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Home My WebLink About2017_01_10 CC PKTCity Council City of Brookings Meeting Agenda - Final Brookings City Council Brookings City & County Government Center 520 3rd St., Suite 230 Brookings, SD 57006 Phone: (605) 692-6281 Fax: (605) 692-6907 Vision Statement: "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!" Council Chambers6:00 PMTuesday, January 10, 2017 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. 6:00 PM REGULAR MEETING 1. Call to Order / Pledge of Allegiance. 2.ID 2017-0002 Present Certificate of Appointment and Oath of Office to Interim Mayor Scott Munsterman. Certificate of Appointment and Oath of OfficeAttachments: 3. Record of Council Attendance. 4. 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. 4.A. Action to approve the agenda. 4.B.ID 2017-0001 Action to approve the December 13 City Council Minutes. December 13, 2016 MinutesAttachments: Page 1 City of Brookings January 10, 2017City Council Meeting Agenda - Final 4.C.Res 17-001 Action to approve Resolution 17-001, a Resolution authorizing Change Order No. 1 (Final) for 2016-04STI, 3rd Street & 22nd Avenue Traffic Signal Project, Action Electric Company. Resolution Extension Letter Attachments: 4.D.RES 17-004 Action on Resolution 17-004, a Resolution designating depositories. ResolutionAttachments: 4.E.RES 17-005 Action on Resolution No. 17-005, a Resolution annexing the south 30 feet of the north 1,350 feet, except the west 312 feet and except the east 1,128.5 feet of the NE1/4 in Section 1-T109N-R50W in Brookings County, South Dakota. Resolution Planning Commission Minutes Excerpt Notice Petition & Map County Resolution Attachments: 4.F.RES 17-007 Action on Resolution 17-007, a Resolution annexing the south 30 feet of the north 1,350 feet of the east 1,128.5 except par of Lot 1 in the Richard Price Addition in the NE1/4 in Section 1-T109N-R50W in Brookings County, South Dakota. Resolution Planning Commission Minutes Excerpt Notice Petition & Map County Resolution.pdf Attachments: 4.G.RES 17-009 Action to approve Resolution 17-009, a Resolution authorizing Change Order No. 2 for 2016-09STI, LeFevre Drive Storm Sewer Project, Timmons Construction, Inc. ResolutionAttachments: 5. Items removed from Consent Agenda. Action: Motion to Approve, Request Public Comment, Roll Call 6. Open Forum/Presentations/Reports: 6.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. Page 2 City of Brookings January 10, 2017City Council Meeting Agenda - Final 6.B. SDSU Student Association Report. 7. Contracts/Change Orders: 7.A.RES 17-008 Action on Resolution 17-008, a Resolution authorizing the City Manager to enter into an Agreement for Professional Services with RDG Planning & Design for a Comprehensive Master Plan for the City of Brookings. Resolution Comp Plan RFP Notice Comp Plan-RFP RDG Agreement RDG Scope of Work RDG Schedule Cost Proposals Comprehensive Plan Charter Attachments: Action: Motion to Approve, Request Public Comment, Roll Call 8. Ordinance First Readings: 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.A.ORD 17-001 Introduction and First Reading on Ordinance 17-001, an Ordinance pertaining to a Conditional Use Permit for a commercial dog kennel on Colburn Tract of the Colburn-Hind Subdivision and Lot 2, Stewart’s Addition (also known as 230 US Highway 14 Bypass). Ordinance Planning Commission Minutes Excerpt Notice Application Aerial Map Area Map Attachments: 9. Public Hearings and Second Readings: 10. Other Business: 10.A.RES 17-003 Action on Resolution 17-003, a Resolution amending the City of Brookings Investment Policy. Proposed amendments to Resolution Resolution Attachments: Action: Motion to Approve, Request Public Comment, Roll Call Page 3 City of Brookings January 10, 2017City Council Meeting Agenda - Final 10.B.ID 2016-0774 Discussion and possible action on Residential Permit Parking Options and Associated Costs. Cost Estimate (revised 1/5/17) Permit Parking Sign Layout Residential Parking Zone Procedure Potential Zone A Potential Zone B Attachments: 10.C.ID 2016-0790 Action to approve the Charter for a joint City, County, and School Task Force on Mental Health. Draft CharterAttachments: 11. 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. 12. Adjourn. Brookings City Council: Scott Munsterman, Mayor, Keith Corbett, Deputy Mayor & Council Member Council Members Patty Bacon, Dan Hansen, Mary Kidwiler, Ope Niemeyer, and Nick Wendell Council Staff: Jeffrey W. Weldon, 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 4 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 2017-0002,Version:1 Present Certificate of Appointment and Oath of Office to Interim Mayor Scott Munsterman. Summary: Mayor Scott Munsterman will take his Oath of Office. Attachments: Certificate of Appointment and Oath of Office City of Brookings Printed on 1/5/2017Page 1 of 1 powered by Legistar™ State Of South Dakota County Of Brookings Municipality of Brookings Certificate Of Appointment This is to certify that on the 13 th day of December, 2016, at the City Council Meeting held in the City of Brookings Scott Munsterman was duly appointed by the City Council of the City of Brookings to the office of Mayor for a term beginning January 1, 2017 until April 30, 2017. Dated at Brookings, South Dakota, this 10th day of January, 2017. Shari Thornes, City Clerk Brookings City Council Oath of Office I, Scott Munsterman, having been appointed to the office of Mayor within and for the City of Brookings, Brookings County, South Dakota, do solemnly swear I will support the Constitution of the United States and of this State and the Brookings City Charter, and faithfully discharge the duties of my office, and that I am not under direct or indirect obligation to appoint or elect any person to any office, position, or employment under the government of the City of Brookings. Scott Munsterman Subscribed and sworn to before me this 10th day of January, 2017. Keith Corbett, Deputy Mayor 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 2017-0001,Version:1 Action to approve the December 13 City Council Minutes. Attachments: December 13, 2016 Minutes City of Brookings Printed on 1/5/2017Page 1 of 1 powered by Legistar™ Brookings City Council December 13, 2016 (unapproved) The Brookings City Council held a meeting on Tuesday, December 13, 2016 at 5:00 p.m., at City Hall with the following City Council members present: Mayor Tim Reed, Council Members Keith Corbett, Mary Kidwiler, Dan Hansen, Ope Niemeyer, Nick Wendell, and Patty Bacon. City Manager Jeffrey Weldon, City Attorney Steve Britzman, and City Clerk Shari Thornes were also present. Executive Session. A motion was made by Council Member Hansen, seconded by Council Member Wendell, to enter into Executive Session at 4:58 p.m. for purposes of discussing the qualifications, competence, performance, character or fitness of any public officer or employee or prospective public officer or employee with the City Council and City Manager present. The motion carried by a unanimous vote. A motion was made by Council Member Hansen, seconded by Council Member Corbett, to exit Executive Session at 6:00 p.m. The motion carried by a unanimous vote. Consent Agenda. A motion was made by Council Member Hansen, seconded by Council Member Wendell, to approve the Consent Agenda. The motion carried by the following vote: Yes: 7 - Corbett, Niemeyer, Hansen, Reed, Kidwiler, Bacon, and Wendell. 3.A. Action to approve the agenda. 3.B. Action to approve the November 8, November 22, and December 8 City Council Minutes. 3.C. Action on various appointments to City Boards, Committees and Commissions. Bicycle Advisory Committee: reappoint Jennifer McLaughlin and Steve Paula (terms 1/1/2017-1/1/2020), and appoint Eric Rasmussen (term 12/13/2016- 1/1/2018) and Keith Schram (term 1/1/2017-1/1/2020); Board of Adjustment: appoint Eric Youmans (term 1/1/2017-1/1/2020), appoint George Houtman (1/1/2017-1/1/2020), appoint Eric Rasmussen (term 1/1/2017-1/1/2020), appoint Dustin Edmison as 1st Alternate (term 12/13/2016-1/1/2019); Board of Appeals: appoint Dave Ekern and reappoint Jonathan Meendering (terms 1/1/2017-1/1/2022); Board of Health: reappoint Dr. Merritt Warren, Bob McGrath and Robert Wagner (terms 1/1/2017-1/1/2020), appoint Dr. Shelly Brandenburger (term 1/1/2017-1/1/2020); Brookings Committee for People who have Disabilities: reappoint Matt Simet (term 1/1/2017-1/1/2020), and appoint Ruth Harper (term 1/1/2017-1/1/2020); Brookings Health System Board of Trustees: reappoint Daryl England (term 1/1/2017-1/1/2020), appoint Nancy Fahrenwald (1/1/2017-1/1/2020); Business Improvement District #1 Board: reappoint Tari Waterman and Kate Treiber (terms 1/1/2017-1/1/2020); Historic Preservation Commission: reappoint Virginia James, Leah Brink and Dennis Willert (terms 1/1/2017-1/1/2020); Human Rights Commission: reappoint Steve Bayer, Judy Karen, and George Hamer (terms 1/1/2017-1/1/2020); Library Board: appoint Kathryn Miller and Dr. Douglas O’Neill (terms 1/1/2017-1/1/2020); Sustainability Council: reappoint Betty Beer, Nels Granholm, and Holly Tilton Byrne (terms 1/1/2017-1/1/2020); Swiftel Center Advisory Committee: reappoint Teri Ronning and Jeff Holm (terms 1/1/2017-1/1/2020); Traffic Safety Committee: reappoint Tony Sonnenburg, Brian Lueders, and John Howard (terms 12/31/2016-12/31/2019), appoint Kacie Richard (12/31/2016-12/31/2019). 3.D. Action to cancel the December 20 City Council Meeting. 3.E. Action on Resolution 16-096, a Resolution Rejecting Bids for 2017-2018 City of Brookings Custodial Services. Resolution 16-096 - Resolution Rejecting Bids on 2017-2018 City of Brookings Custodial Services Whereas, the City of Brookings opened bids for the 2017-2018 City of Brookings Custodial Services on Tuesday, November 15, 2016 at the Brookings City & County Government Center; and Whereas, the City of Brookings has received the following bids for the 2017-2018 City of Brookings Custodial Services: Johnson Pro Clean: Library - $1,000.00, Public Safety Center - $1,000.00, R & T Center - $500.00; J & T Cleaning: Library - $1,800.00, Public Safety Center - $1,500.00, R & T Center - $595.00; Supreme Pro Clean LLC: Library - $3,688.21, Public Safety Center - $2,238.68, R & T Center - $698.28; Marsden Building Maintenance LLC: Library - $3,389.88, Public Safety Center - $2,644.70, R & T Center - $810.90; In & Out Cleaning: Library - $3,000.00, Public Safety Center - $3,500.00, R & T Center - $4,000.00. Now, Therefore, Be It Resolved that all bids for 2017-2018 City of Brookings Custodial Services be rejected. Resolution 16-102. A motion was made by Council Member Kidwiler, seconded by Council Member Corbett, that Resolution 16-102, a Resolution awarding a contract for the purchase of fifteen (15) mobile digital / analog two-way radios and twenty-two (22) hand-held portable digital / analog two-way radios and specified accessories, be approved. The motion carried by the following vote: Yes: 7 - Corbett, Niemeyer, Hansen, Reed, Kidwiler, Bacon, and Wendell. Resolution 16-102 - Resolution Awarding a Contract for the purchase of 15 Mobile Digital / Analog Two-way Radios and 22 Hand-Held Portable Digital / Analog Two-way Radio and Specified Accessories Whereas, the City of Brookings held a bid letting at 1:30 p.m. on Tuesday, December 6, 2016; and Whereas, the City of Brookings has received the following bid for 15 Mobile Digital / Analog Two-way Radios and 22 Hand-Held Portable Digital / Analog Two-way Radio and Specified Accessories: Vantek Communications in the amount of $106,861.84. The Fire Dept. capital budget for the purchase of 15 Mobile Digital / Analog Two-way Radios and 22 Hand-Held Portable Digital/Analog Two-way Radio and Specified Accessories expenditure is $140,000.00. Now Therefore, Be It Resolved that the bid from Vantek Communications in the amount of $106,861.84 be accepted. Resolution 16-104. A motion was made by Council Member Niemeyer, seconded by Council Member Hansen, that Resolution 16-104, a Resolution to purchase Two (2) New 2017 Chevrolet Silverado ¾ Ton 4x4 Extended Cab Short Box for the Parks, Recreation & Forestry Dept. (Parks), be approved. The motion carried by the following vote: Yes: 7 - Corbett, Niemeyer, Hansen, Reed, Kidwiler, Bacon, and Wendell. Resolution 16-104 - Resolution to Purchase Two New 2017 Chevrolet Silverado ¾ Ton 4x4 Extended Cab Short Box Trucks for the Parks, Recreation & Forestry Dept. (Parks) Whereas, the City of Brookings has sought and received the following quote for two new 2017 Chevrolet Silverado ¾ Ton 4x4 extended cab short box trucks from the Beck Motors, Inc. State Bid Contract #16992 item 15. Delivery and payment to be made after January 1, 2017. Beck Motors, Inc. in the amount of $29,553.00 x 2 = $59,106.00. Now Therefore, Be It Resolved that the contract from Beck Motors, Inc. in the amount of $59,106.00 be accepted. The capital budget for this expenditure is $60,000.00. Resolution 16-106. A motion was made by Council Member Bacon, seconded by Council Member Wendell, that Resolution 16-106, a Resolution authorizing Change Order No. 1 (Final), 2016-08STI, Street Maintenance and Overlay Project; Bowes Construction, Inc., be approved. The motion carried by the following vote: Yes: 7 - Corbett, Niemeyer, Hansen, Reed, Kidwiler, Bacon, and Wendell. Resolution 16-106 - Resolution authorizing Change Order No. 1, Final, for 2016-08STI Street Maintenance and Overlay Project, Bowes Construction, Inc. Be It Resolved by the City Council that the following change order be allowed for 2016-08STI, Street Maintenance and Overlay Project: Construction Change Order Number 1 (Final): Adjust plan quantities to as-constructed quantities and for additional work for a total increase of $64,389.05 and extend the contract substantial completion date by 12 working days to the contract to close out the project. Resolution 16-107. A motion was made by Council Member Hansen, seconded by Council Member Corbett, that Resolution 16-107, a Resolution authorizing Change Order No. 1 for 2016-09STI LeFevre Drive Storm Sewer Project; Timmons Construction, Inc., be approved. The motion carried by the following vote: Yes: 7 - Corbett, Niemeyer, Hansen, Reed, Kidwiler, Bacon, and Wendell. Resolution 16-107 - Resolution authorizing Change Order No. 1 for 2016-09STI LeFevre; Drive Storm Sewer Project; Timmons Construction, Inc. Be It Resolved by the City Council that the following change order be allowed for 2016-09STI, LeFevre Drive Storm Sewer Project: Construction Change Order Number 1: Adjust plan quantities for storm sewer work to add one 4.5’ x 10’ Sioux Falls Drop Inlet, reduce the quantity of one 11’x4’ Type S Drop Inlet, and to modify one 4’x4’ Type B Drop Inlet for a total increase of $7,700.00 to the contract. Resolution 16-108. A motion was made by Council Member Hansen, seconded by Council Member Kidwiler, that Resolution 16-108, a Resolution authorizing the Mayor to Sign Agreements for Project P-PH 0014(177)421 PCN 546N and IM 0295(40)132 PCN 04TW, US Highway 14 Project from 20th Avenue to 34th Avenue, be approved. The motion carried by the following vote: Yes: 7 - Corbett, Niemeyer, Hansen, Reed, Kidwiler, Bacon, and Wendell. Resolution 16-108 - A Resolution authorizing the Mayor to Sign Agreements for Project P-PH 0014(177)421 PCN 546N and IM 0295(40)132 PCN 04TW US Highway 14 Project from 20 th Avenue to 34th Avenue Whereas, the Brookings City Council desires the construction improvement of 6th Street from 20th Avenue to east of 34th Avenue in Brookings, SD; and Whereas, the City of Brookings desires the State of South Dakota Department of Transportation to negotiate and acquire property for highway purposes for construction of Project P-PH 0014(177)421 PCN 546N and IM 0295(40)132 PCN 04TW; and Whereas, the City of Brookings desires the State of South Dakota Department of Transportation to install improvements for grading, lighting, landscaping, bridge railing and other related work and is in agreement with the provisions outlined in the agreements; and Whereas, the City of Brookings is obligated and hereby agrees to the provisions outlined in the “State of South Dakota Joint Powers Maintenance and Encroachment Agreement Between Department of Transportation, City of Brookings, and Brookings Municipal Utilities Board” and “Maintenance Agreement and Jurisdiction Transfer Between State of South Dakota and Brookings, South Dakota.” Now, Therefore, Be It Resolved that the Mayor of the City of Brookings is authorized to sign the “State of South Dakota Joint Powers Maintenance and Encroachment Agreement Between Department of Transportation, City of Brookings, and Brookings Municipal Utilities Board” and “Maintenance Agreement and Jurisdiction Transfer Between State of South Dakota and Brookings, South Dakota” and other related documents for Project P-PH 0014(177)421 PCN 546N and IM 0295(40)132 PCN 04TW, US Highway 14 Project, Brookings, SD. Resolution 16-109. A motion was made by Council Member Kidwiler, seconded by Council Member Niemeyer, that Resolution 16-109, a Resolution awarding the contract to purchase one Long Bed Truck Chassis with Raise-able Dump capability for Brookings Parks, Recreation and Forestry Department, be approved. The motion carried by the following vote: Yes: 7 - Corbett, Niemeyer, Hansen, Reed, Kidwiler, Bacon, and Wendell. Resolution 16-109 - Resolution Awarding the Contract for the purchase of One Long Bed Truck Chassis with Raise-able Dump Capability for the Brookings Parks, Recreation and Forestry Dept. Whereas, the City of Brookings held a bid letting at 1:30 p.m. on Tuesday, December 6, 2016; and Whereas, the City of Brookings has received the following bids: North Central International of Sioux Falls, Inc., Schedule 1 Bid Price (Long Bed Truck Chassis) in the amount of $65,576.35, with $1,745.00 in Options for a total bid price of $67,321.35. The 2017 Parks Dept. capital budget for this expenditure is $105,000.00. This amount includes expenditures for the long bed truck chassis and a separately purchased dump box. Now Therefore, Be It Resolved that the bid from North Central International of Sioux Falls, Inc. in the amount of $67,321.35 be accepted. Resolution 16-105. A motion was made by Council Member Kidwiler, seconded by Council Member Hansen, that Resolution 16-105, a Resolution adopting a Development Agreement between the City of Brookings and Bender Companies for the Brookings Marketplace property, be approved. Public Comment: Ron Borchardt, Sarah Woodard, and John Mills. The motion carried by the following vote: Yes: 7 - Corbett, Niemeyer, Hansen, Reed, Kidwiler, Bacon, and Wendell. Resolution 16-105 - A Resolution Approving a Development Agreement between the City of Brookings and Bender Companies, Inc. for the Development of the Brookings Marketplace Property Whereas, the City of Brookings purchased approximately 26 acres of property from the State of South Dakota located at the northeast quadrant of I-29 and Highway 14 in 2014 (Brookings Marketplace) for purposes of siting additional retail and other commercial development; and Whereas, one of the major tenets of the City of Brookings comprehensive economic development policy is to promote, expand, recruit, and develop more retail businesses in order to provide more retail options for residents and visitors, increase the local sales tax revenue by expanding the tax base, and provide more in-town shopping through more local retail venues; and Whereas, the City of Brookings wishes to develop a public-private partnership with a private development company to oversee the construction, marketing, recruitment, build-out, and overall development of the property; and Whereas, the City of Brookings selected Bender Companies, Inc. through a competitive process as the preferred developer for the partnership. Now, Therefore Be It Resolved by the City Council of the City of Brookings, South Dakota that a development agreement by and between the City of Brookings and Bender Companies, Inc. be approved, along with the terms and conditions included thereto, for the comprehensive development of the Brookings Marketplace property. Ordinance 16-025. A public hearing was held on Ordinance 16-025, an Ordinance pertaining to an application for a Conditional Use Permit for a Major Home Occupation for an Individual Counseling Office, in the Residence R-1B Single Family District on Lot 13, Block 11, Camelot Square Addition (1514 12th St. So.). A motion was made by Council Member Niemeyer, seconded by Council Member Hansen that Ordinance 16-025 be approved. The motion carried by the following vote: Yes: 7 - Corbett, Niemeyer, Hansen, Reed, Kidwiler, Bacon, and Wendell. Ordinance 16-026. A public hearing was held on Ordinance 16-026, an Ordinance rezoning Lot 1, Block 7, Wiese Addition from an Industrial I-1R Restricted to an Industrial I-1 Light District (located along 32 nd Ave.). A motion was made by Council Member Hansen, seconded by Council Member Corbett that Ordinance 16-026 be approved. The motion carried by the following vote: Yes: 7 - Corbett, Niemeyer, Hansen, Reed, Kidwiler, Bacon, and Wendell. Ordinance 16-027. A public hearing was held on Ordinance 16-027, an Ordinance rezoning Block 2, Christie Third Addition from an Agricultural A to an Residence R-1B Single Family District (located at the northwest corner of 26 th Street South and Main Avenue South). A motion was made by Council Member Corbett, seconded by Council Member Kidwiler that Ordinance 16-027 be approved. The motion carried by the following vote: Yes: 7 - Corbett, Niemeyer, Hansen, Reed, Kidwiler, Bacon, and Wendell. Resolution 16-103. A public hearing was held on Resolution 16-103, a Resolution Determining the Necessity of Alley Assessment Project No. 2017-05STA, from 1 st Street South to 2 nd Street South between 5th Avenue South and 6th Avenue South. A motion was made by Council Member Corbett, seconded by Council Member Wendell that Resolution 16-103 be approved. The motion carried by the following vote: Yes: 7 - Corbett, Niemeyer, Hansen, Reed, Kidwiler, Bacon, and Wendell. Resolution 16-103 - Resolution Determining Necessity of Alley Assessment Project 2017-05STA Be It Resolved by the City Council of the City of Brookings, South Dakota, as follows: The City Council of the City of Brookings hereby declares the necessity of paving the following alley with an asphalt pavement on stabilized gravel base course as follows: Alley between 1st Street South and 2 nd Street South between 5th Avenue South and 6th Avenue South. 1. The general nature of the improvement is above set forth and reference for details is hereby made to the drawings and specifications prepared by the City Engineer and on file with the City Clerk. 2. The material to be used is asphalt for paving of the alley: Four inches (4”) of asphalt pavement on an eight inch (8”) crushed gravel base course for the alley. 3. The improvement is substantially uniform. The estimated cost is $110.00 per linear foot of alley. The estimated cost per linear foot of alley for paving with four inches (4”) of asphalt pavement on an eight inch (8”) crushed gravel base course to be paved to a width of 18 feet is $110.00 per foot of alley or $55.00 per front foot per side of alley. 4. A description of classes of lots to be assessed is as follows: All assessable lots and tracts of land lying contiguous to the alley hereinabove described. 5. The method of apportionment of benefits is as follows: The cost thereof to be assessed against all assessable lots and tracts of land according to the benefits determined by the governing body to accrue to all such lots and tracts from the construction of the improvement. The assessment may be paid over a five-year period and the interest to be charged on the unpaid balance shall be 10%. 6. The above described improvement shall be hereinafter referred to as Alley Assessment Project No. 2017-05STA, which shall be deemed a description of the improvement of the alley as hereinabove set forth. Ordinance 16-028. A motion was made by Council Member Niemeyer, seconded by Council Member Wendell, that Ordinance 16-028, an Ordinance authorizing Supplemental Appropriation #3 to the 2016 Budget be approved. The motion carried by the following vote: Yes: 7 - Corbett, Niemeyer, Hansen, Reed, Kidwiler, Bacon, and Wendell. Recommendations of the 6th Street Design Ad Hoc Committee, for 6 th Street from Main Avenue to Medary Avenue. A motion was made by Council Member Hansen, seconded by Council Member Wendell, to accept the 6 th Street Ad Hoc Committee Report with an amendment to strike recommendation #2 and replace with five 11’ lanes with a 10’ wide shared use path on the north side. Public Comment: Ming Stephens, Caleb Evenson, Jennifer McLaughlin, Mike Lockrem, Skip Webster, Gregg Jorgenson, Jamison Lamp, Angie Boersma, Travis Bortnem, and Jonathan Wood. The motion carried by the following vote: Yes: 4 - Hansen, Reed, Bacon, and Wendell; No: 3 - Corbett, Niemeyer, and Kidwiler. Residential Permit Parking Options and Associated Costs. A motion was made by Mayor Reed, seconded by Council Member Corbett, to reschedule the residential parking permits to a future meeting. The motion carried by the following vote: Yes: 7 - Corbett, Niemeyer, Hansen, Reed, Kidwiler, Bacon, and Wendell. Discussion and possible action to form a joint City, County, and School Task Force on Mental Health. A motion was made by Council Member Hansen, seconded by Council Member Niemeyer, to approve moving forward with the formation of a joint City, County, and School Task Force on Mental Health. The motion carried by the following vote: Yes: 7 - Corbett, Niemeyer, Hansen, Reed, Kidwiler, Bacon, and Wendell. Action on 2017 City Manager Compensation Package. A motion was made by Mayor Reed, seconded by Council Member Corbett, that the 2017 City Manager Compensation Package (increase of $5,306.70, for a total salary of $156,927.20), be approved. The motion carried by the following vote: Yes: 7 - Corbett, Niemeyer, Hansen, Reed, Kidwiler, Bacon, and Wendell. Action to accept Mayor Tim Reed’s formal resignation; effective12/31/2016. A motion was made by Council Member Corbett, seconded by Council Member Hansen, to accept Mayor Tim Reed’s formal resignation; effective12/31/2016. The motion carried by the following vote: Yes: 7 - Corbett, Niemeyer, Hansen, Reed, Kidwiler, Bacon, and Wendell. Action to appoint Interim Mayor, effective 1/1/2017-4/30/2017. A motion was made by Council Member Kidwiler, seconded by Council Member Corbett to appoint Scott Munsterman as Interim Mayor, effective 1/1/2017-4/30/2017. The motion carried by the following vote: Yes: 7 - Corbett, Niemeyer, Hansen, Reed, Kidwiler, Bacon, and Wendell. City Council member introduction of topics for future discussion. A motion was made by Council Member Kidwiler, seconded by Council Member Niemeyer to invite “Advocates for Well-Being” to make a presentation at the January 17th work session. The motion carried by the following vote: Yes: 7 - Corbett, Niemeyer, Hansen, Reed, Kidwiler, Bacon, and Wendell. Adjourn. A motion was made by Council Member Hansen, seconded by Council Member Corbett, that the meeting be adjourned at 9:16 p.m. The motion carried by a unanimous vote. CITY OF BROOKINGS Tim Reed, 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 17-001,Version:1 Action to approve Resolution 17-001, a Resolution authorizing Change Order No. 1 (Final) for 2016- 04STI, 3rd Street & 22nd Avenue Traffic Signal Project, Action Electric Company. Summary: This resolution will approve Change Order No. 1(Final) for 2016-04STI, 3 rd Street & 22nd Avenue Traffic Signal Project, for a decrease of $19,529.13 to the contract and for an increase of 77 calendar days to close out the project. Background: This project is located at the intersection of 3rd Street and 22nd Avenue and includes LED traffic signals with mast arms, curb ramps, conduit, emergency vehicle preemption, pedestrian push buttons and countdown timers. The project was designed by HDR Engineering of Sioux Falls. The east side of this intersection is being changed to allow a new entrance into the Brookings Health System (hospital) and will lead into the new parking lot being constructed. Brookings Health System will reimburse the City for the east side of the intersection, which will be approximately $78,000 and will be based on final construction and engineering invoices. This change order will adjust contract quantities to as-constructed quantities for a decrease of $19,529.13 to the contract. This change order will also extend the contract completion date by 77 calendar days to October 28, 2016. The delay was due to Action Electric waiting until the Brookings Health System constructed their driveway opening before they could finish the traffic signal work on the east side of the intersection. A letter from Action Electric Company is attached explaining the time extension request. The project summary is as follows: Original Contract Price:$223,229.98 Increase from Previously Approved Change Orders:$0.00 Contract Price Prior to this Change Order:$223,229.98 Decrease of this Change Order (No. 1 Final):$19,529.13 Contract Price incorporating this Change Order:$203,700.85 Fiscal Impact: There will be a decrease of $19,529.13 to the contract to close out the project. Recommendation: Recommend approval of the change order. Attachments: Resolution Extension Letter City of Brookings Printed on 1/5/2017Page 1 of 1 powered by Legistar™ Resolution 17-001 Resolution Authorizing Change Order No. 1, Final, for 2016-04STI 3rd Street & 22nd Avenue Traffic Signal Project, Action Electric Company Be it Resolved by the City Council that the following change order be allowed for 2016- 04STI, 3rd Street & 22nd Avenue Traffic Signal Project: Construction Change Order Number 1 (Final): Adjust plan quantities to as-constructed quantities for a total decrease of $19,529.13 and extend the contract completion date by 77 calendar days to October 28, 2016 to close out the project. Passed and approved this 10th day of January, 2017. CITY OF BROOKINGS ________________________________ Scott Munsterman, 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 17-004,Version:1 Action on Resolution 17-004, a Resolution designating depositories. SDCL 9-22-6 and 6.1 requires the City adopt a resolution designating the depositories to be used for the City’s funds. A new resolution is to be done if there are any changes. Since Resolution 68-07 was adopted in November 2007, there have been some changes in banks and bank names. This resolution reflects those changes. Fiscal Impact: None. Staff recommends approval Attachments: Resolution City of Brookings Printed on 1/5/2017Page 1 of 1 powered by Legistar™ RESOLUTION NO. 17-004 Resolution Designating Depositories PURSUANT to SDCL 9-22-6 and 6.1, the City Council of the City of Brookings, South Dakota, designates the following as depositories for Municipal Funds of the City of Brookings: Bank Star Financial Dacotah Bank Dakotaland First Bank & Trust Great Western Bank Meta Bank Wells Fargo Bank SD FIT Passed and approved this 10th day of January 2017. CITY OF BROOKINGS. Mayor Scott D. Munsterman 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 17-005,Version:1 Action on Resolution No. 17-005, a Resolution annexing the south 30 feet of the north 1,350 feet, except the west 312 feet and except the east 1,128.5 feet of the NE1/4 in Section 1-T109N-R50W in Brookings County, South Dakota. Summary: The property owners petitioned the City to annex a 30-foot wide strip of land for the purpose of future development. Background: The 0.82 acre property is located east of Bluegill Addition and west of Hillside Mobile Home Park. The land is completely surrounded by city limits and is adjacent to Bluegill Addition. Pursuant to South Dakota Statute 9-4-5, the County Commission shall approve annexations of unplatted or agricultural zoned land prior to action by the City Council. The County Commissioners approved the annexation of the Fairbanks-Cumber Annexation on November 15, 2016 by Resolution 16-35. The annexation is not anticipated to have any fiscal impact on the city as the land is undeveloped and city services are readily available. Upon annexation the property will be zoned Agricultural A District in the City of Brookings. Planning Commission Recommendation: The Planning Commission voted 9-0 to recommend approval of the annexation. Attachments: Resolution Planning Commission Minutes Excerpt Notice Petition & Map County Resolution City of Brookings Printed on 1/5/2017Page 1 of 1 powered by Legistar™ RESOLUTION NO. 17-005 Resolution annexing the south 30 feet of the north 1,350 feet, except the west 312 feet and except the east 1,128.5 feet of the NE1/4 in Section 1- T109N-R50W in Brookings County, South Dakota WHEREAS, The City of Brookings is authorized pursuant to South Dakota Codified Law 9-4-1 to annex contiguous territory upon receipt of a written petition, describing said territory sought to be annexed, signed by not less than three-fourths (3/4) of the legal voters and by the owner or owners of not less than three-fourths (3/4) of the value of said territory, and WHEREAS, The City of Brookings desires to annex the following described property, to wit: The south 30 feet of the north 1,350 feet, except the west 312 feet and except the east 1,128.5 feet of the NE1/4 in Section 1-T109N-R50W in Brookings County, South Dakota, and WHEREAS, The aforesaid land is contiguous to the present boundaries of the City of Brookings, and WHEREAS The City of Brookings has received a Petition For Annexation of Territory signed by the owners of greater than three-fourths (3/4) of the value of the aforesaid property and there being no legal voters residing in said territory, now therefore, BE IT RESOLVED By the City of Brookings, South Dakota, that the property described above is hereby annexed to the City of Brookings. Dated this 10 th day of January, 2017. CITY OF BROOKINGS Scott Munsterman, Mayor ATTEST: Shari Thornes, City Clerk Planning Commission Brookings, South Dakota December 6, 2016 EXCERPT FROM OFFICIAL MINUTES Chairperson James Drew called the regular meeting of the City Planning Commission to order on Tuesday, December 6, 2016, at 5:30 PM in the Chambers Room #310 on the third floor of the City & County Government Center. Members present were Tanner Aiken, Greg Fargen, Alan Gregg, Al Heuton, Alan Johnson, Ryan Murphy, Lee Ann Pierce, Kristi Tornquist and Drew. Also present were Shayna Rohl, City Planner Staci Bungard, Community Development Director Mike Struck, and others. Item #5b –Craig Fairbanks and Carol Cumber have submitted a petition for annexation of the South 30 Feet of the North 1,350 Feet, Except the West 312 Feet and Except the East 1,128.5 Feet of the NE1/4 in Section 1-T109N-R50W in Brookings County, South Dakota (Johnson/Heuton) Motion to approve the annexation. All present voted aye. MOTION CARRIED. OFFICIAL SUMMARY Item #5b–This is a 30-foot wide strip of land for the purposes of future development. This land is completely surrounded by City Limits and is adjacent to Bluegill Addition. The County Commission had approved this annexation prior to this meeting. This annexation will not have a financial impact on the City as it is undeveloped. Upon annexation the property will be zoned Ag. Tornquist asked for clarification on this request. Bungard explained that it came to the City’s attention that these pieces of land had never been annexed into the city so the City proposed to the land owner’s for the annexation and the landowners were in favor. Heuton asked what the zoning district is that abuts the property being annexed and does this land need to come in zoned Ag? Bungard explained that by ordinance, this land is zoned Ag and will need to come in to the City being zoned Ag. Struck explained that this land is currently zoned Ag and that there will be a petition in the future to rezone when the time gets closer for development. C:\Users\GRANIC~1\AppData\Local\Temp\BCL Technologies\easyPDF 7\@BCL@8805426F\@BCL@8805426F.doc If you require assistance, alternative formats and/or accessible locations consistent with the Americans with Disabilities Act, please contact the City ADA Coordinator at 692-6281 at least 48 hours prior to the meeting. Published ______ time(s) at an approximate cost of $ _____________. NOTICE OF HEARING UPON A PETITION FOR ANNEXATION NOTICE IS HEREBY GIVEN That Craig Fairbanks and Carol Cumber have submitted a petition for annexation of the following described real estate situated in Brookings County, South Dakota, to wit: The South 30 Feet of the North 1,350 Feet, Except the West 312 Feet and Except the East 1,128.5 Feet of the NE1/4 in Section 1-T109N-R50W in Brookings County South Dakota NOTICE IS FURTHER GIVEN That said request will be acted on by the City Planning Commission at 5:30 PM on Tuesday, December 6, 2016, in the Chambers Room on the third floor of the Brookings City and County Government Center at 520 Third Street, Brookings, South Dakota. Any action taken by the City Planning Commission is a recommendation to the City Council. Any person interested may appear and be heard in this matter. Dated this 25th day of November, 2016. _________________________ Staci Bungard City Planner 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 17-007,Version:1 Action on Resolution 17-007, a Resolution annexing the south 30 feet of the north 1,350 feet of the east 1,128.5 except par of Lot 1 in the Richard Price Addition in the NE1/4 in Section 1-T109N-R50W in Brookings County, South Dakota. Summary: The property owners have petitioned the City to annex a portion of land for the purpose of future development. Background: The 0.45 acre property is located between Bluegill Addition and the Hillside Mobile Home Park. The land is completely surrounded by city limits and is immediately west of the Hillside Mobile Home Park. Pursuant to South Dakota Statute 9-4-5, the County Commission shall approve annexations of unplatted or agricultural zoned land prior to action by the City Council. The County Commissioners approved the annexation of the PMVK Limited Annexation on November 15, 2016 by Resolution 16- 35. The annexation is not anticipated to have any fiscal impact on the city as the land is undeveloped and city services are readily available. Upon annexation the property will be zoned Agricultural A in the City of Brookings. Planning Commission Recommendation: The Planning Commission voted 9-0 to approve the annexation. Attachments: Resolution Planning Commission Minutes Excerpt Notice Petition & Map County Resolution City of Brookings Printed on 1/5/2017Page 1 of 1 powered by Legistar™ RESOLUTION NO. 17-007 Resolution annexing the south 30 feet of the north 1,350 feet of the east 1,128.5 except par of Lot 1 in the Richard Price Addition in the NE1/4 in Section 1-T109N-R50W in Brookings County, South Dakota WHEREAS, The City of Brookings is authorized pursuant to South Dakota Codified Law 9-4-1 to annex contiguous territory upon receipt of a written petition, describing said territory sought to be annexed, signed by not less than three-fourths (3/4) of the legal voters and by the owner or owners of not less than three-fourths (3/4) of the value of said territory, and WHEREAS, The City of Brookings desires to annex the following described property, to wit: the south 30 feet of the north 1,350 feet of the east 1,128.5 except par of Lot 1 in the Richard Price Addition in the NE1/4 in Section 1-T109N-R50W in Brookings County, South Dakota, and WHEREAS, The aforesaid land is contiguous to the present boundaries of the City of Brookings, and WHEREAS The City of Brookings has received a Petition For Annexation of Territory signed by the owners of greater than three-fourths (3/4) of the value of the aforesaid property and there being no legal voters residing in said territory, now therefore, BE IT RESOLVED By the City of Brookings, South Dakota, that the property described above is hereby annexed to the City of Brookings. Dated this 10th day of January, 2017. CITY OF BROOKINGS ___________________________ Scott Munsterman, Mayor ATTEST: _______________________________ Shari Thornes, City Clerk Planning Commission Brookings, South Dakota December 6, 2016 EXCERPT FROM OFFICIAL MINUTES Chairperson James Drew called the regular meeting of the City Planning Commission to order on Tuesday, December 6, 2016, at 5:30 PM in the Chambers Room #310 on the third floor of the City & County Government Center. Members present were Tanner Aiken, Greg Fargen, Alan Gregg, Al Heuton, Alan Johnson, Ryan Murphy, Lee Ann Pierce, Kristi Tornquist and Drew. Also present were Shayna Rohl, City Planner Staci Bungard, Community Development Director Mike Struck, and others. Item #5c –PMVK Limited has submitted a petition for annexation of the South 30 Feet of the North 1,350 Feet, of the East 1,128.5 Feet Except Part of Lot 1 in Richard Price Addition in the NE1/4 in Section 1-T109N-R50W in Brookings County, South Dakota. (Gregg/Fargen) Motion to approve the annexation. All present voted aye. MOTION CARRIED. OFFICIAL SUMMARY Item #5c–This strip of land is completely surrounded by city limits. This land is positioned between Bluegill Addition and Hillside Mobile Home Park. The County Commission approved this annexation prior to this meeting. This annexation should not have a financial impact on the city as the land is undeveloped and city services are readily available. The annexed property will be zoned Ag in the City of Brookings. Struck stated that the land directly to the north is zoned R-3 and the land to the south is zoned Ag. C:\Users\GRANIC~1\AppData\Local\Temp\BCL Technologies\easyPDF 7\@BCL@4C05BF34\@BCL@4C05BF34.doc If you require assistance, alternative formats and/or accessible locations consistent with the Americans with Disabilities Act, please contact the City ADA Coordinator at 692-6281 at least 48 hours prior to the meeting. Published ______ time(s) at an approximate cost of $ _____________. NOTICE OF HEARING UPON A PETITION FOR ANNEXATION NOTICE IS HEREBY GIVEN That PMVK Limited has submitted a petition for annexation of the following described real estate situated in Brookings County, South Dakota, to wit: The South 30 Feet of the North 1,350 Feet, of the East 1,128.5 Feet Except Par of Lot 1 in Richard Price Addition in the NE1/4 in Section 1-T109N-R50W in Brookings County South Dakota NOTICE IS FURTHER GIVEN That said request will be acted on by the City Planning Commission at 5:30 PM on Tuesday, December 6, 2016, in the Chambers Room on the third floor of the Brookings City and County Government Center at 520 Third Street, Brookings, South Dakota. Any action taken by the City Planning Commission is a recommendation to the City Council. Any person interested may appear and be heard in this matter. Dated this 25th day of November, 2016. _________________________ Staci Bungard City Planner 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 17-009,Version:1 Action to approve Resolution 17-009, a Resolution authorizing Change Order No. 2 for 2016-09STI, LeFevre Drive Storm Sewer Project, Timmons Construction, Inc. Summary: This resolution will approve Change Order No. 2 for 2016-09STI, LeFevre Drive Storm Sewer Project, for an increase of $1,029.56 to the contract. Background: This project is located on LeFevre Drive from the south side of 6th Street to the intersection of the LeFevre Drive cul-de-sac and was designed by the City Engineering staff. The project includes new storm sewer pipes and inlets, concrete pavement, striping, erosion control and miscellaneous items. This project is being constructed in advance of the 6th Street reconstruction project to allow for storm sewer improvements and wider intersection pavement for truck traffic turning movements. This change order will adjust contract quantities for the removal of additional pavement thickness for an increase of $1,029.56 to the contract. The project summary is as follows: Original Contract Price:$271,765.50 Increase from Previously Approved Change Orders (No.1):$7,700.00 Contract Price Prior to this Change Order:$279,465.50 Increase of this Change Order (No. 2):$1,029.56 Contract Price incorporating this Change Order:$280,495.06 Fiscal Impact: There will be an increase of $1,029.56 to the contract, and the increase is within the budgeted amount for this project. Recommendation: Recommend approval of the change order. Attachments: Resolution City of Brookings Printed on 1/5/2017Page 1 of 1 powered by Legistar™ Resolution 17-009 Resolution Authorizing Change Order No. 2 for 2016-09STI LeFevre Drive Storm Sewer Project, Timmons Construction, Inc. Be it Resolved by the City Council that the following change order be allowed for 2016- 09STI, LeFevre Drive Storm Sewer Project: Construction Change Order Number 2: Adjust plan quantities for removal of extra thickness concrete pavement for an increase of $1,029.56 to the contract. Passed and approved this 10th day of January, 2017. CITY OF BROOKINGS ________________________________ Scott Munsterman, 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 17-008,Version:1 Action on Resolution 17-008, a Resolution authorizing the City Manager to enter into an Agreement for Professional Services with RDG Planning & Design for a Comprehensive Master Plan for the City of Brookings. Summary: Action on this item will authorize the City Manager to enter into an agreement with RDG Planning & Design of Omaha, NE for professional services for a Comprehensive Master Plan for the City of Brookings. Background: On January 12, 2016, the City Council adopted a charter authorizing the Comprehensive Master Plan Advisory Committee with the intent of the committee to explore hiring a consultant to assist the community with professional planning services for a comprehensive plan. The committee began work on a Request for Proposal in April. The RFP was issued on September 6, 2016 with responses due by November 7, 2016. The RFP notice was published in the Brookings Register, American Planning Association website, Western Planners Association website, South Dakota Planners Association website, and directly emailed to approximately 50 consulting firms in the multi-state region. Ten consulting firms submitted proposals. The Comprehensive Master Plan Advisory Committee was provided one week to review and score the proposals and then the Committee met as a whole to review the average scores and discuss the proposals in more detail. The Advisory Committee selected three firms to interview based upon the initial scoring and discussion. Cost was not a factor in determining the firms to interview as the cost proposals were not disclosed until the three firms were selected for the interview process. The cost proposals ranged from $119,310 to $300,000. A ten-member interview team was established consisting of 6 members from the Comprehensive Master Plan Advisory Committee and four staff members. The three interviews were conducted on December 14th and the interview team discussed each of the firms and voted with City Planner Staci Bungard and Community Development Director Mike Struck abstaining. Fiscal Impact: RDG Planning & Design fees for professional services are $140,000 plus a not to exceed fee of $6,000 for travel expenses. The 2017 Budget identified $150,000 for this project. The interview team voted 7-1 with Bungard and Struck abstaining to recommend entering into an agreement with RDG Planning & Design for professional services. The following are a few of the reasons provided by the interview team to support the recommendation for RDG Planning & Design: ·RDG has an experienced, multi-disciplined team. City of Brookings Printed on 1/5/2017Page 1 of 2 powered by Legistar™ File #:RES 17-008,Version:1 ·Team functions as a unified group/team. ·RDG provided examples during the interview process and was able to tie the examples back to Brookings. ·Team included a stormwater component during the interview process and the other teams did not emphasize the stormwater management. ·RDG emphasized their ability to work across multiple scales from a micro to macro level. ·RDG provided the most comprehensive approach to the interview process and has the talent, skills, and expertise to assist the community in a new comprehensive plan. Attachments: Resolution Comp Plan RFP Notice Comp Plan RFP RDG Agreement RDG Scope of Work RDG Schedule Cost Proposals Comprehensive Plan Charter City of Brookings Printed on 1/5/2017Page 2 of 2 powered by Legistar™ Resolution 17-008 Resolution Authorizing the City Manager to sign an Agreement for Professional Services for a Comprehensive Master Plan for the City of Brookings Whereas, the Brookings City Council identified a need for an updated comprehensive plan for the City of Brookings; and Whereas, the City of Brookings desires professional services with RDG Planning & Design to assist the community with a comprehensive plan. Now, Therefore Be It Resolved that the City Manager of the City of Brookings is authorized to sign the Agreement and other related documents for the Comprehensive Plan. Dated this 10th day of January, 2017. CITY OF BROOKINGS Scott Munsterman, Mayor ATTEST: Shari Thornes, City Clerk Request for Proposals Comprehensive Plan Brookings, SD September 6, 2016 The City of Brookings, South Dakota will accepts proposals from professional firms specializing in the development and implementation of a Comprehensive Plan. Specifications and reference documents may be obtained by visiting the bids section of the City of Brookings website at: www.cityofbrookings.org/bids.aspx Proposers must submit one (1) hard copy and one (1) electronic copy of the proposal to be received by the City of Brookings no later than 1:00 p.m. CST on November 7, 2016. Proposals should be sent to: Mike Struck, Community Development Director, City of Brookings, 520 3rd Street, Suite 140, Brookings, SD 57006. Questions and requests for information regarding this project must be submitted via email to Mike Struck, Community Development Director, at mstruck@cityofbrookings.org. The deadline for questions and requests for additional information is 12:00 p.m. CST, October 31, 2016. The City of Brookings reserves the right to reject any or all proposals, to waive technical or legal deficiencies, and to accept any proposal that it may deem to be in the best interest of the City. City of Brookings Request For Proposals- Comprehensive Plan September 6, 2016 Introduction The City of Brookings is requesting proposals from qualified consultants to provide professional planning services for the development of a comprehensive plan that builds upon previous planning efforts, examines relationships and encompasses the community's vision for guiding development to 2040. General Background The City of Brookings has a population of over 23,225 (2014 est.), making it the fourth largest city in the state of South Dakota. It is the seat of government for Brookings County. Located in the heart of the I-29 corridor with an estimated 530,000 annual visitors, the City is just minutes from the Minnesota border and less than an hour's drive to the state's largest city, Sioux Falls. Brookings is a regional employment center with industries such as 3M Company, Daktronics, Larson Manufacturing, Falcon Plastics, Twin City Fan, Valero Energy, Bel Brands, and Rainbow Play Systems, providing extensive opportunities for individual success. Brookings is home to South Dakota State University, the state's largest, most comprehensive higher-education institution. As South Dakota's Morrill Act land-grant university, SDSU had a fall 2015 enrollment of 12,589 students from all 50 states and 81 countries. Students can choose from 73 majors, 36 specializations, 75 minors, 33 master's degree programs, 15 Ph.D. programs and two professional doctorates. The City of Brookings encompasses 13.5 square miles and has a network of nearly 237 lane miles of paved streets and 180 miles of sidewalk. The public parks systems consists of twenty- three facilities encompassing just under 640 acres of available space for recreation and relaxation. The City operates under a Home Rule Charter with the council-manager form of government. The Mayor and City Council members are elected at-large from the community and appoint a city manager. Brookings Health System is a non-profit, city-owned health system offering the community a full range of inpatient, outpatient, surgery, home health, and extended care services. Brookings Municipal Utilities owns and operates the telephone, electric, water and wastewater utilities under the guidance of the Utility Board. Scope of Work The Request for Proposals seeks to establish a partnership with a qualified planning consultant to prepare a Comprehensive Plan for the City of Brookings. The Comprehensive Plan will guide decisions affecting the physical development and redevelopment within the City's planning jurisdiction. The process of preparing the Comprehensive Plan will be critical to its success and must ensure the final document reflects the vision for the community as determined by citizens, developers, land owners, appointed and elected officials, and other stakeholders through community engagement and participation. The project scope of services will consist of multiple elements, primarily related to community engagement and comprehensive plan development. Plan Elements The core themes of the plan should reflect a community-wide desire to approach the design and development of a masterplan that is ultimately about the creation of PLACE for both the current and next generation of community residents. The plan should paint a picture of a forward-thinking city that is holistic in the way it considers its relationship to both land and water; is environmentally, socially, and economically sustainable; and considers the nature of a small but consistently growing prairie city concerned with connectivity, neighborhood identity and differentiation, economic development, multi-modal transportation integration, and multi- generational livability as core concepts. The Comprehensive Plan structure has not been determined as the goal is to allow the consultant the flexibility and creativity to adapt the structure based upon the desire of the community during the public engagement process. The following plan elements shall be addressed at a minimum with the potential for additional elements to be incorporated through the discovery process from public and stakeholder meetings: Community Engagement The Comprehensive Plan must reflect the values of the community which makes quality and diverse public participation and input essential to the process. The consultant shall be responsible for designing a public engagement strategy incorporating effective and innovative participation techniques that encourage participation throughout the development of the Comprehensive Plan. The proposed public engagement strategy must be effective, inclusive, and reliable. The goal of the strategy should be to engage all segments of the community, including stu dents, in a conversation that provides useful insight into the community’s vision of the future of Brookings. The consultant will be working with an Advisory Committee of approximately 16 people which represent a broad cross section of the community. RFP respondents should plan to provide examples of the effectiveness of their proposed strategies in other commun ities. Boundary of Plan The boundary of the Comprehensive Plan will include the corporate limits of the City of Brookings, joint jurisdictional area, and pending growth scenarios that may need to be expanded. Community Profile The Comprehensive Plan shall reflect current and projected demographic and socioeconomic trends to the year 2040 and their implications on land use patterns and public services planning. Economic Development In coordination with the City's economic development partners, the comprehensive plan shall incorporate strategies to enhance the city’s competitive advantages and build on a culture of innovation. This element may include identifying and evaluating under-utilized commercial and retail space and opportunities for redevelopment Housing and Neighborhood The housing element shall include a review of the 2007 and 2013 Brookings Area Housing Studies and City of Brookings building permit data to incorporate recommendations, policies, and best practices addressing diversity, density, and affordability of housing. Housing should be viewed not only at the neighborhood level but also its connectivity to the community as a whole. Mobility The mobility element shall consist of a review of the 2010 Brookings Area Master Transportation Plan and incorporating recommendations, policies, and best practices with an emphasis on mobility for all generations and abilities. Mobility could include, but not be limited to air, rail, transit, vehicles, bicycles, pedestrians, and the elimination of barriers affecting each of the aforementioned. An outcome of this element is an updated Major Street Plan in addition to other recommendations that may arise from the community. Environmental Assets and Constraints The consultant, with staff assistance, shall review and identify environmental assets and constraints (i.e. floodplain, wetlands, storm drainage, slopes, aquifer, etc.) affecting the development of land. Recommend best practices for efficient management a nd enhancement of environmentally sensitive areas. Parks, Trails and Open Space The comprehensive plan shall address trail connectivity, preservation of open space, and future park locations based upon a recommended service model. Policies shall be reflective of the community vision with consideration towards the fiscal and maintenance impacts. Utilities Review with public and private utility providers including water, wastewater, electric, natural gas and communication infrastructure in terms of curren t and future capacity to meet the needs of the future community. Identification of utility extensions and services areas will provide a baseline for the future land use plan. Schools Integrate Brookings School District facility plans into the comprehensi ve plan and recommend areas where partnership opportunities could improve efficiencies. Recommend strategies for connectivity between school facilities and neighborhoods. Municipal Facilities and Services Review governmental facilities (i.e. fire, police, library, solid waste, street, hospital and event center) and services to ensure a high level of public safety and service delivery is maintained throughout the community. Land Use Plan Evaluate inconsistencies in previous plans that influence existing City policy. Incorporate a growth management framework to guide City development with the intent of incorporating best practices towards achieving a sustainable built environment. The plan shall identify underutilized property and redevelopment opportunities to maximize existing public infrastructure and leverage future public/private partnerships. The consultant with staff assistance will update the current land use map and recommend zoning change proposals. Based upon the community vision and other plan elements, the consultant shall prepare a future land use map. Community Character and Design Recommend design guidelines and strategies addressing community gateways, community image, commercial corridors, and public space while providing visual examples. This element should include cultural, historic and natural resources. Campus Community Relations Identify opportunities and constraints of providing services, facilities, and resources; and implementing growth management strategies with SDSU while enhancing the livability of the community. Recommend best practices and implementation strategies to communicate and coordinate with university decision-makers and students to facilitate a long-term shared vision. Consultant Responsibilities and Deliverables The selected consultant will work under the direction of the Community Development Director and will be responsible for consultation with the major stakeholder organizations, citizen boards, and public. In addition, the consultant is responsible for the following items:  General management of the project.  Produce all materials for public presentations and provide to the City in reproducible formats.  Drafting and preparation of the plan documents, graphics, and mapping for citizen, Comprehensive Master Planning Advisory Committee, Planning Commission and City Council review.  Data collection, analysis and presentation.  Organization and facilitation of public meetings.  Public comment summary.  Regular presentations to the Comprehensive Master Plan Advisory Committee, Planning Commission, and City Council. Projects and deliverables shall be as follows:  Comprehensive Plan text and maps provided in PDF.  Comprehensive Plan text provided in Microsoft Word format.  Final maps and overlays maintained and manipulated using ArcGIS.  Final maps and source data files.  Final reports presented in digital format for archiving and reproduction. Proposed Project Schedule The development timeline of the Comprehensive Plan will be 10 months (not including the adoption process) from the notice to proceed. At a minimum, monthly progress meetings shall be held and may be conducted through video conferencing and/or webinars, set up and organized by the consultant. The consultant is expected to schedule and attend public participation activities and present the draft and final Comprehensive Plan to the Planning Commission and City Council. Proposal Content Proposals shall address the following items in numerical order with the total length of the submittal not to exceed 25 pages. Electronic proposals are strongly encouraged to utilize hyperlinks when referencing work samples. 1. Qualifications and Experience. Detailed information on the history, qualifications, and experience of the firm and key personnel participating on project. 2. References. A minimum of three project references with contact information for projects completed or substantially completed with in the last five years. Project references shall be applicable to the specific project manager and key team members proposed for this project. Project references shall include the size of the contract, community size, and final outcome. The City has permission to contact any project references. 3. Current Projects. A listing of any projects, including references, that the firm currently has under contract to which the proposed project manager has significant project responsibilities. 4. Review of Preliminary Scope of Work and Schedule. Review the scope of work and provide comments concerning the firms understanding and role in meeting the scope of work and recommendations for additional services beneficial to the development of the plan. Provide a schedule aligned with key tasks as described in the RFP, with any additions or modifications recommended in the proposal. 5. Project Approach and Community Outreach. Provide a detailed description of the project approach and community engagement process proposed for t his project. Describe any social media or web-based platforms for obtaining public input, as well as your firm's approach to conducting public meetings. 6. Cost Proposal. Submit a not-to-exceed fee for professional services, plus expenses, that shall be itemized by various components of the work. Also provide an itemized estimate of reimbursable expenses. The cost proposal shall be submitted in a separate sealed envelope. The City of Brookings shall not be responsible for any expense which consultants may incur in the preparation and submitting of a proposal to include travel expenses for pre -award interviews. Proposers must submit one (1) hard copy and one (1) electronic pdf copy, preferably on a USB or similar media device, of the proposal by 1:00 p.m. CST on Monday, November 7, 2016. Proposals shall be directed to: Mike Struck, Community Development Director City of Brookings 520 3rd Street, Suite 140 Brookings, SD 57006 mstruck@cityofbrookings.org Proposals must be received by the time specified at the address listed above. Any proposals received after the deadline will not be considered. Schedule of Dates. Advertise for Consultant Proposals Date: September 6, 2016 Deadline for Proposal Submission Date: November 7, 2016 Review Proposals Date: November 9 – 16, 2016 Interviews Date: December 5 - 15, 2016 City Council Approval and Contract Execution Date: January 10, 2017 Project Completed Date: December 1, 2017 Selection Process. The City will begin the evaluation process immediately after the deadline for submittal. The City reserves the right to request additional information and to reject any and all proposals. As a part of the evaluation process, respondents may be asked to present th eir proposal to one or more governing bodies of the City. The Comprehensive Master Plan Advisory Committee will review and/or interview proposers for this RFP and provide a recommendation to the City Manager. Proposals will be evaluated based primarily on the following criteria: 1. Overall proposal quality and responsiveness to the Request for Proposals, including but not limited to the completeness, clarity, conciseness, and overall comprehension of the scope of work. 2. Qualifications of the respondents as evidenced by the knowledge, skills and experience of the firm's proposed team. 3. Demonstrated proven experience with similar projects. 4. Demonstrated successful public engagement strategies with a wide range of constituents. 5. Proposed work schedule and project budget. Reference Documents. The following reference documents can be found on the Community Development Department page on the City of Brookings website at www.cityofbrookings.org Vision 2020 Comprehensive Plan Brookings Area Master Transportation Plan Park Master Plan 2007 Brookings Area Housing Study 2013 Brookings Area Housing Study Update SDSU Strategic Vision Impact 2018 SDSU 2025 Facility Master Plan SDSU 2025 Design and Master Plan 2013 Brookings Area Visioning Charrette Brookings Benchmarks Baseline Sustainability Report Brookings Historic Preservation Plan https://vimeo.com/cmpac 1WEEK 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 Sept NovFebMarApr AprDecJan 2018 Feb MarMayJunJulAugOct ! !!Committee Workshop!Committee Worksho Community Engagement Community Proﬁle Land Use & Special Area Plans Comprehensive Plan Elements (as outlined in the Scope) Implementation Approval Committee Meetings! Public Meeting/ Open House Steering Committee Meeting Major Events Deliverables Launch Online Presence and Community Survey Focus Groups & Student Engagement Community Workshop #2 Community Workshop #3 Presentation of Land Use Plan On-line & Community Events Open HouseMonthly On-Line Plan Updates Committee Design Studio Community Workshop #1 Council/ Commission Workshop Kick-o Design Studio Studio Debrief Studio Debrief Land Use Reﬁnement Plan Elements Plan Elements Plan Elements Development Principles Attend Community Meetings Development Principles Brookings Today Draft Future Land Use Plan Plan Elements Draft Draft Plan ! Project Kick-o Meeting with Sta and Development of Engagement Plan 1 2 3 4 5 ! ! 6 8 9 107 Open House Debrief 11 Attached B: Brookings Schedule Comprehensive Plan Cost Proposals Firm Cost Confluence $235,000 Eparque $199,500 Fregonese $300,000 JEO $239,625 ORION $119,310 RDG $146,000 SRF $224,170 The Lakota Group $153,527 TPUDC $149,725 Urban Collaborative $261,406 Charter City of Brookings SD Comprehensive Master Plan Advisory Committee Purpose: The City of Brookings seeks thoughtful growth and development supporting a long-term vision of the future of Brookings. A comprehensive master plan would identify how the physical growth and development of the Brookings community could align with future goals and dreams of its citizens and leaders. A thriving community is dependent on internal and external investments of both time and money. Attracting these investments requires a more detailed road map to illustrate how and where the City of Brookings will develop. The purpose of the Comprehensive Master Plan Advisory Committee is to assist the City in developing a new Comprehensive Master Plan. The Advisory Committee’s Mission is to build consensus around a comprehensive strategy for Brookings’ future by engaging community input and advise the process of developing the Plan. The Committee will collaborate with the Planning Commission and city staff to complete the plan. Specific Objectives: ●Develop and direct the process to complete a new plan ●Research and gather comparable plans and processes ●Research use of a Consultant to aid in the development of the Plan ●Develop a Budget ●Present Budget to Council for Approval ●Advise the City Manager in selection of Consultant ●Work with the Consultant to complete a new plan ●Develop milestones and deliverable due dates ●Execute the process to deliver a draft plan for Planning Commission and City Council approval. ●The Advisory Committee shall formally report its activities to the Planning Commission quarterly. ●Engage community members and stakeholders to provide input and comment throughout the process of developing the plan. It is important that a broad cross section of the community be represented. ●Seek out advice and council of community stakeholders including but not limited to; ●County Commission ●School District ●City Sustainability Council ●Brooking Committee for those with Disabilities ●Historic Preservation Commission ●Affordable Housing Task Force ●Brookings Economic Development Corporation ●Brookings Chamber and Convention and Visitor Bureau ●Identify Physical and Conceptual Scope of Comprehensive Master Plan ●Identify community priorities and values to be addressed through a Master Plan Study. For Example: o Safety, Health and Wellness o Diversity, Creativity, Authenticity o Economic Development & Entrepreneurship Growth o Sustainability o Place-making & Community Character o Historic Preservation o Work force and Affordable Housing Solutions ●Determine spatial priorities to be considered. For Example: o Vehicular, pedestrian(walkability), and bike transportation o Public Space o Potential Adaptive Reuse o Growth and Redevelopment Strategies o Zones (Downtown, Commercial, Industrial, and Residential) The Master Plan should be developed considering: ●Existing City Comprehensive Plan ●County Comprehensive Plan ●Community Vision, Forecasted Growth, Gateway Plan, Parks and Recreation Master Plan, Master Transportation Plan, and other Community Planning Documents. ●Visioning Charrettes Membership Voting Members appointed by Mayor with Council consent. ●9-15 members selected from the following; o City Council Member o Planning Commission Member(s) o Citizens-at-large o Citizens or Planning Commission Member with background in urban planning or landscape architecture o Citizens or Planning Commission Member with background in architecture o The Business Community o University Representative o School District Representative o Historic Preservation Commission Member o Sustainability Council Member The City Manager or representative will be a non-voting member of the Committee. City staff per the direction of the City Manager will staff the committee. Expectations of members: ●Adhere to the City’s Code of Ethics ●Adhere to City Meeting Policies ADOPTED 1/12/2016 CC Meeting: “A motion was made by Council Member Meyer, seconded by Council Member Thorpe, that Adoption of a Charter authorizing the Comprehensive Master Plan Advisory Committee, be approved. The motion carried by the following vote: Yes: 7 – Reed, Corbett, Hansen, Niemeyer, Thorpe, Meyer, and Bacon.” 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 #:ORD 17-001,Version:1 Introduction and First Reading on Ordinance 17-001, an Ordinance pertaining to a Conditional Use Permit for a commercial dog kennel on Colburn Tract of the Colburn-Hind Subdivision and Lot 2, Stewart’s Addition (also known as 230 US Highway 14 Bypass). Summary: The applicant is requesting a conditional use permit to establish a commercial dog kennel in an Agricultural A District. Background: The 17.17 acre property is located along US Highway 14 directly south of Northern Border Pipeline Company. The general area includes a mix of industrial and agricultural land with some limited residential to the northwest. The ordinance requires a conditional use permit to operate a kennel on Agricultural zoned land. Section 94-282 states that kennels shall be located in areas where the noise generated by such use would not be a nuisance or detriment to adjacent properties. A fence separating the kennel operation from the adjacent properties shall be required. Kennels within 400 feet of a residential district are not allowed. In this case, the kennel is located over 800 feet away from the nearest residence and the property is fenced. The owner is proposing to use an existing outbuilding for the kennel operation. A conditional use is defined as a use which, because of its unique or varying characteristics, cannot be properly classified as a permitted use in a particular district. After due consideration, as provided in this chapter, of the impacts of such use upon neighboring land and of the public need for the particular use at a particular location, such conditional use may or may not be granted. Planning Commission Recommendation: The Planning Commission voted 9-0 to recommend approval of the conditional use permit with conditions to limit the number of dogs to 20, comply with city signage regulations, and comply with City health and sanitation regulations. Attachments: Ordinance Planning Commission Minutes Excerpt Notice Application Aerial Map Area Map City of Brookings Printed on 1/5/2017Page 1 of 1 powered by Legistar™ Ordinance No. 17-001 An ordinance pertaining to an application for a Conditional Use for a Commercial Dog Kennel in the Agricultural A District Be it ordained by the governing body of the City of Brookings, South Dakota that said Conditional Use shall be approved for a Commercial Dog Kennel on Colburn Tract of the Colburn-Hind Subdivision and Lot 2, Stewart’s Addition, also known as 230 US Highway 14 Bypass, with the following conditions: 1. Not to exceed 20 dogs 2. Comply with the City signage regulations 3. Comply with City health and sanitation regulations All sections and ordinances in conflict herewith are hereby repealed. FIRST READING:January 10, 2017 SECOND READING:January 24, 2017 PUBLISHED: CITY OF BROOKINGS Scott Munsterman, Mayor ATTEST: Shari Thornes, City Clerk Planning Commission Brookings, South Dakota December 6, 2016 PLANNING COMMISSION OFFICIAL MINUTES EXCERPT Chairperson James Drew called the regular meeting of the City Planning Commission to order on Tuesday, December 6, 2016, at 5:30 PM in the Chambers Room #310 on the third floor of the City & County Government Center. Members present were Tanner Aiken, Greg Fargen, Alan Gregg, Al Heuton, Alan Johnson, Ryan Murphy, Lee Ann Pierce, Kristi Tornquist and Drew. Also present were Shayna Rohl, City Planner Staci Bungard, Community Development Director Mike Struck, and others. Item #5a – Shayna Rohl has submitted an application for a Conditional Use on Colburn Tract of the Colburn-Hind Subdivision and Lot 2, Stewart’s Addition, also known as 230 Highway 14 Bypass. ( Pierce/Johnson) Motion to approve the Conditional Use. All present voted aye. MOTION CARRIED. (Pierce/Tornquist) Amendment to the motion to limit the number of animals to 20 or less, the applicant will be required to follow the signage regulations and the applicant will be required to follow the waste ordinance as it relates to manure management. All present voted aye. MOTION CARRIED. The motion as amended was voted on. All present voted aye. MOTION CARRIED. OFFICIAL SUMMARY Item #5a– This is a conditional use permit for a commercial dog kennel. This is a 17 acre parcel of land which is surrounded by industrial and agricultural land with some limited residential uses to the northwest. The zoning ordinance states that a commercial kennel cannot be located within 400 feet of a residential lot. In this case the kennel will be located 800 feet away from the nearest residence. The owner will be using a current out building to operate this business. Shayna explained that their property has always been used for agricultural purposes, housing horses and livestock. There is currently a building that they will utilize for the 7 kennels. Pierce wondered if 7 is the maximum number of animals that they would house? Shayna explained that they would never have more than 14 dogs as they would never mix dogs that are from separate households. Pierce inquired as to how they plan to manage the manure waste? Shayna explained that they would take care of this by disposing in their dumpster. Pierce wondered if there would be any signage requests. Shayna explained that they would maybe look at getting a small sign at the end of the driveway. Leann also wondered if there would be any other animals, Shayna stated no. Tornquist asked if the abutting property owners were notified. Bungard stated yes, the property was posted with a notice and she hasn’t heard anything from any of them. Pierce wondered if the Commission could put a condition on the request that would limit the number of animals that would be allowed. Struck explained that they can do this, however in other requests that have come to the Commission for dog kennels which are closer to residential areas, they haven’t put conditions on the requests to limit the number of animals. If there were conditions it was requiring that the animals be housed indoors overnight. However if the Planning Commission deems it necessary, they could apply conditions. Heuton reiterated that this is a 17 acre parcel of land that is surrounded by mostly agricultural land. And due to this he doesn’t feel that additional conditions would need to be applied. Pierce feels that it is good to look into the future and future development and that the Commission should put a maximum number allowed on the permit. Drew agrees with Heuton and that this is a proper use of the land and this is a good spot for a dog kennel. Gregg concurs and doesn’t feel that putting a limit on the number is necessary. If you require assistance, alternative formats and/or accessible locations consistent with the Americans with Disabilities Act, please contact the City ADA Coordinator at 692-6281 at least 48 hours prior to the meeting. Published ______ time(s) at an approximate cost of $ _____________. NOTICE OF HEARING UPON APPLICATION FOR CONDITIONAL USE NOTICE IS HEREBY GIVEN THAT Shayna Rohl submitted an application for a Conditional Use on the following described real estate: Colburn Tract of the Colburn-Hind Subdivision and Lot 2, Stewart’s Addition, also known as 230 Highway 14 Bypass. The request is to establish a commercial dog kennel, in an Agricultural A District. NOTICE IS FURTHER GIVEN that said request will be acted on by the City Planning Commission at 5:30 PM on Tuesday, December 6, 2016, in the Chambers Room on the third floor of the Brookings City and County Government Center at 520 Third Street, Brookings, South Dakota. Any action taken by the City Planning Commission is a recommendation to the City Council. Any person interested may appear and be heard in this matter. Dated this 25th day of November, 2016. ____________________________ Staci Bungard City Planner U S H W Y 1 4 B Y PW U S H WY 14 B Y P Rohl Conditional Use - 230 Hwy 14 Bypass ² A A A A A A I-1R A I-1RR-3 R-1A R-1A R-1AR-1A I-1 I-1 I-1 I-1 R-1A R-1A US HWY 14 BYP Legend Property Kennel² Rohl Conditional Use - 230 Hwy 14 Bypass 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 17-003,Version:1 Action on Resolution 17-003, a Resolution amending the City of Brookings Investment Policy. Background: The Investment Policy has not been updated since 2011. This action will revise the policy to clarify language, update references and comply with applicable current State Law, and local practices. The majority of the proposed changes are minor. The more significant changes include: ·Elimination of Section 7.2 Financial Institutions and Brokers/Dealers - due to the City’s current practice of only dealing with known local and State approved financial institutions. ·Elimination of Section 9.0 Investment Pool - due to the only Investment Pool used by the City is the state sponsored South Dakota Public Funds Investment Trust (SD FIT) ·Section 10.0 Collateralization - Change the frequency to review collateralization due to the information being published on the South Dakota of Legislative Audit website semiannually (June and December) ·Section 11.0 Diversification - eliminate the reference to limiting CD’s to the amount approved for each financial institution. As long as the financial institution follows the state collateralization rules no limit would apply. ·Section 13.2 Performance Standards - to clarify and make standards mirror investment objectives. ·Glossary - eliminate definitions of words not found in the policy. Fiscal Impact: No fiscal impact. Staff recommends approval. Attachments: Proposed amendments to Resolution Resolution City of Brookings Printed on 1/5/2017Page 1 of 1 powered by Legistar™ Resolution No. 07-11 City of Brookings Investment Policy Amended: January 25, 2011 Objective: The purpose of “The City of Brookings Investment Policy” is to set investment objectives, policies, establish guidelines, and define responsibilities for the investment of funds for the City of Brookings. Policy: City of Brookings Investment Policy 1.0 Purpose ....................................................................................................................... 2 2.0 Policy ........................................................................................................................... 2 3.0 Scope ........................................................................................................................... 2 4.0 Objective ..................................................................................................................... 2 5.0 Standard of Care ........................................................................................................ 4 6.0 Authority and Responsibility …................................................................................. 5 7.0 Authorized Financial Dealers and Institutions ....................................................... 5 8.0 Authorized & Suitable Investments ......................................................................... 6 9.0 Investment Pool ......................................................................................................... 6 109.0 Safekeeping and Custody ........................................................................................ 7 1110.0 Collateralization ...................................................................................................... 7 1211.0 Diversification .......................................................................................................... 8 1312.0 Maximum Maturities ............................................................................................... 8 1413.0 Reporting .................................................................................................................. 8 1514.0 Policy Control .......................................................................................................... 8 GLOSSARY................................................................................................................ 10-14 1.0 PURPOSE The purpose of “The City of Brookings Investment Policy” is to set investment objectives, policies, establish guidelines, and define responsibilities for the investment of funds for the City of Brookings. 2.0 POLICY The policy of the City of Brookings is to invest idle public all funds in a manner based upon state law, that will provide the maximum security, sufficient liquidity, and competitive investment return to meet the daily cash flow demands of the City.highest investment return while maintaining maximum security and meeting cash flow demands. The primary goals are: A. To ensure compliance with all Federal, State, and local laws governing the investment of public funds under the control of the City Manager. B. To protect the principal monies entrusted to the City’s Finance Department. C. Achieve a reasonable rate of return within the parameters of prudent risk management while minimizing the potential for capital losses arising from market changes or issuer default. 3.0 SCOPE This policy applies to the investment of all funds of Brookings, South Dakota. Except for funds held in trust or special funds that are otherwise specifically provided for, the city will consolidate the balances from all funds to maximize investment 3.1 Pooling of Funds Except for cash in certain restricted and special funds the City of Brookings will consolidate cash balances from all funds, including utilities and hospital, to maximize investment earnings and meet the liquidity requirements of the city subject to the primary objective of providing security of principal. Investment income will be allocated to the various funds based on their respective participation of capital in the overall portfolio in accordance with generally accepted accounting principles. 4.0 OBJECTIVE Pursuant to South Dakota Codified Law, Chapter 4-5-8 it is the policy of the City of Brookings to invest funds in a manner to meet the daily cash flow demands of the City. The primary objectives, in priority order, being: a) Safety of Principal b) Liquidity c) Return on Investments: A) Safety of Principal Safety of principal is the foremost objective of the investment program. Investments shall be undertaken in a manner that seeks to ensure the preservation of capital in the overall portfolio. The objective will be to mitigate the following risks. 1. Credit Risk The City of Brookings will minimize credit risk, which is the risk of loss due to the failure of the investment issuer or backer, by limiting the portfolio to the types of investments listed in section 98. Authorized and Suitable Investments of this policy and diversifying the investment portfolio to diminish the impact of potential losses from any one type of investment or from any one individual issuer. 2. Interest Rate Risk The City of Brookings will minimize interest rate risk, which is the risk that the market value of securities in the portfolio will fall due to changes in market interest rates, by structuring the portfolio to meet the cash requirements of ongoing operations, thereby mitigating the need to liquidate securities at a loss prior to maturity. 3. Concentration Risk The City of Brookings will minimize Concentration of Credit Risk, which is the risk of loss due to having a significant portion of resources invested in a single issuer, by diversifying the investment portfolio as described in section 1611. Diversification so the impact of potential losses from any one type of security or issuer will be minimized. Investments issued or explicitly guaranteed by the U.S. government and investments in mutual funds, external investment pools, and other pooled investments are excluded from this requirement. 4. Custodial Credit Risk The City of Brookings will minimize Custodial Credit Risk for deposits, which is the risk that in the event of the failure of a depository financial institution the deposits or collateral securities that are in the possession of an outside party would not be able to be recovered, as addressed in section 1510. Collateralization. The City of Brookings will minimize Custodial Credit Risk for investments, which is the risk that in the event of the failure of the counterparty to a transaction the value or collateral securities that are in the possession of an outside party would not be able to be recovered, as addressed in section 149. Safekeeping and Custody. B) Liquidity The investment portfolio shall remain sufficiently liquid to meet all operating requirements that may be reasonably anticipated. This is accomplished by structuring the portfolio so that securities mature concurrent with cash needs to meet anticipated demands (static liquidity). Furthermore, since all possible cash demands cannot be anticipated, the portfolio should include consist largely of securities with active secondary or resale markets (dynamic liquidity). Alternatively, a portion of the portfolio may be placed in money market mutual funds or local government investment pools which offer same-day liquidity for short-term funds. C) Return on Investments The portfolio shall be designed to obtain a reasonable rate of return throughout budgetary and economic cycles. The return on investments is to be accorded secondary importance compared to the safety and liquidity objectives described above. The core of investments will focus on relatively low risk securities with an expectation of earning a reasonable return relative to the risk being assumed. Securities shall not be sold prior to maturity, with the following exceptions:  A security with declining value may be sold early to minimize loss of principal.  A security may be exchanged to improve the quality, yield, or target duration in the portfolio.  A security may be sold in order to satisfy liquidity requirements. When selling a security prior to maturity, the City Manager must be prepared to justify the reasons and explain shall provide an explanation for any gains or losses. Policy compliance does not provide a benchmark to meet or exceed, but is a model to follow. The City will benchmark its portfolio performance to the appropriate “treasuries constant maturity” rate based on portfolio maturities of the investment plan. 5.0 Standard of Care 5.1 Prudence The standard of prudence to be used by investment officials shall be the "prudent person" standard and shall be applied in the context of managing an overall portfolio. Investment officers, acting in accordance with written procedures and this investment policy and exercising due diligence shall be relieved of personal responsibility for an individual security's credit risk or market price changes. The “prudent person” standard states that “Investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probable income to be derived.” 5.2 Ethics and Conflicts of Interest Officers and employees involved in the investment process shall refrain from personal business activity that could conflict with the proper execution and management of the investment program, or that could impair their ability to make impartial decisions. Employees and investment officials shall disclose any material interests in financial institutions with which they conduct business. They shall further disclose any personal financial/investment positions that could be related to the performance of the investment portfolio. Employees and officers shall refrain from undertaking personal investment transactions with the same individual with whom business is conducted on behalf of the City of Brookings. The City Investment program shall be managed in a professional and prudent manner worthy of the public trust and review. 6.0 Authority and Responsibility 6.1 Authority In accordance with the City of Brookings, the responsibility for conducting investment transactions resides with the City Manager. The Finance ManagerDirector, under the general direction of the City Manager, shall be responsible for all transactions undertaken and shall establish a system of controls to regulate activities. 6.2 Responsibility Parties shall refrain from personal business activity that could impair his/her ability to make impartial decisions. The Finance Manager Director acting in accordance with this investment policy and exercising due diligence shall be relieved of personal responsibility for an individual investment’s credit risk or market price changes, provided deviations form expectations are reported in a timely fashion and the liquidity and the sale of investments are carried out in accordance with the terms of this policy. Investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion, and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probably income to be derived. 7.0 Authorized Financial Dealers and Institutions 7.1 Selection Process A list of financial institutions authorized to provide investment services to the City of Brookings will be maintained. In addition, a list of broker/dealers will be maintained. This list may include both primary and regional dealers. Dealers will be approved by the Finance Manger Director on the following:  Credit worthiness  License to conduct business in South Dakota  Qualification under Securities and Exchange Commission (SEC) Rule 15C3-1 (uniform net capital rule) 7.2 Financial Institutions and Brokers/Dealers All financial institutions and broker/dealers who desire to conduct business with the City of Brookings shall supply the City with the following:  Audited financial statements, provided annually  Trading resolutions  Proof of state registration, if applicable  Copy of the broker’s license for the individuals servicing the account  Resume of individual servicing the account  Any pending legal or regulatory sanctions  Certification of having read and understood and agreeing to comply with the City of Brookings investment policy  Evidence of adequate insurance coverage 8.0 Authorized & Suitable Investments The City of Brookings is empowered by statue to invest in the following types of securities:  Interest bearing checking accounts  Savings accounts  United States Treasury bills, bonds and notes (SDCL 4-5-6)  United States Government Agencies (SDCL 4-5-6) Securities issued by government-sponsored enterprises (GSEs) or federally related institutions that are guaranteed directly or indirectly by the US Government. Securities issued by the Government National Mortgage Association (GNMA or Ginnie Mae) are an example of securities directly guaranteed by the government. Securities issued by other GSEs may be allowable. Interest bearing checking accounts  Certificates of Deposit (CDs) (SDCL 9-22(municipalities), Certificates of Deposit (CDs) purchased through CDARS® (Certificate of Deposit Account Registry Service) (SDCL 4-5-6.1)*  Money Market Mutual Funds - open-end, no-load (SDCL 4-5-6) Mutual and money market funds that invest in US Treasury securities or securities issued by GSEs or federally related institutions that are guaranteed directly or indirectly by the US Government.  Repurchase Agreements fully collateralized by allowable securities (SDCL 4-5-6)  South Dakota Public Funds Investment Trust (SD FIT) Local Government Investment Pool (SD FIT) When investing in Certificates of Deposit (CDs) public funds will be invested at the highest rate of interest possible. The above listed authorized deposits will be kept in banks in South Dakota as required by SDCL 9-22-6. Formatted: Indent: Left: 0", First line: 0.5", Adjust space between Latin and Asian text, Adjust space between Asian text and numbers 9.0 Investment Pool Government sponsored investment pools are sources for short-term cash management. A thorough investigation of the pool is required prior to investing, and on a continual basis. Before investing in these pools, the following issues must be reviewed:  The pool must provide a written statement of policy and objectives.  A questionnaire should be developed that will address the following general topics:  A description of eligible investment securities, and a written statement of investment policy and objectives.  A description of interest calculations and how it is distributed, and how gains and losses are treated.  A description of how the securities are safeguarded (including the settlement processes), and how often the securities are priced and the program audited.  A description of who may invest in the program, how often, what size deposit and withdrawal are allowed.  A schedule for receiving statements and portfolio listings.  A description of how reserves, retained earnings, etc. are utilized by the pool.  A model of the fee schedule, and when and how it is assessed.  A description of eligibility and/or acceptance of bond proceeds.  The pool must contain only the types of investment allowed by this policy. 109.0 Safekeeping and Custody 109.1 Delivery vs. Payment All trades of marketable securities, where applicable, will be executed by delivery vs. payment (DVP) to ensure that securities are deposited in an eligible financial institution prior to the release of funds. Securities will be held by a third party custodian as evidenced by safekeeping receipts. 109.2 Safekeeping Securities will be held by a (centralized independent third-party custodian selected by the city as evidenced by safekeeping receipts in the City’s name as per SDCL 4-5-9. The safekeeping institution shall annually provide a copy of their most recent report on internal controls (SAS 70). 109.3 Internal Controls The Finance Manager Director is responsible for establishing and maintaining an internal control structure designed to ensure that the assets of the City of Brookings are protected from loss, theft, or misuse. The internal controls shall address the following points:  Control of collusion  Separation of transaction authority from accounting and recordkeeping  Custodial safekeeping  Delivery versus payment  Clear delegation of authority Formatted: Indent: Left: 0", Adjust space between Latin and Asian text, Adjust space between Asian text and numbers Formatted: No bullets or numbering, Adjust space between Latin and Asian text, Adjust space between Asian text and numbers  Confirmation of transactions for investments and wire transfers 1110.0 Collateralization In accordance with the SDCL 4-6A and 51A-10-9 Qualified Public Depositories will furnish collateral in the sum equal to one hundred percent (100%) of the public deposit account that exceed deposit insurance. The Finance Manager Director will review semiannually the Under-ClooateralizedCollateralized Bank Accounts report found on the SD Department of Legislative Audit website. http://legislativeaudit.sd.gov/resources/pledgedcollateral/pledgedcollateral.aspx quarterly the liability report and report of condition filed with the Office of the State Treasurer on website, www.sdtreasurer.gov to ascertain compliance by financial institutions of adequate collateral coverage. SDCL 54-6A-3 requires that collateral be segregated by each depository in such manner as approved by the South Dakota Deposit Protection Commission. Collateral may not be held in any safety deposit vault owned or controlled either by directly or indirectly by the pledging financial institution but must be deposited for safekeeping in a financial institution that is a member of the Federal Reserve. 1211.0 Diversification The purpose of diversification is to reduce overall portfolio risk while attaining market rates of return and to enable the City of Brookings to meet all anticipated cash requirements. The investments shall be diversified by:  Limiting investments to avoid over-concentration in securities of a specific issuer (excluding treasury bills).  Limiting investment in securities that have higher credit risks.  Limiting certificates of deposit to the amount approved for each financial institution.  Investing in securities with varying maturities. 1312.0 Maximum Maturities To the extent possible, the City of Brookings will attempt to match its investments with anticipated cash flow requirements. The City of Brookings will keep investments for duration not to exceed five (5) years 1413.0 Reporting 14.1 Methods The Finance Manager Director shall prepare an investment report quarterly for the City Council. This report will include the following: Field Code Changed  List of individual securities held at the end of the reporting period further broken down by issuer, purchase date, maturity date, coupon rate, par value, and yield to maturity. 1413.2 Performance Standards The investment portfolio shall be designed with the objective of obtaining a competitive rate of return throughout budgetary and economic cycles, commensurate with the investment risk constraints and cash flow needs. The portfolio is benchmarked to the applicable treasuries constant maturities rate as reported by the Federal Reserve. 1514.0 Policy Control 1514.1 Exemption Any investment currently held that does not meet the guidelines of this policy shall be exempted from the requirements of this policy as long as it was in compliance with State of South Dakota Law and the City’s investment policy in effect at the time of purchase. At maturity or liquidation, such monies shall be reinvested only as provided by this policy. 1514.2 Amendments This policy shall be reviewed to ensure consistency to overall objectives of safety, liquidity, yield, compliance to current law, and economic trends. 1514.3 Requirements This investment policy is required by SDCL 4-5-8 and approved by the city council. Approved on July 24, 2000 Revised on March 26, 2001 Revised on July 27, 2004 Revised on January 25, 2011 City of Brookings Tim Reed, Mayor ATTEST: Shari Thornes, City Clerk GLOSSARY ACCRUED INTEREST: The accumulated interest payable on a security since the last interest payment made by the issuer. AGENCY: A debt security issued by a federal or federally sponsored agency. Federal agencies are backed by the full faith and credit of the U. S. Government. Federally sponsored agencies (FSAs) are backed by each particular agency with a market perception that there is an implicit government guarantee. An example of a federal agency is the Government National Mortgage Association (GNMA). An example of an FSA is the Federal National Mortgage Association (FNMA). AMORTIZATION: The systematic reduction of the amount owed on a debt issue through periodic payments of principal. ASKED: The price at which securities are offered. BENCHMARK: A comparative base for measuring the performance or risk tolerance of the investment portfolio. A benchmark should represent a close correlation to the level of risk and the average duration of the portfolio’s investment. BID: The price offered by a buyer of securities. (When you are selling securities, you ask for a bid.) See Offer. BOOK ENTRY: An electronic system of accountability, custody, transfer, and settlement of securities. Book-entry systems allow rapid and accurate transfers of securities with simultaneous cash settlement. BOOK VALUE: The value at which a security is carried on the inventory lists or other financial records of an investor. The book value may differ significantly from the security’s current value in the market. BROKER: A broker brings buyers and sellers together for a commission. CALL PRICE: The price at which an issuer may redeem a bond prior to maturity. The price is usually at a slight premium to the bond’s original issue price to compensate the holder for loss of income and ownership. CERTIFICATE OF DEPOSIT (CD): A time deposit with a specific maturity evidenced by a certificate. Large-denomination CDs are typically negotiable. CERTIFICATE OF DEPOSIT ACCOUNT REGISTRY SERVICE (CDARS): A program with an approved depository that removes the need for collateral by providing full FDIC insurance for certificates of deposit. COLLATERAL: Securities, evidence of deposit or other property which a borrower pledges to secure repayment of a loan. Also refers to securities pledged by a bank to secure deposits of public monies. COUPON: (a) The annual rate of interest that a bond’s issuer promises to pay the bondholder on the bond’s face value. (b) A certificate attached to a bond evidencing interest due on a payment date. CREDIT QUALITY: The measurement of the financial strength of a bond issuer. This measurement helps an investor to understand an issuer’s ability to make timely interest payments and repay the loan principal upon maturity. Generally, the higher the credit quality of a bond issuer, the lower the interest rate paid by the issuer because the risk of default is lower. Credit quality ratings are provided by nationally recognized rating agencies. CREDIT RISK: The risk to an investor that an issuer will default in the payment of interest and/or principal on a security. DELIVERY VERSUS PAYMENT: There are two methods of delivery of securities: delivery versus payment and delivery versus receipt. Delivery versus payment is delivery of securities with an exchange of money for the securities. Delivery versus receipt is deli very of securities with an exchange of a signed receipt for the securities. DISCOUNT: The difference between the cost price of a security and its maturity when quoted at lower than face value. A security selling below original offering price shortly after sale also is considered to be at a discount. DISCOUNT SECURITIES: Non-interest bearing money market instruments that are issued at a discount and redeemed at maturity for full face value, e.g., U. S. Treasury Bills. DIVERSIFICATION: Dividing investment funds among a variety of securities offering independent returns. DURATION: A measure of the timing of the cash flows, such as the interest payments and the principal repayment, to be received from a given fixed-income security. This calculation is based on three variables; term to maturity, coupon rate, and yield to maturity. The duration of a security is a useful indicator of its price volatility for given changes in interest rates. FAIR VALUE: The amount at which an investment could be exchanged in a current transaction between willing parties, other than in a forced or liquidation sale. FEDERAL CREDIT AGENCIES: Agencies of the Federal government set up to supply credit to various classes of institutions and individuals, e.g., S&L’s, small business firms, students, farmers, farm cooperatives, and exporters. FEDERAL DEPOSIT INSURANCE CORPORATION (FDIC): A federal agency that insures bank deposits, currently up to $100,000 per deposit. FEDERAL FUNDS (Fed Funds): Funds placed in Federal Reserve banks by depository institutions in excess of current reserve requirements. These depository institutions may lend fed funds to each other overnight or on a longer basis. They may also transfer funds among each other on a same-day basis through the Federal Reserve banking system. Fed funds are considered to be immediately available funds. FEDERAL FUNDS RATE: The rate of interest at which Fed funds are traded. This rate is currently pegged by the Federal Reserve through open-market operations. FEDERAL RESERVE SYSTEM: The central bank of the United States created by Congress and consisting of a seven member Board of Governors in Washington, D. C., 12 regional banks and about 5,700 commercial banks that are members of the system. FIDUCIARY: Person, company, or association holding assets in trust of a beneficiary. FUTURES CONTRACT: Agreement to buy or sell a specific amount of a commodity or financial instrument at a particular price on a stipulated future date. INVERTED YIELD CURVE: A chart formation that illustrates long-term securities having lower yields than short-term securities. This configuration usually occurs during periods of high inflation coupled with low levels of confidence in the economy and a restrictive monetary policy. INVESTMENT POLICY: A concise and clear statement of the objectives and parameters formulated by an investor or investment manager for a portfolio of investment securities. LIQUIDITY: A liquid asset is one that can be converted easily and rapidly into cash without a substantial loss of value. In the money market, a security is said to be liquid if the spread between bid and asked prices is narrow and reasonable size can be done at those quotes. LOCAL GOVERNMENT INVESTMENT POOL (LGIP): The aggregate of all funds from political subdivisions that are placed in the custody of the State Treasurer for investment and reinvestment. MARK-TO-MARKET: The process whereby the book value or collateral value of a security is adjusted to reflect its current market value. MARKET RISK: The risk that the value of a security will rise or decline as a result of changes in market conditions. MARKET VALUE: The price at which a security is trading and could presumably be purchased or sold. MASTER REPURCHASE AGREEMENT: A written contract covering all future transactions between the parties to repurchase---reverse repurchase agreement that establishes each party’s rights in the transactions. A master agreement will often specify, among other things, the right of the buyer-lender to liquidate the underlying securities in the event of default by the seller-borrower. MATURITY: The date upon which the principal or stated value of an investment becomes due and payable. MONEY MARKET: The market in which short-term debt instruments (bills, commercial paper, bankers’ acceptances, etc.) are issued and traded. OFFER: The price asked by a seller of securities. (When you are buying securities, you ask for an offer.) See Asked and Bid. OPTION: Right to buy or sell property that is granted in exchange for an agreed upon sum. If the right is not exercised after a specified period, the option expires and the option buyer forfeits the money. PORTFOLIO: Collection of securities held by an investor. PRIMARY DEALER: A group of government securities dealers who submit daily reports of market activity and positions and monthly financial statements to the Federal Reserve Bank of New York and are subject to its informal oversight. Primary dealers include Securities and Exchange Commission (SEC)-registered securities broker-dealers, banks, and a few unregulated firms. PRUDENT PERSON RULE: An investment standard. In some states the law requires that a fiduciary, such as a trustee, may invest money only in a list of securities selected by the custody state---the so-called legal list. In other states the trustee may invest in a security if it is one which would be bought by a prudent person of discretion and intelligence who is seeking a reasonable income and preservation of capital. QUALIFIED PUBLIC DEPOSITORIES: A financial institution which does not claim exemption from the payment of any sales or compensating use or ad valorem taxes under the laws of this state, which has segregated for the benefit of the commission eligible collateral having a value of not less than its maximum liability and which has been approved by the Public Deposit Protection Commission to hold public deposits. RATE OF RETURN: The yield obtainable on a security based on its purchase price or its current market price. This may be the amortized yield to maturity. REINVESTMENT RISK: The risk that a fixed-income investor will be unable to reinvest income proceeds from a security holding at the same rate of return currently generated by that holding. REPURCHASE AGREEMENT (RP OR REPO): A holder of securities sells these securities to an investor with an agreement to repurchase them at a fixed price on a fixed date. The security “buyer” in effect lends the “seller” money for the period of the agreement, and the terms of the agreement are structured to compensate him for this. Dealers use RP extensively to finance their positions. Exception: When the Fed is said to be doing RP, it is lending money that is, increasing bank reserves. SAFEKEEPING: A service to customers rendered by banks for a fee whereby securities and valuables of all types and descriptions are held in the bank’s vaults for protection. SECONDARY MARKET: A market made for the purchase and sale of outstanding issues following the initial distribution. SECURITIES & EXCHANGE COMMISSION: Agency created by Congress to protect investors in securities transactions by administering securities legislation. SPECULATION: Assumption of risk in anticipation of gain but recognizing a higher than average possibility of loss. STRUCTURED NOTES: Notes issued by Government Sponsored Enterprises (FHLB, FNMA, SLMA, etc.) and corporations which have imbedded options (e.g., call features, step -up coupons, floating rate coupons, and derivative-based returns) into their debt structure. Their market performance is impacted by the fluctuation of interest rates, the volatility of the imbedded options and shifts in the shape of the yield curve. SWAP: Trading one asset for another. TOTAL RETURN: The sum of all investment income plus changes in the capital value of the portfolio. For mutual funds, return on an investment is composed of share price appreciation plus any realized dividends or capital gains. This is calculated by taking the following components during a certain time period. (Price Appreciation) + (Dividends Paid) + (Capital Gains) = Total Return TREASURY BILLS: A non-interest bearing discount security issued by the U. S. Treasury to finance the national debt. Most bills are issued to mature in three months, six months, or one year. TREASURY BONDS: Long-term coupon-bearing U. S. Treasury securities issued as direct obligations of the U. S. Government and having initial maturities of more than ten years. TREASURY NOTES: Medium-term coupon-bearing U. S. Treasury securities issued as direct obligations of the U. S. Government and having initial maturities from two to ten years. VOLATILITY: A degree of fluctuation in the price and valuation of securities. WHEN ISSUED (WI): A conditional transaction in which an authorized new security has not been issued. All “when issued” transactions are settled when the actual security is issued. YIELD: The rate of annual income return on an investment, expressed as a percentage. (a) INCOME YIELD is obtained by dividing the current dollar income by the current market price for the security. (b) NET YIELD or YIELD TO MATURITY is the current income yield minus any premium above par or plus any discount from par in purchase price, with the adjustment spread over the period from the date of purchase to the date of maturity of the bond. YIELD CURVE: A graphic representation that depicts the relationship at a given point in time between yields and maturity for bonds that are identical in every way except maturity. A normal yield curve may be alternatively referred to as a positive yield curve. YIELD-TO-CALL (YTC): The rate of return an investor earns from a bond assuming the bond is redeemed (called) prior to its nominal maturity date. 1 Resolution No. 17-003 City of Brookings Investment Policy Amended: January 10, 2017 Objective:The purpose of “The City of Brookings Investment Policy” is to set investment objectives, policies, establish guidelines, and define responsibilities for the investment of funds for the City of Brookings. Policy:City of Brookings Investment Policy 1.0 Purpose ................................................................................................................... 2 2.0 Policy ....................................................................................................................... 2 3.0 Scope ....................................................................................................................... 2 4.0 Objective .................................................................................................................. 2 5.0 Standard of Care ..................................................................................................... 4 6.0 Authority and Responsibility …............................................................................. 5 7.0 Authorized Financial Dealers and Institutions ..................................................... 5 8.0 Authorized & Suitable Investments ...................................................................... 6 9.0 Safekeeping and Custody ...................................................................................... 6 10.0 Collateralization .................................................................................................... 7 11.0 Diversification ........................................................................................................7 12.0 Maximum Maturities ............................................................................................. 7 13.0 Reporting ............................................................................................................... 8 14.0 Policy Control ....................................................................................................... 8 GLOSSARY..................................................................................................................... 9 2 1.0 PURPOSE The purpose of “The City of Brookings Investment Policy” is to set investment objectives, policies, establish guidelines, and define responsibilities for the investment of funds for the City of Brookings. 2.0 POLICY The policy of the City of Brookings is to invest idle public funds in a manner based upon state law, that will provide the maximum security, sufficient liquidity, and competitive investment return to meet the daily cash flow demands of the City. The primary goals are: A. To ensure compliance with all Federal, State, and local laws governing the investment of public funds under the control of the City Manager. B. To protect the principal monies entrusted to the City’s Finance Department. C. Achieve a reasonable rate of return within the parameters of prudent risk management while minimizing the potential for capital losses arising from market changes or issuer default. 3.0 SCOPE This policy applies to the investment of all funds of Brookings, South Dakota. Except for funds held in trust or special funds that are otherwise specifically provided for, the city will consolidate the balances from all funds to maximize investment 3.1 Pooling of Funds Except for cash in certain restricted and special funds the City of Brookings will consolidate cash balances from all funds, including utilities and hospital, to maximize investment earnings and meet the liquidity requirements of the city subject to the primary objective of providing security of principal. Investment income will be allocated to the various funds based on their respective participation of capital in the overall portfolio in accordance with generally accepted accounting principles. 4.0 OBJECTIVE Pursuant to South Dakota Codified Law, Chapter 4-5-8 it is the policy of the City of Brookings to invest funds in a manner to meet the daily cash flow demands of the City. The primary objectives, in priority order, being: a) Safety of Principal b) Liquidity c) Return on Investments: 3 A) Safety of Principal Safety of principal is the foremost objective of the investment program. Investments shall be undertaken in a manner that seeks to ensure the preservation of capital in the overall portfolio. The objective will be to mitigate the following risks. 1. Credit Risk The City of Brookings will minimize credit risk, which is the risk of loss due to the failure of the investment issuer or backer, by limiting the portfolio to the types of investments listed in section8. Authorized and Suitable Investments of this policy and diversifying the investment portfolio to diminish the impact of potential losses from any one type of investment or from any one individual issuer. 2. Interest Rate Risk The City of Brookings will minimize interest rate risk, which is the risk that the market value of securities in the portfolio will fall due to changes in market interest rates, by structuring the portfolio to meet the cash requirements of ongoing operations, thereby mitigating the need to liquidate securities at a loss prior to maturity. 3. Concentration Risk The City of Brookings will minimize Concentration of Credit Risk, which is the risk of loss due to having a significant portion of resources invested in a single issuer, by diversifying the investment portfolio as described in section11. Diversification so the impact of potential losses from any one type of security or issuer will be minimized. Investments issued or explicitly guaranteed by the U.S. government and investments in mutual funds, external investment pools, and other pooled investments are excluded from this requirement. 4. Custodial Credit Risk The City of Brookings will minimize Custodial Credit Risk for deposits, which is the risk that in the event of the failure of a depository financial institution the deposits or collateral securities that are in the possession of an outside party would not be able to be recovered, as addressed in section10. Collateralization. The City of Brookings will minimize Custodial Credit Risk for investments, which is the risk that in the event of the failure of the counterparty to a transaction the value or collateral securities that are in the possession of an outside party would not be able to be recovered, as addressed in section9. Safekeeping and Custody. 4 B) Liquidity The investment portfolio shall remain sufficiently liquid to meet all operating requirements that may be reasonably anticipated. This is accomplished by structuring the portfolio so that securities mature concurrent with cash needs to meet anticipated demands (static liquidity). Furthermore, since all possible cash demands cannot be anticipated, the portfolio should include securities with active secondary or resale markets (dynamic liquidity). Alternatively, a portion of the portfolio may be placed in money market mutual funds or local government investment pools which offer same-day liquidity for short-term funds. C) Return on Investments The portfolio shall be designed to obtain a reasonable rate of return throughout budgetary and economic cycles. The return on investments is to be accorded secondary importance compared to the safety and liquidity objectives described above. The core of investments will focus on relatively low risk securities with an expectation of earning a reasonable return relative to the risk being assumed. Securities shall not be sold prior to maturity, with the following exceptions: A security with declining value may be sold early to minimize loss of principal. A security may be exchanged to improve the quality, yield, or target duration in the portfolio. A security may be sold in order to satisfy liquidity requirements. When selling a security prior to maturity, the City Manager shall provide an explanation for any gains or losses. Policy compliance does not provide a benchmark to meet or exceed, but is a model to follow. The City will benchmark its portfolio performance to the appropriate “treasuries constant maturity” rate based on portfolio maturities of the investment plan. 5.0 Standard of Care 5.1 Prudence The standard of prudence to be used by investment officials shall be the "prudent person" standard and shall be applied in the context of managing an overall portfolio. Investment officers, acting in accordance with written procedures and this investment policy and exercising due diligence shall be relieved of personal responsibility for an individual security's credit risk or market price changes. The “prudent person” standard states that “Investments shall be made with judgment and care, under circumstances then prevailing, which 5 persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probable income to be derived.” 5.2 Ethics and Conflicts of Interest Officers and employees involved in the investment process shall refrain from personal business activity that could conflict with the proper execution and management of the investment program, or that could impair their ability to make impartial decisions. Employees and investment officials shall disclose any material interests in financial institutions with which they conduct business. They shall further disclose any personal financial/investment positions that could be related to the performance of the investment portfolio. Employees and officers shall refrain from undertaking personal investment transactions with the same individual with whom business is conducted on behalf of the City of Brookings. The City Investment program shall be managed in a professional and prudent manner worthy of the public trust and review. 6.0 Authority and Responsibility 6.1 Authority In accordance with the City of Brookings, the responsibility for conducting investment transactions resides with the City Manager. The Finance Director, under the general direction of the City Manager, shall be responsible for all transactions undertaken and shall establish a system of controls to regulate activities. 6.2 Responsibility Parties shall refrain from personal business activity that could impair his/her ability to make impartial decisions. The Finance Director acting in accordance with this investment policy and exercising due diligence shall be relieved of personal responsibility for an individual investment’s credit risk or market price changes, provided deviations form expectations are reported in a timely fashion and the liquidity and the sale of investments are carried out in accordance with the terms of this policy. Investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion, and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probably income to be derived. 6 7.0 Authorized Financial Dealers and Institutions 7.1 Selection Process A list of financial institutions authorized to provide investment services to the City of Brookings will be maintained. In addition, a list of broker/dealers will be maintained. This list may include both primary and regional dealers. Dealers will be approved by the Finance Director on the following: Credit worthiness License to conduct business in South Dakota Qualification under Securities and Exchange Commission (SEC) Rule 15C3-1 (uniform net capital rule) 8.0 Authorized & Suitable Investments The City of Brookings is empowered by statue to invest in the following types of securities: Interest bearing checking accounts Savings accounts United States Treasury bills, bonds and notes (SDCL 4-5-6) United States Government Agencies (SDCL 4-5-6) Securities issued by government-sponsored enterprises (GSEs) or federally related institutions that are guaranteed directly or indirectly by the US Government. Securities issued by the Government National Mortgage Association (GNMA or Ginnie Mae) are an example of securities directly guaranteed by the government. Securities issued by other GSEs may be allowable. Interest bearing checking accounts Certificates of Deposit (CDs) (SDCL 9-22(municipalities), Certificates of Deposit (CDs) purchased through CDARS® (Certificate of Deposit Account Registry Service) (SDCL 4-5-6.1)* Money Market Mutual Funds - open-end, no-load (SDCL 4-5-6) Mutual and money market funds that invest in US Treasury securities or securities issued by GSEs or federally related institutions that are guaranteed directly or indirectly by the US Government. Repurchase Agreements fully collateralized by allowable securities (SDCL 4-5-6) South Dakota Public Funds Investment Trust (SD FIT) Local Government Investment Pool When investing in Certificates of Deposit (CDs) public funds will be invested at the highest rate of interest possible. The above listed authorized deposits will be kept in banks in South Dakota as required by SDCL 9-22-6. 7 9.0 Safekeeping and Custody -9.1 Delivery vs. Payment All trades of marketable securities, where applicable, will be executed by delivery vs. payment (DVP) to ensure that securities are deposited in an eligible financial institution prior to the release of funds. Securities will be held by a third party custodian as evidenced by safekeeping receipts. 9.2 Safekeeping Securities will be held by a centralized custodian selected by the city as evidenced by safekeeping receipts in the City’s name as per SDCL 4-5-9. 9.3 Internal Controls The Finance Director is responsible for establishing and maintaining an internal control structure designed to ensure that the assets of the City of Brookings are protected from loss, theft, or misuse. The internal controls shall address the following points: Control of collusion Separation of transaction authority from accounting and recordkeeping Custodial safekeeping Delivery versus payment Clear delegation of authority Confirmation of transactions for investments and wire transfers 10.0 Collateralization In accordance with the SDCL 4-6A and 51A-10-9 Qualified Public Depositories will furnish collateral in the sum equal to one hundred percent (100%) of the public deposit account that exceed deposit insurance. The Finance Director will review semi-annually the Under-Collateralized Bank Accounts report found on the SD Department of Legislative Audit website, http://legislativeaudit.sd.gov/resources/pledgedcollateral/pledgedcollateral.aspx to ascertain compliance by financial institutions of adequate collateral coverage. SDCL 4-6A-3 requires that collateral be segregated by each depository in such manner as approved by the South Dakota Deposit Protection Commission. 11.0 Diversification The purpose of diversification is to reduce overall portfolio risk while attaining market rates of return and to enable the City of Brookings to meet all anticipated cash requirements. The investments shall be diversified by: 8 Limiting investments to avoid over-concentration in securities of a specific issuer (excluding treasury bills). Limiting investment in securities that have higher credit risks. Investing in securities with varying maturities. 12.0 Maximum Maturities To the extent possible, the City of Brookings will attempt to match its investments with anticipated cash flow requirements. The City of Brookings will keep investments for duration not to exceed five (5) years 13.0 Reporting 13.1 Methods The Finance Director shall prepare an investment report quarterly for the City Council. This report will include the following: List of individual securities held at the end of the reporting period further broken down by issuer, purchase date, maturity date, coupon rate, par value, and yield to maturity. 13.2 Performance Standards The investment portfolio shall be designed with the objective of obtaining a competitive rate of return throughout budgetary and economic cycles, commensurate with the investment risk constraints and cash flow needs. 14.0 Policy Control 14.1 Exemption Any investment currently held that does not meet the guidelines of this policy shall be exempted from the requirements of this policy as long as it was in compliance with State of South Dakota Law and the City’s investment policy in effect at the time of purchase. At maturity or liquidation, such monies shall be reinvested only as provided by this policy. 14.2 Amendments This policy shall be reviewed to ensure consistency to overall objectives of safety, liquidity, yield, compliance to current law, and economic trends. 14.3 Requirements This investment policy is required by SDCL 4-5-8 and approved by the city council. 9 Approved on July 24, 2000 Revised on March 26, 2001 Revised on July 27, 2004 Revised on January 25, 2011 Revised on January 10, 2017 City of Brookings Scott Munsterman, Mayor ATTEST: Shari Thornes, City Clerk GLOSSARY AGENCY: A debt security issued by a federal or federally sponsored agency. Federal agencies are backed by the full faith and credit of the U. S. Government. Federally sponsored agencies (FSAs) are backed by each particular agency with a market perception that there is an implicit government guarantee. An example of a federal agency is the Government National Mortgage Association (GNMA). An example of an FSA is the Federal National Mortgage Association (FNMA). BENCHMARK: A comparative base for measuring the performance or risk tolerance of the investment portfolio. A benchmark should represent a close correlation to the level of risk and the average duration of the portfolio’s investment. BROKER: A broker brings buyers and sellers together for a commission. CERTIFICATE OF DEPOSIT (CD): A time deposit with a specific maturity evidenced by a certificate. Large-denomination CDs are typically negotiable. CERTIFICATE OF DEPOSIT ACCOUNT REGISTRY SERVICE (CDARS): A program with an approved depository that removes the need for collateral by providing full FDIC insurance for certificates of deposit. COLLATERAL: Securities, evidence of deposit or other property which a borrower pledges to secure repayment of a loan. Also refers to securities pledged by a bank to secure deposits of public monies. 10 COUPON: (a) The annual rate of interest that a bond’s issuer promises to pay the bondholder on the bond’s face value. (b) A certificate attached to a bond evidencing interest due on a payment date. CREDIT RISK: The risk to an investor that an issuer will default in the payment of interest and/or principal on a security. DELIVERY VERSUS PAYMENT: There are two methods of delivery of securities: delivery versus payment and delivery versus receipt. Delivery versus payment is delivery of securities with an exchange of money for the securities. Delivery versus receipt is delivery of securities with an exchange of a signed receipt for the securities. DIVERSIFICATION: Dividing investment funds among a variety of securities offering independent returns. DURATION: A measure of the timing of the cash flows, such as the interest payments and the principal repayment, to be received from a given fixed-income security. This calculation is based on three variables; term to maturity, coupon rate, and yield to maturity. The duration of a security is a useful indicator of its price volatility for given changes in interest rates. FEDERAL DEPOSIT INSURANCE CORPORATION (FDIC): A federal agency that insures bank deposits, currently up to $100,000 per deposit. FIDUCIARY: Person, company, or association holding assets in trust of a beneficiary. INVESTMENT POLICY: A concise and clear statement of the objectives and parameters formulated by an investor or investment manager for a portfolio of investment securities. LIQUIDITY: A liquid asset is one that can be converted easily and rapidly into cash without a substantial loss of value. In the money market, a security is said to be liquid if the spread between bid and asked prices is narrow and reasonable size can be done at those quotes. LOCAL GOVERNMENT INVESTMENT POOL (LGIP): The aggregate of all funds from political subdivisions that are placed in the custody of the State Treasurer for investment and reinvestment. MARKET RISK: The risk that the value of a security will rise or decline as a result of changes in market conditions. MARKET VALUE: The price at which a security is trading and could presumably be purchased or sold. 11 MATURITY: The date upon which the principal or stated value of an investment becomes due and payable. MONEY MARKET:The market in which short-term debt instruments (bills, commercial paper, bankers’ acceptances, etc.) are issued and traded. PORTFOLIO: Collection of securities held by an investor. PRUDENT PERSON RULE: An investment standard. In some states the law requires that a fiduciary, such as a trustee, may invest money only in a list of securities selected by the custody state---the so-called legal list. In other states the trustee may invest in a security if it is one which would be bought by a prudent person of discretion and intelligence who is seeking a reasonable income and preservation of capital. QUALIFIED PUBLIC DEPOSITORIES: A financial institution which does not claim exemption from the payment of any sales or compensating use or ad valorem taxes under the laws of this state, which has segregated for the benefit of the commission eligible collateral having a value of not less than its maximum liability and which has been approved by the Public Deposit Protection Commission to hold public deposits. RATE OF RETURN: The yield obtainable on a security based on its purchase price or its current market price. This may be the amortized yield to maturity. REPURCHASE AGREEMENT (RP OR REPO): A holder of securities sells these securities to an investor with an agreement to repurchase them at a fixed price on a fixed date. The security “buyer” in effect lends the “seller” money for the period of the agreement, and the terms of the agreement are structured to compensate him for this. Dealers use RP extensively to finance their positions. Exception: When the Fed is said to be doing RP, it is lending money that is, increasing bank reserves. SAFEKEEPING: A service to customers rendered by banks for a fee whereby securities and valuables of all types and descriptions are held in the bank’s vaults for protection. SPECULATION:Assumption of risk in anticipation of gain but recognizing a higher than average possibility of loss. TREASURY BILLS: A non-interest bearing discount security issued by the U. S. Treasury to finance the national debt. Most bills are issued to mature in three months, six months, or one year. TREASURY BONDS: Long-term coupon-bearing U. S. Treasury securities issued as direct obligations of the U. S. Government and having initial maturities of more than ten years. 12 TREASURY NOTES: Medium-term coupon-bearing U. S. Treasury securities issued as direct obligations of the U. S. Government and having initial maturities from two to ten years. VOLATILITY: A degree of fluctuation in the price and valuation of securities. YIELD: The rate of annual income return on an investment, expressed as a percentage. 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 2016-0774,Version:1 Discussion and possible action on Residential Permit Parking Options and Associated Costs. Summary: Pursuant to the previous City Council directive, staff was charged with researching the associated costs for implementing a permit parking program for neighborhoods around campus. Background: City staff drafted a residential permit parking zone procedure outlining the process by which residents, city staff, and council members may establish a residential permit parking zone. Included in the procedure were residency requirements, permit guidelines, potential residential zones, renewal process, and fees. Staff recommended an effective date of August 2017 or later to coincide with academic school year, provide public education about this new parking regulation, offer adequate time for residents to obtain permits, and allow staff to print and install signage. Should the City Council wish to pursue the issue of requiring residential parking permits, it is recommended the City Attorney prepare an ordinance codifying the program for future readings and a public hearing. Fiscal Impact: Staff recommends considering this a fee-based program that is as close to being revenue-neutral as practical so that other taxpayers are not subsidizing an additional service in an area in which they do not reside. Attachments: Cost Estimate (revised 1/5/17) Permit Parking Sign Layout Residential Parking Zone Procedure Potential Zone A Potential Zone B City of Brookings Printed on 1/5/2017Page 1 of 1 powered by Legistar™ Description QTY Cost Total Notes Revenues Fees (hang tags)642 $45.00 $28,890.00 Estimated for two potential zones A & B Fines 1290 $20.00 $25,800.00 Tickets increase by $5 after 72 hours $54,690.00 Expenses Salaries & Wages 20.00 $22.18 $443.60 Fringe Benefits (7.65%)7.65%$443.60 $33.94 Supplies (hang tags)500.00 $0.83 $415.00 Equipment & Programming 1.00 $17,990.00 $17,990.00 Annual renewal cost of $4,700/year thereafter Advertising, Promotion, & Education 1.00 $3,000.00 $3,000.00 Anticipated to be an annual cost Part-time parking enforcement 1257.00 $19.88 $24,989.16 Materials 12" X 18" signs 78.00 $9.50 $741.00 Priced for 2 colors of text 1-3/4" Telspar Post 802.00 $2.41 $1,932.82 QTY is total length required in feet 2" Telspar Anchor 234.00 $2.62 $613.08 QTY is total length required in feet 2-1/4" Telspar Anchor 78.00 $2.84 $221.52 QTY is total length required in feet Bolts 174.00 $0.23 $40.02 Washers 174.00 $0.18 $31.32 Lock Nuts 174.00 $0.10 $17.40 Labor (installation)156.00 $26.21 $4,088.76 Estimated 2 hours per sign install $54,557.62 Zone A 472 Zone B 170 Total 642 Residential Permit Parking Fee Proposal Total Revenues Total Expenses 1284 $23.00 $55,332.00 1000 .56 $560.00 $54,702.62 12x18 Permit Parking Sign 12x18 Permit Parking Sign 12x18 Permit Parking SignCity of Brookings City of Brookings City of BrookingsSingle sided Single sided Single sided3m HIP sheeting 3m HIP sheeting 3m HIP sheeting.063 thick aluminum .063 thick aluminum .063 thick aluminumBlack copy/border Black copy/border Green copy/borderWhite background Red additional copy White backgroundUnit price - $8.45 Each White background Unit price - $8.45 EachUnit price - $8.95 Each Residential Parking Explanation of Options and Requirements Justification: Residents in neighborhoods around campus are experiencing distinct issues with on- street parking compared to other neighborhoods in Brookings. The City Council directed staff to research and develop a plan to give the ability for a neighborhood to establish a residential parking zone where the streets are adversely impacted by the parking of vehicles during certain hours of the day. The two zones below have been identified to be impacted by non-residential traffic and prone to congestion. Establishing a residential permit program may help in freeing up parking spaces for residents and help with emergency response and snow removal. Procedure for Establishment of Zones: In order to establish or expand a residential permit parking zone, a person must file with the City Clerk a petition signed by at least 75% of the owners or occupants of property abutting the street described in the proposed zone. Each residential unit and each non- residential facility meeting the eligibility criteria within the proposed zone shall count as one vote in determining if the 75% threshold is met. Unoccupied units are excluded from the calculation of the 75% threshold when reasonable efforts to contact the property owner have been unsuccessful. The City Clerk shall refer the petition to the City Manager. At a council public hearing, the City Manager shall provide to the City Council recommendations regarding establishment or expansion of the proposed residential permit parking zone based on the petition’s compliance with the established criteria. At least 10 days prior to the public hearing, a mailed notice of said hearing shall be given to the owners or occupants of property abutting a street proposed to be located in the proposed residential permit parking zone. Following the hearing, the City Council may adopt a resolution establishing or expanding the residential parking zone if it determines the petition satisfies the hardship criteria. The establishment of zones may also be initiated by City staff or the City Council at any time. Proof of Residency (only one required): 1. Current vehicle registration showing an address within the district, identifying applicant specifically as a resident at that address. 2. Property tax bill showing person's name as tax payer and home address within the district. (Homeowners) 3. Residential lease agreement with address within the district, utility bill, or driver’s license identifying the applicant specifically as a resident at that address. Permit: Up to two (2) residential permit hang tags are allowed per dwelling unit. Permit hang tags will be color coded to correspond with a specific residential zone. Permit holders may park any place in the zone of their residence. Guests may utilize the resident’s hang tag. Potential Residential Zones: 1. Residents living in neighborhoods around campus, specifically: Zone A: 7th St. from 6 th Ave. to Medary Ave. Medary Ave. from 7th St. to 11th St. 11th St. from 6 th Ave. to Medary Ave. 6th Ave. from 7th St. to 11th St. Zone B: 7th St. from Medary Ave. to Jackrabbit Ave. (previously 16th Ave.) Jackrabbit Ave. (previously 16th Ave.) from 7th St. to 8th St. 8th St. from Medary Ave. to Jackrabbit Ave. (previously 16 th Ave.) Medary Ave. from 7th St. to 8th St. 2. Residential zones will be enforced from August 15 th - May 15 th, 8:00 a.m. - 3:00 p.m. (Monday - Friday) 3. All usual parking regulations are still in effect. 4. Delivery/Service vehicles are exempt from the permitted parking regulations. Renewal Process: 1. Homeowners and renters are required to renew their permits annually any time during the summer from May 15th - August 14 th. 2. If the property is sold or vacated, the permit holder shall surrender all residential parking permits back to the City within 72 hours of sale of property. 3. Parking permits will be sold year round for the current year. Fees: Fees will be determined upon fiscal determination of the cost of the program. However, staff recommends fees are revenue neutral. Staff anticipates administrative and overhead costs, printing, data entry of the permit system, and the purchase and installation of signage. Most other cities charge anywhere from $50 - $100; however, there are some cities that charge less or have no fee associated at all. Once the program is established and fine-tuned, staff would move towards e-government for the purchase of permits. Effective Date: Staff recommends an effective date of August 2017 to coincide with the academic school year, provide public education about the new parking regulation, offer adequate time for residents to obtain permits, and allow staff to print and install signage. Brookings County, SD Developed by The Schneider Corporation Par cel ID 404900070000300Sec/T wp/Rng --Pr oper ty A ddr ess 110 RAIL RO AD STBROOKINGS Alter na te ID n/aClassNADCAcreagen/a O w ner Addr ess SMITH, RAYMO ND J 521 HUNTERS RIDGE RD BROOKINGS SD 57006District4001 - BRO OKINGS/BROO KINGS SC HBrief T a x Descr iption RAIL RO AD ADDITIONS, L O T 3, 7TH RAIL RO AD ADDN 11039 SQ. FT. SHED(Note: Not to be used on leg al documents) Date crea ted: 10/17/2016 Last Da ta Uploaded: 2/18/2014 4:02:57 AM 1,181 ft OverviewLegendBrookings CityLimitsCity LimitsTownship Boundar ySectionsParcelsRoads B rook ings County, SD Developed by The Schneider Corporation Par cel ID 404900070000300Sec/T wp/Rng --Pr oper ty Address 110 RAILROAD STBROOKINGS Alternate ID n/aClassNADCAcreagen/a Ow ner Address SMITH, RAYMO ND J 521 HUNTERS RIDGE RD BROOKINGS SD 57006District4001 - BROOKINGS/BROOKINGS SC HBrief T ax Descr iption RAILROAD ADDITIONS, LOT 3, 7TH RAILROAD ADDN 11039 SQ. FT. SHED (Note: Not to be used on leg a l documents) Date created: 10/17/2016 Last Data Uploa ded: 2/18/2014 4:02:57 AM 590 ft Overvi ewLegendBrookings CityLimitsCity L imitsTownship Boundar ySectionsParcelsRoads 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 2016-0790,Version:1 Action to approve the Charter for a joint City, County, and School Task Force on Mental Health. History: 12/13/2016 City Council Meeting: “A motion was made by Council Member Hansen, seconded by Council Member Niemeyer, to approve moving forward with the formation of a joint City, County, and School Task Force on Mental Health. The motion carried by a unanimous vote.” 11/8/2016 Council Meeting: “A motion was made by Council Member Hansen, seconded by Mayor Reed, to add a follow-up on the Mental Health Awareness to the December 13 City Council Meeting Agenda. The motion carried by a unanimous vote.” 10/18/2016 City Council Meeting: “The Study Session was dedicated to Mental Health Awareness Issues. Speakers included: Sylvia Buboltz, District Supervisor for SD Division of Rehabilitation Services, Jason Merkley, Chief Executive Office for Brookings Health System, Karen Weber, Medical Surgical and Emergency Dept. Director for Brookings Health System, Mary Beth Fishback, Public Health Program Coordinator at South Dakota State University, and Brookings Police Chief Jeff Miller.” Attachments: Draft Charter City of Brookings Printed on 1/5/2017Page 1 of 1 powered by Legistar™ DRAFT Charter Task Force on Mental Illness – Ad Hoc Purpose: The City of Brookings, Brookings County, and the Brookings School District have a long history of collaboration and cooperation, and are committed to a high quality of life for all. The purpose of the Task Force on Mental Illness is to complete a comprehensive needs assessment, create a roadmap of services currently available to the mentally ill, and to propose improvements to the current services available to people with mental health issues in our community. Objectives: Determine the prevalence of mental illness in the County; Identify and investigate what resources are available to someone struggling with mental health issues; Explore what needs currently exist; Provide a venue for collaboration and communication; Membership The Task Force will consist of nine members total: One member of City Council (appointed by the Mayor with Council consent) One member of County Commission (appointed by the County Commission) One member of the Brookings School Board or Designee (appointed by the School Board) Six at-large positions would then be selected by the City Council, County Commission, and School Board members appointed to the Task Force. The at- large appointments should be citizens at-large, preferably those with a background in mental illness. The task force should include at least one representative who has a family member with mental health issues. Expectations of members: *Appoint a chair (or co-chairs) to conduct meetings. *Adhere to code of ethics and city open meeting policies. *Work to achieve community wide solutions and not represent an individual member's goals or platform.