Analysis and Risk Assessment Process
1) Proposed uses of tax increment will be subject to rigorous economic analysis and
risk assessment. This analysis will be conducted by the TIF Review Staff Team
through their review process. The analysis may include review and assessment
by consultants. (The TIF Review Staff Team shall consist of: City Manager (or
designee), City Finance Officer, City Engineer, Community Development
Director, Planning/Zoning Administrator, BEDC Economic Development
Director.)
2) The analysis and assessment of all proposed uses of tax increment will address
the following questions as part of the standard format for reports to the City
Council.
i. What is the public purpose of the financial assistance for this project?
ii. Why is there a financial need for public investment and/or subsidy?
iii. What is the total cost of the project?
iv. What is the appropriate level of public participation?
v. What are the risks associated with the project?
vi. What are the alternative plans for managing the risk?
vii. How does the proposed project finance plan compare with
previously approved comparable projects?
viii. What is the project‟s impact on other publicly financed projects?
3) The results of the Economic Analysis and Risk Assessment will be presented to
the City Planning Commission and City Council at a time consistent with the
schedule provided in Section V. The report shall identify any elements of the
proposed project that are not in conformance with this policy.
4) Applicants shall pay a TIF application fee as determined by City resolution as a
means of cost recovery for time and resources involved with approval of a TIF
project. The fee shall be due and payable as part of the application process in
Section V, Step 3. The process outlined in Section V shall not proceed until this
amount has been paid in full. Applicants shall pay the fees associated with the
Bond Counsel and Financial Advisor who shall be retained by the City for review
of the TIF project. Applicants shall pay direct costs associated with processing
the TIF application including but not limited to postage, hearing notices, surveys,
platting, engineering, copying, legal fees, appraisals, recording fees, etc. Such
costs shall not be the responsibility of the City.
5) The City may require periodic reports on the financial and developmental
performance of the TIF district during the term of the district.
Section IV: Eligible costs of tax increment revenue
The City reserves the right to further restrict eligible costs as enumerated in state law in this
section as well as for each TIF project. Private buildings, structures, utilities or other
private-use improvements are not eligible for TIF assistance. Development costs that are
eligible for reimbursement with tax increment revenues are listed below.
Property acquisition
Elimination of slum and blighted conditions on property/land clearance
Soils corrections
Site preparation/clearing and grading of land
Removal of hazardous wastes or remediation of site contamination
Construction of capital public improvements such as:
Streets Curb and gutter
Storm drainage utilities/ponds Wastewater utilities
Water utilities Sidewalks/trails/pathways
Landscaping improvements Signage & traffic controls
Lighting Public parking lots
Organizational costs
Capitalized interest/finance charges
Professional service costs
Imputed administrative costs
Relocation costs
Other costs permitted by state law as may be prescribed in the TIF project plan.
Section V: Tax Increment Finance application and approval process
Each step must be approved before the project can move to the next step. The project shall
be terminated for failure to meet the requirements of each step unless each step is
satisfactorily completed or the step is modified to the satisfaction of the City in order to
advance to the next step.
1) Applicant submits pre-application for TIF project to Community Development
Director. (Attachment 1)
2) City Council reviews pre-application to assess viability/feasibility of project.
3) Applicant submits full application, including application fee, to Community
Development Director. (Attachment 2)
4) TIF Review Team undertakes review of the application and project.
5) Project Plan is written by Review Team, Bond Counsel, & Financial Advisor.
6) Notices of a Public Hearing before Planning Commission are distributed.
7) Planning Commission holds public hearing; approves the district boundaries and
project plan.
8) TIF Review Team develops Development Agreement.
9) City Council approves district boundaries and Project Plan.
10) City Engineer and Community Development Director give final approval of
development plans.
11) City Council approves Development Agreement.
12) City advertises for bidders for the construction of the project.
13) City staff holds bid opening, City Council awards contract for construction.
14) City Engineer gives contractor notice to proceed with construction.
15) City forwards appropriate records to Dept. of Revenue and County Officers.
16) Review/evaluation of project performance. (Attachment 3)
NOTE: In the event the TIF Review Team rejects the project in Step 4, the applicant may
appeal to the City Council. The TIF Review Team shall provide the applicant a list of
deficiencies as justification for any rejection of the project.
Attachment 1: Pre-application
Tax Increment Finance Policy
-City of Brookings, South Dakota-
Department of Community Development
Applicant Name and Address: Date:________
Proposed project location: (Address, legal description) Attach a map
Current zoning: _____ Zoning Change to accommodate proposed project: _____
Project Description:
Improvements to be financed by TIF:
Estimated cost of total project and TIF-eligible expenses:
Current status of development: (platted, zoned, engineered, designed, etc.)
--------------------------------------- FOR CITY USE ONLY-----------------------------------
Staff Review Comments:
Recommend to go to City Council for Section V; Step 2: ___YES ___NO
If NO, what are the deficiencies?
Community Development Director:________________________ Date:______
Attachment 2: TIF Application
Tax Increment Finance Policy
-City of Brookings, South Dakota-
Department of Community Development
THIS SECTION WILL BE WRITTEN AFTER THE CITY COUNCIL
APPROVES THE OVERALL POLICY
Attachment 3: Evaluation/project performance
Tax Increment Finance Policy
-City of Brookings, South Dakota-
Department of Community Development
THIS SECTION WILL BE WRITTEN AFTER THE COUNCIL
APPROVES THE OVERALL POLICY